HTS Express - Hi-Tech Software, Inc
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1. CITS Express Hi Tech Software Inc Uniquely Focused on Long Term Care Hi Tech Moves to New Office Building Hi Tech Software has a new mailing and street address Street address 114 East Madison Road Madison ME 04950 Mailing address PO Box 2150 Skowhegan ME 04976 Our phone number email addresses and website URL remain the same The new office will accommodate more staff and new technology Our confer ence room features a classroom design with a new projector and 100 inch screen and you can use your Hi Q Points to schedule training in this new space You can review the construction progress and see the nearly finished product on our blog at http hitechsoftware wordpress com Are you Still Receiving the Hi Tech Hi Five In February we began to send our monthly Hi Tech Hi Five in a new format via the Constant Contact email marketing service In March and April we also sent the HTS Express Extra in this format If you did not receive or recognize these publications please access them at www Hi TechSoftware com gt Hi Fives gt 2011 Hi Tech Hi Fives and view the following in your web browser e The Hi Tech Hi Five Five Features that Make Your Job Easier e HTS Express Extra News We Cannot Wait to Share When you receive these publications via email we assure you that it is safe to right click and download the pictures To be added to our Hi Five and HTS Express mailing list send your name facil2. ing me with my problem Love Hi Tech s customer service They are the best people to work with Don t ever let Connie leave this company she is a gold mine of information and help Thanks Connie BETTER THAN EXCELLENT Rachael is always a pleasure to work with Ed was very professional and made me feel at ease with his knowledge Thank you Jeff is awesome He corrected the problem so could continue with my work Kris was very informative and patient He let me know that can call for assistance in the future I always feel like do not have to worry as it will be right when the tech is finished It always is a Help Hi Tech Help You e When you email or leave a voice mail include the name of your facility When you fax us something call or email to let us know We will enter the request into our call queue We assign a Call ID to each request for support Provide us with this Call ID if you fax something or call back about this same support issue When you schedule a visit from your IT staff or hard ware technician for an issue that involves Hi Tech please call Hi Tech at least one day before they ar rive so Hi Tech Support can be available if the tech nician needs assistance Email Support Hi TechSoftware com rather than an individual Several people will receive your request for assistance and respond as soon as possible i April 2011 Hi Tech to Exhibit at MHCA Leadership Symposium Hi
3. t the billing office be using their own diagnosis codes for the UB 04 instead of mine have to go to an ICD 9 coding course now to improve my coding Should the billing office be that dependent on my coding A As a best practice you may want to establish a diagnosis list for the resident while in your facility Then you need to follow the directions for coding Sec tion of the MDS and update the diagnosis list as nec essary The UB 04 must be coded in accordance with the coding guidelines for ICD 9 CM as well as support coverage or medical necessity Those diagnosis codes that are necessary for the UB 04 but not indicated on the MDS 3 0 can be added to the MDS in section 18000 Additional active diagnoses You will want to coordi nate the diagnoses on the MDS with those used on the UB 04 and make sure to update with each submission E Hi Tech Prepares for the 5010 File Format CMS is transitioning from the 837 billing and 835 remit tance file formats to the version 5010 for Medicare and Medicaid The transition date is 12 31 2011 and all covered enti ties must be in compliance by January 1 2012 Hi Tech will provide the new format in a regular up date well before the deadline so you can submit test claims and begin live submissions before the compli ance date mi The HTS Express Page Corrections to Payments for MPPR Claims CMS Message 201104 26 JSM TDL 11220 It has been brought to the attention of the Cen
