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Clinical Manager - Hospice User Manual

1. EE 4 2 8 1 TO COMPARE WOUND IMAGES When multiple wound images are on file for a particular wound you can compare wound images to determine healing progression Click on Compare Wound Images View Wound Images Bes a column header here to group by that column 5 Compare Wound Images Page 56 of 284 Note each wound image lists a picture ID and date taken Determine the order of the comparison by selecting the image id from the drop down box If multiple wound images are available for comparison only two can be compared at a time compare Wound Images EN zi E ID 22 ID 21 2 Date Taken 05 01 07 ee Date Taken 03 29 07 Image Size 2255 21712 E Image Size 2255 1712 Comment Comment Page 1 of 1 225 Close Side by side comparison of selected wounds displays Use the full or all buttons to zoom in or out as desired Use vertical and horizontal scroll bars to see a di
2. 45sign Details to 11 09 2010 VOLUNTEER COORDINATOR Edit Details Reassign Details Remove Signature view Details void Details Reactivate voided Details Export Grid Print Grid If any case manager cannot attend the meeting and has not added the IDG note a substitute of the same discipline can right click on the patient name in the IDG screen and select Assign IDG Meeting Details To Me Notes can be added and signed in this manner Likewise a covering Medical Director can do the same Once everyone has completed their note the Medical Director can complete his her note including the signing of any outstanding orders When all notes are completed the meeting for that patient is changed from In Progress to Completed The Comprehensive POC and Update Report can be seen by right clicking on the patient name then clicking on the POC Update Report Or highlighting the name and clicking on the POC Update Report tab on the bottom of the R2 screen This report includes any changes such as LOC orders notes v s medications POC changes and the IDG notes from each team member since the last meeting This report is projected and the meeting conducted using this document When a meeting is converted to Completed meaning all notes and orders have been signed workflow will prompt the Medical Records staff to send report this to the atte
3. 7 Currently visible n wy BURCH DOROTHY Service Codes Level of Care Types CALL Available ALL HINTON MARQUES TORRES WHITEHEAD CESAR Order Number 4 Search Cancel For Directions on how to add bereavement requests please see the Add Edit Delete Requests section of this manual The job codes for bereavement visits are BE MSW and CH The 72H is bereavement visit the 72HA is a bereavement assessment and the 72 is a bereavement phone visit To schedule the newly created visit on the same screen right click on the visit to be scheduled You may select more than one visit for scheduling a When one request visit is selected the right pane will be enabled and the left grid disabled If you select more than one visit to be scheduled at a time you will need to select the visit or visits you want to schedule before the right pane will be enabled You may only schedule like job codes at the same time b The Client Service Code Type Service Code and Visit Date will be disabled Page 229 of 284 c The Episode Payor Source will default to the primary payor for the episode If additional payors exist for the episode another can be selected d The Authorization Program field will default to the first program for the selected payor and job code tied to the ordered service code If more than
4. Infection Log Complaint Log Drag column header here to group that column Date Entered Entered By Name Date Processed v By Voided m id Add Complaint Log Y Edit Complaint Log Void Eomplaint Log Print Complaint Log Report Close Click on the SAVE button to send the form to the designated person in the office for follow up 194 284 a Edit Complaint for DENTON DEBBIE Agent Mame Complaintant Mame Relationship 1372005 3 02 56 PM CUMMINGS CELESTE E CAREGIVER FAMIL JOHN BROTHER Complaint Information THE HOME HEALTH AIDE RAN OVER THEIR BELOVED FLUFFY Interventions Preventions Follow U p Comments Complaint Intervention v 3 DISCIPLINAR COUNSELING FAU WITH CLIENT CAREGIVER FAMILY Add Intervention Delete Intervention Intervention Comments JANA SMITH THE HEALTH AIDE HAS BEEN COUNSELED AND ANOTHER AIDE HAS BEEN SCHEDULED TO THIS PATIENT AFTER SPEAKING WITH THE PATIENT AND HER FAMILY THEY SUPPORT THIS DECISION Lave Cancel 25 2 REVIEWING A QI FORM After a QI form has been entered in the office or in PointCare workflow triggers the appropriate person to review and process the information Double click the task on the action screen the task pulls up the form for review and processing Client Complaint for SMART
5. Transaction Visit Date Transaction ADD 5 22 MSO1H ADMIN 5 22 2009 10 06 19 CUSTOMER SUPPORT 19 2 PROCESSING ORDERS Orders are processed to the physician from the Action Screen when the task Process Order to Physician appears The order type may be Physician Verbal Order Discharge Order etc Regardless of the type of order all are processed out for signature the same way Note If your agency has Provider Link physicians have to sign up the physician signs orders electronically and this process will be bypassed Once orders are approved they will automatically go to the physician s website for signature Note Clients who utilize Auto Fax will not receive Process Order workflow Very Important For orders that the Medical Director signed electronically in IDG type in IDG as How Sent box When then Medical Director signs the order this date will auto populate the signed date field Click Print New Order to preview and print Process New Order To Physician for CUMMINGS CELESTE Displays the physician s preference for receiving orders Process To scar Page 146 of 284 After the order has been printed click Process Order to Physician so that the following box appears Enter the appropriate dates and method then click Save to exit The order will disappear from the Action Screen and now resides in the clie
6. sigs tex soncnetxsnepenesincions Gedlamcapnes une BM 124 14 FACILITY ACCESS TO PATIENT RECORDS 124 o xE nH 124 P X 490 125 UE NI sage dics RI T REN 125 uc Mariela E UE TT 128 TO INTIAL REVIEW OF HOSPICE POG 1 IT EXPLERE 130 16 OBTAIN ADDITIONAL AUTHORIZATION FOR HOSPICE 131 7 NON ADMITTING PATIENTS FROM THE 4444400 1 133 17 1 Undo Non Admit Functionality Added to Undo Non Admitted 2 134 18 ADDING AND PROCESSING ORDERS IN THE OFFICE 136 a EET A a R aE 136 sw oder ae RTT 141 e gt i OEE EA AEEA AEN A AE A AAN E AENA E E PE ET 142 TSA Aprono RR Tm 142 18 5 UNDO VOIDED ORDERS 143 19 APPROVING EDITING ORDER FOR ADD ON DISCIPLINE 144 Te Ale nS Oi AY
7. 1 1 4 87 8 3 Authorization for Non Medicare 4 88 8 3 1 Obtain Payor Source 88 BUE NE dinis 89 P c M 90 CODES nta ARDOR on ao wacko Hed 92 8 4 Review Approve Referral after Payor Verification 96 S ELECGHON DE BENEFITS 97 St Ker 97 9 2 Transfer to HCHB SIOTDNSIEB Loop EPOD pea ok E P E LER t era 98 9 3 Transfer From Another Agency to T his AGBFCy GRECE I ERES Kiev aO UR 99 10 COMPLETING THE CTIORDER inn KERN RYEaaA Sx px aa HON BENE Seu s E KC rx D SEE 100 11 ASSIGN LICENSED PROFESSIONAL 104 12 ROOM AND BOARD WORKFLOW a 105 13 REVIEW HOSPICE SOC EVALUATION
8. OTHER GER Homecare Coordinator AC Currently Assigned to Primary Physician NONE ASSIGNED How did you hear about our company AC Currently Assigned to Referral Source 7 NONE ASSIGNED AC Credited with Referral Care Types v Effective From Effective To Generate Workflow SPIC N N HOSPICE 3429 2012 ia Add Care Type _ Edit Care Type Delete Care Type Set Care Type to Primary Coordination Notes Episode Attachments Client Attachments i Print Client Info Save x Cancel e Referral Date Defaults to the current date e Care Type Defaults to Hospice but other care types can be added to facilitate reporting needs at any time e Referral Source Select Physician Facility or Other from the dropdown box After the type of referral source is selected you will be prompted for specific information identifying the referral source e Homecare Coordinator An optional field that can be used to assign credit for an admission to an individual Not to be confused with Admission Coordinators Business Development Dept if the agency has one e AC Credited with Referral Admission Coordinators Marketer e Click Next at the bottom of the screen or select the next tab for information entry NOTE If the Physician is unknown at the time of the referral choose PHYSICIAN TBD from the physician table This is coded to gener
9. tont asp eps Etui aes 170 CA Caneel BUON MENU TC 170 Fx Roa Medical Directors CT e s TES 170 22 RECERT ORDER PROCESS IN ADDITION TO THE F2F PROCESS 172 22 1 Clinical manager WHo gets the 173 22 2 Clinical manager Roc rt order TOLL aes sits 173 23 CONTINUOUS CARE PROCESS i Dieu DU acest 176 23 1 Steps in Continuous Care Process 176 FX Ner q MEMO 176 Modifying Approving Continuous Care Hours Note Do NOT go into the edit function then click SAVE as the hours will revert to Zero Always Cancel if no change is made 180 Modifying Approving Continuous Care 182 E A 183 24 1 Writing a Discharge Order and Related VVorkflow 183 24 2 How to Enter a Discharge Death Note from the Office sees 187 AND EVENTS tad PO VIII IRI OR MI ONIS 192 DE onera aun eM vite A A ion MM I
10. BREF NP Gu rV FEE RF P REN 223 30 1 Bereavement Pan of 226 30 1 1 Scheduling Bereavement Visits in Resource Manager 228 30 2 Bereavement Mailing 230 30 3 Bereavement Activity 233 en n A a EA EY MERE UFU 234 304 1 Doc umenting 1 Details 237 ENERO 238 30 5 1 Adding Me EL P 238 30 6 community Bereavement 240 I P 242 31 VOLUNTEER 5 5 satenstwadtaysvesspenatesdtunswosstenstwnstenivesabehwtesduunsubswtenstwactnieeiieuate ian 245 31 1 How nimbi di THEE 245 31 2 Volunteer Hine Pha Oro E 248 TINE reprobo pu opel NaS R Pao n R Tr r PEU 250 ee VIENDO
11. CLIENT LILL REPORT SUMMARY views Print y Print Only Bi save PDF e Export 2 Criteria cancel 222 284 29 5 3 ORDERS TO BE SENT HCHB OR R2 REPORTS MANAGER This report displays all orders that have been approved and are ready to be sent to the physician for signature Client WALLACE ALLEM 00000582802 Referral Admission MORE ASSIGNED Order Type HOSPICE ADD ON Order Date 1 27 2012 Physician Admission MONE ASSIGNED Physician WELBORM BETT How 5ent Hotify Hew Orders Via FAX Med Director BANFIELD ADA How Sent Hew Orders Via FAM Send to Physician Y Stage Start Date 2 1 2012 5 48 33 Entered by REGAN SAOIRSE Date Entered 1 31 2012 3 25 18 PM Date Approved zH 2012 4 43 33 PM Approved AMY Client HILL ALBERTO 0000057590 4 Referral Admission Coord ASSIGNED Order Type HOSPICE PHYSICIAN VERBAL ORDER Order Date 2 31 2012 Physician Admission ASSIGNED Physician GRIGGS ALTA How Sent Hew Orders Via FAX Med Director ONEAL ADA How Sent Hew Orders Via FAX Send to Physician Y Stage Start Date 2 3 2012 2 26 11 PM Entered by TERESITA REVYES DECRAME RN Date Entered 2 3 2012 11 43 35 Date Approved 2 3 2012 2 25 11 PM Approved by TAMMY PAKIZ RM Client SMITH ALICE 00
12. DR PR DR DR DR DR n3 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 eer 7 7 of oo coco eo 8 12700 HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD HOLD 263 284 This right click functionality is not available to future and already billed level of care days This stage will continue to appear on the action screen every day until the Face to Face requirement has been met 35 6 2 BILLING AUDIT The following two Billing Audits were added for Hospice 5 x Status Select Frofile Active Inactive HOSPICE PER DIEM Edit Profile Profile Type Name HOSPICE PER DIEM Active Audit Type Billing Audit Sf Warn Hold 57 EPISODE REVIEW HOSPICE CONTINUOUS LOC VISIT STAGE NOT ENDED wv BISOD R ME EXCEPTION STAGE ENDED EPISODE BILLABLE LOC DAYS PRIOR HOSPICE FACE FACE VISIT v EPISODE CONTINUOUS CARE HOURS VALIDATION wy EPISODE GAP IN ALITHORIZATIONM 4 EPISODE HOSPICE FACE TO FACE VISIT vy EPISODE INVALID M5A CB5A CODE wv 1 Hospice Face to Face Visit a This audit is initiated when the client is on their 3rd or greater benefit period and the episode begins after 1 1 2011 i the Face to Face Encounter Date is blank then billing audit will place the claim on hold li
13. Task APPROVE ADDITION OF UNLISTED ALLERGY Task ASSIGN THE EVALUATION VISIT Task BILL RAP Task COMPLETE INSURANCE VERIFICATION Task COMPLETE REQUESTED SCHEDULE Task COMPLETE REQUESTED SCHEDULE FOR WEEK 1 OF EPISODE Task DETERMINE IF REAUTHORIZATION NEEDED FOR NEW ORDER 2 5 4 SIGNIFICANCE OF COLORS Blue Selected line White Current task to be processed Yellow 75 of the time allotted to complete this task has passed Orange 100 of the time allotted to complete the task has passed supervisor s action screen may be notified Red 150 of the time allotted to complete this task has passed critical point Page 25 of 284 2 5 5 Delaying a Stage Depending on your level of security you may have the ability to delay a stage on your action screen Delaying a stage allows the line item to disappear but will reappear on your action screen at the selected new time To delay a stage right click on the line item and select Delay Stage Indicate how many days to delay Note The item will be delayed in 24 hour increments from the time delayed For example if an item is delayed at 3 00pm on Tuesday and one day is selected the item will reappear at 3 00pm on Wednesday Delay Stage for ALLEN JANE To undo a delayed stage right click anywhere on the Action Screen and select View Undo Delayed Stages A list of all event stages that have been delayed will app
14. 267 284 35 SCHEDULE THE F2F ENCOUNTER STAGE This stage will allow the user to schedule the Face to Face encounter to a nurse practitioner or physician print the Face to Face document for manual completion and signature or delay this scheduling stage until another day 2 schedule F2F Encounter for HAYES ROBIN B Schedule Encounter Print FZF Farm for Manual Completion Delay Scheduling of FZF Visit x Cancel 35 2 1 3 1 VIEW F2F ENCOUNTER If the user clicks on the View F2F Encounter button they will be presented with a Face to Face Encounter grid This grid will show you the basic information about the Face to Face Encounter that is due for the next benefit period The user will be able to complete the same tasks and fields as previously described in the Plan F2F Encounter section To see all the available options in this screen click on the link F2F Encounter Grid 35 2 1 3 2 SCHEDULE F2F ENCOUNTER If the user clicks on the Schedule F2F Encounter button they will be able to schedule this Face to Face Encounter to a nurse practitioner or Medical Director Team Physician The screen that pops up for scheduling will look like one of the following screen shots depending on who should complete the encounter This was determined when the user updated the Face to Face encounter record with a service code 35 2 1 3 3 SCHEDULING TO A NURSE PRACTITIONER 268 284 Assign F2F Encounter for PRICE RO
15. i an maie these danes in the Add m new ander jor rej mercan ane RECIBRSEDI T zhee Bind ewe onder te mion Soren Far E Pateni Medsare cack Throue erty Medicare or Lue BOOT Pecos Deine Vis to ETENITEET STA Review Medicare Alerts tame if Use mey rot neve werdy ay H patient m enfer into anty 1 Resesien Visit ta Anode tne onder in HOHA Process to ppToorete Deve Ga to the Sohedulins pur pardina dete or employes the muthorgstion qumber Ackd sert peame m the CaM can mrt sn 2nd i mm He SCC NS Administrative Task to on Monday morning to nan the cmn zync Do their L IEEE i Ten Meters Renort from th Faget from the ee a Rotation intorm ho ease entrez notes were mode gie SS Agmen vim bo the first wisrt E nat scheduled until at Foieni hes visit scheduled on or before Dhe meni PUSES dey Chey Ch
16. Eo G NUR RE NOR NR NR RERO NR NS 24 3 WORKFLOW SUMMARY SEREEN siad vivir aiios nbn dario ond nd n PORE OR rir d oa 25 3 1 Expanding Collapsing the WW E M 26 3 2 Filter by Event Stage and 26 Event ot es HISO RODO arcsec rope mu o Md ERU alee pj on P RUE 27 cue Vie a US Ee 28 LF rom PSIG SEO B asi adbk a bebe dis dol aRE Pedo anui EAE A 28 3 4 2 Reassigning Late or Accepted Admission Visits 29 ex T DE 30 4 CLINICAL INPUT 31 Getting Familiar With 106 SEIS aq SEA FUR GU b En nd dd 31 4 2 Viewing Documents in the Medical 34 NN RR 35 4 2 2 Printing ihe Medical aive tm RTT DRE 36 4 2 3 Understanding the Calendar Codes 37 4 2 4 Adding Medications Supplies Visits LOC and Changing Vital Sign Parameters 38 4 2 5 Understanding the Pathway Probl
17. V Active y Relationship V Srect V Oty V State y YV Home Phone y Work Phone 7 A Case Managers EMERGENCY ROSS Y 17 BLUE EMERGENCY LEVIN HENRIETTA T Payor Source CCD Field General Demographics Contnuty of Care Document CCD PROPER Data found on most recently imported Continuity of Care Document COD Payor Type T Payor Source TW Relaticnshap to v MEDICARE PPS MEDICARE SEL Referral Source CIGNA MPM CCAP HOSPICE lt CAPITATION COMMERCIAL SELF 1 COMMERCIAL INSURANCE SELF C 175 Physicians AETNA COMMERCEAL INSURANCE FAMILY DEPENDENT 5 Physician CCD Field Lor Data found on most recently imported Continuity of Care Document COD Physician home V NPT T FORMES MAXLYONS 1689774234 Referral Source zo BON RD MARIN COMMUNITY CLINIC GREENBRAE 94904 Physbcians Client Information Medications CCD Field 84 284 gt AMICCARONE ORAL 200 MG 1 2 TAB DAILY COUMADIN ORAL 2 5 MG AS INSTRUCTED BEDTIME DOCUSATE ORAL 250 Mao 1 DARY DOCUSATE SODIUM ORAL 20110119 FLEET ENEMA RECTAL 19 7 ML 1 APPLICATION A5 DIRECTED FLEET ENEMA RECTAL 20110307 Verbal Start of Weight b Haed 1902712012 mil TAST 20100701 p p 7812 ABNORMALITY GAIT 427 3 401
18. CLARA FULL TIME RN EMPLOYEE SMITH CONNIE L FULL TIME RN EMPLOYEE SMITH CORA FULL TIME AIDE EMPLOYEE SMITHSON CARL PART TIME AIDE EMPLOYEE i Clear Item s Clear All 4 gt x Apply Selections C3 Cancel This is done by typing a name in the Search for box and selecting workers using the checkbox beside each appropriate worker s name 3 Please select one or multiple Workers 52 E x Status Search by Search For Active Inactive All Name SMITH X To clear the search users will click the red displayed on the right side of the Search box Any workers that have been selected are displayed on the right side of the screen Users can clear all of their current worker selections by clicking the Clear All button Users can clear specific selections by high lighting the selection and clicking the Clear Item s button Once the desired list of workers has been selected users can click the Apply Selections button to return to the Non Visit Activity Tracking screen The Cancel button allows users to cancel any worker selection activity and return to the Non Visit Activity Tracking screen Once all of the desired filters and search options on the left side of the Non Visit Activity Tracking screen have been selected click the Load Non Visit Activity Items button to Page 260 of 284 refresh the grid on the right side of the screen and display results based o
19. Secondary Physician pend Facility Wound Care Order NOTE After Order Type is selected the appropriate content reason box es will show Content Reason s Medications A Calendar HOSPICE RECERTIFICATION AND PLAN OF CARE a Order Description Calendar ABC HOSPICE MAY CONTINUE TO PROVIDE HOSPICE CARE TO INCLUDE DNRJRN MAY PRONOUNCE ADVANCE DIRECTIVE OTHER DIAGNOSES CURRENT MEDICATIONS SEE ATTACHED BENEFIT SUMMARY REPORT COMFORT KIT SEE ATTACHED BENEFIT SUMMARY REPORT DIET SN FREQUENCY 1 3 VISITS PER WEEK PRN CONTINUE HOSPICE PLAN OF CARE SKILLED NURSE TO ASSESS VITAL SIGNS ASSESS PAIN EVERY VISIT REVIEW USE OF COMFORT KIT ASSESS CARDIOVASCULAR STATUS ASSESS RESPIRATORY STATUS ASSESS NUTRITIONAL HYDRATION STATUS ASSESS BOWELS IF NEEDED SN MAY GIVE FLEETS ENEMA AND DISIMPACTION PRN ASSESS GU STATUS SN MAY INSERT FOLEY CATHETER 16 FR WITH 5 CC BALLOON PRN CHANGE CATHETER MONTHLY AND PRN MAY IRRIGATE FC MAY ORDER NASAL OXYGEN 2 3 LPM PRN FOR SOB AND COMFORT ASSESS PT PCG FAMILY FEELINGS AND COPING MECHANISMS VISIT FREQUENCY 2 PER WEEK ASSIST WITH ADLS PERSONAL CARE NEEDS z 4 4 88 spell check Save e Don t Save Upon the supervisor s approval of the Hospice Recert Order the appropriate workflow task will generate to Process the Order to the Physician s If both Send To fields are unchecked the user will not receive the Process Order task on th
20. YOLUNTEER Primary Job Description Contractor VOLUNTEER SERVICES Pay Configuration Holiday Pay Overtime Mileage Payment Method Q Yes Na Yes Actual Miles Trip Fees Standard Payment Method y Emeen SALARIED Mone Holiday Payment Method Commute Miles SALARIED 0 Reg Hrs Transmittal Expected Hours Week REGULAR HOURS 248 284 On the Renewable Requirements Tab right click to Add item s to be tracked Add Worker Renewable Requirement for HOLLINGSWORTH DRIVER S LICENSE RENEWAL Renewable Requirement Due Date Save Don t Save 10 Click HR log to Add items per agency policy 31 2 VOLUNTEER TIME CAPTURE Click on the Volunteer Time Console Icon Report Fax Address Resolution Console Reports Manager Console Reports Resource Manager Clinical Manager Financial Manager LER Alternate Worker Maon Visit VIENS v Console Activity Request Scheduling Weekly v Search filters are displayed on the left side of the screen Page 249 of 284 volunteer Time Tracking Search Search Bv Volunteer Mame Search For Active Inactive All Common Filters Service Lines CALL e Branches ALL Volunteer Time Filters From 03 01 2010 0313112010 volunteers Click add at the bottom
21. HEATHJUSTUS LOUETTZ 11 30 2010 aoe RECURRING HOSPICE HATL2 HEATHJUSTUS LOUETTE 12 3 2010 RECERT ORDER DUE HOSPICE HATL2 HEATH MUNOZ CLAY _ 11 30 2010 RECURRING HOSPICE HATLI HEATH MUNOZ CLAY 12 1 2010 Edit View Hospice Plan of Care RECERTURDERDUE HOSPICE HATLI HEATH PHILLIPS LEOTA 11 30 2010 Face to Face Encounter RECURRING HOSPICE HAT HATLI HEATH PHILLIPS LEOTA 1271 2010 DUE HOSPICE HATL1 Medications RECURRING HOSPICE HCMC1 x Non Skilled Care Plan RECURRING HOSPICE HOC HOCN1 User can also document their F2F visit findings on this page and mark the encounter completed Once on the Face to Face Grid the user will have several menu options to select Page 65 of 284 workflow Manager Pathways Clients Payor Spe antCare HMACS Workers Payroll Reports Administration Help 2 Y All referrals into Homecare Homebase will originate by clicking the New Referral icon blue telephone from the toolbar e The default selection is New Referral Client Intake All fields in maroon text are required before the referral can be finalized The various referral form screens also contain optional items e If you have access to multiple branches teams select the Assigned Branch Team Patient s Location may be selected if your agency uses Locations patient can be assigned to only one Locat
22. IRCOOO00SS4701 MEDICARE PALMETTO 11 23 2003 Tap on Add Discharge Visit Note L L L L L L L L 1 1 1 1 1 1 1 1 1 Page 189 of 284 Notes for NEON 500000571102 Drag a column header here to group by that column a E eel Name 7 1 11723 HOSPICE RM START OF CARE 25598 GINNY TITLOW HEHB ADMIN Modification Comments Add Discharge Visit Note EY Print Visit Note View Add Visit Attachment Chose pz View Visit Mote Choose the appropriate service code in the top box using the dropdown It should tell you next to the service code what its purpose is An 88 service code 15 used for a death note and a 66 service code is used for a normal discharge note MESS Visit Note Information SMB88H HOSPICE SN DEATH VISIT In the bottom box find your name in the dropdown Page 190 of 284 select Visit Mote Information SNS88H HOSPICE SM DEATH CONES CHANCE ANNE CHANDLEY GUY CAROLINE COOK SARA CRESCINI MARIA CRUMLEY HEATHER Press once you have the service code and your name entered select Visit Mote Information SNB8H HOSPICE SN DEATH AT HOME CONWELL CAROLINE A grid will show up with all the categories that must be completed in the note Click on each category in the grid and press Open Form The sys
23. MANAGER DISCHARGE DISCHARGE ORDER DISCHARGE ORDER HOSPICE SPECIALIST PAYNE LOUISE P HOSPICE PROCESS HOSPICE 1 28 2003 PROCESS HOSPICE 20 2009 11 31 40 MEDICARE DISCHARGE DISCHARGE ORDER DISCHARGE ORDER TO HOSPICE PHYSICIAN PHYSICIAN T PAYNE LOUISE HOSPICE SCHEDULE HOSPICE 4 20 2009 SCHEDULE HOSPICE 5 20 2003 11 31 45 MEDICARE MEDICAR SERVICES COCA DISCHARGE DISCHARGE VISIT DISCHARGE VISIT AM HOSPICE The scheduler will change a nursing visit to an 18H or 66H service code and reschedule the date as needed Address additional workflow related to discharge Discharge Status Reason Condition and date are entered in the Review Hospice Discharge Visit workflow 186 284 Note this workflow step is completed for ALL types of discharges After entering Discharge Status Reason Condition and Date click Save Address the following question Additional workflow may be created based on the type of discharge Additional workflow may include Initiate Hospice Transfer or Revocation Documentation No action is taken in HCHB to accomplish these tasks They are reminders to ensure that Transfer or Revocation documentation has been signed per Medicare regulation and agency policy 187 284 BATES NICHOLAS Medical Records Info 2 E Assign Ibi Members to Client Claims Audit Report MUNOZ CLAY
24. 03 19 2012 11 37 AM HOSPICE PHYSICIAN VERBAL ORDER Client Status 3154 ANDERSON 03 19 2012 08 50 HOSPICE PHYSICIAN VERBAL ORDER iacive Pthacive Gal 3064 ANDERSON ALMA 03 16 2012 08 40AM HOSPICE PHYSICIAN VERBAL ORDER 2759 ANDERSON ALMA 03 09 2012 12 27 HOSPICE PHYSICIAN VERBAL ORDER umm 2568 ANDERSON ALMA 03 06 2012 02 10 HOSPICE PHYSICIAN VERBAL ORDER ALL 2566 ANDERSON ALMA 03 06 2012 05 07 HOSPICE PHYSICIAN VERBAL ORDER 2441 ANDERSON ALMA 03 05 2012 11 40AM HOSPICE et LN LONE 2398 ANDERSON ALMA 03 03 2012 12 00 AM RECERTIFICATION SENT BUT NOT SIGNED p T Extended Search Total Records 408 Pi Clear Extended Search Filters 27 Edit void 2 Process View Order amp View History Print ss View Physician Narrative amp i Close Viewing Orders e Left click on desired order to display the order e Right click to View Client Order Edit Order Process Order Void Order View Order History or Print Order Note If an item is grayed out as Process Order is shown below the order cannot be processed yet because the previous stage has not been completed i e order approved View Clientirders _ Edit Order EE Process Order Vaid Order View Order View Order Description View Order History Print Order Print Order review Fax Order Face to Face Encounter HCHB Hidden Feature
25. BRODERICK MATTHEW MANo 00002984001 SOE Date 2008 12 005M 27 284 3 3 EVENT STAGES HISTORY REPORT This report indicates when items appeared and were clicked off the action screen as being accomplished gives a good picture of when processing of events occurred and who did it This report can be sorted by Event or Date Sorting by date allows users to track the order of the stages as they appeared on the Action screen Click the plus sign next to the client to expand the stages of care Right click the mouse on the last level for the selected client to display available options Left click on the Event Stages History Report to display the report User can see the information by Event or Date WorkFlow Summary Client lt ALL gt Expand All Collapse All Print Workflow Summary Stage lt ALL gt Event lt ALL gt SMITH HELEN SMITH JOHN SMITH JOHN SMITH SUE SMITH WILSON Reassign dmit LP Non Admit Event Stages History Report gt SOE Date SDE Date SOE Date Dec 3 2008 12 00AM Ordered by End Date Ordered by Event MANo MRINo 0800000808301 Event Stages History Report Event Stages History Report Sf25 2009 1 37 21 By Event Clk it Name Medical Record 10 SMITH WILSON RDDODORCEGIOIL 0 Starto Ekok Eid ot 123200
26. Date Approved 2H 2012 10 08 18 Approved by AMY Client JONES ABRAHAM Ho HE SO000005701 02 Referral Admission Coorrt MORE amp SSIGWNED Order Type HOSPICE ADD ON Order Date 2 5 2012 Physician Admission NONE ASSIGNED Physician MEMBER Y ADDIE How Sent Hotify Hew Orders Via FAX Med Director BANFIELD ADA How Sent Hew Orders Via FAX Send to Physician Stage Start Date 2 17 2012 11 14 32 Entered by REGAN SAOIRSE Date Entered 2 1 5 2012 2 57 18 Date Approved 2 7 2012 10 14 32 Approved by AMY MATZEK 223 284 File Edit Format View Help lt xml versione 1 0 n lt ClinicalDocument xmlns xsi htt zw w3 org 2001 xMLSchema instance xmlns xsds http wi lt typeId root 2 16 840 1 113883 1 3 HD000040 gt i lt templaterd root 2 16 840 1 113883 10 20 1 gt id root 9 853449 6917 45bd 890c Cr anri gt code code 34133 9 codeSysteme 2 16 840 1 113883 6 1 codesystemNames LOINC displayNam title HCHB AGENCY CONTINUITY OF CARE DOCUMENT t i tle lt effectiveTime value 20120327194 300 0500 gt lt confidentialitycode code N 2 16 840 1 113883 5 25 gt lt languageCode code en US gt recordTarget typecode RCT contextControlCode OP patientRole classCode PAT gt pits aaa 2 16 840 1 113883 19 5 extension LIV00004266303
27. 6 3 3 CLIENT CONTACT TAB This section contains contact information for the patient family members emergency contact Power of Attorney etc e Click the Add Contact button to begin entry of information Multiple contacts may be entered e Indicate the potential Bereavement status by selecting Yes or No This setting can be edited as needed at a later date H Edit Client Contact for HOSPITSLAOLD DEMIO Relationship to Chent SMITH CALYEE DAUGHTER Street 21 Code City 123 MAIN ST 5291 DALLAS State Home Phone Work Phone Alternate Phone TA 9 34 59 054 Email Send Satisfaction Survey es ee y E Save x Cancel NOTE For contacts marked as Potential Bereavement the complete address must be completed as the address for the bereavement letters pull from this information 70 284 6 4 PAYOR SOURCES Click Add Payor Source button to begin entry or right click on the screen and select Add Payor Source homecare hone hase 05 28 2009 05 19 77 Mew Ruforrat for HOSPICE General Referral Source ce Demographics Payot Sources Physicians Clinic al Diagnos md Save x Cancel Remarks UE Details e Select Primary Secondary radio button circle and pick Payor Type from list e Based on the Payor Type selected the screens are prompted for information specific to the type selected e Example of a Medicare referral and the required fi
28. Billing Override Options C Bill Routine Care Override Total Billable Hours 0 00 Date 272008 249 52 PM Approved By mi Dave x Cancel 10 Click Save 24 1 WRITING A DISCHARGE ORDER AND RELATED WORKFLOW 184 284 All types of live discharges from hospice require an order Discharge orders may be entered in PointCare or in HCHB To access orders in HCHB Right click on the client s name in the Clinical Input screen Access the Medical record and click orders Note death discharges do not require an order but do require entry of discharge reason condition disposition and date Lal Add Client Order for CHANGED CHRIS 5 23 2012 11 37 AM HOSPICE DISCHARGE Secondary Physician LXI al Order Read back to ABN Delivered NOTE After Order Type selected the appropriate content reason Physi ician Agent of Physi wane lo Falen wall show NE 68 DISCHARGE PATIENT FOR NOT LONGER MEETING ELIGIBILITY CRITERIA Le When you click on SAVE indicate whether the discharge visit will be completed in the field in PointCare or in the Office HomeCare Homebase for UNDERWOOD Discharge visit to be completed in Field or Office If Office is selected the workflow below is generated Actions Client Related Tasks Review Coordination Notes Review Billing Notes Administrative Tasks Client UNDERWOOD search EE Print
29. Farm for Manual Completion The licensed professional box will default to the Medical Director listed on the CTI order for that benefit period We do allow the user to change this physician but they will see a warning about making this change 275 284 user chooses to change the physician s name they will need to click on the ellipsis symbol three dot boxes to search for the correct physician e Select the correct physician from the list and their name will populate the licensed professional box Only Medical Directors set up correctly will appear on the selection list That is why it is important to set up the physician as described above The View Print Form for Manual Completion and Process F2F Form will work as described previously Below is a copy of the F2F Encounter form for the physician 276 284 Hospice Face to Face Encounter Acknowledgement Report HCHB AGENCY 123 MAIN ST SWAINTON NJ 08210 Phone 111 111 1111 Fax 111 111 1111 LICENSED PROFESSIONAL CLIENT PERRY YOW MARGARET 159 SU WHAT WAY 123 MAIN ST LOUISVILLE 40205 CLERMONT MJ 08210 Phone MR Ho 00040 902 Benefit Period 1057 2010 124952010 Agency Taken Date 12 07 72010 Date of Face to Face Encounter Face to Face Encounter Documentation l attest that have completedtheface to face encounter Signature Date Dr PERRY DOCUMENT NUMBER 1824
30. TEST GROUP 02 12 2012 ONGOING SUPPORT GROUP ABRAMS ESTHER TEST GROUP 02 12 2012 AER MEMORIAL TEST GROUP 3 02 20 2012 AER MEMORIAL E Add l Edit r Bereavement Groups Report In order to access the details of each group users can double click on the selected group In order to add new groups either right click or click on the add button at the bottom of the grid e Users can edit group details by either right click or clicking on the edit button at the bottom of the grid 30 5 1 ADDING GROUP DETAILS Group Details are designed to document date time leader attendees and notes for each individual meeting e The Group Name is required and must be unique to each group e Group Type is required Page 239 of 284 o Bereavement Group Types are managed in Table Administration e Assigned Branch is required e Leader Name is an optional field o Payroll does not pull from this field Group leaders must enter their time through non visit activity e The Details field is a free text field available to add any notes related to the group meeting Add Bere avement Gn p X Group TUESDAY OPEN GROUP Group Type ONGOING SUPPORT GROUP 2 Date 02 2142012 Start Time 09 00 End Time 10 00 Assigned Branch BRANCH AKR Mm Leader Name BORLAND ANM o Group Attendees Bereavement Contact Bereavement Type w
31. 20 008 1202772000 202402011 il Calendar 5 25 2010 1 19 2011 il Chant Information Bb 2010 naa PATRE E rend er Seremary Heer Chant Tracking Sheet Report 11 73 2010 11372010 1 21 2011 il Vick Surmmary Renart Coordination Mates 17 2011 Haa Guerra playan Wael ise Tuan 1079 2080 1716 2011 Heres Haurh Cath M c Dekal d Episode Biling Audit Report Beye 3 27 2010 12 26 2010 Lit Event Stages History Report Episode Detal Report Wand aeaa Intra Agency Branch Transfer Episode Summary Report BLOG 12 8 2010 Mark Chent as NOT READMIT Edt iew Hospice Plan of Care 10 77 2010 1 4 2011 Mii Fleck MOUTH 12010 1562001 4 4 2001 Supply Requshions Weaving 10 29 2010 1 29 2011 jl Visits To Orders Comparison Report 5 5 2008 MER JM Altacheenis Medic tioni 3 1 20 MAE il Aida Care Plan S 24 2010 3 24 2010 12 2270 HCHB Hidden Features Ordis 3 24 2010 Vae 2mm CLINICAL INPUT SCREEN IN 2 Page 62 of 284 Clinical Input BROOKDALE TRAINING Search Search By Client Name Client Name Search For NEVER NEVERSAY NEVER NORAH NEW ORDER CAROLINE NEW ORDER DONNA Common Filters NEW ORDER EXTRAL Service Lines NEW ORDER EXTRA2 ALL NEW ORDER TERRI Branches NEWBRY NEAL ALL M NEWBURN NOEL Teams NEWCOMB NEMO ALL Y NEWCOM
32. Save as PDF Cancel Click Save as PDF View Print or Print Only and the date range box will appear Click OK to continue Page 37 of 284 Enter Date Range a x Start Date 12 23 2006 End Date 02 20 2007 wf OK DUPE new Consolidated Medical Record checkbox has been added to the Print Medical Record form to allow users an option to print a more Consolidated Abbreviated version of the Medical Record report which excludes redundancy 1 medications listed on multiple reports etc 4 2 3 UNDERSTANDING THE CALENDAR CODES R Requested visit came in from the handheld device or back office order but has not been scheduled to a worker S Scheduled visit worker has been added and the schedule finalized V Verified visit completed visit is in and accounted for The calendar also displays the service code of the requested scheduled or completed visit For example RNOOH is a Hospice Nursing Admission Page 38 of 284 Calendar for ANGLE BETTY SOE Date 02 28 2012 Date 05 27 2012 al April 2012 Sunday Monday Tuesday Wednesday Thursday H811H 5 MS PRNH CH11H HS11H 5 Friday UU H H511H 5 E UU m H511H 5 CH11H 8 E HSTIH 5 RN PRNH MS PRNH CH11H
33. to capture all of the outstanding orders For Date Sent from enter the date your agency went live Go Live date in Date Sent to enter the date for two weeks prior This will pull in all orders that have been outstanding for two or more weeks mc Sd eee 218 284 Order Tracking Report BROOKDALE TRAINING Apply Criteria DEFAULT Companies Agencies Service Lines ALL Branch Groups ALL Branches ALL Teams ALL Locations FALL Order Statuses ALL Statuses EITHER PHYS MED DIF Order Types ALL Clients ALL Primary Order Physicians ALL Payor Sources ALL Dates Expected To End OF Episode Dates Dates Entered From Beginni To End nd Dates Approved From Beginni To End Dates Sent From Beginni To End Ted Send To Physician ALL Referral ALL Physician ALL Signatures ALL Physician Groups ALL Numbers ALL Service Location Type Sent Group By CLIENT Report Types FULL REPORT Display Report Criteria YES ij View Print Only 5 PDF e Export Criteria Cancel After the report is printed go through and reprocess outstanding orders one by one Go to the orders tracking screen locate the or
34. 5 d CHTIH 8 HS11H 5 HN PRHH CH11H 5 5 511 5 i H511H 5 RHN PRHH CH11H 5 d Print Calendar Report Close 4 2 4 ADDING MEDICATIONS SUPPLIES VISITS LOC AND CHANGING VITAL SIGN PARAMETERS To make additions or changes to these items a new order must be entered first Rationale If a supply is being added or the calendar is being changed in any way an order must be written to make a change The process of adding new orders is discussed later in this manual All orders do not have to be sent to the Dr but to get them added t to the system requires the functionality of writing an order 4 2 5 UNDERSTANDING THE PATHWAY PROBLEM STATEMENTS The clinical pathway is developed on SOC and ADD ON visits The designation of the client s needs via selection of the Problem Statements is crucial to the Plan of Care development and the ongoing visit plan Members of the interdisciplinary group nurse social worker chaplain selects problems that are applicable to the client family after completing a thorough assessment of the client s medical environmental psychological and spiritual statuses Selection of the problems Page 39 of 284 should always be limited to what the discipline will be doing providing for the patient based on current findings Because these problem statements can be added removed from visit to visit anticipated problems should not be ad
35. 72 284 homecare homebase 05 17 2011 10 20 35 AM Edit Referral for HOSPICE EN x General Referral Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives v Involve Primary Physician in Hospice Plan of Care Sort rder Mes Name Specialty M Hospice Medical Director M Attending Primary for Order only Physician for Orders Attending Primary JANKOWSKI MARION INTERNAL MEDICINE 2 MEYER MARION INTERNAL MEDICINE Add Edit Physicians 3 Date Last Seen Attending Primary Physician Payor PCP for Billing BB Hospice Medical Director for CTI Order only Save Cancel Assign Protocols to Client Add Delete 4s Move Up Move Down F2F Encounter Next Coordination Notes View Add Episode Attachments View Add Client Attachments Print Client Info Save x Cancel e When adding the Medical Director be sure to check the Hospice Medical Director box This will pull the Medical Director s name to the Order e the Attending and Medical Director the same then check this box by editing the Attending physician line e The system is setup so that the physician on row one is the Attending Primary Physician To change the Attending Primary Physician highlight the desired physician and use the Move Up and Move Down buttons on the bottom of the screen This can also be changed by ed
36. Bereavement Conbact w ospice Client 37 Risk Assessment Done vy Risk Level Y Assessment Da E M a Search For 4 eS X TEST BEREAVEMENT COMMUNITY comer Datos TEST HOSPICE COMMUNITY Add Contact SMITH CATHY HOSPICE Create Client HIGH 05 18 2009 Common Filters HARRY HOSPICE End Bereavement STANDARD 05 13 2009 Service Lines PLIGLI DEBRA HOSPICE Coordination Notes Low 0712612011 JOSPICE Visit Motes Branches Export Grid ALL Print Grid Teams ALL Conkact Status Active Inactive All Bereavement Tracking Filters Bereavement Contact ALL a s Total Records 3 Contact Details mj Add Contact BE create Client J End Bereavement Coordination Motes Visit Motes Load Bereavement Activity Bereavement Activity Report 81 Clase 237 284 30 4 1 Documenting Contact Details From the Bereavement Activity Details Screen Community and Self Referral Bereavement Contacts have the ability to Add a Risk Assessment o corresponding care plan will generate e Anotes tab is available for documenting details and assessments of community and self referral bereavement contacts o Individual Notes can be added printed or batch printed Please note that letter functionality and scheduling of visits is not available for community bereavement contacts Bereavernent Activity Details For TEST HOSPICE QA EXTERNAL ANDR
37. DESI BURMETT HOHE REP DESI BURNETT HOHE REP DESI BURNETT HCHB DESI BURNETT HOHE REP 4 2 6 COORDINATION NOTES Coordination Notes allow the office user to communicate information to the field user and vice versa these Notes show coordination of care between all Pointcare users as well To access these notes from inside HCHB o Right click on the client s name to display the popup menu o Select Medical Records Info Coordination Notes Users with appropriate security rights can edit inactivate notes inactivated notes will not be synchronized to Pointcare 42 284 Coordination Notes for ROBBINS BOBBIE BROOKDALE TRAINING Active Inactive All Note Date 57 Note Type 57 Active Entered Y Inactivated 77 Include on Episode Detail Report 77 03 21 2012 12 39 10 PM CLINICAL COMMENT INTAKE KATE LEWIS M TERI 1032312012 09 02 44 AM VISIT TIME EXCEPTION _ Y CINTAPORTER LCSW 0000 03 23 2012 10 42 46 VISIT TIME EXCEPTION TWLERTEAGUE CHAPLAIN 0000 M 03 23 2012 01 09 41 PM vISIT TIME EXCEPTION HASTINGS RN N iii Mote Details Removed for Reasons Include Note On Episode Detail Repart j E Include Mote On Summary Report arp Copy Mate Details and Date Time to CTI Order Close 2 Page 43 of 284 Coordination Notes can also be added viewed from th
38. PC yv Team 4 BEREAVEMENT GROUPS Date Group Time Group Type O26 268 201 2 TUESDAY MORNING 1 GDAM INGONG SLPPORT SROP 2 SPRANG 2 0 4 00PM JOUDA SUPPORT SROLIP BEREAVEMENT HOTES Date Hote Enterad By 2 MET WITH TEST REGAPRDIRES HIS ADMIS HCHB CUSTOMER SUPPORT SLUFPOXT AFTER THE 2E amp TF OF HS HER ASSESSMENT COMPLETED WITH Low NEEDED Contact TEST BEREAVEMENT Address status ACIE Uate of Death 2 Home Phone Case Manager GUKE HSK Level LIME leam 4 BEREAVEMENT GROUPS latc Group Hame Timc Group 2 TUESDAY gt 1 3 004M FINGON SLOPORT SROLIP Taam dnm JOLID AS SUPPORT SROLIP Contact TEST HOSPICE 2 Address 1213 3ROORTROLIT LY Status ACTIVE FRAREKFORT 42635 Date of Death 2201222012 Home Phone 112 112 1212 Case Manager ALEMAN DAVID Risk Level Lowy Team 4 BEREAVEMENT GROUPS Dale Gi wuup Tine m Type 021260201 2 TUESDAY WORMMG 1 7 00 4M SLPPORT SROP pure 2 SPPIhIC TEA 2 00Ph 3 00PM AOLIDu S SUPPORT SROLIP BEHEAVEMEH I HOT ES Date Hote Entered By 00234 201 2 TEST RISK ASSESSED AMD CARE ADMIS HCHB CUSTOMER SUPPORT 30 6 1 BEREAVEMENT GROUP REPORT The bereavement group report is a new report for reporting on bereavement group detail
39. TAES Or er 2010 AMT Ted OF 42041 0 TARET AK TE 6201 0 Effective 07 25 2010 OF 24201 0 Date Order HOSPICE PHYSICIAN WERBAL ORDER INTERVENTION SCOPALAMINE PTACH 1TOP 3DAYS RESP CONGESTION ROXANOL 5 10 TUBE PRN PAIN OR RESP DISTRESS PER TUBE SHRS PRM ANXIETY TF DECREASE TO 20CCIHR 21 4 1 VIEW EDIT THE HOSPICE PLAN OF CARE In the IDG Meeting you will be able to Review the IDG Comprehensive Assessment and POC Update edit the POC view the Medical Record and add Coordination Notes or Orders by right clicking on the patient s name Page 159 of 284 MOVER 2 ABBOTT TEDDY 09 16 2010 OPEN DEA ABBOTT TEDDY 09 15 2010 09 15 2010 N COMPLETED NE ACEVEDO DESIREE 03 04 2011 i M 1 OF 7 SIGNED DIS Calendar ACEVEDO DESIREE 02 16 2011 5 OF 7 SIGNED PRN Client Info N ACEVEDO DESIREE 03 02 2011 103 02 2011 COMPLETED REC Coordination Notes E PEDO DESIREE BES View Lpdate Hospice Plan of Care ACEVEDO DESIREE 01 19 2011 01 19 2011 COMPLETED REC to Face Encounter ACEVEDO DESIREE 01 05 2011 11 05 2011 COMPLETED REC ACEVEDO DESIREE 12 22 2010 12 22 2010 COMPLETED NE 5 ACEVEDO DESIREE 11 19 2010 N 1 OF 8 SIGNED Disc Medications 7 ACEVEDO 5 DESIREE 110 2010 nm UBL COM Lt Non Skilled Care Plan ACEVED
40. TITLO Ww VUKSAN SHERI REGISTERED NURSE ICTO OCA 13 16 ASSIGN 12 BURNETT STEPHEN CHANDLER MORGAN HALLER AMBROSE MAENIUS AMBER MARTIN JAMES RAULS TON CAROL SCRAGGS LINDSEY TIT LOW GINNY VURSAN SHERI BOWMAN JENNIFER BURNETT DES HALLER nme AMA IDG MEETING MEDICAL DIRECTOR SCOTT DANA PASTOR COUNSELOR BALDWIN Li Save x Cancel Setting this date will create the first IDG meeting for this client and additional IDG meetings every 14 days Best practice recommendation is to review the IDG Summary Admission Only coordination note found in the Medical Record completed by the SOC nurse when the admission is immediately before a scheduled meeting This is a way to introduce the patient to the team time Then set the date of the 1 Cancel electronic meeting for the next meeting Page 123 of 284 13 17 SELECT LEVEL OF CARE TYPE Required indicate the appropriate level of care click Set Initial Level of Care for Episode button This sends the information to billing Select Level of Care type for HALLER COLO ROUTINE HOME CARE Set nitial Level of Care for Episode 13 18 EDIT VIEW CONTACTS Allows supervisor to view and or edit contact information including potential Bereavement status omecare homebase 04 04 2012 10 56 40 Edit Referral for HOSPICE Gener
