CDSA Local Set Up Instructions - Now through Go Live
Contents
1. Figure 13 Site Specific Extended Dictionaries tab 12 If applicable select 60104 Next Available Chart Number from the Extended Dictionary Data Element drop down field NOTE This option will allow the next number to be provided to the chart If you use another number system this will allow the system to continue the number sequentially from where you left off Leave this field blank if you want the system to start at 1 How To Local Setup Instructions_now golive cdsa locals Page 22 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 13 If you perform step 12 enter the appropriate next number in the Extended Dictionary Value Free Text field PHDEMO 803 Program Maintenance File Edit Favorites Avatar DH Avatar CWS Avatar MSO Help Page 1 ot O eee e A Defined Extended Dictionary Values List wulwer Lett Lt gt Sequencirar Gs D Chart Number Prefix z 2010 Chart Number Suffix Clinic Chart Number Leading Zeros SE Next Available Chart Number Not Currently Defined be Extended Dictionary Data Element 60104 Next Available Chart Number v Extended Dictionary Value Single Dictionary Extended Dictionary Value Multiple Dictionary BI Extended Dictionary Value Free Text 1572 E Complete Ej 20459 NCC327 01 29 2010 12 03 PM Figure 14 Site Specific Extended Dictionaries tab 14 Sele2. Provider Fax 999 999 9999 Make Self Pay Remittance Payable To Billing Contact Information Figure 4 Facility Defaults option 1 Verify only the fields on the left side of the Facility Defaults tab NOTE The information on the right side of the Facility Defaults tab will be pre populated with information from data conversion Do not enter modify any information on the right side of the Facility Defaults tab 2 Correct any information that is not accurate 3 Click S Submit to save your facility default information 4 Continue to the next section Enter CDSA System Defaults How To Local Setup Instructions_now golive cdsa locals Page 13 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 2 CDSA System Defaults Use the Set System Defaults option to set your agency s default information as it will appear in report titles and general system setup options Avatar Path Avatar CWS gt CWS Utilities gt Set System Defaults PHTRAIN 803 Set System Defaults K Sib File Edit Favorites Avatar PH Avatar CWS Avatar MSO SS Page 1 of 1 e KC amp Report Header Report Title Line 1 agency s Name Report Title Line 2 Cp Report Title Line 3 North Carolina Progress Notes Setup Disable Progress Notes of Type O Existing Service Z Existing Appointment Independent Note C New Service Restrict Progress Notes
3. Referral Source Input Add Or Edit Referral Source Referral Source Category Add Referral Code Edit Referral Code Referral Source Phone Process Search Referral Source Agency Nar D Number Source Categon Referral Source Address Street 1 Referral Source Address Street 2 New Referral Source Code Referral Source Name Referral Source Zipcode Practitioner ID Referral Source City Process Search Referral Source County bh NarmesID Number Alternate Practitioner ID Referral Source State K z File Referral Referral Source Specialty S Print Referral Source Pi Complete EJ 19296 NCC327 01 29 2010 10 34 AM Figure 3 Referral Source Maintenance option How To Local Setup Instructions_now golive cdsa locals Page 10 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 2 3 Current Payors Billed On the HIS Website Training amp System Manuals gt Supplemental Documentation gt Commercial Guarantor we have provided a list of all Commercial Guarantors currently in the Avatar system Please review the document and verify that all Payors your agency has billed are listed in the spreadsheet If not please complete the HIS Request Form which is located on the Forms page The HIS Request Form HIS Website gt Training
4. 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 5 Verify Converted Practitioners This task allows you to verify practitioners converted from HSIS to HIS If you need to add a new practitioner you may do so at this time You are also able to edit existing practitioner information However do not terminate a practitioner using the Practitioner Termination option until after Data Conversion 2 i e the day you go live in HIS Avatar Path Avatar PH gt Practitioner gt Practitioner Information gt Practitioner Inquiry PHTRAIN 803 Practitioner Inquiry File Edit Favorites Avatar DH Avatar CWS Avatar MSO Page 1 of1 ar amp Practitioner Inquiry Practitioner Option Practitioner Enrollment welt inquiry Start Date 03 29 2010 T Y Individual Or All Practitioners All Individual Inquiry End Date 03 29 2010 T l H E WT E H E E T gem el ec geg geet gam ell Figure 17 Practitioner Information Practitioner Inquiry 1 Select Practitioner Enrollment from the Practitioner Option drop down field 2 Select All in the Individual or All Practitioner field 3 Enter today s date in the Inquiry State Date field 4 Enter today s date in the Inquiry End Date field How To Local Setup Instructions_now golive cdsa locals Page 26 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Set
5. amp System Manuals gt How To Help Guides How To Local Setup Instructions_now golive cdsa locals Page 33 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 9 Add Commercial Guarantor Program Billing Defaults CDSA Currently no set up instructions are available 3 10 Add New Referral Source Using the referral source codes that you defined when completing the Now setup tasks you can now include these referral sources in HIS using the steps outline below Avatar Path Avatar PH gt System Maintenance gt System Definition gt Referral Source Maintenance PHTRAIN 803 Referral Source Maintenance lol x Eile Edit Favorites Avatar PH Avatar CWS Avatar MSO Help EE e E age 1 of Gel y S iia amp Referral Source Input Add Or Edit Referral Source Referral Source Category Add Referral Code Edit Referral Code Referral Source Phone Process Search Referral Source Agency Referral Source Address Street 1 Referral Source Address Street 2 New Referral Source Code Referral Source Name Referral Source Zipcode Practitioner ID Referral Source City Process Search Referral Source County z Name lD Number Alternate Practitioner ID Referral Source State sl z File Referral