4. a Medicare A resident who no longer needs skilled care and remains in a Medi care certified bed regardless of any remaining Medicare benefit days left Use a Type of Bill of 210 CMS uses the information for national healthcare plan ning and to track the resident s benefit periods Continue to submit No Pay Bills monthly until the resi dent is moved to a non skilled unit or is discharged from the facility Medicare C Medicare Advantage plans do not require No Pay Bills when resident no longer needs skilled care and remains in a Medicare Certified Bed m The HTS Express April 2011 Maine Who to Call About MIHMS and MeCMS Until February 1 2011 MaineCare had two call cen ters that handled questions based on dates of claims e Claims with dates of service 8 31 2010 and ear lier MeCMS e Dates of service 9 1 2010 and later MIHMS As of February 1 only the MIHMS calls center will receive calls at 1 866 690 5585 Contact your pro vider relations specialist about MeCMS claims For more information go to www maine gov dhhs oms pdfs_doc news_can_use call_ctr_summ pdf a Indiana No more Bed Hold Days Coverage Effective February 1 2011 the Indiana Health Coverage Programs IHCP will no longer cover bed hold days in a nursing facility NF as a member benefit This includes all revenue codes in the table below for members in provider specialty 030 nursing facility Code Description 180 Leave d
5. to run longer than the scheduled time A Hi Tech Posts Webinar Instructions to Website Hi Tech sometimes posts Webinar topic instructions to our website at www Hi TechSoftware com gt Clients gt Important Instructions The presenter will inform you if instructions will be available E Page 4 The HTS Express Clinical Systems News Electronic CAA Resource Worksheets Available The CMS MDS 3 0 RAI User s Manual Appendix C provides Care Area Assessment CAA Resources you can use to research triggered Care Areas and docu ment your Care Plan decisions for those areas Hi Tech has developed electronic versions of the 20 CAA Resource Worksheets After you complete a resi dent s MDS and generate the CAA Summary Section V you can view research edit and print the com pleted Resource Worksheets We have also included a CAA Resources Library which you can edit at Libraries gt MDS Care Plans gt CAA Resources Library Access instructions on the CAA Resource Worksheets from the Hi Tech Menu Click Update Memos and se lect MSystem Update Instructions 11 03 E Access Falls Record in MDS 3 0 and MDS RCA Record residents falls so you can view those records when you complete a resident s MDS record First add a Falls ID record in the Library Select Libraries gt Documentation gt Edit Activities Events Library Assign an ID number to the Fall record Leave Length and Instructor blank Check either o
6. Tech will exhibit at the Maine Health Care Asso ciation MHCA Leadership Symposium on June 7 9 at Point Lookout in Northport Maine The objective of this event is to assist providers in developing and implementing marketing strategies for their facilities On Tuesday June 7 at 9 30 Hi Tech will sponsor the session Effective Leadership Enhances Satisfaction Outcomes and Financials to be presented by Susan Gilster PhD FACHCA For more information contact the MHCA at 207 623 1146 or email Karen Michaud at kmichaud mehca org E Hi Tech to Exhibit at Annual Conferences Hi Tech Software representatives always enjoy talk ing with our clients at the state Health Care Associa tion annual conventions Here is the 2011 schedule Indiana Health Care Association IHCA May 10 12 Indianapolis IN New Hampshire Health Care Association NHHCA September 15 Manchester NH Maine Health Care Association MHCA October 11 13 Rockland ME Vermont Health Care Association VHCA October 17 18 Killington VT New Hampshire Association of Residential Care Homes NHARCH October 26 27 m Creative Imaging Sets Group Run Dates Order closes Delivery June 1 July 14 September 1 October 14 December 1 January 14 March 1 April 14 Contact Dana Wildes dwildes creative ig com 207 807 6284 cell or toll free 866 370 2999 For more information www hi techsoftware com gt About Us gt Partners gt Creative Imaging Cooperative Bu
