User Guide - Care Management Plus
Contents
1. 600 888 8888 Insurance Maihandiers f Facility jac Clinic Patient Search FPP 2 Confused Chaotic Psychiatrist a MH Specialist Po APR ID Mumber Po Last Mame B Diaz Date Di s1s Status Sched Date Sched Time Encounter T Status Edit 2 28 2005 cHF Active Edit 4 30 2005 Telephone Contact Pending First Mame Edi 3 30 2004 Anxiety Active edit 1 30 2005 Home visit Resolved Care Mgr i Edit 3 30 2004 Depression active Edit 1 26 2005 Telephone Contact Resolved Search For Patients gt Show All Patients Edit Ifinnarnna Ir lenhnne Cantar Baspluad MH Packet Date Symp Seventy Fetnal Diff Doysth Q9 Suicide State suicide Fisk Mood 1 23 Moodlmp MoodSs nxImp Ans edit 1 26 2005 3 Somewhat M fo mrk f T gd f of waa wf fork sp ow Edel sismo s zz fonema Y fr fro Cem T TO Op ol a pe A m T K _ _ _H l gt OO E MH Generate Diagnosis Encounter Meds instruments Function Me ave Delete Clinical Nate Patient Patient Patient by Date Record I4 4 1 ME r k of 1 Figure 3 Page 6 of 28 ADDING A NEW PATIENT Search for the Patient to see if he she exists in the database Go to the Patient Search section on the right side of the Patient Information screen Enter in an ID Number Last Name First Name or Care Manager Diabetes Educator from the drop down lists to s2. C 2 Thomsen Ann a Record 14 4 1 F gt I of 2 Figure 26 CM Total Encounters by Diagnosis Clicking on the CM Total Encounters by Diagnosis button will bring up the following query screen Fig 27 This query displays the number of Care Manager Patient Encounters falling within the entered date range sorted by Diagnosis Please note In the CMT database encounters are not linked with specific diagnoses Therefore it cannot be deduced that there were 6 encounters geared specifically for Diabetes management in this time period see Fig 27 Rather it suggests that there were 6 encounters within this time period with Patients who have Diabetes in the Problem List Elle Edit view jnsert Format Eecords Took Window Help CM Total Pat Ens aes by Diagnosis Select Query A ON OS 1 Johnson Anxiaty 1 Johnson CHF 1 Johnson Depres son 2 Thomson Deprisa J Thorn Diahat s 2 Thomsen Crhar pem Majo c renes uen Figure 27 Page 23 of 28 CM Clinic Visits Clicking on the CM Clinic Visits button will bring up the following query screen Fig 28 This query displays the number of Care Manager Patient Encounters of type Clinic Visit falling within the entered date range and the Average Clinic Visit Time with those Patients Ed CMT BIE Eile Edit view Insert Format Records Tools Window Help CM Clinic Visits Select Query Care Mgr ID CM Last Name CM First Name Total Clinic m A
3. Care Manager Tracking Database Data Dictionary Mental Health FreeText Male F Female Date MM DD YYYY From Care Manager Table Values Patient s Email Address TypelControl_ vaues Required Definition Yes No No Active Closed 1X Only E Numeric 000 000 0000 000 No No From Physician Table Values Patient s Primary Care Physician No i Date MM DD YYYY M Closed Cs Numeric 000 000 0000 Patient s Cell Phone Number Numeric 000 000 0000 Patient s Primary Care Physician Phone Number From Insurance Patient s Primary Insurance carrier Defaults to Table Values Unknown if not entered Care Manager s Facility Patient s Family Pattern Profile An assessment of the relationship pattern style that is most like From Facility Table Values 1 Disconnected Avoidance a aaa 2 Y al olelale Y e S x AIXIXIX 2 oO O O O O o o O O O O O o O O X X lt X X O e z 2 2 2 acility FPP UO a Q b e O 2 2 Confused Chaotic 3 Secured Balanced the family of the patient Patient s Psychiatrist if any From Physician Table Values From Physician Table Values From Physician Table Values Patient s MH Specialist if any APRN Patient s APRN if any U TI 5 U U ITI O U I 2 al ol ol3lel gt O U Ulm S m D 2 gt 2 O O O 9 O zl Dd O 3 mI S O D U U UO O O O Dl o9 ol ala O O O z z z 2 2 2 Page 1 of 7 Care Manager Tracking
4. The Encounter Tickler report generated is a Tickler To do list for contact by date range for Patients assigned to the selected Care Manager Diabetes Educator Eile Edit View Insert Format Records Tools window Help CMT Care Management Menu Care Management Tracking Record Entry and Modification General Reports Queries Patient Information Patient List View Queries Encounter Tickler Blood Glucose Meter Table Entry AS iol wl Care Manager Table Entry ES amp Encounter Titi lolx ative Time Information Tickler List Parameters Diagnosis Table Entry nistrative Time List Start Date 412005 Facility Table Entry End Date 4 30 2005 Care Manager John v Insurance Provider Table Entry Run Encounter Tickler Medication Table Entry Physician Table Entry Patient Goal Progress Report Patient Education Progress Report Figure 12 Click Run Encounter Tickler to run the report Fig 13 Edo Edit View Took Window Hep Encounter Tickler Care Manager Encounter Tickler List Care Manager John Johnson Sched Da amd Time Encourier Tyee Ammon iD Aer Firzt Hammie Lad Hama iPhone Numer PLF Cnmmeni Aman Mond ncouwter abus CA 14 J Viri on 200 4 4484 S Mich check On DL Appt Da JO AO MD Cikas Seed 10 Hor v Teran 500 444 4404 Durham Terry EIER LH Telephone Lori Cras Creek ul Daniel earn 00 200000 en Mich pue lapa Jr wm sl dad 4 I a Fi