41. When printing the visit note report the Hospice Inpatient Encounters will be included in that visit note report The Hospice Inpatient Encounters are visible when viewing the visit note They are located on a separate tab within the note Functionality is available in Pointcare to add encounters from inside the visit in the Pink Quad Windows Mobile or the Visit Actions Android Resource Manager Homecare Connections Requests Weekly Alternate Manage visit Ad Hac Report Fax View Views Workers j Reports Manager Manager Scheduling workers Reports ne Cen tral St ae d Manage time entries not related to in home visits 258 284 The module displays all of the search and filter options the left side of the window 3 Mpn Visit Activity Tracking a Search Search by Worker Name Worker Mame 77 Date 7 Start Time End Time v Status w Type 77 Quantity Label Y Quantity 7 Details 7 Search For Active Inactive Filters Service Line CALL Branch COR Teams Non Visit Activity Filters Non isit Activity Status OPEN Maon VisiE Activity ALL Payroll Transmittal Group From Ta ehram D4jili D10 05 09 2010 arise Total Records 4 4 12 a Add Edit inactivate view s Ac
42. 0 16 2010 To 2 10 2010 Meeting Reason lt ALL gt 7 Meeting Status Open InProgress C Completed C Voided All il NO HOSPICE HATLI EBEN eS S HEATH KELLER 12 5 2010 NO HOSPICE 2 E E A HEATHGATESMARISOL 11 30 2010 RECURRING HOSPICE HAT3 HEATH GATES MARISOL 12 3 2010 jRECERTORDERDUE HOSPICE HEATH GROSS MARLENE 11 30 2010 5 RECURRING HOSPICE HATLI HEATH GROSS MARLENE 1272 2010 HOSPICE Blais Ae OS Ll s E JOANN 12 3 2010 RECERT ORDER DUE HOSPICE HAT HATL3 IDG Role BEREAVEMENT COUNSELOR CLINICAL SUPERVISOR Hospice IDG Comprehensive Assessment and POC Update Report MEDICAL DIRECTOR Hospice Benefit Period Summary Report PASTOR COUNSELOR Void IDG Meeting SOCIAL WORKER lt VOLUNTEER COORDINATOR sates is Members M REGISTERED NURSE Review Approve Unsigned Orders Client Name IDG Date Add IDG Member Meeting Details Add PRN IDG Meeting Edit IDG Date Reason Service Line Team
43. 02 03 2012 04 05 PM 4 55 PM 0 8228 v RN7OH NO 02 03 2012 DEI 07 00 PM 12 00 amp M 5 0000 B AGLPN7OH NO 02 04 2012 0 0000 0 0000 0 0000 7 0000 No N N Service Date Worker Beqin Time End Time Hours Confirmed Service Code Exclude From Billing SN HOURS 02 04 2012 12 00 7 00 7 0000 B AGLPNTOH NO 02 06 2012 0 5806 0 0000 0 5806 17 5806 No N N Service Date Worker Begin Time End Time Hours Confirmed Service Code Exclude From Billing SN HOURS 02 06 2012 07 00 7 00 PM 12 0000 B AGLPN7OH NO 02 06 2012 04 51 PM 5 26 PM 0 5806 v RN7OH NO 02 06 2012 07 00 PM 12 00 5 0000 B AGLPN7OH NO 02 07 2012 5 6870 0 0000 5 6870 24 6870 No N N Service Date Worker Begin Time End Time Hours Confirmed Service Code Exclude From Billing SN HOURS 02 07 2012 12 00 7 00 7 0000 B AGLPN7OH NO 02 07 2012 07 00 7 00 12 0000 B AGLPN7OH NO 02 07 2012 05 57 PM B 41 PM 0 7353 V RN OH 02 07 2012 07 02 12 00 4 9517 V The Exclude from Billing column means that data in that ROW meets criteria not necessarily does the DAY meet criteria though Defining the Column Headings for the Hospice Continuous Care Report mE 0 0000 0 0000 0 0000 0 6500 No N Service Date Worker Name Begin Time End Time Hours Confirmed Service Code Exclude From Billing 1 SN Hours equal SN Service codes submitted for the 24 hour timeframe 12 am to 11 59 pm Page 179 of
44. 169193 ABBOTT CHANEL 05 19 2010 11 19 AM PHYSICIAN VERBAL ORDER Service Lines LR svn ALL m 2169092 MTM Endet 1910 09 of AN VERBAL ORDER 169091 ABBOTT CHANEL 05 19 2010 08 55 PHYSICIAN VERBAL ORDER um 168942 ABBOTT CHANEL 05 18 201004 27PM HOSPICE ADD ON 168912 ABBOTT CHANEL 05 18 201006 20PM HOSPICE ADD ON Teams 168406 ABBOTT CHANEL 05 17 201001 50PM HOSPICE ADD ON ALL 167582 ABBOTT CHANEL 05 15 2010 04 19 HOSPICE PHYSICIAN VERBAL ORDER Client Status 167265 ABBOTT CHANEL 05 14 2010 03 34 HOSPICE PHYSICIAN VERBAL ORDER active Inactive 166717 ABBOTT CHANEL 05 13 2010 12 00 HOSPICE PLAN OF CARE 166686 ABBOTT CHANEL 05 13 2010 05 22 PHYSICIAN VERBAL ORDER Clents 165764 ABBOTT CHANEL 05 12 2010 11 53 AM HOSPICE CTI ALL z 165247 ABBOTT CHANEL 05 11 2010 12 05 PM ADD ON DISCIPLINE 165031 ABBOTT CHANEL 05 10 2010 12 39 ADD ON DISCIPLINE es 164544 ABBOTT CHANEL 05 10 2010 11 24AM PHYSICIAN VERBAL ORDER 1 e 6 Extended Search Total Records 369473 KE IL Clear Extended Search Filters m E a Edit Void I Process Order E History B Print E BE view Physician Narrative E Load Order Console Close 5 1 FILTERING ORDERS Orders can be filtered i e Not Sent or Sent But Not Signed using the filters on the left side of the Order Console Set the dif
45. COCO Review Hospice Report Edit Hospice Order Stage Completed To Edit the POC view it to activate the Edit button click Edit Hospice POC Edits may be made to each tab 1 General Info Order Text and Medications etc Edit Hospice POC Order Leneral Into Order Text Hospital MA B CBSA Vital Sign Parameters LICENSED PROFESSIONAL REPORT ITAL SIGNS 39340 CERTIFYAECERTIFY THE PATIENT 15 TERMINALLY ILL WITH LIFE OF SIs B MONTHS OF LESS IF THE DISEASE PROCESS RUNS ITS NORMAL COURSE Attestation Statement FALL FALL PRECAUTIONS Oey GEN PRECAUTIONS STANDBY ASSIST AT ALL TIMES UNIVERSAL PRECAUTIONS WALKER r SN JWET TWE MSW Effective 021922012 Tw EZ Effective 02 13 2012 CH Effective 02 13 2012 2 DIET AS TOLERATED REGULAR Calendar Close Hospice POC Order Prior Next Order Calendar PRN Visits Alert received now when Approving Orders Via Workflow A popup Alert will occur when approving Orders via Workflow to notify users when the Order Calendar contains PRN Visits but the Calendar Edited Frequency has not Page 131 of 284 been updated to the specified number of PRN Visits during the Certification Period nor has a specific reason or a delineated description of signs and symptoms neces
46. Click the save button when done HEA IDG Workers for STOUT MARTHA Both Teams Orly 9 Workers Only BALDWIN TANA CHANDLER MORGAN MAENIUS AMBER MAMAS WILLIAM SCRAGGS LINDSEY SI MARK MEDICAL DIRECTOR TITLOW GINNY MEDICAL DIRECTOR SHERI FASTO R COUNSELDOR PASTOR COUNSELOR PASTORCOUNSELOR P amp S TOR COUNSELOR PASTOR COUNSELOR PASTOR COUNSELOR PASTOR COUNSELOR PASTOR COUNSELOR PASTOR COUNSELOR REGISTERED NURSE REGISTERED NURSE REGISTERED NURSE REGISTERED NURSE REGISTERED NURSE REGISTERED NURSE REGISTERED NURSE REGISTERED NURSE REGISTERED NURSE BALDWIN BURNETT STEPHEN CHANDLER MORGAN AMBROSE MAENIUS AMBER RAULSTON CAROL SCRAGGS LINDSEY VUKSAN SHERI BALDWIN BOWMAN JENNIFER BURNETT DESI CHANDLER MORGAN FLETCHER AMANDA GOODSON WILLIE GRIFFITHS SANDY HARRIS SARAH JOHNSON ELEANOR ALUM REGISTERED NURSE HALLER TAMMY PASTOR COUNSELOR MARTIN JAMES MEDICAL DIRECTOR LORIMER WISHARD SOCIAL WORKER SCOTT DANA mer Page 153 of 284 gt Assign IDG Workers for amp DDERTOM DOROTHEA RELEAS Both Teams Only Workers Only Search For Available Workers Assigned Workers GRAND RAPIDS IM HOUSE MEDICAL DIRECTOR FAMPSCHROEDER ISA LANSING IN HOUSE SOCIAL WORKER MCGEE
47. Completed Approved CTI order for Medical Director 2 Medical Director enters the narrative for the certification order Hospice HCHB will prevent Medical Directors from electronically signing CTI orders disable Sign Order button without all the required components listed Medical Directors can electronically sign orders via the IDG screen in Clinical Manager Note the Sign Order button is also available on the Review Approve Unsigned Order screen Page 104 of 284 After payor eligibility is verified client will go to the Assign the Evaluation Visit stage IF there is no F2F encounter required or if needed it has not been scheduled Double click the client and the Assign LP box will appear Professional LP for Hospice Evaluation Visit x ae Service Code 0 _ Visit Date m Alt RNOOH HOSPICE AN START OF CARE 5 22 2008 l Licensed Professional E M Select correct Service Code RNOOH is the Hospice Admission Service Code Click lt gt to select Licensed Professional to perform the visit Verify the Visit Date box for accuracy If MSW and or CH evaluations need to be scheduled on the same date as the RN Admission assign the Add On visit evaluation s The service code is populated per your previous selection although you can change it The service codes for MSW and or CH initial evaluations is 501 and e payor
48. If the Face to Face Encounter Date is populated but the date is 30 days prior to the Start of Episode the billing audit will place the claim on hold 2 Billable LOC Days Prior to Hospice Face to Face a his audit is initiated when the Face to Face Encounter date occurred after the start of episode and the Level of Care days are marked billable 284 284 i The user can then review the LOC day and Encounter date and make the appropriate changes prior to billing occurring 1 Example If SOE is 1 1 11 and encounter occurred on 1 3 11 and the LOC days prior to 1 3 are showing as billable the audit will be displayed 35 6 4 HOSPICE INELIGIBLE CLAIMS REPORT F2F column has been added to Ineligible Claims Report and if the Face to Face Encounter has not occurred or occurred 30 days prior to the Start of the Episode the column will display an The Hospice Ineligible and Eligible Reports are not affected if days are marked billable after Face to Face Encounter this edit is handled by the Billing Audits on the Claim Management screen Hospice Ineligible Claims Report 12 9 2010 5 50 31 PM C Braiches Payor Sources ALD Endiig 1222010 AR Groips ALD Episode ID Patient Name Date Signed Election Filed Order Care Care Approved Hours Documentation Order Order Visits Start of Care Plan of Care Hospice Level of Care Continuous Continuous CTI Verbal Unverified Date
49. Summary Report 1 Oral interacts with ASPIRIN ORAL MEDICATION REF TITLE INTERACTION Episode Visit Summary Report sulants Sal DO NOT TOUCH SN HOSPICE CLINICAL MEDICARE 8272 Health Utilization Summary RE GENERATED DATA VISIT TIME CHANGE REF MANAGER Home Health Gase Mix Detail and Insight Report IME DATE TIMESTAMP REQUEST DO NOT TOUCH 7574 HOSPICE CLINICAL MEDICARE Event Stages History Report gt ORAL interacts with ALTACE ORAL MEDICATION SN REF MANAGER Branch Transfer b RAPH TITLE INTERACTION TEE AES ibitors Aspir NOT TOUCH 7574 HOSPICE CLINICAL MEDICARE 28 8502107 REPDMIT RE GENERATED DATA VISIT TIME CHANGE SN REF MANAGER TO TYPE DATE REQUEST DO TOUCH 7576 HOSPICE CLINICAL MEDICARE PY 2929905 RE GENERATED DATA VISIT TIME CHANGE SN REF MANAGER Visits Orders Comparison Report IME TYPE TIMESTAMP REQUEST DO NOT TOUCH 7576 HOSPICE CLINICAL MEDICARE amp ttachments DRAL interacts with ALTACE ORAL MEDICATION SN REF MANAGER End Coordination Notes RAPH TITLE INTERACTION HCHB Hidden Features p ibitors Aspir NA NOT 6 76 eno Aral interacts with ASPIRIN NR l MENICATION Step 3 Click Yes to end the coordination notes 22 284 2 3 REVIEW BILLING NOTES File Workflow Manager Pathways Clients Payor Sources PointCa
50. TEST HOSPICE COMMUNITY TEST HOSPICE COMMUNITY TEST BEREAVEMENT COMMUNITY TEST SELF REFERRAL SELF REFERRAL ALLEM DAM HOSPICE NEWELL SCOTT HOSPICE Add Delete Details GROUP DISCUSSED THE BOOKLET BROKEN ROAD El B save e Don t Save Group Attendees are added by clicking on the Add button and will launch a new screen utilized to choose attendees e Attendees stored in this grid must be existing bereavement contacts in the bereavement activity module e Place a checkmark beside each contact that attended the group and apply the selection to load the contacts into the group 240 284 Please select one or multiple Bereavement Contacts EXTERNAL ANDROID Stakus Search Search For Active Inactive all iereavement Contact available Bereavement Contacts For Selection Selected Bereavement Contacts Bereavement Contact Bereavement Contact 7 Bereavement Type Hospice Client Date af Dea STAMBERSKY GARY HOSPICE STAMBERSKY MICHAEL VAPIDER WAL RICHARD HOSPICE VARIDER Wl MIR T amp M GRANDSON MICHEAL HOSPICE JACKSON BEN 11 22 2011 ACHILLI ELAINE HOSPICE GLOVER BEATRICE ACTON JOAM HOSPICE LUMSDEN DAISY ADAMS CAROL HOSPICE MILDRED ADAMS CAROL HOSPICE SOLTOW MILDRED ADAMUS HOSPICE DUDEK WANDA 0924 2011 ADLER MARY HOSPICE JANOSIK HELEN 3 20 2011 ADOLF CHRIS HOSPICE ADOLF SHIRLEY AEBERSOLD CHARLES HOSPICE
51. X Job Codes Available Job Codes Assigned Job Codes gt PHYSICAL THERAPIST PT SPEECH THERAPIST ST E lt Move desired discipline job code from Available column L to Assigned column R by highlighting desired job code and clicking gt Click Save Date to follow up on Pending Authorization should be the next business day Click Save Number of authorized visits will appear in Authorization Details Click Close Add Coordination note type Commercial Insurance Eligibility Document entered for weekend after hours admits Please follow up This will generate a coordination note to the appropriate insurance verification personnel so they can follow up to obtain appropriate authorizations if needed e Click Pending Authorization Request Submitted Obtain Additional Authorization for GAONA ELVIRA Print Authorization Summary Authorization Status EN Authorization Obtamed Pending Auth Request Submitted D Authorization Denied Change Payor L Page 133 of 284 When non admitting a patient in the office make sure that patient is not on an agent Pocket PC the patient is on a Pocket PC then have the agent enter the non admit from that unit and synch it back to the office Refer to the PointCare Manual as needed for instructions related to completing this process on the Pocket PC If the patient is not on an agent Pocket PC enter the non admit from the office otep 1 Ensure the patient is
52. 09 30 Mileage Start End Time 02 00 PM gt Mileage End Trip Fees Details ADMINISTRATIVE SUPPORT Save Don t Save 31 4 VIEWING VOLUNTEER TIME Page 251 of 284 To View Volunteer Time simply click the VIEW button You cannot edit the information in this screen It is for viewing purposes only View volunteer Time for PETERSON ROBIN Service Line dn Branch Volunteer Name Service Provided Client Name Bereavement Contact Date Service Provided Mileage Pay Method Start Time Mileage Start End Time Mileage End Trip Fees Details ADMINISTRATIVE SUPPORT 31 5 VIEWING VOLUNTEER TIME HISTORY View Volunteer Time History for a Volunteer by clicking on the View History button A history of edits to the time being viewed will be displayed 252 284 View Volunteer Time History E Drag a column header here to group by that column Volunteer Name 77 Client Name 7 7 Service Provided 77 Modified 77 Modified Date Y Active JORTHER SUZAMME VOLLIMTEER TAMMY HALLER 04 29 2010 ADMINISTRATIVE RN SLIPPORT 253 284 31 6 VOLUNTEER REPORTS Report Manager Reports The percentage of volunteer time in relation to patient care time may be viewed at any time and for those agencies that have a need for viewing Volunteer Rates and Volunteer Dollar Totals per Month Access the Hospi
53. 105 13 1 View Unlisted Items 107 Wu NEU T UT 107 peel s pM NR trn 108 13 4 Edit View Election of nennen nennen nnne nnne nnns 108 Tous ESL LOBO sisean ei Raps M niu EEE Fabi d UmR AP MERCEDE ATA DE 110 13 6 Eb Vie Vital Sign ERST CT DES E ein a aE 111 of Cale TET 112 NOIE re 112 Care Piali QT T 113 13 10 View Initial Hospice Order MNT UU I Umm 114 13 11 View RRISISEOT SONUS aids cii burden pude 115 12 12 Aa vanced TR Gad urn AR UR d ID PA QUEE CH SD FER UC 118 13 13 View Authonzation Informoaton T6 DIDIT SUL Un xS 119 13 14 View Hospice POC Order M 119 13 15 Assign IDG RRCK 121 13 16 Assign 1 IDG Fe wee sta tae sw E sata nent oboe AEE RERUM 122 toir selec Levo or i 123 Te NONE m mt 123 13 19 Review Mar 5
54. 284 2 Non SN Hours equal the aide homemaker service codes submitted for the 24 hours 3 Approved Total Hours is the sum of 1 and 2 hours 4 Adjusted Total Hours is after any time editing has been done for 1 and or 2 hours 5 SN Approved Hours is whether or not at least 5096 of the total adjusted hours were SN hours 6 Date SN hours Approved shows if the visits were verified in the system under the Confirmed 7 Do any of the visit times overlap 8 Are the total hours greater than 24 hrs Columns 9 11 are reading the rows horizontally 9 Have each of the service codes been confirmed 10 list of the service codes of which one daily must be the RN70H 11 Is the visit listed in this Row only excluded from billing i e right service code time and verified this does not mean that the day is excluded from billing or not just whether this row qualifies or not Review the report for accuracy If necessary modify the details according to your documentation and agency policy Note issues above 2 4 2012 does not have enough hours and no RN70H 2 6 2012 has enough hours and the RN7OH check for unverified visits 2 7 2012 has enough hours and an RN7OH but exceeds 24 hrs Issue Resolution SN Non SN Verify that at least 50 of the hours constituting care Hours were provided by a skilled nurse If not bill as routine see Modifying CC hours process below Page 180 of 284 SN Hours not approved thi
55. 35 2 2 TRANSFER AND ADMISSION PATIENTS If a patient is coming onto service with your agency as a transfer or new admission and is in their 3rd or greater benefit period has Medicare as a payor and their benefit will start in 2011 the user will see a F2F Encounter button available in workflow stage Verify Hospice Benefit Period This button if selected will present the user with the 277 284 F2F Encounter grid The user can update the Face to Face Encounter record and document all the information related to the Face to Face encounter erify Hospice Benefit Period for FACE SMILING F2F Encounter The F2F Encounter button will work as described above in section F2F Encounter Grid To see more information about the button click on the link F2F Encounter Grid Once the user clicks on the stage completed button the stage Plan F2F Encounter will appear on the action screen The only difference between the Transfer Admission patient F2F Encounter workflow and the workflow for Real Recert patients 15 that on Transfer Admission patients the next stage under the event Hospice Verification Authorization will be held up until action is taken on the F2F encounter This means that you will not be able to assign the admission visit until you either 1 schedule the F2F encounter 2 print F2F form for manual completion or 3 delay the F2F stage s To see more information about this process and the corresponding workflow stages
56. 600000649001 SOE Date sl EVENT SOCRECERT STAGE LP ASSIGNED STARTED Jul 13 2006 10 524M DUE LP ASSIGNED ROGERS SONJI SERVICE CODE PTUS STATUS PENDING VISIT DATE Jul 13 2006 BENSON THOMAS MANo JH 600000643501 SOE Date Jul 15 2006 12 008M gl EVENT SOC RECERT STAGE LP ASSIGNED STARTED Jul 10 2006 1 14PM DUE N LP ASSIGNED RUSSELL KENNETH SERVICE CODE 4 STATUS INCOMPLETE VISIT DATE Jul 12 2006 BISHOP DOROTHY L MANo 100000642801 SOE Date Jul 16 2006 12 008M EVENT SOC RECERT STAGE REVIEW EVALUATION DOCUMENTATION STARTED Jul 13 2006 9 344M DUE Z CARWILE MAYBELLE B MANo 141100000646201 SOE Date Jul 11 2006 12 008M Step 4 In the Non Admit a Patient pop up box indicate the reason for non admitting Click on the down arrow and select the correct reason then click on the Non Admit button To give a detailed explanation of why the patient is being non admitted enter a coordination note from the Clinical input screen Note If you filter by active patients you will not see non admits on the clinical input screen Filter by inactive or all To enter a Coordination Note from the Clinical screen follow the instructions below Right click on the patient and select Medical Records Info Click Coordination Notes Click Add Note Click the down arrow next to Note Type and select CLINICAL Click in the Note box to enter text Click the Save button 17 1 UND
57. CET a ERE Siaa aarre a 144 cuir Qe I PEE TT 145 20 CHANGE IN LEVEL OF nU C PUn 146 21 INTERDISCIPLINARTY GROUP AE d dU RUE E Ui 150 OG Mone T T TULIT ITI 150 CAMIS rr M n 152 21 2 Assigning IDG Workflow Days Me T 153 21 3 Recommended Adding IDG Notes in 154 21 2 Starting IDO e URN gut NEES bull Aaa 155 21 4 1 View Edit the Hospice Plan of Cle easacescazinnsescessnanesenendenecceeratetonethicveteressxanntebcrauneekanniedancdereens 158 VA 2 ders MOm c 160 21 9 Recon AIR cc 161 21 5 1 Plan F2F Encounter 5 163 EL ruis ridi 163 21 5 1 1 1 Add Encounter 164 PARS UMP Edit Encounter uri c n 166 21 5 1 1 3 Inactivate Encounter Documentation 1er rere 168 169 21 5 1 3 Delay Planning f F2F EDOODUIBI 2
58. Care Continuous Continous Care Unverified Signed Election Filed OrderApproved Hours Documentation Visits Branch DAL Payor Source Medicare Hospice 1691 BENSON 01 13 2008 N N 1462 CARTER JANICE 02 15 2008 N N N 1663 HOGAN JULIE 01 04 2008 N N N 1887 THOMAS EDWARD 01 28 2008 N Payor Source Totals 4 Patients Report Modified For Example Purposes 182 284 Review the items that has an asterisk below and address the issues for each patient included on the report as correction are made items will drop off the report Issue Resolution Plan of Care Notify medical records that the plan of care needs to be Signed signed Once the order has been signed verify receipt in Order Tracking Hospice Election Create and submit the notice of election Billing task Filed Level of Care PVO changing the LOC needs to be generated approved Order Approved signed Once orders have been signed verify receipt in Order Tracking Continuous Review the Hospice Continuous Care Validation Report see Care Hours example below and modify continuous care hours in the visit notes if appropriate OR change the level of care to Routine Continuous Notify the clinician that documentation supporting continuous Care care needs to be completed Must have minimally an Documentation RN70H visit each CC day Unverified Notify the scheduler to follow up regarding visits outstanding Visits not synched back
59. Client Related Tasks Drag a column header here to group by that column Responsible Name Event Date Position H HOSPICE mal UNDERWOOD HOSPICE T DISCHARGE VISIT T T DISCHARGE VISIT T 11 2257 MEDICARE MEDICA MANAGER CHRISTINE DISCHARGE NOTE IM OFFICE NOTE IN OFFICE AM HOSPICI HOSPICE CLINICAL UNDERWOOD HOSPICE INITIAL REVIEW OF HOSPICE 2 25 2008 INITIAL REVIEW OF HOSPICE 5 20 2003 11 18 19 MEDICARE MEDICA MANAGER CHRISTINE DISCHARGE DISCHARGE ORDER DISCHARGE ORDER AM HOS PIC SPECIALIST UNDERWOOD HOSPICE PROCESS HOSPICE 2 25 2005 PROCESS HOSPICE 5 2072009 11 16 25 MEDICARE MEDICA MR CHRISTINE DISCHARGE DISCHARGE ORDER TO DISCHARGE ORDER AM HOSPICI PHYSICIAN PHYSICIAN HD E CLINICAL UNDERWOOD HOSPICE HEVIEW EDIT APPR VE 5 27 2008 REVIEW EDIT APPA UV 5 13 2009 1 15 44 MEDICA MANAGE CHRISTINE RECERT HOSPICE RECERT ORDER HOSPICE RECERT ORDER HOSPIC If Field is selected the workflow below is generated Page 185 of 284 Actions Client Related Tasks Review Coordination Mates Review Billing Notes Administrative Tasks Client PAYNE Search EE Print Client Related Tasks Drag a column header here to group by that column Responsible Chent Name Event Task SOE Date Stage Arrived Payor Position Type HOSPICE CLINICAL PAYNE LOUISE P HOSPICE INITIAL REVIEW OF HOSPICE 4 28 2003 INITIAL REVIEW OF HOSPICE 52072009 11 32 13 MEDICARE
60. DISCIPLINE 4635 DO NOT TOUCH PT OT ST SOC PFL 04 03 2012 1 485 ORDERS 4483 DO NOT TOUCH PT OT ST SOC PFL 04 03 2012 0 ADD ON DISCIPLINE 5024 DO NOT TOUCH PT OT ST SOC SEM 04 04 2012 0 ADD ON DISCIPLINE 5013 DO NOT TOUCH PT OT ST SOC SEM 04 04 2012 0 ADD ON DISCIPLINE 5012 DO NOT TOUCH PT OT ST SOC SEM 04 04 2012 1 485 ORDERS 4 Total Records 3193 v F2F Completion Date 77 Narrative 208 284 gt Order Console BROOKDALE TRAINING PS Ean cse Search Search By Client Name Order Number 57 Client Name Y Order Date Y Order Type 57 F2F Completion Date Y Search For 3737 ADAMS ANDREW E 03 22 2012 12 00 AM HOSPICE PLAN OF CARE 3333 ADAMS ANDREW E 03 22 2012 09 41 AM CTI 2781 AGOSTONI ANGELO J 03 08 2012 11 29 PHYSICIAN VERBAL ORDER WA 3362 ALDEN BARBARA A 03 20 201203 5 PM RESUMPTION OF CARE INS 3210 ALDEN BARBARA 03 19 2012 05 32 PHYSICIAN VERBAL ORDER d 3200 ALDEN BARBARA 03 19 2012 03 12 SCHEDULE ROC VISIT ma a 2274 ALDEN BARBARA 02 29 2012 12 00 AM 485 ORDERS 2167 ALDEN BARBARA 02 28 2012 11 25 AM VERBAL ORDER um lt 3420 ALLEN BEVERLY J 03 21 2012 12 00AM 485 ORDERS 3280 ALLEN BEVERLY J 03 20 2012 01 59 PHYSICIAN VERBAL ORDER Teams 3547 ANDERSON ALMA 03 23 2012 10 54 AM HOSPICE PHYSICIAN VERBAL ORDER ALL 3223 ANDERSON
61. Detail Report Mark Client as OO RESADMIT Episode Summary Report Mark client as OK To Face to Face Encounter Supply Requisitions Management 4nd Evaluation Report Visits To Orders Comparison Report Medications Attachments Aide Care Plan Episode Management Orders HCHB Hidden Features Reports Signature Forms Tracking EKOKOO00S3S24601 MEDICARE 4 1400001850403 SELF PAY F 2 000 060101 MEDICARE 00001890501 MEDICARE Report 003349001 MEDICARE Wounds 241701 BLUE CROSS 127 284 ALEXANDER ERICA 0 00005804401 MEDICARE ADVANTAGE PPS ADVANCE WELLCARE ADVAMNT AGE ALEXANDER 1 INDOOO0S915201 MEDICARE PPS MEDICARE IM quete LEVAR ED LITERAL Lb Ii E EE Allergies ALFORD ANN ALI ed ALL JOHNAT Episode Management ALLABEN SH ALLABEN SH ALLAN ALLEN ALICE Export Grid ALLEM ELENI 5 Print Grid ALLEM JARED 0006022101 Client Acti ient Actions PEUT CLIA Lab Tests Client InFarmatian Atkachments HCHB Only Coordination Nokes Entitlement verification Hospice Plan OF Care Face Face Encounter Hospice Inpatient Encounters ALLEN MARGIE GR AODOD4564401 Levels of Care ALLEM MARIAAMDRE ADROOOOSO36701 ALLEM MARIO JACDODO2216401 LESSE HORT ALL
62. Details Location Date Entered Entered By Date Processed By Total Score Wound Type Wound Type Other 2 13 2008 3 37 55 Rees 33 DIABETIC ULCER r Close Select Wound Images Click on Load from File Page 54 of 284 H View Wound Images Drag a column header here to group by that column Visit Date Body Part Other Description Add Wound Image Image width Image Height Wound Image 2 Load From File 04 28 2008 VISIT 1 ANOO 05515 ADMISSION Comment Save x Cancel Add _ Edit Delete sound Images Locate file on your drive Click Open to load i Look in c TEAM vw D PHOTOS amp Picture Deskto P Mone My Documents f File name Picture 001 Files of type Image File Cancel My M etw ork P Wound image displays Date wound image was taken can be changed from drop down box Comments can be added Click on Save Page 55 of 284 View Wound Images Drag a column header here to group by that column Date Taken uL EM Length Comment 3 03 29 2007 2 2 BUTTOCKS WD Click Close to exit
63. Enin BHO Bust BE UID 250 glo VIEWING valaniBsr TMS ISIE MICH RE ala duro 251 cie Eier RODOS 253 32 HOSPICE INPATIENT ENCOUNTERS 5 ai 255 22 NON VISIT IN BE a 257 34 ADMINISTRATIVE ON CALL 8 1 1 1 1 263 39 Schedule THe F2F Encounter Stag eae 267 ig ETT 267 35 2 1 3 2 Schedule F2F 267 35 2 1 3 3 Scheduling to a Nurse 267 35 2 1 3 4 Scheduling to a 269 35 2 1 4 Print F2F Form for Manual UIT DIM BICI UM pU DIM EIS 270 35 2 1 4 1 Printing F2F Form for a Nurse Practitioner 270 35 2 1 4 2 Printing 2 Form for a Medical Director Team Physician 274 35 2 2 Transfer Admission Pallenis apes prb Rein RE ve ilvesicusdsunsaesinnrstenezonisesdneasseednankuestenrdintaowe 276 35 3 Cl
64. Episode Profitability Analysis Report E Home Health Medicare Episode Profitability Summary Report 51 Home Health Medicare Gross Margin History Report E Hospice Average Daily Census Report E Hospice Average Length of Stay Report E Hospice Cap Forecast Report E Hospice Care Days Report Hospice Continuous Care Validation Report El Hospice Data Elements Form Assignments Report E Hospice Elections E Hospice Eligible Claims Report E Hospice and Revocation Dates Report 5 Hospice Hold From Billing Report Hospice IDG Report Hospice Ineligible Claims Report E Hospice Key Metrics Report E Hospice Length Of Stay For Active Clients Report E Hospice Level of Care Unbilled Report E Hospice Location OF Death Report E Hospice Median Length Stay Report Hospice Continuous Care Branches For CLIENT Select ALL CLIENTS E End Date Kop gt Statuses NOT APPROVED Display Report Criteria YES m r View Print Only E Fax Save s PDF a Export Page 178 of 284 Under Branches select your branch For End Date enter your billing period through date Leave Not Approved selected to see only days needing review Click View Print to print the report UZ2 U3 2U12 0 5225 U UUUU 0 5225 2 5225 N N Service Date Worker Begin Time End Time Hours Confirmed Service Code Exclude From Billing SN HOURS
65. Face Encounter Face to Face Encounter Documentation l attest thatl have completed theface to face encounter The clinicalfindings of this encounter have been provided to the certifying physician for use in determining whether the patient continues to have a expectancy of 6 months or less shouldthe illness run its normal course Signature Date DOCUMENT NUMBER 1724 273 284 Process F2F Form This will show the user a box that looks a lot like the process order box we currently have today The top section will have the basic information Process F2F For Client will be the patients name Licensed Professional s name who is assigned to complete this encounter The licensed professional s preferred communication method In the next section Processing Face to Face Encounter Form the user will need to complete the date they sent out this form and the method used to send the form Date F2F Encounter Sent This is a basic drop down calendar box for date selection or the user can type in the correct date How F2F Encounter Sent will be a drop down box for the user to select the method for processing the form Process Face to Face Encounter X Process FZF for Client Licensed Professional YOu MARGARET RACKLEY ALBERTO Preferred Communication Method WEBSITE Processing Face to Face Encounter Form Date F2F Encounter Sent How 2 Encounter Sent Ex Face to Fa
66. HOSPICE CLIENT Page 196 of 284 Hospice SOC Hospice Add On Hospice Physician Verbal Order Hospice Recert The Report Manager can be viewed from HCHB or R2 HCHB View Hi que homebase 7 File Aor nw bal Eua Clients dpud PaintCare Referral Source Link Workers Payroll Reports Administration Help Once the Report Manager is launched the left pane displays report folders that the Login Profile has rights to The right pane displays reports of the selected report folder from the left pane All menu items within the Report Module have security like menu items within HCHB The folders are designed to segregate reports to make them easier to find These are created by your agency in order to set up security for the reports based on folders There is one system folder that cannot be changed which is called ALL REPORTS This folder is automatically assigned to any reports that are added to all agencies Any folder that is added by a user is automatically assigned the System Administrator Role See the Reports Manual for in depth information per report Page 197 of 284 File Admuansstration Cg MILEAGE ANALYSIS REPORTS 2 Active Cents in Facilities Report Cy PAYROLL REPORTS 24 Adpastmert Report 1 REFERRAJ SOURCE LINE REPORTS 11 Adirinistratres Tacks Completed 1 WORKER REPORTS 1 Coordinator Assignment Report 1 Admission Summary Data Pept Admission Admission Coordinator Report 1 Adressions Rep
67. Import Similat Export Edit 9 Delete View Load Attachments E Import Close 48 284 Click the drive to choose the File s to attach 7 Es Search client Share a Libraries J Documents E Pictures Share m Videos vts Computer Ga SALES Qhchb local 22 CD DVD Drive D or Local Disk C on Network Drive P E Removable Disk E c Page 49 of 284 Then do a Ctrl Click to highlight attachments individually or do a Ctrl Click to highlight a group of attachments and then click Open to populate Attachments grid Organize folder Date modified Libraries i Final Branch Summary SAN 3 24 2012 1 04PM Microsoft Word D 144 KB Documents GO LIVE DISCUSSION HH 3 14 2012 9 13 Microsoft Office 17 KB HOSPICE Workflow Steps 3 30 2012 11 54 Microsoft Office E Pictures 84 Hospice Transition Plan Brookdale 3 16 2012 8 35 AM Microsoft Office 21KB Bl Videos i Lead Summary Document Caroline Co 4 1 2012 5 24PM Microsoft Word D 137 KB Lead Summary Document Lauren Travis 4 1 2012 9 38 PM Microsoft Word D 137 KB Computer Gal SALES QAhchb local eu Location Agency Info 3 10 2012 5 00 P
68. Jun 30 2008 1 56 PM LP ASSIGNED CANTU SUE SERVICE CODE RNOO STATUS PENDING VISIT DATE Aug 11 2008 EVENT REVERIFY BENEFITS MONTHLY STAGE REVERIFY MEDICARE ELIGIBILITY STARTED Aug 1 2008 11 51AM DUE Aug 01 2008 11 51 AM 1 JOHNSON JILL L MRNo COROD000528201 SOE Date 21 Q SUZIE COR00000527901 SOE Date Jun 25 2008 12 00AM e This also applies to any Add On disciplines ordered from the Referral e Initiation Visits can also be assigned and or added from the Workflow Summary screen SP TEST FIRST EE EVENT HOSPICE F EVENT HOSPICE CTI STAGE REVIEW EDIT APPROM E EVENT HOSPICE VERIRICATIDB ALITHDREZATIDN STAGE HOSPICE LP ASSIGNED The new grid will present and users will be able to add up to Five Initiation Visits on the Grid View of the form The Add button will be disabled once the maximum has been reached 205 284 Initiation Visits MARCELLA Discipline Service Code Visit Date 77 Licensed Professional TY Visit Status Y Authorization Y Scheduling Acuity uv 06 95 2011 WITHIN 2 HOURS osjo 2 SAME DAY AS FACILITY DjC 05 05 2011 3 WITHIN 24 HOURS 05 05 2011 4 WITHIN 48 HOURS G EARLY AM m Add button disabled once 5 visits reached Ek vod ce e You will be able to view these visits on any calendar type Summary Client Wo
69. Letter Queue button then refresh the Activities tab This action will make the change visible at that time 226 284 Team members go to the Bereavement Screen to assess as needed by right clicking on the contact name and choose Risk Assess The Care Plan will be created based on the risk score Based on the setting for each rips level the contact is converted to a Client in the scheduling console Workflow will be generated to allow bereavement visits calls be added and scheduled See Scheduling Bereavement Visits It is highly recommended that all contacts be identified and risk assessed when doing home visits or at the time of death is possible 30 1 BEREAVEMENT PLAN OF CARE A Bereavement Plan of Care is automatically created based on the risk assessment score when the Bereavement Risk Assessment is completed To view or edit the Bereavement Plan of Care select the Bereavement Contact for whom you want to view Bereavement Activity Details Right Click to Edit Careplan or View Careplan JONES JONES JONES JONES JONES JONES JONES JONES JONES JONES JONES JONES JONES JONES JONES JONES CATALINA DENNIS DIANNA DOLLIE GEORGINA JULIE LURINE MARIANO MARILEE MARIUS MARTINA MARY FERN MARY LOU PATTIE WILLIE MAE WILSON JUFDAN CONNELL JORDAN MARGUERITEL JOROAN MARIALUC IAM ARE BbdArinril JOHANSON CLAUDE MAR GUERI SHANNON MICHELE MARTIN MARGARITO
70. MAA WELL Page 195 of 284 Here is an example of the Complaint Report Complaint Report 5 2712009 8 27 15 Date 5 27 2008 Agency HCHB AGENCY Branch 8 18 Identifying Persom DONYA Client MAXWELL SMART BR 00000581 601 Complainant FRIEND NEIGHBOR Hame Relationship CASSANDRA DAVVSONPFSISTER Description THE HOME HEALTH AIDE OVER THEIR BELOVED FLUFFY Interventions DISCIPLINARY COUNSELING WITH CLIEMTICAREGIVERUF AMIL Intervention Resolution Comments MARY SMITH THE HOME HEALTH AIDE HAS BEEN COUNSELED AND SIDE HAS BEEN SCHEDULED THIS PATIENT AFTER SPEAKING WITH THE PATIENT AND HER FAMILY THEY SUPPORT THIS DECISION Prevention Prevention Comments Processed By DON BOULLEMET HCHB Date Processed 5 27 2009 8 23 32 PM Follow up Comments This is optional workflow that will allow printing new or updated Medication Profile information for clients at different points within a client s workflow cycle The stages will initiate if any order is approved that contains new Medication s or Medication changes The stages will be linked to all of the following Events where changes could be made to the medication profile Responsible Client Name Event Stage Task Position HOSPICE PCC HEW ORDER JULIE HOSPICE PRINT MEDICATION PRINT MEDICATION PROFILE AND SEND TO PHYSICIAN PROFILE AND SEND TO CLIENT VERBAL ORDER
71. Order Status Drag a column header here to group by that column NOT APPROVED Order ID Number Client Name 7 Order Date Type GREGORY 5 11 2008 3 35AM PHYSICIAN VERBAL OR SIGNED Edit Frequency Calculated Frequency Primary Physician Secondary Physician v SNTWKIT SNTWKIT MCDONALD JOHN 485 ORDERS TwKT2wWKT Tw SN LAHIRI DEVRAJ GRIECO MARCELINO H 5 10 2008 GRIECO MARCELINO 5 11 2008 9 37 18 PHYSICIAN VERBAL ORDER LAHIRI DEVRAJ 50753 BUNNIS DONNIE 5 9 2008 485 ORDERS N SN TWE12WK3 1WK5 0W SN TwK12wK3 TwK5 QwK1 ZWERIN GLENN 50767 ALSOBROOKS LARVELI 5 8 2008 11 494M HOSPICE PHYSICIAN VERBAL ORDE N PANIS ROBERTO 50769 MAY MARION L 5 11 2008 12 03 Ph DISCHARGE FROM AGENCY N SN1WK1OWK4 SNTWKT wK4 PACKMAN GERALD 50770 DIRR DEBORA A 5 11 2008 485 ORDERS N SN SN 3wWK1 2wK7 TWK1 OT Tw VALLORANI RONALD D In R2 Click on the Order Console QU mo 3 gt Homecare Connections Clinical Manager Financial Manager Resource M nager 8 8 2 Bereavement IDG Report Fax Attachment Tracking Console Manager Console Console Clinical Input Clinical Documentation Hospice Reports Attachments 207 284 Filtering Orders filter orders view the order statuses on the left and check the appropriate filters e Once finsh
72. SHULTIS PATRICIA AGOSTA SANDY HOSPICE STANFIELD IRIS 5 12 2011 AHEE ROSE ANN HOSPICE SHEE LILLIAN 11 29 2011 5 WALLACE JUDY HOSPICE AHRENS RAYMOND 7112011 AKERS GLEN HOSPICE AKERS ELIZABETH AKERS HOROLD HOSPICE OKERS ELIZABETH AKIN NANCY HOSPICE RAZEK MARI 02 26 2011 Clear Items Clear All ALAMEDDIPME FAROUK HOSPICE ALAMEDDIME 09 12 2011 7 gt Apply Selections E cancel 30 6 COMMUNITY BEREAVEMENT REPORT The Community Bereavement Report is a new report that has been created for reporting details of community and self referral bereavement contacts e Accessed through the report library e Reports Notes that have been added in the contact record o Groups that contact has attended e Filter by o Group Types o Branches Contacts o Bereavement Case Managers Risk Levels o Date 241 284 Community Bereavement Report QA EXTERMAL Apply Criteria Values DEFALILT Activity Fron 2012 Branch Groups ALL Branches ALL 22 Ber Contacts ALLY Case Managers ALLI Bereavement Statuses LALLY Risk Levels Display Report Criteria YES Community Bereavement Report Page 242 of 284 027267201 2 06 51 04 BRANCH ARR Combat TEST HOSPICE 1 Address Status ACTIVE Date of Death Home Phone Case Manager ADAMS ANCREY Risk Level
73. START OF CARE Select Authorization x Cancel e Select correct Service Code to perform the visit e Select correct Licensed Professional to perform the visit by clicking on the three dot box e When searching for the worker you can view the worker s schedule before assigning the visit Once the worker is selected in the grid tap the button to view their schedule Page 200 of 284 Select Licensed Professional for JOHNSON BREE Restrict Licensed Professionals by Skillz Qualifiers Availability on 08 11 2008 Skills and Qualifiers required by Referral Referral Skills Referral Qualifiers Select fram below Licensed Professionals View Licensed Professional s schedule for 0811 2008 Licensed Professional Skills Qualifies HALLMAN FEMALE BENBOW CHRISTY E amp NTLI SUE CHANDLER MORGAN GRIFFITHS SANDY HARRIS SARAH JOHNSON ELEANOR LEVERIDGE LINDA MAENILIS AMBER MAENIUS BRANDON MAYNARD CASEY Select Licensed Professional Cancel e The worker s schedule for the selected day is shown with productivity points for each visit and whether or not the visit has been verified The total number of scheduled visits and the total productivity points for those visits is also seen Prior and next day schedules can be accessed e Tap Finish Viewing Schedule to exit
74. TO THE PATIENTS CURRENT ILLNESS 1 INSTRUCT PATIENTACAREGIVER S M Y 472009 12 00 00 WENDY BOOKER PS CHOSOCISLASSPIRITUSL EFFECTS ON PAIN INCLUDING DEPRESSION SOCIAL STRESSORS FINANCIAL CONSTRAINTS FAMILY ISSUES DIFFICULTY WITH ACCEPTANCE OF TERMINAL DISEASE STATE GRIEF AND SPIRITUAL ISSUES I INSTRUCT PATIENTACAREGIVER S ON ASSESSMENT OF Y M 2 79 2009 12 00 00 WENDY BOOKER 1 INSTRUCT PATIENTACAREGIVER S ON ADMINISTRATION 2 79 2009 12 00 00 WENDY BOOKER OF PRESCRIBED PAIN MEDICATIONS 1 INSTRUCT PATIENTYCAREGSIVER S KEEP PAIN DARY M Y 47772009 12 00 00 WENDY BOOKER I INSTRUCT PATIENTACAREGIVER S TO NOTIFY HOSPICE Y M 2 19 2009 12 00 00 WENDY BOOKER RM MORSE OF UNRELIEVED OR INCREASED INSTRUCT PATIENTACAREGIVER S ON SIDE EFFECTS OF M Y 4772009 12 00 00 WENDY BOOKER PRESCRIBED PAIN MEDICATIONS 1 INSTRUCT PATIENTVCAREGIVER MISCONCEPTIONS M Y a7 20098 12 00 00 WENDY BOOKER REGARDING THE USE OF PAIN MEDICATIONS 1 INSTRUCT PATIENTICAREGIVER S ON MON Y M 2 19 2009 12 00 00 WENDY BOOKER PHARMACOLOGICAL INTERVENTIONS RELIEVE PAIN G PATIENTACAREGIVER S VERBALIZE UNDERSTANDING OF M Y 47772009 12 00 00 WENDY BOOKER RN OF SPECFIC TO THE PATIENTS CURRENT ILLNESS PATIENTACAREGIVER S VWERBALIZES UNDERSTANDING OF M Y 4 7 2009 12 00 00 WENDY BOOKER PSYCHOS
75. appropriate problem s creates the order goal templates that ultimately result in the POC order as well as compiles the list of interventions and short term goals that will be presented as the care plan to users on subsequent visits In the Add On visit selecting the problem statement s creates the order goal templates that ultimately result in an add on order as well as compiles the list of interventions and short term goals that will be presented to users on subsequent visits as that discipline s care plan The combination of all disciplines choices in the pathway will become the comprehensive plan of care If the pathways are not developed the POC will not contain the orders for the services that need to be provided and there will be no interventions and goals on subsequent visits e Problems may be added or removed during subsequent visits by the primary disciplines to update the Careplan based on patient family needs e The Careplan is reviewed changed in IDG Page 40 of 284 Completing Interventions and Goals on Subsequent Visits Visit notes indicate that many interventions and goals that are presented to the user on subsequent visits may be completed but is dependent on the complexity of the patient problems the comprehension of the patient and caregiver and level of coping of the patient and caregiver on any given day It is important that users understand that we never expect that all the interventions would be completed on ever
76. been YOIDED e Click OK to void this order or click Cancel e When an order is voided it turns light yellow in the order tracking section These orders do not go to Medical Records for processing to the physician nor do they appear on any order tracking reports 18 3 EDITING ORDERS Only authorized users may edit orders Also after an order has been approved only certain items may be edited If the approved order attempts to be edited a warning message will appear that says Adding medications supplies visits or vital sign parameters will not change the client s medical record because this order has already been approved Please create a new order for these changes 18 4 APPROVING ORDERS The designated supervisory role will approve all orders whether written on the Pocket PC or in the office by other staff unless the author has been given Auto Approval Note Using the Auto Approve option per worker is not advised until each user has proven to be able to use this writing of an order proficiently Orders will appear on the Action Screen as Review Approve New Order and the order may be e Approved As 15 e Edited by the Supervisor e Declined Review and Approve Hospice Physician Verbal Order for DECLINE DANNY Edit Order Page 143 of 284 Once approved the RN s online signature will appear at the bottom of the order and the order is ready to process to the physician 18 5 UNDO VOIDED DECLINED ORDERS The ab
77. box to search for the correct worker Select the worker from the list and their name will populate the licensed professional box View Print Form for Manual Completion This will show the user what the F2F form will look like and allow them to select the fax or print option within the preview screen This report will show Name address phone and fax number of the licensed professional who is going to perform the F2F encounter Name and address of the patient Patients medical record number Benefit Period dates for the Face to Face is for Pulls the Agency Taken Date from the F2F Encounter Record Date of Face to Face Encounter will be blank until it is complete Face to Face Encounter Documentation will be blank until it is complete The appropriate attestation statement at the bottom of the report Signature and Date field will be blank until it is completed 2 document number will be at the bottom left corner 272 284 Hospice Face to Face Encounter Acknowledgement Report dz 4 1 ofi p 3a Go 1009 Find Next Hospice Face to Face Encounter Acknowledgement Report HCHB AGENCY 123 MAIN ST TOMS RIVER NJ 08755 Phone 111 111 1111 Fax 111 111 1111 LICENSED PROFESSIONAL CLIENT FACE GRINNING Nancey Nurse 1234 Some Street Ave J 123 MAIN ST Dalas TX 75206 LOUISVILLE KY 40204 Phone 617 456 3947 MR 0008753502 Agency Taken Date 12 06 2010 Date of Face to