6. amp System Manuals gt Forms gt HIS Request Form provides your agency with the mechanism and instructions for communicating additions or changes to guarantors listed in your RSC Submit the HIS Request Form no later than 4 weeks before your GoLive date to HIS Project MSC 1919 Raleigh NC 27699 1919 or via fax to 919 870 4851 or How To Local Setup Instructions_now golive cdsa locals Page 11 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 Setup Tasks One 1 Week The following tasks will be addressed by your agency 1 week prior to your GoLive date in your PHLive environment unless otherwise noted Do not modify data in your PHLive RSC if you were asked to verify a data conversion task Your objective is to verify that the data conversion properly occurred for that item The data conversion process is a two part process and making changes to certain items in your PHLive environment can negatively impact the entire data conversion process For those tasks in this grouping that are not a verify task you can enter information into your PHLive environment specific to that task Use this page to check off the completed activity LIENO Update agency s facility default information Associated Instruction s 3 1 Facility Defaults Update CDSA System Defaults 3 2 Set System Defaults Assign service programs to your local agency 3 3 Assign Service Program to Ag
7. you will need to obtain a pre production NCID username and password NOTE The Training environment is where you will address the Now tasks For the remaining tasks you will address these items in your PHLive environment 1 Enter the following web address https his uats dhhs state nc us radplus index jsp 2 Once the application opens in your web browser click the User Authentication link located on the left hand side of the application meer Select an application instance from the list below to logon Refresh Dismiss Figure 1 Login Screen for PH Train 3 Click the PH Train link to enter the HIS Training Environment NOTE You will be directed to the Login screen which requires you to include your System Code User ID and Password 4 Enter your Root System Code into the System Code field 5 Enter your NCID pre production username in the User ID field How To Local Setup Instructions_now golive cdsa locals Page 6 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 6 Enter your NCID pre production password in the Password field NOTE All three fields are required Once data is included in all three fields the Login button will become active Tasks Favorites AvatarPH Avatar CWS Avatar MSO Help Kg SC gn e S S ER E EB select Client E My Appointments E My To Do List EZ My Applications E My Favorites Eih My Preferences SY My Courses A switch system Codes 1 Kl
8. 48230 00 66316 00 54403 00 102489 00 12057400 699959999 5197000 7459 00 30948 00 110436 00 129924 0 699339993 1osooco ss2saoo 2450000 2s7s0 00 34993 00 e99959999 14570 00 20034 00 2549800 30561 00 35424 00 Jeesseees9 1633000 25176 00 2204300 38503 00 45774 00 lesesesess enzel 2031900 sssesoo ses zl ss12400 lesassseeg 25790 00 agoen ml 45933 00 s4s0s 00 64474 00 lesasssee egal 40604 00 51678 00 62751 00 73824 00 ss9sse999 33270 00 45745 00 37090 00 soees oa ec 7202010 al sel 7131300 ass94 00 10187400 293359293 B Unknown Zone E Figure 24 PDF version of Sliding Fee Scale report 9 Review the Sliding Fee Scale if any edits are needed please contact your EI Branch Representative 3 8 Add Medicaid Guarantor Program Billing Defaults CDSA The Guarantor Program Billing Defaults option is used to set up the default billing information for Medicaid electronic and paper billing files Default billing information is specific to the agency submitting the Medicaid claim Examples of this information would be the agency s Medicaid billing provider number billing provider name federal employer identification number EIN and special entries required by North Carolina Medicaid Medicaid default billing setup information can be found in the How To Set Up Medicaid Guarantor Program Billing Defaults CDSA document which is found on the HIS Website Training
9. Number Test C PWSyncTest PWTESTER m eene Deactivate System Generated Password Yes No Generate New Password Reminder Notice Number of Days Password Term Duration Days Associate User with a User Role Yes No Yes No Complete El 10585 NCC327 02 05 2010 04 59 PM Figure 19 System Security User Definition Tab How To Local Setup Instructions_now golive cdsa locals Page 28 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 Select Login Only in the Associate User To Network ID Through Avatar Identity Manager field NOTE Login Only should always be selected Enter the user s name in the Select User field 3 Click the Process Search button NOTE If multiple matches display select the appropriate user from the Select User drop down field If the name appears a Click on the OK button This will populate the User ID and User Description fields If the name is not found perform a search within NCID to obtain the user s NCID a Enter the approved NCID name in the User ID field b Tab out of the User ID field The correct NCID username displays in the User Description field 4 Click the Forward button to access Page 2 5 Inthe User Roles s field select the appropriate user role s for the user NOTE A complete list of user roles can be found on the HIS Website Training amp System M
10. Referral Source Specialty S Print Referral Source E Complete E 27753 NCC326 02 05 2010 11 37 AM Figure 25 Referral Source Maintenance option 1 Select Add Referral Code in the Add Or Edit Referral Source field 2 Enter a referral source code in the New Referral Source Code field NOTE This field is limited to 10 characters and defined by the local agency Once you define enter and then submit the referral source code you cannot change the referral source code Before submitting your data verify that your agency has finalized its decision regarding the format of your referral source codes How To Local Setup Instructions_now golive cdsa locals Page 34 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 Enter the referral source name in the Referral Source Name field NOTE This field is defined by the local agency 4 Select an appropriate category from the Referral Source Category drop down field NOTE If you require an additional category added to this drop down field please complete the HIS Request Form The form is located on the HIS Website Training amp System Manuals gt Forms 5 Click the File Referral button to save the referral to the system How To Local Setup Instructions_now golive cdsa locals Page 35 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 4 Setup Tasks Weekend Before GoLive The following tasks will be
11. Ze D Logout DUDE SURFER BOODA 9501 RADplus 2006 My Session a PHTRAIN 803 30546 NCC329 01 26 2010 09 29 AM Figure 2 User Authentication screen 1 6 Login to your PHLive Environment When logging into your PHLive Environment i e Production you will need an NCID username and password DO NOT use your NCID pre production username and password which grants you access to your training environment NOTE The PHLive environment is where you will address all remaining tasks tasks that occur after the Now tasks 1 Enter the following web address https his prod dhhs state nc us radplus index jsp 2 Once the application opens in your web browser click the User Authentication link located on the left hand side of the application 3 Enter your Root System Code into the System Code field Enter your NCID username in the User ID field 5 Enter your NCID password in the Password field NOTE All three fields are required Once data is included in all three fields the Login button will become active How To Local Setup Instructions_now golive cdsa locals Page 7 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 2 Setup Tasks Now The following tasks can be addressed now For tasks that occur within HIS you will tackle these tasks in your RSC PHTrain environment unless otherwise noted Use this page to check off completed activities NOTE T