5. cus vw A A everity Score 5 z P n a 1 3 10 18 19 26 27 40 41 47 46 55 Functional Difficulty Dysthymia Symptom Rating Scales Teacher Vanderbilt Only if ADHE PHO Suicide Q9 T Sx 4011010 30460 A A A A A n Suicide State Y I 10 20 10 20 n hood I Vanderbilt Comments Suicide Risk Clinician Aware 7 Mood Comments Symptom Rating Scales Follow Up Required 3x rau 100 vOO Youth 7 I 20 20 Suicide Comments ji Score Dev Dep Anxiety Comments LE Developmental Pediatric Intake Only Depression Develop Sleep Assessment Save Instrument Delete Instrument E Data Data Record 14 4 7 F gt of 7 Filtered Figure 7 Page 11 of 28 Function Clicking this button will bring up the following Function screen Fig 8 Enter the Function information Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Assessment Date Click the Save Function Assess Button to save the record and close the window to return to the main Patient Information screen amp Function E x Function Assessment Date 9 5 2006 Activities of Daily Living Score ADL Instrumental Activities Score IADL Able to da without help Able to do without help 1 Get out of bed or chair fy Y N 1 5hap e Y M z Walk Ie NM 2 Use a telephone f NM 3 Take a bath or shower 7 M 3 Coo
6. even though they may have the same date instead of combining using the Notes field That way if one Diagnosis has a Status of Resolved and another Active they can be tracked separately Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Diagnosis Date o Diagnosis Click the Save Diag Button to save the record and close the window to return to the main Patient Information screen amp Patient Diagnosis I x Patient Diagnosis Diag Date Diagnosis i Specialist Status factive f Motes Mew Diag Save Diag Delete Diag Record 14 4 1 F I gt of 1 Filte Figure 4 Page 8 of 28 Encounter Clicking this button will bring up the following Patient Encounter screen Fig 5 Enter the Encounter information Please note that Scheduled Time must be entered in the format HH MM AM or HH MM PM For a future Encounter to appear on the Encounter Tickler Report accessed from the database Main Menu you MUST enter the top half above the line of the Encounter pop up entry screen This portion drives the report Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Scheduled Date Click the Save Encounter Button to save the record and close the window to return to the main Patient Information screen You will notice that the windowpane for Encounter
7. 1012005 Care Manager Ann Thomsen Dae Med Stet SistCinic Mi DiweterEd Came Mgmt Ge airicEd Setters Teaching DrugRep Team Duid PTO LAOS a La z H La U Lal Le viros 1 LA 2005 n fi n B 120 La fi 11370 g n 110 140 D il TASA i LU 9 a Do o 1411005 130 D 10005 Lo o Total iM pz 20 o ia 120 o o 0 cad Toa 1S5 oe Pog df aff Ju a 4 H ed Figure 38 Page 28 of 28 Tips for Entry Data Integrity e Using drop downs Always drop down to select NEVER type in an entry If it needs to be added do so in Value List from the Main Menu or request a change from your database administrator programmer e Dates If typing in a date you must use the MM DD Y Y Y Y format 03 instead of 2003 will generate an error or click on the button for a pop up calendar e Consult the Data Dictionary and or Data Manager for your program when in doubt as to what to enter into a field Technical Programmer Use Only Following are instructions for revealing and hiding the tables of the CMT software so that programmers may customize it 1 Right click on the title bar of the CMT Care Management Menu 2 Choose Form Design 3 Right click again on the title bar of the CMT Care Management Menu 4 Choose Properties 5 Scroll down to the Form s On Load property a
8. Care Conference Referred to MH Off site No Was Patient referred to MH off site N General Comments Plan o General MH Comments for Patient PHQ 9 Depression oymptom Count o S X 10 P olo 013 lo x 0 1 2 3 4 5 6 7 8 9 O Depression Symptoms Score based on the personal health questionnaire nine symptom checklist PHQ 9 calculated by totaling the values for each depression symptom question Numeric O Severity Score based on the personal health questionnaire nine symptom checklist PHQ 9 Severity Score calculated by totaling the values for each severity question w s Q a e O 5 Not at all Somewhat Very Extreme O Level of difficulty or degree to which depression impacts daily activities ex doing work taking care of things at home or getting along with other people Functional Difficulty Page 4 of 7 Care Manager Tracking Database Data Dictionary Mental Health Dysthymia Checkbox Yes No No Does Patient have Dysthymia Steadman s defn A chronic mood disorder manifested as depression for most of the day more days than not accompanied by some of the following symptoms poor appetite or overeating insomnia or hypersomnia low energy or fatigue low self esteem poor concentration difficulty making decisions and feelings of hopelessness PHQ Suicide Q9 Drop down 0 1 2 3 Suicide Score based on the personal health questionnaire nine symptom checklist PH
9. Database Data Dictionary Mental Health PATIENT DIAGNOSIS Diag Date Date field Date MM DD YYYY Date Diagnosis Management began Diagnosis Drop down From Diagnosis Yes Patient s Active Problem from Problem List Table Values Specialist From Physician Table Values Physician managing the Diagnosis Active Resolved Status of the Diagnosis Notes Textbox No Notes relating to the Diagnosis PATIENT ENCOUNTER Date for Patient s scheduled phone call visit Time for Patient s scheduled phone call visit Scheduled Date Date field Date MM DD YYYY Scheduled Time Time field Time HH MM AM PM CM Office Visit Class MD Yes Type of Care Manager Patient Encounter Office Visit Home Visit Telephone Contact Group Visit MHI Conference Email Non Encounter Related Diab Initial Diab Followup Yes NO Encounter Type Drop down Diab Class 1 Diab Class 2 Diab Class 3 Diab Class 4 Diab Class 5 Diab Class 6 Diab Additional Class Diab Inpatient Diab Insulin Start Patient Education Non Encounter Related Filling out forms admin other charting etc DEA Screen PHQ 9 F U No Reason for the Care Manager Patient Encounter MHI F U DM F U Depression F U DM Depression F U Med Enc Reason w s Q b e O 5 Assist Medication Mgmt Agreement Status Check Resource Management New Patient Page 2 of 7 Care Manager Tracking Database Data Dictionary Mental Health Assistance Financial Assistance o
