Veriphy User's Guide

What is Veriphy?
How does Veriphy work?
How are the messages classified (red, orange, yellow)?
What is the notification method for each message?
How do I retrieve my messages?
What if I'm unreachable or on vacation?
How do I register my contact information with Veriphy?
What if I want to change my contact information?
Is it called "Veriphy" or "VOCADA"?
 

 

What is Veriphy?

  • Veriphy (sometimes referred to as VOCADA) is a critical test-result system which facilitates communications between the Cedars-Sinai imaging department physicians and referring physicians.

  • Veriphy was chosen by Cedars-Sinai as a Joint Commission-recommended system for the communication of critical test results.

  • Cedars-Sinai's Imaging Department uses Veriphy to communicate the following types of results to referring physicians:

    Critical findings, such as: imminent danger of death, significant morbidity, or serious adverse consequences unless immediate treatment is initiated.

     

    Wet Reads (both positive and negative,) as designated by the referring physician.
    Significant results or incidental findings that merit prompt attention, but are not life threatening.
 

How does Veriphy work?

  • A referring physician provides Veriphy with the method they wish to be contacted for the three different types of critical results. For example, Veriphy requests that a physician give either a method to receive text-messages or a pager number for the receipt of the most-critical results. Less-critical results can be transmitted by e-mail or fax, depending on the wishes of the referring physician.

  • Veriphy also asks for a back-up contact method, in the case that the first method does not contact the physician quickly enough.

  • An imaging physician will make a finding and classify it based on the three notification systems:

    = critical,
    = wet-read, or
    = requires follow-up.

    Click here for information on how findings are classified by the imaging physician.
     

  • They will record their findings and tell the Veriphy system to begin contacting the referring physician.

  • If the referring physician does not retrieve the message within a reasonable amount of time (as determined by the type of finding: critical, wet-read, or requires follow-up), a Veriphy representative will call the back-up phone number given to Veriphy by the physician.

    In the case of a critical finding, this escalation occurs after only 10 minutes.

    Click here for the escalation guidelines.

  • A referring physician's messages are batched, so they only need to make one phone call into the Veriphy system in order to retrieve all of their messages. The most-critical findings are given first, then they are given in the order they were recorded.

 

How are the messages classified?

Critical findings, such as:

  • Imminent danger of death,
  • Significant morbidity or
  • Serious adverse consequences unless immediate treatment is initiated
  • Warrants clinical emergency and stat page to physician
Wet Reads:
  • Both positive and negative
  • "Wet Reads" are requested by the referring physician.
Follow-up required, such as:
  • Significant abnormalities that warrant rapid but not immediate attention by the responsible clinician
  • Requires prompt clinical attention to avoid serious outcomes
  • No immediate threat to life
  • Diseases/incidental findings that merit clinician's knowledge
 

What is the notification method for each message?

Critical findings:
 

  • The critical result is reported to the ordering clinician immediately after the imaging physician records the message in Veriphy.
  • The ordering physician is contacted by their choice of either text-message to their phone or a pager/beeper contact.
  • Veriphy will make four additional automated attempts to contact the ordering physician.
  • There is no embargo at night or on week-ends.
     

    Escalation/Back-up:
     

  • After the second automated notification, a Veriphy representative will attempt to contact the referring MD using the MD's office phone number and any other contact method available.

    If it is after hours, or if the call goes to answering service, Veriphy will request the MD be paged with the Veriphy phone number for message retrieval.

    This notification method runs concurrently with the automated system.

  • Messages cease after complete retrieval by the referring physician, or after 40 minutes.
  • If Veriphy has been unable to deliver the message, then an S. Mark Taper Foundation Imaging Center Veriphy Coordinator will continue to attempt to notify the physician.

    In the case of an inpatient, if the coordinator can not make contact with the physician, a call will be made to the hospital floor to inform the patient's nurse, and a fax will be sent to be added to the patient's chart.
Wet Reads:
  • The referring physician is contacted immediately after the imaging physician submits the message to Veriphy.
  • The physician is contacted by their choice of one of the following types of messages: text-message to phone, pager/beeper contact, fax, or e-mail.
  • Attempts to contact the referring physician continue every 2 hours until a total of 3 attempts have been made, or until the referring physician completely retrieves the message
  • There is no embargo at night or on week-ends

    Escalation/Back-up:

  • After the second attempt to contact, a phone call will be placed by a Veriphy representative to the MD's office. If call goes to an answering service, Veriphy will request the referring MD be paged with the call-back number to retrieve the messages.
Follow-up required:
  • The referring physician is contacted immediately after the imaging physician submits the message to Veriphy. A second message is sent to the ordering clinician the following workday.
  • The contact method is determined by the referring physician and can be one of the following: text-message to phone, pager/beeper contact, fax, or e-mail.
  • Contacts are embargoed from 6pm-8am and on week-ends

    Escalation/Back-Up:

  • There is no escalation for yellow-coded messages.
 

How does a referring physician retrieve their messages?

  • A referring physician is sent a Veriphy message, indicating that there is a critical test result waiting for them.

  • The physician calls 888-587-0008, presses * and enters either the 6 digit message ID that is provided in the notification or their pin number.

  • The pin is the physician's Cedars-Sinai MD #. (Note if your pin is shorter than 4 digits, you must enter the appropriate number of zeros in front of your pin. For example the MD # "33" must be entered as "0033". If an MD# is longer than 4 digits, the full number should be entered.)

  • After listening to the message, you will be asked to ACCEPT or DECLINE the message. If you decline, you will be asked to state your reason, such as "not my patient".

  • If you do not listen to the message in its entirety, then Veriphy will continue to attempt to deliver the complete message to you.
 

What if I'm unreachable or on vacation?

For critical findings (red) every attempt will me made to reach you, including calls to your office. If you are on vacation, the physician covering your patients will be informed of the result.

In the case of an inpatient, the nurse in charge of your patient will receive a phone call from a Taper Veriphy Coordinator as well as fax reporting the result.

 

 

How do I register my contact information with Veriphy?

 

What if I want to change my contact information?

  • Fill out an amended Veriphy Profile form and fax it to the phone number on the bottom of the form (818-936-0647).

 

Is it called "Veriphy" or "VOCADA"?

  • Though we have used both terms to refer to this critical test results system, the name of the program is "Veriphy". It was developed by a company named "VOCADA" (which has since been acquired by Nuance Communications.)

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