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User Manual - HCPlus Documentation management Log

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1. 15 289 15 42 SECURILY GROUP IVEAINTEN ANGE 15 290 IX Toview a list of SCCUrity Groups GEH RAMA 15 290 The Scheduling and Compliance system 1 7 Rev 11 5 HC Plus User Manual 15 4 1 1 Toviewa Group S SECURITY profile doit quatit is 15 290 H42 Jastofsecunty Categories ODI OCIS assibus cc ed date Ea a 15 292 o Grnedteu A a tate e i de tif e d e du C 15 295 1344 S Security PCTINISSIONS 15 296 TPORCMOVE d 15 299 16 FREQUENTLY ASKED QUESTIONS FAQ S 16 300 16 1 HOW TO HANDLE A CLIENT CANCELLATION 0 00 0 00000000 000000 16 300 16 2 CLIENT CANCELS FOR MORE THAN ONE DAY 064000 00 0001 ese 16 300 16 3 HOW HANDLE AN EMPLOYEE CANCELLATION 0 1 6660 06000000000 16 300 16 4 EMPLOYEE CANCELS FOR MORE THAN ONE 0 2 0 660 ese 16 300 16 5 ENTER A TEMPORARY REPLACEMENT c ccssccsssccssccescccsccesccesccesccecceesceesccecceesceescceseceusseuscss 16 300 16 6 ENTER A REPLACEMENT FOR MORE THAN ONE 1 6 0 16 301 16 7 CLIENT REFUSES HOME
2. 2 a emet Juv CARTER LOUGH A oor TiraueerH AVENUE FLUSHING 17847 Coveney se A pernzaremave riens e por nzsumowsr Juv our war A oor iisewansrree Juv 78 oor isortermavenve Alora 7677957 Figure 2 2 Client Roster NOTE Left click on the scroll handle to display a Right click on the scroll bar to carry out any of the record count of the clients found in the operations listed below Scroll Here Top The roster shows the code of the coordinator BatFam Coord assigned to each client the MC column shows the Must Cover rating for the client Page Up Page Down Scroll Up Scroll Down Client Maintenance 2 22 Rev 11 5 HC Plus User Manual 2 3 Process anew client Processing a new client into HC PLUS involves carrying out the steps outlined below Add a new Create a Fill out an See the new client Service order schedule 2 3 1 Add a new client TH OHIECCE POCHE ILE Click on Client Maintenance button Press the Add Client button on the Find Clients screen and a blank Add New Client screen appears Most text boxes are empty with the exception of fields that
3. Eos 8 133 S17 MODFYA 24 HOUR E dotes 8 134 9 50 EMPLOYEE SCHEDULE Doors s Dti ost utes le pede 8 136 OUO aS Employee y 8 137 Odo Employee Schedule Sereen due adiu e 8 138 SAS Enter Tours Jor Special COGES 8 140 0104 eae 8 140 6 16 5 Record tasks performed by an employee for a client eese 8 142 8 18 5 1 new TASKS p yes tav aude 8 142 0 10 0 Overiune and Absence tracking unb 8 145 SAI 5 8 146 CHAPTER9 VERIFICATION PROCEDURES ccccsssccssccccssscccsccccsccccscccccsccccsccccscccess 9 147 9 1 VERIFICATION OVER VIEW 5 et D etas a nadie tu 9 147 9 2 AUTOMATIC BATCHING uide tina 9 147 9 3 VERIFY SCHEDULES VIA THE VERIFICATION MENU 9 147 9 3 1 Verification for special codes sick holiday ses
4. 2 29 Figure 2 7 Client Schedule Screen prior to employee assignment 2 30 2 5 Client Screen With SetVICOS 2 30 os Order summary Wis sinc adam dei coena se bei E es MAI d usi cpi eds 3 3 Figure 3 2 Changing the Order Entry Detail Screen 3 33 6 ulead em 3 34 Fiare C lent Dichas a 399 0 9 3 35 Piste 3 92 lent Correct Disc har ce 4 5 4 45 ot otto dese ue ees ONU 3 35 Pieure 3 36 3 37 2 5 Hharp c Dent 3 38 Feur Oly 3 38 Fure o 3 39 Ficu 3911 Entera neW TOU 3 40 2512 aa tup tu cedula Puta a on bet aptos 3 4 Figure 3213 lent Require ments ura ehe tos cia ust Ra Obs 3 42 Figure Blank Employee Exclustons edet ed on bs atentos ou LOI ep Ed paie 3 43 E19ure 3 15 NUSES a oreet 3 45 igure 5216 Client DINOS
5. 3 38 3 6 ENTERANOTES meer Une OR M ML MK nM EC CE MD CEDE aL FEMA UE 3 39 5 6 1 3 4 357 ENTER CDIENEREOUIREMBN 3 42 3 8 EXCLUDE AN EMPLOYEE FROM WORKING WITH CLIENT 2 6 6 3 43 3 9 NURSES ISLS 3 44 3 10 ENTER THE CLIENT DIAGNOSIS scsscccosscisscnsvsnsccvsccuscsescwdenoncedevesewenesscowesessvsrnbonauddcdessosnebeveraveveneods 3 45 S Db IWIEDICA 3 46 3 12 PLAN OF TREATMENT THE HCFA 485 97 3 47 SZ ascenso OOS 3 48 JORICIA O5 DUIge 2 EOS 3 5 TOC TAAS PU E suat MON ENDURO UNI MS 3 53 5 15 5 3 56 Sc CLIENT VIATLING ADDRES S 25 0 5 930022 3 57 4 CLIENT REPORTS 4 58 4 1 MM MAE 4 63 CHAPTER5 ENTER VIEW CLIENT ORDERS cccssscccsccccsccccsccccccccccsccccscsccscccccscsceees 5 64 5 ENTER AORDEP DADA a e asi LEE 5 64 5 1 1
6. 14 273 14 2 4 Contract Santrax setup nnns 14 275 1423 CONITACE SNGID 14 276 LOCATION MAINTENANCE 14 277 PROVIDER MAINTENANCE 14 278 IHE CHANGE COORDINATOR JD 14 278 140 AUTO BATCH STATUS REPORT 545 14 279 CODES MAINTENANCE 14 279 14 280 14 280 METS AGATE COPY E OUO uita to 14 280 pe 14 281 I4 DOCTOR COGES 14 281 I4 050 WOC OIS a ae 14 282 I4 14 282 I4 50 14 282 PET OD 1 COMM CODES 14 282 14 7 10 te 14 282 14 7 11 DANOS CODES ead 14 283 14 7 12 DONLI C OLOS e E E 14 283 14 7 13 SKUTAC OL OS 14 283 14 7 14 14 2
7. Total Daify Hours Tot Auth 40 00 Hours WIE 6 7 02 06 01 Start Time 9 00AM 1 00PM Employee CARABALLO ANAR Telephone 212 568 7290 HA 4 00 4 00 06 05 T Totai Daily Hours Tot Auth 40 00 Hours Total Bank Hrs 79 00 6 14 02 __ 06 08 06 09 06 10 06 11 06 12 Start Time 9 00AM 1 00PM P 9 00AM 1 00PM P 9 00AM 3 00PM P 9 00AM 3 00PM 9 00AM 3 00PM Employee SUAZO IRMA C SUAZO IRMA C CARABALLO P CARABALLO ANA R P CARABALLO Telephone 718 346 4188 HA 718 346 4188 212 568 7290 212 568 7290 212 568 7290 585 400 585 4 00 585 6 00 6 00 585 6 00 6 00 585 4 00 Total Daily Hours 4 00 4 00 6 00 6 00 6 00 6 00 4 00 Tot Auth 40 00 Hours Total Bank Hrs 79 00 Total Hours For Week Ending 6 14 02 36 00 Hours Figure 4 5 Client Schedule Report An option to include TASKS has been added to the Client Schedule Report Summary Only for agencies using the Tasks Management Module 4 1 Client Labels Use the Client Reports screen to print Client Labels that may be used for the purposes of mailing or chart updating Pro Health clients the client ID does not appear on the printed label Nakhrnansen Gregory 970 Ocean Plway Broo
8. 7 100 Jud Payroll Adjustments a ep Me cb na ud 7 101 7 5 8 Employee Termination or status nnns 7 101 7 5 9 Assien Contracts dO anEmplOVEE oes ne ut edunt 7 105 Employee ReCOF ecce to tug ee dea 7 104 LO desee evene sue to Up 7 104 7 5 12 Supervisory visits Administrative Evaluation eee 7 105 LIAS EMPIOV ede 7 106 REPORT 7 106 7 6 1 LUDOV CO TAIL C 7 108 CHAPTERS 8 109 8 1 SCHEDULE MAINTENANCE FUNCTIONS 8 109 5 27 VIEW A CLIENTS SCHED UE Urey aie eee 8 109 6 2 1 8 110 8 2 1 1 tra 8 112 8 3 SPECIAL CODES 8 114 BA ASSIGN AN EMPLOY BE TOA VISIT 8 114 8 4 1 Santrax data on Schedu
9. _ 1 105 s 7330158 EERLANDE 91830 _ 1 102 Ls 7253223 s 17102 4 JUuETTE 1703 5 NA 719 05 Active 1 102 Forecast options HC Plus Figure 10 20 Compliance Work Sheet Monday November 14 2005 4 2 list of non compliant employees is displayed You may find employee s using the area on top of the screen where you may limit the search by category status etc 3 Click on the to the left of an entry to view see Figure 10 12 the non compliant issues for an individual employee 4 Toggle the All Employee button to see a list of all employees including those that are fully compliant Compliance 10 192 Rev 11 5 HC Plus User Manual 10 4 2 2 View Print a Compliance Worksheet The View Worksheet button on the Update Worksheet Menu displays the current Compliance Worksheet Figure 10 20 When you press the Print Worksheet button a menu is displayed offering several options Work Sheet Selection Print Work Sheet For Add Filter All Non Compliant Employees Status ALL C Won Compliant Employees For Selected Categor ret am id Coordinator Ulassf B C Mon
10. rod 9 169 9 11 5 5 Delete a Time lt 9 172 921120 9 172 QUE A 9 173 DATO 9 173 9 11 8 1 9 174 TONES UPS 9 174 9 11 10 On Demand Ties Hee 9 176 9 11 11 B tcl BEXDOF REDOT n 9 178 9 11 12 E 9 179 The Scheduling and Compliance system 1 4 Rev 11 5 HC Plus User Manual CHAPTER 10 COMPLIANCE ctii e dos 10 181 IUD COMPLIANCE OVERVIEW 10 181 10 2 ined 10 181 10 3 DEFAULT COMPLIANCE CODE MAINTENANCE 2 222 2 2 01 0000000000000040 10 182 POSH 10 182 10 5 27 COAC 10 182 POD CODDANI ederet impact 10 152 OOS cec 10 182 VOD TOUS ICL COS 10 183 10 35 0 C Odes as ec d to WEE S o 10 183 ACEC
11. 666 566 6665 6666 66 6665 666 566 6665 6666 66 6665 13 14 Additional Reports Menu You may generate more reports by hitting the Additional Reports button on the bottom of the Reports Menu The following submenu appears Additional Reports Menu 773104 714104 Figure 13 7 Consolidated Activity Report HC Plus User Manual Task End Code iD Tasks 520 RN Visit 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours 530 RN Hours Page lof 2 Contact 0000404 PARTNERS IN CARE 404 Reading Doctor Case Count Admits By Doctor Yernhed Visit Count Service Admit Discharge Client Admit Discharge Service Census Hurse Visitz History Apt Hold Resume Lists Chent Hold Report Under Assigned Serviced Special Codes Report Weekly Carfare Log Expiring Certifications Employee Hours Worked Unavailable Employees Figure 13 8 Additional Reports Menu Reports 13 246 Rev 11 5 HC Plus User Manual 13 15 Expiring FAMILY HOMECARE Orders Report Expiring Orders For Period 7 22 03 thru 7 22 04 Lists orders that have 22 Jul 04 expired as of a certain date Client Name Client ID Date Classfication Doctor Phone ELL LILL 857746 7 29 03 m dina ELL LILL 857746 702903 TES HEKTNER TSILY 38
12. dis eb onum NUES 11 228 ASS Home bount REASONS sso doe disces en kesh 11 229 11 11 14 Unusta l ENVION EUIS 11 229 PII 11 229 11 230 CONIIOL P WC 11 230 12 TRAINING e 12 231 I2 p 12 231 a Aa MU eiu 12 232 12 5 12 233 I2 SPRINT CERTIFICATES opea or Dot 12 235 1229 TRAINING REPORT b sop etes a 12 236 13 13 238 Louk SERVICE DISTRIBUTION DTIS T 13 238 NOIE M Cu mn 13 239 CARE PLANS sc 13 239 13 4 CLIENT EMPLOYEE SCHEDULE HISTORY c ccsscssscsvccssccssccsscscccsccvscesccsccsscevcecscesscevcessces 13 239 13 9 VNS TRANSACTION REPORT t eibi detto eodd 13 240 130 CHANGE LOG eet
13. cat mee consi Last Name TERSON First Name ALEX Initial G Client No 101877 Loc po1 Social Sec No 021 04 5450 Status Active Switch To Dischrg Rsn gl oes Personal and Demographic Info Health Care Info Schedule Address 1 1210120 Start Date End Date Must Cover Hold 6 7 04 Discharge NY 12141 0000 City State Zip Coordinator History Notes Equipment Supervision 7 County Borough District Requirements Last Call Date Frequency EXE Birth Date 4 21 1945 Sex 5 Race American Indian Alaska Native MediCare ID Verify Nurse Visits Marital SINGLE Nationality Medical Record MRN Diagnosis Telephone Numbers Health Insurance Claim Medication Ext Type 485 486 Doctor iei Ext Type Emergency Ext Type ese Mailing Address Directions TERSON ALEX 7194 0000812 06 194 TERSON ALEX 674 0000414 esios TTERSON ALEX 0000555 l esos TERSON ALEX DFT 6 7 04 0000416 Service Maintenance 6 74 Rev 11 5 HC Plus User Manual 6 2 Service Screen Functions The button list Switch to to the right of the Service Maintenance screen enables Switch you to perform functions that are related to services provided to clients For instance you may register guarantors remove the service and view both the Auth History authoriz
14. 2 6 A VACATION VACATION VACATION Suc 304885 128 284885 1200 6 00 VACATION VACATION Figure 9 5 Vacation sick days on schedule screen When you click on a vacation sick cell the detail screen below appears along with the batch number to which the visit s timeslip was assigned 9 3 2 Verification Screen Features The verification screen has several buttons that add the following functionality FAMILY HOMECARE 001 766091 FHIL JORIE 50 LINDEN BLVD 5 BROOKLYN 11226 718 363 2449 77 2 04 Weekly SchedHrs 12 00 SchedHrs 12 00 SchedHrs 0 00 SchedHrs 0 00 SchedHrs 0 00 SchedHrs SchedHrs 0 00 24 00 SantraxsHrs 0 00 Santras Hra 0 00 SantrasHrs 0 00 Santras Hra 0 00 Santraxs Hrs 0 00 Santran Hrs 0 00 Santran Hrs 0 00 0 00 Sat 6 26 Sun 6 22 6 28 6 29 Wed 6 30 Thu 7 1 Fn 7 2 amp 00A 12 00 s004 8 00 12 00 HAS 414 HAS 414 ABUL SAR ABU 50 385332 500 285332 me Verification procedures 9 151 Rev 11 5 HC Plus User Manual Figure 9 6 Verification Screen functions BUTTON Feature Verify All This red button will verify all the scheduled visits of a selected employee Three Verify red dots in a cell signify that the cell had been verified via the Verify all method If you check a checkbox in a green scheduled cell this button toggles to Verify Selected
15. 1 eere seite senis 16 301 16 8 PERMANENTLY REMOVE AN EMPLOYEE FROM SCHEDULE 00000 0 00 16 302 16 9 EXCLUDE AN EMPLOYEE FROM WORKING WITH A CLIENT 16 302 16 10 HOW TO HANDLE UNSCHEDULED 181178 0 0 0 0 0 00 060 ese 16 302 16 11 HOW TO HANDLE TWENTY FOUR HOURS 5 5 0 0 0 156 0 16 303 16 12 PAYING 16 303 16 13 PAYROLL STEPS AFTER THE AUTO BATCH IS 404 0600000 0 0 16 303 The Scheduling and Compliance system 1 8 Rev 11 5 HC Plus User Manual Table of Figures SCheduline System Mam M seio oom 1 17 Telephone Un 1 19 2 21 2 2 WENUIROSICE A lema 2 22 Figure 2 9 blank CCS CHC edat bad totales tnus lu nada ue 2 23 Fene TElle sad autas 2 26 Fieure 2 5 2 28 Pieure 2 0 Order Entry Detail SCEeGTDs a
16. Figure 3 19 Form 485 1 page Item 10 Medications Click this button and the Client Medications screen opens Client Maintenance Functions 3 48 Rev 11 5 HC Plus User Manual Client Medications client SILK Louis Medication Form Dosage Amount Unit Route Frequency Fer Gradumet 1 f ooo BEN 2775 00 Educated res Status Sched Mod 2 100 PO E otn Bee 1 1 00 Educated Tes Status Sched Mad Medication T ables Figure 3 20 Client Medications screen For the type of medication use the drop down to select a medication from the list of all medications in your company s database You may press the Medication Tables button at the bottom of the screen to add or modify the current medications Items 11 12 13 Diagnoses Click this button and the Client Diagnosis screen appears Client Diagnosis Dx Code Description Type Date Eductd Dschg Dx ee 7 Comment pum 2 Comment puo MET Rem 3H 2 Comment Comment Use the Dx Type pull down to specify Principle Diagnosis Surgical Procedure Other Active Diagnosis secondary health issues confronting the Client Inactive Diagnosis past illnesses or injuries or a diagnosis as yet undetermined Unknown Figure 3 21 The Client Diagnosis screen DX Code and Description fields Use the drop down to select from the li
17. 74 7 107 Fig r 7 20 545 2524 gan leap 7 108 Feir 7 50 Employee 7 108 Schedule Maintenance Mens 8 109 Figure 8 2 Client Schedule before Assigning Employees 8 110 625 Weekly Special Code S E 8 113 Figure 8 4 Weekly Special Codes Entry 10000000000000000000020000000 0000 8 113 Figure 8 5 Weekly Special Codes History 8 113 LEio re 55s chedule ttd Sido tees bip UE 8 114 Figure 8 7 Find Assign Employee Screen ccccccccccccccccccssccesssssseseeeeceececccecsaccecesasssesseeeecesececeansaes 8 115 Figure 8 8 List of Employees available for a 8 116 Figure 8 9 Change Notification screens ou 8 118 Figure 8 10 Client Weekly Schedule with Santrax 8 119 Figure 8 11 Client Daily Detail screen showing Santrax corrected 8 119 Feur 5 12 CODI aSc MCCS e uacuum es 8 120 8 121 Pieure b
18. eoo wm Jun T I ACE EDO 743023 J so sog j p qp ace too 5 soy sup sup Select quum 5 antrax Previous Next Employee Client All Add Selected Clients PUE Pane Figure 9 23 Add a Time Sheet 6 Click the checkboxes on the far left of the screen next to each employee client row you wish to add Note that the all the underlying time sheets for the checked employee are added to the batch listing using this method 7 Press the Add Selected button on the bottom of the screen The selected time sheets are added to the batch 8 A second method by clicking on a row to display the Available Time Sheet Detail screen allows individual days to be added To do so follow the procedures described in the bordered sections right below Verification procedures 9 170 Rev 11 5 HC Plus User Manual To see the time sheets of individual days click on a row on the Add a Time Sheet screen This will display the Available Time Sheet Detail screen Available Time Sheet Detail 0000585 INSTITUTE Batch t 064 wr 11 9 01 Employee ERIT BIL User ADMIN Chent 745441 ABHE Hilled Vacation Sick Holiday Traming Delegate NoEnty Over40 Carfare On Per Diem Total Venhied Special Select Day Visit Date Start End Codes Lo mmm soa
19. 5 Z Total Hours For Week Ending 7 904 5600 Hours Client Information Client ID TERSON ALEXG 101877 TERSON ALEXG 101877 Figure 8 29 Employee Schedule Report Schedule Maintenance 8 146 Rev 11 5 HC Plus User Manual Chapter 9 Verification procedures 9 1 Verification Overview The system provides two methods with which to verify that an employee filled the clients schedule as required by a work order The first method is to follow the procedures using the formal Verification menu via the Employee s schedule You may also as described in sections 9 4 and 9 5 verify visits the fly directly from a schedule calendar screen Note When a visit is manually verified from the Client Schedule the appropriate Employee schedule is updated as well HC Plus uses verified hours if present instead of scheduled hours when checking to see if employee exceeded authorized hours This allows adjustments of pay hours to exceed scheduled hours as long as authorized hours plus banked hours if applicable are not exceeded However the validation to prevent verified hours from exceeding scheduled hours 15 available and is controlled by the option Allow Verified Hours Greater Than Scheduled on the Scheduling Defaults Sharp screen see section 14 1 5 Call Client Relations to enable 9 2 Automatic Batching When the Batch Verified Visits field is checked in the Sharp section of the Scheduli
20. Add gt gt 0031 Rectal temperature 0032 temperature Enter Reading 100 2 Accept 0034 Respirations g ACCEp STOP E lt lt Remove Figure 8 28 Add Tasks Screen 4 Press to record the reading you entered 5 When you press Dg the list will appear Schedule Maintenance 8 143 Rev 11 5 HC Plus User Manual View Modify Schedule Detail PARTNERS 001 Client 0415457 ELEHDE Santrax Eff Date 6 28 03 Tuesday Auguet 03 2004 gt ng PARTNERS IM CARE 485 15 E Hows Employee Tasks HD Description Reading 0015 Tub bath 0019 Mouth care P 0021 Shampoo T 0026 Incontinent care T TUNE Oral temperature 100 zF 0049 Exercises Modify Tasks 6 Youcan modify certain tasks by double clicking on them and changing the reading Modify Task Reading Task Description Reading 7 You may also delete a task by highlighting then pressing the _ icon Schedule Maintenance 8 144 Rev 11 5 HC Plus User Manual 8 18 6 Overtime and Absence tracking Some agencies can track the hours that an employee worked overtime or was absent during a visit When scheduled hours are changed if the exceed the hours authorized the amount appears on the Visit Detail screen and if they are less than the authorized hours the employee is deemed absent f
21. d e oen 13 241 1927 13 241 13 67 13 241 13 9 PENDING CIST MENT 13 241 13 10 CLIENT STARTING REPORT 13 242 13 11 NON WORKING EMPLOYEES arend dadien 13 243 13 12 EMPLOYEE OVERTIME REPORT auior rt eee 13 243 13 13 Gal EPOR M sors doa edo toa ct tfi RE Fe 13 244 13 14 ADDITIONAL MENG aa 13 246 13 15 EXPIRING ORDERS IREPORT E cda cm bird dosis 13 247 13 16 ADMITS BY DOCTORS 13 247 13 17 SERVICE ADMIT DISCHARGE REPORT 2 ee eere ee ees 13 247 13 18 SERVICE CENSUS REPOR bee 13 248 13 19 DOCTOR CASE COUN T iss is 13 248 13 20 VERIFIED COUN 13 249 13 21 HOLD RESUME LISTS dope dot owes 13 249 13 22 CLIENT HOLD REPORT a dude deus 13 250 13 23 UNDER ASSIGNED SERVICED CLIENTS 00 2 13 251 13 24 COMPETED V