10. PA e a Narcotic use Resource Management Assisting Patient with Referrals Procurement Research etc ex finding MDs or Nursing Home obtaining equipment Actual Date Date field Date MM DD YYYY Date Patient Encounter Actually took place Outcome Drop down Completed No Show Outcome of Care Manager Patient phone Cancelled Reschedule call visit Wrong Number No Answer Left Message Letter Sent Disconnected Deceased No Answer Includes Busy Signal Call Attempts to Pts 1 2 3 4 5 Number of tries to reach Patient by Phone Total Call Time for Day Textbox Numeric No Total Length of time on phone in minutes for the day for the Encounter Resource Time Textbox Numeric No Total Time spent on any preparatory work charting travel research admin etc in minutes for the Encounter Face to face Face to face Encounter PATIENT MEDICATION Medication Start Date Date Field Date MM DD YYYY Date Medication Started Medication End Date Date Field Date MM DD YYYY Date Medication Ended Table Values Page 3 of 7 Care Manager Tracking Database Data Dictionary Mental Health Data Element Type Contro Notes relating to the Patient Medication MH MENTAL HEALTH INSTRUMENTS Check Support Z A A CMRelational Isolation Assess Check Adherence Global Severity 1 7 4 Textbox Numeric NO oeverity of Patient validated standard measure of impairment over time Checkbox Include Patient at next MH
11. Thomsen Ann Record I4 4 lk i gt oF 1 4 Figure 28 CM Total Encounters by MD Clicking on the CM Total Encounters by MD button will bring up the following query screen Fig 29 This query displays the number of Care Manager Patient Encounters falling within the entered date range sorted by Primary Care Physician Eile Edit View Insert Format Records Tools Window Help CM Total Pat Encounters E MD Select Query Hl Johnson Allen Mitch 2 Thomsen Benson George 2 Thomsen Carmen Julie 2 Thomsen Durham Terry Figure 29 CM Home Visits Clicking on the CM Home Visits button will bring up the following query screen Fig 30 This query displays the number of Care Manager Patient Encounters of type Home Visit falling within the entered date range and the Average Clinic Visit Time with those Patients 10 xi Eile Edit View Insert Format Records Tools Window Help E CM Home Visits Select Query w Care Mgr ID CM Last Name CM First Name Total Home Average Home Visit Time ca 1 Johnson Jahn Record I4 4 f 1 F rs of 1 Figure 30 Page 24 of 28 CM Total Encounters by Enc Type Clicking on the CM Total Encounters by Enc Type button will bring up the following query screen Fig 31 This query displays the number of Care Manager Patient Encounters falling within the entered date range sorted by Type of Encounter A Sl Edit view Inser
12. Waster List Fani pd Tir De ee 310m oor Care Manager Ann Thomsen IL Nurs ber Lad Matt FritMNsme inde DO Iidx ranis PP Facility GHI Clinic 13 Redman Robert hi TETAI ML Anma Bein George TOS OS Total Paid i rage MPa jr pel s Figure 21 Page 20 of 28 Care Conference List e Clicking on the Care Conference List button will bring up the following Care Conference List Parameters screen Fig 22 The Care Conference List report generated is a batched report of MHI Patients assigned to the selected Care Manager and targeted for discussion at a Care Conference as evidenced by checked Care Conference checkbox on the MH Instruments screen i Viena Maer Figure 22 Click Run Care Conference List to run the report Fig 23 E d vw Too Wow b npo uum Report Gender HO DOL Lorie rr as GOES AAA fees EA Jul be orm Amaii sad hiel Hf aa Pediatric Mf Patient 28 yrarsaf agr E Figure 23 Page 21 of 28 Queries View Queries Clicking on the View Queries button will bring up the following Queries screen Fig 24 e Generate queries by entering a date range Start and End Date and choosing the button corresponding to the query you wish to run e These listed Queries are canned queries Any queries not listed here are not available to the users unless this screen is customized by a programmer CMT E ini x Eile Edit View Insert Format Records Tools Windo
13. unique to a Patient in your organization o Care Manager Diabetes Educator o Date of Referral Click the Save Patient button on the bottom of the screen You must save the record before any other data can be entered on pop up screens ADDING DIAGNOSES ENCOUNTERS MH INSTRUMENTS ASSESSMENTS ETC Click the Diagnosis Encounter or MH Instruments etc button at the bottom left of the screen This will pop up an entry screen All records entered of that type for the Patient you are currently viewing will be retrieved Once this screen appears you will see the latest most recent date entry record of that type for the current patient Be sure to click the New button to clear the screen or you will overwrite an existing record If you wish to you can navigate through these records using the navigation arrows next to the Record number on the bottom of the pop up screen if necessary Page 7 of 28 Click the Save button and close the window to return to the main Patient Information screen You will notice that the record you just entered will now automatically appear in the corresponding windowpane on the main Patient Information screen for that Patient 1f your database has that specific windowpane e Diagnosis Clicking this button will bring up the following Patient Diagnosis screen Fig 4 Enter the Diagnosis information Status has a default value of Active To enter multiple Diagnoses enter them separately