7. age 6 Financial Systems News Do You Know about these New Features Accounts Payable gt File Utilities gt Void AP Checks will not allow you to void a check if the previous payment process is not complete preventing potential issues Payroll gt Payroll Checks gt Print Checks check stubs can now include employees entire Social Security Numbers or just the last four digits To make this choice for your facility select Libraries gt Facility gt Payroll Profile Click Ok button twice On the right side of the screen under Other Payroll Features check or uncheck Print Full SSNo on Check Stub Fixed Assets gt Fixed Asset Inquiry will allow you to sort by Asset ID or Department for more than 500 assets Fixed Assets gt Print Depreciation Entry e G L summary will equal the Update Depreciation report e Department totals will allow for 99 million e Assets to be fully depreciated during the current month will pull the lesser of the current monthly depreciation or an amount equal to fully depreciate the asset e When you choose to Include All Assets the report will include fully depreciated assets and assets that do not depreciate i e land Resident Trust Accounting gt End of Quarter gt Print Verification Letters will allow you to specify the quar ter end date so the balances in the letters match the quarterly statement balances m When Should You Submit a No Pay Bill Submit a monthly no pay bill for
8. ays 183 For therapeutic purposes 185 From nursing home for hospitalization If you have questions about this bulletin please contact Customer Assistance at 317 655 3240 in the Indianapolis local area or toll free at 1 800 577 1278 Download a copy of the bulletin from http provider indianamedicaid com ihcp Bulletins BT201061 pdf Subscribe to the IHCP E mail Notifications at http provider indianamedicaid com ihcp mailing_list default asp E Vaccine Administration Claims Returned On April 7 NHIC issued a J14 MAC Part A RHHI Spe cial Message regarding returned claims with a Reason Code 7FLUT when billing the administration of a vac cine without billing for the vaccine itself Providers may bill for the administration of a vaccine when the vaccine is supplied at no charge NOTE NHIC is the J14 Medicare Administrative Con tractor MAC for Maine Massachusetts New Hampshire Vermont and Rhode Island E April 2011 From HCPro s MDS Central at http blogs hcpro com mdscentral Should the billing office use the diagnosis codes from the MDS on the UB 04 Q On Section of the MDS have been putting in codes of diagnoses that are current but not listed on first half of Section The billing office asks for a copy of Section monthly to do their billing A consultant for billing came in and said that my codes on MDS are in correct and don t support reason for coverage under Medicare Part A Shouldn
9. eley Retirement Home and Nursing Center Lawrence MA Clinical Records for Nursing Care Resident Trust Accounting Resident Referral Goldenrod Manor Clarinda IA Clinical Records for Nursing Care Resident Referral Resident Accounting Resident Trust Accounting Payroll with TimeTrak Human Resources General Ledger Accounts Payable We also Welcome New Maine Clients Treats Falls House Orono ME Resident Accounting Resident Trust Accounting Human Resources Payroll with TimeTrak Interface Clinical Records for Residential Care with CareTracker Interface Patten Pond Surry ME Clinical Records for Residential Care UB04 Exception Billing Resident Trust Accounting Resident Referral Current Clients Add Capability IMAR Electronic Medication Administration Gilbert Manor Gardiner ME Berwick Estates South Berwick ME CareTracker Interface Coastal Manor Yarmouth ME Resident Accounting Resident Trust Accounting General Ledger Accounts Payable Payroll TimeTrak interface Human Resources Auburn Residential Care Center Auburn ME E The HTS Express April 2011 Happy Thoughts on Client Support GoToAssist Positive Neutral Negative Satisfaction Rates We love to share the compliments that we receive Alicia was very helpful and answered all my questions don t know how this experience could have been better Thank you Deanne You were very efficient in assist
10. ftware P O Box 2150 SOFTWARE SOLU President Systems Analyst Director of Marketing Sales Director of Support Services Administrative Assistant Accounting Business Manager Product Training Consultant Product Training Consultant Product Training Consultant Software Design amp Development Software Developer Director of Quality Assurance Client Support Manager Client Support Client Support Documenter Editor Webmaster Nearly 30 Years Uniquely Focused on Long Term Care Skowhegan ME 04976 ADET pe 5 u Maviga te with Fasel The HTS Express is published by Hi Tech Software Inc April 2011 Letters to the Editor Marti McFadden Hi Tech Software Inc POB 2150 Skowhegan ME 04976 marti hi techsoftware com We edit for clarity and space See previous HTS Express and Hi Tech Hi Fives at www Hi TechSoftware com gt Hi Tech Clients gt Newsletters Email new support issues to support Hi Techsoftware com Include your facility name and phone number Several support people receive emails to this address If you fax an issue to HTS call to verify it has been received We will log your issue in the order received If this is not addressed to the correct person please notify us so we can correct our mailing list