22. titan ed irai Do Neg a doces o fu Nds Sa Med 3 45 5 17 Ereatiment History a eoe t oerte reo 3 47 Figure 5 15 Physician Telephone Verbal ca cal ta er ooo 3 48 3 48 eden 3 49 D The hent DIasnosiS SCEEOLD s 3 49 Figure 3 22 Select Medical Equipment and Supplies sse 3 50 Figure 3 25 The Select Safety Measures dial g box te ce eol be su equ 3 5 Figure 3 24 The Nutritional Requirements dialog 2 2 2 20 0 1 2 2 04440000000000022000000060000544 3 51 Figure 3 25 The Select Allergies dialog 3 51 Figure 3 26 Form 3 52 Figure 3 27 Orders for Discipline dialog box and text 4 cccccccccecceeeeseesesesessseeeeeceeeeeeeeeenaaas 3 52 Figure 2 25 Recording doctor S OPTOES seite leas taste 3 53 Figure 3 20 Dori 485 2rd eu UM Poi aoo 3 53 Figure 3 30 Goals Rehabilitation Potential Discharge Plans 1 2 2012101656000000 0 4 3 54 Figure 3 17 Doctor Tem 3 54 Figure 3 32 The Doctor Maintenance SCreen eoe de eo Do
23. 6 5 1 To link cluster cases Once you ve established clients as cluster cases you may group these clients that is link them by pressing Link the bottom of the Client Maintenance screen The Figure 6 6 Link screen appears Click on the Cluster radio button to establish a link between two cluster cases 6 6 To handle Task Based Assignments TBA A TBA task based assignment case 15 the situation where attendants are assigned to clients based on the types of tasks required by the clients A task based client can be linked to one other task based client in the SHARP system The attendant who on a given day services two task based clients who are linked will be paid at a higher hourly rate for the day If the attendant services task based clients who do not have any Service Maintenance 6 81 Rev 11 5 HC Plus User Manual link to other task based clients the rate of pay will be the same as for a regular client Note that TBA clients cannot be assigned to a cluster To enter a TBA client 1 When you enter a new service for a client check off the TBA checkbox on the Service screen Figure 6 1 and enter a TBA effective date A client may not be set to TBA if the client is currently a Cluster or Mutual client eere edit print cancel save Status Start Date End Date Dischrg 2 E Service ID Service Description Contract Contract 0000414 Additional Service Info Eff Date Linked Client Duty
24. Su r47333 Suen A PBS Su 47365 T 65 5 00 4 00 500 4 00 BOOP 4 00 5 04P 4 00 110 4 00 4 00 HAS 555 525 585 FIMA RAFAEL FIMA RAFAEL FIMA RAFAEL Suc 423 iis 22 Suc rr reg Figure 9 7 Verified visits Once the visit hours are manually verified the batch number e g 064 appears in the cell 9 4 Verifying Visits via the Client Schedule Screen To verify visits using the client schedule screen do the following 747838 5 9 THAYER ST uA 212 569 4 001 aiian Cluster Case Exp 5 31 02 Banked Hrs 22 Weekly Aurh Hrs 6 00 Aurh Hrs Auth Hrs 6 00 Aurh Hrs 6 00 Auth Hrs Aurh Hrs 6 00 SuthHre 42 00 SchedHrs 127 00 Sched Hrs 10 00 SchedHrs 6 00 SchedHrs 6 00 SchedHrs 6 00 SchedHrs 6 00 SchedHrs 457 00 6 00 5 00 Santran 0 00 6 00 0 00 6 00 000 2300 11 3 BETTER 11 5 11 6 Wed 11 7 Thu 1178 _ 9 00 3 00 6 00 s004 200P 5 00 a004 3 00 6 00 00 A 3 00 6 00 s004 3 00 6 00 s004 3 00 8 00 3004 300P 6 00 amp 55A 6 00 3 03 2 5 00 3 00 P 3584 3 00 6 00 3 00 P 3 03 4 6 00 Has 5
25. Nurse Personal Specialist Never Visited Clients Sort Vendor Alpha C Hurse Code Visit Date v Active Clients Only o Mumeric C Inactive Clients Only C Personal Specialist C All Clients Hurse Code Client t Unassigned Clients C Hurse Visit Date Assigned Clients Only C zip Code Assigned And Active Clients C Nurse Code Discharged Clients Cluster Group Figure 13 18 Nurse Visit Report menu Wan 55 Nurse Visits Report For Jul 2002 Page I of 9 Vendor 5809 INSTITUT E HOME CARE Sort Order Nurse Code Client Nurse KOKU BADASU Actve Clients Oniy Print For Wit Die Date In 2002 C Cluster P PERS EM ial Visit Emergency Phone Cheni ame PS Type Freg Sinus Cheni Address Last Care Plan ACEVEDO JULIA 01585 A 105 01 3 WV BIO VW 204 ST A 3 212 553 3418 Murse 01 MEW YORK 10033 AN 233380 90 5 99 P4791 ACHITA RAMO MA 01585 A 107310011 131 FORT GEORGE AVE 1 G 212 42 2114 Murse 01 MEW YORK NS 10040 Al 30620 4129 99 748245 ADAMSON BERNIE 01585 A 102401 4BD Vw 155 ST d 11 C 917507 5242 Nurse 01 NEAR ST NICHOLAS 9308 NY NY 10032 201 747725 ALIFONSO REGINA 01585 A 10 401 99 WASHINGTON AVERIR 21295 6264 Nurse 01 NEW YORK N Y 10032 2895031 11 25 87 748297 ALMANZAR ME
26. 2 00 F 6 00 3 00 5 ESL ee _ 424 4333 When you click cell the verification details are shown the Santrax information Schedule Vernfication Order ID 127 4E Sunday March 11 2001 Service 381508 Client ELLA Employee GEM Contract FAMILY Classi TBA Client MARTIN 3817 Start Time End Time Scheduled 2 00 Gantra Verification procedures 9 155 Rev 11 5 HC Plus User Manual 9 8 Applying unknown calls to a visit and verifying On Figure 9 8 Schedule Detail screen the Unapplied button allows you to apply calls to the visit and then proceed to verify that visit In the example below the Santrax end time is missing We will proceed to apply a call to it 1 When you press Unapplied a list of Santrax Unapplied Calls screen appears For agencies using the task option the screen will also show the number of tasks 2 Check the Select checkbox to the left of the call you want applied to the visit View Modify Schedule Detail FAMILY HOMECARE 001 Client 610046 STOR SHE Santrax Eff Date 11 2 96 Thursday July 22 2004 414 FAMILY HOME CARE E F 10 58 PM 000 SLOW BOBBIE Santrax Unapplied Calls Select Date Employee Employee Name Client Client Name Start End Hours Hsn Cd 0727 009003000 Empey ID 2 7225 125524723 Employes
27. Hold Report As Of 9 24 00 Cent Address Ci Phone Henson Co ord Papor 123 EDEM STREET MEW YORE 2121222 3333 BRE PROBLEMS LT 123 EDEN STREET MEW ORE 212 222 3333 OOO BRE PROBLEMS Jc Total Clients Held Figure 13 9 Clients Held Detail Report Reports 13 249 Rev 11 5 HC Plus User Manual Client Resume Report Detail For Period 9 24 00 thru 9 25 00 Cent Mame Address Ci Siue Phone Hell HResumed Resa Ca ont Payor ABEL 123 STREET MEW YORK MY 212 222 3333 WEL LT ABEL CAIN 123 EDEN STREET MEW YORK 12121 222 3333 9 25 00 Total Clients Resumed 1 Figure 13 10 Clients Resumed Detail Report 13 22 Client Hold Report Use the Client Hold report button to create a report listing all clients in Hold status for a specific reason Client Hold Report Please Enter Cutoff Date SE Coordinator Contract Discharge Code 224 Nurse Held Client Listing As Of 2941 Cent Mare Cent Address Ci Sie Zip Phone Coord CONTRACT FAMILY HOME CARE 5 0000555 RODRIGUEZ OLIVERIA 381457 127 10 22 AVE COLLEGE MY 113562702 718 358 3105 42555 Chents Held For FAMILY HOME CARE QNS Figure 13 11 Client Hold Report Reports 13 250 Rev 11 5 HC Plus User Manual 13 23 Under Assigned Serviced Clients Report This report details those clients who are not being assigned employees and are th
28. Maimtenance Table ero eo iit 11 223 The Scheduling and Compliance system 1 12 Rev 11 5 HC Plus User Manual Figure 11 31 ICD9 Diagnosis Code Master 04 11 223 Figure 11 32 ICD9 Diagnosis Code Search by 2 2 200 2 2 06000000000000000220000000 008 11 224 Figure 11 33 ICD Diagnosis Code Search Dy Text 11 224 Medications SCEE 11 225 Piet 11 39 VediCallOlo ied 11 226 1 36 Medication ROUTES eee veste 11 226 Figure 11 37 Medication Frequency 11 226 Fioeure LT 95 M6eGICAGOB 11 226 Figure 11 39 DME amp Supplies 11 227 Pisure 11 40 Satety Measures Mame nane ou taie uii eva 11 227 Pieure Nutadonal t eoe i ec o pet etta 11 227 TTA Allergy Matmtenatice us dori d Era 11 227 ET SEGMENT T 11 228 Figure 11 44 Rehabilitation Table Maintenance 11 228 Figaro Discharge Plans cu a 11 228 Preure 11 46 Paciity Types Maintenance 11 228
29. Mo New 485 Mo Length of Certification Period 496 is Mandatory Reprints of 485 Allowed Reprints of 466 Allowed Reprints of Verbal Orders Allowed Mo on Aeprints Mo Reprints Mandatory amp Amount on Mumber of 485 Copies 1 Mumber of 496 1 Number of Verbal Order Copies 1 Figure 11 50 Plan of Treatment Control File 11 230 Rev 11 5 HC Plus User Manual Chapter 12 Training Clicking the button on the Figure 11 1 Daily Functions Menu brings up the following screen with which you may set up and monitor the ongoing instruction of your employees First set up the topics to be covered create and schedule classes for these topics and finally determine who will attend each class ES Training Menu E4 Training Report Class Master Topic Maint Print Certificates Exit Figure 12 1 Training Menu 12 1 Training Topics Click on Maint and use the screen below to set up the topics to be taught to your employees Training Topic Master Topic Hours ANATOMY amp PHYSIOLOGY 3 00 CARDIAC VASCULAR PULMINARY 3 00 CHILD ADULT SEXUAL ABUSE 3 00 CHRONIC FATIGUE SYNDROME CF5 3 00 25 COMMUNICATION INTERPERSONAL SKILLS 3 00 feo CPR 3 00 fe DEATH AND DYING 3 00 DEMENTIA 3 00 DENTAL TOPICS 3 00 DIABETES 3
30. Plan of Treatment M Plan ot Treatment Table mE Transportation List Maintenance Plan of Treatment Training 3 Find Unapproved Print Timesheets Training Transportation List Special Codes Doctor s Orders Tracking Print Timesheets Print Santrax Reports Doctor s Orders Tracking Clinical Export Print Santrax Reports Santrax Interface Exit Figure 11 1 Daily Functions Menu 11 1 Interface Santrax interface is designed to match Santrax employee calls by to client employee visits that had been scheduled via HC Plus Any Santrax visit that does not match a corresponding HC Plus visit is marked as non reconciled You may correct the details of a non reconciled visit and once corrected attempt to reprocess it A visit that cannot be reconciled for example you cannot reconcile a client ID is deemed invalid is marked as such and purged from the system The Santrax Interface button for some agencies is the portal used for importing and reconciling Santrax visits Pressing it allows access to the Visit Maintenance Import button which in turn displays the VM Import Menu Santrax Menu Visit Maintenance Import Menu x User ADMIN Visit Maintenance Import Menu View Accept Non Reconciled Visits Reprocess Non Reconciled Visits Visit Maintenance Reports Exit Daily Functions 11 202 Rev 1
31. AMADA Duty Free status must be in sync for mutual clients You may update any changes made to the primary client s duty free status These updates include removal and editing of DF at the service level Updates can only be made on the primary s record and will be reflected on the secondary client s service screen However the secondary client s DF option on the Service Maintenance form will be disabled in edit mode The linking of Mutual Clients will be prevented if any of the following conditions exists a The Duty Free Status of the clients differ b If only one client has a DF effective date that is later than the Link Date c Even if both Clients have DF effective date that is later than the link date however the effective dates are not the same Once two clients are linked when you proceed to the Schedule of the secondary client you will see that the schedule of the primary mutual was copied to it starting from the date following the day after the date the link was made The code MB appears in each cell of the primary and secondary schedules Note that unscheduled visits also appear on the Mutual Secondary schedule if they appear on the primary s schedule Loc 001 Coord 02585 MEDINA ROSA District HANH 114445 HARRY HORSE Sec 111334 AMADA PEE ieee 23WE 1 4 02 1 4 02 8 EVERYWHERE NY ME ENT Auth Ars 0 00 Auth Ars 8 00 Auth Ars 8 040 Auth Ars 8 00
32. or deselect them then Administer Therapy press Administration of injection Print 4 ix Assign HHA Assist Care Assign Perform Pt Care Form View Figure 3 27 Orders for Discipline dialog box and text field e Orders Record any verbal orders that have been issued by the client s physician Client Maintenance Functions 3 52 Rev 11 5 HC Plus User Manual 21 Orders for Discipline and Treatments Specify Amount Frequency Duration Order Qty EffDate Instructions Click on items to select or deselect them then press Figure 3 28 Recording doctor s orders 3 12 3 Form HCFA 485 page 3 HOME HEALTH CERTIFICATION 4ND PLAN OF CARE 22 Goals Rehabilitation Potential Discharge Plans Patient will be increasing strength and endurance Rehabilitation Potential is fair Far Full recovery Patient will be discharged to Family 23 Nurse s Signature and Date of Verbal SOC Where Applicable 25 Date HHA Hecereed Signed Signature an File PORTER EILEEM 2 1 00 23700 4 Physicians Mame Address Phone Number and License ROBEY HARLAN 99 15 STREET BR DELTM NY 15151 1515 18 555 5555 Upin 151515 2r Attending Physicians Signature and Date Signed Signature an File 272700 COMMENTS Printable Print 485 Table Maint First Prev JEE Summan Figure 3 29 Form 485 3rd page
33. Delete Lu 3 Select a Category for example Administrative The objects for which you will grant permission appear in the center panel of the screen Security Features 15 296 Rev 11 5 HC Plus User Manual Security Group Maintenance Security Group Maintenance General Info Users Group Permissions Group Name EXAMPLE Available Categories i Administrative Client Compliance Employee Santrax Scheduling Verification Miscellaneous Print Screen Grant Full Rights Preview Permissions Print Permissions Permissions for selected object Available Objects for Selected Category User Group Maintenance Contract Maintenance Scheduling Default Settings Codes Maintenance Allow Access Location Maintenance Print Archived Reports Override Travel Amount Allow Updete Provider Maintenance Auto Batch On Demand Allow Add Update Proc wC SC For Holiday 0 Change Coordinator ID s Batch Transfer Class Master Figure 15 9 Creating Security Permissions 4 Highlight an object from the center panel 5 Click on the permissions you wish to give to this group for the object In the example below every member of the group will be allowed to add but not delete codes within the Codes Maintenance module Available Categories Administrative Client Compliance Employee Santas Scheduling Verification Miscell
34. Weer als OTe Carfare Code Generate 7 Figure 14 2 Scheduling Defaults menu This screen allows you to set the formal parameters for your system such as the dates through which you may copy schedules etc System Functions 14 262 Rev 11 5 Field Copy thru date P R weekend Minimum Gross Margin Allow O T assignment Use Confirmation Lock Notes Must enter discharge note Avail Copy thru Scheduled weekend Base WOS Ignore Loc for Clt Search Integration type Force entry of reason codes Default Sched to Curr WOS Batch Listing Dflt Display All Warn TBA Cluster Overlap Warn TBA Cluster Traditional Overlap Warn TBA Cluster Unavailable System Functions HC Plus User Manual Description For copying schedules forward in the global mode enter the latest date through which to implement the generation of employee and client schedules The end of the Payroll Week usually set to Friday Usually about 30 in reference to the difference between service reimbursement rates and employee salary rates Permits overtime assignments exceeding forty hours for employees Set to either Yes No or Warn For future use Notes will be read only after their initial creation If this box is checked you may not modify an old note only reference it in a later note with the appropriate corrections cited Upon discharge a note must be entered detailing the reason for the discharge
35. ci 7 96 Figure 7 13 Employee Notes screen with append feature 7 96 Fiege 7 14 Employee Payroll InfOrtBatiOft 7 97 Figure 7 15 Contract Specific Payroll Information 2 2 2222000000 0 001000000006000000 505220 0 0 00 000 7 99 7 10 Deductions d s tede D d repre MEI 7 100 Figure 7 17 Employee Direct Deposit Information ee eoe SEHE 7 101 Figure 7 15 Payroll Adjustment secreciones 7 101 Pieure 7 19 Employee Status Chani Cosco ERREUR 7 102 Figure 7 20 Employee Contract Assignment 7 103 Figure 7 21 Employee Non Compliance TecOtdS eoe eoe ee ERR Meroen e 7 104 Figure 7 22 Employee Training amp In service 7 104 Figure 7 25 Employee Certification eee Ree 7 105 Figure 7 24 Supervisor Visits Administrative Evaluations 0 00000000 0 0 00000 enne 7 105 7 25 Employee 7 106 7 26 Employee Reports MET beeen 7 106 7 107 Figure 7 28 Employee Profile Report Payroll information
36. o s AMEN MN e RN xclusians Race Black nat Hispanic MediCare ID w11z Verify 5 11 04 Murse Visits Marital DIVORCED Nationality Medical Record MRN1234 Telephone Numbers Health Insurance Claim 34290 Medication 3 485 486 1 718 223 3245 23 Type Doctor DR PEARLMAN Visit Freq 2 718 272 5436 JJ Type NEIGHBOR Emergency 3 2718 332 1232 5 Type DAUGHTER Nurse BERNADETTE MOEL mm Directions DIABETIC WHO FORGETS HIS INSULIN HALA HAS 41421 71204 oooosia Lo d f 4 fd Figure 2 8 Client Screen with services Client Maintenance 2 30 Rev 11 5 HC Plus User Manual Chapter 3 Client Maintenance Functions After displaying a client s record you can change many fields using the button However only users with appropriate security clearance may change a Client s Name and Social Security number This is for open orders only Other changes may be made using the buttons on the right side of the Client Maintenance screen Each button allows you to perform specific tasks related to Sls the client s welfare In the following sections each function task is described in Schedule the order they appear under the Switch To heading Hold 3 1 View a client s order information BIBS The button opens the Order Entry summary screen This screen lists 28 all orders currently attached to a
37. s User Entered User PELLI 1391 EASI 13TH 718 82 187 11 259 51321 11 2659 11 4341 0001058 AFI 121 FL L WNT LAWNI BEDCOEL UH FELL It Y 1483 AVE F718 380 380 MIO 10 2553 82147 PM 71100 101330 0000113 1 LOCE Ox T Code Description Arte nt 7843 ACEVEDO FELICITAT 1483 AVE mn 8 351 340 Min 101499 1025 92 81147 PM 1213 93 235 50 PM 00000 1 101499 BROORL 11 10 Clinical Export The nursing staffs of some agencies make use of the 485 Health Maintenance data including start of care information and diagnosis data This data can be exported to a text file that is stored in the directory indicated on the Global tab screen of the Scheduling System Defaults module Clinical Export When you press on the Daily Functions menu you are prompted to export the relevant clinical data Microsoft Access Export Clinical Data For Selected Contracts OK Cancel Daily Functions 11 220 Rev 11 5 HC Plus User Manual 11 11 Plan of Treatment Table Maintenance Plan of Treatment Table The Maintenance button on Figure 11 1 Daily Functions Menu brings up the following screen Click on any of its buttons to display a screen appropriate to maintaining the table related to the button s name Plan of Treatment Table Maintenance Flan
38. 11 210 Figure 11 13 Santrax Visit Maintenance Import Applied Visits 2 11 210 Figure 11 14 VNS Daily Status 11 211 11 15 Call Trackin C alb Sereen risainia inal 11 211 Mosa 11 212 Figure 11 17 Unapproved Special Codes 11 213 Eieure 1419 Locating Special Hte Mia Gb Ia Se AIME ton 11 214 Fig re 11 19 Doctors Orders abeo p dress 11 214 Pie vite eet best eos 11 215 iut 11891 hist OF Doctor e 11 215 Proure 1522 Received Orders 11 216 Pre U2 Tae 11 216 Fiure 11 217 Exeure L1 25 Intemace Hen 11 218 Figure 11 26 Plan of Treatment Table Maintenance 02 202 06 000 000000000201500 0000004 11 221 Pigurc H 27 Workshieeb ale POTIGS o 11 221 Fiecare 11 25 Workslieet SUD s God au RUE 11 222 11 29 Blank eo aida 11 222 11 950 Diagnosis