14. Care Management Tracking CMT Software User Manual Mental Health lol x Eile Edit View Insert Format Records Tools Window Help 5 CMT Care Management Menu Care Management Tracking Record Entry and Modification General Reports Queries Patient List View Queries E ter Tick Care Manager Table Entry Encounter Tickler Admin Time E ter 5 Diagnosis Table Entry Encounter Summary Administrative Time Information Facility Table Entry Mental Health Reports Administrative Time List Insurance Provider Table Entry PHOS List Medication Table Entry MAI Patient Last PHO 9 Date Physician Table Entry Care Conference Master List Care Conference List Page 2 of 28 Care Manager Tracking CMT Software Table of Contents Installino the Database o desee DR Vd eve URDU prep ans 3 Open the Daciae aeos hn tuli testet alla 3 The CNET Care vwranaeement ne 3 Record Entry and Modilication Se HOD zou doa fotavlem an 4 Entering Values on Main Menu for Care Managers Diagnoses Facilities Insurance Providers Medications and PAYSICIANS issued 4 Pattent InforimatlOlt eiie est ee ed eesti ee wea pa eared aisle Mie ee ae 5 General Ie POR Satriani 14 ES AAA oe ne ee NR Oe LM MM Ur A Oe EOE ee Me LO 14 Encounter liceo Se helene oe och Se pr Gee cc aca Ge ba tee LT Du cmo Cen 15 Encounter SUMMARY usine e A AA ile 16 Mental Health REDON Sat diri Le ure LIE etos 17 Id BL RM PI E A AS AAA AAA 17 da Paten East PHO DE
15. Con planes Can pleled S om ple ed Lr birra Let ese Lal deca Page 17 of 28 Mental Health Reports PHQ9 List e Clicking on the PHQO List button will bring up the following PHQ9 List Parameters screen Fig 16 The PHQO List report generated is a list of PHQ9 scores for Patients assigned to the selected Care Manager Diabetes Educator This report can be sorted by date first name last name or suicide risk The report 1s especially helpful for viewing progress over time PHOS List HQ9 List Parameters Figure 16 Click Run Patient PHQ9 List to run the report Fig 17 Care Manager Patient PHOS List Care Manager John Johnson mange Law Fa aa Fhe Um Fiki Wi ob fare Da ll y Fama m Dana La ae Lac B e GBngPM r He o Dem Moa 7 mardi Abuse Desrem PD Y i 1 ima El m i Err Drai A dben i iaa ds Es Pa i 1 Tomas Wt i 325 8 ma EFi brs kam j dde Lc Mad A Es Bii 3 rta E o p onmi IO AR 2 Aero Ms LL aus moda a imine E Mj Fm F ear Dorem mm daa D Ba TH A has E i arn br F isr Deum mada q M wr Mab eno Apod Hii E UTE e g A L I f ee p A e MER Hemmie out iiri Li T le Di A 2 em M ded beiee Dew rri O F b Damm nian po men MER LIE XM ii Li a F Brp ina 2 Aen Mich A TACNIM i ta E 2 Apt Le F ire DFF hia 2 dan iiich Haas dr tit hee E E L agro Le r iri
16. Name Total New Patients Exam 2 Thomsen Ann Record 14 4 I i of 1 4 Figure 33 Page 25 of 28 CM Total New Patients Referred by MD Clicking on the CM Total New Patients Referred by MD button will bring up the following query screen Fig 34 This query displays the number of New Patients referred to the Care Manager with a Date of Referral within the entered date range sorted by Patient s Primary Care Physician Eile Edit view Insert Format Records Tools Window Help i CM Total New Patients Referred by MD Select Query Thomsen 1 Durham Terry Thamsen 1 Carmen Julie Record I4 4 f l F pI gt of 2 Figure 34 CM Resource Time Clicking on the CM Resource Time button will bring up the following query screen Fig 35 This query displays the Total Care Manager Patient Encounter Resource Time within the entered date range and the Average Resource Time for those Encounters Bie Edit view Insert Format Ejcords Tools Window Hep eu Resource Time Select Query _ Care Mgr 1D CM Last Name CM First Name Total Encounter Resource Time mins 1 J hnz an 2 Thomsen racer If aif e biel ota El Figure 35 Page 26 of 28 Admin Time Administrative Time Information Module to enter Care Manager time not spent on Patient Encounters such as meeting times education and vacation Fig 36 Enter the Administrative Time Information The total time for the day wil
17. Q 9 calculated by totaling the values for each suicide question Suicide State Drop down 1 Thoughts Only 2 The state of risk for Suicide for the Patient Thoughts and Plans 3 Thoughts Plans Actions Risk High Risk Mood and Anxiety Sleep Score 40 100 Score ii 20 Sleep Assessment Pediatric Only Page 5 of 7 Care Manager Tracking Database Data Dictionary Mental Health Parent Vanderbilt Only if ADHD Teacher Vanderbilt Only if ADHD Vanderbilt Comments Comments relating to Patient Vanderbilt Scores UNCTION Assessment Date Date Field Date MM DD YYYY Date of Function Assessment Poe hae neuen A ene ap nn or chair without help Poe fDaiy ting Gestion ques AA ape help pees renun ere UU ON Shower without help Activities of Daily Living Question 4 Checkbox Yes No ME Question Is Patient able to Get dressed TH 11 71 T Page 6 of 7 Care Manager Tracking Database Data Dictionary Mental Health Data Element TypelControl Values Reauirea Definition without help meal without help Activities of Daily Living Score Values 1 to 6 Question 1 help Question 2 telephone without help Question 3 help Question 4 the home without help Question 5 Checkbooks Finances without help Question 6 Housekeeping without help Question 7 Medications without help Values 1 to 7 Pain Score Scale 0 10 Comments