12. 052610 doc Page 8 of 42 HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 2 1 Define Performing Provider Insurance Companies Identify the insurance companies that your performing providers use Examples include Aetna BCBS Cigna MedCost NC State Health Plan TRICARE United Healthcare and WellPath Select Inc CDSA Name Root System Code Submitter s Name Insurance companies o0 lt en EN E hr N e e e Fei e e Fe Feat Fei ke M SYePNnAMNPWN PO After identifying the insurance companies submit this page to EI Branch Central Office c o Catasha Williams via email Catasha Williams dhhs nc gov or fax 919 870 4834 How To Local Setup Instructions_now golive cdsa locals Page 9 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 2 2 Define Referral Sources If needed you can define referral sources in the Avatar system for your agency Prepare the following on paper but do not enter this information into the Avatar system Look at the required fields for this in the system and have that information on your referral sources ready to go so it can be quickly entered NOTE The Referral Source Code and Referral Source Name fields are defined locally by each CDSA PHDEMO 803 Referral Source Maintenance File Edit Favorites Avatar DH Avatar CWS Avatar MSO Help T Page 1 et e KR A
13. A that an agency can run for HIS to work successfully The lowest version an agency can run is JAVA v1 5_8 The recommended JAVA version is v1 5_12 If you have a JAVA version higher then 5 0 update 12 your System Administrators will need to install the JAVA Runtime Fix Applet Additional Java instructions are available on the HIS Website under the HIS System Requirements page Whenever changes are made in the system requirements the HIS Website will be updated It is recommended to reference this resource often for updates How To Local Setup Instructions_now golive cdsa locals Page 4 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 3 NCID The North Carolina Identity Service NCID is the standard identity management and access service provided to state local business and citizen users by the Office of Information Technology Services HIS requires all users to have an NCID to login to the application Furthermore you are required to obtain a pre production NCID to access the HIS training environment For each Root System Code RSC you will have e This is the live HIS environment that you will use to manage business processes within your agency such as HIS Live Environment billing and client data e Use your NCID username and NCID password to access this environment e This is a practice environment where you can practice and HIS Training Environment interact with Avatar without impacti
14. C328 12 31 2009 12 50 PM Additional information related to this option can be found in the How To Setup Cross Episode Financial Eligibility guide which is located on the HIS Website Training amp System Manuals gt How To Help Guides How To Local Setup Instructions_now golive cdsa lo 052610 doc cals Page 39 of 42 HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 5 Setup Tasks GoLive The following tasks will be addressed by your agency on your GoLive date This information is to be entered in your Production i e live environment Use this page to check off completed activity LENKO Associated Instruction s Enter new practitioners not included during the data e 5 1 Enter New Practitioners conversion process NOTE After data conversion this will be an on going process for the local agency 5 1 Enter New Practitioners For practitioners that were not included during data conversion the following steps detail how to enter a new practitioner Avatar Path Avatar PH gt Practitioner gt Practitioner Registration gt Practitioner Enrollment Select Staff Staff Name ID Alternate Lookup Blue Candy Altornate I anlam Tuna Dec H Not found Select Staff OK Cancel New Figure 29 Practitioner Registration Practitioner Enrollment Search 1 Enter the practitioner s name in the Staff Name ID field 2 Click the
15. DE FINANCIAL ELIGIBILITY cccccccccecececececececececesecesecececececeseceseeeseeeceeeeeseeaeseaeaeaes 38 5 SETUP TASKS GOLIVE E 40 5 1 ENTER NEW PRACTITIONERS cccccccccccsccececevevecevevevevecevevecevevecevecevevereveveveveceveveveveveveveseveveceveveveveceveveveveveveves 40 How To Local Setup Instructions_now golive cdsa locals Page 3 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 Introduction The purpose of this document is to assist local health departments LHDs and Children s Developmental Service Agencies CDSAs in setting up and maintaining their root system code within the Health Information System HIS options NOTE Please note that this document will be organized into task groupings depending upon the timeframe in which the tasks need to occur 1 1 HIS Customer Support Contact Information For all HIS questions and support needs please contact the DHHS Customer Support Center CSC You can reach the DHHS CSC Monday through Friday 8 00 am through 5 00 pm at e Phone 919 855 3200 and select Option 5 e Email DHHS Customer Support Center ncmail net 1 2 Work Station Set Up Refer to the HIS Website for the minimum desktop requirements to support HIS This information can be found by accessing the System Requirements folder and then selecting the HIS System Requirements document The HIS Project Team has worked to identify the highest and lowest versions of JAV
16. LTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 10 If applicable select 60103 Chart Number Leading Zeros from the Extended Dictionary Data Element drop down field NOTE This option will display the number of leading zeroes that will be appended when the user generates or enters a chart number using the Generate Chart Number option 11 If you perform step 10 enter the number of leading zeroes in the Extended Dictionary Value Free Text field NOTE This will be a number such as 5 If you entered a 5 your chart numbers will add a specific number of zeros to your chart number until there are five total characters for the chart number e g 00001 or 09000 Leave this field blank if you do not want the system to include leading zeroes PHDEMO 803 Program Maintenance E Ip x Eile Edit Favorites Avatar PH Avatar CWS Avatar MSO Help Ki Q 2 Page 1 of1 S Defined Extended Dictionary Values prnart Nwulwer perauicing gt Sequenciar jai Chart Number Prefix gt Zod f Chart Number Suffix Clinic Chart Number Leading Zeros See Next Available Chart Number Not Currently Defined v Extended Dictionary Data Element 60103 Chart Number Leading Zeros v Extended Dictionary Value Single Dictionary Extended Dictionary Value Multiple Dictionary Extended Dictionary Value Free Text 5 Complete E 20459 NCC327 01 29 2010 11 59 AM