39. 212 923 5965 E a 10033 Combe Commens Res J No ADMINISTRATIVE EVALUATION See DPTHERIATETANUS INSTTUTER Wea hNe HEPATITISBCON DECFORM JBECLINE Jes REPATITIGE TEST REPATITIGETRANNNG a ves HRA CERTIFICATE INSTITUTE H 19987 CERTIFIED res INSTITUTE HH 5 15 87 COMPLETE No INSERVICE INSTITUTE H tem State Company Contract Branch District Forecast gt Figure 10 12 Individual Employee Compliance Status Button Functions of Compliance Status Screen After advancing to a desired date press the button to determine the employee s compliance status at that future time Forecast Compliance 10 186 Rev 11 5 HC Plus User Manual Button Functions of Compliance Status Screen Press this button to bring up a screen showing the employee s in service training record inservice mployee Inservice Training History Name al LIAN A 4 16 01 Forecast Date 11 14 05 Date Hours Attended Cert Issued 4218 05 N SERVICE 5 25 04 N SERVICE CONVERTED 5 1 04 6 24 04 Inservice Codes Code Level Rolling Date Req Has Quarterly Has INSERVICE HHA VNS SANDATA No 1 12 00 12 00 No 0 00 0 00 Inservice Hours Quarter 1 2 3 Total This Year 000 8 00 0 00 0 00
40. 5 Exp 4 30 05 Weekly Suthers 1100 Auth Hrs Auth Hrs 11 00 Auth Hrs 11 00 Auth Hrs 11 00 AuthHrz 11 00 AuthHrz 11 00 00 hed 12 00 Se Sche Sched Hrs 12 00 SchedHrz 12 00 SchedHrs 12 00 Sched Hrs 12 00 4 00 Hrs 11 00 Ars 11 00 Ars 11 00 Ars 11 00 Santras Hrs 11 00 Santras Hrs 11 00 1100 77 00 Sat 6 19 Sun 6220 6721 22 Wed 6 23 Thu 6224 Fn 6725 300A S00F 2 00 0 9 00 12 00 3 004 9 00 12 00 3 004 xor 12 00 s004 sour 12 00 s004 9 00 12 00 3 00 amp 9002 12 00 amp 55A 30 1 00 s024 902P 3582 amp ssP non s584 1 00 8584 857 noo 8582 3 00 noo s594 858P 1 00 HAS 44 P HA 44 P H HAS 44 44 P H HAS 44 REZNIK YEK YEK YEK YEK 718 769 0816 718 421 4794 718 769 0816 718 769 0816 Client _ Order Info Histo Show Codes Perm Hours vac Sick Hol Per Add A Visit Loc 001 Client 820002 GRINSHPUN GRIGORY Santrax Eff Date 3 11 00 Monday May 2002 INSTITUTE Ei Figure 8 11 Client Daily Detail screen showing Santrax corrected hours Note 1 Unscheduled visits via Santrax having a valid client and employee are displayed on the client schedule screen The literal Unsched in re
41. Fours Effective Date 12 hours Hre Days Sat Sun Tue Wed Thu Fri am E E o Papo Modify Authorization And Press Exit To Save Figure 5 4 Authorized Hours Update Screen The screen above contains a trash can icon which allows you to delete the authorization A non starred row on the Authorized Hours History screen however is an authorization related to an order and may only be changed by using the Change Authorization feature on the Order Entry screen Authorized Hours History Service 9101903 New ng 101902 DIFTA TRY Effective Date Contract Service ID Clef over 12 Day SAT SUN MON TUE WEDTHU FRI Acc Banked Hrs PA Expiration Date Emp Billable Hrs of op ap ap 4 Lx 44444 Microsoft Access This Authorization Is Associated with Order 16117 Please Use Order Entry To Update Enter View Client Orders 5 68 Rev 11 5 HC Plus User Manual 5 3 Change an order For a client with more than one HRA Order Authorization you have the ability to modify the Effective Date of an Order using the Change Auth function on the order screen If the new Effective Date overlaps with another order for the same HRA service then any schedules are accordingly shifted Loc 001 Coord 01585 District m 747362 Order Entry ow Order ID Eff Date Clast Frequency Start Time Tot Hrs SAT SUN TUE WED THU Sched
42. Print them for a Specific Coordinator Print Selected Reports for All Other Contracts as well Figure 11 6 Print Saved Reports screen 2 Press on a tab for example Daily Reports Highlight date and all the daily reports produced for that date are shown on the right side of the screen 3 Highlight a report name and click on either the or the icon Note you may hold down your mouse button and simultaneously select multiple reports When you view multiple reports you can move from report to report using the arrows at the bottom of the screen 050227 01 01 10 39 Sani Exception Reports Far 27 Feb 01 Vendor UO FAMILY Exception Unigwwn Ernpioyoe Sort Order Name Non Santa Client PS 46555 Cheni Mame Phone ATT SOC APC 81283 ACHAK MIR C 7181 997 1812 812 72 5261 81283 ACHAK C 7181 997 1812 84 2 00 0000 81283 MIR C 7187 997 1812 912 725261 51285 ACHAK MERI C 718 997 1812 912 725261 81285 ACHAK MERI C 718 997 1812 912 725261 Figure 11 7 Santrax Daily Call Exception Reports DE The above report includes Unknown Employees Employees terminated Extraneous calls Unscheduled visits only one call found to employee and unmatched client phone numbers unknown clients Scroll through the pages to see each exception type Daily Functions 11 208 Rev 11 5 HC Plus User Manual
43. 05 6 0 9 00 AM 4 00PM CARABALLO ANA R 212 568 7290 HA 6 00 585 7 00 6 00 7 00 Total Hours For Week Ending 18 00 Hours 05 23 05 24 8 00 3 00PM 9 00 AM 2 00 T CRUZ GLADYS 212 795 2140 HA 585 5 00 _ 5 00 5 24 02 39 00 Hours 05 31 Client ID 747791 TBA CLIENT NOT LINKED SAT 05 11 PA Exp 3 31 03 WED 2222 05 15 9 00 3 00PM T CARABALLO R 212 568 7290 TUE 05 14 05 17 9 00 AM 2 00PM CARABALLO 212 568 7290 HA 585 5 00 5 00 WIE 5 17 02 Start Time Employee Telephone 1 t Total Daily Hours Tot Auth 40 00 Hours Total Bank Hrs 79 00 WIE 5 24 02 __ 05 18 05 19 05 20 05 21 05 22 Start Time 9 00 1 00 9 00AM 2 00PM 9 00 3 00 P 9 00 AM 3 00 PM T 9 00AM 3 00PM Employee CARABALLO ANA T CARABALLO ANA R CARABALLO p SUAZO IRMA C SUAZO IRMA C TAVERAS MARIA Telephone 212 568 7290 212 568 7290 212 568 7290 718 346 4188 718 346 4188 718 342 5429 4 00 585 5 00 585 6 00 585 6 00 585 6 00 585 7 00 Total Daily Hours 4 00 5 00 6 00 6 00 6 00 7 00 Tot Auth 40 00 Hours Total Bank Hrs 79 00 Total Hours For Week Ending WIE 5 31 02 05 25 05 26 05 30 Start Time 9 00AM 1 00PM P 9 00AM
44. 10 190 Figure 10 18 Individual Employee Compliance Code 466 2 32200 0100000000 8 10 191 Figure 10 19 Update Wo rksheet P 10 191 Fisure 10520 Compliance Work Sie Claas di e tai E ted Ci aeuo 10 192 10 2L WOrK Sheet Princ ODUODS 10 193 Figure 10 22 Printed Work Sheet listing Non Compliant Employees sese 10 193 Preure 10 25 Work Shee to Completed e e e eo ira ttes 10 194 Figure 10 24 Daily Update and EOM Compliance Processing 10 194 Figure 10 25 Compliance Letter and Label Selection 10 195 Preure 106 Burlay an employee lists deos petendo booa ren LU Dope aero 10 195 Fieure 10 27 Employees C urrent S ats Shee opc Ege rede do does 10 196 Figure 10 28 Employees In service Status 2 225 10 197 Figure 10 29 Compliance Status of all Employees 10 197 Figure 10 30 Non Compliant Employees 10 198 Figure 10 31 Compliant Employees with Warnings Repotft cccccccceccccceeeeceeeeeeeseeseseeeeeeeeeeeseeeaaas 10 198 Piste 10 52 In service Work sheet Selee HO 10 199 Fiecare 10233 Insservice Work se
45. Sched Mod ets Client Maintenance Functions 3 46 Rev 11 5 HC Plus User Manual 3 12 Plan of Treatment the HCFA 485 form The system allows you to complete an electronic version of the federal government s Health Care Financing Administration Form HCFA 485 Many of the 485 s numbered fields are automatically filled when the document opens You will probably begin with field 10 or 11 entering diagnosis code s and any medications that have been ordered 9 Also see section 11 11 Plan of Treatment Table Maintenance 1 Press the 485 486 button on the Client Maintenance screen Figure 2 4 and you are prompted to Please Select a Service Use the drop down menu to select one of the client s services Following selection the first page of the form appears Plan of Treatment History Show Clients Client Plan of Treatment History achive ae Please Select A Service Terminated Client LOUIS All C Service Type Certification Period Category Last Printed Signed Service Create New 485 Verbal Orders Exit Figure 3 17 Plan of Treatment History screen e NOTE Using the above screen you can enter orders from a doctor in attendance of the patient Clicking on Verbal Orders brings up the following screen The order may be viewed and printed Client Maintenance Functions 3 47 Rev 11 5 HC Plus User Manual Yerbal Order Physician Telephone
46. User Account Maintenance User Account Maintenance General Info Groups Logged Password Hidden liser Initials Em Area Code Location T D HC Plus j Us Figure 15 4 Assign a New User to a Security group Use the button to move an available group to the Member of window thereby assigning this user to that group As a member of a group this user 15 entitled to all the security permissions allowed to other members of the group 15 4 Security Group Maintenance The definitions of a group s security levels are set up using the procedures detailed in this section 15 4 1 To view a list of Security Groups 1 Press the Group Maint button on the System Functions Figure 15 1 menu to view a list of the current security groups Security Group List Security Groups Group Mame jus COMPLIANCE COORD SUPERVISOR 00000 _ COORDINSTORS JEMPLOYEE SCHEDUL OVERTIME p EMPLOYEES 00 0 Plus Figure 15 5 List of Security Groups 15 4 1 1 To view a Group s security profile 1 Click on the to the left of a group s name The group s general information screen appears see below iek on the Users tab to view all the Current Members of this group You may use the and the lt lt Remove button to assign or remove any Available User Security Features 15 290 Rev 11 5 HC Plus User Manual Security
47. client you want to Secondary Mutual link for the C Primary Mutual service and the link window to the TEA right appears Cluster Now use this STUP S ACT Link LinkHisto window to link the T Link LinkHistory two clients in either a Mutual TBA or cluster situation See the following sections for more details on how to implement link procedures Link History Provides snapshot of the Location TEI link unlink history Client of a client Linked To CATALINA ORTIZ As Cluster Eff 7 13 04 By ADMIN on 7 19 04 3 27 25 PM Unlinked From SPLIT ORDER As Cluster 7 13 04 By ADMIN on 7 19 04 3 01 16 PM Linked To SPLIT ORDER As Cluster 7 13 04 By ADMIN on 7 19 04 1 28 43 PM 6 3 Handle mutual client cases A mutual case is the situation where two clients live in the same household and the attendant is servicing both clients at the same time One of the clients will be designated as the primary client and all schedules are opened up under the client number of this primary client The other client 1 designated as the secondary client Note When linking mutual clients if the secondary client has surplus funds on their record prior to the link the surplus amount will be set to zero and grayed out 6 3 1 To create a mutual situation 1 First set up the Primary client with a service order and a schedule 2 Then set up the secondary client with only a service orde
48. 1 00 4 00 9 00 A 100 4 00 3 00 100P 4 00 3 00 A 12 00 P 3 00 587 HAS 585 F VACATION RATEI ug NO F 212 569 4575 Vacation 212 568 4040 212 568 4040 212 568 4040 212 568 4040 212 568 4040 Often you may want to enter a zero total hour an employee s availability on a certain day giving the reason for that anomaly These special code situations will not be sent to auto batch or billing until the payroll department changes the hours for those employees The feature Find Unapproved Special Codes see section 11 6 can be accessed from the Daily Functions menu to locate all employees in this unapproved category and then if necessary you can proceed to input the correct hours Schedule Maintenance 8 141 Rev 11 5 HC Plus User Manual 8 18 5 Record tasks performed by an employee for a client Often during a visit an employee may perform chores or tasks for the client These may range from helping the client shower to taking his her oral temperature During and after a visit you may want to record the work done Tasks entered during the Santrax call will be interfaced to HC PLUS during call processing Visits under this system cannot be verified unless tasks are entered Task entry and editing can be accomplished using HC PLUS After appropriate settings for individual Agencies a button displays on both the Client and Employee Visit Detail screens and the Client Employee Verif
49. Check this box to indicate the client 1s part of a cluster situation If checked you must enter the effective date The cluster client may be linked to another client Check this box to indicate the client is a mutually linked client If checked you must enter the effective date The mutual client may be linked to another client Sharp defined field indicating that certain forms e g living will and instructions have been given to the client to sign off on If you check this field you must also enter the directive date Date of certification of services Date certification of services expires Fill in the date the Santrax time tracking service goes into effect This indicates to HC Plus that the client will be tracked via Santrax Enter the date of final service to be provided for the client NOTE This is a user defined field Enter a code designating the nature of access to the building where the patient 1 located Check if special care is being provided if applicable Check to suppress printing of the Timesheet Select the approval for service from the dropdown Home Attendant Housekeeping Contract with amp utharzatian _ etc Enter daily hourly weekly etc 6 72 Rev 11 5 Special Code Default Deflt Classf Referral HRA Authorization Electrical Emergency Pay source Case worker Name Case worker Phone Work Code Shift code HC Plus User Manual
50. HONI First Name Initial 4 Client No 101886 Loc Social No 334 55 4521 Status Active Switch To Dechrgpsn E Order Inha Personal and Demographic Info Health Care Info Schedule Address 1 12 W13TH Start Date End Date Must Cover Hold Address 2 43 EAST TREMONT 712109 ER NY 10523 5641 City State Coordinator 41421 Team Hetan dates STATEN ISLAND Equipment Supervision 71004 County Borough District Requirements Last Call Date 6 30 04 Frequency 2 e Birth Date 11 11 1947 Sex ACMSION Race Black not Hispanic MediCare ID 112 Veriy 52 11 04 Nurse Visits Marital DIVORCED Nationality Medical Record 1234 Bises Telephone Numbers Health Insurance Claim 34290 485 486 1 718 223 3245 23 Type HOME Doctor DR K PEARLMAN Visit Freq 2 27181 222 5436 JJ NEIGHBOR Emergency 3 718 332 1232 5 Type DAUGHTER Directions SERMADETTE NOEL gt Mailing ddress Figure 2 4 Client Screen filled in 16 When you press Save Exit HC PLUS checks your inputs and directs you to correct them if necessary as shown in the example below pelete eat em seres Last Name HONI First Name Initial 4 Client No 101886 Loc Social Sec No 334 55 4521 Status Active Switch To Dischrg Rsn Order Info Personal and Demographic Info Health Care Info Sched
51. TEST CONTRACT Tue 08 724 9 00 5 00 PM Yes HHA 0021226 MARGARET 0021 225 WAR Apo LUC TEST CONTRACT Wed 08 25 9 00 5 00 PM Yes HHA 00241226 MARGARET 0021 225 MAR Apo LUC TEST CONTRACT Thu 08 26 9 00 5 00 PM Yes i 0021226 MARGARET 0021 225 MAR ADO LUC TEST CONTRACT 08 27 9 00 5 00 Yes 8 00 HHA 0021226 MARGARET 0021 225 ADO LUC TEST CONTRACT Totals for Employee 40 00 40 00 HHA 40 00 40 00 Total For Week 08 27 2004 40 00 40 00 Grand Total 40 00 40 00 9 11 9 View Unbatched Timeslips 1 Press View Unbatched Timeslips on the Figure 9 1 Verification Menu screen to display the form shown below Enter the week ending date or check Multi week if the batch pertains to timeslips more than two weeks to the current week of service You may select according to coordinator and also have the option to select a multi week batch Select Contract and Week of Service MultiWeek Week 6 28 02 Contract INSTITUTE HOME CARE Coordinator MEDINA ROSA Y View Unbatched Verification procedures 9 174 Rev 11 5 HC Plus User Manual 2 Click on the View Unbatched button The unbatched timeslips appear You can filter the results according to employee or client Unbatched Timeslips footie 0000585 INSTITUTE HOME CARE Week Ending 6 26 02 Client Client Name Employee Employee Name Sat Sun Mon Tue W
52. Verification procedures 9 173 Rev 11 5 HC Plus User Manual Batch Listing 7 Time Sheet Transfer Batch Listing Out Payroll Received of Bal Batchit User Contract W E Date Created 5 Transfer Date Status Batchit Date 001 UINON 0000585 10 26 01 10 29 01 60 10 30 01 Completed 01 10 30 01 9 11 8 1 Notes on Transfer process You will get an error message if you try to transfer a batch that had already been transferred Completed status If you try to transfer a batch with no records you will also get an error message When transferring a batch to payroll right mouse click on the Batch listing screen if the display had been filtered by the Employee or Client you will get an error message that reads Batch listing has been selected by Employee or Client To transfer the batch please click the button and then try the transfer again After a batch is completed you can execute the Verification Report by Employee for the W E date selecting Posted Only and Show Clsf Totals 09 28 2004 SELF HELP schedule Verification Report VERIFIED From 0821 04 Thru 08 27 04 By Week Of Service Posted Only Yes Sorted By Employee Week Ending Friday Auguste 2004 RED DING 1 3878 HHA 118 42 5554 Date Start End Posted Bill Hours PayHrs Client ID Client Contract Coordinator LI Contract Hame Proc WC 5 Unit Mon 08 723 9 00 5 00 PM Yes 8 00 0021226 MARGARET 0021 225 MAR ADO LUC
53. 14 1 Scheduling SyStem Defaults Click on Scheduling Defaults to set defaults for Scheduling Compliance HC Plus Interface Global and Sharp needs 14 1 1 Scheduling Tab Scheduling System Defaults x Scheduling Compliance Misc Global Sharp Copy Thru Date Copy Forward Conflict DATA ENTRY ERROF Weekend Minimum Gross Margin 2 10 00 Is Client DOB required Use Availability Checking Prompt For Interface Date Activity Report Display Employee Number Lock Notes Verification Started D ate Must Enter Discharge Note Emp se Employee No Avail Copy Thru 12 23 05 us Allow Emp Clsf Differ from Order Deflt Clsf On Search Scheduled Weekend FR Base WOS 1 1 55 Maximum Hours For Trainers 0 Ignore Loc Search Diskette ProHealth Orly Auto Assign Client ID Next Client 001 4666 Is Client SSN required Force Entry of Reason Codes Allow Assignments 7 Default Sched to Curr WOS Batch Listing Display All Warn TBA Cluster Overlap Warn TBA Cluster Tradit Overlap Force Entry of Coordinator Allow Visit Detail Work Code Change Warn TBA Cluster Unavailable Activ All Contracts On Empl Rehire Show Clef Tot on Verify Posting Rpt am EG Sel eae
54. 21 Shift Authorization Po Instructions west then two paces to the left Scheduled Thru 26202 ff Schedule Change Auth New Auth Authorization History Figure 5 2 Order Entry Detail Screen 5 1 1 Order Entry Detail Screen FIELD Description Order Date The date the order was entered It defaults to the date the screen was opened Total Days Total number of days the order will extend An order is OPEN when it has no end date Enter View Client Orders 5 65 Rev 11 5 FIELD Cat Svc Effective Date amp Ends Classf Live In Start Time Days Tot Hours Plan Unit Proc Code Work Cd Shift Authorization Days and times of order Hrs Days Instruction HC Plus User Manual Description Select a Service or Contract from the drop down list This field 1 required Show the span of days weeks the order will remain effective If applicable enter a date in the Ends field when you know the end date when the order will become inactive Choose a classification from this drop down list These include HHA HM and TRN This is a required field Check if the order requires a live in worker to help the client Enter the daily start time for the coverage The default is 9 AM Enter the number of days in the week the client will be taken care of Enter the total number of authorized hours for the week The name of the service plan The unit that will expedite th