18. T 18 Care Conference Mas teria b o a E M E EL Idi E I MEM AE 19 CUI CODE nce E aa to aldo i ot 20 OUE nte MU x CP 21 BARCA UN RTT T RU UU E ES 21 P van site Betis 26 Administrative Time TOformiatiOR odo O LO I ee P ERE eL LIE 26 2 CROHEDESCEQ EVE imei ron ir itecto iit np ELO PCM DE 24 oa a M BI Quin AA 28 Tecnica Programmer Us Onis ias 28 Page 3 of 28 Care Manager Tracking CMT Software Installing the Database To install the database for a single user download and save the CMT mdb file to the desired folder on a local drive computer For multiple users install the database on a network drive Users can be given access rights permissions to that drive map the drive to their computer and create a shortcut on their desktop to access the live database Opening the Database To open the database double click the Shortcut to CMT mdb icon on your desktop The CMT Care Management Menu will appear Fig 1 Eile Edit View Insert Format Records Tools Window Help 5 CMT Care Management Menu Care Management Tracking Record Entry and Modification General Reports Queries Patient List View Queries Encounter Tickler Care Manager Table Entry Encounter Ticker Admin Time Encounter Summar Diagnosis Table Entry Encounter Summary Administrative Time Information Facility Table Entry Mental Health Reports Administrative Time Lis
19. base 1 Choose a date Enter a date in the white text box to the right of the button OR click the asterisk button to the right of the date field to pop up a calendar for reference In case you are looking for Last Friday for example and don t know the date off the top of your head 2 Click the Generate Clinical Note by Date button and a Clinical Note Summary Screen window Fig 9 will pop up which will summarize all events for the day you selected for that patient the record you are currently viewing Any Encounters matching that date Any MH Instruments recorded matching that date and ALL Diagnoses for that Patient regardless of date will appear We included all Diagnoses for an at a glance reference you may not wish to copy and paste an earlier Diagnosis that doesn t relate to the date with which you are concerned Page 13 of 28 amp Clinical Note Summary x summary for ftevens Daniel ID Number i e Encounter Scheduled Date 1 26 2005 Actual Date 1 25 2005 Telephone Contact Depression FM Completed Call Attempts 2 Call Length 12 min Motes PHO 9 1 3 Doing much better Not taking Depakote or Klonopin MH Packet 1126 2005 PHO 9 Symptom Count 1 PHQ 9 Severity 3 Funct Diff Somewhat Dysthymia Yes PHOS Suicide O Suicide Risk Mo Risk Diagnosis 2 28 2005 CHF Specialist Benson George Status Active Diagnosis 3 30 2004 Depression Status Active Diagnosis 3 30 2004 Anxiety Statu
20. earch Typing the first letter of a name will bring you to the right place in the list quickly Click the Search for Patients button You may search using a combination of fields such as a first and last name to further narrow the search Please note that once you have searched you will be seeing a subset of the records in the database For example you may search on Brown as a last name There may be several Browns in the database Check the record indicator number at the bottom left of the main Patient Information form to see which record you are on and how many records you are viewing You may see Record 1 of 4 if 4 Browns have been found If the current record displayed isn t the record you are looking for you can use the VCR like 4 back and forward buttons to move to the previous and next records respectively until you find the record you are looking for Please note To get back to viewing ALL Patients click on the Show AII Patients button in the Patient Search area You are now viewing ALL records in the database instead of just the subset of Browns If nothing comes up the Patient has not yet been entered into the database so click the New Patient button on the bottom of the screen to clear the screen fields and enter the Patient information Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Full Name Last and First Names o ID Number Number
21. gure 13 Page 16 of 28 Encounter Summary e Clicking on the Encounter Summary button will bring up the following Encounter Summary List Parameters screen Fig 14 The Encounter Summary report generated is a summary of Encounters by date range for Patients assigned to the selected Care Manager Diabetes Educator This report can be sorted by first name last name encounter date encounter type or encounter outcome Start Data aA Edosa uis Care Manager Poe Sort By ast Mame Figure 14 Click Run Encounter Summary to run the report Fig 15 le gdn wew Tools window Help Pathent Encounter Scunnmary Care Manager Patient Encounter Summary Far Dime Pertod 112004 io 1012000 Care Manager Ann Thomsen ID Sumber Lari Hama Lgs Billig Ei kings Fa H Vl iuis Harris Redman Redman Redman Total Palena E reounder 12 Era Name aes Bate D artes Xm Sal God Sab Roisi Robet Hopes E hora Hurmtes TAR Gh AO 20016611 1m 123 322 EO 23 110 qum eI FAO Perel PHI SETA SEM n ua Eroria Daba 17 A44 ACER An 00d TEX TAD AM 125262004 IVA Ars ATA Acara 109 2074 Figure 15 Encounter Type HD Os Wat Tejephine C onlad Telephone Consi rar C once UM ess Visit LH DA vit WD Oakes dd Telephone ont Teseprinie Contact Tesepione Contact e E cian et Telepon C onbad Cubcomas Adm pit sd m ed Let Hesse X certi ped pt Com peeled