11. ity name and email address to Joanne Hi TechSoftware com Bill Spack Joins Hi Tech In our March HTS Express Extra News We Cannot Wait to Share we an nounced that Bill Spack has joined Hi Tech as a Software Developer Learn more about Bill at www hi techsoftware com about us staff spack A recent AHCA analysis found that long term care is the nation s 10th largest employer supporting 3 7 percent of the nation s economic activity contributing to 5 4 million jobs and accounting for 205 billion in total labor income April 2011 Dates to Remember Mother s Day Sunday May 8 National Nursing Home Week May 8 14 Memorial Day Monday May 30 HTS Closed Father s Day Sunday June 19 First Day of Summer Tuesday June 21 Independence Day Monday July 4 HTS Closed In this Issue News Clients Happy Thoughts 2 3 Find the Blue Swoosh lt hiding in this issue then email marti hi techsoftware com and tell her where you found it She will enter the first 10 responders in a drawing for a 25 L L Bean gift certificate Health Care Associations Clinical News Electronic CAA Resources MDS 3 0 Crossword Financial News New Features Billing News Page 2 Hi Tech Welcomes New Clients New States Friends and Family and Lifestyles Integrated Care Associates Idaho Falls ID Clinical Records for Nursing Care Resident Trust Accounting Resident Referral Human Resources Berk
12. r both of the following MSatisfies MDS Section J 4 a b 2 0 or J1800 3 0 MSatisfies RCA Section J 7 a b When a resident falls record it through Documenta tion gt Events gt Edit by Resident At Activity Event ID enter or lookup the Fall ID number Provide other details about the fall You can click Add Note to add additional details In Edit MDS at Section J item 1800 click View Falls to display the recorded falls as of the ARD If falls are listed select 1 Yes For Maine Residential Care in Edit RCA click the button Pull J 7 a b responses from Activities Events Detail to automatically complete items J7a Fell in Past 30 Days and J7b Fell In Past 31 180 Days E April 2011 Edit MDS 3 0 BIMS Score when Necessary In the MDS 3 0 Section C Brief Interview of Mental Status BIMS responses C0200 through C0400 are used to calculate a C0500 Summary Score of 00 15 This score is used to determine the RUG group At C0500 Summary Score the Edit MDS program will calculate a score of 99 if a the resident chose not to participate in the BIMS b if four or more items are coded 0 because the resident chose not to answer or gave an incorrect response or c if any of the BIMS items are coded with a dash A score of 99 may decrease the RUG Category for this assessment therefore if the resident scores 99 for any of the above reasons and the answers given are reasonable even if incorrect you can add the
13. sed to refer to a whole limb but technically is only the part between the knee and ankle 3 2 The outer and thinner of the two bones of the human leg between the knee and ankle 6 4 Membranous tube with cartilaginous rings that conveys inhaled air from the larynx to the bronchi 7 6 A gliding joint between the distal ends of the tibia and fibula and the proximal end of the talus 5 5 8 The inner surface of the hand from the wrist to the base of the fingers 4 10 It s a digit of the foot 3 11 Of or relating to the kidneys 5 15 The sense organ for hearing and equilibrium 3 Medword Medical Sales www medword com All Rights Reserved Answers on Page 7 CMS to Change the Nursing Home Compare Website The Centers for Medicare amp Medicaid Services CMS are scheduled to make the following changes to the Nursing Home Compare website on April 23 e Provide methods for filing complaints about nursing homes with State Survey Agencies e Add a consumer rights section with information on how to take action when rights are violated e Put a 6 month freeze on current quality measure data and five star quality measure ratings while data is gath ered from the MDS 3 0 In July 2011 CMS will begin to display information about substantiated complaints that have been received and the number of enforcement actions taken Read the CMS Memorandum at www cms gov surveycertificationgeninfo downloads SCLetter11_17 pdf m P