55. Enter the last date the availability of an employee may be copied forward Enter day usually Friday for start of weekend Starting Week of Service Check when you want the search for clients to disregard any specific location but to search across all locations Indicate whether integration of your system is Diskette ProHealth Only SHARP Combined ProHealth The integration type affects issues such as batching Make the entering of reason codes for various entries to be mandatory Enabling this option will cause scheduler to always go to current week of service when selecting a different client or employee Not enabling it causes the schedule to display the same week as viewed on the schedule of the preceding client or employee For the Employee Verification screen For the Employee Verification Screen if the checkbox 15 checked Week of Service will default to the prior week If it is not checked the Week of Service will default to the week currently being worked on The Batch Listing screen defaults to showing ALL of the batches Users with access to Allow Update for Scheduling Default Settings will be able to modify these settings if checkboxes are clicked the system will display a warning whenever a or Cluster schedule overlaps with the option to accept or decline the update Warns if the employee is unavailable for a TB A cluster 14 263 Rev 11 5 Field Show Clsf Tot on Verify Po
56. Schedule Maintenance Verify Schedules Daily Functions L ompliance Select Location System Functions Exit Scheduling Description Includes the functions related to client orders You may enter new client orders or view or modify existing client orders including their scheduling requirements Orders must exist before you can set up a schedule Enter new employees into the system or modify existing employee information Some of this information includes defining skills availability and training It also enables you to assign employees to clients and create schedules Enter new clients into the system or modify existing client information The client information includes care plans special requirements diagnosis contacts contracts and billing It also allows you to assign employees to Clients schedule Includes all reporting including Client Reports Employee Reports Notes Expiring Care Plans Contract Reports and more Includes the functions necessary for maintaining client and employee schedules open orders and copying schedules Use to verify that schedules have been kept and to generate time slips and verification reports Includes various functions needed to support other maintenance and scheduling tasks Some of the daily functions include call tracking find open orders plan of treatment transportation list doctor s orders tracking referral tracking client service interface plan
57. Select Allergies Click on items to select or deselect them then press OK Sulphur Figure 3 25 The Select Allergies dialog box 3 12 2 Form HCFA 485 page 2 When you click on the second HCFA page appears Client Maintenance Functions 3 51 Rev 11 5 HC Plus User Manual Plan of Treatment Client ID 107886 HOME HEALTH CERTIFICATION AMD PLAN OF CARE 18 Functional Limitations 18 B Activities Permitted 1 Amputation 5 Paralysis 9 Legally Blind 1 Complete Bedrest 6 Frtwght Bear Wheelchair 2 Bowel Bladder 6 Endurance amp Dyspnea 2 Bedrest BRP Ind amp tHome v walker 3 Contracture 7 Ambulation with Min 3 Up As Tolerated Crutches No Restrict 4 Hearing 5 Speech Other 4 Transfer Bed Chair 9 Cane Other 71 E Exercises Prescribed Poo 19 Mental Status 1 Onented 3f Forgetful Disoriented 7 Agitated 2 Comatose 4 Depressed B Lethargic Other 20 Prognosis 1 Poor 2 Guarded 3 Fair 4 Good E Excellent 21 Orders For Discipline and Treatments Specify Amount Frequency Duration Orders Sits in front of window brooding Take him down to the TY room once a day to watch Howdy Doody Print 485 Table Maint First Prev New Nest Last 466 Summa E xil Figure 3 26 Form 485 2 page Item 18A Functional Limitations Click the checkboxes for any limits to the Client s move
58. allowing you to verify only those schedule s as necessary Select All This button will place a check mark in all the small check boxes that appear in the bottom right corner of the calendar day visits Once set the Select All button DeSelect All toggles to read DeSelect All as seen in the above figure Clicking Deselect will remove all the checks in the small check boxes Employee Schedule These buttons bring up screens similar to those described in the Employee Maintenance Notes Schedule section 8 18 Show Codes Compliance Vacation Sick Holiday Pers Select Location Employee Schedule Verification EA 35 WADSWORTH AVE NEW YORK NY 10040 12121 740 0518 11 9 01 Weekly SchedHrs 6 00 SchedHrs 5 00 SchedHrs 00 SchedHrs 4 00 SchedHrs 00 SchedHrs 4 00 Sched 7 00 42 00 Santran Hrs 6 00 Santran Hrs 5 00 Santran Hrs 8 04 Santran Hrs 4 00 Santras Hrs 00 Santran Hrs 4 00 Santran Hrs 17 00 42 00 Sat 11 3 Sun 11 4 1175 Tue 11 6 Wed 11 7 Thu 11 8 11 9 3 004 3 00 6 00 9 004 200F 5 00 9 004 100P 4 00 100P 4 00 00 100 on 9 004 100P 4 00 0 1200 3 00 255A 201P 6 00 3 03 201P 5 00 1 8 58 100P 4 00 8534 12 4 00 amp 515 100P 4 00 58 4 00 3 00 HAS 595 HAS 585 HAS 585 HAS 585 HAS 595 HAS 595 HAS 535 SAM HEZ SAM HEZ LIRI LIRI LIAI
59. currently out of compliance in fhefolbwrig areas andycuvrilnotbhe able to be scheduled for arrr cases these areas brought up to date EVALUATKIN CRIMINAL CHECK EDPRUPCONFHIVTBHCUSHA INSE ICE HHA PHYSICA LDR UG PPO Figure 10 15 Printing a Non compliance Letter Letter Set up Clicking the radio button set up allows you to create the format and content of your own letter Letter Constants Letter Constants Salutation Dear Closing Sincerely Signature Signature Title The Boss Closing Remark good day Letter Head Company Name Address 2 City State Zip Phone Letter Footer Pee HC Open 1 Exit Figure 10 16 Non compliance Letter Formatting Non Compliant The Comp text box on the top of the screen allows you to select compliance issues after making a selection you will get a list indicating YES or NO compliance However hitting the Non compliant button will list only those issues that are still in non compliance Compliance 10 188 Rev 11 5 HC Plus User Manual Button Functions of Compliance Status Screen Press this button to see all the required compliance issues that need to be met for this client along with the current status Required Summary This button lists all the contracts for this employee indicating if he she is in compliance with the requirements of the con
60. 10 00 10 00 12 00 10 00 F 10 00 12 00 10 00 10 00 12 00 349 FP 10 07 12 00 10 55 P 10 03 5 11 00 12 00 12 00 7 30 A 10 58 PF 12 00 10 01 5 3 00 View Modify Schedule Detail Loc 001 Client 610046 ASTOR SHERP Santi ax Eff Date 11 2 96 610046 STOR HERR Y 140 Law RENCE Dos Wednesday July 21 2004 Week of Contract 414 FAMILY HOME CARE z Proc Code i Shift Code Work Code Scheduled Start Time End Time 10 00 4 ours 12 00 PZT Unit Start Time 8 55 Time 10 32 AMI Hours 1337 Llassf 715 VIM ANNIE lient Cancel Employee Cancel YERIFIED Copy History Emp Sched Unapplied Agency Cancel Service Cancel Perm Hotes Verification Figure 9 11 Viewing the Telephone number Associated with a Santrax call 9 10 The Verification Report Click the Verification Report button on the Verification Menu Figure 9 1 to create the report Several Include options are available namely Verified Unverified Include Posted Posted Only and a report that Verification procedures 9 157 Rev 11 5 HC Plus User Manual shows classification totals The Sort option selected and the Filter By criteria appear at the top of each report page gt NOTE At the time of the transfer
61. 67007 051324 ALFONSO MARIA AUSTIN PAMELA am finished building the list 103 5TH AVENUE APT 1F BROOKLYN fo SENECA AVENUE RIDGEWOOD Remove List and exit Figure 10 26 Build an employee list When you check this box and press Proceed you are prompted to complete the procedures shown above that is select your criteria and build an employee list When you press Continue the system begins to generate the labels 10 195 Rev 11 5 HC Plus User Manual Compliance System Up Print Compliance Labels nu You are about to print labels from the Employee Compliance Files Please ensure that the correct paper 1 x 2 5 8 labels is loaded in the printer Preview Cancel Maintenance Update Employee Inservice 11 14 05 Status W ork5heet Auto Forecast Plus Exit For those who use Mail Merge for the processing of Compliance letters labels will print directly to their printer and not to a text file Work She 11 15 05 Adtigaw Alize 219 ns Ane Brookin HY 11208 Ewet Pens 1325 Gipson Street Far Rockaway HY 11691 10 4 2 4 Employees Current Compliance Status nalam 2788 Wes 5Th St Brooklyn 11224 Rose 486 Eastern Pk yy 4 11225 Aikens 109 5Th amp wenue Brooklyn NY 11217 laria Aikens 4916 Ave Brooklyn 11220 The Employee status button displays list of empl
62. 9 07 GILISE 811 CARE HOME WNS 192567461 12 54 911134 0000811 BREU TERES 716104 12 11 IORITO 811 CARE HOME WNS 192567461 5 11 920250 0000811 BREU TERES 9 29 IORITO GILISE 811 CARE HOME VN 192567461 1 25 911134 0000811 Figure 9 17 Verification Overlapping Visits Report Verification procedures 9 161 Rev 11 5 HC Plus User Manual 9 11 2 Verified and Unbatched Transactions Report To produce a report detailing those visits that have been verified but not yet batched click on the button on the Verification Menu Figure 9 1 The window shown below appears The report will display or print data for week of service based on date entered The location must always be entered You may request specific contracts or coordinators from the drop down textboxes If you select the Sort by Coordinator option all coordinators will appear on the report If this option is not selected the report will sort by contract client name and employee name and the coordinator s name will not appear Press the report view or print icon to generate the report Verified And Unbatched Transactions Report Please Enter Location Contract INSTITUTE CARE Coordinator CUMMINGS JENNIFER Sort By Coordinator 7 15 02 9 18 PM Page 1 of 49 Verified And Unbatched Transactions For Week Ending MULTI Contract 0000585 INSTITUTE HOME CARE Coordinator 58501 C
63. Ci Press OK to search for Visit Maintenance File et tickers My Computer a File name Open My Network P Files of type Import File TXT Cancel 2 Daily Functions 11 203 Rev 11 5 HC Plus User Manual 11 1 3 Reprocess non reconciled visits After correcting visits and marking them as valid you may process them accordingly A Reconciled Visit Posting Report is generated See the VM reports section below Following the reconciliation you are prompted to post the newly reconciled visits 11 1 4 Visit Maintenance Reports Several reports related to the reconciliation of the call visits may be generated using the menu on the right displayed after pressing Interface gt Visit Maintenance Reports Reconciled Visit Report Non Reconciled Visit Report Invalid Non Reconciled Visit Report Exit The figures below display the option menus for generating the reports Hon Reconciled Visit Ripari Invalid Non Reconciled Visit Report 2274 ime af impi fa Service Date From 8 2104 Thu 8 27 04 Tonic Dale From Location tim em Contract Impost File e el Generate by either hours 2 or by actual call times Daily Functions 11 204 Rev 11 5 HC Plus User Manual 11 1 4 1 Reconciled Visit Posting Report Reconciled Visit
64. Classification Figure 10 11 Generic Code details 10 4 Maintain Employee Compliance The file maintenance section of Figure 10 lallows you to perform functions related to keeping track of the compliance records of your employees File Maintenance Forecast Employees Codes Update Results 10 4 1 View an Employee s Compliance Status The Employees button brings in the Find Employee Screen See Figure 7 1 Once the employee is selected the Employee Compliance Status screen appears showing his her non compliance Updates can only be made from the Employee Maintenance screen by selecting Supervisor When you click on a NO or YES cell on Figure 10 12 a note appears in yellow alerting you to omissions or requirements that should be looked into regarding this employee For example the APPLICATION entry below is missing a completed date no application was submitted This is made explicit when you click on You may update any of the requirements including Completion and Expiration dates You are unable however to enter a future completion date into the compliance system You may also update the Results column for example to the right of the I 9 requirement is a Results drop down box for either Completed or Authorization required selecting Authorization required requires the entry of an expiration date Compliance In Service training rules are as follows Compliance 10 185 Rev 11 5
65. HC Plus User Manual a The In Service completion date is the date of last class attended If no class has ever been attended then the date is set to employee s hired date The In service expiration date will be either 3 or 6 months after completion date depending on whether a quarterly or a semi annually compliance code 1s used Also the In service expiration date is calculated based on the employee s training class date If no training classes had been assigned then the expiration is based on the hire date b The In Service expiration date is modifiable as long as it is within the current in service period For semi annual codes the in service periods are January 1 thru July 31 and July 1 thru February 28 for quarterly codes the period is January 1 thru December 31 c There is a minimum of 60 days required between in service classes The HRA Certificate compliance dates are updated whenever you make changes to Training Certification records from the Employee Maintenance screen Note You cannot update Administrative Evaluation dates from the employee compliance screen Updates can only be made from the employee Supervisory Visits screen Also keep in mind that Supervisory Visits and Administrative Evaluation statuses will be blank when you delete the last Supervisory Visit or the Administrative Evaluation record All Required Codes For This Employee Employee 742378 ACEVEDO ALTAGRACI 603 179 ST 3 D Hired 5 15 87
66. MANHATTAN 001 Client Last Modified On 6 29 05 11 41 11 By ADMIN Last Name HONI First Name Initial Client No 0023256 Loc 001 Social Sec 325 32 4644 Status Active Dischrg Rsn E Order Info Schedule Start Date End Date Must Cover Coordinator Personal and Demographic Info Address 1 555 GREEN ST Address 2 Hold Button Discharge NEW YORK 10019 City State i M County Borough District History Equipment Supervision Last Call Date Frequency Requirements Birth Date Sex Exclusions Race MediCare ID Verify Marital Nationality Medical Record MRN Diagnosis Telephone Numbers Health Insurance Claim Medication Ext Type 485 486 Doctor ici Ext Type L Vist Freq Emergency Nurse Ext Type Directions HONI HAL FR 0014737 TE Client Hold Client Hold Hold Reason 2 D ate 1 30 02 Patient has been sent to the hospital Figure 3 3 Client Hold screen 1 Use the drop down menu to select a reason for the hold in your company s service to the Client and enter the date when service has been put on hold status You cannot enter a date more than 30 days in the future when placing a client on Hold 2 Click to save the data and leave this screen Once a client is on hold the button on the right of the Client Maintenance screen toggles to and the service is shown wi
67. Sel Employee Skills Employee Overtime Additional Reports Exit Summary Detail Total Page Only Sort By District Sort By Team Print Header Page SIS 1 14 Figure 13 1 Reports Menu Service Distribution List For Dates 8 1098 Thru 8010 00 10 406 00 MC Mi zitz Proc Tot Hours z Hrs WALCOTT ANGELA 155 350 00 Client WALO MAN RALPH WALDMAN RAL PH Client WALK ER RICKY WALKER RICKY Client WASHINGT LORRAINE WASHINGTON LORRAINE Client WAXMAM FLORENCE FLORENCE Figure 13 2 Service Distribution Report Reports 13 238 Rev 11 5 13 2 Notes List The report produced according to the criteria you enter below will list all the notes you entered in HC Plus for either employees or clients Mote List Please Enter Hote Date Thru Contracts Chent Coord HB Hote Type es Employee d Gen Currently Assigned to Contract Only Active Only Clients 2 Employees Bj Lu HC Plus User Manual 13 3 Expiring Care plans This report lists those client care plans due to expire by a certain cutoff date The Category contract 1 shown together with the certification dates Expiring CarePlans Please Enter Cutoff Date HH Client Category Contract a District Coordinator Team Active Terminated Clear Fields 13 4
68. dp Management Report For 27 01 erar 23 Damn Dno Santar Cent Tut Chii JAMES fer Than HER HANHI EZ 2 10 3 a 1 HER HER HER Ag me LORI Hua Hua un AG LORI LORI LORI Grand Metz Figure 11 8 Santrax Daily Management Report DM 01 09007 1095 PM Senirax Call For 27 PFeb d l 22 DAMEN Y R Santrax PS qua Sort Omer Cleat Assigned Tire P Prio Day End Call T Term t D Dischg Chen gt Dank eun ATT SOGSEC Sim End Sart End Hows Houn 09 14 5764 800 2100 1200 128 zum 1202 121 Cian caine Tan HHA EN Asean Lee ieee 455 SUE DEL TURN LEE TON EFFRE EUN EY H NY MA RL TRILJ HGE IMMAT L ROSA 500 EN SAPD WICH SHED ICH LESH CAR ME WAGE MERC De ree 45 075 747 221 1225245410 1222 3 410 11 70 6605 B 1 50 4 31 073 725 900 900 200 200 15 15 900 200 2 30 i n 53 13101 gx 17 15D 15D 54 1500 2105 1215 229 1330 Figure 11 9 Santrax Daily Call Summary DS Note the last page of this report contains the Unscheduled unvisited report 81 00007 Day Summary Excephom For 27 PFeb
69. 05 2 30 1 052 16 7 Time Hours Duty Gt Worked E Per Diem Signature Annual Sick Holiday Training EE Travel id Entry 4121101 4122101 Figure 9 29 Sample Timesheet 1 Verification procedures 9 177 Rev 11 5 HC Plus User Manual CLUSTER CASE TIME SHEET INSTITUTE HOME CARE 23 NAGLE AVE Cluster No 000 Provider ID 00921302 03 Personnel Specialist 58502 ROSA MEDINA Vendor No 585 NEW YORK NY 10040 Client ARROYO CARMEN Social Security No 582 94 5662 Address 141 NAGLE AVE 2 Week Ending 12 02 NY NY 10040 Phone 212 567 4075 Client ID 747987 Home Home Attendant Name E Home Attendant Attendant No i Holiday Training Signature 744089 RODRIGUEZ CARMEN D 741244 TEJADA MERCEDES 744143 YANEZ DELFINA Holiday Total Hours Worked HDAS HDA I CERTIFY THAT THE ASSIGNED TASK IN ACCORDANCE WITH MY CURRENT PLAN OF CARE HAS BEEN COMPLETED Client Signature Figure 9 30 Sample Timesheet 2 If there are multiple visits on the same date for the same client employee pair the detail of each visit will be printed up to a maximum of two visits If there are more then two visits all visits on that date are combined and the literal Multi