22. iew Jock Window Hep MHI Last PHO 9 Date Care Manager MHI Patient List Last PHQ 9 Care Manager John Johnsen IL Sian Eee Led Foe Pater Prim FPP PoP fai Picas omo every FED Deum CA Sus lab Suda Ad C arie 00 Go d en Mdh ofl lll esr ir eS 1 a Someta E it Ha Fink Hic DUR HAAA 1 Dur n T ry eer TOP VUE O l Figure 19 Page 19 of 28 Care Conference Master List e Clicking on the Care Conference Master List button will bring up the following Care Conf Master List Parameters screen Fig 20 The Care Conference Master List report generated 1s a Master List of all those Patients assigned to selected Care Manager for whom a Care Conference Report will be generated sorted by Facility Eile Edit View Insert Format Records Tools Window Help CMT Care Management Menu Care Management Tracking Record Entry and Modification General Reports Queries Patient Information Patient List VIEW Queries Care Manager Table Entry OON Care Conf Master List Sein me Diagnosis Table Entry Parameters ministrative Time Information Facility Table Entry ende anl El Administrative Time List Insurance Provider Table Entry Run Care Conference Master List Medication Table Entry Care Conference Master List Care Conference List Figure 20 Click Run Care Conference Master List to run the report Fig 21 Elle Edit view Tools Window Help COR Miaster List Care Conference
23. k I M 4 Get Dressed e Y M 4 Travel outside the home P Yp N 5 Go to the toilet Ife NM 5 Bills Checkbook Finances Y M 5 Feed self a meal vf N 5 Housekeeping f N 7 Take medications e Y M ap 4 lp 3 Total ADL ar I DL score is the number of Functions Ehe individual is able to do independently amp Full Function 4 moderate impairment 2 severe impairment Mini Mental Status Exam Score MMSE Pain Score 0 10 MEISE 15 Pain Score a Motes Es Mew Function Save Function Print Function Delete Function Assess Assess Assess Assess Record lA 4 1 E kl k of 1 Filtered Figure 8 Page 12 of 28 e MODIFYING PATIENT INFO Search for the Patient first to see 1f he she exists in the database See above instructions o Tochange demographic and status information on the main Patient Information form modify fields and click the Save Patient button o On Diagnoses Encounters Mental Health Instruments etc click the Edit button on the corresponding windowpane to get a pop up directly to that specific record and click the Save button before closing the pop up window e GENERATE CLINICAL NOTE BUTTON This tool will save you from copying and pasting back and forth between windows when you need to go to another electronic charting method to enter a Note with results from Encounters Mental Health Instruments Diagnoses etc just entered into the CMT data
24. l be automatically calculated Each day should be entered separately Click the Save Day s Time Button to save the record and close the window to return to the CMT Care Management Menu Main Menu amp Administrative Time x Administrative Time Daily Entry Date Care Manager Meetings Time in minutes Medical Staff Meeting Staff Clinic Meeting Mental Health Integration Diabetes Education Case Management Meeting Geriatric Education SelF Development Teaching Drug Rep Meeting Team Building Meeting IA Paid Time OFF Total Meet Time for Day mins Save Day s Time Record I4 4 19 FI rs of 19 Filtered Figure 36 Page 27 of 28 Administrative Time List e Clicking on the Administrative Time List button will bring up the following Admin Time List Parameters screen Fig 37 The Administrative Time List generated is a summary report for all Care Manager database users generated from the Administrative Time Information module E CMT Care lanacement Ment EET nagement Tracking Admin Time List Repo Start Date ayz Prisi n Table Enkry Part Gual Pro E abel piren Figure 37 Click Run Admin Time List to run the report Fig 38 Be Edit view Tools Widow Help B a Comm 100 Che W mia a E Administrative Time Care Manager Administrative Time List For Teme Period 10 02005 18
25. l need to be entered behind the scenes Diagnosis amp Diagnosis Entry X ES Scroll to end of list Ea enter a new ikem rortocolis OOOO fTrachdependent vent Dependent vision problems hesht Welness Group SSS Figure 2 Page 5 of 28 Patient Information The Patient Information button brings you to the main data entry screen Fig 3 Here you will locate enter new Patients record new encounters assessments and diagnoses The top portion of the screen displays Patient demographics as well as information regarding the Patient s status with the Care Manager The middle section of the screen consists of several windowpanes which summarize and provide at a glance data entered via the navigation buttons on the bottom left of the screen Also indicated within a thick black box on the right side of the screen 1s the Patient Search section The bottom of the screen houses the navigation buttons for entering data for the selected patient creating new patients saving and deleting patients and generating clinical note summaries CMT 8 x Eile Edit Insert Records Window Help Adobe PDF amp Patient Information Form Patient Information ID Number 7 Last Mame ET First Mame ET DOB 8 16 1997 Sex m cl Status active Date of Referral aozon Care Mgr ohn zl Phone ts00 800 8000 Cell Phone Email NENNEN PEEL fallen Mitch _ PCP Phone
26. nd click on the words Event Procedure Click the button with the 3 dots 6 Change all the False booleans to True 7 Close out of the database all the way 8 Open it again 2 more times The 3rd time you should see the database window After you make your changes Please go to Tools on the main Access toolbar Choose Database Utilities and Compact and Repair Database It may take a few moments but then your windows will pop back up Repeat the earlier steps to get to the code window or in Design view of the Main Menu choose View and Code from the main Access toolbar In the SetStartUp Properties change all of the True s back to False Close out of the database and go back in 2 more times 3rd time s a charm to make sure the database window is no longer visible Data Element PATIENT INFORMATION Z C D 5 O Unique Number specific to a Patient in your organization Patient s Last Name Patient s First Name amp Middle Initial if desired Patient s Date of Birth Patient s Gender Patient s status with Care Manager Deceased Moved etc Date Patient was Referred Assigned to Care Manager Diabetes Educator Care Manager assigned to Patient ast Name Status Ceo UO Tyr U o lola x igl 4 Z gt y 3 3 O D L ajal a DIDDY slol o SiS ls XX X eriigis g o ol ziolo O OJo D xx x Q 5 15 O P D gt D o Date of Referral Care Mgr Patient s Contact Phone Number