17. North Carolina Department of Health and Human Services ah HIS Local CDSA Setup Instructions Health Information System HIS Version 1 1 Prepared By HIS Project Team May 26 2010 HEALTH INFORMATION SYSTEM HIS HIS Local CDSA Setup Instructions Change History Version Description Version Date V1 0 May 18 2010 V1 1 May 26 2010 Original document Updated for clarification Your PHLive environment and How To document screenshots may not always match due to the dynamic nature of HIS If any modification to the system impacts the process outlined in this document an updated How To document will be available through the HIS Website Page 2 of 42 How To Local Setup Instructions_now golive cdsa locals 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions Table of Contents L INTRODUCTION vcsssscssccscssstessececsesuessossswesessstuesees EE svesesdesvetetseansetsauueedosbusecsiesess NESE Eaa ssesteesesudebesveseseisvessees 4 1 1 HIS CUSTOMER SUPPORT CONTACT INFORMATION 4 1 2 WORK STATION SET Up 4 1 3 INLE A D eeh Stee EE 5 1 3 1 NCID Access Inetructions 5 1 4 FILS USER ROLES arna nhan bee hoe cee neha hc EE a ees ak eas Eas Ba BN i ee BG SE 5 1 5 LOGIN TO HIS TRAINING ENVIRONMENT nn 6 1 6 LOGIN TO YOUR PHLIVE ENNIRONMENT en 7 2 SETUP TASKS NOW EE 8 2 1 DEFINE PERFORMING PROVIDER INSURANCE COMPANIES ccccccccececececececece
18. Select Staff Name Id Search button NOTE A Lookup dialog box displays indicating the individual is not found The New button is now active Click the OK button to continue How To Local Setup Instructions_now golive cdsa locals Page 40 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 Click the New button NOTE The New ID dialog box displays indicating the ID number assigned to the practitioner Click OK to continue 2 ID number 000075 assigned Figure 30 New ID dialog box 4 The Practitioner Enrollment option displays Lt PHTRAIN 803 NEW Staff 000075 Practitioner Enrollment a0 Eile Edit Favorites Avatar PH Help Wi Oe veier Ei e kl e NEW Staff 000075 Name Office Address Zip Code Alternate Practitioner ID Office Address City Date Of Birth T y 4 Office Address State v Registration Date Office Telephone 1 T H 4 Office Telephone 2 Discipline s Located In Medical Office Building E Aide J yes No E Audiologist E L Birthing Class Beeper Number Practitioner Categories For Coverage Home Street D Aide iE O Audiologist 7 Ft O Birthing Class Lei Home Zip Code i Practitioner Category POSEY v Office Address Street Home St
19. a locals Page 16 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 10 Click the as Forward button to Page 3 and verify that Yes is selected in the Allow Charge Entry field Lt PHTRAIN 803 Program Maintenance File Edit Favorites Avatar PH Avatar CWS Avatar MSO G Process Search Allow Charge Entry _ Process Search Yes d e Yes No UP ET geg a wg Agent eme WW Figure 8 Allow Charge Entry field 11 Select the Program Maintenance tab and click the tal Back button to return to Page 1 12 Click the File Program button How To Local Setup Instructions_now golive cdsa locals Page 17 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 4 Setup site specific extended chart The system can be setup to automatically generate chart numbers for your local agency The system provides a few options related to generating chart numbers Currently it is the CDSA s responsibility to determine if they want to have HIS number their charts and if so to decide the formatting of the system generated chart number This task must occur after Data Conversion 1 NOTE If you do not want the system to automatically number your charts however you want to manually enter the chart number for your clients refer to the manual chart number setup section Avatar Path Avatar PH gt System Maintenance gt System Defi
20. addressed by your agency the weekend prior to your GoLive date This information is to be verified in the PHLive i e Production environment unless noted otherwise Please note that you will not have access to the system until after 12 00 pm on the Sunday before your GoLive date Use this page to check off completed activity LIENO Associated Instruction s C Close Transaction Control Date z E L Receipt Number Definition e 4 2 Receipt Number Definition e S BEN e 4 3 Validate Cross Episode L Validate Cross Episode Financial Eligibility EE 4 1 Close Transaction Control Date Use the Close Transaction Control Date option to specify a date as no longer valid to be used as the Transaction Date in any of the cash posting options in the system The close date will be the day prior to your GoLive date i e the day you complete the Weekend Before GoLive tasks For example if your GoLive date is 05 05 10 your Transaction Control Close date is 05 04 10 Avatar Path Avatar PH gt System Maintenance gt System Definition gt Receipt Transaction Control Maintenance gt Close Transaction Control Date E PHTRAIN 803 Close Transaction Control Date a Jl File Edit Favorites AvatarPH Avatar CNS Avatar MSO amp j Clase Transaction Control Dee Date To Close 12 31 1999 T 4 Tt Iw 2 b i Figure 26 Close Transaction Control Date option 1 Enter the close date in th
21. anuals gt Supplemental Documentation for both LHDs and CDSAs PHTRAIN 803 User Definition File Edit Favorites Avatar PH Avatar CWS Avatar MSO tal Page 2 of 2 ve Ka User Role s J BillingLevel1 a BillingLevel2 D BillingLevel3 v x CDSAAdmin f d 3 d ne sange D I ew E d PO ene oS F a ena nS pul Figure 20 System Security User Definition Tab How To Local Setup Instructions_now golive cdsa locals Page 29 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 7 Verify Converted Sliding Fee Scale Verify your agency s Sliding Fee Scale SFS in the Production Environment If you find that a new sliding fee scale is needed you may add a new fee scale during the 1 week setup period Follow the instructions provided in the How to Enter a Sliding Fee Scale located on the HIS Website Training amp System Manuals gt How To Help Guides NOTE In HIS sliding fee scales that are required to slide to a percentage other than zero 0 percent this functionality is currently not available Avatar Path Avatar PH gt System Maintenance gt System Definition gt Sliding Fee Scale Select Sliding Fee Scale Sliding Fee Scale Name ID f Select Sliding Fee Scale Name ID Search Select Sliding Fee Scale Federal Poverty Scale 2 ox Cancel New Figure 21 System Defi
