In Basket

In Basket is Connect Care’s secure, actionable and task-based communication toolkit that helps users manage their daily workflows. Prescribers use it to manage and action clinical tasks, and to communicate with colleagues and patients about tasks.

Task Management

Clinicians receive messages about tasks via In Basket. These messages are directly linked to patients’ charts, results and orders; making it easier to both appreciate and act on what needs doing. The tasks themselves can be managed (redirect, complete, share, etc) from buttons in the In Basket task bar. Common tasks include:

    • Reviewing Lab and Imaging Results.

    • Resolving incomplete documentation, open charts, co-sign needs, or requested corrections.

    • Accepting tasks sent to a pool (e.g., triage of incoming referrals).

    • Delegating clinical coverage for In Basket work to other colleagues.

Routine attention to, and action upon, In Basket tasks can dramatically reduce Connect Care information burdens. However, neglect can lead to a large, cluttered and daunting tool that takes time to clear. Physicians who are off-service for prolonged periods can configure In Basket to send periodic email alerts about accruing tasks.

Communication

In Basket can be used to communicate with colleagues and patients, in a manner similar to email. However, unlike email, In Basket messages present with links to relevant information, charting tools and decision-supports within the Connect Care ecosystem. Patients can be included in the circle of communication if they use MyAHS Connect, the Connect Care patient portal. In Basket communications can only be shared with clinicians who have adopted Connect Care or who have registered for its provider portal. AHS secure email is the preferred tool for communicating with external physicians until Connect Care becomes widely adopted throughout a zone.

In Basket provides a warning if either a target patient or physician is not a Connect Care communications user.

Using In Basket

Using In Basket in a regular, appropriate way is imperative to patient safety. Prescribers must check In Basket frequently to ensure that all investigations, results and required actions are managed in a timely and safe manner.

The "In Basket Basics" section of the In Basket Best Practices Guide provides an excellent introduction to the layout and functions of In Basket in Hyperspace.

The Connect Care Communication Norms cover matters of In Basket hygiene, together with expectations of timely responses to different types of In Basket messages.

Results and Reports

While the Best Practices Guide covers all that a clinician-user might need to know, it is particularly important for physicians to appreciate how laboratory results or test reports might present as In Basket tasks for review:

    • Inpatient

      • Laboratory results and test reports are NOT delivered to In Basket if the order was placed for a patient admitted to a facility and the result becomes available during the admission encounter. Responsible clinicians are expected to use Chart Review to check for new information about inpatients. There are tools for marking results as viewed so that anything new is easy to see. Other alerts and visual cues appear in patient lists, Story Board and Summary views.

      • Results posted AFTER patient discharge are posted to the In Basket of the discharging physician.

    • Outpatient

      • Laboratory results and test reports are delivered to the In Basket of the most responsible provider (usually encounter provider) for the outpatient encounter at which the orders were placed.

    • All Contexts

      • If a laboratory result or test report is explicitly COPIED to a prescriber and that prescriber uses Connect Care, the result or report is delivered to the copied provider's In Basket, irrespective of whether the ordering context is inpatient, outpatient, emergency, critical care, etc.

Mis-allocated Tasks and Messages

Any action taken on an In Basket message or task, including "doning" it to complete and remove from In Basket, is the equivalent of opening a chart. This is because even item titles can include identifiable patient information. Accessing the chart of a patient with whom a provider has no care relationship could constitute a breach under the Health Information Act.

Sometimes physicians are copied results or reports in error. Rarely items can be incorrectly routed to an In Basket for other reasons, such as trainee error when selecting a supervising provider. Two In Basket "QuickActions" can be accessed and used for most In Basket Items:

  • Not My Patient QuickAction will generate and route a message that protects the receiving physician when there is no clinical relationship with the patient.

  • Not My Result will generate and route a similar message but should be used if receiving provider is not accountable for the specific result (and so should not have received), even though there may have been a care relationship with the patient in question. This QuickAction should not be used if the receiving provider was intentionally carbon-copied by the ordering provider. Instead, it should be used when the receiving provider believes there has been a genuine result routing error.

  • Tip: How to manage mis-directed messages

In Basket Delegation

Clinicians can elect to give another Connect Care user access or editing rights to In Basket. This may be appropriate on a continuing basis for support staff who help the provider with communications. This can also be used episodically to ensure In Basket surveillance when a provider goes on vacation or is otherwise indisposed. Delegation by "granting access" and then "attaching" an In Basket is described in the Best Practices guide, as is the process for indicating that one is "Out of Contact".

In Basket Email Reminders

An In Basket personalization allows physicians to set up email reminders, as described in the Best Practices guide. Reminders go to a user-selected email address, are configurable for different time intervals, and can be triggered by one or more types of In Basket events. The reminder does not contain identifiable patient information (just an alert that there is material to attend to in Connect Care) and so can be directed to personal or institutional email services.

Resources