70. 1 00 PM 9 00 3 00PM 9 00AM 2 00PM Employee SUAZO IRMA C P SUAZO IRMA C CARABALLO ANA CARABALLO ANA Telephone 718 346 4188 718 346 4188 HA 212 568 7290 HA 212 568 7290 HA 4 00 4 00 585 6 00 6 00 6 00 585 5 00 4 00 4 00 6 00 6 00 6 00 5 00 Total Bank Hrs 79 00 Total Hours For Week Ending 5 31 02 37 00 Hours 06 02 06 03 06 04 06 06 06 07 9 00 1 00PM 9 00AM 3 00PM 9 00 AM 3 00PM 9 00 AM 3 00PM Ti 9 00AM 3 00PM 9 00AM 3 00PM 1 CARABALLO ANA R T CARABALLO T SUAZO IRMAC T SUAZO IRMAC CARABALLO T CARABALLO T 212 568 7290 212 568 7290 718 346 4188 718 346 4188 212 568 7290 212 568 7290 400 585 6 00 6 00 6 00 585 6 00 6 00 4 00 6 00 6 00 6 00 6 00 6 00 Total Hours Week Ending 6 7 02 38 00 Hours 06 13 06 14 9 00 3 00PM 9 00AM 1 00PM P CARABALLO R CARABALLO ANAR 212 568 7290 HA 212 568 7290 HA 5 17 02 05 27 9 00 3 00PM CARABALLO 212 568 7290 HA 6 00 6 00 05 28 05 29 9 00AM 3 00PM 9 00AM 3 00PM CARABALLO CARABALLO 212 568 7290 212 568 7290
71. 41412 HELLS MARGARET District 10023 762420 MARI Z 5 OLLEGE EDISON 08817 732 248 1234 5 18 04 Weekly SchedHrs 8 00 SchedHrs 3 00 SchedHrs 95 04 SchedHrs 8 00 SchedHrz 8 00 SchedHrs 8 00 SchedHrz 0 00 40 00 Hrs 0 00 Hrs 0 00 Santrau Hrs 0 00 Hrs 0 00 Hrs 0 00 0 00 Santrau Hrs 0 00 0 00 Sat 6 12 Sun 6 13 Hon 6 14 Tue 6 15 Wed 6 16 Thu 6 1 6 16 3 00 4 200P 5 00 2 00P 5 00F 3 00 3 00 amp 200F 5 00 3g amp 200P 5 00 3 00 A 200P 5 00 93 00 amp 2 00 5 00 414 555 44 44 TERSON SLEXG PI TERSON ALEXG P TERSON ALEXG PITERSON ALEXG P TERSON SLEXG i 200 5u2080FP 5 00 2 00 500P 5 00 200 5 00 3 00 2 3 00 HAS 555 HAS 555 5 555 P ALES G ALES G ALESG PY TERSON ALE G General Avail Pref Avail Vac Sick Hol Per Show Codes d c 7 5 3 Employee Skills The button opens the Employee Skills screen that allows definition of an employee s training and experience This field can also include physical restrictions on an employee s duties as well as work environment preferences Skills restrictions and preferences include additional languages spoken by the caregiver allergies including in
72. 5 00 T55A amp 0D 758A 500P 6 00 amp 274 132 5 00 828 131P 500 amp 26A 1 2 5 00 amp 304 132 500 amp 234 132P 5 00 HAS 555 P Has 555 P Has 555 P Has 555 P Has 555 P Has 555 P HAas 555 ELLA P BACA ELLA LOK MAD LOK MAD LOK F 718 786 7786 718 786 7786 718 533 2368 718 538 2368 718 533 2368 200P 5 00 3 00 200P 3 00 3 00 7 584 3 00 555 555 MART MARI 718 ra6 7786 Verified Santrax employee visit time data also appears in the cells of the client schedule screen The call in and call out times appear together with the total hours that had been verified Loc 001 Coord 41555 HERNANDEZ LORN Y District MRHH 3916 BACA ELLA 3817 MARTIN us 35 57TH ST Must Cover 1 3 16 01 FLUSH NY 718 961 7796 Weekly AuthHrs 6 00 Auth Hrs 1 Auth 6 00 Auth Hrz 6 00 AuthHrz 6 00 AuthHrs 6 00 AuthHrz 42 00 6 00 Sched Hrs B 6 00 SchedHrs 6 00 SchedHrs 6 00 Sche r 2 6 00 42 00 ae Hrs 6 00 Santras Hrs 2 5 cbe Hrs 6 00 Santras Hra 6 00 Santras Hrs 6 00 Santras Hrs 3 600 2 00 Sat 3 10 Sun 3 11 3 12 Tue 3 13 Wed 3 14 Thu 3 15 Fri 3 16 6 00 E x 500P 1800 2 00 P 6 00 600 2 00 F 6 00 2 00 6 00 2 00 F 6 00
73. Clicking the Enter New Order button will display the Doctor s order screen Doctor s Orders Doctors Orders 4 Doctor MELVIN HAROLD B Client ACEVEDO FELICITAL Due Date Comments Meeds an aspirin Fast Figure 11 20 Doctor s Order When the Orders Received check box is clicked it means the doctor had already signed the order thus the current date is automatically entered into Date Received You may change this if it is not correct The Due Date is then calculated two weeks from the current date 11 7 2 View Existing Doctor s orders The View Existing Orders button allows you to see a list of current orders that have not as yet been received from the doctor Click the checkbox Show All orders when you want to view even those orders that had already been received Doctor s Orders View HA Doctor s Orders View Show Orders Bv hls zl Doctor Date Due Entered By Client Date Received NOTES Date Entered COES THOMAS 8725204 ECHASE AIN HARRI 5710704 10 05 15 years 922204 3 2 04 4 47 07 OPS RICHARD 10230204 Order Was mailed ta Dir 5teven RANK JAC 5 4 04 1 55 59 PM RANK STEVE 10 30 04 RANE JAC B 7 04 b 1 04 4 33 01 PM Record 14 4 111 Hl of 114 l Figure 11 21 List of Doctor s Orders 11 7 3 Print Missing Orde
74. Compliant Last Date of Compliance Date Calculated 70052 EFE DA ADEL Mo 3 22 95124 BRIGID B 4 01 3 22 85104 ESPEDE 5 LILI 3122401 70030 3 22 70045 YUK LEE 3 2240 10025 HARLE 5 3 22 76497 HAVE CONC 3 220 70045 HSUEH 3 2240 70036 HENG 3 22 FOOT HOU ALICE 3 2201 10045 HU ACERO 5 3 22 70031 HUNG 3 2240 70014 MERRI 3 22 76221 MELL 3 220 70051 LEARE YONE 222411 88111 LEMENT 3 22 95126 OLEM AN 3 2240 Figure 10 29 Compliance Status of all Employees Report Compliance 10 197 Rev 11 5 HC Plus User Manual FAMILY HOMECARE Non Compliant Employees CATEGORY All Categories SORT ORDER Employee Name CLASSIF ALL COORD ALL STATUS ALL Today s Date 03 01 21 Employee No ID Coordinator Name Date Hired Compliance Status Primary Langua ANDUSH TB4575 41451 AR ALLA Das REHIRE ATHWAITE 761464 41492 AE LAND MARILYN 12 22 50 ATSLALUSKEKN ALL 004405 41452 AMADANT ETLEWA 1071 REHIRE AZ CHERYL 004425 41422 ALLA 12 20 98 EAKENRIDGE 767126 81393 VERA DAAN 84 393 OF 804 Ma E xp ACTIVE ENGLISH ED LILLIAN E 766230 55556 RASHAD SHARMELI Dea ACTIVE SAMPSON 767102 41412 ELLS MARGARET 41412 20
75. Fn 07 23 98 00 12 00P 4 00 767084 VERA Totals For Client 24 00 Total For Week 07 23 2004 17504 50 Grand Total 17504 50 Figure 9 14 Unverified Report Verification procedures 9 159 Rev 11 5 HC Plus User Manual 9 11 Verified Discrepancies Report Press the Discrepancy Report button on the Verification Menu to generate a listing of employee visits where there is a difference between the total hours as verified by a supervisor and the Santrax Call hours You may choose to produce the report according to the date of verification or the date of service Verified Discrepancies List Please Enter From Date Time Thru Date Time Verified Date 1 1 00 12 00 873700 11 59 Service Date 98 3 00 12 00 B00 11 59 PM Client Contract District Changed By Coordinator Figure 9 15 Discrepancy Report options Ventied Client Name C ontrac Verified Day Verified Time Hours Hormal Day WOR HELL FIRST HINMESE PITT ROL FIRST HINMESE PITT ROL FIRST WOR HELL Figure 9 16 Verified Hours Discrepancy Report Verification procedures 12 23 00 9 00 5 00 LEV ANMA 12 23 00 12 00 200 PM CLA 12 2700 5 00 400 HENRY 12 24 00 9 160 11 00 1203P M 1 43 PM F 45 12 23 00 LEV 12 23 00 HAN CLALI 12 2700 HENRY LIZAB 12 24
76. HAL nistory Notes 7 8 04 1 42 56 ADMIN 7 8 04 HOSPITALIZED 342915 1 Notes gone bonkers Hotes Saervice Client Readmit Notes Figure 3 9 Client History screen Client Maintenance Functions 3 38 Rev 11 5 HC Plus User Manual Field Description Date Time Stamp This date is permanently attached to the change displayed on that line to provide reliable tracking of modifications in these records UserChanged If the entry in the field is different from the previous entry this indicates that a new user at the agency or in your company has been authorized to edit the client s account information Type Indicates a change in the client s care status such as discharge from the agency s care a hold in service or a readmission Start Date Start date of service to this client End Date Entering an end date in one of the other maintenance screens will produce an entry this field Days Number of days is automatically computed and entered here when start date and end dates have been entered in the screens of a given order Discharge If the status change shown is a discharge this field displays the distinctive discharge code These codes provide the reason for the discharge such as transfer to another agency a nursing facility or hospitalization See section 3 4 HI Claim Medical Use the horizontal scroll bar to view
77. Hrs to Zero 2 Saved Reports Path NILESXGA DO REPORTS Batch Vernfied Visits Allow PDS Interface PD5 File Directory Display Employee Prior Status Use ICDS Codes Figure 14 6 Sharp default options Field Description Display Calculated Hours in Decimal Format Check to have the visit hours displayed in decimal format Allow Verified Hours Greater the Scheduled Checking this field allows temporary assignment and verified hours to exceed Daily or Weekly authorizations Santrax Exception Maintenance Use Search No longer used Button Schedule Cancellation Default No Entry Hours For Sharp Integration types Use this to control the number of payroll hours given to employee when canceling a visit for No Entry This value can be set to any value from 0 to 12 Schedule Cancellation Set Vac P R Hours to For Sharp Integration types Use this to control the Zero number of payroll hours given to employee when canceling a visit for Vacation Schedule Cancellation Set Sick P R Hours to For Sharp Integration types Use this to control the Zero number of payroll hours given to employee when canceling a visit for Sick and create a transaction with zero hours System Functions 14 269 Rev 11 5 HC Plus User Manual Field Description Schedule Cancellation Set Misc Hours to Use this to control the number of payroll hours Zero given to employee when canceling a visit
78. Last Year 0 00 8 00 4 00 4 00 Last 52 Weeks HC Plus Figure 10 13 Employee s In service Training History When you press the button on E aei the above screen the following menu appears with functions related to training You may then generate an in service training report that will summarize your CUNT employees in service histories Class Master Topic Maint Print Certificates Exit M Location 001 FAMILY HOMECARE Training Report 24 Aug Og Employee Emp C lef Hire Topic ClassDate Hours Attended OOL BE 766404 HA 8 3 02 ALZHEIMERS 212104 MANDATORY ANNUAL INSERVICE als COMMUNIC ATION DEATH amp 213103 GRIEVING Total Hours AH AB SIN 766820 HHA 9 15 03 MANDATORY TOPICS amp 11 19 03 CARDIOV ASCULAR Total Hours Figure 10 14 In service Training Report Compliance 10 187 Rev 11 5 HC Plus User Manual Button Functions of Compliance Status Screen eter When you press on this button a miniature menu appears Print Set Cancel Click Set up to edit the address and heading formats for the letter When you Print a letter addressed to the employee detailing his her non compliance issues is printed An example follows HC Open l Man Port Washington HY 11333 516 333 2323 An gat 20 2000 Lori Alexander 1045 Union Street APTS E Brookbyn HY 11225 Subject Current Compliance Dear Lori rec ords show that yom
79. Patient will have stable Nuero Status m Patient will have stable Pulmenary Status Figure 11 43 Goals Maintenance 11 11 10 Plans Potential Discharge Plans Potential discharge Description gi Patient will be discharged to family with follow up byM D m Patient will be discharged to family Patient will be discharged to M D Add hie Figure 11 45 Potential Discharge Plans Daily Functions 11 228 HC Plus User Manual 11 11 9 Rehabilitation Rehabilitation Table Maintenance gt Description Rehabilitation Potential is excellent for full recovery Rehabilitation Potential is fair for full recovery NI Rehabilitation Potential is good for full recovery Rehabilitation Potential is poor for full recovery Figure 11 44 Rehabilitation Table Maintenance 11 11 11 Type of Facilities Facility Types Facility Types Maintenance Description Acute Hospice fice dl Other Rehabilitation Hospital SNF Unknowr Figure 11 46 Facility Types Maintenance Rev 11 5 11 11 13 Unusual Environments Unusual Environments Maintenance Description Careqive Unsafe Neighborhood ESL Figure 11 48 Unusual Environments Daily Functions 11 229 HC Plus User Manual 11 11 12 Homebound Reasons Homebound Reason Maintenance Code Description ME Patient able to ambulate 10 15 feet and must then sit and rez LI Patient cannot na
80. Plus 6 The Hammer icon allows you to save options you prefer for the next report you want to generate Client Reports 4 59 Rev 11 5 HC Plus User Manual Run Date 8 1 04 3 53 22 PM Client L ist Clierk ID Address City ST Zip Clhster Phone 366040 MARTA Bun 12TH AVENUE BR OORL VM MY 11228 UB 1745 5706 Active 396210 ELI 9699 BAY BR OORL VN M Y 11214 064 1 255 4454 Active 64 1265 4464 306015 AT Z BEATRICE 2 40 CROPSEY AVE BR OORL VN M Y 11214 78 266 3176 Active 12 876 3512 385831 HEST Ak 2402 6380 STREET BR OORL VM MY 11204 46 338 0646 Active Total Clients 4 Figure 4 2 Client List Report e NOTE You may sort the report by District Code available to all Agencies and by Client Type available only to DFTA Housekeeping and Homemaking Agencies These sort options are available in the Include section of the report screen by selecting the sort by toggle button When you check the client activity report option the client reports menu allows you to sort by contract when you choose Admission Discharge as shown below PLEASE SELECT Repon EERE Client List Labels r Schedules Client Info Profile REPORT ON CHA Client Emergency Contacts Teams Coordinator Sort By Contract Orders Team Page Break For Client Requirements District Employee Exclusions Verification Hrs Contract Client Phone Number Header
81. See Figure 7 4 When you click on a time cell that has no assignment for example the Saturday cell above an availability popup appears in which you can enter a reason for any change of availability for that day At the upper right is the display of the total hours scheduled for the week This calendar screen can be used to enter any employee cancellations effect changes in the scheduled hours or days and update the employee s general and preferred availability Note The EJ will display the Find Employee screen Figure 7 1 When you click on a cell the Schedule detail screen for that visit appears Schedule Maintenance 8 136 Rev 11 5 HC Plus User Manual Schedule Detail MANHATTAN 001 Client 0021083 AGON LINA Order ID 7406 Tuesday August 10 2004 Week 111 of 1 Contract Proc Code Shift Code 1 Work Code Scheduled Start Time End 1 00 Hours 400 PZT Unit Start Time End Time Hours 0 00 Llassf Employee d ABUL LYN Amt 5 00 Client Cancel Employee Cancel SCHEDULED History Client Sched Unapplied Agency Cancel Service Cancel Perm Hotes Verify Visit 8 18 1 Set Employee Availability When you click on a blank time cell the window below appears in which you may set the availability for that day and for other days You may also override the curr
82. Week 1 of 1 Contract PARTNERS IN CARE 485 Proc Code Shift Code Work Code Scheduled Start Time 10 00 End 7 00 PM Hours 900 OT ABS Hrs Unit Classf Employee HHA al ACE VEDO 05 MD APPOINTMENT HHA TRAINING SUPERVISIC v 3 The schedule calendar will display the characters OA in the day s cell marking it as an overtime absence situation All overtime absence changes made on an employee s schedule detail screen are also displayed on his her assigned client s schedule and detail screens In an absence situation where you reduce the number of hours for a visit the system will prompt you whether you want to create a split visit In the case below the original visit was reduced to one hour because of an emergency However since the rest of the visit could be carried out later in the day the visit was split into two parts Schedule Maintenance 8 145 Rev 11 5 HC Plus User Manual Schedule Detail PARTNERS 001 Client 0415457 ELENDEZ JO Santrax Eff Date 6 28 03 Wednesday August 04 2004 b PARTNERS IM CARE 485 MS m EM Hous Microsoft Access AN Do You wish To Split This visit Into Multiple visits Yes Clicking Yes to the above prompt the original 7 hour visit 1 split into two visits of one and six each on client calendar schedule You can change the times of the second visit and assign another employe
83. and then his her pay for that day is properly taken care of by HC PLUS The services shown at the bottom of the Misc client screen describes the services e g vacation that are assigned to the dummy client HC Plus User Manual BeEZBR2 BERESYEMENT CLIENT CLUSTR CLUSTER 11111 JURY DUTY R1 211111 JURY DUTY NO ENTRY HOURS 333333 P SILK R1 rif fe SICK Rz tiffs SILK BEBE TRAINING R1 BEBE TRAINING RAINING EE VACATIDN H1 FAMILY HOMECARE 001 Client Last Modified On 9 23 02 11 57 43 ADMIN Delete EAE concer First Name Last v AC A TION Client No 988981 Loc 001 Personal and Demographic Info Address 1 Address 2 Social Sec No Start Date 718102 City Coordinator District Sex County Borough Last Call Date Birth Date Race Marital MediCare ID Nationality Telephone Numbers 1 Ext Type 2 Ext Type 3 Ext Type Doctor Nurse Directions Health Care Info End Date Equipment Supervision Medical Record MRN Health Insurance Claim Status Active Switch To Order Info Schedule Must Cover Hold Dischrg Rsn Discharge History Notes Requirements Exclusions Verify Nurse visits Diagnosis Medication 485 486 Emergency Mailing Address Visil Frei VACATIOM
84. ns REPATITISE TRANNG oma 195 Figure 7 21 Employee Non Compliance records 7 5 11 Employee in Service Training Records This button on the Employee Maintenance screen opens a screen that displays any classes attended and certificates earned by the employee See Chapter 12 for more information on maintaining your agency s employee training database Employee Training In Service Training Certification Class Description Class Dt Class Type Attended Date Topic Time Hours 2 Days Issued Drop Reason Cert Issued By IN SERVICE CLASS 1 2 01 IN SERVICE MES O IN SERVICE CONVERTED 8 004 3 0 12 29 99 IN SERVICE CONVERTED 3 00 A 3 0 12 23 33 IN SERVICE CLASS 124 93 IN SERVICE CONVERTED 9 00 A 12 23 33 CLASS SERVICE Figure 7 22 Employee Training amp In service information When you click on the tab you may add any certificates the employee holds if this option is set up in System Functions To delete a certification remove the Class Date and the record is deleted You may click on the Attended Cert Issued checkbox to indicate that the employee completed the required In Service program Note The HRA Certificate compliance dates are updated whenever you make changes to the Training In Service records Employee Maintenance 7 104 Rev 11 5 HC Plus User
85. on the Figure 9 22 Time Sheet Detail Screen A confirmation screen appears 2 Click Yes The row is removed on the Batch Detail screen 9 11 6 Current week batching Some agencies have the ability to verify current week visits minus the current day and automatically batch those visits by either placing them in an existing batch for Current WOS or automatically creating a new batch for the Current WOS A toggle button entitled Current Week Prior Weeks appears on the Batch Listing form when verified visits exist for the current WOS Batch Listing Time Sheet Transfer Batch Listing Out Batch Payroll Received of Bal User Yend Contract Cat W E Date Created 75 Transfer Date Status Batch Date 001 ADHIN 131 PROHLTH 8 20 04 8227204 7 x 002 ADMIN 131 PROHLTH MULTI 8 30 04 1 004 ADMIN 131 PROHLTH SV 8227204 8 30 04 1 3 28 04 Completed 3 28 04 Select By n Client Location Vendor User WE Date All Exclude Emplo Batches Completed E Transfer Batch All Verification procedures 9 172 Rev 11 5 HC Plus User Manual Hitting Current Week shows the batch for timeslips generated for the week minus the current and future days Out Batch Payroll Received of Bal User Yend Contract Cat W E Date Created 15 Transfer Date Status Batchit Date x 005 ADMIN 131 PROHLTH 10 1 04 9 26 04 1 9 11 7 Create a new batch The bu