22. arch tab you may also use the search feature to lookup a specific practitioner Dismiss button to return 7 After reviewing the report click on the View tab and then the Dismiss to the Practitioner Inquiry option NOTE If any programs in the report need to be inactivated please contact your EI Branch representative How To Local Setup Instructions_now golive cdsa locals Page 27 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 6 Assign User Roles Enter and assign users to user roles by following the steps in the User Definition option When setting up user roles the Allow User Role Customization field is active and required The field will default with No selected DO NOT select Yes Customizing your user role can create issues with accessing functionality in the system Avatar Path Avatar PH gt RADplus Utilities gt System Security gt User Definition PHTRAIN 803 User Definition WS BHM File Edit Favorites Avatar DH Avatar CWS Avatar MSO Help d KC Page 1 of 2 gd v Ecg i amp Av Associate User To Network ID Through Avatar Identity Manager User ID PYWTESTER Yes O No Login Only User Description Select User Test S EweyneTest test Process Search Is this user a system administrator Yes No e ea Description Alternate Display Employee ph zi Yes No Social Security
23. ate md Home Telephone _ Complete Chart Review 8453 NCC329 02 10 2010 01 39 PM Figure 31 Practitioner Enrollment option How To Local Setup Instructions_now golive cdsa locals Page 41 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 5 Enter the practitioner s name in the Name field NOTE Enter the name following the Last Name First Name format Enter today s date or the practitioner s date of hire in the Registration Date field Select all applicable specialty areas for the practitioner in the Discipline s field NOTE A practitioner can have more than one discipline selected in this field 8 Select the appropriate categories in the Practitioner Categories for Coverage field NOTE This field determines whether certain services are covered by this practitioner 9 Select the category that identifies the service provided by the practitioner in the Practitioner Category drop down field NOTE Early Intervention Professional and Early Intervention Paraprofessional are options within this drop down field 10 Enter the practitioner s office address zip code in the Office Address Zip Code field NOTE When you tab out of this field the Office Address City and Office Address State fields will automatically populate 11 Enter the practitioner s office telephone number in the Office Telephone 1 field 12 Click the amp Submit button to complete the process NOTE No e
24. cecececesececececececeseceseseeeeseseeeseseeeaes 9 22 DEFINE REFERRAL SOURCES ccccccccccccscccvecescocveccscvevecescecveccscceveceseveveccscceveceseveveccveseveceseveveceveseveseseveveveveseres 10 2 3 CURRENT PAYORS BILLED est Eessen cS ee A Sea tis cea ee eases 11 ch SETUP TASKS ONE 1 WEEK is stees eet EENS en 12 3 1 UPDATE AGENCY S FACILITY DEFAULT INFORMATION 13 3 2 CDSA SYSTEM DEFAULTS ege sage egee EES ENEE ege eessen See 14 3 3 VERIFY ASSIGN SERVICE PROGRAMS TO YOUR LOCAL AGENCE 15 3 4 SETUP SITE SPECIFIC EXTENDED CHART ccccccecececececececececececececececececececececececececececececececececececececececececececececscs 18 3 4 1 Manual Chart Number E 24 3 5 VERIFY CONVERTED DRACTTTIONERS 26 3 6 ASSIGN USER ROLES anantun ths rect ce 8b Ee eee AS ws e Be eae ke NER eae oat ts ac i Ba ee 28 3 7 VERIFY CONVERTED SLIDING FEE BCALE nn 30 3 8 ADD MEDICAID GUARANTOR PROGRAM BILLING D pAULUrS GChDSA 33 3 9 ADD COMMERCIAL GUARANTOR PROGRAM BILLING D tpautLrs ChDSA 34 3 10 ADD NEW REFERRAL SOURCE isi ene SE dee geed andes len sect EE dun veut db Se coat veut de EE See See 34 4 SETUP TASKS WEEKEND BEFORE GO LIVE uuu cssssscssssccssssccccssscccesssccccssseccscssccccscsccccssscesessseces 36 4 1 CLOSE TRANSACTION CONTROL DAT Bis ege ENEE EENS dE EE 36 4 2 DEFINE RECEIPT NUMBER DEFINITION ssssseseeeseeessssseseesesssssssssressssrsssssssssesesssesssesesssesestseseseseseseseeeseseseeen 37 4 3 VALIDATE CROSS EPISO
25. ct the Program Maintenance tab 15 Click the Back button and return to Page 1 How To Local Setup Instructions_now golive cdsa locals Page 23 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 16 Click the File Program button to save the chart numbering settings PHTRAIN 370 Program Maintenance File Edit Favorites Avatar PH Avatar CWS Avatar MSO Page 1 of 3 ES Program Metcronce Aer To Program _ Ste posite Extended Oktionerios_ tevin Unite To Prorom sy Add Or Edit Program 7 Add Edit IS Admission Senice Both Program PH370 Elizabeth Ciy CDSA e Associated Service Programs 3 i Contract Agency Elizabeth City CDSA Program Code PH370 Early Intervention Elizabeth City CDSA E o f cl Print All Programs Active Admit Call Intake gt Pre Admit Yes id IE Location Home v Description Primarily Medical Program PH370 Elizabeth City CDSA Yes No Figure 15 Site Specific Extended Dictionaries tab 3 4 1 Manual Chart Number Setup If you completed the steps above for setting up Site Specific Extended Chart continue to the next task If your agency would like to manually generate chart numbers for the client instead of having HIS automatically establish the chart numbers complete these setup steps _ Select Edit in the Add Or Edit Program field Select your PHRSC PH Root System C
26. e Date To Close field 2 Click the S Submit button to complete the process How To Local Setup Instructions_now golive cdsa locals Page 36 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 4 2 Define Receipt Number Definition Use the Receipt Definition option to define the format of your agency s receipt number in HIS as well as to set or re set the current or initial number defined in the system This task must occur after Data Conversion 2 Avatar Path Avatar PH gt System Maintenance gt System Definition gt Receipt Transaction Control Maintenance gt Receipt Definition PHTRAIN 803 Receipt Definition ER oO File Edit Favorites Avatar PH Avatar CWS Avatar MSO Page 1 oft E lt e KR Receipt Definition Site Local Agency Root System Code Component 1 P Component 2 Component 3 Length Of Counter Delimiter OEI Current Counter 5 Wc eS A fr a ST A ee a SOY eee ee oe Figure 27 Receipt Transaction Control Maintenance Receipt Definition Tab 1 Select your RSC from the Site drop down field 2 Enter a two character number in the Length of Counter field NOTE This two character number defines how many digits your local agency wants the counter to incorporate For example if you want a receipt number that is five 5 digits long type in 05 3 Enter a starting receipt number in the Current Counte