78. but they will see warning about making this change If the user chooses to change the physician s name they will need to click on the ellipsis symbol three dot boxes to search for the correct physician Select the correct physician from the list and their name will populate the licensed professional box o Only Medical Directors set up correctly in the physician table and worker set up will appear on the selection list This is why it is important to set up the physician as described previously 270 284 Visit Date This field needs to be completed with the date the listed physician will be performing the Face to Face encounter visit This is a basic drop down calendar box for date selection or the user can type in the correct date e user should click on the OK button and if the name in the licensed professional box is different from the medical director listed on the CTI order Hospice CTI order for the same benefit period as the F2F encounter the user will see the following message homecare homebase 12 09 2010 11 12 16 PM X The hospice physician who has the Face to Face encounter must be the same physician who is composing the narrative and signing the certification CTI Deviation From this regulatory requirement will result in denied claims Do vou want bo continue with this physician change v If the user clicks on Yes this will scheduled the visit to the physician and th
79. by user in this situation e Number of Revocations Discharges if patient has ever revoked his her hospice benefit or been discharged from hospice enter number and dates in the appropriate fields e EOE Date Again not shown on this screen but can be seen in Clinical Input This is the End of Benefit Period Date Election of Benefits for CAPPS BILL Previous Agency Information TRANSFER Agency HELPING HANDS HOSPICE 01 04 2007 02 01 2006 Address 432 RIVER ROAD 01204200 Zip Code City State Hospice notice submitted 40202 __ LOUISVILLE E Phone Transfer letter received from transferring agency 502 555 1212 YES Medical records received from transferring agency Contact nents M umber of revocations Save Cancel Referrals that include revocations must be documented with the number of revocations the EOB date for that admission and Revocation discharge date Validations exist to prevent overlapping of benefit periods and correct calculation Page 100 of 284 of the current benefit period dates The EOB date must be prior to the revocation date If a patient has ever revoked been discharged from his her benefit and this information is not added benefit periods will not calculate correctly putting the agency at risk for lost revenue Also it could affect whether or not a F2F Encounter needs to occur to be paid for the care The Hospice Order can be generated at 3
80. click on the link Plan F2F Encounter 35 3 CLINICAL MANAGER VIEWING AND DOCUMENTING COMPLETED F2F ENCOUNTER Once a F2F Encounter record exists for a patient the agency will need to track this record to see that it is completed and document the findings about the encounter after it has taken place 35 3 1 VIEWING AND DOCUMENTING F2F ENCOUNTER 278 284 The 2 Encounter be viewed and documented from several different areas of the application Users can view the Face to Face encounter grid from the clinical input screen order tracking order console and the IDG screen To view the Face to Face encounter grid the patient has to have an active F2F encounter record and the menu 15 available via right click The user can also document that the encounter took place from PointCare clinical input screen and IDG screen This documentation of the encounter is the supporting facts that the Face to Face encounter took place 95 9 54 CLINICAL INPUT From the clinical input screen locate the patient from the list and right click on their name This should bring up the medical record menu select medical records info and then the Face to Face Encounter menu option This will present the user with the Face to Face grid for this patient P m 0 0 0 Assign IDG Members to Chant Claims Aude Report Weak Summary History Report Entra Agency Br
81. continuing 170 284 21 5 1 3 DELAY PLANNING OF F2F ENCOUNTER If the user clicks on the Delay Planning of the F2F Encounter button they will be presented with a warning about delaying this stage homecare homebase 12 09 2010 05 28 51 PM E X days until the Face to Face requirement has been met Proceeding with this action will result in non billable LOT Do you wish bo proceed Yes e user clicks on Yes option they will be given the delay entry screen in order to enter how many days they would like to delay this stage This same stage will appear on the action screen days later e user clicks on the No option they will be returned back to the Plan F2F Encounter stage 21 5 1 4 CANCEL BUTTON If the user clicks on the Cancel button this stage will remain on the action screen until completion 21 5 2 MEDICAL DIRECTOR S CTI ORDER From the IDG screen Medical Directors can sign outstanding orders There is a new F2F Encounter button on the Review Approve Unsigned orders that the Medical 171 284 Director can review before signing their CTl orders There is also Edit Narrative button available on the same screen e SURE THE CTI IS SIGNED PRIOR TO THE SOE DATE FOR THE RECERT Medical Director will not abe able to sign their orders if the F2F Encounter for that same benefit period has not been completed There w
82. different time points before the Referral is approved by the clinical manager 1 when the referral is initially entered 2 at the workflow stage of Obtain Hospice Order or 3 at the workflow stage of Review Approve Hospice Referral The template for this order type is set up in System Settings by each customer If it contains asterisks they must be replaced with specific information before the order can be Saved The initial CTI must be signed by the Medical Director and the Attending Physician if they are not the same person Recertification CTIs can be signed by the Medical Director only oee example of a CTI Order in template below Note asterisks must be replaced with text prior to completing the order Before replacing asterisks with text MAY EVALLIATEZADMIT TO HOSPICE TERMINAL DIAGN SIEZ gt CERTIFY THAT THE PATIENT S PROGNOSIS 15 SIX MONTHS LESS IF THE DISEASE RUNS ITS NORMAL COURSE INITIAL CERTIFICATION gt MAY IMPLEMENT HOSPICE STANDING ORDERS HOSPICE MEDICAL DIRECTOR MAY AS SECONDARY PHYSICIAN FOR THE PALLIATION OF PATIENT SYMPTOMS AS NECESSARY HOSPICE CERTIFIED REGISTERED NURSE PRACTITIONER MAY ACT IN COLLABORATION WITH THE HOSPICE MEDICAL DIRECTOR FOR THE PALL After replacing asterisks with text EVALUATE ASDMIT CERTIFY THAT THE PATIENTSEEDGHGG MONTHS DR LESS IF THE DISEASE RUNS ITS NORMAL COURSE INITIAL CERTIFICATION PERIDG 6719 2009 8 21 2003 MAY
83. during the workflow process If necessary the user can change this selection at a later time Medical Director responsible for signing CTI Order This is a read only field that will let the user know the name of the Medical Director team physician listed on the order 167 284 Date of Face to Face Encounter This date field is to document if a Face to Face encounter has already taken place Ifthe date of the encounter is known simply enter the date in this field which completes the Face to Face encounter for this benefit period You can enter the date by clicking on the down arrow and selecting the date from the calendar or keying in the date in this field encounter was completed but you do not have the date click on the Unknown box and workflow will generate to have you follow up on this encounter Click on the Unknown box again to uncheck this field Date of Planned Face to Face Encounter This date field is when your staff member plans on performing this Face to Face visit This date is not a hard date but will help guide you on the planning of completing this Face to Face encounter This date field can be located as previously described for the other fields Method of Documenting Encounter This will list the method the person performing the Face to Face visit will use to document their findings If the user clicks on the down arrow will be shown PointCare if the
84. later date if unknown at this time clicking on the Inpatient Events Other Facilities tab you can then add recent Inpatient stays and Related Facilities Multiple Inpatient Facilities or related facilities can be added f your agency uses DME and or Pharmacies vendors you may indicate the vendors serving this patient Funeral Home may also be entered here if known e The Medications depending on system setting selected by the agency and Coordination note tabs are at bottom of this screen 74 284 homecare homebase 01 26 2010 02 17 44 PM Edit Referral for HOSPICE a General Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives Client Information Inpatient Events Other Facilities Evacuation Location Acuity Status Disaster Status Weight lb Height in Pregnant 5 WITHIN WEEE 7 WHEELCHAIR 0 00 001 Yes Ma Authorization for release of Verify Receipt of Paperwork Medical Data ta other and Appropriate Client Signed supply Delivery Verbal Start of organizations E Documents IN T Only Care Date E 8 2009 gt Allergies Allergy Entered By Date Entered Vnided By Voided RISPERIDONE JULIA PEARCE DCS EN 10 12 2009 4 50 43 ZYTFRERA JULIA PEARCE DCS EN 10 12 2003 4 51 21 PM Allergies Case Managers Last Name
85. not be sent for signature but marked as received on the same date as sent or the same date as the received date in the legacy system 28 1 2 ASSIGNING WORKERS FOR INITIATION VISITS If your agency does initiation visits these are visits where the social worker or another discipline will go take the legal s for explanation and or signing before the actual SOC visit and initiation visit s have been requested on the referral you will see an additional workflow task under the headings of Event Hospice Verification Authorization Stage Assign LP for Hospice Initiation Visit 203 284 Assign LP for Hospice Evaluation Visit for SMITH THOMAS Client M ame SMITH THOMAS Gemelli amm eem Number EB PATIENT S HO ME RESIDENCE Agency HCHE 11 Mame PRIMARY RESIDENCE Branch BRANCH m Street 123 OLCANO ST Primary Pagar MEDICARE Code 3051 2 Secondary Payor City 1 Primary Physician ADAM state GA Medical Director ABBOTT CHARLOTTE County UNION Phone UL visits Admitting Sched uling uity HOSPICE START CARE 4 57 2012 Select Authorization T d x Cancel Click on the Initiation Visits button to display the Initiation Visits form and from there you will have the ability to assign several Initiation Visits lf a SOC Transitional Recert Visit needs to be rescheduled but the field agent is unable to send the visit bac
86. of 284 EX o x ABN Delivered Order Read Back To Order Date Order Time Order Type To Patient Physician Agent OF Physician 04 06 2012 10 09 HOSPICE PHYSICIAM VERBAL ORDER v Primary Physician Secondary Physician COPELAND PAUL 3C 7 Send To Physician Wound Care Order Send To Facility NOTE After Order Type is selected the appropriate content reason box es will show Content Reasons Medications Supplies Vital Sign Parameters Calendar Diagnoses Level OF Care e Mo content reasons are checked for this order Do you wish to continue with this order as written s 49 Spell Check A Save Don t Save The validation message will ensure clinicians enter some content information about the order If the user selects YES the order will proceed forward selecting NO will return the user to the order entry screen An alert window will come up if a box was checked but nothing is selected in the reason tab 18 2 VOIDING ORDERS Orders may be voided however if workflow exists for the order and the order is voided then the subsequent stages for that order are automatically ended For example if an order for a new medication gets voided that medication will not go into the client s profile e Click Void Order button to void e Void Order warning box is displayed 142 284 omecare homebase A Warning You will not be able to edit or process this order after it has
87. of the screen to add volunteer time gt Add Yolunteer Time Service Line Branch valunteer Name Service Provided Client Mame Bereavement Contact Date Service Provided Start Time End Time Details 04 27 2010 Mileage Method 08 00 Mileage Start 08 00 Mileage End Trip Fees Save amp Stay Save Don t Save Page 250 of 284 helpful hint as items are entered the screen will change to facilitate entry For example when Volunteer Client related Service is selected in the Service Provided field the Client Name field is activated helpful hint use the Save and Stay button when recording multiple entries 31 3 EDITING VOLUNTEER TIME Add Edit Inactivate and View Volunteer time or View History by selecting the appropriate button on the bottom of the screen E add Edt Inactivate e view History Edit Volunteer Time simply click the EDIT button and add information to the required fields and click Save Use the down arrows to select the appropriate information Edit Yolunteer Time for PETERSON ROBIN Bp HOS CARETEAM HOSPICE Volunteer Name PETERSON ROBIN Service Provided VOLUNTEER ADPMIMISTRATIVE SUPPORT D Client Mame Bereavement Contact Date Service Provided 03 02 2010 Mileage Pay Method NOT APPLICABLE Start Time
88. requires authorization select authorization from drop down box e Click OK the admission visit is scheduled and ready to be synchronized to the Pocket PC Also if Add on visits MSW CH have been requested fields to schedule these will also be available Refer to Section 28 for more details If an Initiation Visit has been requested there will be an additional workflow task on the Action Screen to Assign the Initiation Visit Scheduled to the appropriate discipline and Page 105 of 284 date These can be changed if necessary Additional initiation visits are scheduled from the Workflow Summary screen Assign LP for Hospice Evaluation Visit for CARTER F Number HFADU UUS OS CARTER Agency ete Branch BRANCH Secondary Payot Pinay Phescian HAMILTON M Directo BACON Hospice workflow for Verify Room and Board is triggered by the service location not the payor information so it is very possible to get R amp B workflow even if Medicaid hasn t been added as primary secondary payor The intent being that if you do verify that they should have R amp B you could then add the payor info at that point This is HCHB functionality added because of multiple client requests and cannot be changed When the SOC visit is completed and synched by the admitting nurse the task Review Hospice SOC Evaluation Documentation will appear on the action scre
89. the Letters Screen and change the status of the patient to Sent This will mark all the letters Sent and close that mailing The contact will move to the Closed status C Open Closed C All Status lt ALL 5 Update Form Letter Drag a column header here to group dg that column Bereavement Contact 2 Status Letter SCHULTZ RUTH SCHULTZ JA JOHN m LEM SELF ASSESSMENT 2 57 IK SCHULZ DAVID SCHULTZ JR JOHN SENT GRIEF SELF ASSESSMEMNT 2 57 VAZQUEZ ELADIO VAZHUUEZ LYDIA SENT HOLIDAY 12 2 Return to the letters screen double click and change the status of each letter to SENT This will move them to the Sent screen and update the Bereavement Activity Report 30 3 BEREAVEMENT ACTIVITY REPORT 9 Click on the Bereavement Activity Report to see activity that has been created for each Contact If a letter is added out of date sequence click on the Update Form letter Queue so that the letter task will not come up at the regularly scheduled time Bereavement Tracking Bereavement Contact Search amp Bereavement Activity Report amp Bereavement Mailing Labels Report Activity Letters Open Closed Al Status lt ALL gt 3 Update Form Letter Queue Example of the Activity Report 234 284 Bereavement Activity Report Branch Bereavement Contact BADILLA MARGARITO Hospice Client SWAN DOROTHY D 6255 COPPERCOYVE CIRCLE Muy Date of D
90. the screen F schedule for BENBOW CHRISTY on 08 11 2008 S alx ES 77727088 7 MET M TESTING GEORGE LM 1 M N All scheduled visits display along with the service code praductiviby points for the visit and whether or rct the visit has been verified Total number of visits and total product points for those visits is shown The schedule for pnor and next day can be accessed 1 Visits Scheduled with a Total of 1 50 Productivity Points Prior Day Schedule Next Day Schedule Finished Viewing Schedule Verify the Visit Date box for accuracy Note the Scheduling Acuity Page 201 of 284 You will also assign the Add On visit evaluation if an MSW CH has been requested to visit on the SOC day The service code is pre populated Select the Licensed Professional to perform the visit Verify the Visit Date is correct for the Add On Evaluation if applicable Assign LP for Hospice Evaluation Visit for SMITH THOM Client SMITH THOMAS Service Location Infarmatiar Number _ 00001557702 Type PATIENT S HUIME HESIDENLE Agency HCHB AGENCY11 Mame PRIMARY RESIDENCE Branch BRAN Street 123 VULCANO ST Primary Payor MEDICARE ZIP Code 30512 Secondary Payor City LC Primary Physician ADAM WAYNE state Medical Director ABBOTT CHARLOTTE County UNION Phone POC Visits Admitting Scheduling Acuity HOSP
91. to Face Encounter was populated with a date If the user clicks on the stage completed button the stage would disappear and you are finished e Ifthe Unknown option was selected next to the Date of Face to Face Encounter field upon clicking the stage completed button the workflow stage Follow Up on F2F Encounter will appear on the action screen To see more about this stage click on the link Follow Up on F2F Encounter e Face to Face Encounter is going to be completed by a member of your agency the Date of Planned Face to Face Encounter was populated with a date If the user clicks on the stage completed button the stage Schedule F2F Encounter will appear on the action screen To see more about this stage click on the link Schedule F2F Encounter e Ifthe Face to Face Encounter record is in incomplete status neither the Date of Face to Face Encounter nor Date of Planned Face to Face Encounter is populated If the user clicks on the stage completed button they will receive a warning that one of these date fields must be completed before this stage can be closed The user would click on the OK button and be returned to the Plan F2F Encounter stage They can either complete one of those dates or cancel the stage homecare homebase 12 09 2010 06 30 15 BE E x W x J 1 The stage completed option is nat allowed at this time Please complete the Planned Encounter Date or Encounter Date on the Face to Face Encounter before
92. 000579502 Referral Admission ASSIGNED Order Type HOSPICE ADD ON Order Date 2 5 2012 Physician Admission MONE ASSIGNED Physician BLIRMIECE How Sent Hew Orders Via FAX Med Director BANFIELD ADA How Sent Hew Orders Via FAX Sendto Physician Stage Start Date 2 6 2012 5 54 41 Entered by REGAN SAOIRSE Date Entered 25 2012 4 03 33 Date Approved 2 6 2012 4 54 47 Approved by AMY Client YOUNG ANTONA He SOQ0000603002 Referral Admission Coord ASSIGNED Order Type HOSPICE 0 Order Date 2 5 2012 Physician Admission ASSIGNED Physician BICE BURNIECE How Sent Hew Orders Via FAX Med Director BANFIELD How 5ent Hew Orders Via FAX Send to Physician Y Stage Start Date 2716 2012 11 41 59 Entered by CHRISTINA KIRBY Date Entered 25 5 2012 10 02 21 Date Approved 25 2012 10 41 58 Approved by AMY MATZEK Client WHITE ABRAHAM 00000570202 Referral Admission MORE ASSIGNED Order Type HOSPICE ADD ON Order Date 2 7 2012 Physician Admission MONE ASSIGNED Physician BANFIELD ADA How Sent Hew Orders Via FAX Med Director BANFIELD ADA How Sent Hotify Hew Orders Via FAX send to Physician Y Stage Start Date 2717 2012 11 09 18 Entered by AMY MATZEK RM Date Entered 2n T2012 10 07 17
93. 023390303 SOE Date LUDWIG MANo 450000298903 SOE Date Feb 12 2007 12 004M BLACK JACK MANo 0002985901 SOE Date 3 2 FILTER BY EVENT STAGE AND CLIENT The Workflow Summary screen can be filtered to see clients at a particular Event or Stage As an example you want to see all clients at Assign LP for Hospice Evaluation Visit stage or all clients who have a Process Client Occurrence Event Click on the down arrow next to the Event Stage or Client to view only clients at the particular stage event You can also filter the view just to see where an individual client is in the workflow Service Line lt ALL gt Branch lt ALL Client Status lt ALL WorkFlow Summary Client lt ALL Expand All Collapse Ey Print Workflow Summary Event lt ALL Stage EINE AFFLECK BEN CPS e T um fete ay ae rece ARCHIVE PLAN OF CARE IN BILLING SYSTEM Z ANNISTON JENNIFER ASSIGN LP ay EVENT SOC RECERT STAGE NOTIFICATION OF amp SSIGN LP FOR HOSPICE EVALUATION VISIT ATTACH OASIS amp UPDATE CLIENT BILL WITH HHRG HIPPS BILL ay EVENT SOC RECERT STAGE UPDATE CLINICAL BILL HELD EOE E INFORMATION EVENT SOC RECERT STAGE LP ASSIGNED n Mar 12007 9 53AM DUE N A ANSERT MICHELLE MANo VNSDDDaSSOS SOE Date BEETHOVAN LUDWIG MANo 1450000298803 SOE Date Feb 12 2007 12 004M BLACK JACK MANo MARU ODIZSS33UT SOE Date
94. 06 12012 04 06 2012 Renewal Reminder Pattern None Specify Pattern GENERATE amp RENEWAL REMINDER EVERY DAY S Y THE 5 VISIT EFFECTIVE DATE Comments Include In Medical Record View In PointCare Active 686 4 8 Remove Bel View Attachment cs Select Files 2 Apply Settings to checked Files L5 Save amp Stay Close If you added an incorrect document you can use the Remove or View Attachment buttons to delete or review the attachments before making any client associations Remove view Attachment Page 53 of 284 Once all attachments have been associated to a client and or visit users will then be able to click Save to complete the process or Save amp Stay to remain in the Document Management form e Save Save amp Stay 4 2 9 WOUND IMAGES After transferring picture from camera to your computer Right click on the clients name to display the popup box Select Medical Records Wounds Right click to display the popup menu NOTE At least one wound must be present in order to attach wound images x view Wounds for BEACH DELORES Drag a column header here to group ud that column ne 7 Other Description xz Active Date Marked Healed IE BOW jisa Add Wound Edit Wound Mark Wound Healed Wound Report Integumentary Details Report Wound Images Wound
95. 1 SOE Date SOUTH NANCY MRNo COROO000792601 SOE Date Jun 30 2008 12 004M STAR AJ MRNo 00000744301 SOE Date E EVENT SOC RECERT STAGE LP ASSIGNED ud Jul 10 2008 10 53AM Jul 10 2008 10 59 4M LP ASSIGNED BURGESS AMY SERVICE CODE ANOO STATUS LATE VISIT DATE Jul 10 2008 3 4 1 REASSIGN LP FROM PENDING STATUS Click the plus sign next to the desired client to expand stage information Right click on the last level for the client to display the options that are available at this point Select the Reassign LP option WorkFlow Summary Client lt ALL gt Expand Collapse All Print Workflow Summary Event ALL vj Stage ALL vj SMITH EMMITT MRNo COROO000734601 SOE Date 4 4 EVENT SOC RECERT STAGE LP ASSIGNED STARTED May 25 2009 2 00PM DUE May 25 2009 2 00 PM LP ASSIGNED ROSEBERAY JAKE iii ATUS PENDING VISIT DATE May 25 2009 SMITH EMMITT Ma No DORO000081 7001 SOE Date Nov 19 2008 12 00 SMITH GREGORY iic POROOOOOS66901 SOE Date SMITH HELEN Event Stages History Report SOE Date SMITH JOHN SOE Date Page 29 of 284 User can then change the Service Code Licensed Professional and or Visit Date Click OK to save and exit Assign LP for Hospice Evaluation Visit for ABNEY PEGGY Client Name ABNEY PEGGY Number 0100018310302 Agency H
96. 2 2010 11 53 AM options available at the bottom of the console for the selected order b CORY Fax E view Physician Narrative Page 61 of 284 5 4 VIEWING AND DOCUMENTING F2F ENCOUNTER The F2F Encounter can be viewed and documented from several different areas of the application Users can view the Face to Face encounter grid from the Clinical Input Screen Action Screen within specific tasks Workflow Summary Screen and the IDG screen To view the Face to Face encounter grid the patient has to have an active F2F encounter record and the menu 15 available right click The user can also document that the encounter took place from PointCare Clinical input screen and IDG screen This documentation of the encounter is the supporting facts that a Face to Face encounter took place 9 4 1 CLINICAL INPUT From the clinical input screen locate the patient from the list and right click on their name This should bring up the medical record menu select medical records info and then the Face to Face Encounter menu option This will present the user with the Face to Face grid for this patient XRING SARA RTI HAT ODRTE2OED MEDICARE 11 1 27722010 f HOSPICE NEW JERSEY BLUE CROSS 18 17 2010 357 21 k oT SAUD WA 1 9 2011 Assign IDG Members to Chant 1 28 2000 12 25 2010 EL Claims Audi Report
97. 2012 2 297 2012 HOSPICE REVIEW YEDITA amp PPROVE HOSPICE RECERT 5 13 2012 2 20 21 ORDER LL PALMETTO HOSPICE 2 20 2012 S 297 2012 HOSPICE REVIEW EDIT Z amp PPROVE HOSPICE RECERT 5 13 2012 2 20 21 ORDER PALMETTO HOSPICE 2 29 2012 2 28 2012 HOSPICE REVIEW EDIT APPR VE HOSPICE RECERT 5 13 2012 2 20 21 3 The IDG meeting prior to the end of the patient s benefit period will automatically create based on the days defined in system settings The date of this meeting may have to be modified to have it fall on the correct meeting day for the agency IDG Meetings Expand All Collapse All IDG Date fro To 05 28 2012 Meeting Reason RECERT ORDER DUE Meeting Status Open Progress ompleted Yoided 68 SS Clent ABBOTT CHARLOTTE 5 14 2012 HECERT OF HOSPICE HTE IDG Hole select the Date of the IDG Meeting IDG MEETING SCRIBE DELANEY MICHAEL REGISTERED NURSE WHARTON REBECCA 05 16 2012 PASTOR COUNSELOR PATRICK MEDICAL DIRECTOR TURNER JOHN i Cancel VOLUNTEER COORDINATOR HEATH ANGEL ee SOCIAL WORKER BRIGGS BANE THA OPEN 173 284 4 Prior to the meeting all disciplines should have completed and signed their IDG meeting notes which should include their anticipated frequencies for the upcoming benefit period 5 During the m
98. 22009 2 51 54 Allergies Case Managers LastName 2222 17 ist Name Primary Job Description Primary 11 SP Ran amp dd Case Manager Delete Case Manager Set Case Manager to Primary Initial Order Vital Sign Parameters Medications Hest Coordination Mates View Add Episode Attachments View Add Client Attachments Print Client Info Save Cancel Edit Referral for HOSPICE ALEXANDER WILLIE Service Line Assigned Branch Assigned Team Location HOSPICE BRANCH AKR v THOMAS Last Name First Name MI Gender DOB Nickname ALEXANDER WILLIE M AKRDO005994402 FEMALE 06 02 1930 Y General Demographics Case Managers Service Locations Contacts Last Name Y First Name Y Primary Job Description Y Primary Y Worker Category Y BURNETTE JESSIE RN Y FLILL TIME Referral Source Payor Sources Physicians Clinical Client Information Allergies Case Managers Inpatient Events Other Vaccination History Family Link Diagnoses Scheduling Schedule Scheduling Criteria Advance Directives Add Case Manager 8 Delete Case Manager w Set Case Manager to Primary Add all Case Managers assigned to this branch F Coordination Notes Episode Attachments s Client Attachments Client Info B TUM Save Dont Save Page 118 of 284 13 12 E
99. 4 13 1 VIEW UNLISTED ITEMS REPORT May or may not contain data and is not required to view if there are Unlisted Items allergies medications supplies they must be dealt with prior to approving the POC homecare All Unlisted Items Report 5 26 2009 homebase For Client HALLER COCO MR No FTWO000055750 Branch Code FTW Team A Note If any unlisted items appear for this client you must process them prior to approving their 485 order Type Description of Unlisted Item SUPPLIES BRIEFS 13 2 VISIT NOTE Allows the supervisor to get a good idea of the client s status includes general visit information as well as physical assessment interventions and goals provided The below screen shot shows only a partial visit note homecare VISIT NOTE REPORT 5 26 2009 homebase Client Name HALLER Visit Date 5 22 2009 Visit Number 2 MR Number FTW00000557502 Visit Type RNOOH HOSPICE RN START OF CARE General HALLER 00000557502 Visit Date Visit Number Visit Type Branch Code Billable 5 22 2009 2 HOSPICE RN START OF CARE Agent ID Agent Name Mileage Payment Method Trip Fees Mileage Start Mileage End Mileage 25077 TAMMY HALLER HCHB REP TF 1 00 0 0 0 M0110 Episode Timing 4 APPLICABLE Time IN HOME TIME BEGAN 5 22 2008 4 22 PM COMPLETED 5 22 2008 5 01 PM Total In Home Time 0 65 Hours Total Time 0 65 Hours Vital Signs Instrument Vital Signs Reading Time Rec
100. 77 Order Date 57 Order Type Y F2F Completion Date Y Wound Care Order 77 Edited Frequency 77 Search For RH 017 2010 05 16 SPICE 4 Edit void Declined Voided 9 f Process View Ord Common Filters 52 Service Lines D View History HOSPICE 9 Print Only Branches 11 View Print ALL E Fax Teams View Physician Narrative T Face to Face Encounter li 525 x ne Reset Grid Layout Active Inactive 2 Export Grid Order Console Filters a Print Grid Clients YOW MARC YOW MARCELIN X 35 3 1 3 IDG SCREEN From the IDG screen locate the patient from the list and right click on their name This should bring up the medical record menu select medical records info and then the Face to Face menu option This will present the user with the Face to Face grid for this patient homecare homebase File Workflow Manager Pathways Clients Payor Sources PointCare Workers Reports Administration Help SY GIDE Service Line lt ALL gt gt Branch lt ALL gt gt Team lt ALL gt Meetings Expand Collapse All IDG Date from 1071672010 12 10 2010 Meeting Reason lt ALL gt Meeting Status Open InProgress Completed Voided All Completed Voided Staus ServiceLine Branch Team 21 HEATH DENNIS STEPHA NO OPEN RECURRING ur HATLI HE
101. 8 1312008 Start Date T2717 2008 21522 PM Event End Date ENTITLEMENT VER IF Stage Ended By REVIE M ENTITLEMENT VERIFICATION REPORT ENTITLEMENT VERIFICATION REVEN ENTITLEMENT VERIFICATION REPORT REVIBA UNSIGNED ORDERS DEC PERFORM G LAIMS AUDIT PROC ESS Ef EO DE SUMMARY PHYSICIAN EXTERNAL REFERRAL REQUEST 1217 2008 21558 1 172008 2230101 Tecum 220104 212008 23005 AM 25005 EQE EOE REFERRAL REQUEST TANT A008 21522 PM ance 10236251 BRANDON 5 REVIBA COORDINATON REVIBA COORDINATON NOTES CLINICAL COMMENT INTAKE VISIT TIME CHANGE REQUEST 21521 PM TANT A008 21552 PM SOC RBEZERT SOG RBG ERT SOC RECERT SOC REZERT SUG REG ERT PROCESS PENDING REFERRAL VERIFY MEDICARE ELIGIBILITY ASSIGN LP LP MED REVEN EVALUATION DOCUMENTATION VISIT TIME EXCEPTION VEIT TIME TIME EXC REVIBY VEST TIME EXC 1217 2008 21522 05 2 522 12417 2008 21522 1217 2008 21522 1217 2008 21604 PM TANT 2008 2 1522 PM 1217 2008 2 1551 PM Powered by Homecare Homebase 114912705 1048111 TAA 103114 11 49 2008 10 51 35 1182006 11 11202 BRANDON MAEHIUS BRANDON MAEHIUS BRANDON MAEHIUS ze nice acm li 28 284 3 4 EVALUATION VISIT ST
102. 84 This screen found only in HCHB H shows actions that need to be taken as defined in your agency s workflow e g Assign Hospice LP Review Hospice SOC Evaluation Documentation etc This is your electronic to do list and is the default screen that appears when the HCHB application is launched The action screen can also be accessed by clicking the Actions icon from the toolbar Action Screen Icon File Workflow Manager Pathways Clients Payor Sources PointCare Referral Source Link Workers Payroll Reports Administration The Action Screen contains four tabs All items in these tabs should be processed timely Client Related Tasks Review Coordination Notes Review Billing Notes Administrative Tasks H homecare homebase File Workflow Manager Pathways Clients Payor Sources PointCare Referral Source Link Workers Payroll Reports Administration Help Client Search Drag a column header here to group by that column Responsible Position _ Client Name Task Event _ Stage Page 19 of 284 2 1 CLIENT RELATED TASKS ALL Client Related Tasks Review Coordination Notes Review Billing Notes Administrative Tasks Client Search Print Client Related Tasks Drag a column header here to group by that column CLINICAL GARRETT OAKLEY RECERT DC DECISION J w DECISION Jer 1 CLINICAL SUPERVISOR SCOTT JUSTIN RECERT DC DECISION EOE RECERT DC DECISION MEDICAR
103. A PRU RN MO 67 DEO Cod RI 68 RP me NER 68 6 3 2 Service Locations 2 rinor anonn raaraa nanora a Draen a a raoran rran annn 68 Die RT CONE 69 sm duci icit 70 OS PFCS TAD TE AT EEEE 71 eee eee ene ee eee eee en een 72 74 ogo oit iy e n 77 DEI EXIST E 79 rening RAI MN Tm 80 6 10 Continuation or care CCD Importing sias socssact koc satia adu kat kd bns 80 7 REVIEWIAPPROVE REFERRAL ma a aS 85 VERI T PAYOR ELIGIBILITY D ttai enen REG bri taa UE Rub E au an Falco rn 85 C NTC cT E 85 8 2 Transfer and Admission Patients F2F
104. A MATTHEWS RN 4 3 2009 HH11H AIDE HOSPICE 2 565 LEMEITHA HOWARD 4 3 2009 HOSPICE SUBSEQUENT 5 873 SELENA MATTHEWS 1323122009 HH11H AIDE HOSPICE 1 565 LEMEITHA HOWARD 3 31 2008 SN11H HOSPICE SUBSEQUENT 2 1106 ANCEY 3 31 2008 5N32H HOSPICE WOUND MEASUREMENT DUE 3 1106 ANCEY 3 31 2008 SN3 7H WOUND CARE DUE 4 1106 LYNN 3 30 2009 LHUTH CHAPLAIN HOSPICE ADD ON 1 1036 ALTON KING CHAPLAIN 3 30 2008 MSIUTH Mew HOSPICE ADD ON 1 263 RANDOLPH HARRIS Mow 3 27 2008 HOSPICE SOC 1 873 SELENA MATTHEWS AUD Modification Comments iew Visit Note iu Add Discharge Visit Note Viewing Visit Notes in R2 for ANGLE BETTY 5 00000628702 BROOKDALE TRAINING Drag a column header here to group by that Column Visit 57 Visit Type 77 Agent ID Agent Nome 57 Branch Code 77 Mileage Y Modification No T cm 2012 MS40H SOCIAL WORK TRANSITION VISIT 1 25678 ROSITA CANTU LMSW HSA 0 3 22 2012 CH40H CHAPLAIN TRANSITION VISIT 2 25667 EDWARD HAYNES CHAP HSA 0 Modification Comments m view visit Note 7 Edi Visit Mileage Addjview Supplies Delivered Add Edit View Claim Codes Edi visit Date a Edit Visit Times View Edit Hospice Inpatient Encounters 4 NDP Report oasis History m Add Disch
105. ABBOTT TEDDY 09 16 2010 N OPEN DEATH ATHOME HOSPICE HPA Teams ABBOTT TEDDY 09 15 2010 09 15 2010 N COMPLETED NEW ADMISSION HOSPICE HPA ALL ACEVEDO DESIREE 03 04 2011 N 1 OF 7 SIGNED DISCHARGE HOSPICE HPA ACEVEDO DESIREE 02 16 2011 N 5 OF 7 SIGNED PRN HOSPICE HPA IDG Console Filters ACEVEDO DESIREE 03 02 2011 03 02 2011 N COMPLETED RECERT ORDER DUE HOSPICE HPA rica Nhs ACEVEDO DESIREE 02 02 2011 02 02 2011 N COMPLETED RECURRING HOSPICE HPA N ACEVEDO DESIREE 01 19 2011 01 19 2011 N COMPLETED RECURRING HOSPICE HPA IDG Date To ACEVEDO DESIREE 01 05 2011 01 05 2011 N COMPLETED RECURRING HOSPICE N ACEVEDO DESIREE 12 22 2010 12 22 2010 N COMPLETED NEW ADMISSION HOSPICE HPA Meeting Reasons ACEVEDO DESIREE 11 19 2010 N 1 OF 8 SIGNED DISCHARGE HOSPICE HPA ALL m ACEVEDO DESIREE XE SESS N COMPLETED RECURRING HOSPICE HPA Meeting Statuses ACEVEDO DESIR me wem ALL 3 ACEVEDO DESIREE EREE EAG N COMPLETED NEW ADMISSION HOSPICE HPA ACEVEDO DYLAN 06 08 2011 N 1 OF 7 SIGNED DEATH AT HOME HOSPICE HPA Clients ACEVEDO DYLAN 06 07 2011 06 07 2011 N COMPLETED RECURRING HOSPICE HPA ABO a ACEVEDO DYLAN 05 24 2011 05 24 2011 N COMPLETED RECURRING HOSPICE Medical Director 4 est Tames Ad edo E Morena NA EET L Total Records 18069 s View Add IDG p i y Period Void Assign IDG e Pec Details Y Report umman IDG T Workers lt Load IDG Meetings
106. ATH DENNIS STEPHA 12 2 2010 _ RECERT ORDER DUE HOSPICE 21 HEATH KELLER THEOD 11 30 2010 NOPE RECURRING HOSPICE HAT HATL2 HEATH KELLER 12 5 2010 OFEN HOSPICE 2 HEATH GATES MARISOL 11 30 2010 NOPE RECURRING HOSPICE HAT HATL3 21 HEATH GATES MARISOL 12 3 2010 ONO HOSPICE HAT 21 HEATH GROSS MARLENE 11 30 2010 NO OPEN RECURRING HOSPICE HATLI 21 HEATH GROSS MARLENE 12 2 2010 2 60 OPEN RECERT ORDER DUE HOSPICE HAT HATLI 21 HEATH HICKMAN JOANN 11 30 2010 RECURRING HOSPICE HAT HATL3 ESEHEATH HICKMAN JOANN 12 3 IDG Role 2010 RECERT ORDER DUE HOSPICE HATL3 Add IDG Member Meeting Details Add PRN IDG Meeting BEREAVEMENT COUNSELOR CLINICAL SUPERVISOR MEDICAL DIRECTOR PASTOR COUNSELOR SOCIAL WORKER VOLUNTEER COORDINATOR REGISTERED NURSE 106 Date HEATHJUSTUS LOUETTZ 11 30 2010 Client Name Edit IDG Date Hospice IDG Comprehensive Assessment and POC Update Report Hospice Benefit Period Summary Report Void IDG Meeting Assign IDG Members to Client Review Approve Unsigned Orders Ie franch Team baies RECURRING HOSPICE Calendar HAT HEATHJUSTUS LOUETTZ 12 3 2010 EE RECERT ORDER DUE HOSPICE HAT 2 HEATH MUNOZ CLAY 11 30 2010 See ee RECURRING
107. ATIENTS NEEDS PATIENTCAREGIVERCS UNDERSTAND PAIN MEDICATION ADMINISTRATION AND SIDE EFFECTS PATIENT WILL MAINTAIN OPTIMAL CARDIAC FUNCTION WITHIN CONSTRAINTS OF DISEASE PATIENTCAREGIVER WILL WERBALIZE UNDERSTANDING OF 02 USE RELATED USES SAFETY PATIENTCAREGIVER 15 ABLE WERBALIZE REASONS FOR ALTERATION NUTRITIONAL STATUS IN TERMINAL PATIENT PATIENTCAREGIVER ABLE TO VERBALIZE MEASURES TO PROMOTE COMFORT RELATED TO RESPIRATORY SYSTEM THE TERMI Page 121 of 284 23 Nurse s Signature and Date of Verbal SOC Where Applicable deemed as electronic signature 25 Date Provider Received TAMMY HALLER HOHE 51 22 2009 24 Physician s Mame and Address 26 Certification Statement CERTIF Y RECERTIF THE PATIENT 15 TERMINALLY EXPECTANCY OF SIX MONTHS OR LESS IF THE RUNS ITS NORMAL COURSE Dr MARK ACOSTA 1234 EASY STREET FORT VWORTH TX 78104 21 Orders HOSPICE NURSE INSTRUCTIONS RELATED TO NUTRITION AND HYORATION STATUS HOSPICE NURSE TO INSTRUCT ON RESPIRATORY STATUS INSTRUCT BOWEL PROTOCOL AS NEEDED INSTRUCT PATIENT FAMILY ON 5 5 OF OYING PLAN FOR MANAGING SYMPTOMS INSTRUCT CAREGIVER CS ON HOW ASSIST WITH ADLS CHAPLAINFCLERGY EVALUATE PATIENT AND DEVELOP PLAN OF CARE BE SIGNED BY Misi TO EVALUATE PATIENT AND DEVELOP PLAN OF CARE BE SIGNED BY IDOT HOME HEALTH AIDE TO ASSIST WITH ADLS AHO PERSONAL CARE HEELS 22 Goals PATIENT PATIENT WILL HAW
108. ATUS Sometimes it is necessary to change the status of a pending evaluation visit from the Workflow Summary Screen It is always preferable for the visit status to be changed on the PDA and synched back to the office however it is not always feasible to do so Functionality has been incorporated into the application to allow the visit status to be changed from within the HCHB application The type of change is dependent upon the current stage of the visit Client evaluation visits Admissions Transition Recerts must be reassigned from the Workflow Summary Screen Subsequent visits are always scheduled from the Scheduling Console Examples WorkFlow Summary Client lt ALL gt Expand Collapse amp Print Workflow Summary Event lt ALL gt N 8 ic lt ALL gt EMMITT 0 0 H EVENT SOC RECERT STAGE LP ASSIGNED STARTED May 25 2009 2 00PM DUE May 25 2003 2 00 PM LP ASSIGNED ROSEBERRY JAKE SERVICE CODE RNOO STATUS PENDING STATUS PENDING VISIT DATE May 25 2008 SMITH EMMITT MRNo CORO000081 7001 gt Nov 19 2008 12 004M SMITH GREGORY MRNo COROO000566901 De Date SMITH HELEN MRNo SDE Date SMITH JOHN MRNo 50 Date SMITH JOHN MRNo SOE Date SMITH SUE MRNo SDE Date SMITH WILSON MRNo 0800000808301 50 Date Dec 3 2008 12 004M SMOTHERS SAMMY MRNo CORO000080010
109. Annual Maximum Lifetime M asinum HH Visits per year HH Visits Used Bill Hate Basis Disciplines Allowe RN LPN MNH HH amp MSW Coverag For Ohio Clients Are Benefits Assignable Infusion Supplies Injectables C Yes C Mn C MIA Deductible Amount Met Amount Annual Amount Accrued Lifetime Amount Accrued Pre Auth Required Hospital Stay Required Phone for CM PA C Yes C Yes C No Save x Cancel rint Payor Source Verification Report Stage Completed Prior to Obtaining All Required Info Answer appropriately to the following question Page 91 of 284 homecare homebase 05 27 2009 11 08 49 AM fe If unable to obtain all needed information selected Stage complete Prior to Obtaining All required Info you will be asked to complete a system generated note example notification to staff responsible for verifying benefit H 2003 11 10 08 STAGE COMPLETED FOR PURPOSE OF SCHEDULING SOC VISIT PLEASE FOLLOW UP Page 92 of 284 8 3 2 OBTAIN INITIAL AUTHORIZATION The referral will go to the Obtain Initial Authorization stage for entry of required information according to the payor source is not necessary to process this stage if patient does not need to be admitted outside of normal business hours Obtain Initial Hospice Authorization for STOUT Add Coordination Mate Mo Author
110. C TTUE 4 Identify Workers with ZIP Code Issue 4 Enter the information on the Demographics tab MUST enter information in the red required fields All other fields are optional 246 284 7 2 mid v Homecare Homebase 2 Financial Manager Resource Manager Homecare Connections Demographics Last Name First Name Middle Initial Status ACTIVE v Organization Assignments E Nickname Birth Date Worker ID NPI Qualifications 25272 Race Marital Status Gender Home Branch Permissions bd Payroll Information Street ZIP Code City State County a ert Login Profiles 3 Xr Home Phone Work Phone Cell Phone Pager Renewable Requirements o 4 Email Address Signature Title Licenses HR Log Referred By Referral Contact Phone Referral Category B d ow Y Counseling Events Comments Field Inventory 21 Attachments HCHB Licensing User Field 1 User Field 2 nen et 4 Financial Manager M Resource Manager M Homecare Connections T helpful hint inserting VOL in the Signature Title field creates an easy way to filter the worker screen to view only volunteers 5 Click on the Organization Assignments tab Add Service Line Branch and Team Q 53 M T Y 3 Homecare Homebase Financial Manager Resource Manager Homecare Connections Edit Worker HOLLINGSW
111. CD Ferke Location Clerk CHARLOTTE ABBOTT E Contacts Das ae Path 1930050172 Referral Source Payor Sources Physicians SSN Race Olinical AR Case Managers Inpatient Events Other VYancinathon Hishory Farnily Link Diaqnoses Schedule Scheduling Criteria Advance Directives Coordination Episode attachments attachments The CCD fields will be display information on the following New Referral tabs General Demographics CCD Field Service Location CCD Field General Demographics Service Locations Contacts Referral Source Payor Sources Physicians infimis 2E m a Contrasty of Care Document Chent Name CHARLOTTE ABBOTT Address T 123 MAIN ST WHEATLAND 95592 Contacts CCD Field Page 83 of 284 Service Line Assigned Branch Assigned Tean Location HOME HEALTH ADA BRANCH UA Last Name First Gender poa LEYIN A ADRS 8701 IMALE aja General Demographics Conlin ky of Cane Document CCD Data found on most recently imported Continuity of Care Document CCD Contact Name 77 Contact Type v Relationship Contacts Ej KENNETH ROSS GUAR f Referral Source address zi Payor Sources 17 DAWS RD BLUE BELL 02368 Physicians Phone TY Clinic al Client LInfoenation Type V Last kame V First
112. CHB AGENCY S ae LI Branch BRANCH AD Admitting Scheduling Acuity HOSPICE SOC 2008 Select Authorization DANA 3 4 2 REASSIGNING LATE OR ACCEPTED ADMISSION VISITS A message box will appear explaining that the client is already assigned to another worker Depending on the decision click OK or Cancel Reassign LP for STAR AJ This visit has already been set to Late by BURGESS Ideally BURGESS AMY should restart the visit mark it as declined and sync back to workflow Far processing IF vou choose to reschedule this accepted visit in lieu of Following workflow please note that BURGESS visit will nat be processed Are vou sure you want to reschedule this accepted visit ak this time Page 30 of 284 A second box will appear to change the service code LP or Visit Date Assign LP for Hospice Evaluation Visit for ABNEY PEGGY Client Name ABNEY PEGGY Number 40100018910902 Agency HEHE AGENCY S Primary Payor MEDICARE Branch BRANCH 401 eile Admitting Scheduling Acuity HOSPICE 50 67172009 Select Authorization DANA 3 4 3 INCOMPLETE STATUS If the client admission visit is in incomplete status a pop up box will let you know that the visit has already been started Office staff must not move or reassign these visits The field PDA user must complete and synchronize the visit back
113. Code Miel Care Plan Category n Care Plan Service Frequency Details 501 SERVICES BATHING SHOWER EVERY VISIT ADL SERVICES EMPTY TRASH EVERY VISIT INTAKE OUTPUT DATE OF LAST BM EVERY VISIT VITAL SIGNS WEIGHT MONTHLY gt td Create Mew Version of Plan b rg Care Plan Service 4 Edit Care Plan Service Delete Care Plan Service Inactrvate Plan Save Cancel Aide Care Plan Report 13 10 VIEW INITIAL HOSPICE ORDER The initial order does not have to be used The CTI s a separate order Review the CTI Order for Hospice it may or may not have a F2F encounter on it PHYSICIAN VERBAL ORDER 5 26 2009 HCHB AGENCY 123 MAIN ST FORT WORTH TX 76104 Phone 111 111 1111 Fax 111 111 1111 PHYSICIAN CLIENT Dr MARK ACOSTA HALLER COCO 1434 EASY STREET 275 CEDAR FORT WORTH Tx 6104 PLANO 5075 SSN No 8876945324 Fax DOB 11 11 1911 MR amp FTYYOO000557502 2nd Physician BURROWS LARRY CERT 5 72 2008 to 8 19 2008 Send to Physician Y Order Read Back to Physician Agent of Physician ABN Delivered to Patient NA Order Date 5 22 2009 4 04 Order Type HOSPICE PHYSICIAN VERBAL ORDER Order Description MAY EVALUATEVADMIT TO HOSPICE Page 115 of 284 13 11 EDIT VIEW RELATED FACILITIES Review and edit as needed This screen provides a place to track Inpatient Events unaffiliated with your age
114. D 1 9 UNSPECIFIED ESSENTIAL HYPERTENSION 20100922 D 50 00 HELL W O MENT OF COMP CR UNESP NS Page 85 of 284 Note The user can utilize the CCD Import Data from each section as a reference to populate the required items within the New Referral Note that some information is populated automatically including the client s name date of birth gender service location and contact information Other data will be entered into HCHB tables manually to ensure the appropriate physicians payor sources medications allergies and diagnoses are listed for the client If the agency desires a system setting can be used to require that the Hospice Referral be approved by a Supervisor prior to billing verification If this setting is ON then a task to Review Approve Hospice Referral will appear on workflow Rewiew Approwe Hospice Referral far SAMWYER OLANE The supervisor can review then mark Stage Complete to send the referral for billing review If this system setting is OFF this task will not appear in workflow 8 1 MEDICARE PATIENTS If the agency has not contracted for the Auto Eligibility functionality the workflow will go to the Verify Medicare Eligibility stage Appropriate corrections should be made to the client s name date of birth etc based on the Common Working File information Once eligibility has been verified click the Medicare Eligibility Verified button User may a