27. oem Maa 7 dies adit aa PF Lao a 5 hara E d Pagan See Lata F Dee onum Cn a o 00 bee Mis imas USE As O F Team Dame E TO jams ii bebede Dep Adi Li F A A pen i Mae Aiie a a Hansen ar ARLSROILAEL Aer MeF ieee Deer DADA A E a a E San Era Denm Dre CE a key ih tae pas mine if IE ary E i LII r A Md mi ia oe ods 18 E AT 1 Papas Hami fle e Enn a Jiu Li i w a s ede al i af ols tja Figure 17 Page 18 of 28 MHI Patient Last PHQ 9 Date e Clicking on the MHI Patient Last PHQ 9 Date button will bring up the following MH PHQ9 Latest Date List Parameters screen Fig 18 The MHI Patient Last PHQ 9 Date report generated is a list of the latest most recent PHQ 9 date and score for Patients assigned to the selected Care Manager Eile Edit View Insert Format Records Tools Window Help GMT Care Management Menu Care Management Tracking Record Entry and Modification ES MH PHQ9 List ox Queries Patient Information MH PHOS Latest Date view Queries List Parameters Care Manager Table Entr eo Pr eu ea Ie eare Manager John Admin Time Diagnosis Table Entry Sart By Last Name i inistrative Time Information Facility Table Entry Run MA PHO List Administrative Time List Insurance Provider Table Entry Medication Table Entry Physician Table Entry Care Conference Master List Care Conference List Figure 18 Click Run MH PHQ9 List to run the report Fig 19 Ele pnt V
28. otes i Save Med Delete Med Record lA 4 b kl gt of z Filte e 6 Page 10 of 28 e MH Instruments Clicking this button will bring up the following Mental Health Instruments screen Fig 7 Enter the Mental Health Instruments information Scores entered on this screen originate from corresponding instruments such as the PHQ 9 Patient Health Questionnaire which are available for download with the CMT database Data entered on this screen will display on the Care Conference List Report from the Main Menu Mental Health version of the CMT database only Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Date Click the Save Instrument Data Button to save the record and close the window to return to the main Patient Information screen 83 MH Instruments x Mental Health Instruments Date Check Support Check Adherence Global Severity Isolated from available support Following Recommendations 1 7 4 Care Conf Unwilling to use available support Taking Medication Referred To MH Off Site Exhausted available support Seeing Therapist General Comments Plan Has available support actively using self Management Identified Goal PHO 9 Depression Mood and Anxiety Sleep Pediatric Only Symptom Coun bd Mood Screen Parent VanderbilE Only iF ADHD 5 E 4 3 3 H Severity Score
29. p CMT Care Management Menu Care Management Tracking Record Entry and Modification General Reports Queries Patient Information Patient List View Queries amp Patient List xj Blood Glucose Meter Table Entry c x Admin Time Patient List Parameters Care Manager Table Entry i trative Time Information Care Manager John E Diagnosis Table Entry S LastName inistrative Time List Facility Table Entry Run Patient List Insurance Provider Table Entry Medication Table Entry ADA Report Physician Table Entry Patient Goal Progress Report Patient Education Progress Report Figure 10 Click Run Patient List to run the report Fig 11 Esla Edit view Tools Widow Help Patient Lisi Care Manager Patient List Care Manager John Johnson ID Murmber Lii Pose Paduae iah Phe uber Prey Care Praia Deeg Uria nn 11 Jennings Anson Adie GT Corren Aiie Demin IHT Haa P ira y Stevens Daniel Adi ON SORA Aen Mitch Aro ety Mad harader E ran Dares Adit TAR Aan Mich Sere sa Woslnandiens T SE imm ar Aetius PO Aen Mich CHF ML ad Foster 1 Tennison Harnad cimi PON arhan Tory Hiper ipiderria Ciber 14 Waterton Joe Aetius DHTH den ditch Depression IHT Heat P inre Total Patients E Figure 11 Page 15 of 28 Encounter Tickler e Clicking on the Encounter Tickler button will bring up the following Tickler List Parameters screen Fig 12
30. relating to Function ME O Page 7 of 7
31. s Active Record 14 4 1 F ri gt oF 1 Figure 9 3 To copy the text as much as you need to transfer to another program Click inside the box where the summary appears Highlight the text you want to copy Right click and choose Copy from the menu Not highlighting first and just right clicking will highlight everything and save time if that s what you want to do 4 Paste the text into the other electronic charting location Open the program into which you wish to paste your Note Once you choose your Patient in that system go to where you normally enter a Note to type in or copy in information and do a Control V sequence Hold down the Cntrl key in the bottom left of the keyboard and then press the V letter key on the keyboard This 1s a shortcut to the Paste command Your electronic charting system may not let you Right click and choose Paste as we did with Copy Please Note You may also print from this screen by clicking the printer icon on the top right of the screen Page 14 of 28 General Reports Patient List Clicking on the Patient List button will bring up the following Patient List Parameters screen Fig 10 The Patient List report generated 1s a list of Patients assigned to the selected Care Manager Diabetes Educator This report can be sorted by first name last name diagnosis insurance PCP Primary Care Physician or status Eile Edit View Insert Format Records Tools Window Hel