86. swm sm Su sea rem Vac Sick Hol Train D eleg MoEnt Cafare Previous Hext Add Selected Page Page Figure 9 24 Available Time Sheet Detail Screen Note If you click on a checkbox to the left of a day the Add Selected button is activated Pressing that button will add only those days of the available time sheets that you checked For example when you check Sun and hit Add Selected the Batch listing will only show the Sun but not the Sat time sheet Note Once a timesheet is added to a batch the verification detail screen will display the batch number for that timesheet See section 9 3 Verification procedures 9 171 Rev 11 5 HC Plus User Manual Schedule Verification Fri 11730 3 00 1200 3 00 9 23 3 00 Friday November 30 2001 ALOU SAL GARCIA ROSA INSTITUTE Client nat found HAS 585 ALGU SAL Suc 748155 m A visit cell on the Employee Verification Schedule screen displays a batch number in BLACK if it has been transferred and RED if it has not If the batch has been transferred you may vin Visit Posted 12 5 01 4 09 16 PM By MORALES click on the verified Verified 12 5 01 10 53 38 AM By MORALES visit to see when the visit was posted as Batch 171 well as verified Client Cancel Employee Cancel Client Sched Add History 9 11 5 5 Delete a Time Sheet 1 Click Delete Timesheet
87. 00 DISABILITIES PHYSICAL MENTAL 7 DEVELOPMENTAL 3 00 DOMESTIC VIOLENCE 3 00 New Figure 12 2 Training Topics 12 231 Rev 11 5 HC Plus User Manual Hit the button to add a new topic Add TopicCode Topic Code Description Default Hours 0 00 12 2 Class Master The Class list below shows the current classes that are scheduled To add a new class press and enter the class data into Figure 12 4 Class Master Browse Stark Date Time Class Topic Class Maintenance 121 00 10 00 12 1 33 10 00 DEC 99 221 97 8 00 3 INSERVICE 1 10 37 10 00 37 INSERVICE 4 15 35 8 00 TRAINING 3 24 95 8 00 MANDATORY ANATOMY amp PHYSIOLOGY UNIVERSAL PRECAUTIONS TRAINING CLASS MANDATORY ANNUAL INSERVICE Figure 12 3 Training Class Master Class ID 328 Description IN SERVICE TRAINING Topic MANDATORY ANNUAL INSERVICE Class Date Hours Date 2 12 01 Time 2 00 Hours 3 00 Completion Date 2 12 01 Class Type In Service Training Certification Class Detail Location SANDATA DEMO Attendees 224 Training Instructor GEE WHIZ ANATOMY amp PHYSIOLOGY E SNATOMY amp PHYSIOLOGY 15 DISABILITIES 7 PHYSICAL 7 MENTAL 17 SKIN CARE HHA COMPETENCY BASIC SKILLS UNIVERSAL PRECAUTIONS POLICIES A
88. 10 182 Piste Compliance Cate Poby siet buceo ps ec 10 182 Figure 10 4 Company Maintenance Cg Mee 10 182 TOs se State C OUO S sas diem Eid te 10 182 Paeure T056 10 183 Doeatton C OU Seco Deo ttr 10 183 10 8 Protile Sheet Derai m 10 183 Figure l0 9 PronilesSheetuelfallts iet eletti Patrem ta atre Dodd t PAPA 10 184 10 10 Generic compliance 10 184 The Scheduling and Compliance system 1 11 Rev 11 5 HC Plus User Manual igure LOI Generic Code detail 10 185 Figure 10 12 Individual Employee Compliance 54 8 2 2 2 22 11 0 0000000000000000 00000 00 10 186 Figure 10 13 Employee s In service Training 1 10 187 Figure 10 14 In service Training use eee eee ot eee EV 10 187 Figure 10 15 Printing a Non compliance 20 0 002220 2 10 188 Figure 10 16 Non compliance Letter 1 12210 enne nennen nnne nnne 10 188 Figure 10 17 Individual Employee Profile
89. 101890 WIPE OUT 07 09 04 OUT 2 6 04 5 04 2 414 FAMILY HOME CARE Figure 3 6 Client Re Admit Screen 3 Enter Re admit Date as shown above and click on IRe Admit Client 4 Proceed to set up a new order and a schedule for this client Client Maintenance Functions 3 36 Rev 11 5 HC Plus User Manual Note Agencies are able to re admit and schedule a VNS client by creating a new order which will generate the Scheduled Through Date for the current Friday You will then be able to enter the schedule for the current week We strongly recommend you allow the VNS process to handle the Re Admits automatically The Visit Entry 15 not used to determine a re admit You can manually discharge and readmit the VNS client the end date on the service will be removed the service status will be changed to active the visit entry number cleared the readmit written to history and an order or authorization created as needed Readmitting Terminated VNS Clients You may re admit terminated VNS clients and assign them to a Non VNS contract From the Client Maintenance screen Re admit Select Re admit Client You will be transferred to the Service Maintenance screen and will be able to select a new non VNS contract for the client 3 4 3 Re admit a service When a client who had been previously discharged is processed for readmission you may elect in the case where he she used multiple services
90. 1125 00 11 04 25 HARMOHIA MH 444444444 ADMIN ADMIN 99 15 STREET 718 555 5555 748 555 5556 11 46 49 11 48 15 BROOKLYN 151511515 ADMIN ADMIN 33 E 33 ST 18 999 9999 ano 9 11 17 AM 5110000 3 25 25 QUEEHS HY 999999999 ADMIN ADMIN 11W 11 AVE 18 22250200 9509 13 01 AM 2 3 00 9 13 58 AM BROOKLYH HY 222222222 ADMIN ADMIN 11 9 2 Guarantor Interface Report This report lists the guarantors on file Run Date 8 7 00 2 09 17 Date Entered Harne Address Phone 5 User Entered JOHHSOH GUY M 1 SMITH BL VD 631 555 5555 1 310 3 53 58 PM SMITHTOWN 117871111 ADMIN Daily Functions 11 218 Rev 11 5 11 9 3 Employee Interface Report This report is a roster of all current employees Run Date 8 7 00 2 12 23 Hame BLAHKINSHP H 10 28 BOGART HUMPHREY BOSTICK A 12 21 BOUZY MARIE 1142 BOWEN MARIA A 848 ERAS REHEE A EFFI 320 STREET BROOKLYH BROOKLYH 1277 STREET APT 1 BROOKLY 1227 EAST STREET 15T FLOOR BROOKLYH 1350 BEDFORD AVENUE APT BROOKLYH 1610 EAST 102 STREET APT 2 6 BROOKLYH 11 9 4 Service Interface Log Type Phone HHA 718 453 0019 718 346 3051 718 434 5367 718 272 5175 718 857 8062 718 444 6839 718 241 7689 HC Plus User Manual Date Entered User Entered 10 25 99 8 1 7 42 amp Wn 11 06 13
91. 167 I1oure 9 22 Trine Sheet edes 9 169 Die S Te eastern Dus haste 9 170 Figure 9 24 Available Time Sheet Detail Seren ue 9 171 92I P UM 9 173 9 175 Figure 9 27 On Demand Mmeshcet men 9 176 Friseure 9 26 a Timesh ets printing 9 177 Fea 9 295Sapaple Erbe 9 177 Fieure 9 30 Sample Timesheet 9 178 9 3 Baten Export Report Menu eiui 9 178 Figure 9 32 Visits To Be Exported 000 9 179 Figure 9 33 Visits Not To Be Exported 9 179 Figure 9 34 CIN Exception Report Menu 9 179 Figure 9 35 Visits to be Exported CIN Exception 144 0 10100100000000 9 180 Figure 9 36 Verified Visit for WOS Report CIN Exception 9 180 Figure 10 1 Compliance System Main Menu sse eene eene eene eene eene eene eese nnns 10 181 Fisure 10 2 Company Maintenance
92. 217 IESI Doctor INCL GCC Repor 11 218 TID Guarantor Interface OTE a a E EEE 11 218 Employee Interface REDON e 11 219 PTO ACE LOS 11 219 FESI Chen IU ACE LOORE rt SU E 11 219 DEO ODINICAD EPOR SEE AI 11 220 11 11 PLAN OF TREATMENT TABLE 11 221 11 11 1 AOI WOKS ed 11 221 41511 2 Diagnoses Code Maintenance 11 223 The Scheduling and Compliance system 1 5 Rev 11 5 HC Plus User Manual 11 11 2 1 Add a diagnosis code to your database 11 224 11 11 3 CATIONS 11 225 11 11 3 1 Medications Maintenance 22222 aL ee eae a 11 225 11 11 4 DME 11 227 11 11 5 Safe 11 227 11 11 6 Reguttenentgs 11 227 11 11 7 PCT 11 227 11 11 8 11 228 11 11 9 11 228 11 228
93. 26 4 0 12090 STEIN BERN 47 27 LITTLE NECK PRW LITTLE NECK 812 CARE AT HOME tHo T SON AMA 4187 MURDOCK AVE BRONX 812 CARE AT HOME Visits 2 Eligible 12 STEIN BERN 47 27 LITTLE NECK PKWY LITTLE NECK 812 CARE HOME SON 4187 MURDOCK AVE BRONX 812 CARE AT HOME Visits 2 Eligible B 00 STEIN BERN 47 27 LITTLE NECK PK LITTLE NECK 812 CARE AT HOME 4 39 p SON ANA 4187 MURDOCK BRONX 812 CARE HOME Visits 2 Eligible 5 01 STEIN BERN 47 27 LITTLE NECK PKWY LITTLE NECK 812 CARE AT HOME 4 42 SON ANA 4187 MURDOCK AVE BRONX 812 CARE AT HOME Visits 2 Eligible Total Eligible Figure 13 17 Weekly Carfare Report including clusters Note For each day the employee is eligible for carfare the system scans the coordinators for the clients If at least one of the coordinators is the same as the employee s default coordinator as shown on the employee screen the system lists the visits for the day under that coordinator If not the system selects the coordinator from the last client for the day and lists the visits under that coordinator Reports 13 255 Rev 11 5 HC Plus User Manual 13 27 Nurses Visit History Report These two reports provide information about the visits by nurses Nurse Visits Report Print Options Nurse Visits Report Selection Location 001 gt Print Report For Print Contracts Hurse Visit Report Hurse Visit History Report
94. 6 Schedule Detail screen where the name is now inserted into the employee text box View Modify Schedule Detail Loc 001 Client 747961 GELES ANA Santrax Date 4729 95 37 48 Wednesday January 02 2002 INSTITUTE z im Hows P Client Cancel Employee Cancel PENDING History Emp Sched Agency Cancel Pem 13 Click on the button of Figure 8 6 This will bring up the change notification screen where you may record whether the employee and or the client have been notified about the assignment Schedule Maintenance 8 117 Rev 11 5 HC Plus User Manual Changes Notifications LI SCHEDULE CHANGE us E assignment just For this day of wee ZI GELES Note The Reason drop down boxes for Client Employee Agency and Service Change Notifications differ in content as each is checked ARRANGED TRANSPORTATION DELAYED CHANGE IN SERVICE HOURS CHANGE IN SERVICE HOURS CLIENT DISCHARGED FROM HOSPITAL See DIU DATA ENTRY ERROR EMPLOYEE INJURY EMERGENCY SITUATION EMPLOYEE LATE EMPLOYEE LATE EMPLOYEE LEFT EARLY WITH NO PERMISSION HOLIDAY SCHEDULE FILLED OPEN SHIFT REFUSAL OF WORK NO SERVICE WANTED REQUESTED EARLY RELEASE FROM ASSIGNMENT REQUESTED EMPLOYEE LEAVE PROBLEMS REQUESTED TIME CHANGE 2422 CHANGE IN SERVICE HOURS APPROVED TEMPORARY DECREASE IN HOURS art te LIED M APPROVED TEMPORARY INCREASE IN HOURS CONVERSION CANCEL CLIENT SERVICE DATA ENTRY ERROR CHANGE IN SERVICE HOU
95. 8 Fn 375 3 00 7 00 300A 400F 7 00 t P 5 00 4 00 115P 5 HAS 555 P Has 555 zp MIN AYA P UNAVAILABLE 718 445 1585 445 1685 1 Click in a cell The schedule detail screen appears for the client for that day Fn 3 9 2 Click on the Verify Visit button on the lower right of the screen 100 p T HAS 55 ABRA OYA 718 896 0896 Verification procedures 9 153 HC Plus User Manual 3 The Schedule Verification detail screen is displayed Figure 9 3 Make changes to the hours as needed and press the button The verified Employee Schedule screen is displayed as shown on the right 9 6 Change scheduled hours after verification The system allows you to modify scheduled times even for visits that had already been verified Note that the system does not check authorizations when scheduled hours are changed for a verified visit But once the timesheet is batched and transferred to billing posted the scheduled times cannot be increased you may however decrease the scheduled hours on a visit that has already been posted Decreasing the scheduled hours is allowed when the verified and posted hours are less than the original scheduled hours 1 Click on a verified cell The verification screen appears 3 00 A 4 00 View Modify Schedule Detail Loc 001 Client 747791 ACHITA RAMONA Santrax Date 4 29 95 4 00 4 Friday Juy 12
96. 9 04 6 02 51 PM CIN Exception Report Page 1 of 1 Visits To Be Exported Contract 0000486 PARTNERS IN CARE 486 VNS Client ID 0786625 Client Name MIKHAYL IENKO Coordinator 087 COBI VIC Service ID 0756625 VNS Entry 53932040 Case 001568463 Seq 0007 Auth Hr 7 00 Error Auth Hrs Not Equal To Davs Total Employee Name Santrax ID Sched Hr User Changed Verif Hrs 5 Hrs Reason Tasks Batch Export Date DUMIN 110 88 2034 7 00 7 00 2 00 O4 4 393 ClientID 0995026 Client LOU Coordinator 020 BRY Service ID 0995026 VNS Entry 53858871 Case 001754222 Seq 0001 Visit Date 0719 04 Auth Hr 8 00 Error Auth Hrs Not Equal To Days Total Employee Name Santrax ID Sched Hr User Changed Verif Hrs OT ABS Hrs Reason Tasks Batch Export Date ABI 060 48 7450 5 00 BDR 8 00 3 00 02 18 397 Figure 9 35 Visits to be Exported CIN Exception Report 99404 6 06 02 PM CIN Exception Report Page 41 of 41 For WOS 8 6 04 Contract 0000486 PARTNERS IN CARE 486 VNS ClientID 0258575 Client ANN Coordinator 017 ARRY YES Service ID 0258575 VNS Entry 03875554 Case 001773918 Seq 0003 Auth Hr 24 00 Emor Auth Hrs Not Equal Davs Total Employee Name Santrax ID Sched Hr User Changed Verif Hrs OT ABS Hrs Reason Tasks Batch Export Date TY ALF 067 92 9840 12 00 ADMIN 12 123 66 6451 12 00 ADMIN 12 00 9 Auth 24 00 Error Auth Hrs Not Equal
97. AM ADMIN 10 25 99 8 1 7 50 10 25 99 8 1 7 42 10 25 99 8 1 7 42 10 25 99 8 1 7 42 Date M od 1f This report is essentially a roster of current clients The Service Name most often matches that of the client name In some cases however there is a discrepancy indicating that service delivery to that client is under a different name as may happen in a cluster situation Name Client ID WILSON DATCHER WAITE 0001041 WOODRERRY CASS SEI ice Name CATCHER WILSON 0001041 WITHERS POON ALFREDA 0001 053 WITTERS 00001354 WIODDBERRY CASS Dona WOODEN HAROLD 0000299 SEN ARIS MARY 0001 144 11 9 5 Client Interface Log Add ress 1104 DEAN 5 TEEET BASEMENT BROOKLYN S125 AVE BROOKLYN 2218 VERBO 243 RINGS AVE APT 5D BROOKLYN 1836 PROSPECT PLACE BROOKLYN 2203 RIDGE BLYD APT A6 1S TFL BREOOELYN Start Date End Date 10 1 59 Date Eniered User Entered 11 2 23 11 00 35 Joss IEP 11 2 23 3 01 13 LINDA 1179 99 4 56 12 D AWHT This report tracks all the dates relevant to service of a client such as start and end dates and dates of client record modification Daily Functions 11 219 Rev 11 5 HC Plus User Manual Client Interface Log 1f dug dd Client Date Entered Date hilo Chenu Address
98. Change Hotes plient Employee Service Reason Hotes OLTERNATE NUMBER CLIENT REFUSED HOME ATTENDANT EQUIPMENT PROBLEM REDUCED SERVICE HOURS SCHEDULE CHANGE CSC SUPRESS DUTY FREE CSDF Permanent Temporary You may also select a row and shift the selected time of a visit by Specify Time Shift pressing Shift Selected Visits The window on the right is displayed Enter your shift parameters and click Shift Minutes C Back in Time Forward in Time OK Cancel Note In HC Plus Santrax call processing the T indicator on a 24 hour case indicates the call is for the visit on the prior day Instead of creating an unscheduled visit these calls will be used to close out the prior day s visit Schedule Maintenance 8 135 Rev 11 5 HC Plus User Manual 8 18 Employee Schedule The system also allows you to set up a schedule for an employee that is to assign to him her clients for service on specific dates and times This process is the mirror image of client scheduling where you begin the process with a client and then assign an employee to him or her 1 Employee schedule features are accessed by first clicking the Employee Schedule button located on the Schedule Maintenance Menu Figure 8 1 2 This will initially bring up the Find Employee screen as seen in Figure 7 1 After selecting a specific employee to process the schedul
99. Cluster 65 401 115TH ST Apt 10D Gender F Lang Piggyback Start Time Disch D ate NEW YORK NY 100260000 Region M Area Priority Rehab Func Limit SOC 212 876 3100 AR Prefix Comments 000538755 54061245 001923468 0005 XD 07 24 2005 4 04 02 am 07 24 2005 4 04 15 am 07 24 2005 02 40 06 000000 216066 MARQUEZ ROBERTO DOB 12141934 Prog Suc Cluster Team 63 656 E 12ST Apt 2B Gender Lang Piggyback Start Time Disch D ate NEVY YORK MY 100090000 Region M Area Priority Rehab Func Lirit SOC 212 420 87983 AR Prefix Comments 000983386 51015048 001869801 0001 XD 07 24 2005 4 04 02 am 07 24 2005 4 04 15 am 07 24 2005 02 40 06 000000 216029 ANDREWS DOROTHY DOB 03 064 922 Prog Suc Cluster Team 62 123 122 lt Ant 2A Gender F 1 Start Time Nisch Nate Reports 13 240 Rev 11 5 13 6 Change Log Documents all the changes you made to records in the system during a specific period Please Select Options From Date Time Thru Date Time 7717700 12 00 7717700 11 59 7717700 1200 AM 7717700 11 58 Change Date Service Date Client Contract Category Employee Changed By Coordinator Reason Code District Cancellations Show Emp 55 Latest Changes Only Sort By District Change Class Report Type Temp Changes Perm Changes All Changes 13 8 Referral Report Provides a
100. Compliant Employees For Selected Code Contract 414 FAMILY HOME CARE Employees With Completed Selected Code From Date 21294 Thru Date of 1 204 Show Compliance Code PPE CHEST Result POSITIVE Employee Name Coord 7 Expiration Date 7 Employee Name C Employee Number Primary Language Employee Name C Coord Employee Mame Primar Language 7 Expiration Date 7 Employee Name Expiration Date Employee Name Date Hired 7 Employee Mame Employee Number Print Preview Exit Figure 10 21 Work Sheet Print Options Work Sheet of Non Compliant Employees CATEGORY INSERVICE SORT ORDER BY Employee Name CLASSIF ALL COORD BASKERVILLE SARAH 41461 STATUS ACTIVE REHIRE Contract 414 FAMILY HOME CARE Work Sheet Dae 09 06 2 Date Last Date of Name Emp Coordinator Hired Compliance Status Primary Langua EALE CHE 41461 MILLE SARAH 414 12 22 82 Adive AMIN FA 41451 VILLE SARAH 414 02 07 87 Active ONES RIC 41451 VILLE SARAH 414 07 23 83 Rehire MITH SYE 41461 MILLE SARAH 414 1148191 Rehire Figure 10 22 Printed Work Sheet listing Non Compliant Employees Using the above form you can for instance create a report of all non compliant employees along with the compliance codes applicable to them In this case click on the Show Codes checkbox You may also print a work sheet for employees with completed codes by selecting a specific compliance
101. Davs Total Emplovee Name Santrax ID Sched Hr User Changed Verif Hrs OT ABS Hrs Reason Tasks Batch Export Date CHUS 212 57 0170 9 00 AHOLL 7 RITT SHER 121 56 5274 12 00 MPELL 6 OG AN 07 4 52 3235 3 00 AHOLL 3 00 Auth 24 00 Error Auth Hrs Not Equal To Days Total Employee Name Santrax ID Sched Hr User Changed Verif Hrs OT ABS Hrs Reason Tasks Batch Export Date YOLE 116 48 7997 12 00 ADMIN 0 SON JOVNO 13460 9192 12 00 ADMIN 12 00 11 Figure 9 36 Verified Visit for WOS Report CIN Exception Report For agencies using the CIN file The batch routine will only allow batching of visits that have computed hours that are the same as scheduled hours will only allow visits that have tasks but you may un verify schedules which have already been batched and transferred Verification procedures 9 180 Rev 11 5 HC Plus User Manual Chapter 10 Compliance 10 1 Compliance Overview Compliance codes are the criteria that must be met for an employee to be in adherence to certain standards They include the licenses and certificates medical procedures evaluations training and in service requirements that an employee must meet in order to be assigned to clients Compliance issues are established by company policy and or state or local agencies Each of these entities can be described as a level of compliance to be met The same compliance issues can exist for all these levels but may differ in the parameters establis
102. Enter your username and password in lower case letters then press b The Applications screen will now be displayed Sandata Technologies an Innovator in Home Health Care Automation Sandata Message Center Welcome to our HIPAA compliant WEB site You must be using a browser that supports 128 bit encryption If you have any questions please contact your Client Services Representative at 516 626 5666 or 718 628 2266 HC Plus Supported Printers The Scheduling and Compliance system 1 15 Rev 11 5 HC Plus User Manual HCPIUS c Click on the Icon d The Scheduling and Compliance login screen appears Scheduling and Compliance Login ENTER LOGIN INFORMATION Log In Name ADMIN Password Location 001 Exit c Hill in the Log In Name and Password and click 1 2 Log In Features When the Scheduling and Compliance login screen appears You will need to enter your Login Name first A blinking cursor will be in the password text box waiting for entry of the password that matches your login name Your system administrator or your HC Plus technical support will supply you with your password If you need to log in as a different user press the up arrow on your keyboard or click in the Log In Name text box with the mouse If you have keyed your login id press the Tab key on the keyboard to position the cursor in the Password text box In general use the Tab key for moving around fro