115. DATA 1 22 2009 2 SUPERVISOR Attachments TIME TYPE DATE HCHB Hidden Features y TIMESTAMP BARRAGAN MARK CLINICAL MEDICARE TTE mN EVALUATE PATIENT TO 1 30 2009 5 2 2 1 COORDINATION NOTES END MULTIPLE COORDINATION NOTES Users have the option to end all coordination notes with a single click This can save the user time when processing workflow from their Review Coordinate Notes tab This should NOT be done without the user being absolutely sure that all coordination notes have been reviewed Page 21 of 284 Steps to access the End Coordination Notes menu selection Step 1 From the Actions screen click the Review Coordination Notes tab Step 2 Use the ctrl select or shift select MS Windows functionality to select multiple coordination notes Once selected right click and select the End Coordination Notes menu option Client Name Responsible 7 Payor Payor Source Position DO NOT TOUCH HOSPICE CLINICAL MEDICARE PALMETTO HOSPICE Coumadin Oral interacts with ASPIRIN ORAL MEDICATION COMPLETE WK 1 MANAGER MONOGRAPH TITLE INTERACTION Note Preview gulants S al Medical Records Inf E DQ NOT TOUCH HOSPICE CLINICAL MEDICARE 3 GENERATED DATA MANAGER payor TYPE DATE TIMESTAMP DO NOT TOUCH SN MEDICARE 09 ORAL interacts with ALTACE ORAL REF MANAGER Discharge Client Edit EOE Date DONOT TOUCH SN HOSPIC ESTE
116. DIT VIEW ADVANCED DIRECTIVES Review and edit as needed Remove any duplicate that may have occurred if both Intake and the admitting nurse entered the same one General Referral Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives Drag a column header here to group by that column Advance Directive v v L Advance Directive Content v DO NOT RESUSCITATE COPY IN CHART gt ta Add Advance Directive 0 Edit Advance Directive Set Advance Directive to Inactive Coordination Notes View Add Episode Attachments View Add Client Attachments Print Client Info Save x Cancel Edit Referral for HOSPICE ALEXANDER WILLIE M Service Line Assigned Branch Assigned Team Location HOSPICE BRANCH gt THOMAS Y Last First MI Gender DOB Nickname ALEXANDER WILLIE IM 00005994402 FEMALE 06 02 1930 General Demographics Service Locations Contacts Advance Directive 77 Location Y Active Y Advance Directive Content Y Name Y Phone Y At Referral Source Payor Sources Physicians Clinical Client Information Allergies Case Managers Inpatient Events Other Vaccination History Family Link Diagnoses Scheduling Schedule Scheduling Criteria Advance Directives ti HA Add iy Edit Inactivate fe Coordination Notes zs
117. Discharge client HARRISON DEWIN VILLARREAL CAREY TONYA HIGGINS KEISHA BOWEN MARIBEL W KERR ALISA SLOAN TERA Intra Agency Branch Transfer Mark Client as Di MOT READIMIT BAKER DORSEY E USE Home Health Utilization Summary Home Health Gase Mix Detail and Insight Report Event Stages History Report Note When the claim is billed the transfer or revocation date is included and this goes into the Common Working File CWF 24 2 HOW TO ENTER A DISCHARGE DEATH NOTE FROM THE OFFICE If a note for a discharge or death needs to be entered from the office if an actual visit isn t made the following steps need to be followed First go to the Clinical Input screen the keyboard it URW Manager gaas IRIS SUT LES FUL t Right click on the patient s name Go to Medical Records Info and then Visit Notes Page 188 of 284 005951017 MEDICARE PALMETTO 1122322009 HSPIEET HOSPICE 11 23 2003 Lt I NEVADA les NICHOL Print Medical Record 009 5 5a Allergies 009 YWIGHTENGALE Assign ID Members to Client Authorizations k WIGHT NORA Audit Report Calendar 009 Client Information Client Tracking Sheet Report Coordination Notes NIGEL NICKEL Discharge client NIFTY Edit EQE Date ME
118. E 1 CLINICAL SUPERVISOR GIROD HARRISON RECERT DC DECISION EOE RECERT DC DECISION MEDICARE 1 CLINICAL SUPERVISOR COOL JELLY RECERT DC DECISION EOE RECERT DC DECISION MEDICARE 1 CLINICAL SUPERVISOR BLACK JAMES RECERT DC DECISION EOE RECERT DC DECISION MEDICARE 1 CLINICAL SUPERVISOR MARY JELLY RECERT DC DECISION RECERT DC DECISION MEDICARE 1 CLINICAL SUPERVISOR ROSEBERRY UN NE SOC RECERT PROCESS PENDING REFERRAL MEDICARE 1 CLINICAL SUPERVISOR REEVES LUKE DISCHARGE CLIENT WHOIS CLIENT IN INPATIENT FACILITY AT DISCHARGE CLIENT THAT IS STILL IN MEDICARE 1 STILL IN INPATIENT INPATIENT FACILITY EOE FACILITY AT EOE CLINICAL SUPERVISOR JOHNSON JIMMY RECERT DC DECISION EOE RECERT DC DECISION MEDICARE 1 Client Related Tasks are workflow tasks that involve specific patients Some examples of these are Review Edit Approve Hospice POC Process Hospice POC to Physician Process Missed Visit Double click on the task line to open up the action let the task walk you through what to do Right click on the task to access more information about the patient In the Search box type in client s name or part of client s name and click Search to find a specific patient 2 2 REVIEW COORDINATION NOTES Actions Client Related Tasks Review Coordination Notes le view Billing Notes Administrative Tasks Client Search Drag a column header here to group by that column Client Name 23 Source
119. E AN EFFECTIVE BOWEL PROGRAM CAREGIVER S VERBALIZE UNDERSTANDING OF 5 5 DEATH CAREGIVER WILL OBWONSTRATE ABILITY TO ASSIST PATIENT WITH ADLS A HOSPICE PLAN OF CARE WILL BE ESTABLISHED THAT MEETS THE PATIENTS NEEDS A HOSPICE PLAN OF CARE WILL BE ESTABLISHED THAT MEETS THE PATIENTS NEEDS PATIENTS PERSONAL CARE NEEDS WiLL BE 27 Attending Physician s Signature and Date Signed 26 Medical Director s Signature and Date Signed 13 15 ASSIGN IDG MEMBERS Assign IDG members who will be responsible for patient s care these individuals will be required to enter IDG summaries for IDG meeting Medical Director Registered Nurse Medical Social Worker and Chaplain must all be assigned Others may be assigned per agency policy such as IDG Facilitator Many agencies use this as a scribe role to document changes made during the meeting This should be made a required role to ensure it is always assigned Workers cannot be duplicated i e the RN cannot also be the scribe 122 284 Move selected IDG members from the left side of the screen to the right by highlighting and clicking gt or by double clicking their name Assign IDG Workers for HALLER COCO Teams gt Workers Only MEDICAL DIRECTOR MEDICAL DIRECTOR MEDICAL DIRECTOR MEDICAL DIRECTOR MEDICAL DIRECTOR CHANDLER MORGAN HALLER TAMMY LORIMER WISHARD MAENILIS AMBER MAMAS WILLIAM SCRAGGS LINDSEY SI MARK
120. E ENCOUNTER DOCUMENTATION If a user needs to inactivate the previously entered F2F document they need to select the Inactivate F2F Documentation button If users select this button they will receive a warning message before the request is complete The user will have two options on the warning message to select depending on how the user answers the warning message the Face to Face documentation may or may not become inactive Homecare Homebase 2 4 Proceeding with this action will remove all supporting documentation that this Face to Face encounter took place This maw also result in non billable days until the Face to Face requirement is met Do vau wish to proceed with inactivating this documentation o If the user clicks on Yes it will inactivate the Face to Face documentation and the agency will have to document this information again o If the user clicks on No they will be returned to the Process F2F box Page 169 of 284 The inactivation button is not available if no documentation exists or if the related order for the Medical Director has been signed 21 5 1 2 STAGE COMPLETED If the user clicks on the Stage Completed button several different options will be available The selection of this button depends on the state of the Face to Face encounter record e Ifthe Face to Face Encounter has been completed then the Encounter Date would not be blank on the grid meaning that the field Date of Face
121. ECKED WOUND DRESSING SEE VISIT MOTE FOR MORE DETAILS 06 16 2009 5M 10 ii CHECKED v5 06 16 2009 SH 12 58 22 PM 15 bi ADPIIMISTRATED 1PM MEDICATIONS SEE VISIT MOTE FOR MORE DETAILS Date defaults to date of visit note The user can select a different date but will only be allowed to select the date of the visit or one day in the future i e for visits cross over midnight Discipline defaults to the discipline that completed the visit note This field is read only and used for reporting purposes Start Time defaults to the time the clinician started the visit note and does not allow encounters with overlapping start times within the same visit note Duration in minutes numeric field that users can enter how long the patient encounter lasted The default will be 1 but allows the clinicians to change it Billable default to Y which is yes but allows the clinician to change it Details free text box to allow clinician to enter supporting information about the encounter 257 284 Hospice Inpatient Encounter Date Discipline Start Time 01 14 22 Duration in Minutes Bilabe Details of the inpatient encounters within the visit note can also be edited or deleted by highlighting that encounter and clicking on the appropriate action button at the bottom of the screen
122. EGA Stage Completed Delay Planning of Encounter Page 163 of 284 21 5 1 PLAN F2F ENCOUNTER STAGE This stage will allow the user to document that a Face to Face has already been completed that one needs to be scheduled or delay the planning stage until another day 121 5 1 1 PLAN F2F ENCOUNTER If the user clicks on the Plan F2F Encounter button they will be presented with a Face to Face Encounter grid This grid will show you the basic information about the Face to Face Encounter that is due for the next benefit period The read only grid will show e Encounter Date date the Face to Face visit was done e Benefit Period number of the benefit period the Face to Face Encounter is associated with This number should be for the pending benefit period SOE Date Start of Benefit period date for the pending benefit period e EOE Date End of Benefit period date for the pending benefit period Active if this field is checked the record is active If left unchecked the record is inactive e Date of Planned F2F the date of the planned Face to Face visit e Service Code which discipline nurse practitioner or physician is going to be doing the F2F visit e F2F Scheduled To the name of the nurse practitioner or physician performing the Face to Face visit e Method of Encounter what method of documentation the licensed professional used to justify that the Face to Face visit took place e A
123. EM MARIO R JACDODO2216401 Aide Care Plan ALLEM MARION J LAMDODOZ189201 OCS Predictive Modeling Toolkit Orders I Reports Total Records 6177 E Signature Forms Tracking Supplies MedicalRecord client Links Actions i and Supply Requisitions visit Motes Wound Assessment Tool Click the Print Meds button Authorizations Date Medication Classification Dose IN HOSPICE MICHIGAN HOSPICE MICHIGAN T OF VETERANS BATTLE CR JEALTH ADVANTAGE LINITY BLLIE Only 4 gt l Review Meads Show Yotded and D C Meds View Allergies EU EB Enc es Patient Education Selected Patient Education All NOTE Meds displayed in Red are Close DC or Voided 128 284 gt Client Meds for ALEXANDER WILLIE RELEASE TEST TRAINING Current Medications Order Date Y Medication Y Classification Y Dose Y Amount Y Frequency Y Alternate Route Y Reason Y Start Date Y End Date 77 End Y New Changec 4 t Er aaa NOTE Meds displayed with a blue background will not be tested for Review Meds a show All Meds View Allergies drug interactions Print Meds 4 Patient Education Selected G Patient Education Al
124. ER NAPOLEON NEWELL NATASHA NEWMAN NICK NEWSOME NEWSON NATE Client Status Active Inactive All Clinical Input Filters Clients NEWTON NANCY ALL NEWTON MALITICA Episode Status NEWTON NICHOLAS CURRENT HOLD PENDING NICHOLS NEAL NICHOLS NED NICHOLS NINA E AN NICHOLS NINA P d Clear Extended Search Filters Y NICK MAOMI Extended Search 4 Total Records 1303 Client Medical Record i Actions Links Reports MR PFLOODO0688801 0000659601 0000701901 0000701801 0000702001 0000702101 0000701701 2 00000674501 2 00000681101 4LB00000654101 5 00000684001 J4 00000682601 5 00000679001 5900000709201 1 00000682901 5 00000678901 2 00000683001 5 00000709101 00000659201 24 00000674301 5 00000718701 500000661101 WNS500000662001 mri OOOO ONZ Episode Management MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE MEDICARE RAC TA Am Y PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALMETTO PALM
125. ESENTATIVE ELECTRONICALLY 565 LICENSED EL ECTRONKZALL T SIGNED ADMIN HCHB CUSTOMER SUPPORT DATE 06060111 ATTENDING PHYSICIAN SKSHATURET IT applicable 00 WOT SEND MEDKZAL DIRECTOR 8Ks NATURE 00 NOT SEND DATE rdar Hum 774234 4 of 1 176 284 23 1 STEPS IN CONTINUOUS CARE PROCESS IN HCHB If a patient goes onto Continuous Care there are a few steps that must be taken 1 First an order must be written to change the level of care to continuous care Please reference the section on how to write an order for directions on how to do this 2 The system requires an RN OH to be completed on each day the patient is on continuous care You can add these visits to the calendar daily through the order being written to change the LOC 3 For any of the other SN or Aide visits completed during continuous care you may utilize either a continuous care 70 code i e SN7OH HS70H or a regular 11 code i e SN11H HS11H HMK11H 4 When the RN70H is completed and synched back in it will generate a workflow task of Review Hospice Continuous LOC Visit 5 Ifa patient is put on Continuous Care at Admission the RN70OH visit would have to be completed on that date Agency policy can dictate if that visit has to be made onsite or information taken from the admission visit only If this is the case it would need to be made non billable Or the first covering nurse going out
126. ETTO PALMETTO PALMETTO PALMETTO MA Attachments 57 Payor Payor Source Y SOC Date Y 04 03 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 03 2012 04 02 2012 04 03 2012 04 03 2012 04 02 2012 04 03 2012 04 02 2012 04 03 2012 04 02 2012 04 02 2012 04 03 2012 04 02 2012 04 02 2012 ma dmm HCHB Only SOE Date 04 03 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 02 2012 04 03 2012 04 02 2012 04 03 2012 04 03 2012 04 02 2012 04 03 2012 04 02 2012 04 03 2012 04 02 2012 04 02 2012 04 03 2012 04 02 2012 04 02 2012 mS 7 Y EOE Date 06 01 2012 05 31 2012 05 31 2012 05 31 2012 05 31 2012 05 31 2012 05 31 2012 05 31 2012 05 31 2012 05 31 2012 06 01 2012 05 31 2012 06 01 2012 06 01 2012 05 31 2012 06 01 2012 05 31 2012 06 01 2012 05 31 2012 05 31 2012 06 01 2012 05 31 2012 05 31 2012 d4 4 Close 5 4 2 ORDER CONSOLE AND TRACKING From the order console or tracking screens locate an order in the right benefit period for this patient and right click on that order the Medical Director s order is a good one to select This will bring up the menu options and the user can select Face to Face Encounter presenting the user with the Face to Face grid There is also a F2F Comple
127. Edit Vital Sign Parameters E dit igw Hospice Plan of Care View Coordination Notes Report Edit Wiew Aide Care Plan View Initial Hospice Order E dit view Related Facilities E dit view Advance Directives E Election of Benefits View Hospice Order Assign IDG Members Assign Tat IDG Meeting Select Level af Type x Cancel Page 151 of 284 2 Or in Clinical Input right click on the patient assign IDG Members Medical Records Info Assign Members to Client Claims Audit Report Discharge client Edit Pate Episode Visit Summary Report Home Health Medicare Episode Profitability Analysis snapshot ADAMS MARIO J 1100005192001 MEDICARE ADVANTAGE MEDICARE ADVANTAGE BK Medical Records Info Reports ROSALINDA R AHUJA ROSCOE BINC ROSCOE ROSCOE ROSCOE ROSENDO STIL ROSENDO STIL ALESANDER ERICA P ADR ALEXANDER MYRA J INEC Discharge Client Episode Management Edit FOE Date Attachments Export CCD HCHB Only Intra Agency Branch Transfer 2 Export Grid Mark Client as Do Not Readmit Ej Print Grid Mark Client as OK To Readmit 3 Or when clicking on the IDG Meetings Icon Day Planner from the top of the HCHB or 2 IDG Console Reassigning one of the required four members or adding members to the team ca
128. Episode Attachments Client Attachments Client Info Save amp Next BP sae dont save Page 119 of 284 13 13 VIEW AUTHORIZATION INFORMATION REPORT lf required by payor no authorizations should be attached to the Medicaid Room and Board payor source homecare Authorization Information Report 4 26 2009 homebase Client Hame SMITHSON ANMALEIGH SOc Date 5 26 2009 Branch Code FTV Start Of Episode 5 26 2009 Physician ACOSTA MARK MR Ho FTvV nandg5s7 702 End Episode 2 23 2008 Phys Medicaid Ho Order Payor Type Payor Source Medicare Ho Medicaid Ho Policy Ho PRIMARY COMMERICAL HOSPICE BLUE CROSS BLUE SHIELD 1111111116 Obtained By Authorization Ho Start Date Program Name Obtained Date Authorized By Active End Date PER DIEM 5 25 2008 3 02 35 ADMIN HCHB CUSTOMER SUPPORT 1235487 05262009 HARRY P JONES 0823 2009 13 14 VIEW HOSPICE POC ORDER This is for Review only To aid in making notes for edits needed later in the Edit function such as medications orders goals print this before starting down the steps in this ladder 120 284 HOSPICE CERTIFICATION AND PLAN OF CARE 1 Patient s HI Claim Number 2 Start of Care Date 3a Certification Period Bor 5945324 222 2008 5 22 2008 to 871 3 2009 3c Current Benefit Periad Fange 4 Medical Record 5 22 2008 to 6 3 2003 F 74 0000055 7502 3b Current Electior Sz ng 5 Provider
129. FER TO HCHB RADIO BUTTON Election of Benefits for CUMMINGS SARAH EOB Type Transfer and the EOB Date is not editable by user in this situation SOC Date this is the date that the client began service with this agency SOE Date User will enter based on which client benefit period will cross over the Go Live date for transition patients EOE Date not shown on this screen Again this is really the End of Benefit Date and will calculate appropriately based on the EOB and SOE dates Number of Revocations if the patient ever revoked his her hospice benefit or been discharged from hospice enter the number of times here TRANSFER 02 01 2006 02701 2006 ha 01 04 2007 Hospice notice submitted Comments Previous Agency Information Agency Done Inc d d fess Zip Code City State DN Phone Contact Number of Revocatons jo a Save x Cancel Page 99 of 284 9 3 TRANSFER FROM ANOTHER AGENCY TO THIS AGENCY PATIENT IS CHANGING HOSPICE AGENCIES BUT SHOULD BE ENTERED AS A NEW REFERRAL Type User should select Transfer e SOC Date this is the date that the client began service with this agency not their original SOC date with any other Hospice agency e EOB Date This field is editable by the user The patient s originally elected EOB Date with the transferring agency should be entered here very important e SOE Date Is not editable
130. FirstName Primary Job Description Primary t Add Case Manager cd Delete Manager Set Case Manager to Primary Hospice CTI Order Vital Sign Parameters Medications Coordination Notes View Add Episode Attachments View Add Client Attachments Print Client Info Save x Cancel Many of the fields on the above screen will be back filled when the admission visit is synched back to the server 6 7 DIAGNOSES TAB e Ataminimum complete the required fields for what is the terminal diagnosis ICD Code Onset Exacerbation and Onset Exacerbation Date e Click Add to add the primary diagnosis e he Frequently Used radio button should be used to narrow the search This is a short list of the most commonly used hospice diagnoses used by your agency If the desired diagnosis is not found it may be necessary to select All This is the entire CMS IDC 9 database e You may search for diagnosis code by ICD Code or Description Type in the ICD 9 code number or description name and click the Find button Note that inputting only 3 4 letters of a key word you think is in the description is preferable when searching by Description Highlight the correct diagnosis and click the Select button Page 75 of 284 e Other diagnoses may be entered if they are known at this time homecare homebase 05 28 2009 08 24 15 AM Edit Referral for HOSPICE General Referral Source Demogra
131. H er R HH11H R 5 HHTIH A ec HE HH 1 00 Add Visit s 0 Change Visit Service Code Change Visit Service Code 0 aBewveVii Remove 0 aBewveVii 23 Print Calendar Report Print Calendar Report Close Page 111 of 284 Add Visit s Highlight the date s on the calendar then Click the button to search for the appropriate service code type of visit Click Save when complete Each time a change is made to the calendar the frequency string will automatically recalculate Change Visit Service Code Highlight the date click button to search for new service code Click Save to finalize Remove Visit s Highlight date s search for the service code that is being deleted click Save and visits will be removed from the calendar Note if using PRN visits for scheduling see Using PRN visits 13 6 EDIT VIEW VITAL SIGN PARAMETERS Review and edit as needed Typically for hospice the MAX of 4 for pain is selected The clinician and supervisor are notified if the pain is over 4 in this case Service Line Tvpe HOSPICE Care Types Default vital Sign Parameters Lower Vital Signs Upper Instep Circumference cms Collect Lower Upper Collect Lower Upper X Send to order X Send to order Send to order 0 0 Lower Upper karnofsky 955 Collect Send to order Lower B Upper 0 O S
132. HELEN TEAM AKROM PASTORICOLINSELOR MCELROY HELEN TEAM BINGHAM FARMS REGISTERED NURSE MCKINLEY HECTOR TEAM CLINTON TSF TEAM GRAND RAPIDS TEAM INDIANA TEAM JACKSON TEAM KALAMAZ TEAM LANSING BOLD MEDICAL DIRECTOR Save Don t Save 21 2 ASSIGNING IDG WORKFLOW DAYS When Reviewing the Hospice SOC Evaluation task one of the steps in the ladder is to assign the first date for the IDG team Meeting This will start the 14 day recurring meeting dates that will appear in the IDG Screen A PRN meeting can be added by right clicking on the patient on the IDG screen and choosing a date Editing the meeting date will reset the date Right click on the patient and choosing EDIT Note If a patient is admitted right before an IDG scheduled meeting the procedure recommendation you might want to follow is that an IDG Admission Summary Note can be completed by the Admitting nurse summarizing findings plan This can be reviewed by the team from the Medical Record at the meeting This coordination note can have a different name if desired and include a template The IDG Admission Summary Note can be found in Medical Records gt Coordination Notes The meeting facilitator or the scribe need rights to Edit notes of others would complete this note naming the team members and introducing the patient case POC This will meet the requirements for initial review o
133. HOSPICE HATLI HEATH MUNOZ CLAY 12 1 2010 Edit View Hospice Plan of Care RECERT ORDER DUE HOSPICE HATL1 21 HEATH PHILLIPS LEOTA 11 30 2010 Face to Face Encounter RECURRING HOSPICE HATLI 1 HEATH PHILLIPS LEOTA 12 1 2010 Levels of Care ORDER DUE HOSPICE HAT Medications RECURRING HOSPICE HCMC1 5 Care Plan RECURRING HOSPICE HOC HOCN1 User can also document their F2F visit findings on this page and mark the encounter completed Once on the Face to Face Grid the user will have several menu options to select Page 280 of 284 35 5 REPORT MANAGER 35 5 1 HOSPICE INCOMPLETE FACE TO FACE ENCOUNTER REPORT This report provides the ability to view which clients needed a F2F encounter plan for pending F2F encounters and be able to see revenue that may be at risk or that they lost due to incomplete F2F visits This report will pull all Medicare patients who need a Face to Face Encounter completed The report criteria screen will allow you to run this report by the following e Current EOE date e Date of Planned F2F to and from e Companies e Agencies e Branches e Teams e Clients default to all e Group By Branch will be the default e Sort By F2F Date Due By will be the default Hospice Incomplete Face to Face Encounter Report E Bl x Current Date IET EZ End Date of Planned F2F From Beginning To End Companies CALL Agen
134. ICE START OF CARE 4 4 2012 Select Authorization Add On Scheduling Acuity Select Authorization x Cancel If the payor requires authorization select authorization from drop down box Click OK the admission visit is scheduled and ready to be synchronized to the PocketPC 28 1 1 TRANSITIONING OF PATIENTS TO HCHB AT GO LIVE 202 284 Transition Recerts are entered from the referral screen only during the time period chosen by your agency to move patients from the legacy system into HCHB at Go Live only The visit code for the nursing transitional visit is ALWAYS RNO4H These transition recerts get the patient into HCHB for the first time The Assign LP task is handled no differently other than the RNOOH and will be pre populated Add ons to schedule from the referral process use the service codes of 40H and will include any other discipline seeing the patient currently except the aide These visits are referred to as couch visits because an actual visit is not made The purpose is to generate a calendar and care plan that matches the current one in the legacy system Therefore the physical assessment Intervention and Goals are not needed Forms can be removed from the physical assessment or minimal forms added to keep the visit brief The calendar visits plotted should start with the date of Go Live Medications can be entered into the referral or into Point Care Orders should
135. IM Episode visit Summary Report WICKS STEVIE Health Medicare Episode Profitability Analysis Snapshot Entitlement Verification NICKIE Health case Mix Detail and Insight Report Episode Billing Audit Report NICKEL NEIL Event Stages History Report k Episode Detail Report NEON Intra Agencv Branch Transfer k Episode Summary Report YICHOLS NICE Mark Client as D NOT READIMIT Edit View Hospice Plan of Care NICHOLS Mark Glient as READIVIT YEWTON Supply Requisitions ca c L L L L L L L L 1 1 1 1 1 1 1 1 1 Levels af Care Management 4nd Evaluation Report c c 4 4 NEWT visits To Orders Comparison Report Medications 009 EWAN TEF Attachments k Aide Care Plan Episode Management k Orders 1 YERD NEIL HCHB Hidden Features OT Reports 1 L HOSOO0005 71102 HOSPICE MEDICARE Supplies NEARBY RCOOOO0S 4407 MEDICARE NOODLE 00595501 MEDICARE WELL NELL 596501 MEDICARE NEIMAM NICOLE 500000571002 HOSPICE MEDICSRE YEIGHBOR NED HOSOOO005 70602 HOSPICE MEDICARE PAL PALMETTO YED NEIGHBOR 00005 601 MEDICARE 11 23 2003 YEBOWIT2 NEB 596401 MEDICARE PALMETTO 11 23 2003 NEAL NERD MEDICARE PALMETTO 11 25 2009
136. IMPLEMENT HOSPICE STANDING ORDERS HOSPICE MEDICAL DIRECTOR MAY ACT AS A SECONDARY PHYSICIAN FOR THE PALLIATION OF PATIENT SYMPTOMS AS NECESSARY HOSPICE CERTIFIED REGISTERED NURSE PRACTITIONER MAY ACT IN COLABORATION WITH THE HOSPICE MEDICAL DIRECTOR FOR THE Page 101 of 284 VERBAL CERTIFICATION COORDINATION NOTE The following two Hospice Verbal Certification Coordination Notes have been created to provide agencies with a way to document the verbal communication regarding the certification of the client between the agency and the appropriate Attending Physician and or Medical Director 1 Hospice Verbal Certification Primary Physician 2 Hospice Verbal Certification Medical Director This feature exists to assist agencies with obtaining the verbal certification in a documented format to use in producing the written orders at a later date in the case that a patient does not come on service for up to 14 days after the referral is taken and before the SOC date The order cannot be regenerated so this is a way to document a verbal certification but not use the CTI order until the patient signs the Election of Benefit and starts care The following Note Template information will be included but may be edited to meet the agency s needs Hospice Verbal Certification Primary Physician Physician Giving Verbal Certification The Physician listed above certifies that the patient s prognosis is six months or less if the disea
137. INE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE CONTINUOUS HOME CARE CONTINUOUS HOME CARE CONTINUOUS HOME CARE CONTINUOUS HOME CARE 5 Modify the level of care based on your documentation and agency policy Page 181 of 284 e Click Bill as Routine Homecare to accept billing at standard routine rates e Click Override Total Billable Hours and specify the number of billable hours e Under Approved By enter your name or initials Continuous Home Care Level for NORDLIE JOSEPHINE Level of Care Date 2 22 2008 Continuous Care Documentation Approved Nursing Hours Threshold Met 274 Total Hours Threshold Met Overlapping Visits Billing Override Options C Bill Routine Care Total Billable Hours 0 00 Date 521222008 2 49 52 Approved By mi Dave x Cancel 6 Click Save To access the Ineligible Claims Report in HCHB R2 gt go to the Reports Manager Icon gt Hospice Ineligible Claims Report Select the Branch Select All Payors Select the Billing End Date usually the end of the prior month unless your agency is billing more often Hospice Ineligible Claims Report Printed By NCardi Date Prior To 02 01 2008 Printed On 3 14 2008 11 41 53 AM For All Clients Branch Info DAL Homebase Care Dallas Grouped By Branch then Payor 10 Patient Name SOC Plan of Care Hospice Level of
138. Keyboard icon screen Actions Client Related Tasks Review Coordination Notes Review Billing Notes Administrative Tasks Client Search Drag a column header here to group by that column Client Name M us Ried M iie Source Note Type Preview Note Date M Type CLINICAL MEDIC i NURSE EVALUATE 9 2009 1 1 SUPERVISOR Medical NEED Tz TIENT JOCKERS GREG CLINICAL MEDICARE Payor HW TOEVALUATE PATIENT FOR 1 22 2008 1 JOCKERS GREG CLINICAL MEDICARE Discharge Client TO EVALUATE PATIENT FOR 1 22 2008 t SUPERVISOR ae ME HEALTH AM BRAD PAISLEY CLINICAL MEDICARE b d 4 EVALUATE PATIENT FOR 1 22 2008 t SUPERVISOR aspe li Baa nel ME HEALTH AM LARRY WORD CLINICAL MEDICARE MEDICARE Health Medicare Episode Profitability Analysis Snapshot AINING 1 22 2008 1 SUPERVISOR Home Health Case Mix Detail and Insight Report AM LAWSON SARA CLINICAL MEDICARE PALMETTO Event Stages History Report gt GENERATED DATA 1 22 2009 2 SUPERVISOR Intra Agency Branch Transfer TIME DATE Mark Client as DO NOT READMIT TIMESTAMP MCCOY COLT CLINICAL MEDICARE PALMETTO Mark Client as OK TO READMIT GENERATED DATA 1 22 2009 2 SUPERVISOR ri DATE Supply Requisitions TIMESTAMP RIVERS BOBBY CLINICAL MEDICARE PALMETTO Visits To Orders Comparison Report GENERATED
139. L SUPERVISOR GUESA RECERT DC DECISION RECERT DC DECISION MEDICARE 4 CLINICAL SUPERVISOR RECERT DC DECISION RECERT DC DECISION MEDICARE 4 CLINICAL SUPERVISOR GREGORY PROCESS MISSED VISIT PROCESS MISSED VISIT MEDICARE 4 CLINICAL SUPERVISOR GUIDA RECERT DC DECISION RECERT DCDECISION MEDICARE CLINICAL SUPERVISOR SAVARIA ANN TIME EXCEPTION REVIEW VISIT TIME EXCEPTION REVIEW VISIT TIME MEDICARE SCOTT JUSTIN EXCEPTION CLINICAL SUPERVISOR n RUE MENT VERIFICATION REVIEW ENTITLEMENT VERIFICATION REVIEW ENTITLEMENT MEDICARE s CIEN REPORT VERIFICATION REPORT CLINICAL SUPERVISOR SIMON PAUL dIGN PARAMETER REVIEW VITAL SIGN ALERT REPORT REVIEW VITALSIGN ALERT MEDICARE SIMON PAULIE REPORT CLINICAL SUPERVISOR SIDEF LINDE DECLINED RESCHEDULE DECLINED VISIT REASSIGN DECLINED VISIT MEDICARE CLINICAL SUPERVISOR SMITH EMMITT VISIT DECLINED RESCHEDULE DECLINED VISIT REASSIGN DECLINED VISIT MEDICARE 24 284 2 5 3 GROUP BY COLUMNS Click and hold the group by column Drag the column to the gray box entitled Drag a column header here to group by that column and let go of the mouse This will group the action screen items by that column Example of Grouping Process by Task Actions Client Related Tasks Review Coordination Notes Review Billing Notes Administrative Tasks Client Search Print Client Related Tasks
140. LLER F 13 8 VIEW COORDINATION NOTES Page 113 of 284 To gain additional information Client Coordination Notes Report 5 26 2009 1 07 15 BRANCH FTW 123 MAIN ST FORT WORTH TX 76104 Phone 111 111 1111 Fax 111 111 1111 Client MR Ho DOB TALLER Coco 0 0 55 7502 1111 45311 Hote Date Hote Type Entered By Hote Status 3122 2008 BILLER NOTIFICATION HALLER HEHE REP Active Last Update Last Updated By There should be a note from Intake outlining the reason for the referral and an IDG Summary Admission Only from the admitting nurse 13 9 EDIT VIEW AIDE CARE PLAN This is required if non skilled services have been scheduled The Aide care Plan may be developed in the field or in the office If the care plan originates in the field the office user may make edits To edit click Create New Version of Care Plan button and then the Add Edit Delete Care Plan buttons as appropriate Frequency and Details of each service may also be entered frequency is required while details are optional To activate the new care plan Click Save once completed 114 284 View Edit Current Aide Care Plan for HALLER COCO r _ nl xl Drag a column header here to group by that column Effective Date Approved Inserted By Inactivated 7 06 22 2009 00 00 00 TAMMY HALLER REP gt Care Plan Services for Effective Date 05 22 2009 00 00 00 AM Service
141. LLOW UP BEREAVEMENT CONDOLENCE CALL ADULT BEREAVEMENT ASSESSMENT CONTACT CHILD BEREAVEMENT ASSESSMENT CONTACT ADULT BEREAVEMENT FIRST CONTACT ATTEMPT ADULT BEREAVEMENT SECOND CONTACT ATTEMPT These can be completed in HCHB and the Coordination Note report can be run by a specific coordination note per contact per date range if needed ALTERNATIVELY YOU CAN SCHEDULE CALLS VISITS USING THE 72H or 72HP BEREAVEMENT SERVICE CODES THAT ARE COMPLETED IN POINT CARE 228 284 30 1 1 SCHEDULING BEREAVEMENT VISITS IN RESOURCE MANAGER To add requests schedule bereavement visits for bereavement clients in R2 select Resource Manager then the Scheduling Console Use your extended search to see only those visits with the payor type of Bereavement Go to the client calendar type Select the bereavement contact from the list of available calendars gt Scheduling Console Extended Search 4 2 Clients in Facilities Calendar Type Clients ALL e sunman Worker Client Statuses ALL s 1 Visit Type Filters A Client Branches Client Care Types ALL gt CERES e Workers Worker Payroll Branches CALL Worker Statuses Worker Categories CALL Service Lines verified Teams CALL Calendars Pavor Types Summary Calendar Payor Sources CALL Client Episode Statuses CALL SOE Dates From Beginning To m Client
142. M Microsoft Office 8 fH MEETING AGENDA 3 26 2012 11 17 AM Microsoft Office 13 KB CD DVD Drive Dior 91 RN CASE MANAGER speaker notes 3 19 2012 9 28 AM Microsoft Office 17 KB Local Disk C on HC L RN CASE MANAGER speaker notes msg 3 8 2012 9 55 AM MSG File 536 KB S2 Network Drive P or Sw Removable Disk T SAN Clinical Manager Prep 3 11 2012 10 11 Microsoft Office SAN CHECK POINT CALL 3 26 2012 11 27 AM Microsoft Office 13 KB SAN HSA 03 12 12 3 12 2012 1 37 AM Microsoft Word D 127 KB File name Clinical Manager Prep HOSPICE Workflow Steps Location Agency Info Active E View Attachment 16 Select Files 4 Apply Settings to checked Fes Save Stay Close p Page 50 of 284 Once the documents are attached you get a green sign to indicate that the documents have been added gt Import Attachments BROOKDALE TRAINING Settings 2 Included in Viewal Action Recipient 57 Location Y File Name 57 File Size Y Type Y Medical Record PointC HOSPICE 14 79 N N ny icai LOCATION 12 85 N N HA Recipients SAN 14 86 N EE Effective Date Range PREP DOCX From 04 05 2012 04 06 2012 Renewal Reminder Pattern tNone Specify Patter
143. MAN Client Mame PRICE ROMAN Agency HCHB AGENCY Branch BRANCH Primary Payor MEDICARE secondary Payor MEDICAID NORSE PRACTITIONER FACE TO FACE ENCOUNTER FOR e Service Code This code will default to the hardcoded service code set up for the Nurse Practitioners This service code is assigned to a new PointCare format that only requires the completion of the physical assessment category This service code and PointCare information can be found in the section titled PointCare Manager To see more about this click on the link PointCare Manager e Licensed Professional When the service code is for the nurse practitioner this field will only display workers who are listed as a nurse practitioner in the worker setup table This is why it is important to have all your workers set up correctly The user will need to click on the ellipsis symbol three dot box to search for the correct worker Select the worker from the list and their name will populate the licensed professional box Visit Date This field needs to be completed with the date the listed worker will be conducting the Face to Face encounter visit This is a basic drop down calendar box for date selection or the user can type in the correct date This field will default to the date you entered in the F2F Encounter Record If the visit needs to be scheduled to a Medical Director instead of the Nurse Practitioner this can be changed by up
144. ME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE CARE 12100 HOLD ___ hoo 12100 2100 2100 2100 071271002010 2100 2 11 2000 ROUTINE HOME CAE pessum 2100 1242 2010 ROUTINE HOME CARE 9992 HOLD Change Status to 1271372010 12 14 2010 1241572010 12 16 2010 12 17 2010 12718 2010 1271972010 12 20 2010 12 21 2010 12 22 2010 12 23 2010 12724 2010 12 25 2010 12 26 2010 12 27 2010 12728 2010 12729 2010 12 30 2010 4 _ Edit ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE HOME CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE HOME CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE HOME CARE ROUTINE CARE ROUTINE CARE Change Status to BILLABLE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE CARE eee
145. MPTRN Order Console Search Search By Order Number Y Client Name 77 Order Date Y Order 57 F2F Completion Date Y 1 Search For HOSPICE PHYSICIAN VERBAL ORDER HOSPICE ADD ON HOSPICE PHYSICIAN VERBAL ORDER HOSPICE PHYSICIAN VERBAL ORDER HOSPICE PHYSICIAN VERBAL ORDER 172349 ABBOTT CHANEL 05 25 2010 04 23 PM Declined Yoided 9 All 170321 ABBOTT CHANEL 169193 ABBOTT CHANEL Service Lines er ALL CHANE Common Filters Branches fALL Teams ALL Client Status Active Inactive All Order Console Filters Clients ALL Order Statuses ALL 6 Extended Search Clear Extended Search Filters 4 Load Order Console 7 Q void Process order D view History Prit 169091 168942 168912 168406 167582 ABBOTT CHANEL ABBOTT CHANEL ABBOTT CHANEL ABBOTT CHANEL ABBOTT CHANEL 05 18 2010 04 27 PM 05 18 2010 06 20 PM 05 17 2010 01 50 05 15 2010 04 19 PHYSICIAN VERBAL ORDER HOSPICE ADD ON HOSPICE ADD ON HOSPICE ADD ON HOSPICE PHYSICIAN VERBAL ORDER 167265 166717 166686 165764 165247 165031 Total Records 369473 ABBOTT CHANEL ABBOTT CHANEL ABBOTT CHANEL ABBOTT CHANEL ABBOTT CHANEL ABBOTT CHANEL HOSPICE PHYSICIAN VERBAL ORDER HOSPICE PLAN OF CARE PHYSICIAN VERBAL ORDER HOSPICE CTI 05 14 2010 03 34 PM 05 13 2010 12 00 AM 05 13 2010 05 22 PM 05 1
146. Mao Patient s and Address T Provider s Mame Address and Telephone COCO HALLER 9721354 9087 HCHB AGENCY 275 CEDAR 123 MAIN ST PLANG TX 75075 FORT WORTH TX 6104 1111111 B Date ot Bith 11511741311 9 Sex X M 10 Medications Dose Fredquencyfoute Mew t 111 8 Principal Diagnosis Date 7 151 9 MALIG STOMACH UNSPEC SIT 5 22 2008 REASON BTP 12 CD 8 CM Surgical Procedure PROVIDER RESPONSIBLE Y 13JCD 8 CM Other Pertinent Diagnoses 14 OME and 15 Safety Measures Supplies MONE UNIVERSAL PRECAUTIONS 16 Mutritional Reg REGULAR DIET 17 Allergies PESMUTS 18 4 Functional Limitations 16 8 Activities Permitted ATION UP AS TOLERATED DYSPNEA WITH MINIMAL EXERTION ENDURANCE 13 Mental Ematianal Status ORIENTED 20 Advance Directives DO NOT RESUSCITATE 21 Orders of Discipline and Treatments Specify AmountFrequency Duration SH SUE zwi HHA Tuus cH HOSPICE NURSE EVALUATE PATIENT DEVELOP PLAN OF CARETO BE SIGNED BY PHYSICIAN HOSPICE NURSE INSTRUCT PATIENTYCAREGIVERCS ON USE OF PAIN SCALE ADMINISTRATION SIDE EFFECTS OF MEDICATIONS HOSPICE NURSE TO PROVIDE INSTRUCTIONS RELATED CARDIACICIRCULATORY EACH VISIT HOSPICE NURSE INSTRUCT AND MONITOR USE OF OXYGEN 22 Goals A HOSPICE PLAN OF CARE WILL BE ESTABLISHED THAT MEETS THE P
147. Medical Records Info Assign IDG Members to Client Claims Audit Report Discharge Client Edit EGE Wate Episode Visit Summary Report Home Health Case Detail and Insight Report Event Stages History Report Intra Agency Branch Transfer Mark Client as DO NOT READMIT ark Client as OK TG supply Requisitions Visits To Orders Comparison Report Attachments Episode Management HEHE Hidden Features S SE ee T fu pee WEE rhat taiii Sha Oona Note that a hospice medical record will not include a few sections seen here Management and Evaluation Therapy and Client Tracking Sheet Page 35 of 284 Select Medical Records Info and the following box will appear in order to access Items in the electronic record Print Medical Record Allergies Authorizations Calendar Client Information Client Tracking sheet Report Coordination Motes Entitlement Werification Episode Billing amp udit Report Episode Detail Report Episode Summary Report Face to Face Encounter Management 4nd Evaluation Report Medications Aide Care Plan Orders QI Reports signature Farms Tracking supplies Therapy d Visit Notes Telehealth vital Signs Vital Signs Report Wounds 4 2 1 EDITING DOCUMENTS The software follows strict guidelines for editing of information but certain fields may be edited with the proper security rig
148. Medical records received From transferring agency Contact Hospice notice submitted comments Number of Discharges include all revocations and live discharges in total number reported Revocation s EOB Date Last day on service From Provider Number First i Five Page 110 of 284 You will receive an error when Saving if the visit date and SOC dates are not the same To resolve this go to the SOC date calendar icon and change the date homecare hamebase 04 04 2012 10 31 56 The visit date 2 18 2012 far this Hospice SOC does not match the SOC P Date as entered in the Election of Benefits Please correct the SOC date i to match the visit date Click ok and then proceed to the Start of care Drop Date drop down to adjust the date that the visit was completed on 13 5 EDIT VIEW CALENDAR View visits as plotted on calendar by admitting nurse Edits can be made to the calendar at this stage Select Add Remove or Change Visit Service Code as needed Calendar for MILLER JANA SOE Date 03 12 2009 Date 06 09 2009 aj March 2009 j Sunday Monday Tuesday Wednesday Thursday Friday Saturday HH11H F 13 cypANH R 1 SN11H R Tm R E R HHTIH R 20 supRNH R SNTIH
149. N 04 30 2009 BIDDY BURNIECE 10 00 00 06 00 00 x 05 05 2009 BIDDY BURNIECE 10 30 00 11 30 00 05 15 2009 BIDDY BURNIECE 10 44 29 11 44 29 03 28 2009 09112009 05 20 2009 BIDDY BURNIECE 11 01 19 12 01 19 Workers TUS 05 27 2009 BIDDY BURNIECE 10 24 09 11 24 09 4 m Add Edit Inactivate view Load Non Visit Activity Items Non Visit Activity Report 57 Status 77 QuantityLabel 77 Mileage ACTUAL HOURS DAY HOURS DAY HOURS ACTUAL HOURS DAY HOURS ACTUAL ACTUAL mem Decline View History Bj Close Users can also perform several actions for items in the grid by selecting an entry and right clicking in the grid Page 261 of 284 Edit s Activate Inactivate Accept LInaccept Decline View View History MYA Report Refresh Add add a new entry for a worker Edit edit an existing entry only open entries can be edited by users with appropriate access Add Non Visit Activity r E xj Service Line m Branch m Worker Type AGENT Worker Quantity Type Pay by Quantity Collect Travel Collect Time pae Start Time End Time 08 26 2009 08 00 AM 7 08 00 Destination Location
150. Name 57 Type v Street Y City Y State Y Zip 77 Client Approval Receivedfor Web Access Y Active Y Contact Y Phone Numbe Scheduling Schedule Scheduling Criteria Advance Directives E i Add other Faciity Edit other Faciity Delete other Faciity coordination Notes Episode Attachments 1 client Attachments Print client Info seen ee save dont save A second tab is available in the Edit View Related Facilities workflow Some of the information that can be viewed and edited in this tab is patient Allergies Acuity and Disaster Status Weight and Height Assign the RN Case Manager MSW and Chaplain Case Managers Any discipline selected here must have the case manager in worker set up Page 117 of 284 General Referral Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives Client Information Inpatient Events Other Facilities Evacuatian Location Acuity Status Disaster Status weight Ib Height ir 24 48 HAS PRIORITY LEVEL 1 0 00 0 0 Authorization for release of Verify Receipt of Paperwork Medical Data to other and Appropriate Client Signed Supply Delivery Verbal Start of organizations Documents IN Only Care Date 5 22 2008 Allergies Allergy Entered By Date Entered oided By Date Voided 3 PEANUTS ADMIN HOHE CUSTOMER 572
151. Note Type 9 Preview R SEBERRY JAKE CLINICAL MEDICARE CLINICAL COMMENT INTAKE SKILLED NURSE TO EVALUATE 78 2003 1 SUPERVISOR PATIENT JOCKERS GREG CLINICAL MEDICARE CLINICAL COMMENT INTAKE RN TO EVALUATE PATIENT FOR 1 22 2008 1 SUPERVISOR HOME HEALTH AM JOCKERS GREG CLINICAL MEDICARE CLINICAL COMMENT INTAKE RN TO EVALUATE PATIENT FOR 1 22 2003 1 SUPERVISOR HOME HEALTH AM BRAD PAISLEY CLINICAL MEDICARE CLINICAL COMMENT INTAKE RN TO EVALUATE PATIENT FOR 1 22 2008 1 SUPERVISOR HOME HEALTH AM LARRY WORD CLINICAL MEDICARE MEDICARE CAHABA CLINICAL COMMENT INTAKE TRAINING 1 22 2003 17 SUPERVISOR AM LAWSON SARA CLINICAL MEDICARE PALMETTO VISIT TIME CHANGE REQUEST POINTCARE GENERATED DATA 1 22 2009 2 SUPERVISOR TIME TYPE DATE TIMESTAMP MCCOY COLT CLINICAL MEDICARE PALMETTO VISIT TIME CHANGE REQUEST POINTCARE GENERATED DATA 1 22 2009 2 SUPERVISOR TIME TYPE DATE Page 20 of 284 This tab contains information regarding specific communication notes that have been entered into HCHB or PointCare Each note type has been assigned to go to a certain Responsible Position for review The patient s name date type of note who entered it and a preview of the contents can be seen Double click to open up and process the note Follow up comments can be added but are optional Right click menu options from Review Coordination Notes provide access to same client information as found in the Clinical Input