32. s on the Patient Information screen will display that Encounter as Pending Once the Encounter has been completed go back to the Encounter screen for the Patient to fill in the bottom portion below the line of the Encounter record Filling in an Actual Date will cause the windowpane on the Patient Information screen to display Completed and the Encounter to drop off the Encounter Tickler to do List 83 Patient Encounter f x Encounter Information Scheduled Date sE Scheduled Time Encounter Type E Enc Reason m Actual Date Outcome E Call Attempts to Fts Resource Time fin minutes Total Call Time For Day fin minutes Clinic Visit Time fin minutes Number of Phone Calls Home Visit Time fin minutes Motes Mew Encounter Save Encounter Delete Encounter Record I4 4 1 F Hi rs of 1 Filtered Figure 5 Page 9 of 28 e Meds Clicking this button will bring up the following Patient Medication screen Fig 6 Enter the Medication information Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Medication Click the Save Med Button to save the record and close the window to return to the main Patient Information screen amp Patient Medication E x Patient Medication Medication Start Date x Medication End Date o x Medication PRN Dose Poo M
33. t Insurance Provider Table Entry PHOS List Medication Table Entry MAI Patient Last PHQ 9 Date Physician Table Entry Care Conference Master List Care Conference List Figure 1 The CMT Care Management Menu The Care Management Tracking Database Main Menu is composed of 6 sections Record Entry and Modification General Reports Mental Health Reports Diabetes Reports Queries and Admin Time Page 4 of 28 Record Entry and Modification Section This section includes buttons to access the main Patient Information screen as well as table information for Care Managers Physicians Diagnoses etc which appear as selections in the drop down fields throughout the database Entering Values on Main Menu for Care Managers Diagnoses Facilities Insurance Providers Medications and Physicians e Click on the Diagnosis Table Entry button or other Table Entry button from the main menu A pop up window Fig 2 will appear with all of the values for that category currently in the database table available in the drop down menus To add a new one scroll down the window to the blank line Type in the new value and close the window It will now automatically save to that table and appear as an alphabetized choice in the drop downs within the database Please note If you are looking to add an entry for another category other than those listed on the Main Menu please contact your database administrator programmer These wil
34. t Format Recorde Took Window Hel bi IURI Pat Frit ounters by E Enc um Soe Quer Jihrrisar John IS Mrd 1 Johnson Jab Milenka Cantal z Thomsen A nri Chos z Thomsen A nri CM Other visi 2 Momsen An Mare Encbunlbir Holalee 2 Thomsen Pan leleprhone Conlacl econ M dl j 1 k LH EE 4 Figure 31 CM Total Encounters by Insurance Clicking on the CM Total Encounters by Insurance button will bring up the following query screen Fig 32 This query displays the number of Care Manager Patient Encounters falling within the entered date range sorted by Insurance Provider and Patient Status Eile Edit View Insert Format Records Tools Window Help E CM Total Pat Encounters by Insurance Select Query Care Mgr ID CM Last Name CM First Name Total Pat Encounters 1 Jahnsan IHC Health Plans Active 1 Jahnsan Malhandlers Active 2 Thomsen IHC Access Active 2 Thomsen Other 1 Only 2 Thomsen Private Pay Active Record I4 4 1 gt ot p of 5 ee El Figure 32 CM Total New Patients Referred Clicking on the CM Total New Patients Referred button will bring up the following query screen Fig 33 This query displays the number of New Patients referred to the Care Manager with a Date of Referral within the entered date range Eile Edit View Insert Format Records Tools Window Help CM Total New Patients Referred Select Query Care Manager Care Manager Last Name Care Manager First
35. w Help amp CMT Queries 0 CMT Queries Start Date End Date CM Total Encounters CM Total Encounters bv Diagnosis CM Total Encounters bv MD CM Total Encounters bv Enc Type CM Total New Patients Referred CM Resource Time CM Completed Calls CM Clinic visits CM Home visits CM Total Encounters by Insurance CM Total New Pts Referred by MD Record I4 4 1 F ri oF 1 4 LLL Figure 24 Page 22 of 28 CM Total Encounters Clicking on the CMT Total Encounters button will bring up the following query screen Fig 25 This query displays the number of Care Manager Patient Encounters falling within the entered date range Eile Edit View Insert Format Records Tools Window Help E CM Total Pat Encounters Select Query Care Mgr ID CM Last Name CM First Name Total Pat 1 Johnson Jahn E 2 Thomsen Ann Record 14 4 1 k r gt of 2 Figure 25 CM Completed Calls Clicking on the CM Completed Calls button will bring up the following query screen Fig 26 This query displays the number of Care Manager Telephone Calls and Average Call Length for Care Manager Patient Encounters falling within the entered date range Eile Edit View Insert Format Records Tools Window Help E CM Completed Calls Select Query BB MM Care Mgr ID CM Last Name CM First Name Total Completed ak Average Call Length mins Per Encounter 1 Johnson John
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