27. e Program field verify that all applicable programs are selected NOTE For CDSAs you will only see one program in the Associated Service Program field Early Intervention Enter your agency s Federal Tax ID in the Program Tax ID field 5 Enter the street address in the Program Address Street field How To Local Setup Instructions_now golive cdsa locals Page 15 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 6 Click the Forward button to Page 2 PHTRAIN 370 Program Maintenance J ie File Edit Favorites AvatarPH Avatar CWS Avatar MSO Hel ome EI gt Program Address Zipcode 27609 Id Program Address City RALEIGH 7 Other Program Grouper Identifier Program Address State NORTH CAROLINA lv Program Phone Number 919 555 1212 Program Taxonomy Code Program Fax Number 919 555 1313 Allow Transfer Only To The Following Programs O Contract Agency Elizabeth City CDSA E Early Intervention Elizabeth City CDSA L PH370 Elizabeth City CDSA Figure 7 Program Maintenance Page 2 7 Enter the zip code in the Program Address Zipcode field NOTE Tab out of this field to automatically populate the city and state fields 8 Enter the telephone number in the Program Phone Number field 9 Enter fax number in the Program Fax Number field How To Local Setup Instructions_now golive cds
28. e Table button NOTE The Sliding Fee Scale report may display with illegible links under the Program heading If this is the case continue with step 5 If your crystal report is legible continue to step 9 How To Local Setup Instructions_now golive cdsa locals Page 31 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 5 Click the ES Export button NOTE An Export the Report dialog window displays https his urep dhhs state nc us Export the amp File Format Adobe Acrobat PDF e Page Range All 2 Pages From To bh OK Cancel joone LL mm Figure 23 Export the Report dialog window 6 Select Adobe Acrobat PDF from the File Format drop down field NOTE You may also select Microsoft Excel XLS from the drop down list which will provide you with the ability to enlarge the Program cell to verify all programs are associated with the SFS 7 Select All in the Page Range field How To Local Setup Instructions_now golive cdsa locals Page 32 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 8 Click the OK button to convert the crystal report to an Adobe PDF report By Percentage Of Coverage Etectve Date 01031500 20 40 EA Pn 100 mec s4300 00 1620000 22100 00 25993 00 699359993 1083000 44891 00 1695300 23014 00 27074 00 esssss999 4345000 61174 00 77858 00 34541 00 11123400 esssssss9
29. ency Setup site specific extended chart i e system generated chart numbers 3 4 Setup Site Specific Charts Verify converted practitioners 3 5 Verify converted practitioners Assign user roles 3 6 Assign user roles Verify converted sliding fee scale 3 7 Verify SES 0O O0 0 010 OAO Add Medicaid Guarantor Program Billing Defaults LHD 3 8 Add Medicaid Guarantor Program Billing defaults Add Commercial Insurance Guarantor Program Billing Defaults LHD 3 9 Add Commercial Insurance Guarantor Program Billing defaults K Add new referral sources 3 10 Add new referral source How To Local Setup Instructions_now golive cdsa locals 052610 doc Page 12 of 42 HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 1 Update agency s facility default information Use the Facility Defaults option to set your agency s default information for paper and electronic billing If your default information is not correct you may update the information at this point This task should occur after data conversion 1 Avatar Path to Facility Defaults Avatar PH gt System Maintenance gt System Definition gt Facility Defaults Provider Name Agency s Name Provider Address Agency s Addres s Provider Zip Code 27699 Provider Cty apen SOSC C CS SY Provider State NORTHCAROLINA v Provider Telephone 3 999 999 9999
30. ferred to HIS This task requires you to validate that the EI program transferred If the program did not transfer you can follow the steps below to add the EI program Avatar Path Avatar PH gt gt System Maintenance gt gt System Definition gt gt Program Maintenance PHTRAIN 370 Program Maintenance Sal File Edit Favorites AvatarPH Avatar CWS Avatar MSO Hel Page 1 of3 be S Add Or Edit Program Add Edit Program PH370 Elizabeth City CDSA e Associated Service Programs LJ Contract Agency Elizabeth City CDSA Program Code PH370 Z Early Intervention Elizabeth City CDSA File Program Print All Programs g all Intake Active Yes No Location Home z Description Primarily Medical Program Fam Elizabeth City CDS Yes O No Treatment Setting Outpatient Program Tax Id Treatment Service Elizabeth City CDSA pg Enter Federal Tax IO number Program Address Street RRG Early Intervention CDSA Y Enter Mailing Street Address NNAOVAN AA DTN ch MO E ei a a a mr T FO T T oe Figure 6 Program Maintenance Tab Select Edit in the Add Or Edit Program field 2 Select the PHRSC local agency program in the Program drop down field NOTE Look for the program that reads PH Root System Code Agency from the Program drop down field 3 Inthe Associated Servic
31. he Training environment is where you will address the Now tasks LI Task Address work denials negative balances and write offs before GoLive so that you bring only positive client balances forward Associated Instruction s Verify that future users of HIS have an NCID Note Your local NCID administrator will need to perform this task This task is a priority as an NCID is required to access the system It may take up to 30 days to obtain an NCID NCID Prepare the following on paper List the insurance companies used by your performing providers 2 1 Define Performing Provider Insurance Companies Prepare the following on paper but do not enter at this time the information on Referral Sources used by your agency Look at the required fields for this in the system and have that information on your referral sources ready to go so it can be quickly entered 2 2 Define Referral Sources See Referral Source Management section within the HIS User Manual Location HIS Website gt HIS Manual gt Referral Source Maintenance Submit to the HIS Project Team a list of current Payors billed in the last three 3 months 2 3 Current Payors Billed HIS Website gt Training amp System Manuals gt Supplemental Documentation gt Commercial Guarantor HIS Website gt Training amp System Manuals gt Forms gt HIS Request Form How To Local Setup Instructions_now golive cdsa locals
32. lished as you complete the steps below ZS PHDEMO 803 Program Maintenance RS File Edit Favorites Avatar DH Avatar CWS Avatar MSO Help Page 1 of 1 e KR L Defined Extended Dictionary Values Dutt peraurcing gt Nuc currenctiy verineu ja Chart Number Prefix Not Currently Defined Chart Number Suffix Not Currently Defined Chart Number Leading Zeros Not Currently Defined ext Available Chart Number Not Currently Defined Les Extended Dictionary Data Element v Extended Dictionary Value Single Dictionary Extended Dictionary Value Multiple Dictionary Extended Dictionary Value Free Text Complete El 20459 NCC327 01 29 2010 11 34 AM Figure 10 Site Specific Extended Dictionaries tab 4 Ifapplicable select 60100 Chart Numbering Defaulting from the Extended Dictionary Data Element drop down field NOTE Selecting this value will determine what values populate in the Extended Dictionary Value Single Dictionary drop down field which determines whether a sequential chart number is automatically generated or manually entered and if auto generated whether it is editable How To Local Setup Instructions_now golive cdsa locals Page 19 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 5 If you do perform step 4 select the appropriate option from the Extended Dictionary Value Single Dictionary d