152. O DESIREE 10 27 2010 10 27 2010 COMPLETED Orders ACEVEDO DESIREE 10 13 2010 10 13 2010 O N COMPLETED Reports 000000000 ACEVEDO DYLAN 06 08 2011 1 OF 7 SIGNED DEA Supplies ACEVEDO DYLAN 06 07 2011 06 07 2011 COMPLETED REC 2 Supply Requisitions ACEVEDO DYLAN 05 24 2011 05 24 2011 COMPLETED Pra ren tae m TO TRITT 503 E9388 SOR en E d nre sesassuesuesuesassuesuesuesasen Sk womasuesuesusenesuesuesusenessensis lotes Nisi Nokes _ _ SS ee Vital Signs Report Total Records 16069 Wounds views Add IDG Add PRN s Edit Update Period gm Void Assine 7 Medical _ Details Member IDG Bate Report Summary IDG G Workers ee To edit or Print the Team POC Report open the Edit View Plan of Care option To print the report click on Hospice POC Report at the bottom of the view Review Update Hospice POC for AHUJA ROSA LEE PATHWAY HOSPICE SKILLED NURSING NOP HOSPICE SKILLED NURSE EVAL PERFORMED ADDITONAL VISITS PERFORMED NDP ALTERED SENSORY MEUROLOGICAL STATUS HOSPICE NOP NEED FOR HEN SOR STATUS HOSPICE INTERVENTION 5 JS0RY NEURO ICAL STATUS GOAL PATIENT TOLERATES ASSESSMENT OF SENSORY YNEUROLOGICAL STATUS NOP NEED FOR SKILLED TEACHING OF SENSORY NEUROLOGICAL STA
153. O NON ADMIT FUNCTIONALITY ADDED TO UNDO NON ADMITTED CLIENTS 135 284 When trying to Undo a Non Admit patient in order to undo clients who may have been mistakenly Non Admitted or if the client relative chooses to go ahead with the admission This allows users to access the patient and not have to re enter the client s information Once a patient that has been Non Admit has been reset the patient s episode is then changed to pending otep 1 From the Clinical input screen right click on the client where the episode is Non Admit and then go to Episode management and then to Undo Non Admit otep 2 DE LEON DEMOLLI DEMOLLI DENNIS S DUARTE DUARTE DUNLAP J DUAHAM ENGLAND GARDNER GILLETT v GOODWIN GOODWIN GRAINGER GUINDON GUINDON HANE ST HARRIS HARRIS Episode Status HR HOMN ADMIT 0 HOMN ADMIT HOMN ADMIT NOMAD KIT HON ADMIT HOMN ADMIT NON ADMIT HOMN ADMIT Medical Records Info Claims Audit Report Discharge Client Edit Bate De Transter Summary Report Episode visit Summary Report Home Health Utilization Summary Home Health case Mix Detail and Insight Report Event Stages History Report I
154. OCIALASPIRITUSL EFFECTS G PATIENTACAREGIVER S VWERBALIZES UNDERSTANDING Of Y M 2 19 2009 12 00 00 WENDY BOOKER ASSESSMENT OF PAIN PATIENTACARESIVER S VERBALIZES UNDERSTANDING OF Y M 2 19 2009 12 00 00 WENDY BOOKER ADMINISTRATION OF PRESCRIBED MEDICATIONS G PATIENTACAREGIVER S VWERBALIZE UNDERSTANDING M Y 47772009 12 00 00 WENDY BOOKER RM KEEPING DIARY PATIENTACAREGIVER S VWERBALIZES UNDERSTANDING Y M 2 19 2009 12 00 00 WENDY BOOKER NOTIFY HOSPICE NURSE OF UNRELIEVED OR INCREASED 21 4 2 SIGNING ORDERS FROM IDG When the Medical Director tries to sign his her IDG note a message will pop up that if they have unsigned orders F2F encounter may have to be added depending on the benefit period the patient is in See F2F information below If the CTI is not signed the F2F documentation can be copy pasted on it if desired The F2F documentation can merely be viewed from this screen by clicking on the F2F button Page 161 of 284 All unsigned orders will also be available for signing Once all are signed the Medical Director can sign the IDG note and the meeting moves to the Completed status ANY REQUIRED MEMBER 5 NOTE NOT SIGNED WILL PREVENT THE MEDICAL DIRECTOR FROM DOING THIS To manage this run the IDG Meetings Due report the day before and morning of the meeting and monitor for unsigned notes Recommendation is to set up an Administrative Task to
155. OID Contact Information Bereavement Type Hospice Community Self Referral Risk Assessment Bereavement Contact Demographic Information First Last Name Middle Nickname Salutation Mame Suffix Date Of Birth HOSPICE TEST 2 COMMUNITY Calendar Relation Client Street FIP Code City State County 3HTEF 1213 BROORTROUT LM 1635 3 Home Phone Work Phone Alternate Phone EMail 112 112 1212 Hospice Client Demographic Information First Mame Last Mame Middle Nickname Client Gendar Date OF Birth Client 55M Client MR Number Service Line Branch Team Referral Information Referring Agency Referral Contact Marne Referral Contact Phone Referral Date AMERICAN RED CROSS BETTY LOLU 207 009 0099 General Bereavement Information Date OF Death Bereavement Start Date Bereavement End Date Bereavement Case Manager Comments BETTY WITH THE CALLED REQUESTING BEREAVEMENT TO CALL THIS COMMUNITY PATIENT SET COLINCELIMG SERVICES OR REFERRAL SUPPORT GROUP Edit 238 284 30 5 GROUP DOCUMENTATION Group Details can now be documented by clicking the Group tab under Bereavement Tracking Dereav 1 Trac Activity Letters Group information will be held in the Bereavement Groups Bereavement Groups RSL FALCON Bereavement Group v Date Branch VY Group w Group Leader
156. ORTH ROBBIE iz ER gt a Demographics Service Lines Branches Service Line Y Default 57 Active Vv Client Branch 77 Payroll Branch Y Active Organization Assignments i moo e c a ThA Qualifications Permissions Payroll Information Login Profiles Renewable Requirements p entes Add setas Defaut inactivate d Add 62 Edit Payroll Branch Inactivate Teams Locations HR Log Team Y Active 57 Location 77 Active 57 Counseling Events Field Inventory Attachments HCHB Licensing 4 Add Inactivate 4 Add IE Inactivate Y 4 gt Financial Manager M Resource Manager 1 M Homecare Connections T 247 284 6 Qualifications are not required 7 Click on Permissions all fields should default to N If default is Y click drop down 8 and select N Click on the Payroll Information tab Enter the Hire Date Worker Category Volunteer Worker Type Volunteer Primary Job Description Volunteer Services and Mileage Payment Method Leave all other fields as they default See screenshot below Robbie Hollingsworth s Payroll Info Payroll Information Hire Date Termination Dake Driver s License State r Dept Payroll Driver s License Worker Classifications Primary Worker Class Exempt Full Time Office Field Sales Nes 0 Yes 9 Worker Category Worker Type
157. OY ADLER MARY AHEE ROSE ANN THORREZ PHYLLIS TILLMAN TIMMONS DEE TUESDAY MORHIHG 1 ADLER AGOSTA SANDY TEST HOSPICE TEST BEREAVEMENT TEST HOSPICE TEST SELF REFERRAL GROUP DISCUSSING GONE FROM SIGHT SPRING TEA ABERMATHY TROY ACTON JOAN ADLER MARY AGOSTA SAND MCPARLAND DOROTHY MCGHEE JANET MCGINT Yr MIKE MCGREGOR BARBARA TEST HOSPICE TEST BEREAVEMENT TEST HOSPICE VELEZ BARBARA VERSLUIS LYDIA VERVILLE JERRI SPRING TEA TO REMEMBER AT THE BOTANICAL GARDENS WITH SERVICE Group Leader ROGERS CATHERINE PTA ROGERS CATHERINE PTA Page 244 of 284 OA 26201 2 09 45 16 Total Attendees I2 WOLUNTEERS PRESENT TO ASSIST Powered Homecare Homebase Total Attendees 25 age of 1 245 284 31 1 HOW TO ENTER VOLUNTEERS To enter Volunteers into R2 Resource Manager 1 Select Manage Workers from the Resource Manager Menu 2 Select Add Edit Workers Resource Manager Homecare Conr Man VisiE Volunteer Activity Time Add Edit Workers E Worker Information Worker Logging Worker Payroll Info 3 Click the Add button HUFFMAN LAUREN 25141 ACTIVE JOHNSON 25148 ACTIVE PATRICIA EM 291539 ACTIVE MOORE PATRICIA 25180 ACTIVE MOORE LORRIE EM 25181 ACTIVE Y MICHOLSON wWAL e263 ACTIVE nhi A
158. PAIN SCALE TO MANAGE PAIN AND REPORT CHANGES TO HOSPICE ALTERED CARDIACAKIRCULATORY SYSTEM HOSPICE NEED FOR SKILLED TEACHING AND MONITORING USE OF OXNGEM HOSPICE INSTRUCT REASON FOR OXYGEN AND APPROPRIATE LITER FLOW PER MIMUTE 5 PER PHYSICIAN ORDER INSTRUCT SAFETY ISSUES RELATED TO OAYGEN USE HOY TO CONNECT AND TURM ON OR GEN TO APPLY EITHER MASAL CANNULA OR MASK SMOKING NEED FOR NO SMOKING SIGNS TO OPERATE EQUIPMENT AND WHO 7 WHEN AHAT NUMBER TO CALL WITH ANY PROBLEMS RELATED TO OXYGEN OR OXVGEN EQUIPMENT INSTRUCT PROPER USE OF FOR COMFORT TERMINAL PATIENT PATIENTACARERGIVER S VERBALIZES UNDERSTANDING OF INDICATIONS OF ORYGEN USE AND PROPER LITER FLOW PER MIN PATIENT CAREGIVER WERBALIZES SAFETY ISSUES AND WHOASHENMMAAT NUMBER TO CALL WITH ANY PROBLEMS RELATED PATIENT CAREGIVER S DEMONSTRATES PROPER USE OF 02 FOR RESPIRATORY COMFORT ISSUES Added Removed Date Y Y Y 09 25 2010 09 25 2010 09 25 2010 09 25 2010 09 25 2010 09 25 2010 09 25 2010 09 25 2010 09 25 2010 09 25 2010 09 25 2010 0925 2010 09 25 2010 Page 41 of 284 Username DESI BURNETT HOHE REP DESI BURMETT HOHE REP DESI BURNETT HOHE REP DESI BURMETT HOHE REP DESI BURNETT HOHE REP DESI BURNETT HOHE REP DESI BURMETT HOHE REP DESI BURNETT HOHE REP DESI BURNETT HOHE REP
159. RI ro MEM les cease 192 qu c 194 26 PRINT MEDICATION PROFIBE i e pisc o IURE ee 195 RNEPOREMANADIEI E pa 196 a d Ncc M 198 25 1 Assign LP for Hospice Evaluation Visit uy Det VPE 198 28 1 1 Transitioning of patients to HCHB at LIVE 201 25 1 2 ASSmnind Workers INMANOM VISIES d anin raaa i araar aan E aiiai 202 29 MEDICAL RECORDS IN HCHB CAN ALSO BE DONE IN R2 ORDERS CONSOLE 205 CORREO NE ihi PNIS 205 29 2 Verify Receipt of Signed Documents and Medical Release 208 29 2 1 Review Print sis ge E OU 210 Len Eo rdar To EM Tm 211 29 4 Reprocessing Unsigned ORBIS Pao Hp URDU DA bem GUN Rad IDE dS 217 ROS REDI PEE EAA EIA MEE RI EM HR PUEDES EIU n PE 220 29 5 1 Order Tracking HCHB or R2 Reports 220 29 5 3 Orders to Be Sent HCHB R2 Reports Manager 222 30 BEREAVEMENT PROCESS 2ziistixiFinkEXDKb SKENSS FERRE KE
160. S NECESSARY gt tty Decline Order View Order F2F Encounter Close 4 Add Physician Narrative View Physician Narrative Edit Physician Narrative Once the Narrative has been added the order can be signed See more information on F2F in section 34 172 284 The Review Edit Approve Hospice Recert Order event will come to workflow usually 14 days before the end of the current Benefit period based on your agency s System Setting At the same time the IDG meeting for Recert Order Due is generated See process for date modification below The recommended process for recertification includes 1 Recertification visit RNO2H is scheduled to occur 3 to 4 weeks prior to the end of the patient s current benefit period The assessment attached to this service code includes all of the elements needed to determine whether or not the patient meets criteria for ongoing hospice care These criteria will be discussed at the recertification IDG meeting It is recommended that this service code be plotted on the patient s calendar at the time of the SOC visit in order to insure that it won t be forgotten 2 The Review Edit Approve Hospice Recertification Order Task initiates based on system settings determined by the agency as above CIGNA GS MEDICARE HOSPICE 2 28 2012 2 297 2012 HOSPICE REVIEW EDIT APPR VE HOSPICE RECERT 571522012 12 20 20 RELERT ORDER LL PALMETTO HOSPICE 2 287
161. SK MANAGEMENT RUN GI EVENT PRINT REPORT IN REPORT MANAGER May 25 2009 8 00 DIRECTOR OF OPS REVIEW AND FOLLOW UP ON COMPLAINTS May 25 2009 8 00 DIRECTOR OF OPS REVIEW AND FOLLOW UP ON INFECTION CONTROL REPORTS May 25 2009 8 00 Page 23 of 284 2 5 CHANGING THE VIEWS TO BETTER MANAGE TASKS USE THE LOGOUT ICON TO SAVE CHANGES 2 5 1 MOVING THE COLUMNS Tap and hold the column to be moved Drag the column to the desired position and release the mouse Example of the column being moved over Actions Client Related Tasks Review Coordination Notes Review Billing Notes Administrative Tasks Client Search Print Client Related Tasks Drag column header here to group by that mmm dm LET ees HH CLINICAL SUPERVISOR GARRETT OAKLEY RECERT DC DECISION EOE RECERT DC DECISION MEDICARE 1 CLINICAL SUPERVISOR SCOTT JUSTIN RECERT DC DECISION EDE RECERT DC DECISION MEDICARE 1 2 5 2 FILTERING Click the down arrow of the column to be filtered Select desired option from the list and the screen will filter accordingly i e filter by one client name or a particular task to be performed Example of Filtering Options Actions Client Related Tasks Review Coordination Notes Review Billing Notes Administrative Tasks Client Search Print Client Related T asks Drag a column header here to group by that column CLINICA
162. Street Code City State Mileage Paymethad Mileage Start Mileage End Trip Fees lot Applicable Status Reason Details Save amp Shay A Save Don t Save Tip Users can create Non Visit Activity entries more quickly using the Save amp Stay button which saves the current entry and refreshes the screen for a new entry for the same worker Inactivate Activate users can activate or inactivate an existing entry Page 262 of 284 View view details of an existing entry without editing the entry Accept Unaccept accept an entry that has not previously been accepted or declined Decline decline an entry that has not previously been accepted or declined View History view the action history of a selected entry View Non isit Activity History for ABE CONSTANCE Drag S iir header here to group by that Cane PITT OT ETT OT TOT TC POC OPORTO Worker Modified Modified cots v active v Type Details y EYE 8 gt Branch x Date Start Tir By Date Line ABE Dene 2009 ACCEPTED FY SAID TIME OFF HEALTH ATL CONSTANCE VACATION 263 284 Non Visit Activity Report launches the non visit activity report e Required Fields Red Asterisks Nan Visit Activity Report BROOKDALE TRAINING Apply Criteria Values DEFAULT Date From a 7 d B
163. TUS HOSPICE INTERVENTION EDUCATE PATIENT FAMILY ABOUT SEIZURE PRECAUTIONS GOAL CAREGIVER S VERBALIZE UNDERSTANDING ON SEIZURE PRECAUTIONS NOP NEED FOR SKILLED TEACHING ON LEVELS OF CONSCIOUSNESS HOSPICE INTERVENTION ASSESS FOR SIGNS AND SYMPTOMS OF DECREASE IN LEVEL OF CONSCIOUSNESS GOAL PATIENT CAREGIVER VERBALIZES CAUSES OF DECREASE LEVEL OF CONSCIOUSNESS NDF ALTERED GENITOURINARY HOSPICE NOP NEED FOR 084 OF THE GENITOURINARY STATUS HOSPICE INTERVENTION CONDUCT GENITOURINARY ASSESSMENT ASSESSMENT FINDINGS DOCUMENTED IN PHYSICAL ASSESSMENT GOAL PATIENT 15 FREE FROM EXACERBATIONS OF GENITOURINARY DISEASE SINCE LAST VISIT NOP NEED FOR SKILLED TEACHING OF INTERVENTION REGARDING GENITOURINARY STATUS HOSPICE INTERVENTION INSERT OR CHANGE FOLEY CATHETER PER ORDERS INTERVENTION INSTRUCT PATIENTACAREGIVER REGARDING IRRIGATION OF FOLEY CATHETER Expand All Collapse All Report Example Page 160 of 284 Hospice POC Report 3 2008 1 57 48 PM Client ADDISON Ho 2500007020402 SOC Date 24 3 2008 Address 123 MAIN ST DOB 11 5 1313 Physician POWERS JR RUNAS 69879 ALEXANDER CIT AL 35010 3368 280 ALEXANDER CITY AL 35010 Phone 1111111 1111 Floor Room Physician Phone Fax Directions NDP MEED FOR MANAGEMENT OF PAIN Y M 2 9 2009 12 00 00 WENDY BOOKER RN 1 INSTRUCT PATIENTACAREGIVER S OF PAIN M Y 47712009 12 00 00 WENDY BOOKER RN SPECIFIC
164. The patients will be listed for each meeting date that you select in the left column Once selected click on Load IDG Meetings in the lower left corner Options for other functionality are loaded from the tabs across the bottom of the screen such as View Details of the notes Add an IDG Member Add a PRN Meeting Edit a meeting see the POC Update Report view the Medical Record etc Doing a right click on the patient or team member will open the view Adding a PRN meeting adds an extra meeting Editing a meeting date resets the 14 day cycle from the editied date forward An example of all the required team meeting notes being signed is on the next page Right clicking on the patient name allows you to see the team memebrs and right click on the team member allows you to view the note all data has been removed for HIPAA purposes Note if a note needed to be added in R2 rather than in Point Care it would be done in this way also except the choice would be Edit Details rather than View Details 157 284 IDG Meeting Details for ACEVEDO DESIREE IDG Role Y Worker Y Status v Start Date Y Signed Date VY Voided Date BERESVEMENT COUNSELOR MOSMAN BONNIE SIGHED 11 09 2010 CLINICAL SUPERYISOR ALTHOFF DOROTHY SIGNED 11 10 2010 MEDICAL DIRECTOR BROW DOLORES SIGHED 11 10 2010 PASTOR COUNSELOR TARMOPOLSKTI JOHN SIGNED 11 09 2010 REGISTERED WURSE CHAFFIN LAVERME 9 SIGME 11 09 201 1091201
165. Total Records 140 Clear Extended Search Fiters Load Order Console DECLINE DAYEY MISS MARKO MISS MARKO MISS MELANIE MISS MELANIE NASH NANCY NASH NANCY NEELY NICK NEELY ot 4 NEIGHBOR NED NEIMAN NICOLE NEIMAN NICOLE NELSON NADIA NELSON NADIA NEON NICK NEON NICK NEVER NORAH NEVER NORAH e vou process order vew History prine Order Date Y Order Type 04 02 2012 12 00 4M 485 ORDERS 04 02 2012 03 24 PM ADD ON DISCIPLINE 04 02 2012 12 00 485 ORDERS 04 02 2012 03 24 PM ADD ON DISCIPLINE 04 02 2012 12 00 AM 485 ORDERS 04 02 2012 03 24 PM ADD ON DISCIPLINE 04 02 2012 12 00 AM 485 ORDERS 04 02 2012 03 24 PM ADD ON DISCIPLINE 04 02 2012 12 00 AM 485 ORDERS 04 02 2012 03 24 PM 04 02 2012 12 00 AM ADD cn MALL 485 ORDERS 57 F2F Completion Da Mnt rt nth nnn nh nh nnn nnn nnn nnn nne nnn enne nn nnn nnn enne nnn nnne enne nennen v OSD me ao lt 04 02 2012 03 24 PM ADD ON DISCIPLINE 04 02 2012 12 00 AM 485 ORDERS 04 02 2012 03 24 PM ADD ON DISCIPLINE 04 02 2012 12 00 AM 485 ORDERS 04 02 2012 03 24 PM ADD ON DISCIPLINE 04 02 2012 12 00 AM 485 ORDERS 04 02 2012 03 24 PM ADD ON DISCIPLINE 04 02 2012 12 00 AM 485 ORDERS b iq 4 P PM Er FE view Physician Narrative Close Date Order Sen
166. URRENT SOE Date 011212011 Primary Payor 1 MEDICARE UGS EDE Date garizo SecoundaryPayor SOC Date Signature Forms Active Inactive Al Signature Form Name v f Signature Execptions Y Attachments 7 Active Last Updat DME SUPPLIES AGREEMENT 03 02 2011 ADMIN NOTICE OF MEDICARE PROVIDER NON COVERAGE 02 07 2011 ADMIN HCHI SERVICE AGREEMENT 01 31 2011 ADMIN HCHI be 29 3 PROCESS ORDER TO PHYSICIAN Orders are processed to the physician from the Action Screen when the task Process Order to Physician appears The order type may be the POC Physician Verbal Order Discharge Order etc Regardless of the type of order all are processed out for signature the same way Click Print New Order to preview and print Displays the physician s preference for receiving orders Page 212 of 284 Process New Order To Physician for CUMMINGS CELESTE Et New Order Process Order Physician After the order has been printed click Process Order to Physician so that the following box appears Enter the appropriate dates and method then click Save to exit The order will disappear from the Action Screen and now resides in the client s medical Process Order Process Order for FULLERTON Order Date 3 23 2012 12 17 00 PM Order Type PHYSICIAN VERBAL ORDER Primary Physician ASHTON ELIZABETH Preferred Communications Method DELIVER Secondary P
167. W Events be sure of your selection client s Primary Physician will automatically populate but be changed by tapping the button to search the database Indicate Secondary Physician if applicable but note that a signature will be required e Indicate if the order will go to the physician for signature defaults to Yes Required feature for JCAHO CHAPs compliance Order read to physician Indicate Y or N e Indicate if ABN delivered to patient defaults to NA Required for early discharge by the agency e Enter text in the Order Description section e order affects the Calendar Medications Level of Care Supplies Diagnosis or Vital Sign Parameters place a checkmark in the appropriate box es for that new tab to appear next to the Orders Tab 137 284 that in Approval of Orders workflow there will be an alert if no reason has been added to an order Click on each file folder heading Calendar Medications etc to add delete the information called a transaction This is very important Do not just enter text in the Order Description area if it affects the calendar LOC meds etc If a transaction is not added the client s profile will not get updated e Check in Wound Care Box Y if this order is for wound care e Click Save after all information has been entered Shows basic order information Hi Client Order for BRUBAKER WILLIAM Secondary Physic
168. WOODCOCK MARGIE SLATER WILLIE METER MARGERY SNODGRASS MARJUF BOYKIN DORIS MORRISON MARK DONN MEAD WILSON BRADY MARIO MORGAN NORRIS PATHE ROSALIND ANDERSON ROSY JOSELYN UFFILL WILLARD Mar ae Risk Assess View Current Risk Assessment Print Current Risk Assessment View Risk Assessment History Edit Careplan View Careplan View Careplan History Add Bereavement Contact Edit Bereavement Contact View Bereavernent Contact Create Bereavement Client Add Edit Bereavernent Case Manager End Bereavernent Calendar Coordination Mates Visit Motes d 227 284 Bereavement Careplan for JONES CATALINA CONDOLENCE CALL WITHIN 5 BUSINESSDAYS OF DOD SYMPATHY CARD SENT WITHIN 100475 OF DOD FOLLOW UP PHONE CALLS VISITS BEREAVEMENT LETTER SENT AT 30 90 150 270 AMD 365 DAYS AFTER COD INFORMATION REFERRAL COMMUNITY RESOURCES INVITATION TO ANNUAL MEMORIAL SERVICE SATISFACTION SURVEY SENT AT END OF BEREAVEMENT EPISODE GOAL BEREAVED PARTY WILL INDICATE THAT BRIEF NEEDS WERE ADEQUATELY MET END OF BEREAVEMENT EPISODE Save x Cancel NOTE There are 2 options for documenting bereavement contact Coordination notes can be set up to capture information from a phone call for the following Note these are only suggestions ADULT BEREAVEMENT STANDARD FOLLOW UP CHILD BEREAVEMENT STANDARD FO
169. Y BEULAH OPEN MEDICAL DIRECTOR CHEN ROBERT OPEN PASTOR COUNSELOR GILES BENJAMIN OPEN ADMINISTRATIVE STAFF BATTAGLIA CAROL Note A template for the IDG note be created for each of the required disciplines in the Client Icon2IDG Lookup Table Meeting Details for AREVALO MARIAN LIEN eC AL ER ADA 15127215 NURSE Page 155 of 284 21 4 STARTING THE IDG MEETING The IDG Console Screen is in R2 From the R2 application click the Clinical Manager tab and then the IDG Console icon from the toolbar or in HCHB gt the DayPlanner icon E HCHB Central Central Financial Manager Resource Manager Homecare Connections T 9 Order Bereavement Report Fax Console Tracking Console Manager Console i Clinical Documentation Hospice Reports From the parameter fields elect the From date as the date of the last meeting and the TO date as the date of the meeting See screen shot on next page When a client dies the death date populates the IDG screen for that date not the next meeting date The meeting can be completed and the next scheduled meeting on the screen be Voided death and discharge meetings occur on that actual date This is why you what to start with the FROM date being the date of the last meeting so they are not missed Choose the Meeting reason that you want to review first by clicking on the IDG Meeting Dat
170. al Referral Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives Drag a column header here to group by that column Advance Directive Advance Directive Content 7 Was bo NOT RESUSCITATE FRIDGE COMFORT MEASURES ONLY 2j Add Advance Directive Set Advance Directive to Inactive Next Coordination Notes Episode Attachments Client Attachments BP Print Cient Info H Save Cancel 124 284 Edit Referral for HOSPICE ALEXANDER WILLIE Service Line Assigned Branch Assigned Team Location HOSPICE BRANCH AKR 5 Y Last Name First Name MI MRNo Gender DOB Nickname ALEXANDER WILLIE M lAKRO0005994402 FEMALE 06 02 1930 General Demographics Service Locations Contact Type Y Last Name 77 First Name 77 Active Y Relationship Y Street Y City Y State Y Zip Y Home Phone 77 Work Phc EMERGENCY RAYMOND NINA Y DALIGHTER 6125 PILOT VIEW LOUISVILLE 44641 330 875 8458 Contacts Referral Source Payor Sources Physicians Clinical Client Information Allergies Case Managers Inpatient Events Other Vaccination History Family Link Diagnoses Scheduling Schedule Scheduling Criteria Advance Directives H m a Add Contact Edit Contact Inactivate Contact Begin Bereavement Care for Contact E coordination Notes Episod
171. al Sign Parameters Calendar Bl Diagnoses Save M Cancel Add Client Order for ADDERTOM DOROTHEA RELEASE TEST TRAINING ABM Delivered Order Read Back Order Date Order Time Order Type Patient Physician Agent OF Physician 04 06 2012 10 09 HOSPICE PHYSICTAM VERBAL ORDER Y Primary Physician Secondary Physician COPELAND PAUL ry Send Physician Wound Care Order S Send Facility NOTE After Order Type is selected the appropriate content reason boxes will show Content Reasons Medications Supplies 77 Mital Sign Parameters 77 Calendar Diagnoses V Care Order Description ORDER DESCRIPTION Level Of Care Respite Care has an effective date and an end date Both need to be completed It will not let the user choose more than 5 days Page 149 of 284 H Add Client Order far DECLINE DANNY 12572012 hd 1 04 HOSPICE PHYSICIAN VERBAL ORDER Secondary Physi Order Read back to Delivered MOTE After Order Type i selected the appropriate content reason weician Agent of Physi to Patient 298 En show n vr I EI Vital Sign Parameters Calendar Diagnoses of Care RESPITE CARE vi Expiration Date Add Client Order for ADDERTOM DOROTHEA RELEASE TEST TRAINING ABN Delivered Order Read Back Order Date Order Time Order Type To Patient Physician Agent OF Ph
172. anch Transfer Mark Chen as DO NOT READMIT HOSPICE NEW JERSEY BLUE CROSS 18 17 2010 Print Medical Record Author nations Cent Information Chant Tracking Sheet Report 35 3 1 2 ORDER CONSOLE AND TRACKING F S 15 2010 PA To 20 2010 BJ 23 2010 BJ 28207110 Inv b b 2008 3 1 2010 24 2010 5 24 2010 1277 2010 T2 amp 2010 TATAI TOAT Tia ran 11 4 2010 11 3 2010 TOz20 2010 1To 13 2010 3 27 2080 1226727710 To 7 72001 1 5 2011 To z872010 11 23 2010 11 3072110 2472110 12023210 12 7 2010 an Sax 1 1 3 2011 12 25 2010 1 19 2011 en fet 1 7 2011 1 15 2011 12 25 2010 aza anii 2572111 1 4 2011 4472011 1 25 2011 1 21 2011 12722710 eh From the order console or tracking screens locate an order in the right benefit period for this patient and right click on that order the Medical Director s CTI order is a good one to select This will bring up the menu options and the user can select Face to Face Encounter presenting the user with the Face to Face grid There is also a F2F Completion Date column on this screen This will populate with a date when the F2F Encounter has been completed for that benefit period 279 284 Order Console Search Search By d Order Number 77 Client Name
173. arge Visit Note Print visit Note Close 47 284 4 2 8 DOCUMENT MANAGEMENT The Attachment Console provides users with a way to upload multiple attachment types 1 wound images Client Episode and Visit Documents from a single location eliminating the need of going into multiple locations to attach images or documentation This tool will allow the user to associate multiple attachments to a single attachment type and then individually associate each attachment to a client and even to a specific visit when necessary as shown in the example below The following example demonstrates the functionality From the HCHB Orb in R2 select the Attachment Console Clinical Manager Financial Manager Resource Manager Homecare Connections a t i nical Order levy Bereavement IDG Report Fax Attachment iput Console Referral Tracking Console Manager Console Console Clinical Documentation Hospice Reports Attachments gt Attachment Console Search BROOKDALE TRAINING fae ee S Recipient Y Location Y Type Y Y Y van 57 Comments Y Re Recipients Clients Episodes Deposits Payors Attachment Locations Attachment Types Included in Medical Record Yes No Visit EFFective Dates From Y To E Comments Status Active Inactive 9 All Additional Search Filters 4 25
174. ary secondary physician name the date the order was sent expected and or signed It also includes a description of the order This report may be filtered by order status not sent sent but not signed signed order type POC Add On Discharge Follow Up Physician Verbal Order Level of Care Client s first and or last name Physician s first and or last name due date matching a specific date and or branch code homecare Order Tracking Report 1242 2008 homebase Inputs Branch CUM Entered Date Between 10 06 2008 and 12 12 2008 Physician ABBOUD JOSEPH Physician Group Physician Phone 215 829 2499 Physician Fax 215 629 2487 Client THOMAS MARGOT Ho 1 00002907501 Order Date 10 9 2008 13 40 00 Order Type PHYSICIAN VERBAL ORDER Notify New Orders Via PAPER Entered by KAREN REEVES RN Alternate Physician Admission Coord ASSIGNED Approved KAREN REEVES RN Send To Physician Read To Physician How Sent End of Episode Date 10 04 2008 Date Entered 10 09 2008 Date Approved 10 09 2008 Date Sent Date Expected Date Signed Days Outstanding 64 Description OASIS DIAGNOSES CHANGE Orders for this Physician 1 Physician AGHAI ZUBAIRUL Physician Group NONE Physician Phone 856 342 2265 Physician Fax 856 342 8007 Client KNOWLES DORISS CUM00003285301 Order Date 11 19 2008 12 34 00 Order Type DISCHARGE FROM AGENCY New Orders Via PAPER E
175. at the Assign LP stage on the action screen If they are at any other stage i e missed or declined visit process that stage until the patient is at Assign LP homebase File Workflow Manager Pathways Clients Payor Sources PointCare HMACS Workers Reports Administration Help ae 05 N CANO Service Line Branch lt ALL hd Team ALL Actions Client Related Tasks Review Coordination Notes Administrative Tasks Client ALD M Print ClientRelated Tasks Drag a column header here to group by that column Responsible Client Name Event Task Payor Type Payor Source rrived 5 Position 5 2 Go to the Workflow screen by clicking on the work flow icon Click on refresh button to refresh Workflow screen Step 3 From the workflow screen click expand beside the patient that is being non admitted Open all levels of workflow for the patient At the last level right click and select the non admit option from the pop up box 134 284 File Workflow Manager Pathways Clients Payor Sources PointCare HMACS Workers Reports Administration Help 5S 0 OO 5 Service Line hd Branch lt ALL gt Team WorkFlow Summary Client lt ALL gt Expand All Collapse Ey Print Workflow Summary Event lt gt 7 Stage KALD BANE JUDITH L MANo JH
176. ate workflow to replace with a known physician and cannot be removed from workflow until that happens The cannot be approved until the actual physician is entered Page 68 of 284 6 3 DEMOGRAPHICS There are three tabs within the Demographics section Client Service Locations and Client Contact 6 3 1 CLIENT TAB homecare homebase 05 22 2009 01 56 45 PM New Referral for HOSPICE General Referral Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives Client Service Locations one required Contacts Gender DOB Hace Alemate Phone Work Phone MALE 11 11 1911 WHITE 872 3452433 Email COCO CHANEL GMAIL COM 6 3 2 SERVICE LOCATIONS TAB e Service Locations are used to identify address information for the patient i e primary residence family member s house facility respite etc At least one Service Location is required There is a 1000 character limit in the Travel Direction field Add Service Location for DISCHARGE DEMO ee pe Client amp ppraval Recenved to Fax Back Visit Mates Ham CESA Mo Client Approval for web Access N Phone Service Location Comments Travel Directions Save Cancel Page 69 of 284 NOTE For a Transition Recert an Effective Date tab must be completed NOTE If the patient resides in a facility there will be an added field to enter a room number
177. aturation 945 Collect Send to order Lower Upper Prothrombin Time secs Collect Send to order Lower Upper 22 Save amp Slay Lower Upper MUAT cms Collect Send to order Lower Upper Colect Send to order W Lower D Upper Thigh Circumference cms Collect Send to order Lower z Upper Save Don t Save Page 112 of 284 Note It is extremely important to not use a zero as a placeholder with the intention that it equal null in Vital Sign Parameters If the desire is to not receive Vital Sign Workflow Alerts then all vital sign parameters must be a changed from a zero to a null The value of a zero is viewed as a valid response for some vital signs 13 7 EDIT VIEW HOSPICE PLAN OF CARE Used to compile POC orders goals long term goals as well as interventions and short term goals for subsequent visits The NDP s Nursing Diagnoses Problem Statements establish each discipline s orders and global goals as well as set up the care plan for all future visits NDP s are established by the admitting RN in the field however office users can also edit NDP s in Reviewing SOC Evaluation Documentation workflow To add NDPs right click on the SN Pathway click in the green field add the NDP then right click on the NDP added and choose the appropriate Interventions and goals for that NDP Or right click on any existing NDP to remove any NDP In
178. ature line next to the signature name and title of the licensed professional Don t Save Closes the window without saving data 21 5 1 1 2 EDIT ENCOUNTER DOCUMENTATION The Edit Encounter Documentation button is only available to the person who entered the documentation The user will reveive the same F2F documentation screen as previously described and make their neseccary changes When the user clicks on the save button it will change the date of documentation completion form and Face to Face section on the Medical Director s order To edit this Face to Face Encounter record the user will have to highlight the appropriate row on the grid and click on the Edit button at the bottom This will present the user with a Face to Face entry screen containing Agency Take Date This is the date entered by the agency to identify when this F2F record was initiated by your agency This is a basic drop down calendar box for date selection or the user can type in the correct date This field will default to today s date Service Code of Visit to be performed This field designates if a nurse practitioner or Medial Director team physician is performing the Face to Face visit The user will need to tap on the down arrow for a list consisting of NPHF2F Nurse Practitioner or PHYHF2F Physician The option selected will determine the service code sent to PointCare if visit is being done in PointCare and the worker list populated later
179. ce Encounter Completion Date of Completed F2F Encounter Date F2F Form Signed by Licensed Professional Licensed Professional who Completed FeF Encounter Save Don t Save 274 284 e The last section Face to Face Encounter Completion does not need to be completed at this time This section will be completed after the F2F encounter is complete Date of Completed F2F Encounter the date the licensed professional performed the Face to Face visits This is a basic drop down calendar box for date selection or the user can type in the correct date Date F2F Form Signed by Licensed Professional this is the date the licensed professional signed their documentation the Face to Face as complete This is a basic drop down calendar box for date selection or the user can type in the correct date Licensed Professional who completed F2F Encounter this is a drop down box for the user to select which licensed professional completed the documentation Save Saves and closes this stage e Dont Save Closes the window and returns the user to the Schedule F2F Encounter stage 35 2 1 4 2 PRINTING F2F FORM FOR A MEDICAL DIRECTOR TEAM PHYSICIAN If the F2F encounter is scheduled to the Medical Director the user will see this screen when they select this print option 2 F2F Form for KARI T UNE SIMO View Prnt
180. ce Volunteer Requirement Report from R2 gt Resource Manager gt Report Manager gt Report Manager CHS 9 o File Administration Search By Report Name Search For LALREPORTS 00000000 E Hospice Key Metrics Report 4 Hospice Volunteer Requirement Report CI BILLING REPORTS amp l ded Length Of Stay For Active Clients Report The Haspics Volunteer Requirement Report lists totals CJ INTERFACE MONITORS E Hospice Length of Stay Report for hospice and volunteer hours as well as the C KPI REPORTS 11 Hospice Level of Care Unbilled Report percentage of hours used for volunteers MILEAGE ANALYSIS REPORTS 11 Hospice Location OF Death Report f 4 5 This operational report displays hospice hours MONTH END CLOSE REPORTS 21 Hospice Manual Hold From Billing Report home time volunteer hours volunteer hours as PAYROLL REPORTS 21 Hospice Median Length Stay Report percentage of hospice hours volunteer rate and REFERRAL SOURCE LINK REPORTS 3 Hospice Physician Services Report bi reine and SCHEDULING REPORTS 5 Hospice Physician Services Summary Report CI WORKER REPORTS 11 Hospice PIP Report CI WORKER REPORTS Hospice QAPI Analysis Report Keywords 11 Hospice Revenue by Client Report E Hospice Revenue By Level Of Care Report 1 Deme REQUIREMENT YOLUNTEER Hospice Volunteer Requirernent Repor
181. cept Decline view History Load Mon VisiE Activity Items Non Visit Activity Report Close The filters allow multiple selection of items within the list Users may use the Select All option to select all entries in the list To commit the selection users will click Done in the upper right corner of the list Non VisiE Activity Status 7 ACCEPTED Y DECLINED OPEN This multiple select feature extends to the worker filter as well When clicking the Worker option to search for activities by a specific worker users will be presented with a screen to search for specific workers and select as many workers as needed 259 284 Please select one or multiple Workers 4 ol x Status Search by Search for Active Inactive Last Name SMITH A Available Workers for selection Selected Workers Last Name 77 First Name Y 77 Worker Category Y Primary Job Desc 7 Worker Type v 7 SMITH LAURA FULL TIME RN EMPLOYEE SMITH ALICE PER DIEM FEE FOR SERVICE RN EMPLOYEE SMITH BEATRICE SMITH ALVIN PER DIEM FEE FOR SERVICE PT EMPLOYEE SMITH FULL TIME EMPLOYEE SMITH BARBARA 5 PER DIEM FEE FOR SERVICE PT EMPLOYEE SMITH BEATRICE PER DIEM FEE FOR SERVICE EMPLOYEE SMITH CARRIE FULL TIME RN EMPLOYEE SMITH DOROTHY NOT SPECIFIED VOL VOLUNTEE T i EE AGES S Putt A 4858299 5
182. cian Physician COPELAND PAUL lt VY Send Physician Wound Care Order V Send Facility NOTE After Order is selected the appropriate content reason box es will show ContentReason s 00 EE V Medications Supplies vital Sign Parameters Calendar Diagnoses Level Care Order Description Page 139 of 284 Shows how a transaction appears when the Calendar tab is selected Client Order for HALLER COCO 5 28 2009 amp 45 HOSPICE PHYSICIAN VERBAL ORDER Secondary Physician Order Read back to ABN Delivered Phusician Agent of Physician ta Patient Medications vital Sign Parameters 5 NOTE After Order Type is selected the appropriate check will show B Ciagnoses W Level of Care Transaction Date Code User Transaction Date Add Client Order for ADDERTON DOROTHEA RELEASE TEST TRAINING ABN Delivered Order Read Back To Order Date Order Time Order Type To Patient Physician Agent Of Physician 04 06 2012 10 09 AM HOSPICE PHYSICIAN VERBAL ORDER m Primary Physician Secondary Physician COPELAND PAUL aS Send To Physician Wound Care Order Send Facility NOTE After Order Type is selected the appropriate content reason box es will show Content 5 Medications Sup
183. cies ALL Branches ALL Teams ALL Locations CALL Clients Group BRANCH Sort F2F DATE DUE BY Display Report Criteria YES m Print e Print Only zm Fax Save As PDF Export e Cancel Hospice Incomplete Face to Face Encounter Report Page 281 of 284 dz 1 of 3 Ou id 100 Find Next T Hospice Incomplete Face to Face Encounter 12 2 2010 6 40 23 PM Report 4 Criteria CirreitEOE Date 1212010 b 12612010 ATL1 ATLIO ATL2 ATL3 ATL8D 1 10 CMC2 CMCED CUM1 CUM10 CUM11 CUM20 Range CUMS CUMSO ELZ1 ELZ10 ELZ2 ELZ20 ELZ3 ELZ3D 240 ELZ60 280 1 GCMC1 GCUM1 GELZ1 GELZ2 GELZ3 GELZI GLON1 GOCN1 HATLI Y HATL3 HCMC 1 HELZ1 HLON1 HOCN1 HPA1 HPA2 HPA3 HRUN1 HRUN2 LAN LAN1 E LAN10 LAN2 LON1 LON10 OCN1 OCN10 OCN2 OCNGD PAL PHL1 10 PHL3 PHLI PHLS 20 RUN1 RUN1O RUN11 RUN2 20 RUN21 RUNS RUNS RUN31 RUNG RUNSO RUNGO RUNGO RUNCM Dat F2F ALL P Range Compaiks COMPANY1 COMPANY2 Gromp By BRANCH Ageicks HCHB AGENCY1 AGENCY6 HCHB AGENCY AGENCYS F2F DATE DUE BY 4 1 COR HAT HEL HOC HRU Client Name MR No Current Dat
184. ckground Text Warming Level 1 Color Options Background Text W arming Level 2 Color Options Background BI Text farming Level 3 Color Options EN Background Text This allows each user to define background and text colors used when they look at the Action screen Note that many agencies will not allow anything but the default to be used Default background colors are white yellow orange and red Page 17 of 284 1 3 5 DEFAULTS m Layout Refresh Times Acton View Colors Files Default Service Line lt ALL gt Default Team lt ALL gt Client Status lt ALL gt Episode Status CURRENT Order Status APPROVED AMD NOT SENT OASIS Status ALL rm In R2 Login Profile Settings Parone Service Line Default Service Line lt ALL gt Refresh Times O Branch Default Branch BRANCH COR Action View Colors Files Team Default Filters Default Team lt ALL gt Hidden HCHE Only Client Status Default Client Status ACTIVE Episode Status Default Episode Status lt ALL gt Order Status Default Order Status SENT BUT NOT SIGHED OASIS Status Default OASIS Status UNLOCKED Reset to Default Settings ieu Save amp Stay Save Don t Save Based on the settings chosen here will retain the default filters every time user logs into HCHB Page 18 of 2
185. could do the RN70H rather than SN70H HOSPICE CLINICAL DIRECTOR Responsible Chent Name E Payor Type Position Tr VI NOTE This workflow must be completed daily in order to bill for continuous care 23 2 CONTINUOUS CARE REPORTS There are 2 reports used to manage the claims aspect of Continuous Care billing Both are worked by clinical ops The recommendation is that the review and follow up is added as an Administrative Task every 2 weeks by the supervisor The reports are 177 284 Hospice Continuous Care Validation Report Hospice Ineligible Claims Report To access this report select HCHB or R2 Report Manager Hospice Continuous Care Validation Report Manager Administration o xl Search Bv Report Mame Search For 4 Next C penne eR E Held Clients by Admission Coordinator Report CI BILLING AUDIT E HHCAHPS Survey Patient Export J MILEAGE ANALYSIS REPORTS E High Risk Clients Report MONTH END E Home Health Length of Stay Report CI PAYROLL REPORTS E Home Health Medicare Admission Coordinator Profitability Summary Report C REFERRAL SOURCE LINE REPORTS E Home Health Medicare Agent Profitability Summary Report 1 SALES REPORTS 51 Home Health Medicare Care Type Profitability Summary Report CI WORKER REPORTS E Health Medicare Case Manager Profitability Summary Report E Home Health Medicare Episode Profit Loss Report E Home Health Medicare
186. dating the F2F Encounter Record access this record cancel off this pop up scheduling box and select View F2F Encounter Select the encounter record and click on the edit button 269 284 e Change the service code to PHYHF2F Physician and save the record e Click on the Schedule F2F Encounter button again to see your change Follow the instructions below for scheduling to a Medical Director or team physician 35 2 1 3 4 SCHEDULING TO A MEDICAL DIRECTOR Assign FZF Encounter for HEATH DENNIS STEPHAN EE i Client Mame HEATH DENNIS STEPHAN Number HAT OOO0061 95502 Agency Branch BRANCH Primary Payor MEDICARE Secondary Payor PHYSICIAN FACE TO FACE ENCOUNTER FOR HOSPICE YOUNG KATIE 410 122972010 y Cancel e Service Code This code will default to the hardcoded service code setup for the Physicians This service code is assigned to a new PointCare format that only requires the completion of the physical assessment category This service code and PointCare information can be found in the section titled PointCare Manager To see more about this click on the link PointCare Manager e Licensed Professional This field will default to the physician listed as the medical director on your order This field is pulling from the physician flagged within the referral as the medical director We do allow the user to change this physician
187. dd a Coordination Note if further explanation of payor status is needed or to indicate a delay in verification Page 86 of 284 Verify Medicare Eligibility for MOATES JAMES If Auto Eligibility is being used then all Medicare patients eligibility will be checked electronically by HCHB using a 3 party application The task to Verify Medicare Eligibility is completed by the system and will no longer appear on workflow to be completed It is advised to also check the CWF for any revocations As soon as the Pending referral is completed saved the system will automatically send a request to the 34 party vendor to verify the Medicare benefits Review Eligibility Alert will appear if there is any issue with the eligibility check eview Eligibility Response for GIBSON VERMA View Electronic Eligibility Response 271 Page 87 of 284 2 Episode Etigibitity Request History _ x ppe Start of Episode Start of Care MEDICARE 12472972008 Request 2701 r Response 271 Agency ABC Hospice Slatur Category Active Coverage Agency 1335127760 Payer Medicare Part Ebgibity Dates 01 01 1593 Chert Coco Haller Stabus L ego Acie Loverage Medcare t 12545654354 Payer Medicare Date of 1 3 1323 E hgibibly Dates 01 01 1988 sender FEMALE View Request View Responsa View 271 If the workflow task is Review Eligibility Response The right