14. ters for Medicare amp Medicaid Services CMS that the Fis cal Intermediary Shared System FISS is taking the Multiple Procedure Payment Reduction on claims regardless of whether the services were provided on the same day Asa result of this coding error any therapy claims with dates of service on or after January 1 2011 processed from January 3 2011 through Febru ary 6 2011 with one of the specified therapy codes in Change Request CR 7050 were processed incorrectly System changes were successfully implemented on February 7 2011 and CMS has instructed Medicare contractors to adjust claims that processed incor rectly CMS has also learned that FISS was using a rate file which contains rates that reflect a 20 reduction rather than the 25 reduction that is appropriate for institutional claims As a result of this error all therapy services subject to the MPPR with dates of service on or after January 1 2011 have been paid incorrect amounts Medicare contractors will install a corrected rate file in early May and CMS has instructed Medicare con tractors to adjust claims that were paid incorrectly no later than June 30 2011 E Pubal r el kt alo oy Be Ec SE HTS Staff Rick Anzelc Lynne Hammond Jeff Hadley Joanne Hewett Gloria Collins RJ Anzelc Claire Bourque Connie Harmon Kris Stewart Jackie Locke Bill Spack Ed Fowler Rachael Murphy Alicia Nichols Deanne Morrow Marti McFadden Hile Hi Tech So
15. val ues of those responses and enter the total at the C0500 Summary Score See the RAI Manual Chapter 3 Section C for more in formation MDS Submission Process to Change Later this year MDS submissions will no longer be transmitted via the AT amp T Global Dialer We are ex pecting more information from Federal and State agencies which we will share with IT and hardware Support personnel E CMS Issues New MDS 3 0 Regulations Effective 4 1 2011 CMS regulations indicate that you can no longer modify a submitted MDS to change the e Reason for Assessment e Assessment Reference Date ARD Instead you must nactivate the record and then create and submit a new correct MDS You can pull re sponses from the inactivated MDS into the new MDS You can still modify an MDS for other reasons E April 2011 The HTS Express Page 5 Medical Terminology ACROSS 3 The part of the alimentary canal between the Stomach and the anus 3 5 The inner and thicker of the two bones of the human leg between the knee and ankle 5 7 Of in or relating to the nose 5 9 In a lateral direction or location 9 12 It s the body s pump 5 13 Technically the part of the superior limb be tween the shoulder and the elbow but com monly used to refer to the whole superior limb 3 14 It is hinged so you can open your mouth 7 16 An adjective relating to or the area near the ulna 5 DOWN 1 It s commonly u
16. ying Plan E The HTS Express Page 3 AHCA to Observe National Nursing Home Week The American Health Care Association AHCA observes National Nursing Home Week NNHW from May 8 Mother s Day through May 14 The theme this year is Fulfilling the Promise Find more information at www NNHW org Other Health Care Observances May 1 7 National Hug Holiday Week www hugs4health org May 6 12 National Nurses Day and Week www nursingworld org May 12 Florence Nightingale s Birthdate 1820 1910 May 25 National Senior Health and Fitness Day www fitnessday com June 15 22 Nursing Assistants Day and Week www cna network org Learn about additional events related to health care and long term care at www ahcancal org events Documents HealthCareObservances pdf a Review our Webinar Schedule View upcoming Webinars at www Hi TechSoftware com gt What s Happening We send invitations within two weeks of a Webinar date If you do not receive an invitation request one at Webinars Hi TechSoftware com If you would like to be added to the mailing list for all Webinars on a particular application provide your email address name facility name and the Hi Tech applica tions that you use We post the length of our Webinars to assist you in add ing them to your work schedule We apologize if they run longer than intended A large number of participants and the number and type of questions asked could cause the Webinar
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