Connect

Starting Nov. 2, transferring a patient from UVA Health Culpeper Medical Center to another facility will take one order in Epic. The UVA Health Transfer Center will coordinate everything after that.

This launch is the first phase of a systemwide move to a single, unified transfer center model. The goal is a seamless, coordinated experience for patients and care teams from start to finish.

A Simpler Path for Providers

Under the current process, a single transfer can involve several phone calls, conference calls, and waiting for call-backs. The new model replaces all of that with one connected process.

At Culpeper Medical Center, providers will place an Transfer to Another Facility order in Epic. The order goes straight to the unified Transfer Center team, which then manages the remaining steps:

• Communicating with the accepting providers.
• Sending patient status updates to the appropriate teams.
• Keeping everyone informed until the transfer is complete.

Automated notifications tell patient care teams when a transfer has been accepted. Providers no longer need to make follow-up calls or ask for status updates.

“Every minute a provider spends on the phone tracking down a transfer is a minute away from the bedside,” says Reid Adams, MD, Chief Medical Officer, UVA Health, and executive sponsor of the initiative. “This model gives that time back. It also reflects how we want to operate as a health system, with connected teams and shared processes that serve every patient wherever they enter our care.”

While many teams contributed to this work, Dr. Adams singled out Justin Langford, Director of Capacity Operations, for his leadership. “Justin has been the driving force behind this effort, and his creativity and astute leadership have been on display throughout,” says Dr. Adams.

“Thank you to Justin and to everyone who played a role.”

Built for Coordinated Care

Leaders at Culpeper Medical Center see the change as an important step for the patients and the community they serve.

“Our patients count on us to get them to the right level of care quickly and safely,” said Nael Hasan, MD, Chief Clinical Officer, Culpeper Medical Center. “With one order and one team managing the process, our providers can stay focused on the patient in front of them, knowing the transfer is in good hands.”

George Glass, MD, Medical Director, University Medical Center Bed and Transfer Center, says unifying the process benefits both sides of every transfer. “When our team owns the coordination, we can see the full picture and keep everyone informed in real time. That level of visibility makes for better handoffs and a better experience for patients and families.”

Measuring Progress

The Transfer Center has created an automated report that will be shared with hospital leadership. It will track the number of transfers accepted and declined, along with the time from transfer request to acceptance in Epic. These measures will guide the next phases of the expansion.

What You Need to Know

• Who’s affected: Phase 1 applies only to interhospital transfers that originate at UVA Health Culpeper Medical Center.
• Training: Impacted team members have already received education and training materials.
• How to place a transfer: Use the “Transfer to Another Facility” order in Epic.
• How to reach the UVA Health Transfer Center: Use Secure Chat and message the UVA Health Transfer Center Staff group.

The Culpeper launch is the first of several phases. Additional UVA Health locations will be incorporated as the unified transfer model expands across the system.