188. ded until they occur A problem should not be selected if no intervention or goal will be provided for the particular problem in the next 1 2 visits This focuses the problems and shortens the documentation needed Pathway Significance These visit types require the user to establish or re establish the plan of care With the SOC establishment of the plan of care results in the development of a Plan of Care order With the Add On visits the establishment of the plan of care results in the development of an additional plan of care for services of MSW CH Music etc via separate order First let us discuss the process in PointCare the user selects the appropriate diagnoses to justify the services they will provide Then in the Pathway the discipline specific problem statements can be selected related to the diagnoses and the findings in the Physical Assessment The pathway is comprised of a list of problem statements The user simply says YES or NO to the statements to accurately describe the needs of the client family meaning what current issues must be addressed Saying YES to the problem statements does two things Generates applicable medical POC orders with corresponding long term goals and develops matching interventions and corresponding short term goals that will be presented to the users on subsequent visits These Interventions and goals are per discipline and generate the comprehensive Care Plan So in the SOC visit selecting the
189. der Process Order View Order Print Onder _ Edit Order Void Order View Onder History Order Tracking Close 214 284 The date an order is signed can also be entered from the Order Tracking screen simply right click on the order you wish to mark as signed and choose Process Order the easiest way to look up an order that has come back in is by the order number in the lower left hand corner of the order From here enter the date signed TEN 2WKTTWRLOWRI EAS View Order View Order Description A Tb AA z TTE Bp n KARE RIEN 2108 DE A va m ET a vv AA deere iG UU cU 122 BROWN CARMELITA 5 22 2008 10 17 amp HOSPITAL HOLD Nak oh View Order History 53 Print Order 23 RACKLEY ALBERT 5 22 2008 10 00 ADD ON DISCIPLINE Print Order wiPreview OWE Fax Order 125 NORRIS LORRAINE G 5 22 2008 10 44 HOSPICE PHYSICIAN VERBAL OR MESZ 124 GRAHAM RAYMOND A 8721728 PHYSICIAN SNM K SNF Process Order for EDWARDS SUSIE Order Date 5 22 2008 10 26 37 Order PHYSICIAN VERBAL ORDER Primary Physician BESSEN DEBORAH Preferred Communications Method WEBSITE Secondary Physician MAL Date Order Signed by Physician 5 20 2008 6711 2006 t
190. der you want to reprocess right click on it and select print order _ Edit Order Process Order Void Order View Order View Order Description View Order Histor Print Order Print Order wi Preview Fax Order Hidden Features Once the order is printed right click on the order again and choose Process Order Here you will see listed the physician s preferred communications method Resend the order to the physician change the Date Order Sent to today and next to the How Order Sent put a dash and number of attempt s to resend If it is your second time to send the order enter 2 attempt and the date next to the method in the How Order Page 219 of 284 sent box This will help track the number of attempts that have been made to get the order signed A coordination note called Order Tracking can be added to the client record when there are multiple attempts to get orders signed I Process Order Process Order GEAR STALL Order Date 10 23 2008 1 43 00 Order FHTSICIAM VERBAL ORDER e MR D Preferred Communications Method FA Secondary Physician 1 241672008 1171272008 Page 220 of 284 29 5 REPORTS 29 5 1 ORDER TRACKING HCHB OR R2 REPORTS MANAGER The Order Tracking Report is used to facilitate the tracking of orders that are due ona specific date The report shows the client name order date and type prim
191. do this for DUKE HERSCHEL Status Unsigned Signed All Drag a column header here to group by that column El HOSPICE PLAN OF CARE 122312009 12 31 2003 SN AWET OWES HHA AMES I Mow OWE Order Description EVALUATE AND ADMIT TU CERTIFY THAT THE PATIENT S PROGNOSIS 15 SIX MONTHS DR LESS IF THE DISEASE RUNS ITS NORMAL COURSE IMPLEMENT HOSPICE STANDING ORDERS HOSPICE MEDICAL DIRECTOR ACT amp 5 SECONDARY PHYSICIAN FOR THE PALLIATION OF PATIENT SYMPTOMS 5 NECESSARY Add Physician Narrative Mite Physician M arrative Es Sign Order t Decline Order View Order Close 21 5 RECERT PATIENTS IN IDG If the existing patient is in their 274 or higher benefit period has Medicare as a payor and their next benefit will start in 2011 all payors are being added in June there will be a F2F Encounter button available in the patient s current referral This button if selected will present the user with the F2F Encounter grid The user can enter the Face to Face Encounter record but the benefit period SOE and EOE date will not reflect the next benefit period until the pending episode is created for the patient by the nightly job using the system setting Hospice Recertification Process Page 162 of 284 General Referral Source Demographics Payor Sources Physicia
192. e Save Cancel For order that require both the primary physician and the medical director s signautres there will be two separate areas to mark the order signed Page 215 of 284 MS Order Process Order MARLEY ZIGG Order Date 1 22 2010 4 29 00 Order Type HOSPICE Primary Physician BERRY SALFORD Preferred Communications Method PAPER Secondary Physician BETTS d ate Order Signed by Physician Medical Director BETTS amp RTURLU Date Order Signed by Medical lg Save X Cancel Type Hospice IDG in the field for the Medical Director that reads How Order Sent The date an order is signed can also be entered from the Order Console screen in R2 Click on the order you wish to mark as signed and choose the Process button at the bottom From here enter the date signed 216 284 Order Console BROOKDALE TRAINING Order Number 77 Client Name gt gt gt gt 5 Search By Client Name v Search For 4191 4196 lined Voided AI 22 Voi Declined 4198 4197 Common Filters DON ENNIO 4098 Service Lines MU ALL v h 4088 Branc es 4087 CRP BRANCH CRP mm Teams 4095 4102 Client Status 4101 Active Inactive All 4086 Order Console Filters 4085 Clients 4104 4103 4114 Order Statuses 4113 ALL 4 Extended Search
193. e 06 23 2011 SecoundaryPayor 2 MEDICAID ROOM AND BOAR SOC Date 04 25 2011 Signature Forms aActive Inactive A Signature Form Name Date Signed by Client Caregiver 7 Attachments w signature Execptions 7 Active Y Document Numl HOSPICE CONSENT FORM O4 27 2011 Y 1 Add Client Signature Farm Signature Farm 2 Date Signed by Client Caregiver OF Client Aktachements Save Dont Save 4 2 7 VIEWING VISIT NOTES IN Right click on the clients name to display the popup menu Select Medical Records Info Visit Notes Highlight desired visit note and click View Visit Note or Print Visit Note depending on how you want to view the information 46 284 Click the Close button to exit Shows the various visit notes for this patient Note that if a Paper note was completed and scanned that after the visit type it will read Visit Done on Paper visit Notes for BURTS SADIE 0100018867102 Drag a column header here to group by that column rae Tr ia Tee re Agent ID 7 Agent Name 4 7 2009 SN3 7H WOUND CARE DUE 10 4345 JACQUISHA REDWINE 497 2008 SNTIH SH HOSPICE SUBSEQUENT 4345 JACHUISHA REDWINE 4 5 2008 HH11H AIDE HOSPICE 3 565 LEMEITHA HOWARD 4 3 2009 SN3 7H WOUND CARE DUE 8 3 SELEN
194. e Attachments zs Client Attachments Client Info Save amp Next Save Don t Save 13 19 REVIEW MAR SCHEDULE The Medication Administration Record MAR is a medication scheduling and administration record used mostly in inpatient Hospice settings This update will allow the clinician to document the medication schedule administrations and any deviations as an integrated part of the electronic medical record Once all steps in the ladder have a blue border click Stage Complete 14 1 SET UP STEPS Check the System setting on the Hospice Workflow or Home Health Workflow tab 125 284 Jow Hospice workflow Reauthorization FontCare Licensing Info Orders Misc Number of business hours to generate Follow Up on Pending Admission Stage fd Verify Receipt of Client Authorization for Facility Access Check the Facility Access boxes for each appropriate facility in the Facilities Table a Intormation 55 Board Hate EIN Ej This may necessitate a change to the agency s consent form The workflow stage task usually goes to the Medical Records MRS person in the agency 14 2 WORKFLOW When the SOC visit comes in the following workflow will be generated How the patient approval is obtained is up to the agency Receipt of the Patient signed form in Medical Records like the consent form is required to mark the task as Approved or Denied Click
195. e Document Page 81 of 284 Client Intake QA PM EXTERNAL Service Line New Referral Transfer Client to HCHB Software Continuity of Care Document CCD B Import cco Clese The user will immediately be prompted to locate the CCD file from his her local computer If the file format is invalid an alert will generate stating Please select a valid CCD file format for import Otherwise if the file format is valid the user will receive a message stating Please select an Assigned Branch and an Assigned Team for this client Prior to data population the Assigned Team and Assigned Branch must be selected Once this is completed the Client Look up table generates to assist the user in ensuring whether or not the CCD client has been a previous client in the agency s database Once the Client Look up table is closed the referral will populate CCD fields with current and relevant data Users will be prompted to add additional information necessary to create a valid referral Each Designated CCD field is view only and will be visible only upon initial referral entry Page 82 of 284 Service Line Assigned Branch Assigned Team Location HOME HEALTH ADA BRANCH ADR A Last Name First MI Gender poa ABBOTT CHARLOTTE ADA Goh 8n MALE 1026191930 Data found recently imported Continuity of Care Docuarment C
196. e Referral Coordination Notes button appears at the bottom on all screens of the referral homecare homebase 05 25 2009 03 06 23 PM Edit Referral for HOME HEALTH General Referral Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives Assigned Branch MR No Assigned Team IHI BRANCH IHI 00000678001 5 Location Last Name First Name MI RAY DOLLIE Nickname SSN 11111 1111 Next gp View Add Episode Attachments View Add Client Attachments Print Client Info Save x Cancel 4 2 6 1 MAINTAIN COORDINATION NOTES MENU An authorized user can set filtering criteria in order to see all of the coordination notes that have been entered The user can view text of notes if desired and can inactivate ones that are not appropriate for whatever reason The system warns before inactivating notes and offers the ability to re activate if necessary Go to the Clients Menu and Maintain Coordination Notes Enter desired filtering criteria and click Show Results to view Highlight note type and select View or Inactivate Coordination Note 44 284 Maintain Coordination Hotes Mate Client Name i Date Range Entered By uusmsuunuusummuusuussuanussuRyRSRRRSRSMER Drag column header here to group by that column COMMENT INTAKE 1 30 2003 5 38 15 PM LE H SEBERRE LS BE EVALUATED FOF 4 View C
197. e action screen If the user tries to access the Process Order box from the order console R2 the following screens will appear Order Information Process Order for Order Date Order Type gt Process Order DEV EXTERNAL GAINES MARTIN Primary Physician BELL MONTE 4 24 9011 12 00 00 Preferred Communications Method FAX HOSPICE Secondary Physician Medical Director LEVERTON IL RECERTIFICATION Order Marked as DO NOT SEND BS Dont save 175 284 Process Order Process Order for GAINES MARTIN Order Date 422422011 Order Type HOSPICE RECERTIFICATION Primary Physician BELL MONTE Preferred Communications Method Secondary Physician Medical Director LEVERTON IL x Cancel In order to process the Hospice Recert order to the Primary Physician and or Medical Director for signature the order must be edited and one or both send to fields checked Once the fields are checked the order can be processed to the appropriate physicians Note For auto fax and or Provider Link the process has not changed The process order stage will not generate for those physicians designated to receive their orders via either of these methods The Hospice Recert order report will show Do Not Send on the signature line of the Primary Physician and or Medical Director if the Send to fields are not checked 5 an example of the signature line with both send to fields unchecked AGENCY REPR
198. e of Planned SOE Date EOE Date F2F Scheduled To Date Due By Benefit F2F Period BRANCH HAT en HAYES ROBIN B 0001824802 2 1210 2010 09 04 2010 12 02 2010 12 03 2010 STRAIN LEO K HATOODO1 291902 19 10 04 2010 12 02 2010 12 03 2010 4 A HEATH MUNOZ CLAY E HATO0005598202 3 10 08 2010 12 06 2010 12 07 2010 E HEATH PHILLIPS LEOTA HAT00002571002 17 1008 2010 12 06 2010 12 07 2010 3 HEATH DENNIS 0006195502 3 10 09 2010 12 07 2010 12 08 2010 EPHAN a HEATH GROSS MARLENE 00004243302 9 10 09 2010 12 07 2010 12 08 2010 2 M HEATH GATES MARISOL HATO00007020502 3 10 10 2010 12 08 2010 12 09 2010 gU A 3 HEATH HICKMAN JOANN HATO00006252302 3 10 10 2010 12 08 2010 12 09 2010 B m HEATH JUSTUS LOUETTA 00003026502 11 10 10 2010 12 08 2010 12 09 2010 j AYERS ROSSI W 00003374002 4 10 11 2010 12 09 2010 12 10 2010 4 CASANOVA MARGARITA 0003059802 2225 1011 2010 12 08 2010 Pm 1210 2010 a HiflPoaansaaa tome NT cV eu 35 6 FINANCIAL MANAGER Financial Manager has been updated to meet the new Face to Face Requirements Added are Billing Audits the Hospice Ineligible Report and Claim Management screen 35 6 1 LEVEL OF CARE WORKFLOW REVIEW You will receive workflow to review the LOC days until the Face to Face Encounter is complete This will help to adjust the billable level of care days so that an invoice will only contain true billable days If the Face to Face Encounter is not comp
199. e the status in the dropdown to EDITED REVIEWED Save the letter when finished Example letter Page 231 of 284 Morrison 12345 Dear Grenda It has been several months since Alvin s death and we recognize that this has been a time of learning growing and accepting your lass We have been thinking about you and want to express our continued care for your well being You may find that the pain is just starting to settle into your life in ways you never expected This is often a time when people who thought they were doing okay realize that they are still overwhelmed ar confused by their grief have enclosed issue in the Hope Through Healing series that explores the scope of depression anger and quilt in the grief process We encourage you to contact us If you are still feeling every day is a burden if you have had additional losses that are impacting your grief if you simply want to check in on your grief process We will look forward to hearing from you should the need arise sincerely la l Bereavement Coordinator 4 Once all the letters have been edited the person designated to get the Administrative task to do the weekly mailing will select the Edit Reviewed status then Right click on the first letter in the group hold down the SHIFT key and click on the last letter This will select all the letters that need to be printed Right click anywhere in the highlighted area and then choose Print B
200. ear Select appropriate items and click Undo Delay Workflow Summary shows all active stages regardless of who is responsible for handling it for a client and can be displayed by clicking the toolbar s second icon squiggly arrow Only clients with an active event stage appear on this screen not all patients will be shown Workflow Summary Icon File anager 1 Clients Payor Sources PointCare Referral Source Link Workers Payroll Reports Administration Help pi Ex 13 3 26 284 3 1 EXPANDING COLLAPSING THE VIEW Click the plus sign next to the clients name to expand and display all stages for that client Click the minus sign button to collapse the lines to display only the name medical record number and SOE Date Service Line lt ALL Branch lt ALL gt Team lt ALL Client Status lt ALL WorkFlow Summary Client lt ALL gt Expand Collapse All Print Workflow Summary Event lt ALL gt stage lt ALL E AFFLECK BEN MANo 0000298 SOE Date Z ANNISTON JENNIFER 0298 1 01 SOE Date a EVENT SOC RECERT STAGE NOTIFICATION OF PENDING REFERRAL STARTED Mar 12007 951 DUE N EVENT SOC RECERT STAGE UPDATE CLINICAL NOTES WITH AUTH STARTED Mar 12007 953 DUE N E INFORMATION aj EVENT SOC RECERT STAGE LP ASSIGNED STARTED Mar 12007 953 DUE N ANSERT MICHELLE MANo YAS 000
201. eassign LP for TEST WILLIAM X This visit is already been started by agent LEWIS JACKIE Page 31 of 284 The Clinical Input screen contains the electronic medical record where users can view add edit and or void a variety of clinical documents including but not limited to allergies calendar client information coordination notes medications orders QI reports supplies visit notes vital sign parameters and wound sheets These records can be accessed by clicking the third icon on the toolbar the keyboard icon Clinical Input Icon File Workflow Manager q Pathways Clients Payor Sources Referral Source Link Workers Payroll Reports Administration Help x iD B e 4 1 GETTING FAMILIAR WITH THE SCREEN Clients are listed by Last Name First Name Columns can be shuffled around expanded or decreased in width Each individual column can be sorted ascending to descending and vice versa by clicking anywhere on the green column heading Client Status Episode Status and SOE from can be filtered using the dropdown arrow The default view is to ACTIVE patients only those that are Pending and Current Change Client Status to ALL to see all patients including those Discharged and Non Admitted To quickly find a specific patient in the list click on the dropdown arrow next to Client filter and start typing the Last Name The paperclip icon indicates that there are scanned attachments in the system fo
202. eath FA 272011 12 00 00 CANTON 44720 Community Bereavement NO 3301494 4119 Case Manager Mone Assigned Risk Level Form Letters 270 DAY LETTER Status MEW 4 47 2012 5 02 56 Bereavement Contact BAKER VIRGINIA Hospice Client MCGRATH CARLA 818 Date of Death 371 7203 2 12 00 00 DOVER 44622 Community Bereavement NO 330 343 9746 Case Manager Mone Assigned Risk Level Form Letters 30 DAY LETTER Status ME 3 28 2012 5 02 26 30 4 COMMUNITY BEREAVEMENT Community Bereavement functionality can be found in the R2 Bereavement icon Hospices are required to provide bereavement service to people within their community even if the contact did not have any association with a Hospice client This functionality allows customers to identify a contact as a Community Bereavement or Self Referred Bereavement Contact as well as track group activities and attendance within the bereavement console In order to add any bereavement contact click on the Add Contact button at the bottom of the grid This action will launch the Add Bereavement Contact screen In order to add new bereavement contacts the following fields are required 235 284 e Bereavement o Hospice Must have a hospice client attached o Community Usually referred from community partners o Self Referral Walk in contacts from the community e Name e Assigned Branch e Berea
203. ed tap on the Load Order Console to apply new filters Search By Client Name Search For Declined voided 9 All Service Lines ALL Branches I v Client Status Acive Inactive All H Rv Clients ALL 7 Select all 77 APPROVED AND NOT SENT 17 NOT APPROVED Drag a column header here to group by that column Order 57 Client Name Y Order Date 77 Order Type 4860 CLIN SUP LINDA 04 04 2012 1 ADD ON DISCIPLINE 4266 DO TOUCH PT OT ST SOC ALB 04 03 2012 0 ADD ON DISCIPLINE 4207 DO NOT TOUCH PT OT ST SOC ALB 04 03 2012 1 485 ORDERS 4175 DO NOT TOUCH PT OT ST SOC 04 03 2012 0 ADD ON DISCIPLINE 4462 DO NOT TOUCH PT OT ST SOC 04 03 2012 0 ADD ON DISCIPLINE 4384 DO NOT TOUCH PT OT ST SOC 04 03 2012 1 ADD ON DISCIPLINE 4367 DO NOT TOUCH PT OT ST SOC 04 03 2012 1 485 ORDERS 4136 DO NOT TOUCH PT OT ST SOC J x 04 02 2012 0 ADD ON DISCIPLINE 4135 DO NOT TOUCH PT OT ST SOC J x 04 02 2012 0 ADD ON DISCIPLINE 4082 DO NOT TOUCH PT OT ST SOC 244 04 02 2012 1 485 ORDERS 4463 DO TOUCH PT OT ST SOC NSH 04 03 2012 0 ADD ON DISCIPLINE 4351 DO NOT TOUCH PT OT ST SOC 04 03 2012 1 485 ORDERS 4347 DO NOT TOUCH PT OT ST SOC 04 03 2012 1 ADD ON DISCIPLINE 4680 DO NOT TOUCH PT OT ST SOC PFL 04 03 2012 0 ADD ON
204. eek e f an MSW and or CH are included on the Referral then all visits must be completed and synched before the POC can be approved Select the projected Evaluation date This can be changed if the patient is not admitted on this date 79 284 6 8 1 EXTENDED REFERRAL e the MSW or CH are included in the referral the date of these visits can still be managed and edited after the LP stage has been completed A common scenario of how this can be used is if the original plan was for the nurse to do the admission and an MSW for an Add On evaluation but resource availability necessitates these disciplines to be swapped The following conditions will determine whether the Admitting Add On Discipline fields are Enabled or Disabled Both Admitting Add On Discipline Fields remain Enabled If The Admitting Add On Visit s are in a Pending state The Admitting Discipline Field is Disabled If The Admitting Visit has been completed The Add On Discipline Fields are Disabled If Hospice Initial Review of Hospice POC stage is completed homecare homebase 02 11 2011 04 13 04 PM Edit Referral for HOME HEALTH General Heferral Source Demographics Payor Sources Physicians Clinical Diagnose Scheduling dvance Directives Scheduling Criteria Perform Add On Evaluation Prior to of the Plan Number of Add On Evaluations associated with the of Care associated with the C
205. een e Add Coordination note type Commercial Insurance Eligibility Document entered for after hours weekend admits Please follow This will generate a coordination note to the appropriate insurance verification personnel so they can follow up and obtain appropriate authorizations if needed e Click Medicare Eligibility Verified erify Medicare Eligibility for TEST REFERRAL 8 4 REVIEW APPROVE REFERRAL AFTER PAYOR VERIFICATION e Click Edit Review referral to open referral screen e Click Save Page 97 of 284 The Hospice patient s Election of Hospice Benefits must be entered into the system Verify Hospice Benefit Period for FACE SMILING 9 1 NEW CLIENT PATIENT S FIRST ELECTION OF HOSPICE BENEFITS e Benefit Period 1 e For new clients the SOC Date EOB Date and SOE Date are all the same e Once the SOC Date has been entered it sets the others and are not editable by the user The EOE Date really known as the End of Benefit Period Date is calculated based on this EOB Date and the primary payor source Note The EOE Date is not shown on this screen but can be seen in Clinical Input e Revocations or discharges have to be entered Election of Benefits for SMITH WILLIE 09 01 2006 Hospice notice submitted Comments 9 2 TRANSFER HCHB SOFTWARE Page 98 of 284 FOR PATIENT ALREADY BEING SERVICED BY THIS AGENCY IN ANOTHER SOFTWARE APPLICATION USE THE TRANS
206. eeting the patient s appropriateness for hospice is discussed and the Recertification Order including discipline frequencies and any medication changes can be signed by the Medical Director at that time Note For more depth information on the IDG meeting process please refer to the IDG section of this manual 22 1 CLINICAL MANAGER WHO GETS THE RECERT ORDER There are system settings related to the Send To fields on the Hospice Recert order These system settings will determine the default of the Send to Physician and Send to Medical Director fields on the Hospice Recert order The order may go to both physicians or just the Medical Director for signature 22 2 CLINICAL MANAGER RECERT ORDER FORM Note The Hospice Recert order is not the needed for the upcoming benefit period but instead is a way for agencies to plot visit frequencies update medications etc for the next benefit period When the entry screen for the Hospice Recert order is accessed the following screen will appear 174 284 Edit Client Order for WOMBLE MARY JANE 05 24 2011 12 00 AM Primary Physician DRE DOCTOR 77 Send To Physician TIDWELL JENNIE 7 Send Medical Director lolxi ABN Delivered Order Read Back To Generate Hospice CTI Order Order Date Order Time Order Type To Patient Physician Agent Of Physician For Primary Physician E RECERTIFICATION v Y
207. elds e Episode Length Days show information specific to the payor source HICN is the patients Medicare number or SS for Commercial patients Page 71 of 284 Add Payor Source for HALLER COCO D List on Claim as Secuondesy Only ae Payor Code Required LOU uS UL Secondary Identificabon Perr Assignment 20 NOT BILL ROUTINE OR NON ROL v 1 PHYSICIAN REFERRAL Medicare Elfectwe Mecicare Effective Policy Subscriber 10 Group Plan Mo Group Plan Name m UB Remarks UB Delais e Multiple payors can be entered into the referral i e Hospice Medicare and Medicaid 6 5 PHYSICIANS TAB e referral came from a physician the referring physician is automatically entered as primary physician may be edited if the referring physician is not the primary physician example a hospitalist makes the referral e Click Add to enter a new physician e The Medical Director should be in 274 position unless he she is filling both roles e Select the physician by clicking the lt gt button to search the physician database NOTE If the Physician is unknown at the time of the referral choose TBD Physician from the physician table This is coded to generate workflow to replace with a known physician and cannot be removed from workflow until that happens The CTI cannot be approved until the actual physician s are entered
208. em 38 sca SO TTE T T mH 41 4 2 5 1 Maintain Coordination Notes 1 ner E Duk SEE Rt un ERRInRUR aue neu HEU 43 ACKING TT TTE 44 4 2 7 Viewing Visit Notes in 45 4 2 0 Document Management a dock RO v wink 47 9 _ NETTE TTE 53 A281 Compare Wound Mages eee 55 ae CORSO Bc 57 Se TIE ETT 58 ge Cre Onn AS Mee R Cree 60 5 4 Viewing and Documenting F2F Fa EAR ea en AER E 61 SENS EE RR 61 5 4 2 Order Console and 62 ee eee ee eee U 9 ee 63 REFERRAL ENTR mci seca 65 SECUN ere 66 SEHE E TE
209. en In order to schedule subsequent visits for the patient this evaluation documentation and then the Initial review of POC workflow must be completed Double click Review Hospice SOC Evaluation Documentation task to view the information contained in the Admission packet Most of these items must be reviewed prior to completing the stage It is recommended that the POC be printed and used to make any notes as you review go to Hospice POC order to print Responsible Client Name Event Task SOC Date SOE Date Payor Source Payor Type Position HOSPICE CLINICAL TAYLOR ALEXANDER HOSPICE SOC REVIEW HOSPICE SOC EVALUATION PALMETTO HOSPICE MEDICARE HI DIRECTOR DOCUMENTATION Page 106 of 284 Review Hospice SOC Evaluation Documentation for REVIEW TRAINER View All Unlisted Items Report Medication Protile Election of Benefits Calendar E dit igw Vital Sign Parameters Hospice Flan of Care View Coordination Notes Report Aide Care Plan View Initial Hospice Order Related Facilities Advance Directives View Authorization Information Report View Hospice Order Assign IDG Members Assign Tat ID Meeting Select Level of Care Type Edit Wiew Contacts Review Mar Schedule Stage Eompleted A blue line will appear around a button once it has been clicked this will assist in tracking items that have been reviewed 107 28
210. ereavement Letter f Open Closed Al Status lt ALL 5 Update Form Letter Queue column header here to group by that column Hospice a TEE 50 Status TEET JOSEPHINE CARMEN NEW houpa O iat7v2oo0s 12272008 FANELLI JOSEPHINE FANELLI CARMEN NEW GRIEF SELF ASSESSMENT 171772008 FANELLI JOSEPHINE FANELLI CARMEN EDITED REVIEWED 122172009 120522008 dd Bereavement Letter Edit Bereavement Letter vjew Bereavement Letter vjew Bereavement Letter History Print Bereavement Letter 11 The letters can be then be printed Currently letters can only be printed from HCHB Coming to R2 soon 232 284 Preview and Print Print Only 6 Once the letters are printed click on the Bereavement Mailing Labels Report tab Label information Standard 1 x 2 5 8 address labels Avery Laser 5150 ereavement Mailing Labels Report RELEASE TEST TRAINING Apply Criteria Values DEFAULT Companies gt Agencies Service Lines Branch Groups Branches E Teams ALL Contact Statuses lt Bereavement Types Labels to Skip n Copies 1 When running the Bereavement Mailing Labels Report you can select specific bereavement contact If using a partial page of labels select the appropriate skip pattern to eliminate waste 233 284 7 Go back to
211. es ALL Locations ALL Adm Service Loc Types Admit Types Group SERVICE LINE Clients ALL e Then By BRANCH Referral Types ALL Then By Financial Classes Then By NONE Payor Types Display Report Criteria YES The new version of the criteria screen has the same filter features as before but has some added enhancements as highlighted in red above which allow you to save the selections you want so you don t have to repeat the individual selections in the future r Print e Print Only PDF d Export 28 1 ASSIGN LP FOR HOSPICE EVALUATION VISIT The first task to come to a scheduler when a client referral has been approved is to Assign LP for Hospice Evaluation Visit stage e Double click the client and the Assign LP box will appear LP Licensed Professional Page 199 of 284 Assign LP for Hospice Evaluation Visit for SMITH TAOMAS Client Name SMITH THOMAS Service Location Informatiae o Number Qu 557702 Type PATIENT S HOME RESIDENCE Agency 11 Mame PRIMARY RESIDENCE Branch BRAN Street 123 YOLCANO ST IP Cade 30512 Stabe Primary Payor MEDICARE Secondary Payor Primary Physician ADAM WAYNE Counte LIMICIE Medical Director ABBOTT CHARLOTTE PIU Pho Admitting Sched uling Ac HOSPICE RN
212. es and the Meeting Reason dropdown The use of a projector is encouraged so patient information can be seen by all of the team A meeting facilitator should be selected to run the computer and projector and a scribe to document in the IDG Summary note any changes that occur during the meeting Meetings start in the Open status Once anyone signs a note it moves to In Progress Status The Medical Director needs a portal ID and a laptop can only sign his her IDG Note when the other required team members have signed theirs As notes are reviewed and the Medical Director is ready to sign a message will ask if he she wants to sign any unsigned order add a physician narrative and the F2F if appropriate 156 284 Search Search By Client Name Client Name SY IDG Date Y Completed Date Y Voided 57 Status Y Reason 77 Service Line 77 Branch em ABBOTT GABRIEL 12 14 2010 N 1 OF 7 SIGNED DEATH AT HOME HOSPICE HPA ABBOTT GABRIEL 12 07 2010 12 07 2010 N COMPLETED RECURRING HOSPICE HPA ABBOTT GABRIEL 11 23 2010 11 23 2010 N COMPLETED RECURRING HOSPICE HPA ABBOTT GABRIEL 11 09 2010 11 09 2010 N COMPLETED RECURRING HOSPICE HPA EUER E ABBOTT GABRIEL 10 26 2010 10 26 2010 N COMPLETED RECURRING HOSPICE HPA DEPO URS ABBOTT GABRIEL 10 12 2010 10 12 2010 N COMPLETED NEW ADMISSION HOSPICE HPA ABBOTT LOREN 07 01 2011 N OPEN RECURRING HOSPICE pranchas ABBOTT LOREN 06 15 2011 06 15 2011 N COMPLETED NEW ADMISSION HOSPICE HPA
213. ey can complete the F2F visit using PointCare and will complete this stage v If the user clicks on the No option they will be returned back to the Schedule F2F Encounter stage If the visit needs to be scheduled to a Nurse Practitioner instead of the Medical Director or team physician this can be changed by updating the F2F Encounter Record and following the same instructions as previously described 35 2 1 4 PRINT F2F FORM FOR MANUAL COMPLETION If the user clicks on the Print F2F Encounter button they will be able to print or fax this Face to Face encounter form to a nurse practitioner or Medical Director team physician The screen the user receives will look like one of the screen shots below depending on who is going to complete the encounter This was determined when the user updated the Face to Face encounter record with a service code 35 2 1 4 1 PRINTING F2F FORM FOR A NURSE PRACTITIONER If the F2F encounter is scheduled to the nurse practitioner the user will see this screen when they select this print option 271 284 1 Process F2F Form for KARI T View Prnt Farm for Manual Completion Licensed Professional When the service code is for the nurse practitioner this field will only display workers listed as a nurse practitioner in the worker set up table This is why it is important to have all your workers set up correctly The user will need to click on the ellipsis symbol three dot
214. f plan and team coordination 1 Page 154 of 284 If you choose to do this then schedule the first electronic IDG meeting for the following electronic meeting rotation 21 3 RECOMMENDED ADDING IDG NOTES IN POINTCARE IDG notes may be added to the IDG meeting from PointCare on the Client screen see PointCare Users Manual IDG Notes may also be entered before the meeting in HCHB R2 IDG screen IDG Members entering IDG notes in HCHB must have a HCHB log in to do this In PointCare after the user syncs the IDG Meeting Details and Status are updated in the IDG screen Notes can be opened and started considered In Progress then signed and synched as the meeting date is imminent Notes should not be In Progress when the meeting is held If only Details were entered into PointCare but the note was not signed yet then the details will appear but the status of that team member s meeting will still show as Open All other features and functionality exist in the IDG Screen with regards to what the IDG team member can do by right clicking on the patient edit details sign or remove signature etc AREVALO MARIAN 4 1 2008 IN OF 8 SIGNED RECURRING HOSPICE H IDG Role Worker Status Start Date Signed Date Date HOSPICE CLINICAL MANAGER CEREPANYA CALLIE OPEN VOLUNTEER MANAGER PAULINE BEREAVEMENT COUNSELOR REILLY ROSEMARIE OPEN REGISTERED NURSE KALER SIGNED 4 9 2008 SOCIAL WORKER GORNE
215. f the add on order be edited if editing is needed or if contracted therapists when doing an eval are not using smart phones Evaluations done on paper will not generate a schedule to a plan of care in the electronic record Order and Goal text can be inserted and edited for add on orders A lookup table is available to select the order and goal text related to the various treatment codes click the Get Order Goal Text from Treatment Code button to retrieve Add Client Order for HALLER COCO 6 26 2009 0 45 AM HOSPICE ADD ON Secondary Physician Order Read back to ABN Delivered NOTE After Order Type is selected the appropriate check boxe s will show Fhysician Agent of Physician Patient Mow ASSESS 19 1 CALENDARS ON ADD ON ORDERS For Add On visits its very important that the field user schedule their discipline specific visits for the episode If visits need to be added deleted from the requested calendar use the Add or Delete Transaction button The Calendar Frequency is what actually appears on the Verbal Order POC form that goes to the physician The Calculated Frequency is automatically captured based on what s scheduled 145 284 Edit Client Order for BAUM ALICE Secondary Physician Onder Read back to ABN Delivered Phusician amp gent of Physician ta Patient ENS Automatically captures based on transactions MSw TwKT OWKS
216. ferent filters to the desired parameters and then click the Load Order Console button at the bottom to populate the appropriate orders in the grid on the right side of the console Page 59 of 284 Tg mune Order Console HCHB Search Search BS Search For n C Declined voided Common Filters Service Lines ALL Branches ae Teams ALL Client Status Active Inactive Order Console Filters Clients Order Statuses ALL Extended Search Pd Clear Extended Search Filters 4 Load Order Console User can also click on desired columns within the order grid on the right side to sort ascending to descending and vice versa 1 Date Expected by Physician etc Order Number Y Client Name 77 Order Date T Order F2F Completion Date Page 60 of 284 5 2 VIEWING ORDERS Right click on an order to display available functions for that order which include Edit Order Void Order Process Order View Order View Order History Print Order or View Print Order for a print preview amp Edit void ef Process View Order amp wiew History 25 Print Only Yiew Print view Physician Narrative Face to Face Encounter Reset Grid Layout Export Grid G e Functions for a selected order can also be accessed from the buttons on the bottom of the Order Console HCHB I
217. fferent part of the image Click Close If necessary additional comments can be added by editing the wound image Page 57 of 284 ID 22 Date Taken 05 01 07 Image Size 2288 x 1712 Comment ID 21 Bate Taken Us 25 07 Image Size 2288 x 1712 Comment lt Page 1 of 1 122 Close the Clinical Input Screen a Paper Clip be seen after the patient name indication that there are attacnments to that record for viewing The Order Console in R2 allows you to view sort and track all orders in the system Clinical Manager Financial Manager Resource Manager Homecare Connections lt Bereavement 105 Report Fax Tracking Console Manager Console Clinical Documentation Hospice Reports 3 Welcome to HCHB Central Mews Page 58 of 284 Order Console 2 Search Search By T Order Number 77 Client Name 77 Order Date Y Order 57 F2F Completion Date Y Na Search For 172349 ABBOTT CHANEL 05 25 2010 04 23 PM HOSPICE PHYSICIAN VERBAL ORDER a 171376 ABBOTT CHANEL 05 24 2010 11 08 AM HOSPICE ADD ON _ 171195 ABBOTT CHANEL 05 24 2010 08 36 AM HOSPICE PHYSICIAN VERBAL ORDER eal 170881 ABBOTT CHANEL 05 21 2010 12 06PM HOSPICE PHYSICIAN VERBAL ORDER IET 170321 ABBOTT CHANEL 05 21 2010 08 51 HOSPICE PHYSICIAN VERBAL ORDER
218. ght click on the clients name select Episode Management From the Episode Management menu select Undo Discharge Medical Record Info Claim Audit Report Discharge Client Episode Misit nme tealth Medie Emone POTAE Corre soy ams Insight hepun Everit Stage History Report Intra Agency Branch Transfer Mark Client as DO READMIT C grt ai supply Requisitions Visits To Orders Comparison Report HCH Hidden 0000001 EAE BLUE DROSS CORDDODUSDATU MEDICARE MEDCARE Update a Discharge Date a e e Page 192 of 284 TOHE Delete Episode bo Restore BLUE CROSS BI MEDICARE CAI PALMETTO From the Episode Management menu select Update Discharge Dates PATIENT EXPIRED PATIENT EXPIRED 2 21 2012 Homecare Homebase contains four QI forms Medication Error Log Occurrence Log Infection Log and Complaint Log Information for these forms may be entered by the field user in PointCare or in office 25 1 ADDING A FORM Page 193 of 284 To enter a QI form in HCHB Go to Clinical Input and locate the patient Right click on the patient and select Medical Records Info QI Reports You ll see a tab for each of the forms logs Click on the appropriate form and then click the Add button at the bottom Report far NEIGHBOR MED Error Log
219. gt lt addr gt streetAddressLine 123 MAIN ST streetAddressL ine lt City gt GARDEN CITY lt city gt State MI state COUPE qe WAVE gt postalcode 48135 postalcode addr patient classcodes determinerCodes INSTANCE lt name gt f ami lyAHUJA f ami Ty given ROSCOE given lt gt administrativeGenderCode codeSystem 2 16 840 1 113883 5 1 gt birthrime value 19380717 patient pat T nthole lt gt lt author t ecode AUT contextcontrolcodes OP time values 20120327194300 0500 gt lt assignedauthor classCode ASSIGNED gt id root NA gt Bereavement functions are accessed through HCHB In order to be listed as a Bereavement Contact Yes must be marked in the Contact section of the referral added at the time of referral or later in the Contacts section in PointCare If the hospice patient is still living a Bereavement Contact Risk Assessment is entered in PointCare which after synching establishes the Risk Care Plan and moves the Contact to the Bereavement screen Multiple contacts can be marked as Bereavement contacts for a patient 224 284 Bereavement contacts should be risk assessed in PointCare at SOC and in any visit thereafter by staff who encounter a contact who is considered a potentially bereaved person Prior to the IDG meeting the Bereavement Coordinator wi
220. hand side indicates any eligibility problems Do not schedule evaluation visit Contact the Manager for further guidance If you must click Medicare eligibility verified used only when auto eligibility is not available in order to be able to process the referral and schedule visits please enter the Medicare Eligibility Coordination Note Complete this coordination note for each patient This will alert the billing office to follow up and take action to verify the payor later 8 2 TRANSFER AND ADMISSION PATIENTS F2F PROCESS If a patient is coming onto service with your agency as a transfer or new admission and is in or entering a 60 day episode and has Medicare as a payor the user will see a F2F Encounter button available in workflow stage Verify Hospice Benefit Period This button if selected will present the user with the F2F Encounter grid The user can update the Face to Face Encounter record and document all the information related to the Face to Face encounter Page 88 of 284 NOTE Any payor can now be set up to require F2F documentation erify Hospice Benefit Period for FACE SMILING F2F Encounter The F2F Encounter button will work as described above in section F2F Encounter Grid Once the user clicks on the stage completed button the stage Plan F2F Encounter will appear on the action screen to be processed Transfer Admission patients will be held up until action is taken on the F2F encounter This means tha
221. homecare homebase Clinical Manager Hospice User Manual Last Modified MAY 2012 CONFIDENTIAL NN LEURS Re ee no Oe N 10 1 SIGNING ON TO HG HE Tp T 11 1 1 Passwords and System 11 12 kao User UNS MTM 13 rong qc M X 13 ES qu rc T E 9 15 JE pic VION OOOI T 16 occ Cm HH 17 a epa Pec C ce HY 18 19 2 2 Review Coordination Notes 19 2 2 1 Coordination Notes End Multiple Coordination 20 Aa ROVEW BNO li m 22 e 22 2 5 Changing the Views to Better Manage Tasks Use the Logout Icon to Save changes 23 CANON Co SEE eU IL 29 SOLE SANG PIINE LOUER MAD PU COP UN 23 5 arg DUC 24
222. hts Whenever a document is edited the date time and name of the individual completing the edit process is captured and maintained for reference audit purposes Page 36 of 284 4 2 2 PRINTING THE MEDICAL RECORD lf a hard copy of the documents needs to be printed the quickest way to print is go to Clinical Input right click on the patient go to Medical Records Info Print Medical Record Info The following pop up box will appear for selection of what to print Print Medical Record for HENSON BOBBY J BROOKDALE TRAINING Select Reports Client Information Report Episode Summary Report Episode Detail Report Client Tracking Sheet Report Entitlement Verification Report Client Medications Report Client Supplies Report Client Allergies Report SI Aide Care Plan Report Management 4nd Evaluation Report X Client Coordination Mote Report Medical Record Coordination Motes Report X Client Vaccination History Report Prink Consolidated Medical Recard Allow Stark and End Dates outside of Episode Date Range ii ViewjPrint iE Print Only SI Client Order Report Client Calendar Report visit Mote Report Vital Signs Report Wound Report Hospice Report IDa Summary Report Bereavement Risk Assessment Report Hospice IDG Comprehensive spi Assessment and Plan OF Care Update Report Reports Select All Select None
223. hysician Attending Physician Signature Date Order Signed by Physician Save Cancel Once order has been signed by physician go to Clinical Input right click the client go to Orders highlight desired order click Process button and this same screen will appear Enter Date Order Signed by Physician and click Save Page 213 of 284 ADAMS CURRENT CMCOO003231101 HMO HORIZON NJ HEALTH 11 1772 _ S d EL 00001 65301 MEDILARE UGS 1121822 ADLER GEORGIE r Medic Rec srd ma 8 3 200 ADMIRE ALICIA Claims Audit Report Allergies 111522 ADMIRE ALISA M Discharge Client Authorizations 1117 2 AGOSTONL ANGEL Edit EOE Date Calendar 11 4 20 AHUJA ROSALIA L Episode Visit Summary Report Client Information 1122372 AHUJA ROSE M Home Health Medicare Episode Frofitability Analysis Snapshot Client Tracking Sheet Report 127a ROSE MAR Home Health Case Mix Detail and Insight Report Coordination Makes 3 25 20 AHUJA ROSSIE M Event Stages History Report k Entitlement verification 102072 AINSWORTH Thtra Agency Branch Transfer k Episode Billing Audit Report 10 2772 ALEXANDER VIELE Mark Client as DO NOT READMIT Episode Detail Report ALFANO LYNWOOL Mark cient as OK READMIT Episode Summary Report 10 2372 ALLAN FRANCES J Supply Requisitions Management amp nd Evaluation Report 113072 ALLEN ALICE Visits To Orders Comparis
224. ian Order Read back to ABN Delivered Physician amp gent af Physician Patient HOTE After Order Type is selected the appropriate check bosela will show Add Client Order for DOROTHEA RELEASE TEST TRAINING 2 oO x Delivered Order Read Back Ta Order Date Order Time Order Type To Patient Physician Agent Of Physician 10 09 AM Primary Physician Secondary Physician COPELAND PAUL Send Physician Wound Care Order Send To Facility NOTE After Order Type is selected the appropriate content reason box es will show Order Description 7 Spell Check Save Don t Save Shows how a transaction appears when the Medications tab is selected Page 138 of 284 5 28 2008 4 PHYSICIAN VERBAL ORDER Secondary ACOSTA MARK Ne Order Read back to ABH Delivered NOTE After Order Type is selected the appropriate check bose s will show Fhesician amp gent of Physician to Patient Medications Supplies Calendar Cisgnoses MB Level of Care Vital Sign Parameters Add Client Order for DOROTHEA RELEASE TEST TRAINING Delivered Order Read Back To Order Date Order Time Order Type To Patient Physician Agent Of Physician 04 06 2012 10 09 HOSPICE PHYSICIAN VERBAL ORDER ly Primary Physi