33. ng actual client data Oe Sandbox e Use your pre production NCID username and pre production NCID password to access this environment 1 3 1 NCID Access Instructions For instructions on obtaining an NCID or pre production NCID please refer to the NCID Registration Instruction document located on the HIS Website http his dhhs state nc us under Training amp System Manuals gt Supplemental Documentation Please note that it can take up to 30 days to receive an NCID approval NOTE If you have staff who currently have an NCID since they access other systems in production e g NCIR those staff members do not need to acquire a new NCID 1 4 HIS User Roles Every user who accesses the Avatar system will be assigned a User Role by your local system administrator The user role to which you are assigned will be tied to the type of job or function you provide within your agency User roles dictate what you have access to in the Avatar system which dictates the type of functionality available to you HIS user roles for both LHD and CDSA agencies can be found on the HIS Website Training amp System Manuals gt Supplemental Documentation e HIS User Roles for CDSAs How To Local Setup Instructions_now golive cdsa locals Page 5 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 1 5 Login to HIS Training Environment When logging into the HIS Training Environment i e Sandbox
34. nition Sliding Fee Scale Search 1 Enter the sliding fee scale name in the Sliding Fee Scale Name ID field 2 Click the Select Sliding Fee Scale Name Id Search button NOTE The desired scale will populate in the Select Sliding Fee Scale field 3 Click the OK button to continue CAUTION Do NOT change any data on the Federal Poverty Scale Table screen refer to Figure 22 How To Local Setup Instructions_now golive cdsa locals Page 30 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions E PHTRAIN 803 Federal Poverty Scale 2 Sliding Fee Scale lol x Eile Edit Favorites Avatar PH Help J 5 S Page 1 of1 KA y a d EI kl amp Federal Poverty Scale 2 Name Federal Poverty Scale Sliding Fee Scale value Dollar Limit Per Service Use Calculation Table By Percentage AE Yes No Per Month tage Of Coverage Category 1 Percentage 0 Category 6 Percentage 100 Category 2 Percentage 20 Category 7 Percentage Category 3 Percentage 40 Category 8 Percentage Category 4 Percentage 60 Category 9 Percentage Category 5 Percentage 80 Category 10 Percentage Effective Date Expiration Date 01031900 Tri Y ml fy 4 Print Scale Table E Complete Si Chart Review 16763 NCC327 02 08 2010 10 02 AM Figure 22 System Definition Federal Poverty Scale Table 4 Click the Print Scal
35. nition gt Program Maintenance PHTRAIN 370 Program Maintenance ile File Edit Favorites AvatarPH Avatar CWS Avatar MSO Page 1 of 3 KE D KC I m ae P esi VA all oe ee A Add Or Edit Program Add Edit Service Program PH370 Elizabeth City CDSA Associated Service Programs LJ Contract Agency Elizabeth City CDSA Program Code PH370 Z Early Intervention Elizabeth City CDSA File Program Print All Programs Admit Call Intake Active JE Na Location Home v Description Primarily Medical Program DZ Elizabeth City CDSA Yes O No Treatment Setting Outpatient Program Tax Id Treatment Service Elizabeth City COSA a Enter Federal Ta nuaa Program Address Street Le Ech ULSI et OUSIDE Y Enter Mailing Street Address Figure 9 Program Maintenance 1 Select Edit in the Add Or Edit Program field 2 Select your PHRSC PH Root System Code from the Program drop down field How To Local Setup Instructions_now golive cdsa locals Page 18 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 Select the Site Specific Extended Dictionaries tab NOTE As you set up each variable the Defined Extended Dictionary Values field located on the Site Specific Extended Dictionaries tab will reflect the generated chart number parameters estab
36. ntries are required on Page 2 of the Practitioner Enrollment tab and it is optional to complete the fields within the Credentialing Data and Insurance Coverage tabs Also note that Credentialing Data is separate from licensing data which is completed on the practitioner licensing option End of Document How To Local Setup Instructions_now golive cdsa locals Page 42 of 42 052610 doc
37. ode from the Program drop down field 3 Select the Site Specific Extended Dictionaries tab D Lt PHTRAIN 803 Program Maintenance File Edit Favorites AvatarPH Avatar CWS Avatar MSO H Page 1 of 1 5 ee Defined Extended Dictionary Values Chart Number Defaulting None a F4 d Chart Number Prefix Not Currently Defined r Chart Number Suffix Not Currently Defined ve Chart Number Leading Zeros Not Currently Defined J Extended Dictionary Data Element pm 00 Chart Number Defaulting v A Extended Dictionary Value Single Dictionary Extended Dictionary Value Multiple Dictionary None E Extended Dictionary Value Free Text d E wtf D e E gl bes gen Figure 16 Site Specific Extended Dictionaries tab How To Local Setup Instructions_now golive cdsa locals Page 24 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 4 Select 60100 Chart Number Defaulting from the Extended Dictionary Data Element drop down list NOTE This activates the Extended Dictionary Value Single Dictionary drop down list 5 Select None from the Extended Dictionary Value Single Dictionary drop down list 6 Select the Program Maintenance tab 7 Click the a Back button and return to Page 1 8 Click the File Program button to save the chart numbering settings How To Local Setup Instructions_now golive cdsa locals Page 25 of 42
38. r field NOTE This is the starting receipt number to begin the count on the receipts For example If you want the receipt count to start with one 1 type in zero 0 and your receipt number will be 00001 this is using 05 as the Length of Counter If you want the receipt count to start with ten 10 type in nine 9 and you receipt number will be 00010 How To Local Setup Instructions_now golive cdsa locals Page 37 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 4 Click the Submit button to complete the process Components 1 3 can be used to define the format of the receipt number For example if you want the receipt number for a specific site to start with a letter A followed by the last two digits of the current year you enter A as Component 1 and the 2 digit year in Component 2 4 3 Validate Cross Episode Financial Eligibility After data conversion from HSIS to HIS clients with Medicaid will have this guarantor automatically included in the client s Cross Episode Financial Eligibility Those clients that do not have Medicaid will have the following guarantors added automatically Patient Pay and SFS Adjustment This information will display on the Cross Episode Financial Eligibility tab To address this task access the Cross Episode Financial Eligibility option in HIS and select a few clients that have Medicaid and a few that do not have Medicaid to ensure that the gua