103. Figure 11 47 Functional Limitations eee Error Bookmark not defined Homebound 9 11 229 FEreure L1 49 Unusual Environments su orca tote o prise peus OO UM Tor Rae Dd IS 11 229 Figure 11 50 Patient Leaves Home REASONS RE HUM ha Sie 11 229 Treatment Control 11 230 Momi 12 231 brain Ue ett te nd ce 12 231 Fieure 12 5 Traine Tas etu LLL 12 232 Fieure 12 4 Traimnime Class Maintenant 12 232 Fieure 12 5 Trainin Class ROSIGE eed m ELE 12 233 Figure 12 6 Bmployee s Lramtng History eei ee e tta e eo e 12 234 Figure 12 7 Training Certificate EE roe ee ee xe ERE EE etta es SERRE 12 235 Fieure 12 8 Printed 12 235 Figure 12 9 Tramine Report options ie I o a ERE 12 236 Figure 12 10 Employee 12 236 12 237 202 Topic Report 12 237 Se 13 238 IE1eure 15 2 Service e 13 238 1353 Pending Notification
104. Free Cluster Mutual Ady Directive Cert Eff Date Last Care Plan Cert Exp Date Bldg Access Use Santrax Suppress 8 Printing Ref File Health Area 414 FAMILY HOME CARE Fiscal ID Category Live In Equi 1 Auth Histor Cluster Maint iischarge Default Classif Guarantor Referral Billing amp Auth Insurance Electrical Emerg Link Link History Source Case Worker Name Case Worker Phone Work Code Shift Code Coverage Cd 2 Use the button to select the client who is to be serviced together with this client This newly linked client must be TBA and cannot already be linked to another client Discharged clients also cannot be linked Service Maintenance 6 82 Rev 11 5 HC Plus User Manual Client TIBA ADI Service Last Modified On 07 19 04 04 40 11 PM By ADMIN eee eat Service ID Service Description Loc Status Start Date End Date Dischrg 101909 TIEA ADI Active 7119104 Contract Fiscal ID Category Live In Equiv Contract 414 FAMILY HOME CARE 101908 HAS D Additional Service Info Switch To Date Linked Client Approval Type Horne Attendant Auth Histor Duty Free Authorization Type Daily Cluster Maint TBA 7119104 DIDDI Discharge Cluster Default Classif sUarantor Mutual Referral Billing Adv Directive HRA Auth Insurance Cert Eff Date Last Care Pla
105. Functions 11 210 6 00 6 00 6 00 6 00 5 00 5 00 5 00 5 00 5 00 5 00 5 00 24 00 1 00 24 00 24 00 24 00 5 00 00557 00557 0507 IES 00857 00557 00557 00557 IES 00557 00557 00557 00557 00557 00557 Rev 11 5 HC Plus User Manual Another report is available in HC Plus called the VNS Daily Status Report This report displays any exceptions that occur for schedules imported by the VNS Daily process in HC Plus In addition this report will include a section listing all new and re admitted clients SU TOAN VAS Day Bus Report Vendor 557 MSTITUTE K C VNS Processed 7 00 02 Schedule Exceptions Cent Cliente me Domini Vist Peep ATTSOCSEC Stet Hows WEES TEJADA MARW Di 518185 400 Reason Sched 10 Empljee Assignment 1290593 TEJADA MARW ssi 610105 j 1000 00 Reason Sebedibwft 10 Empires 5 Figure 11 14 VNS Daily Status Report 11 3 Call Tracking For agencies not using Santrax this HC Plus function gives you a way of tracking whether an employee had shown up for a scheduled shift and to gather information about calls made during a particular time period for a client or a range of clients The frequency of these calls from the client s site is set in the General Information screen in Contract Maintenance section 14 2 1 1 Click on the Call Tracking button to bring up
106. General Info Users Group Permissions Group Name EXAMPLE Scheduling amp Compliance e System will perform the following tasks Remove this group s object permission settings Remove this group s user membership Remove this group fram the list of groups Do want to continue Figure 15 11 Deleting a Group Security Features 15 299 Rev 11 5 HC Plus User Manual Chapter 16 Frequently Asked Questions FAQ s 16 1 How to handle a client cancellation 1 2 3 Click in the day cell to cancel Click Client Cancel Enter Reason Code 1 e Client Refuses Service Family Takes Responsibility etc NOTE If No Entry is selected the system will automatically cancel service and pay the employee 2 hours for no entry 4 Press the Exit door 16 2 Client cancels for more than one day 1 25 3 4 Click in the first day to cancel Click Client Cancel Enter a Reason Code Check the Days of the Week you want to cancel Press the Exit door NOTE Service is cancelled for the day s and the employee 15 released from the schedule 16 3 How to handle an employee cancellation 1 2 6 7 Click in schedule s day cell Click Employee Cancel Enter Reason Code 1 e Employee Sick Vacation etc Click Set Payroll Hours to Zero only if you do not want to pay for sick vacation etc Press the Exit door Employee cancels for more than one day Click in
107. Group Maintenance Security Group Maintenance Security Group Maintenance Security Group Maintenance General Info Users Group Permissions General Info Users Group Permissions r Group Group Name SECURITY ADMIN Group Membership Group Name SECURITY ADMIN Available Users Current Members Hidden Group ATHOMAS lt lt lt lt Remove 3 Click on Group Permissions tab to view and modify if you are authorized to do so the security profile of this group Security Group Maintenance Security Group Maintenance General Info Users Group Permission Preview Permissions Group SECURIT Print Permissions Fermiszians for selected object Available Categories Available Objects for Selected Category E Client Compliance Employee S antrax Scheduling Verfication Miscellaneous Print Screen Grant Full Fights STOP Plus hie Figure 15 6 Group s Security Profile User Group Maintenance Contract Maintenance Scheduling Default Settings Codes Maintenance Location Maintenance Print Archived Reports Override Travel Amount Allow Update Provider Maintenance Batch On Demand P Allows Aad Update CSC For Holiday Change Coordinator ID s Batch Transfer Class Master bud slon Access 5167 Delete A list of Objects screens reports etc is displayed
108. HHA INSERVICE HHA Inservice IHSERVICE Review Job Desc B DESCRIPTION Cerificate HHA CERTIFICATE Certificate Hospice Training AIDS Training Hl TRAINING RECORD Classroom Training ID CPR License A 10 3 7 2 View Compliance Generic Codes The button on the bottom of the above figure or the Codes button on the Compliance main menu will when pressed display the generic codes currently assigned to the company Using the Code Description data box your system administrator with proper security clearance may update the company s compliance codes and using the button create new codes when necessary ompliance Code Browse District Y Figure 10 9 Profile Sheet defaults Search Criteria State Branch Generic Code Last Employee Code Description Category Eff Date Updated Eff Date Alert ADMINISTRATIVE EVALUATION 1 1 96 3 22 01 Yes APPLICATION Y 1 1 86 10 6 97 No APPLICATION FELONY CHECK 1717 96 10 31 97 No AUTHORIZATION FOR BACKGROUND 9 1 35 10 6 97 No EN BASIC TRAINING EVALUATION 1 1 00 9 27 00 No pn CERTIFICATE 1 1 35 10 6 97 No COMPETENCY EVALUATION EVALUATION 1 1 36 3 28 96 No _ CONFIDENTIALITY 1 7 96 10 9 97 No CONTACT VERIFICATION FORM T 1 1 96 3 23 36 No _ COUNTY APPROVAL EVALUATION 1 1 35 3 28 96 No CPR CARD Y 171796 3 28 36 Yes CRIMINAL CHE
109. JON JON Open BD 10 00 PM CALDER OM YOLANDA 6 10 04 10 00 WILKS GEOR GETE D 7129104 10 00 BANKS JENIFER ADR 8 132 BD P M P BD BD 10 00 PM Date 7121104 Open POM Open 7127304 Open 7 9104 Open 713004 Open 7 30 04 Open 6 1004 Open 712904 Open 7 29 04 Open shift B DD P M 10 00 P hM B DD P hM 10 00 Ph B DD P hM 10 00 P hM B DD P M 10 00 Ph B DD P M 10 00 P hM Rev 11 5 HC Plus User Manual 8 14 Schedule a TBA client Each of the TBA linked clients will have their own separate schedules that are set up in the usual manner However the schedule maintenance screen for each client displays the corresponding TBA Link Client number and Name The checking of assigned hours versus authorized hours is done on a weekly basis instead of daily As long as the assigned hours for the week do not exceed the amount authorized for the week plus accumulated banked hours the assigned hours for the day will be accepted Banked hours are based on the number of unbilled but authorized hours accumulated for the client prior to the date of the schedule FAMILY HOMECARE 001 Coord 55556 OBAZEE ABI District Santrax Eff 5 29 04 386080 MALL ROSA 395118 JOE 103 65 1380 STREET Must Lover 2 Duty Free GUEENS NY 718 323 5894 773 04 Exp 6 30 04 Banked Hrs 60
110. MI With the requisite security you may add or delete time sheets during the batch transfer process 1 Click on the Add Time Sheet button the batch list shown below Batch Detail Batch Detail 0000414 414 HOME CARE 025 TTX 8 6 04 HT5 Billed Vac Sick Holiday Tran Delegate Ent Larfare On Call PD Per 2258 4600 i200 fF 2 1 O BW 4 gd of 4600 g i200 Client Client Employee Employee Name Sat Sun Tue Wed Thu Fri Billed POD 376324 C 7 P 1 1 2207 3 59 COSTA ENA vac 1200 Jo 1257 355 UNDHUESR taper wan Sick 12 00 5 elect By Add Time Modify Batch Previous Hext Employee Client All ca M Header New Batch Page Page Verification procedures 9 169 Rev 11 5 HC Plus User Manual 2 The screen below appears and displays in a summarized format any verified un batched timesheets that are for the same location contract and week of service Add A Time Sheet To A Batch Wer 0000595 INSTITUTE Batch 0654 wee ested 11 9 01 TESS ADMIN Select Chent Client Name Employee Employee Name H Sun Tue Wed Thu Billed PD ABRE CAR 742747 Jn BL vog p p 7464 can 743033 MUR Lo
111. MIL MP oss MIL Mp os MIL Mp ors MIL Hp ors MIL MP oss MIL Mp oss MIL EQRTE LOL FORTE LOL FORTE LOL EQRTE LOL EQRTE LOL 2 50 1100 391190 31181 31181 331181 505564 305564 305664 305664 9015664 915664 305564 126263 126263 126263 126263 126263 2115 T 44022 44022 THO T 44022 2 3995 3995 143435 143435 143438 43435 143435 T Aer 143352 TTET T Aer 3606 Iv ERA MARG Iv ERA NERA MA RES NERA MA RES Iv ERA MA RES OW ERAS ERAS RACENA EDIL RACENA EDIL RACENA EDIL RACENA EDIL RACENA EDIL ANA L L AMIREZ ANA L ANA L AMILO B 076 56 5062 076 56 5062 076 565 506 076 565 506 076 216 062 0534 6 42 0539 6 5420 0626267 55 0626267 55 062 52 51 58 062 52 51 55 062 52 51 55 08342 51172 0634426172 534 2 6112 06342 51172 11325226122 MAL AST MAL A2 Um AST AST AST A2 um AST AT AST AST AU 1204 11 59 1200 12 18 1001 16 01 1207 16 4 1001 18 11 03 12 55 13 02 20 59 7534 21 04 21 02 143 21 01 123 20 05 121 9 54 8 0 736 Te 16 01 6 00 6 25 1 0 5 25 5 00 5 00 13 25 13 00 0 00 13 25 12 00 24 0 0 00 24 0 24 00 24 00 5 00 Figure 11 13 Santrax Visit Maintenance Import A pplied Visits Report Daily
112. Maintenance Functions 3 43 Rev 11 5 HC Plus User Manual 2 Select the employee you want to exclude 3 The screen below appears with his her name on the left side Excluded Employees and Contracts 101006 HAL Excluded From Client Excluded From Contract Excluded Employees Exerluision Detail Emplovees Emplovee Warn 762571 ALTMAN TATYANA AWFORD CRY Prevent Exclusion level warn Exclusion Reason Speaks too loudly Mew Modify Save Delete 4 Onthe right side of the screen enter the exclusion level warning or prevention and note the i reason for the refusal Press the Xe button to save the information 5 By using the Excluded from Contract tab you can globally exclude an employee from working with any client who is covered by a specific service contract 3 9 Nurses Visits This screen keeps track of nurses visits to clients in accordance with order requirements A for Assessment I for initial and 5 for Supervisory indicate the Type of visit The Visit date field does not allow the entry of a future date The interface of nurse visits from PC Sharp to HC Plus uses the following rules a HC Plus will only store one nurse visit per date b Ifa duplicate date is detected HC Plus will update the existing visit s type based on the hierarchy 5 This means that A ss
113. Max Holiday Hrs field By default the system sets the maximum holiday hours to 12 e By entering a value in the Visit Frequency Default field you can define the default value for Nurses visits on the Client Maintenance Screen Field Description Use International Format For use outside of the United States Care Centric Integration No longer used Use Service ID table Future use Allow Alpha Emp No Allow an alphabetic employee ID Use Document Tracking No longer used Find Employees by Hired Date When searching for employees use the hire date Find Employees by Compl Status When searching for employees take the compliance status into account System Functions 14 267 Rev 11 5 Field Employee Availability Required Edit Medical Record Number MRN Display Employee sex on List report Batch by Vendor instead of by Contract Use Training Visit Tracking Santrax format Export as Contract Max Holiday hours Client ID type A or N Client ID length Maximum age of order days Visit frequency Default Clinical Export Path System Functions HC Plus User Manual Description If checked when entering a new employee you will be forced to enter his her availability at the time of the record s creation For some agencies the is required and limited to 9 numeric positions Checking this box allows changing the number when necessary Document the employee s gender on the Employee list
114. PERALTA oF Visit Entry 03847561 NEW YORK NY 100220000 gt lt Scheduled gt Employee Employee Emp SSN Date Start End Hours Start End Code Tasks Reading 012121 RN5 CONTRACT 111 22 1111 7 04 1200 900 9 00 PM 530 RN Hours 12 00 Total of Tasks 1 012121 RN5 CONTRACT 111 224111 7 2 04 1200 900 9 00 530 RN Hours Total of Tasks 1 012121 RNS CONTRACT 111 22 1111 7304 1200 9 00 9 00 PM 530 RN Hours Total of Tasks 1 Total of Visits Total ofHours 36 00 Figure 13 6 Individual Client Activity Report Manually entered tasks are starred the report Reports 13 245 Rev 11 5 06 5 04 3 34 PM Vendor 404 Client Client 1046570 1004347 1042452 ONTONE ANGEL OBBINS MEL ANDORF FLORI Employee Employee Name Emp SSN Date Start 666666 666666 566566 666666 666666 666666 666666 666666 666666 666666 666666 666666 666666 666666 666666 Consolidated Activity Report From 7 1 04 12 00 00 Thru 9 6 04 11 59 00 Report Employee Client Date RN2 CONTR ACT RN2 CONTR ACT RN2 CONTR ACT RN2 CONTRACT RN2 CONTR ACT RN2 CONTR ACT RN2 CONTR ACT RN2 CONTRACT RN2 CONTRACT RN2 CONTR ACT RN2 CONTRACT RN2 CONTRACT RN2 CONTR ACT RN2 CONTR ACT RN2 CONTR ACT 66656 6666 66656 6666 66656 6666 66656 6666 666 566 6666 666 566 6665 666 6566 6665 656 565 6566 6
115. PHA OFT 4t PIHA OFT 46 PIHA OFT 46 P KOG ITAI P KOG ITAI P ITAI P KOG ITAI P KOG ITAI P P KOG ITAI P 718 627 5873 718 627 5873 718 627 5873 s 718 627 6873 s 718 627 5873 718 627 5873 718 627 6873 s 8 00 F 10 00 2 00 8 00 10 00 P 2 00 8 00 F 10 00 2 00 2 00F 10 00 2 00 2 00 F 10 00 P 2 00 00 10 00 2 00 8 00 P 10 00 2 00 443 443 PIHA OFT 443 PIHA 443 PIHA 443 PIHA 443 PIHA OFT 443 P History ff Show Codes Hows Vac Sick Hol Per Client Info Order Info Authorization History Schedule Maintenance 8 109 Rev 11 5 HC Plus User Manual The above schedule represents a case where there are several service orders for the client The ALL in the dropdown box displays the schedules of all of these orders however if you select a specific service from the dropdown only the schedule for that service is displayed In the example below the schedule in red signifies that an employee has not yet been assigned to fill the order FAMILY HOMECARE 001 Coord District d ETERSON ALEXANDER G BSLTN NENNEN Weekly AurhHrz 2 00 AuthHrs 2 00 Aurh Hrs 2 00 Aurh 2 00 Aurh Hrz 2 00 Aurh Hrz 2 00 AurhHrz 2 00 14 00 SchedHrs 2 00 SchedHrs 2 00 Sched 2 00 SchedHrs 2 00 SchedHrs 2 00 SchedHrs 2 00 SchedHrs 200 14 00 SantrayHrs 0 00 Hrs 0
116. Page Category Admission 7 Discharge Sort By City City Active Only Terminated Only Must Cover Client Reports 4 60 Rev 11 5 HC Plus User Manual Activity Report Detail Ic Client Start Date Run Date 01 Aug 04 Coordinator ARIL URA 81175 Thru D ate T eam District Contract Category City Cluster Contract Order Ho Service 0 Hame zuo Hours Effective Date Of Visis 100081 1 16767 679089 ROY RIA 39 00 1 Selected Date Range 7 24 04 Through 7 30 04 Total Hours Ordered 1 400 00 Total Hours Filled 1 376 00 Total Open Hours 0 00 Total Cancelled Hours 24 00 Total Hours New 39 00 Total Hours Discharged 0 00 Figure 4 3 Client Activity Report Client Reports 4 61 Rev 11 5 Client Information Profile HONI HAL A Client 101886 Start Date 7 2 04 Status Active End Date Address Address2 12 W 13TH 43 EAST TREMONT BACKWOODS State NY 11 11 1947 Sex Race BL County Cd 5 Ext 23 Ext JJ Ext 5 718 223 3245 718 222 5436 3 718 332 1232 Emergency Contacts 1 2 Phone Phone Coordinator 41421 Discharge Zip Code Type Type Type Phone Call Frequency HC Plus User Manual FAMILY HOMECARE Run Date 12 01 04 EQUIPMENT SUPERVISION Location 001 District 10023 SS Number 334 55 4521 MUST COVER 3 Nurse BERNADETTE NOE Doctor DR K PEARLMAN 10023 5641 Nationality 718 836 6600 HOME MRN MRN1
117. Posted Only No Sorted By Employee Week Ending Friday July 25 2004 SLOW BOBBIE 0075535 060 36 5059 Date Stat End Posted Bill Hours PayHrs Clsf Client ID Client Name Contract Coordinator LI Contract Proc SC Unit Sat 077 10 00 10 00 12 00 610046 STOR SHE 0000414 TASKER SARAH 14 FAMILY Sun 078 10 00 10 00 1 i 610046 STOR SHE 0000414 ASKER 14 FAMILY 0719 11 00 10 00 610046 STOR SHE 0000414 ASKER 14 FAMILY 07 20 10 00 P 10 00 610046 SHE 0000414 ASKER 14 FAMILY Thu 02 22 10 00 P 10 00 610046 SHE 0000414 ASKER 14 FAMILY 07 23 10 00 10 00 610020 ENSTOCK 0000414 ASKER 14 FAMILY Totals for Employee 82 25 Total For Week 07 23 2004 82 25 82 25 Grand Total 8225 8225 Figure 9 13 Schedule Verification Report 34 Aug 04 FAMILY Schedule Verification Report UNVERIFIED From 72 124 Thru 23 04 FAMILY HOMECARE Sort Ey Cent KOV VALE 3864 79 Phone 4171 714 5815 Contract 0000813 Date Stat End Hours Emp ID Employee Emp sat 8 00 1200 4 00 767084 VERA 0719 8 00 1200 4 00 767084 VERA 0772 8 00 1200 F 4 00 767084 VERA Wed 8 00 1200 F 4 00 767084 VERA Thu 8 00 12 00 4 00 767084 OVICH VERA
118. S04 5 22 00 11 13 87 11003 For those employees who have Rehire status R indicator displays to the left of the rehire date and the original hire date appears above it Employee Information Profile Hame 5 050 MAR 76365 ACT WE Employee Skills Admin Evaluation Supervisory Visit Admin Evaluation Admin Evaluation Admin Evaluation Admin Evaluation Admin Evaluation Payroll info Emp Mo Emergency Contact HUSBAND Description ENGLISH SPANISH TUREISH Date 144 PEA ae OS 4A 389 Federal Marital 5 0 Location 004 Cis Address Ext 499 E 46TH ST BROOKLYN 11234 718 951 7248 14372345678 Supervisor 1200 AM 1200 AM 1200 AM Tax 1 Tax 2 EIC 101 0 Transport ation Birth Date 11481044 44805 WHE YES Figure 7 28 Employee Profile Report Payroll information selected Hired Term Ic 29 11 01 Sex The Payroll Information section of the report for Sharp and Pro Health will always display the common fields Federal and State Marital Status and Exemptions State and City Tax Codes and EIC data If the Employee Maintenance 7 107 Rev 11 5 HC Plus User Manual Scheduling Defaults Integration Type is Pro Health or Combined then Pay OT Rates and W4 Status will also be displayed If the Scheduling Def