225. ick thru the Review IPSOS canoe the Bor ampan SOC Evel Documentation zteee must openficas the curam normal Sours each mem in onder to nd the stere ince Rewiew of Hospice POC ends 1 week of cence to echeduied So HESS end schedule the visrtis thet need t Cnr te next chery Page 266 of 284 The following is only a recommendation for how to handle the Administrative On Call process and delineates how Homecare Homebase agencies handle this function Clarification of each position and their functionality Administrative On Call Nurse AOC Nurse A designated RN whose primary responsibility is to receive phone calls from the answering service and triage all the incoming calls This may mean coordinating care with field staff contacting a physician or contacting the patient This person does not do after hour and weekend visits as this affects his her ability to triage the incoming phone calls The AOC Nurse manages the action screen during period including but not limited to rescheduling visits processing incoming evaluation visits orders etc to allow scheduling of the visits The role of the AOC Nurse is modified to ensure certain aspects of the workflow can be bypassed to allow administrative functions to be completed by the office staff while allowing the delivery of care to continue outside of normal office hours This person is not responsible for truly reviewing a
226. ility to un void un decline orders that either were voided declined by mistake or had a change in their decision Appropriate workflow will appear on the Actions screen once the order has been un voided or un declined otep 1 From the Clinical Manager or R2 click the Order Console icon from the toolbar otep 2 Click the Voided Declined radio button and other desired criteria and then click the Load Order Console button Step 3 Right click on the Voided Declined order and then click the Undo Void or Undo Decline menu option Order Console HCHB_QA EE _ cl x Search i y aga i eade eto group i ha ca Search By Order Number 77 Client Name 57 Order Date 57 Order vf Voided Search For 171392 ACOSTA a 22 HOSPICE 4 ER 716503 ACOSTA 485 ORDERS 716502 ACOSTA 2 Undo Void RESUMPTION OF CARE 0 e Shear 714925 ACOSTA R M Process SCHEDULE ROC VISIT Order Console Search Drag group E Search By Order Number 77 Client Name Order Date 57 Order v Declined Y Date Declined 7 Search For m o 29 m j 513607 Eat 3 39 PHYSICIAN VERBAL ORDER Declined voided All void 511791 Ke nds 1 29 PM PHYSICIAM VERBAL ORDER ENTERS 509485 al 7 Process 2 06PM ON DISCIPLINE 144 284 Various components o
227. ill also be a separate section on the Medical Director s order to indicate that a Face to Face Encounter took place and who completed that encounter From the Review Approve Unsigned Orders screen e Medical Director s have the F2F Encounter available on their orders This button will show the F2F Encounter grid as previously discussed e They also have the Edit Physician Narrative button which will allow medical directors or team physician to edit narratives for the order instead of adding another one e they select this button they will see the previously entered Narrative and they could make the necessary modifications Status Unsigned Signed All Drag a column header here to group by that column Order Date v Order Date Sent to Physician Date Sent to Medical Director Edited Frequency Calculated Fri 12 7 2010 2 21 16 PM HOSPICE CTI 12 7 2010 11 10 2010 HOSPICE RECERTIFICATION 122222010 12 7 2010 Lj ccm c e gt Order Description MAY EVALUATE ADMIT TO HOSPICE CERTIFICATION OF TERMINAL ILLNESS CERTIFY THAT THE PATIENT S PROGNOSIS IS SIX MONTHS OR LESS IF THE DISEASE RUNS ITS NORMAL COURSE TERMINAL DIAGNOSIS RN MAY PRONOUNCE POC COORDINATION WITH FACILITY ATTENDING PHYSICIAN MEDICAL DIRECTOR AND ONE OTHER IDG MEMBER INITIAL CERTIFICATION PERIOD HOSPICE MEDICAL DIRECTOR MAY ACT AS SECONDARY PHYSICIAN FOR THE PALLIATION OF PATIENT SYMPTOMS A
228. ing on the task will ask if Authorization was approved or denied by the patient 14 3 AUTO FAX If the agency has auto fax turned on and the facilities are set up with fax numbers then the visit notes will automatically fax when the visits are synched in 126 284 There is workflow for the MRS to Auto fax updates of Hospice POC updates from IDG Discharges and all Orders Besides visit notes there is also the capability for any client upon completion of a Hospice SOC or Hospice Transition visit to have the Client Medication Report automatically faxed to the agency selected Pharmacy Facility Notes e The Pharmacy Facility selected in the system setting setup overrides the selected facility associated with a client s episode Referral gt Clinical tab gt Inpatient Events Other Facilities tab gt Other Facilities grid Steps to access the Client Medication Report From the Clinical Input screen right click and go to Medical Records Info gt Medications Medical Records Info Print Medical Record Claims Audit Report Allergies Discharge Client Authorizations Edit pate Calendar Dos Transter Summary Report Client Information Episode Visit Summary Report Client Tracking Sheet Report Home Health Utilization Summary Coordination Motes Home Health Gase Mis petat and Insight Report Entitlement Verification Event Sktages History Report Episode Billing Audit Report Inkra Agencwv Branch Transfer Episode
229. inical Manager Viewing and Documenting Completed F2F Encounter 277 39 3 1 Viewing and Documenting ea Rav pl ys Ea 277 ecco eee ees 278 35 3 1 2 Ord r Console and Ere ETT 278 tco TR 279 o eE E A E aM E E E A EAE E E 280 35 5 1 Hospice Incomplete Face to Face Encounter 280 39 0 Financial Managot MNT pa 281 35 6 1 Level or Care Workflow FSOVIGW uecd xa yannideawanersicvereidusnssnvetsnenesdiunasaveid bd Een i VR 281 UID etse mie MITT EMI PI IIO III MEME 283 35 6 4 Hospice Ineligible Claims 284 Page 10 of 284 Welcome Homecare Homebase integrates people processes and information in real time empowering agencies to deliver consistently superior outcomes and drive business success HCHB controls the point of care component on the PDA PointCare as well as the back office workflow processes from a clinical operational scheduling billing quality and management perspective This manual describes the tasks that will be required for office user
230. inted gt Signature Form Tracking for NORTH RENESHA HCHB Client Information Branch ATL BRANE Team 10 t Client Name NORTH RENESHA Medical Record No 00009404501 Episode Status CURRENT SOE Date Primary Payor MEDICARE Date Payor SOC Date 103 02 201 Signature Forms Active Inactive Signature Form Name 37 Date Signed by Client Caregiver 7 Signature Execptions 37 Attachments 7 Active Last Updated By Ir TT zm TTL IIT VNDE E ai mm ao D zn eg pup m BISREENMENI Waperzui I Y CUSTOMER SUPPORT 29 2 1 REVIEW PRINT SIGNATURE FORMS If Electronic Signature Forms are enabled for your database and the workflow was been set up the task called Review Print Signature Forms will appear when an Electronic Form has been completed in a subsequent visit From the task the Signature Form Tracking button is available from which the Signature Form Tracking grid can be accessed From that grid signature forms can be viewed and printed Page 211 of 284 Signature Form Obtained by AMANDA CUPP 3 Signature Form Tracking for BRAY TRENT HCHB Client Information Branch ATL BRANCH ATL Team ATLI Client Name BRAY TRENT Medical Record No ATLDDOLDOTS2001 Episode Status C
231. ion e Social Security Number is not required but encouraged to enter if you can get it e Click Next at the bottom of the screen or tap on the desired tab at the top to continue entry of info Page 66 of 284 6 1 GENERAL TAB homecare homebase 05 22 7009 01 56 45 Mew Referral for HOSPICE General Referral Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives Assigned Team Assigned Branch HA No FTW BRANCH FTW 00000557502 Location Last Name First HALLER Mickname m Election of Benefits Next Coordination Motes View Add Episode Attachments View Add Client Attachments Save x Cancel e For SOC the Election of Benefits tab will not be addressed here but in Workflow e NOTE In Transition Recerts the Election of Benefits tab must be addressed in this screen Page 67 of 284 6 2 REFERRAL SOURCE homecare homebase 04 06 2012 07 19 35 AM Edit Referral for HOSPICE General Referral Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives Referral Date Referral Type Referral T aken By 3 28 2012 5 NEW ADMISSION ADMIN HCHB CUSTOMER Referral Source Referring Facility Referring Facility Contact Referring Contact Type Referring Contact Work Phone FACILITY GENERAL COMMUNITY S N
232. iting a physician on the list and checking the Attending Primary Physician checkbox A confirmation message will be displayed prior to completing the change Confirm EN x NOTE The correct order of physicians is important for reporting and the correct order workflow generation The attending is first the Medical Director second and other physicians under these Page 73 of 284 6 6 CLINICAL TAB e There are no required fields on this screen e Verbal Start of Care date defaults with the referral date e Coordination Notes are used to communicate any information to the admitting nurse therapist and thereafter Multiple notes can be entered at referral if necessary Use note type clinical comment intake e Vital Sign Parameters Typically only the MAX parameter for Pain is filled in All others are blank This is addressed by the RN in the SOC visit and synch back to populate this grid e Allergies and Medications may be entered but must be validated by the RN during the admission visit Medications can no longer be added once the Assign LP workflow has been completed e Assigning Case Managers here will facilitate the retrieval of patient information by the assigned case mangers on their handheld device IDG members who are identified as case managers will maintain access to client records for 20 days after the date of discharge These are typically the IDG Team for the patient These can be added ata
233. ization Required Click Add Edit Authorizations view Authorizations for PATIENT INSURANCE B aces Ordered to Authorized Visits _ JH Drag a column header here to group by that column Progam 7 btained By btained Date Authorization No i g Add Authorization Authorization Details for Authorization No Type Budget Type Biling Code Qty per Period Qty per Day Qty per Week Qty per Month Qty per Y edd Authorization Details Close Page 93 of 284 Click Add Authorization Add Authorization for STOUT LATHA Payor Payor Source Unit Type Budget HOME NONE Pending 4uthonzation Gi Select Job Codes Authorized Bv Authorization Ma Phone Number 220802 22220802 Comments Save M Cancel e Select Evaluation Standard Intermittent from the Program drop down box e Pending Authorization e Click Select Job Codes NEVER Assign authorization to a payor of Medicaid Room and Board Assign Job Code s to Program Job Codes Available Job Codes Assigned Job Codes OCCUPATIONAL THERAPIST SKILLED NURSING RM SPEECH THERAPIST ST Move desired discipline job code from Available column L to Assigned column R by highlighting desired job code and clicki
234. k to the office from the device for whatever reason you can still reschedule the visit from the office e Go to the Workflow Summary Screen H homecare homebase Manager Pathways Clients Payor Sources PointCare Workers Reports Administration Help Fale 204 284 e Find the patient and click on the plus sign 1 _ I I WorkFlow Summary Client lt ALL gt Expand Collapse Print Workflow Summary Event lt ALL gt hd Stage lt ALL gt CAUKINS LORI MANo 280 1 Z JOHNSON BREE MANo 0 281 01 EVENT SDC RECERT STAGE LP ASSIGNED gl EVENT REVERIFY BENEFITS MONTHLY STAGE REVERIFY MEDICARE ELIGIBILITY JOHNSON JILL L MANo 00528201 0 SUZIE MANo 0000 2 2901 e Right Click on Event SOC Recert and select Reassign Admit LP If you click on the plus sign next to the Event SOC Recert with the Stage LP Assigned you can see the Visit Type Status Visit Date and Assigned LP WorkFlow Summary Client lt ALL gt Expand Collapse Print Workflow Summary Event lt ALL gt Stage lt CAUKINS LORI MRNo CORO0000528001 SOE Date Jun 23 2008 12 00AM JOHNSON BREE Pen 2222 MRNo COR00000528101 SDE Date EVENT SOC RECERT STAGE LP ASSIGNED STARTED Jun 30 2008 1 56PM DUE
235. l NOTE Meds displayed in red text are D C Ended or Voided Edit High Risk Flag Edit Financial Responsibility Edit PRN Status Close Faxes can be set to send later in the day through a system setting Fax responses alert the user to successful or failed transmissions There is a fax status report that can be run to see if there have been any unsuccessful or delayed faxes 14 4 PROVIDER LINK If the Agency has Provider Link application initiated and the facility is given rights the facility can log in and see the patient s orders POC Update and visits notes from the portal and nothing has to be sent to them See Tables Set up above If the agency is not using either of these features the Orders and POC update task will still come to workflow They can be printed and faxed The agency will need to come up with their own process for getting copies of the visit notes to the facilities For a declined Hospice POCor Hospice Recert aninformational message will be displayed when opening the workflow to inform users that the order has been by declined by Provider Link and that only the physician can be edited on the order It will Page 129 of 284 instruct the user that they will need to contact Customer Service if they need to edit anything other than the physician For any other declined orders a new information message will be displayed when opening the workflow to inform users that the order has been decli
236. lank that Page 33 of 284 The following wildcard characters can be used within this search dialog box The asterisk represents zero or more characters The underscore represents one character The wildcard characters can be used within the following entry boxes Client City State Zip code MR Number and Primary Physician Examples using wildcard characters CHA will find any name with in it anywhere i e Sheen Charlie Chavez Cesar or Charo CHA will find anyone with a first name that begins with CHA 1 Brown Charlie or Bronson Charles SW EGG will find any last name that starts with SW and has in rest somewhere i e Schwarzenegger SM TH will find both variations of the name Smith i e Smith Will Smyth Patti The SSN entry box will not accept wildcard characters but will allow you to enter a portion of the Social Security Number to search on i e for SSN 123 45 6789 you can enter 123 and then click the Search button to find a specific patient All other entry boxes requiring specific dates will not accept wildcard characters and need to have the date entered manually or selected from the drop down Page 34 of 284 4 2 VIEWING DOCUMENTS IN THE MEDICAL RECORD From the Clinical Input screen right click on clients name to display the access menu Various client specific reports can be reviewed
237. lete and the first day of the new benefit period starts the user will the F2F LOC Review task on the action screen This will allow user to view the F2F Encounter and the adjust level of care days if needed 282 284 2 1 Review for WINCHESTER DONNA dit LOC Days When the user clicks on the Review Edit LOC Days button they will see and adjust any days that are not billable e The user can right click on one day or select multiple days hold shift or Ctrl key to select more than one day and then right click e This will display a box with three options We will discuss the last two options o Change Status to HOLD every level of care day has a status of HOLD until it is ready for billing or billed o Change Status to NOT BILLABLE this status will exclude this day from the invoice because it is not a billable day All visits in the same benefit as the F2F completed prior to the completion of Face to Face requirement should be marked as NOT BILLABLE IM ESSET Care for HAYES ROBIN xl Drag a column header here to group by that column E Date Ordered Level of Care Billable Level of Care CBSA Status F 2010 4 2010 5 2010 6 2010 EET 2010 ROUTINE CARE ROUTINE CARE ROUTINE CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HO
238. ll review the Bereavement screen for new contacts Note Bereavement risk assessments may also be completed at any time prior to or after a patient s death To complete a Bereavement risk assessment and to provide bereavement services for contacts that have not been risk assessed prior to the patient s death the following steps should be completed Right click on the bereavement patient to risk asses Bereavement Contact of Death Risk Assessment Done 2 Level Assessment Date 3 BOONE SRLESA TEN an Y 215 2012 4 04 00 BRYANT WAYNE M DODGE SUSAN View Current Risk Assessment N GONZALEZ BESSIE Print Current Risk Assessment i Low 3 12 2012 9 27 00 GRIGNON BESSIE View Risk Assessment History Y LO 3712 2012 3 28 00 ANNIE Edit Y LO 2710 2012 10 20 00 JKINCZEL AIDDA View Careplan N MANGUM ANNIE View Careplan History Y HIGH 4 4 2012 3 48 32 PM MALISSER ANNE e Ae UR Y LO 273 2012 3 05 00 RAZETE ANNE Y LO 2922012 3 04 00 RUIZ ARLENE BAIS cece EHE y LOW 2 15 2012 3 52 00 PM F SMITH CALYEE View Bereavernent Contact Create Client THOMAS BESSIE Add Edit Bereavement Case Manager Y 3 12 2012 9 26 00 End Bereavement Calendar Coordination Notes Misit Motes To risk assess a patient tap on the risk assessment questi
239. llowing three workflow stages 1 Obtain Hospice CTI Order for Primary Physician Double click the stage and then click the Obtain Hospice CTI Order button 2 Obtain Hospice CTI Order for Medical Director Double click the stage and then click the Obtain Hospice CTI Order button 3 Review Edit Approve Hospice Order Double click the stage and then click the Edit Order button Note if the Physician is not the same as the Medical Director then both the Obtain Hospice Order for Medical Physician and Obtain Hospice Order for Medical Director stages will be generated otherwise if the Physician is also the Medical Director then only the Obtain Hospice Order for Medical Director stage will be generated COORDINATION NOTES FORM Once the new Review Coordination Notes button has been clicked users will notice that a new Copy Note Details and Date Time to CTI Order button has been added to the Coordination Notes form The new button will allow agencies to automatically copy the Hospice Verbal Certification Notes Details directly to the Hospice Order Users will receive the following message once the note details have been copied Coordination note copied successfully Page 103 of 284 The note details will then be visible on the Hospice CTI Order The date of the order can be entered as appropriate PHYSICIAN VERBAL ORDER 5 20 2011 HCHB AGENCY 123 MAIN ST EGG HARBOR TOWNSHIP NJ 08234 Ph
240. m Once you have done this you will be required to change your password again If you want to change your password at any time simply click the key icon in the Portal to request a security change then follow the prompts to complete your password reset as follows homecare homebase Web Interface 2 Welcome to the HCHB Applications Web Portal Your Applications Homecare Homebase Applications 1 2 AUTOMATIC LOG OFF After thirty minutes of inactivity no key strokes or movement of the mouse the system will automatically log you off This is to prevent another user walking up to your computer after you have stepped away and using your ID to enter information of any kind into the system If you log back into the portal within ten minutes of being automatically logged off you will be taken to the exact screen you were working on when you stepped away from your computer in other Page 13 of 284 words within forty minutes total If you log on again after forty minutes have passed any work you were doing will be lost Please remember this feature and if you think you will be away from your computer for even a few minutes it is a good idea to complete and save any transactions you may have underway before you leave It s a better idea yet to actually log off from the system so there is no chance of another user utilizing your ID and password while you are away 1 3 INDIVIDUAL USER SETTINGS In HCHB G
241. n GENERATE RENEWAL REMINDER EVERY DAY S Y THE ATTACHMENT S VISIT EFFECTIVE Comments Include Medical Record View In PointCare Active 8g Remove sz View Attachment Select Files Apply Settings to checked Files 2 Save 2 Save amp Stay 81 Close Page 51 of 284 Don t forget to complete the right side of the grid under Settings this allows you to select a type location recipient and a visit date range that the documents need to be attached to Settings Type z SIGMATLIRE FORMS Location CLIENT SIGMATURE FORM Recipients SMITH A Visit Date Range Fram 4 06 2012 Ta 04 06 2012 Renewal Reminder Pattern iQ Mone Specify Pattern GENERATE RENEWAL REMINDER EVERY DAY S THE ATTACHMENT S VISIT EFFECTIVE DATE Comments Include In Medical Record view In Foint are Active 7 Apply Settings ta checked Fies Save amp Stay Et Close Page 52 of 284 Import Attachments BROOKDALE TRAINING Settings z 2 Viewal Action Recipient 77 Location Y File Name 77 File Size 77 Type 77 Medical Record Pointt 14 79 N N WORKFLOW STEPS DOCX Location E ul i lio x m LOC OM i INFO DOCX Recipients SAN 14 86 N N CLINICAL zE v MANAGER Effective Date Range PREP DOCX From 04
242. n be completed by right clicking on patients name then click on Assign IDG Members to Client jJ BEASLEY SUL DO TOUCH 2 5 2008 LAL LLL LLL ABBOTT CHARLOTTE Add 106 Member Meeting Details m ABBOTT CHARLOTTE Mpeg Hospice Meeting ABBOTT CHARLOTTE ABBOTT CHARLOTTE Hospice Benefit Period Summary Report ABRAMS ESTHER Void IDG Meeting ABRAMS ESTHER DOROTHY ALFORD ANNA Review approve Unsigned Orders ALFORD ANNA Assign Members to Client NOTE WORKER QUALIFICATIONS MUST INCLUDE IDG ROLE FOR MEMBER TO BE ASSIGNED TO AN IDG TEAM 152 284 The team members can document notes directly into the IDG screen if they have a login after the meeting populates the screen 21 1 1 IDG TEAMS Your agency may or may not have Teams assigned If your agency chooses to use Teams simply click on the team and tap on the arrow to move the team from the left side of the screen to the right side If you do not use Teams select your members from the left and tap on them to move them to the right You may include volunteer and or bereavement roles however it is optional
243. n the selected criteria The grid will be initially populated with less than or equal to the first 100 Non Visit Activity entries that meet the selected criteria If there are greater than 100 entries in the grid users will need to use the Grid Paging buttons to view the results The Grid Paging buttons are located in the lower right hand area of the grid i4 4 b and are defined as follows 14 4 Displays the next 100 entries in the list 4 Displays last 100 entries in list Non Visit Activity Tracking Displays the previous 100 entries in the list Displays all entries less than or equal to the first 100 Search Search by Worker Name Date 57 Worker Name Start Time 77 End Time PET 09 04 2009 ACREE LISA 08 00 00 08 00 00 09 06 2009 ACREE LISA 08 00 00 08 30 00 09 06 2009 ACREE LISA 9 Active Inactive JAI 09 06 2009 ACREE LISA 08 00 00 08 00 00 EE 09 06 2009 ACREE LISA mile 09 07 2009 ACREE LISA 08 00 00 08 30 00 09 06 2009 ALTHOFF DOROTHY 12 00 00 12 00 00 ALL 09 06 2009 ALTHOFF DOROTHY 12 00 00 12 00 00 Branch 09 07 2009 ALTHOFF DOROTHY 08 00 00 08 30 00 ALL 05 05 2009 ALVAREZ CLIFTON 02 54 05 05 00 05 TUNES 05 05 2009 ANDERSON BETTY 03 00 00 05 00 00 T 08 18 2009 ANDERSON EVELYN 08 33 28 10 33 28 04 21 2009 ANTONE LAURENTIA 04 55 32 04 59 32 08 06 2009 BELYEU ANNA 02 00 53 02 02 53 Mon Visit Activity Status OPE
244. n you can right click on the contact name and then click on Calendar You can see any bereavement visits phone visits that have been scheduled completed 230 284 that unless the bereaved contact has been risk assessed and the resulting care plan is set to set this contact up as a client in scheduling they will not be available for scheduling visits or phone visits 30 2 BEREAVEMENT MAILING PROCESS In the Activity Tab of the Bereavement Screen HCHB or R2 icon right click on a Contact that has been assessed to see the Care Plan that was generated by completing a Bereavement Risk Assessment 1 Go to the Letters Tab to see automatically generated letters that are scheduled to go out based on the Care Plan for each contact In the Status Field choose the correct type of letter to be sent 2 edit the NEW letters right click on each contacts name and choose EDIT ereavement Contact Client Status Letter Date Status Change Date JOSEPHINE FAMELLI CARMEN NEW HOLIDAY 17 2008 172272008 5 00 00 AMELLI JOSEPHINE FANELLI CARMEN NEW GRIEF SELF ASSESSMENT 1 17 2008 1 22 2008 5 00 00 ANELLI JOSEPHINE FANELLI CARMEN NE w pa E 5 00 01 Add Bereavement Letter cdit Bereavement Letter View Bereavement Letter View Bereavement Letter History Print Bereavement Letter 3 Complete the edit of each letter and chang
245. ncy as well as Facilities associated to the patient i e pharmacy DME funeral home etc homecare homebase 04 04 2012 10 56 40 Edit Referral for HOSPICE General Referral Source Demographics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives Drag a column header here to group by that column Li SY eG EC S 7 Was Ad NOT RESUSCITATE FRIDGE COMFORT MEASURES ONLY 4 gt Add Advance Directive Set Advance Directive to Inactive Next gt Coordination Notes Episode Attachments Client Attachments Print Client Save X Cancel 116 284 Edit Referral for HOSPICE ALEXANDER WILLIE Service Line Assigned Branch Assigned Team Location HOSPICE AKR BRANCH AKR M THOMAS M Last Name First Name MI MRNo Gender DOB Nickname ALEXANDER WILLIE M AKRDODO0S5994402 FEMALE 06 02 1930 General Demographics Inpatient Events Unaffiliated with your Agency Service Locations Contacts Referral Source Inpatient Facility 77 Admit Date Y Discharge Date Y Surgery Date 77 Inpatient MR No 17 Reason for Admission Y Active kA Payor Sources Physicians Clinical Client Information Allergies Case Managers Add Inpatient Event Edit Inpatient Event j Delete Inpatient Event Inpatient Events Other Other Facilities Vaccination History Family Link Diagnoses Facility
246. nd approving the POC The Hold for Additional Clinical Review function is always used The AOC Nurse also provides clinical support to field Staff related to the delivery of hospice service after hours and on weekends This person must be knowledgeable of HCHB scheduling functions as well as PointCare They should be required to attend the office training sessions as well as the Pocket PC training sessions When the size of the agency or complexity of the business mix creates high call volumes the On Call RN can be supported via non clinical assistance with scheduling see below On Call Scheduler A designated non clinical position that provides scheduling support This position is only responsible for the hands on scheduling of visits as directed or approved by the AOC Nurse This position requires Web Access Internet This person must be knowledgeable of HCHB scheduling functions and PointCare They should be required to attend the Office training sessions as well as the Pocket PC training sessions Field Nurse A nurse who performs visits after hours and on weekends Visits performed during the ON CALL TIMEFRAME are not performed by the AOC Nurse Instead the agency has designated staff to perform visits during this period These staff members attend the PocketPC training sessions It is recommended to include this employee in all training sessions including HCHB if they will be functioning in the role of On Call RN
247. nding physician unless the flag is set to NO in the physician tab of the referral It Page 158 of 284 will also prompt workflow to send a copy to a Facility if the patient service location is ina Facility Pau SOC Date 07 24 2010 DOB 017074325 Branch Code JAC Medical Director Age 85 This IDG Meeting Date Previous IDG Meeting Date Last Visit Date IDG Meeting Reason Date Time of Death Physician KOOP LOTTIE DR 813 WEST MICHIGAN AVENUE JACKSON 49202 Physician Phone Fax Advanced Directives Directive Location DUR PER OF ATTY Di NOT RESUSCITATE Terminal Diagnosis ICD Code 332 Diagnosis PARALYSIS AGITANS Level Of Care Summary Level ROUTIME HOME CARE Current Discipline Frequency Discipline ACTIVITY COORDINATOR HOME HEALTH AIDE MASSAGE THERAPIST MEDICAL SOCIAL YORKER MUSIC THERAPY SKILLED MURSE SPIRITUAL COORDINATOR WOLUMTEER Client Orders since last IDG meetingk Order Date Effective Date Approved 092272010 0972212010 Hote PROBLEM PT DECLIME PT CHART amp GLHHH FACILITY CHARTASLHHH CHART 10 06 2010 09 22 2010 10 06 2010 RECURRING Onset or Exacerbation DE Date EXACERBATION OF 52010 Start Date End Date 0922 2010 100062201 0 Frequency Order Date 1 GAAR Z OF ey 201 0 Effective 07 25 2010 dT OF 24201 0 TAKT 2 OF 29201 0 TAKT 1 3VVRBE 081 372010 TER
248. ned by Provider Link and that only the physician can be edited on the order It will instruct the user that for all other edits they will need to void the existing order and create a new order homecare homebase 03 08 2012 11 22 39 AM o An order has been declined by Provider Link The physician the order may be edited by processing this workfow For all other order edits please contact Customer Service The Edit Approve Order button is divided into the following two separate buttons 1 Edit Physician on Approved Order 2 Reprocess to Physician Edit and Reapprove Order for MEISELL M Physician CONSTANCE M Order Type PHYSICIAN VERBAL ORDER Client MARTHA Order Date 12 30 2011 12 35 06 PM Declined By MARY T Declined Date 2 10 2012 7 13 37 PM Reason HE 15 NOW ON HOSPICE Reprocess to Physician Void Order The Edit Physician on Approved Order button will bring up a form to change the physician or physician office on the order The Reprocess to Physician button will process the order to the new physician or if the physician was not edited it will process it back to the original physician Page 130 of 284 Completing the Initial Review of Hospice POC allows for clarification time if needed to complete the final review merging of add on disciplines if added to the Referral only to the POC During this workflow stage the Hospice POC may be viewed and or edited E Initial Review of Hospice POC for HALLER
249. ness Development View Bereavement View 10 minutes 10 4 minutes 10 c minutes MOTE indicates to refresh on demand IDG Meeting View Time 1 3 are unacceptable values and will be saved as 10 c minutes Cancel In 2 Login Profile Settings EE Actions View 10 Minutes Refresh Times Order Console View Action View Colors 10 Minutes Files V alunteer Time View Default Filters 5 10 Minutes Hidden HCHE Only G Clinical Input View 10 Minutes OASIS Tracking View 10 Minutes bereavement View 10 Minutes Non Visit Activily View in Minutes El Business Developmen View 10 Minutes IDG Meetings View n Minutes ET Reset to Default Settings Save amp Stay save Don t Save Allows you to decide how often each screen refreshes with new data so that you see the latest information A refresh can always be done manually as well 10 minutes is the fastest you can set an automatic refresh Default settings are shown above but may be changed by the user Page 16 of 284 1 3 3 ACTION VIEW COLORS In Layout Refresh Times Action View Colors Files Defaults Background Save x Cancel In 2 Login Profile Settings Layout Refresh Times Action View Colors Files Default Filters Hidden Only Reset to Default Settings Normal Color Options Ba
250. ng gt Click Save Date to follow up on Pending Authorization should be Monday Click Save Number of authorized visits will appear in Authorization Details Click Close Page 94 of 284 Ordered to Authorized Visits Discipline Ordered Authorizations Insufficient TD LC HN SEVALUATION STANDARD SANDY GRIFFITHS r PENDING Authonzation Details for Authorization PENDING Billing Code gt ty per Period 7 Qty per Day 7 Qty per Week Qty per Month Qty per Y DISCIPLINES SN May click on Add Coordination Note Obtain Initial Hospice Authorization for STOUT LATHA Page 95 of 284 Status O Active W W Inactive 05 27 2009 11 10 08 4M INCOMPLETE INSURANCE VERIFICATION STAGE COMPLETED FOR PURPOSE OF SCHEDULING Y ADMIN HCHE STAGE COMPLETED FOR PURPOSE OF SCHEDULING SOC VISIT PLEASE FOLLOW UP Add Note then Close Obtain Initial Hospice Authorization for STOUT LATHA Click Pending Auth Request Submitted Page 96 of 284 For Medicare Replacement Policies the task that appears will be Verify Medicare Eligibility e patient does not need to be seen prior to the next business day do not process workflow patient needs to be seen prior to the next business day e Click Review Edit Funding Source Information to open referral scr
251. ns Clinical Diagnoses Scheduling Advance Directives v Involve Primary Physician in Hospice Plan of Care zl SIFUENTEZ BETTY ANN Mi PRACTICE 2 LYLE MARY INTERNAL MEDICINE Hospice Medical Director Physician Addre for CTI Order only VISITING PHYSIC 1163 RT 37 WES Add Edit Delete 4 Move Up d Move Down F2F Encounter N Coordination Notes View Add Episode Attachments View Add Client Attachments B Print Client Info Save Cancel If waiting on the nightly job instead of using 2 Encounter button the system will automatically alert you via workflow when all required recertification components are due This is accomplished by the system setting discussed earlier in this document Hospice Recertification Process This system setting will trigger all components needed for the Hospice Recertification process X value of the setting days before the End of the Benefit period If the setting value is set to 30 days then 26 days prior to the end of the benefit period you will be alerted in workflow The stage Plan F2F Encounter will be on the action screen for planning when this encounter visit should take place and who is going to complete the visit If the user double clicks on this stage they will see the following options e Plan F2F Encounter e Delay Planning of F2F Encounter e Stage Completed e Cancel Plan for F2F Encounter for TRON M
252. nt electronic medical record 5 Process Order Process Order for MAJOR LARRY Order Date 4 16 2004 Order Type ADD ON DISCIPLINE Primary Physician ABRAMS Preferred Communications Method PAPER Secondary Physician 4 16 2004 MAIL Date Order Signed by Physician Save x Cancel Level of Care LOC can be entered in two 2 ways At the SOC it defaults to Routine but in the Review Hospice Evaluation Documentation there is a step in the ladder when LOC is established initially See example below 147 284 Review Hospice SOC Evaluation Documentation for B VALIDATIOM View Coordination Mates Report Select Level of Care type for B VALIDATION B ROUTINE HOME CARE Set Initial Level of Care for Episode View Authorization Information Report E dit igw Election of Benefits If the Level of Care changes during the benefit period it can only be done by writing a Physician s Verbal Order See Examples on the next page When the order is approved through workflow the LOC changes in billing is based on the effective date entered here 148 284 Add Client Order for DECLINE DANNY 1 3 2012 bd 1 04 HOSPICE PHYSICIAN VERBAL ORDER Secondary Physician Order Read back to Delivered NOTE After Order Type is selected the appropriate content reason i ysician Agent of to Patient im a show Medications Supplies it
253. ntered by JOSEPH WARRICK RN Alternate Physician Admission Coord SOUTH RUNN 8 CUM Approved by BARBARA COOK RN Send To Physician N Read To Physician NA How Sent End of Episode Date 01 17 2009 Date Entered 11 19 2008 Date Approved 11 28 2008 Date Sent Date Expected Date Signed Days Outstanding 23 Description STABLE MOM INDEPENDENT WITH CSRE NO ADDITIONAL SNY NEEDED Client KNOWLES DORISS 1 00003285301 Order Date 11 13 2008 0 00 00 Order Type 485 ORDERS Notify New Orders Via PAPER Entered by JOSEPH WARRICK RN Alternate Physician Admission Coord SOUTH RUNN 8 CUM Approved by SANDRA JESIONKA RN Send To Physician Y Read To Physician How Sent MAIL End of Episode Date 01 17 2009 Date Entered 11 19 2008 Date Approved 11 28 2008 Date Sent 12 01 2008 Date Expected 12 15 2008 Date Signed Days Outstanding 23 Description Orders for this Physician 2 Note This report is grouped by client It can be used to resend orders HCHB recommends that this report be run weekly by your designee 221 284 Physician Phone Physician Fax ADAMS GEORGE Physician Group Client ANGLE BETTY ME Ho Payor Source Physician ADAMS GEORGE Physician Group How Sent Date Sent Medical Medical Director Director BAGWELL DENNIS Phone How Sent Date Sent Order Date 2 28 2012 10 13 21 Order Type Entered by CHRISTOPHER MORALES Alternate Physician INTAKE COORDINATOR Ap
254. ntra Agencv Branch Transfer Mark Client as DO MOT Mark client as READIVIT Supply Requisitions Visits To Orders Comparison Report AtFtachmen Episode Management ATLOOOOS301 0000754 0000235 AN 236 Payor Type Payor Source M MENS COMP MISCELLANOUS SAE UGS UGS SRE UGS AID NJ ARE UGS ARE UGS ERSE BLUE CROSS ARE UGS AID NJ SAE UGS AID NJ MANAGED Delete Episode Restore Episode A prompt will occur to ensure the process to undo the non admit click OK to complete the process Confirm Undo Hon Admit AN vou sure you wish to undo this non admit 136 284 Step 3 A message will appear to notify that the process has been completed and the clients Episode Status will be reset to Pending Process Complete A 1 J Mon Admit has been undone From the Clinical Input Screen Keyboard Icon Right click on the Patient Name gt Medical Record gt Orders 18 1 ADDING NEW ORDERS e From the Orders screen click Add Order button NOTE if the 6 7 little boxes do not appear when you choose the Order Type the POC has not been approved yet This has to be done first so the orders do not co mingle e Order Date defaults to current date Change it if necessary e Select the Order Type Note Certain order types trigger WORKFLO
255. o to File User Settings In R2 click on the Orb in the upper The User Settings area allows left then Login Profile Settings individual users to save screen layout preferences customize colors and establish refresh times 2 homecare homebase workflow Manager Pathways View r 2 User Settings System Settings Administrati central L mcm Table Administration Organization Setup Login Profile Settings workflow Manager Branch Settings Switch Login gt Logout Alt F4 lew Coordinat 1 3 1 LAYOUT In HCHB Page 14 of 284 User Settings d x Layout Refresh Times Action View Colors Files Defaults Acong View fl Save Settings on Exit Reset to Default Settings Order Tracking View fl Save Settings on Exit Wi Reset to Default Settings Volunteer Time view fl Save Settings on E sil Clinical Input View Iv Save Settings on Exit Reset to Default Settings 515 Tracking View fl Save Settings on Exit Bl Reset to Default Settings Bereavement View fl Save Settings on Exit View fl Save Settings on Exit Reset to Default Settings Business Development View fl Save Settings on Exit Reset to Default Settings IDG Meetings View Gl Save Settings on Exit All Views Gi Save All Settings on Exit Reset All to Default Settings Bl Reset to Default Settings Ll Save Reset to Default Se
256. ok place The field is required before the documentation can be saved Face to Face Documention is a free text field for the licensed professional to document their Face to Face findings The field is required before the documentation can be saved d F2F Documentation Client Information Client Name MR Benefit Period YOW MARGARET HCMOO00406 1 902 5 Assigned Branch Assigned Team HCM HM Encounter Date Face to Face Encounter Documentation F2F Performed By ADMIN HCHB CUSTOMER SUPPORT NP Save Don t Save te o F2F Performed By will default to the person logged into the system This will also be the name printed on the signature line of the F2F Encounter report and on the Face to Face section of the Medical Director s order Copy F2F Documentation to Narrative Section on CTI order is only available to the physician listed on the Medical Director s order This button will allow the physician to copy their Face to Face doumentation to the narrative section of their CTI order v If the physician clicks on the copy button they will receive a message letting them know that the copy feature was successful Page 166 of 284 Save Saves and closes the window This will return the user back to the grid screen This also represents the date the licensed professional completed the documentation The date will appear on the sign
257. ompleted SOC Visit Completed SOL Visit Yes 1 2 Requested Date of Evaluation Admitting Discipline Scheduling Acuity 12 18 2010 SKILLED NURSE Requested Date of Evaluation Add On Discipline Scheduling Acuity 1248 200 gt PHYSICAL THERAPIST Requested Date of Evaluation Add On Discipline Scheduling Acuity Page 80 of 284 6 9 PENDING REFERRAL If all of the required information is not obtained at the time the referral data is entered it will be set to a pending incomplete status when saved Workflow is generated called Process Pending Referral so it does not get missed add information double click on the task to bring up the referral information screen again e Add or correct the necessary information and click the Save button 6 10 CONTINUATION OF CARE CCD IMPORTING HCHB can now support an import and export of a CCD file which would be used to share patient information between 2 healthcare entities The other entity would have to contractually be set up to send and receive data for this to work Process When the office receives a valid form of Continuation of Care Document CCD from another healthcare source this can be imported into Homecare Homebase from the referral stage in assisting the data entry of that patient This process can be initiated from the first screen of entering a referral Here the user would choose the appropriate service line and select Continuity of Car
258. on Report Medications D CARE 1714220 ALLEN BETH Attachments k Aide Care Plan 1114 2 ALLEN BEVERLY Episode Management Orders 8710720 ALLEN JESUSA HCHB Hidden Features k QlReports 12 22 2 ALLEM JESUSA HU PACS Supplies 12 22 2 ALLEM MARGARETA CURRENT PHLOOOO3382601 Therapy B 12 2 20 ALLEN MARGARITO M CURRENT RUNDDDOS330501 Visit Mates 11 25 2 ALLEN MARI CURRENT CMCOO003S1 9301 Vital Signs Report 11 23 2 ALLEM MARIAAMDRE P CURRENT 014000031 20901 Wounds 11 1 20 ALLEN MARRON J CURRENT PHLOOOO3009401 H PLAN EAST 107172 ALLEN MARSHA CURRENT HCMOOO01 333102 MEDICARE MEDICARE HOSPICE UGS 66 200 ALLEN MARYLOU M CURRENT PHLOOUUS209201 KEYSTONE KEYSTONE 65 FA 11 8 20 PFE RIDIR PHI nnnrr3y774 orders for ADDERTON DORA Drag a column header here to group by that column Order Date X Drder Type 1 Care Order Edited Frequency 12 2 2008 1 35 55 PM OF CARE 8 FST 5 OWE BOT 1 Tw E OWE 27122008 5 12 PM SCHEDULE ROC VISIT SNT WK OWKE 11 26 2008 1 07 PHYSICIAN VERBAL ORDER WE Order Description RESUME CARE 12 2 08 SH D COPD ALLERGIES PCM ASA IODINE F wJLIH NEW BRUNSWICK 11 24 1221708 DR RANDY AOWLANDS PLEASE RESUME CARE REVIEW DISCHARGE INSTRUCTIONS AND PRESCRIPTIONS Add Or
259. on then click the appropriate answer Yes or No in the left corner This will generate a score and a risk level which will generate a Bereavement Care Plan 225 284 H Bereavernent Risk Assessment for BOONE ARLESA Drag a column header here to group by that column Hisk Assessment Question Weight CONFLICTED RELATIONSHIPS DEPENDENT RELATIONSHIP EXPRESSION OF SEVERE SELF REPROACH EXTREME FEELINGS OF ANGER EXTREME FEELINGS OF GUILT FAMILY UNAVAILABLE HISTOR OF CLINICAL DEPRESSION INADEQUATE FINANCES INADEQUATE SUPPORT LACK OF FAITH DTHER SIGNIFICANT OR MULTIPLE LOSSES RISK FACTORS FOR POTENTIAL PATHOLOGICAL GRIEF REACTION SOCIALLY UNACCEPTABLE DEATH SUICIDAL IDEATION YOUNG CHILDREN IN HOME Total Score Fisk Level 2 Save x Cancel When a Hospice Client dies all contacts identified as Bereavement Contacts will flow to the bereavement screen even if never risk assessed The date of death initiates the Bereavement Period start date and end dates If bereavement is ended early and then the bereaved want s to resume support the end date can be re instated using the dropdown calendar The change will be visible the next day and the contact will be displayed as active again Note If the user needs to view this change immediately after the date change has been made go to the Letter tab and click on the Update
260. ond profile allows the user to see all action screen items in order to process appropriately Staff will need Internet access through a home computer or laptop below are options Home Computer e Decrease cost for those who already May have to worry about security of patient have internet connectivity and a data by unauthorized users personal computer Support may not be as easy because each person will have a different setup Staff may feel tied to home because they must have connection to the application Laptop with Cell Phone or Air Card Connectivity Spontaneous Internet connection Cost laptop one time cost morale boost so that staff won t be tied Cost Air Cards cost and data minutes may to home be expensive unless you get a deal Easier connectivity support setup Connectivity may not be good depending established by agency on the area s signal strength The diagram on the next page shows what scenarios might occur after hours that cause the designated AOC to take action The diagram does not show all events but focuses 265 284 on what needs to happen in so that visits be performed on the Pocket PC at all times The AOC workflow in HCHB contains just the tasks that may be required during the AOC timeframe Ser HORE we Loran Aud visit for en a Sc Visi Process Visits thet were not ent Accented onthe action screen wall dansct ta Ember New