39. rantors identified above were associated to the client on the Cross Episode Financial Eligibility tab This task must occur after Data Conversion 2 How To Local Setup Instructions_now golive cdsa locals Page 38 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions Avatar Path to Cross Episode Financial Eligibility Avatar PH gt Client Management gt Account Management gt Cross Episode Financial Eligibility 0 x PHTRAIN 803 JOYCE TEST 950170613 Cross Episode Financial Eligibility File Edit Favorites Avatar DH Avatar CWS Avatar MSO Help ui E E e JOYCE TEST 950170613 Date Of Birth 01 01 1975 Social Security Number 211 21 2111 Preferred Language English Clear Previous Guarantor Order Guarantor 1 Guarantor 2 Guarantor 3 Guarantor 4 Guarantor 5 Guarantor 6 Guarantor 7 Guarantor 8 Guarantor 9 Financial Investigation Medicaid Number Financial Investigation Medicare Number Financial Eligibility Report Guarantor 10 Guarantor 11 Guarantor 12 Guarantor 13 Guarantor 14 Guarantor 15 Guarantor 16 Guarantor 17 Guarantor 18 Ei Complete E Figure 28 Cross Episode Financial Eligibility Chart Review 18954 NC
40. rop down field None System will not provide chart number automatically Sequential Locked System generates your local agency s chart numbers the chart numbers are not editable Sequential System generates your local agency s chart numbers the chart numbers are editable tox File Edit Favorites Avatar DH Avatar CWS Avatar MSO Page 1 of1 Help e KE Defined Extended Dictionary Values vperauicing Chart Number Prefix Chart Number Suffix Chart Number Leading Zeros Extended Dictionary Data Element Extended Dictionary Value Single Dictionary JOA SOCEM a gt LUC GEES Lg verineuy EE Not Currently Defined Not Currently Defined Not Currently Defined Not Currently Defined v 60100 Chart Number Defaulting el Extended Dictionary Value Multiple Dictionary None Sequential Locked Sequential Complete 20459 NCC327 01 29 2010 11 47 AM Figure 11 Site Specific Extended Dictionaries tab 6 If applicable select 60101 Chart Number Prefix from the Extended Dictionary Data Element drop down field How To Local Setup Instructions_now golive cdsa locals Page 20 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 7 If you perform step 6 enter your chart number prefix in the Extended Dictionary Value Free Text field NOTE This is a 10 character alphanumeric value
41. that will succeed the numeric portion of the chart number Using this option is determined and defined by the local agency For example if you entered 20 0 in the Extended Dictionary Value Free Text field your chart numbers would start with 2010 PHDEMO 803 Program Maintenance a 3 o x Eile Edit Favorites Avatar PH Avatar CWS Avatar MSO Help Page 1of1 e KC amp Ka Defined Extended Dictionary Values Sequential ja z 2010 Not Currently Defined Not Currently Defined Mer Current le Dafinadi Extended Dictionary Data Element e01 01 Chart Number Prefix v Extended Dictionary Value Single Dictionary Extended Dictionary Value Multiple Dictionary Extended Dictionary Value Free Text 2010 Complete E a Figure 12 Site Specific Extended Dictionaries tab 8 If applicable select 60102 Chart Number Suffix from the Extended Dictionary Data Element drop down field NOTE This is a 10 character alphanumeric value that will succeed the numeric number Using this option is determined and defined by the local agency 9 If you perform step 8 enter your chart number suffix in the Extended Dictionary Value Free Text field Example If you enter 20 0 in the Extended Dictionary Value Free Text field all chart number would end with 2010 How To Local Setup Instructions_now golive cdsa locals Page 21 of 42 052610 doc HEA
42. to Active Episodes Yes No Disable The Selection Of The Following Treatment Plan Types T P Version 3 1 Z Mental Health Mental Retardation i Client Treatment Plan Treatment Plan Number 1 C IFSP Care Coordination Plan Update Treatment Plan Type Selections To Match The Site Specific Tab Description For Tab 1 Of The Option Yes No h re ee V ee pf Ab t Ap P br epes A ge as e ET g ae E ee Figure 5 CDSAs Set System Defaults System Defaults Tab 1 Enter the agency s name in the Report Title Line 1 field 2 Enter the agency s city in the Report Title Line 2 field 3 Enter North Carolina in the Report Title Line 3 field 4 For Progress Notes Setup do the following a Inthe Disable Progress Notes of Type field select the checkbox for Existing Appointment Select Yes in the Restrict Progress notes to Active Episodes field c Select all checkboxes EXCEPT IFSP in the Disable The Selection of the Following Treatment Plan Types field d DONOT select an option from the Update Treatment Plan type Selections To Match The Site Specific Tab Description For Tab1 Of The Option field 6 Click the A Submit button How To Local Setup Instructions_now golive cdsa locals Page 14 of 42 052610 doc HEALTH INFORMATION SYSTEM HIS HIS Local Setup Instructions 3 3 Verify Assign Service Programs to your Local Agency During data conversion 1 programs specific to your agency will be trans
43. up Instructions rr 5 Click on the Process Kl button NOTE This will generate a report of all the practitioners Figure 18 is an example of the Practitioner Report that displays all enrolled practitioners It is not necessary to print this report PHTRAIN 370 Practitioner Inquiry Page 1 of1 Report Page Ho 1 ELIZABETH CITY CDSA Run Date 03 02 2010 PO BOX 189 ELIZABETH CITY HC 27909 Practitioner Enrollment Inquiry NAME AUDIO HIS ID 000008 START DATE 03 02 2010 END DATE 03 02 2010 Table Name Practitioner Enrollment Information No Intormation Found Table Name Site Specific Staff Enrollment Iteration 1 Registration Date 01 01 2008 Date Of Entry 11 12 2008 Entry Person Julie A Lindleytrain Data Entry Time 03 12 PM Data Entry By Option Julie A Lindleytrain Data Entry User Id jalindleytrain 8 Enrollment Dictionary L 5 Enrollment Dictionary 2 5 Enrollment Dictionary 3 5 Enrollment Dictionary 4 8 Enrollment Dictionary 5 S Enrollment Dictionary 6 5 Enrollment Dictionary 7 5 Enrollment Dictionary 8 55 Enrollment Dictionary 9 sd S55 Enrollment Practitioner 1 a PR J e a e e File Print Dismiss lt lt Prey Next gt gt Current Page Figure 18 Sample Practitioner Report 6 Page through the report using the Next gt gt button NOTE Using the Search Se
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