261. one 111 111 1111 Fax 111 111 1111 ATTENDING PHYSICIAN CLIENT Dr ELISA CDE CDE 501 STILL WELLS CORNER RD 345 STREET FREEHOLD NJ 07728 2965 PROSPECT KY 40059 Phone SSN HIC CDE123455 Fax DOB 5 25 1945 0096 2nd Physician Order Read Back to Physician Agent of Physician M Require Primary Physician s Narrative on this order Verbal Order Date 5 20 2011 2 07 PM Order Type HOSPICE CTI Order Description VERBAL CERTIFICATION ENTERED BY ADMIN HCHB CUSTOMER SUPPORT PRIMARY PHYSICIAN GIVING VERBAL CERTIFICATION ELISA PHYSICIAN GWING VERBAL CERTIFICATION PRIMARY PHYSICIAN ONLY NOTE FOR FRIDAY AFTERNOON THE PHYSICIAN LISTED ABOVE CERTIFIES THAT THE PATIENTS PROGNOSIS 15 SIX MONTHS OR LESS IF THE DISEASE RUNS ITs NORMAL COURSE Order for F2F Requirements for Medical Director s Electronic Signature In order to maintain compliance with the Face to Face regulation the following requirements must be met before a Medical Director can electronically sign the Certification of Terminal Illness Hospice Order Requirements for signing a Order requiring F2F Encounter 1 Completed Approved CTI order for a Hospice Medical Director 2 Completed F2F Encounter Encounter Completion Date populated 3 Medical Director enters the narrative for the certification order Hospice Requirements for signing a CTI Order not requiring a F2F Encounter 1
262. one program exists an alternate program may be selected e A validation indicator will exist beside the Worker field as this field is required in order to schedule the request recurring visit See the Select Worker for scheduling section below for new functionality specific to this form f If there are designated times for the visit those times may be entered prior to saving g Once all of the required fields are satisfied the user may Save or Don t Save Saving will store the selected information and the request will then display in green on the calendar since it is now a Scheduled visit Don t Save will disable the right pane and not store any of the previously selected values Add Edit Visits Client Information Name BURCH DOROTHY Phone 111 111 1111 Address No 00007412002 Work 111 111 1111 123 MAIN ST DOB Other Service Line HOSPICE Branch HPA Team 2 Visit Information rag acolumn header here to group by that column Client m Name Y Client Branch Worker Name 77 Jab Code 77 Service Code 3 Episode Payor Source BEREAVEMENT Service Code Type Service Code Authorization Program ALL VISITS MULTIPLE INTERMITTENT Worker Visit Date Start Time End Time i Add Schedule Mark Missed Change Pay Bill Save Don t Save amp j Close Note In the Bereavement scree
263. oordination Mate Activate Coordination Mote s Inactivate Coordination Hotels SIGNATURE FORMS TRACKING The Signature Forms Tracking grid is where electronic signature forms can be viewed printed and also where dates can be tracked for non electronic forms Right click on the clients name to Right click on the client s name to display the popup menu Select Medical Records Info Signature Forms Tracking Highlight the desired form to preview print Signature Farm Tracking for ANNIE Client Information HOS BRANCH HOS Team GREEN Client Name OAKLE 4 ANNIE MedicalRecord Nu 50 001024102 Episode Status CURRENT SOE Date 04 25 2011 Primary Payor 1 PALMETTO HOSPICE EOE Date 06 23 2011 Secoundary Payor 2 MEDICAID ROOM AND BOAR SOC Date 0425 2011 j signature Forms Active Inactive Signature Form Mame Date Signed by Client Caregiver 7 Attachments 37 Signature Execptions T Active Y Document Numi HOSPICE CONSENT FORM UN F E 1 g annie msi Close 2 Page 45 of 284 Click Add to track the signed date of a paper non electronic form 3 Signature Farm Tracking far Q amp KLEY4 ANNIE Client Information Branch AOS BRAMCH HES Team GREEN Client Name OAKLEY4 ANNIE MedicalRecord No 0500001024102 Episode Status CURRENT SOE Date D4j25 2n11 Primary Payor PALMETTO HOSPICE Dat
264. orded Details Problems BP SYSTOLIC 160 5 22 2008 4 41 SYSTOLIC SITTING ARM LT N BP DIASTOLIC 90 5 22 2009 4 41 PM DIASTOLIC SITTING ARM LT N HEAD CIRCUMFERENCE 120 5 22 2008 4 42 PM N PAIN 3 5 22 2008 4 42 PM N PULSE 40 5 22 2009 4 41 PM RADIAL PULSE CHARACTERISTICS THREADY Lower Upper Physician Vital Sign Alert Reading Limit Limit Contacted Comments 40 60 120 N NO COMMENT COMFORT MEASURES ONLY RESPIRATIONS 20 5 22 2009 4 41 PM N RESPIRATIONS CHARACTERISTICS DIMINISHED TEMPERATURE 98 6 5 22 2009 4 41 ORAL N Assessment HEALTH HISTORY Page 108 of 284 13 3 MEDICATION PROFILE Displays all of the medications and whether or not they have been reviewed for contraindications side effects Review for provider or patient responsibility Review for PRN assignment Edits cannot be made until the next stage of workflow A new High Risk flag denotes medications that look alike are packaged similarly have overlapping dose ranges and sound alike according to the Institute for Safe Medication Practices High risk meds include anticoagulants antipsychotics diuretics and antiepileptic At this time determining high risk meds and how to address them is left to the agency protocols At a later date FDB will alert the user to high risk meds and a response will be required Client Medication Report 3 1 2011 5 07 27 Client MCMILLIAN MARY Insured ID 111111111 Payor Name PALMETTO HOSPICE LHH00002248502 Admis
265. ort 22 Agent Last Renewal And Refresh Last Synch Raport 11 Agent Synch Report _ Apert Summary Repot 4 Agent Synch Information Report 21 Agere visit Drive Time M nage Report J Agent visit Time Report n Agents PoanbCane Vernon Report Aging Report 1 Abergees Report 2 Bereavement Actraby Report 2 Ber amp sneecnent Labels 11 Billing Notes 4 Call Summary Care By Surgery Date Report 1 Caregrneer Sammesry Report 21 Chent Birthday Report Chart Labels Report Do Hot Readmit Report jj Ghent Malling Labels Report 1 Ghent Orientation Ghent Roster Report Val Signs Report Previewing a report can be done either by double clicking on a report or right clicking and selecting Run Report Users can then enter parameters to be included as they choose and select Run Report As you click on a report title information about that report will pop up to the right of the window Page 198 of 284 X Admissions Report Apply Criteria Values DEFAULT Admission Dates From Payor Sources ALL Companies Admission Coordinators ALL Agencies ALL Homecare Coordinators ALL Service Lines Primary Care Types Branch Groups Secondary Care Types Branches Care Effective Dates Mo m Mao oe Teams Current Zip Cod
266. phics Payor Sources Physicians Clinical Diagnoses Scheduling Advance Directives _ Edit Delete i Move Up T Move Down Expand All Collapse All Next Coordination Notes View Add Episode Attachments Vieww Add Client Attachments pex Print Client Info Save Cancel Page 76 of 284 Diagnoses Procedures Diagnosis Description E CODE doo E Status OF Active MTS BU Frequently Used For Hospice All ples MALIGNANT NEOPLASM OF PROSTATE D PRIMARY DR SECONDARY MALIGNANT NEDPLAS 2300 SENILE DEMENTIA UNCOMPLICATED 0 PRIMAFY OR SECONDARY ORGANIC PSYCHOTIC 23410 DEMENTIA CCE W O BEHAV DISTURB _ SECONDARY ORGANIC PSYCHOTIC ano ALZHEIMERS DISEASE D PRIMARY DR SECONDARY HEREDITARY AND DE SENILE DEGENERATION OFBRAIN 0 0 PRIMAFY OR SECONDARY HEREDITARY AND DE 3220 PARALYSIS AGITANS 00 PRIMARY OR SECONDARY HEREDITARY AND DE UNS LIVR DZ W O MENTION ALCOHL D PRIMARY OR SECONDARY OTHER DISEASES OF ssn FALURETOTHRME D PRIMARY OR SECONDARY SYMPTOMS Page 77 of 284 6 8 SCHEDULING e Select Yes for Perform Hospice Initiation Visits prior to SOC to document a pre admission visit e lf the Initiation Visits feature is utilized the user would then click the Initiation Visits button to display the Initiation Visits types From the Initiation Visits form the user will be able to add edit void up to 5 initiation visits NOTE The visits are not sched
267. plies Mital Sign Parameters p V iCalendar Diagnoses Level Care Order Description s gt Spell Check Save Don t Save An alert has been added when approving Orders via Workflow to notify users when the Order Calendar contains PRN Visits but the Calendar Edited Frequency has not been updated to the specified number of PRN Visits during the Certification Period nor has a specific reason or a delineated description of signs and symptoms necessitating the visit been included in the Calendar Edited Frequency This will override auto approved orders and send them to workflow 140 284 This alert is to serve as a reminder to the user to make the necessary changes to the Calendar Edited Frequency lf a Content Reason checkbox has not been checked for an order the following validation message will appear Hie Client Order for CLOONEY GEORGE 1 3 2011 17 05 AM HOSPICE PHYSICIAN VERBAL ORDER Secondary Physician IRBY AGNES Order Read back to Delivered NOTE After Order Type is selected the appropriate content reason Physician Agent of Physician to Patient val Reason Wi Medications Vital Sign Parameters Wi Calendar Diagnoses Level of Care va ORDER DESCRIPTION homecare homebase 01 03 2011 11 06 20 4 Spell Check x Cancel Page 141
268. proved by PATTI ZAPATA ADPS Send To Physician Orders for this physician 1 Report Types HSA 00000628702 PALMETTO HOSPICE Date Expected Date Expected HOSPICE M Read To Physician Y Referral Admission Coont MONE ASSIGNED Physician Admission MONE ASSIGNED Physician Phone Fax 7 Date Signed Days Outstanding 36 Medical Director Fax Date Signed Days Outstanding 36 Hew Orders Via End of Episode Date 05 27 2012 Date Entered 03 20 2012 Date Approved 0324 201 2 e Full Report will show the order description while Summary will not Order Tracking Report BROOKDALE TRAINING Apply Criteria Values DEFAULT Companies ALL Agencies ALL Service Lines ALL Branch Groups ALL Branches Teams ALL Locations Order Statuses ALL Apply Statuses EITHER PHYS OR MED DIR Order Types ALL Clients ALL Primary Order Physicians ALL Payor Sources ALL Dates Expected To T d End Of Episade Dates Nd Dates Entered From Dates Approved From M Dates Sent From Send To Physician Referral AC Physician Signatures Physician Groups MR Numbers Service Location Type How Sent Group E Report Types Display Report Criteria Mo Beginni To End Beginni To End Mo Beginni End ALL
269. r that patient as m o E Semch _ Extended Search CURRENT PENDING HOLD v Page 32 of 284 LINTON DAVID J 1 100000666401 MEDICARE PALMETTO 12 21 2006 12 21 2006 2 18 2007 CUR POWERS BILLIE IHH00000619402 MEDICARE MEDICARE HOSPICE 4 26 2006 12 22 2006 2 13 2007 CUR PAwLEY CRYSTAL IH100000659701 COMMERCIAL INSUR4 GREAT WEST HEALTHCARE 12 22 2006 12 22 2006 2 19 2007 CUR GERBER CAROL 4100000632201 MEDICARE PALMETTO 12 22 2006 12 22 2006 2 19 2007 CUR IRMSCHER ANN W 00000581201 MEDICARE PALMETTO 8 25 2006 12 23 2006 2 20 2007 CUR JORDAN ANKE 00000581101 MEDICARE PALMETTO 0 2472006 12 23 2006 2 20 2007 CUR SNIPES ANN IH100000581901 MEDICARE PALMETTO 10 25 2006 12 24 2006 2 21 2007 Cu BEACH DELORES 11 00000672501 MEDICARE PALMETTO 12 24 2006 12 24 2006 2 21 2007 Cu ZUBERBUHLER ADELLE IHHO0000558402 MEDICARE MEDICARE HOSPICE 4 28 2006 12 25 2006 2 22 2007 CUR Extended search is available Episode Extended Search Client po City State Zipcode M eee SSN Number DOB 1 B HM F Frimary Physician 2 Start of Care between IN Start of Episode between B End of Episode between Discharge Date between Please leave any search are not to be used the search d E nt nt qo gt items b
270. ranches ALL E Workers ALL Maon VisiE Statuses ALL Sales Teams E Mon Visib Active YES wi Decline Reasons ALL Mon Visit Types ALL Disciplines Mileage Pay Methods Transmittal Groupings Payment Methods Report Display Report Criteria YES v Administrative On Call AOC functions may include e Entering a new referral in order to schedule an admission visit e Processing client data by reviewing approving or holding the evaluation packet for further clinical review if visits are needed prior to the next business day morning 264 284 e Entering and processing physician orders for extra visits for current patients e Processing visits during the AOC period reassigning or rescheduling visits Points to consider when designating staff to the AOC position A Registered Nurse is required to make changes approve a patient s Plan of Treatment LPN LVN can write orders but requires approval by an RN e fa non clinical person takes AOC they will have to approve evaluations hold SOC orders etc While they are not really approving them they must enter a coordination note to indicate what was approved so that the appropriate office nurse can follow up and actually review approve the documentation the next business day e Once your designated staff has been identified a separate login profile will be created for these workers This sec
271. re Referral Source Link Workers Payroll Reports Administration Help Service Line LL Branch BRANCH COR Team Actions Client Related Tasks Review Coordination Notes Review Billing Notes Administrative Tasks Client Search Drag a column header here to group by that column fuz pe nada ad MS pel e Billing Notes are reviewed by the billing department e Please see separate Financial Manual 2 4 ADMINISTRATIVE TASKS Administrative Tasks are to do items that your agency has established These tasks are time related i e something performed daily weekly monthly and are not related to a specific patient Some examples are shown below If a specific report is tied to the task simply double click to open up the task and click View Report button Enter desired parameters to run the report Once the report is viewed printed and task is complete click on the OK button to mark the Administrative Task completed Actions Client Related Tasks Review Coordination Notes Review Billing Notes Administrative Tasks Drag a column header here to group by that column Administrative Task REVIEW PATIENTS AT PROCESS PENDING REFERRAL STAGE AND DISCUSS AS NECESSARY May 22 2009 4 30 PM CONDUCT CLINICAL CHART AUDIT May 25 2009 8 00 AM Responsible Position CLINICAL MANAGER PREPARE FOR CASE CONFERENCE May 25 2009 8 00 RI
272. rker in the Scheduling Console They will be on the calendar as scheduled visits with a lock icon The lock icon is indicative that the visit was assigned from the referral and must be reassigned rescheduled through Clinical Manager SEE SCHEDULING CONSOLE MANUAL FOR ALL OTHER SCHEDULING TASKS 29 1 ORDER TRACKING VIEW The Order Tracking View allows you to view sort and track all orders in HCHB and R2 206 284 In HCHB Click the Rx button za i e eel alae 509 G DIEGO 5 E Chere Stake ACTIVE Cher Besich Order Stait APPROVED AND SENT PT TE hae ROT TWE TWEL Am ORDERS BRECKENRIDGE CATHIALDER FRED Fiz3 BRECKENRIDGE CATHIALDER FRED ADD OH DISCPLINE BVA 4 31 SSR RT WEZ PI Zw 32h BRECKENRIDGE CATHI ALDEA FRED ADDON DISCPLINE SE 2007 ASW PET MEA ZW DET 7331 ESECKEHFIDES CATH ALDER 600 OH DISOPLINE Suo 4 24 58 E DOT EZ ECL OT DEZ DET ES NUT 73 8 BRECKENRIDGE CHAH AGARWAL SURESH Ag ORDERS PT aR RB OW YwEI m Filtering Orders e Orders can be filtered i e Not Sent Sent But Not Signed etc e Column to sort ascending to descending and vice versa i e Date Expected by Physician etc Order Tracking Client Search Extended Search
273. rs may be set as needed to include individuals as well as all Volunteers Access the report by following this path HCHB gt Reports gt Hospice Reports Volunteer Activity Report The Worker Birthday Report may be used to identify volunteer birth dates Access the Worker Birthday Report from R2 gt Resource Manager gt Report Manager gt Worker Birthday Report Filter the report by Worker Type Volunteer 255 284 5 Worker Birthday Report BROOKDALE TRAINING Apply Criteria Values DEFAULT Workers Payroll Statuses Service Lines Exempt Y Branches Contractors i Client Branches Primary Job Descriptions ALL Statuses And or AND I Teams Alternate Job Descriptions Locations Codes lt worker Types States Ful Time Dates of Birth From Beginni To End TRA CONTRACTUAL worker Categories EMPLOYEE Months VOLUNTEER Payment Methods TE Display Report Criteria YES 1 i iE view Print Only RES 45 POF a Export 2 Criteria The Worker Renewable Requirements Report may be used to track expiring requirements Access the Worker Renewable Requirements Report from R2 gt Resource Manager gt Worker Renewable Requirements Report An Admini
274. rtant that only you know your password and your agency has elected to take additional steps to ensure your privacy and security Your password will be forced to expire every ninety 90 days at which time you will be requested to select a new password which only you will know When it is time to change your password the system will display a message much like the one which follows 12 284 homecare homebase Web Interface Change Password Welcome to the HCHB Applications Web Portal Change Password Old password Consult your help desk or corporate policy for any relevant password quidelines New password Customer Communications Message Center Confirm password Please check here for the latest alerts and announcements J Monday May 25th 2009 Customer Notification Holiday Hours There are a few additional considerations on passwords which you may select Your password is case sensitive so if you assign all or part of it in capital letters you must remember what you capitalized You will not be able to select any of the last four passwords you have already used If you enter your password incorrectly three times you will be locked out of the system for ten minutes and then you may attempt to enter your password again If you are certain that you have forgotten your password contact Customer Support and request that your password be reset then enter the new password to gain access to the syste
275. s 29 2 VERIFY RECEIPT OF SIGNED DOCUMENTS AND MEDICAL RELEASE CODE Page 209 of 284 Upon approval of the POC this event 15 triggered on the action screen to ensure that the office has received all documents signed by the patient and to capture the information relative to release medical data to other organizations Note this stage will appear only at the Start of Care and transition recerts The task opens up the referral form so that the answer to these two questions may be indicated and or verified on the Clinical Input tab EET RETI completed ELLEN DORVAL RN E dit zigw Referral Stage Completed homecare homebase Edit Referral for HOSPICE General Referral Source Demographics Payot Sources Physicians Clinical Diagnoses Scheduling Advance Directives Chant Infomation Inpatient Events Other Facile Disaster Status hn p regnant 1 WITHIN Twit Rs CEEE im 000 00 C Yes No jog hm name v Date Entered VoidedBy Date Voided _ 11 20 2008 ELLEN DORVAL RN 11 20 2008 ELLEN DORVAL RN 11 20 2008 ELLEN DORVAL RN 11 20 2008 eg ee ea m 210 284 If Electronic Signature Forms are set up to be used this task will have an additional button called Signature Form Tracking Once this button is clicked the Signature Form Tracking grid will appear from which signature forms can be viewed and or pr
276. s e Accessed through o Report Library o Group Console e Report is filtered by branch level e Reports o Group Name 243 284 o Date and Time o Group Leader o Option to Include Attendees Names o Option to Include Group Details e Offers total number of groups for the date range selected e Offers total number of group attendees for date range selected Dereavement 3rouas QA DXITERNAL Bereavement Group VY Date w Branch v Group T Group Leader 125123 02 25 2012 CLI MEMORIAL TUESDAY MORNING 1 02 28 2012 KAL S IPPORT GROUP ROGERS CATHERT SPRING TE 02 28 2012 KAL HOUCAY SUPPORT ETL LED SSSR ET a V Ecit Apply Criteria Values DEFAULT Group Dates From 02 26 2012 02 29 2012 Branch Groups ALL Branches EL Group Leaders ALL Include Attendee Mames NO Include Group Details Display Report Criteria YES 3 Cancel Date Time Branch CLI 027281201 2 004 10 00 Attendees Group Details 2 28 2012 12 00PM 1 00PM Attendees Group Details Branch 0228012 TOOAM 8 004 Attendees Group Details Qaam0l12 2 00PM 4 00PM Attendees Group Details Total Groups 4 Bereavement Groups Report Group 123123 ACTON JOAN THOMAS JANICE THOMS PAUL MEMORIAL HOSPITAL GROUP 1 ABERNATHY TR
277. s in daily use of the system Other manuals can be referenced as a supplement to this information Reports Manager Manual Financial Manual Clinical Manager Home Care Database Setup Manual PointCare User s Manual Provider Link Manual and the Referral Source Link Manual Page 11 of 284 Go to www hchb com on the Internet Click on Member Login in the upper right hand corner of the screen Enter User Name and Password Click Log In The Application Portal appears You will notice that there is an application called and another called R2 All functionality is being integrated into R2 but currently they are fully interfaced requiring no duplicate entry There is also a training folder that contains both applications used only for training purposes Please Log in Your Applications Be 5 User name po H Traing CUSTOM HCHB REPORTS Password ALACARE 9 y Advanced Options gt gt gt NPI Lookup LOG IN Nm ctt Disconnect Log Off 1 1 PASSWORDS AND SYSTEM SECURITY At the time you are given access to the HCHB System your agency administrator will assign an initial user ID and Password which together identify you and your rights to use the system Confidentiality of your password is very important as the combination of your user ID and password constitute your electronic signature which may be stamped into any information that you add change or inactivate within the system It is impo
278. s is unverified paper visits Correct by manually verifying paper visits and or checking to see if any visits are still on devices ASR Total Hours Verify that 8 total hours of care were provided within a 24 hr day with at least 50 of the hours as skilled care If not bill as routine see modifying approving CC hours below Overlapping Verify the clinical necessity of overlapping visits If Visits overlapping visits were not medically justified adjust the hours of care provided in the visit note s by right clicking on the visit note and then again on Edit time Continuous HC Hours gt 24 Verify that no more than 24 hours of care are being billed If more than 24 are recorded adjust the hours of one or more visits accordingly see 24 hr override and approval below MODIFYING APPROVING CONTINUOUS CARE HOURS NOTE DO NOT GO INTO THE EDIT FUNCTION THEN CLICK SAVE AS THE HOURS WILL REVERT TO ZERO ALWAYS CANCEL IF NO CHANGE IS MADE 1 On Clinical Manager workspace click Ez 2 Right click the patient and click Medical Records gt Levels of Care 3 Select the date and click Edit 1 Levels of Care for NORDLIE JOSEPHINE PIS Drag a column header here to group by that column paie Ordered Level of Care Billable Level of Care CBSA ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE ROUTINE HOME CARE LEM HOME CARE ROUTINE HOME CARE ROUT
279. se runs its normal course Hospice Verbal Certification Medical Director Medical Director Giving Verbal Certification The Medical Director Hospice Team Physician listed above certifies that the patient s prognosis is six months or less if the disease runs its normal course A new Review Coordination Notes button has been added to the Edit Client Order form to in order to give agencies access to any available Hospice Verbal Certification coordination notes as well as to be able to add a new one 102 284 Edit Client Order for CDE CDE Verbal Order Read Back To Order Date Order Time Order Physician Agent OF Physician 05 20 2011 02 07 PM N lal xl Primary Physician Secondary Physician ABBOTT E Require primary physician s narrative on this order Order Description MAY EVALUATE ADMIT TO HOSPICE zl CERTIFICATION OF TERMINAL ILLNESS I CERTIFY THAT THE PATIENT S PROGNOSIS I5 SIX MONTHS OR LESS IF THE DISEASE RUNS ITS NORMAL COURSE TERMINAL DIAGNOSIS RN MAY PRONOUNCE POC COORDINATION WITH FACILITY ATTENDING PHYSICIAN MEDICAL DIRECTOR RN AND ONE OTHER IDG MEMBER INITIAL CERTIFICATION PERIOD HOSPICE MEDICAL DIRECTOR MAY ACT AS SECONDARY PHYSICIAN FOR THE PALLIATION OF PATIENT SYMPTOMS 45 NECESSARY 4 Review Coordination Notes D Spell Check Save Don t Save The new Review Coordination Notes button can be accessed from within one of the fo
280. sion Date 12 6 2010 Primary Dx 189 0 MALIG NEOPLASM KIDNEY EXCEPT PELVIS Secondary Dx Physician EASON RICARDO Phone Address 3800 HOUMA BLVD SUITE 350 METAIRIE LA 70006 Client Allergies Client Medications asoding 12944 5 2 Start Date Route or End Date Classification Dose Amount Frequency Alt Route Entered By Date ACETAMINOPHEN RECTAL CITALOPRAM ORAL 12 27 2010 ANTIDEPRESSANT SELECTIVE 20 MG 1 TAB SEROTONIN REUPTAKE INHIBITORS SSRIS Reason DEPRESSION Instructions NICOLE CG OR HOSPICE SN ADM MED dalL N N N N N SHANNELL ALLEN RN 12 29 2010 MAX DOSE 20 MG DAY 13 4 EDIT VIEW ELECTION OF BENEFITS Enter EOB information Indicate New or Transfer patient i e transfer from another hospice Edit Start of Care Date as needed If patient has ever revoked hospice it is important to enter the number of revocations Page 109 of 284 om 05 22 2008 Bea Hospice notice submitted Comments Number af Revocations 54 Election of Benefits for ALEXAN D ER WILLIE hA RELEASE TEST TRAINING x EOB Previous Agency Information Tm Agency Start of Care Date EOB Date 03 13 2012 o3f13 2012 Address Start of Episode Date 03 13 2012 ZIP Code City State Phone Provider Number Transfer letter received from transferring agency
281. sitating the visit been included in the Calendar Edited Frequency This alert is to serve as a reminder to the user to make the necessary changes to the Calendar Edited Frequency When the initial review is completed the scheduler will receive a task to schedule the first 7 days of visits An additional task to Review Edit Approve Hospice will appear for the PCM Clin Sup to make final changes to the POC Non Medicare non episodic patients may require additional authorizations to be entered in order to schedule the remaining visits e Double click on Obtain Additional Authorization for Hospice Services Workflow to add additional authorizations for subsequent visits obtain Additional Hospice Authorizations for Sh Add Edit Authorizations gt Calendar Add Coordination Mote Stage Completed e Click Edit View Calendar e Click Add Edit Authorizations This will display the number of ordered visits ordered number of visits already covered by authorizations authorized and number of visits that need authorizations insufficient Never attach authorization to a Medicaid Room and Board payor source Select Evaluation Standard Intermittent for add on disciplines from the Program drop down box e Select Routine Visits for subsequent visits from the Program drop down box e Pending Authorization e Click Select Job Codes 132 284 Assign Job Code s to Program 4
282. strative task may be set up as a reminder Hospice Abbreviated Face Sheet Report provides pertinent client information for the volunteers but does not include confidential client information If you are a hospice agency that has an inpatient unit there is functionality within the system to capture each encounter encounter is each time direct care is provided throughout a shift To enter or modify these encounters access the visit notes in the clinical input screen 1 Clinical Input Screen 2 Find the patient needing an encounter documented 3 Right click and select Medical Records Info 4 Visit Notes Find the needed visit note and right click An option to View Edit Hospice Inpatient Encounters is now available Select this option to enter or update existing encounters Note notes Page 256 of 284 Hospice Inpatient Encounters can also be documented on paper verified visit From the Hospice Inpatient Encounters screen the ability to Add Edit or Delete encounters that are associated with this visit note are available To add an encounter click on the add button at the bottom of the screen and a pop up box will appear to enter the appropriate information Hospice Inpatient Encounters for 5 TANISLAWSKI MARSHA e Add 22 Edit Delete Close Date ww Discipline w Start Time T Duration Minutes 77 Billable Details 06 16 2009 5M 11 47 22 4M 25 bi CHECKED PATIENT S VITAL SIGHS CH
283. t CHS Apply Criteria Values DEFAULT Dates From NoEnd v Branches ALL 2 Teams ALL Show VolunteerTypes YES v Display Report Criteria YES v 4 View Print B Print Only grax Bi save As PDF Export IE Criteria 254 284 This report uses the rate based on the most recent effective date that applies Since few agencies use Volunteer Rates the Volunteer Rate and Volunteer Total columns are hidden if there is no Volunteer Rates found When Show Volunteer Types has been set to Yes the report will display rows w Volunteer Service Types Hospice Volunteer Requirement Report EXTYE inet Hospice loge Ferena Waimea 2 1 Tremi ARR 1290 31 15 241 HT 50 CREST VOLUNTEER t 290 74 356 15 21 100 311 50 iH 085 ra 23 08 252150 DEFECT VOLUNTEER E nan LERLE 255 cn 2735030 25 25 212 52250 DIRECT VOLUNTEER 278826 225 TEX 101007 522 5 1 DAN LCS OREST SOLUNTEER 230 37 9 00 b DT 9100 GHA Do 1493 35 049 enik A30 300 Bir i DEFECT VOLUNTEER 231732 5o 017 to DG SED Let al 41 24 04 143 58 177 4 234 40 Vou Total 13 6235 145 93 51 Volunteer Activity Report includes all volunteer activity Filte
284. t How Order Sent i 04 04 2012 PreferredCommnmunications Method FAX 04 18 2012 For orders that require both the primary physician and medical director s signatures there will be two separate areas to mark the order signed 217 284 Process Order BROOKDALE TRAINING Order Information Process Order for AMGLE BETTY Primary Physician KAHL ONLY Order Date 312212012 Preferred Communications Method DELIVER Order Type HOSPICE PLAN OF CARE Secondary Physician Primary Physician Date Order Sent 05 30 2012 Date Order Expected From Physician 04 13 2012 How Order Sent FA m Date Order Signed by Physician Medical Director Medical Director BASS ROBERT Date Order Sent 03 30 2012 Date Order Expected from Medical Director 04 13 2012 ow Order Sent HOSPICE IDG Date Order Signed by Medical Director Type Hospice IDG in the field for the Medical Director that reads How Order Sent 29 4 REPROCESSING UNSIGNED ORDERS Medical Records will receive an administrative task to Process Unsigned Orders at an interval set by each agency usually once weekly When the task is double clicked it will open into a box that is linked to the Orders Tracking report Complete Admin Task When View Report is clicked it opens into the parameters for the Orders Tracking report Set the Order Status parameter to sent but not signed
285. t you will not be able to assign the admission visit until you either schedule the F2F encounter print F2F form for manual completion or delay the F2F stage s 8 3 AUTHORIZATION FOR NON MEDICARE PATIENTS 8 3 1 OBTAIN PAYOR SOURCE VERIFICATION HEZA Payor Source Verification for STOUT Stage Completed Prior ta Obtaining All Required Info e Payor Source Verification Where information regarding co pays deductibles drug card info etc can be entered When you have entered your information click the save button Page 89 of 284 8 2 1 1 PAYOR INFO Add Payor Source Verification for STOUT Verification Obtained By Date Obtained 5 27 2009 7 Last Name First Hame Mo SSN STOUT 38 75 7834 suus EGLI m IR BLUE CROSS BLUE SHIELD E i poes a dew Page 90 of 284 21 2 BENEFIT INFO TAB Payor Source Verification for STOUT LATHA verfication Obtained By Date Obtained ADMIN CUSTOMER SUPPORT 2009 A Last Hame First Name Ma SSN STOUT FT 0000055 2902 I 098 76 7894 Payor Info Subscriber Infa ene te EH In Network Individual i Deductible Copay OOP Deductible Does Include Deductible Insurance pays this after Deductible Does Homebound Status Apply Yes No C Yes C
286. tem will walk you through all the questions in that category Press OK to move onto the next question Question for PATIENT IDENTIFIER ED INDICATE TWO PATIENT IDENTIFIERS USED TO IDENTIFY THE PATIENT NAME Bl DATE OF BIRTH Bl PHOTO IDENTIFICATION CARD E FACIAL RECOGNITION WAISTBAND Wi CAREGIVER 4 x Cancel Work your way down the list of categories using Open Form or double click to get to the list of questions that must be answered Page 191 of 284 Once you complete all the categories the Done button will fill and you can press it to save the note Assessment Item Categories for KIMBERLING CHARLES W 2 es E 22 ml xj Ji Drag a column header here to group by that column o Assessment Item Categor Form Completed 7 I PATIENT IDENTIFIER YES I DEATH YES I EQUIPMENT SLIPPLIES YES MEDICATIONS YES FUNERAL ARRANGEMENT YES HD BEREAVEMENT JI JI JI JI JI JI JI JI JI Ji JI JI JI JI Ji JI JI JI JI JI JI JI 2 Either Review Hospice Discharge Visit or Review Hospice Death at Home Visit will generate as a task in the workflow dependent on the note type entered After this task is cleared it will change the patient s Episode Status to Discharged i i 2 MEDICARE PALMETTO GBA 12 23 2003 12 23 2003 HOSPICE REVIEW HOSPICE DEATH AT HOME VISIT DEATH AT Undo a Discharge In the Clinical Input screen ri
287. tervention or goal IMPORTANT Add POC orders and goals in the Orders Goals tab of the POC in a later task by choosing those appropriate for the NDP s that were added or deselect them if NDP s were removed Review Update Hospice for HALLER COCO PATHWAY HOSPICE SKILLED NURSING HOP Date User HOSPICE SKILLED NURSE EVAL PERFORMED ADDITIONAL VISITS BE PERFORMED HOSPICE SKILLED NURSE EVAL PERFORMED ADDITIONAL VISITS PERFORMED TAMMY HALLER H NDP ALTERED COMFORT HOSPICE MA MESS 1 FOR SK 1 TEACHING OF COMFORT HOSPIC NEED FOR SKILLED TEACHING OF ALTERED COMFORT HOSPICE 5 22 HALLER F INTERVENTION INSTRUCT FAMILY TO NOTIFY HOSPICE NURSE OF ANY CHANGE IM PATIENT 5 TAMMY HALLER PAIN INTENSITY DR IF MEDICATION 15 NOT ADEQUATELY CONTROLLING FAIN INTERVENTION INSTRUCT PATIENT CAREGIVER S OF THE CAUSE OF PAIN IN THE TERMINALLY san TAMMY HALLER 5 INTERVENTION MONITOR FOR SIDE EFFECTS OF MEDICATIONS TAMMY HALLER HCHB REP GOAL PATIENT CAREGIVER S UNDERSTANDS NEED TO REPORT CHANGES IN LEVEL HOSPICE BN 8 TAMMY HALLER F GOAL PATIENT CAREGIVER S UNDERSTANDS THE CAUSES OF PAIN 5 22 2008 TAMMY HALLER F GOAL PATIENT CAREGIVER S VERBALIZES UNDERSTANDING OF THE ADMINISTRATION AND SIDE EFFECTS OF PAIN MEDICATION 22 2003 TAMMY HA
288. that may affect per diem billing for the billing date range Check that paper notes have been manually verified MODIFYING APPROVING CONTINUOUS CARE HOURS 6 On Clinical Manager workspace click Ez 7 Right click the patient and click Medical Records gt Levels of Care 8 Select the date and click 183 284 1 Levels of Care for NORDLIE JOSEPHINE Drag a column header here to group by that column pale T Ordered Level of Care Billable Level of Care CBSA 2 15 2008 ROUTINE HOME CARE HOME CARE 2716 2008 ROUTINE HOME CARE ROUTINE HOME CARE HOLD 2722008 ROUTINE HOME CARE ROUTINE HOME CARE HOLD 2 18 2008 ROUTINE HOME CARE ROUTINE HOME CARE HOLD 271922008 ROUTINE HOME CARE ROUTINE HOME CARE HOLD 2 20 2008 ROUTINE HOME CARE ROUTINE HOME CARE HOLD ROUTINE HOME CARE ROUTINE HOME CARE HOLD CONTINUOUS HOME CARE CONTINUOUS HOME CARE CONTINUOUS CARE CONTINUOUS CARE HOLD ff OK 9 Modify the level of care based on your documentation and agency policy e Click Bill as Routine Homecare to accept billing at standard routine rates e Click Override Total Billable Hours and specify the number of billable hours e Under Approved By enter your name or initials Level of Care Date 2 22 2008 Continuous Care V alidatio Documentation Approved Nursing Hours Threshold Met 274 Total Hours Threshold Met 8 Overlapping Visits
289. tion Date column on this screen This will populate with a date when the F2F Encounter has been completed for that benefit period 63 284 Search Order Console xv j 747 75 gt 1 Search By gt Order Number 77 Client Name 7 7 Order Date Y Order Type v F2F Completion Date Y Wound Care Order Y Edited Frequency Y Search For 1696544 EEG IM 9r Declined 9 Process View Order Common Filters B pico Service Lines amp D View History HOSPICE Print Only Branches i View Print ALL bed Eh Fax Teams Be view Physician Narrative ALL Fa toFa En t m O TE Reset Grid Layout Active Inactive All a Export Grid Order Console Filters Ej Print Grid Clients YOW MARC YOW MARCELIN o 5 4 3 IDG SCREEN From the IDG screen locate the patient from the list and right click on their name This should bring up the medical record menu select medical records info and then the Face to Face menu option This will present the user with the Face to Face grid for this patient 64 284 homebase File Workflow Manager Pathways Clients Payor Sources PointCare Workers Reports Administration Help Service Line ALL gt Team gt IDG Meetings Expand All Collapse IDG Date from
290. ttachments if the Face to Face encounter has scanned documents attached this field will be checked e Last Update By name of the person who last updated this record Date Last Updated date the record was updated 164 284 e Document Number Face to Face document number is used to easily track the encounter Face to Face Encounters for LAWSON JEROME Client Information Client Name LAWSON JEROME Primary Physician FARRINGTON DARTHY Medical Director ROSALES MR No 0008737502 Phone Assigned Branch HPA Fax No Fax No Assigned Team 2 k 22 Edit 2 Documentation X Inactivate F2F Documentation rs F2F Form View Edit Client Attachments Process 2 Encounter Close 21 5 1 1 1 ADD ENCOUNTER DOCUMENTATION If a nurse practitioner or physician documents a patient s Face to Face Documentation in IDG they will need to e Select the Add F2F Documentation button from the Face to Face Encounter grid to document their findings F2F doumentation form will display o Client Information section is read only v Client Name Y Medical Record v Benefit Period v Branch the patient is assigned 165 284 v Team the patient is assigned o Encounter Date will need to be populated with the date the Face to Face Encounter to
291. ttings Cancel In 2 Login Profile Settings Layout Actions View V Save Settings on Exit Refresh Times El Order Console View Action View Colors V Save Settings on Exit Files Volunteer Time View Default Filters V Save Settings on Exit Hidden HCHB Only Clinical Input View V Save Settings on Exit El OASIS Tracking View v Save Settings on Exit El Bereavement View Save Settings on Exit Non Visit Activity View V Save Settings on Exit El Business Development View v Save Settings on Exit El IDG Meetings View SR Reset to Default Settings Save amp Stay Save 18 Don t Save Allows you to save various screens so that when you exit and log back in your screens are how you want them according to your personal preferences Make sure Save All Settings on Exit box is checked for the appropriate views If you check this box in the All Views section every screen will save according to your preferences Page 15 of 284 1 3 2 REFRESH TIMES In User Settings _ Ee X Layout Refresh Times Action View Colors Files Defaults Actions View Order Tracking View Actrvity Yew minutes io minutes c minutes io cj minutes Work flowy Wiers OASIS Tracking view Volunteer Time View minutes 10 4 minutes minutes Clinical Input View Busi
292. uled to workers here but in a later task in workflow homecare homebase 05 05 2011 09 06 18 AM New Referral for HOSPICE General Referral Source Demographics Payor Sources Physicians Clinical Diagnoses 5 Schedule Scheduling Criteria The Initiation Visit Grid will present as shown below wang View Grd View ho Desciphme Code V Service Code Y Scheduling Acuity Agent Name VW Authorization 7 Visit Date C7 Status Y HHS ET Vee ee ETE USER IN 3 WITHIN 48 HOURS Users will have discipline selections depending on agency preference Page 78 of 284 Initiation Visit for STANISLAWSEK M x Client Name MR Number Agency AGENCY Primary Payor Branch BRANCH Secondary Payor L4 Service Code CHAPLAIN v MEDICAL SOCIAL WORKER ___ PHYSICAL THERAPIST 1 SHELLED NURSE SPEECH THERAPIST EB sae G Dont Save y si ADD ON Visits e Select Yes or NO in the Add On Evaluation Prior to Approval of the Plan of Care associated with the Completed SOC Visit box Yes will allow scheduling of MSW and or CH in addition to the admitting RN on the date of admission lf MSW and or CH visits are not needed the date of admission select No They can be added into the calendar by the nurse during the admission visit for later in the w
293. vement Start Date Bereavement Contact Information QA P M EXTERPIAT ANDROID Bereavement Hospice Community Self Referral Contact Demographic Information First Name Last Mame Middle Nickname Salutation Hame Suffix Date OF Birth SELF REFERRAL TEST gt Relation To Client Street Code City State County Phone Werk Phone Alternate Phone EMail Hospice Client Demographic Information First Mame Last Mame Middle Nickname Client sendar Date OF Birth Client 5M Client Number Service Line Team BRANCH Sm Select Hospice Client Referral Information Referring Agency Referral Contact Mame Referral Contact Phone Referral Date General Bereavement Inora Date OF Death Bereavement Start Dake Bereavement End Date Bereavement Case Manager 02 20 2012 e Comments Save 1 Don t Saves e Saving will add this contact to the activities grid Bereavement contacts can be accessed through the activities tab 236 284 The activity grid will display all of the current bereavement contacts There a few changes to the activity grid that are highlighted below e New Bereavement Type Column and Search by option In order to access contacts either utilize the right click function or double click on the selected contact Bereavement Activity Console EXTERNAL ANDROID Search Bereavement Type
294. visit is going to be documented in PointCare Paper ifthe visit will be manually documented on paper Hospice IDG if the visit will be documented through the Hospice IDG screen in clinical Manager Add View Attachments if you have support documentation about this encounter you can scan the document and attach it to the patient s record Service Code of Visit to be Performed Medical Directori Team Physician Responsible Far Signing the CTI Order m ROSALES ONESIMO Date of Face to Face Encounter Date of Planned Face to Face Encounter M Unknown Method For Documenting Encounter View Add Client Attachments Save amp Stay B Save Dont Save Page 168 of 284 Save Stay Saves the data but does not close the window Save Saves and closes the window This will return the user back to the grid screen e Don t Save Closes the window without saving modified data If you should need to inactivate the Face to Face Encounter record you will highlight the record and click on the Inactivate button The option would be useful on patients that originally met the Face to Face encounter requirements In that case a Face to Face encounter may not be needed If the user clicks on the Close button it will return the user back to the workflow stage Plan F2F Encounter and you will also notice that the Stage Completed and Delay Planning of the F2F Encounter are now available 21 5 1 1 3 INACTIVAT
295. y visit Take your time look at the client determine what is important for the visit and what should wait until the next visit The great thing about this application is that it allows you to really practice nursing psychosocial spiritual care without having to be concerned that something will get missed The application will keep track of the interventions that are provided on the visit as well as the ones that need to be re addressed because the client did not fully achieve the goal The client family s ability to learn and meet goals is greatly dependent upon their education mental status and the complexity of their care needs as well as a variety of other uncontrollable issues What you really need to take from this SOC Add On visits the pathway must be completed or there will be no interventions and goals on the subsequent visits SOC visits the pathway must be completed or the POC will not contain the orders for the services to be provided All interventions provided on the visit will not necessarily have all associated goals met on that visit Example of the Nursing Problem Statement Report per patient Pathway HOSPICE SKILLED NURSING NDP NDP MEED FOR OBSERVATION AND ASSESSMENT OF ALTERED HOSPICE SKILLED NURSE EVAL PERFORMED ADDITIONAL VISITS TO BE PERFORMED ALTERED COMFORT HOSPICE COMFORT HOSPICE MONITOR PAIN LEVEL USING APPROPRIATE SCALE PATIENT CAREGIVER WILL UNDERSTAND THE
296. ysician 04 06 2012 10 09 AM HOSPICE PHYSICIAN VERBAL ORDER N A Y Primary Physician Secondary Physician EE COPELAND PAUL K V Send Physician wound Care Order 9 Send Facility NOTE After Order Type is selected the appropriate content reason bax es will show Content Reasons Medications Supplies Vital Sign Parameters Calendar D Diagnoses Level Of Care Order Description Level of Care Type RESPITE CARE Level Of Care Effective Expiration Date Workflow will be generated when the LOC is changed to review POC changes and change the service location Service location change are entered in the referral with and effective date and time Review Update Care Plan for STRAIN L View Client Order Report Hospice Page 150 of 284 IDG groups teams must include Medical Director Pastor Counselor RN and Social Worker We recommend assigning the Scribe role to someone that can add changes that occur during the meeting Other team members can be added in addition to these but will not be required to add an IDG electronic note as the others will 21 1 ASSIGNING IDG MEMBERS IDG Members can be assigned in three ways 1 In the Review Hospice SOC Evaluation Documentation Review Hospice SOC Evaluation Documentation for CEOONHET 30 DO N Visit Note Medication Protile Edit Wiew Calendar

Clinical Manager - Hospice User Manual

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