119. Signed Enter the month and year for the Expiring Plans of Treatment Report zB Expiring Plans of Treatment Print Expiring Plans of Treatment Print all Plans of Treatment that will expire on the following date Expiring Plans of Treatment 45 9 0 Certification Period Start End Geniice 27 44 8404 101674 Figure 13 24 Expiring Plans of Treatment Report Reports 13 260 Rev 11 5 HC Plus User Manual Unsigned Plans of Treatment Certification Period Cliert Hame Start End Sevice AHIELS CHRIS 34 04 9404 100994 MAXI 373004 9 26 04 001338 AMILTOH L OUI 10 304 386360 OHI HAL 1 30 05 101833 IARKH ASIHA 11 304 3865147 ASSELL FRAD 101710 Figure 13 25 Unsigned Plans of Treatment Report Unsigned Verbal Orders Certification Period Client Hame Start End Senice HAL 6 1 04 1 30 05 101833 Figure 13 26 Unsigned Verbal Orders Report Reports 13 261 Rev 11 5 HC Plus User Manual Chapter 14 System Functions This chapter presents an overview of functions available for setting up defaults of various kinds and in maintaining codes necessary for efficient use of HC Plus F System Functions Location Maint Contract Provider Change Coordinator ID ha 5 User Group Maint Codes Maintenance Auto Batch Status Report Merge Services Figure 14 1 System Functions menu Scheduling Defaults Santraxf ontrol File
120. The Find Employees screen 7 2 Edit employee data When you click on the button to the left of an employee name an existing record appears see Figure 7 2 Users who do not have appropriate permissions cannot change the employee s SSN Last Name First Name and Middle Initial however if you do have an appropriate security level you may change employee data by first clicking on the button on the Employee Maintenance screen and them modifying the fields 7 3 Add anew employee 1 Click the New Employee button on Figure 7 1 A blank screen similar to that below appears Proceed to fill in the employee information including a six digit employee number Instead of manually entering the number HC PLUS can automatically assign Employee IDs If you would like to have this option activated please contact Client Services 2 Complete the Employee form below Employee Maintenance 7 86 Rev 11 5 HC Plus User Manual FAMILY HOMECARE 001 Employee Last Modified On 7 20 04 11 01 30 AM By ADMIN pelete tind concer Last AS First MARI Initial Z Title Emp 762420 Emp 55 114 74 1 765 Status ACTIVE Loc 001 Personal and Demographic Switch To Address 1 5 OLLEGE Birth Date 6 19 1934 EET Availability Address 2 F EDISON NJ 0881 Schedule Race City State ip Maiden Mame PMARGAROTA Work Related Information Telephone Numbers Hire Date Ter
121. This note will be recorded in the Client Notes If Duty Free is suppressed on an individual visit and the user does not enter a note the system will automatically generate a Duty Free Suppression note in the schedule History module If the user does enter a note it will be appended to the system generated note The Change Log report will also display the system generated as well as the user notes associated with the duty free suppression Employee Maintenance Availability Employee Contract Assignment Skills Training Supervisory Visits Payroll Information Status Change Employee Contract Exclusions Employee Exclusions Employee List Temp Hate Change Employee Profiles Report Employee Labels Employee Hours Worked Report Employee Overtime Report Training Reports Employee Motes Print Employee Training Certificates Working Employee Report Employee Harp Report Sharp Employee Status History Garnish Balance Direct Deposit Adjustments Deductions Payroll Deductions 4 Allow Override of Overtime Restrictor 15 293 Rev 11 5 HC Plus User Manual Note The security option Temp Rate Change will work in conjunction with the Payroll Information security permissions If a Security Group has Allow Access and Update rights assigned in Payroll Information then the new Temp Rate Change security option will have Allow Access and Update rights
122. Thru Date End Date Qty Days wU SC Proc Visits Cat Contract Authorization 6 00 6 00 4 00 4 00 4 00 4 00 soo f 1 4 02 Schedule Client Info Authorization History RUE BiU ES 32 00 a If the Effective Date is changed to the Effective Date of a prior order the prior order is deleted and its schedules are moved to the changed order b If the Effective Date is made earlier causing an overlap the End Date of the earlier order is changed to the new Effective Date of the changed order Schedules for dates equal to or after the new End Date are moved to the changed order c If the Effective Date is made later and there are schedules prior to the new Effective Date those schedules are moved to the prior order and the End Date of the earlier order is changed to the new Effective Date of the changed order If there is no prior order this change cannot be made and an error message is displayed d A warning message is displayed with a confirmation required when a different order 15 effected 1 the End Date changed and schedules moved NOTE For client with Weekly Authorizations who has banked hours because of the banked hours you may allow total hours to exceed the total weekly authorization 5 4 Split Order Entry You may take an order and split it into two periods For example if you currently have an order with an effective date of 7 14 04 and an en
123. Use the dropdown to assign the codes for holidays sick training etc Default Classification Enter via dropdown the type of service e g Home health aide Housekeeper etc Select the source of the client s referral to your agency Enter the HRA authorization number for this service When it is imperative that the client s electricity supply should not be cut off for example a generator must be provided enter an appropriate emergency level Enter a code denoting payment sources Enter name of HRA worker Enter worker s telephone number Drop down values indicating the scope of the work CT CHARITY HH HOME HEALTH LI LIVE IN LT LONG TERM MH MULTIPLE PATIENTS Enter the work shift number 1 2 3 etc For VNS services Enter the Entry number the Health Area VNS team and coverage code VNS FIELDS DESCRIPTION MRN Entry Ref File Team Health Area Service Maintenance The medical record number appears here as entered on the client maintenance screen Enter his her health insurance claim number This is the Reference that appears on the verification screen Enter the reference file number for the service Enter the number of the team assigned for this service Enter a 4 digit code that relates for example to nursing grooming and speech therapy 6 73 Rev 11 5 HC Plus User Manual Coverage Code H Hourly R regular o
124. View sModify Schedule Detail Loc 001 Client 747961 ELES Santrax Eff Date 4 29 95 Order ID 373 Wednesday January 02 2002 gt QD Week 1 of 1 Contract INSTITUTE Ez Proc Code Shift Code Scheduled Start Time End Time 1 00 Hours 400 PFT IP Unit Santrax Start Time End Time Hours 0 00 Work Code Llassf Employee gp Copy History Sched Unapplied Perm Notes Veri Visit Figure 8 6 Schedule Detail OPEN Client Cancel Employee Cancel Agency Cancel Service Cancel Schedule Maintenance 8 114 Rev 11 5 HC Plus User Manual 2 You may change times or assign another employee using this screen Be careful to indicate by P permanent or T temporary the nature of your modification 3 Use the binoculars to the left of the employee name to access the Find Employees screen Find Employees W ednesday January 02 2002 9 00 1 00 PM 10034 INSTITUTE Figure 8 7 Find Assign Employee Screen 4 To view the client s requirements click on the button You may want to use this information to find the appropriate employee who can meet those requirements 5 Use the dropdown boxes to specify the sought for employee s Clsf classification Loc location District and Zip 6 Check off the desired Search Options UnScheduled Only Restrict search to employees who have not been scheduled for th
125. Week Ending Date from 12 1 00 to 171 701 Contract FIRST HIMESE Coordinator E Completed Visits Summary County County Code 72 Category Age Under 21 65 Unknown HA 126 26680 49 5999 VAKER 0 HOUSE KEEPER 0 PCW Total Figure 13 13 Completed Visits Summary Report Reports 13 252 Rev 11 5 HC Plus User Manual 13 25 Special Codes Report This report provides a list of all employees who were assigned a special code that is were on vacation or sick or worked more than forty hours during a particular week Click on the type of special code as shown on the right select a contract and a coordinator then press the Print or View button Special Codes Hours Report Please Enter Type _ Vacation Location Sick WOS Date 6 25 04 Holiday C Training Contract C Delegate Coordinator No Entry C Over Forty Sort By C Carfare Employee Name C PS Employee Name Parsanal 8 Run Date 11 26 01 11 50 Sick Hours For Week Ending 11 23 01 Contract 000058 INSTITUTE ATTENDANT ATTENDANT DATE SICK HOURS 74902 LOS 11 72401 4 00 74323 TOR ES 1172101 12 00 Figure 13 14 Special Codes Report For Holiday special codes reporting employees with more than 12 Holiday hours in a week will be highlighted by three asterisks next to their account number For employees who are scheduled for the same clie
126. Weekly Suthers 8 00 uM Hrs 2 00 MM Hrs 6 00 um Hrs 6 00 Hrs 6 00 Anh Hrs 6 00 He 00 42 00 SchedHrs 9 00 Sched Hrs 2 00 SchedHrs 00 Sched Hrs 7 00 Sched Hrs 7 00 Sched Hrs 17 00 SchedHrs 9 00 45 00 SantrasHrs 0 00 antrak Hrs 0 00 ES Hrs 0 00 anta Hrs 0 00 T Hrs 0 00 Hrs 0 00 Hrs 0 00 0 00 Sat 7 3 24 Mon 25 Tue 776 Wed 777 Thu 778 Fn 773 10 00 amp 5 00F 7 00 5 00 2 00 10 004 5 00 7 00 555 HAS 4M P HA LOUIS JET LOUIS JET Lauis JET 347 365 8207 347 365 3207 347 365 9207 5 00P T O0P 2 00 347 365 9207 a Mc m mn Info fM Order Info Codes Hous M Vac Sick Hol Per The Client Schedule report displays the TBA client s prior approval information and accumulated banked hours at the bottom of the report following the display of the client s schedule for the week If the client is TBA effective the Santrax Daily Summary Exception Report will display B next to the client s name TBA unlinked clients are displayed on the report in the same section as the regular clients while TBA linked clients are displayed on the report in a separate section between the regular client section and the cluster client section of the report 8 15 Schedule a cluster client The scheduling and assignment of an employee to a patient in a cluster situation is done in the same way as a regular cli
127. a client s record 1 Enter client data in any of the fields shown below and press to retrieve his her record 2 access the list of all your clients press leaving all fields blank FAMILY HOMECARE 001 Find Clients 414 FAMILY CARE State Ip Coord MC Phone Note If you need to include terminated clients in your list check the Show Term box If you just want to see Active or Current Clients leave the box UN checked Figure 2 1 Find Clients screen Search Fields Description Location Use the dropdown to select the agency s location Ignore Location Access clients without regard to location Client Name Enter the name or part of a name Show Term Include terminated clients in your list see note Client No Retrieve a client using the client number Social Security Find a client record using the social security number Client Maintenance 2 21 Rev 11 5 HC Plus User Manual MRN Find clients using their Medical Record number VNS Entry Case Find clients using their VNS entry or case number Contract Limit clients to a specific contract City Enter the city Coordinator Use the dropdown to select a specific coordinator County Enter the county or borough MANHATTAN 001 Find Clients Find Add cient QUEENS m Chent Client Name Stat Loc Address City State ip Coord MC Phone A 2
128. active when viewing the Employee Current Status Sheet allows you to generate several reports These reports identify those employees in your company who are either not compliant are undergoing in service training or are perhaps compliant but with warnings After selecting a report name from the dropdown menu a selection window may appear listing the various options available for limiting the scope of the report Inservice Report Compliance Status All Employees Compliant Employee List Compliant Emps With Warnings Compliance Inservice Status Report Run Date 3 28 01 Classification Employee Status ACTIVE Inservice Status CURREHT Required Actual Last Type Hired Rehired Hours Hours Updated 541 2001 3 20 99 3 200 341 2001 5 22 98 3 2011 5341 2001 11 2 99 32001 541 2001 8 22 88 3 2011 5341 2001 1174 58 3 2 541 2001 8 15 98 3 200 541 2001 3 15 38 3 2001 541 2001 1110 98 3 2001 541 2001 B5 2B5m 3 2001 A 2001 3 8 00 3 2001 m En a Employee Hame Emp Ho OMA 15 85101 MARIE 85038 SHIRLIM 76524 IMNFORT SC 76507 76109 JUNE 76506 NE OM 85100 FMAN ROC 85113 YD EBONY T5552 LIAMS WSL B5177 em go go cm ccn M cg om cn Figure 10 28 Employees In service Status Report Employee Compliance Status 3 2801 6 04 05 PM Emp Humber
129. an automatically incremented HC Plus number The next employee number that will be assigned is displayed in this text box In assigning employees to the schedule allow the employee classification to differ from that specified in the order If checked the search for employee will default the order s classification When you attempt to assign an employee with a classification of Trainer a warning is displayed Enter hours between 0 and 24 in quarter increments into this field HC Open has the capability of automatically assigning client ID numbers Displays the next automatically generated client number Check if you want the SS to be mandatory on the client screen Customize Certain fields by entering a label for them For example you may want to add a Race Ethnic field to your employee screen 14 264 Rev 11 5 HC Plus User Manual Field Description Force entry of coordinator If this option is selected you will be forced to enter a Client Coordinator on either the Client Maintenance or Service Maintenance screen However the default setting is to not require entering data in the coordinator field Force Entry of Department Number Make the department number mandatory Activ All Contracts on Empl Rehire Check this to reactivate all contract s when a terminated employee status is changed to Active or Rehire Carfare Code Enter the code that signifies carfare to be used on the Service screens and employee pa
130. and being his her registration process 5 The binoculars at the bottom of the Referral Tracking Screen will bring up the Find Employee Screen Figure 8 7 should you desire to locate an employee who can meet the referral s service requirements 11 9 Client Service Interface The on the Daily Function Menu brings up the following screen whose purpose is to produce several reports related to client services Daily Functions 11 217 Rev 11 5 HC Plus User Manual Client Sv c Interface Please Enter Modified Date 01 01 80 Thru 4 12 00 e w Figure 11 25 Interface Client Service Employees 1 Change the default Modified Date default is the current date and Thru date if necessary before clicking on either the magnifying glass or printer buttons Zh 2 The will display a group of reports and the will send the reports to the printer The display of the reports will overlap Use Alt Key X to display each underlying report To exit click on the Options Print Menu option at the top left of the screen and press the Exit option 11 9 1 Doctor Interface Report This report is a roster of doctors currently on file 877 00 2 02 56 PM Date Entered Date Mod ified Type Phone zs User Entered User Modified 2112 AVERAGE PKWY 999 222 3333 999 222 3332 125 00 105914 1125 00 11 02 06 GARDEN CITY 119990009 ADMIN ADMIN 44 BLUEHOTE ROAD 144 4144 1971 444 444 1972 125 00 11 02 40
131. automatically enabled However if the Security Group has only Allow Access enabled in Payroll Information then the Temp Rate Change security option will only have the Allow Access right enabled The Allow Update will have to be set manually to allow the Security Group access rights to update the temp rate field on the employee payroll screen View aditu Orders Scheduling Client Emplayee Schedule Maint Copy Schedules Forward Scheduling Reports Change Log Report Pending Report Schedule Histor Client Starting Times Report Allow Assign Employee To Contract Expiring Orders Report Verified Visit Count Report Employee T asks Allow Override of Entry Hrs Show Employee Rates an Schedule Special Codes Report Apply Santras Calls Verification Verification Maintenance Billing Exports Batch Processing Find Unapproved Special Codes Billing Adjustments Update Misc Hours Call Tracking Doctor s Orders Note List Referral Tracking Print Timesheets Completed Visit Summary Report VAS Statistical Reports Miscellaneous Print Employee Complance Detail Print Screen Print E Search Lists Print Employee Schedule enhication Print Employee Maintenance Security Features 15 294 Rev 11 5 HC Plus User Manual 15 4 3 To Create a New Security Group New Security groups may be created and ADMIN users have the ability to create hidden groups 1 Click on the button
132. client History 001 New ng mite 101877 TERSON ALEX G Banked Hrs u 4 2 y x PA Expiration Date Emp Billable Hrs Hour Effective Date Contract Service ID Clsf over 12 Day SAT SUN MON TUE WEDTHU FRI 9 erri ravi How CARE ans ees UNTEN No Order Click To Modify 8 2 1 4 Scheduled vacation sick days Scheduled vacation sick or holidays are specified in the appropriate calendar cell In the example below the employee assigned was on vacation Tuesday 8 3 When you click on cell containing a special code the Special Code Maintenance screen appears showing the transaction details for that day FAMILY HOMECARE 001 Coord 41412 ELLS MARG 41412 District Santrax Eff 6 14 97 13 57111203350 COSTA ENRI D T E 383351 _ COSTA Mutual n Tuesday July 12 2004 8 6 04 m Cover BROOKLYN NY 718 855 8417 pun 174 6 30 04 Banked His Weck Masi EMBERE ax Hrs trax 5 d 5 5 Santr 5 5 Sat 7731 8 1 Tue 8 3 Wed 8 8 1 i E 8 00 A 800 0 00 HAS 44 HAS 44 HAS 414 HAS 44 ARD JUN ARD JUN ARD JUN Vacation Vacation 3 00 A 8 00 12 00 HAS 44 HAS 44 ARD JUN GERARD JUNIE Vacation Vacation V
133. contain default values notably Client No Location Status and Start Date All Mandatory Fields are outlined in black i e Last name first name etc erint cancel LastName O Client No 0023254 Loc 001 Social Sec No Status Active Dischrg Rsn Grder Info Personal and Demographic Info Health Care Info Schedule Address 1 Start Date End Date Must Cover Add 2 6 26 05 Discharge M Y City State Zip Coordinator Team History Hotes i zi Equipment Supervision County Borough District Requirements Last Call Date Frequency Birth Date Sex CUPIDO Exclusions Race MediCare ID Verify Marital Nationality Medical Record MRN Diagnosis Telephone Numbers Health Insurance Claim Medication Ext 455 46 Doctor ashi Ext Type Misit Freq Ext Nurse Emergency Directions Figure 2 3 Blank Client Screen 2 3 2 Complete the Client Screen 1 Proceed to fill in the client s name 2 The program assigns the Client an ID number If you prefer to enter the Client No manually please contact Client Services to make this option available 3 The Location code may be chosen from the dropdown box if you have multiple locations 4 Enter the Social Security number The default for the Status drop down is Active The Hold and Terminated o
134. error 16 12 Paying for sick time In HC Plus the default payroll hours for sick and vacation time has been set to zero When an employee calls in sick and you cancel the employee from the schedule they will automatically have no hours for sick time If you wish to pay them sick time 1 Ifthe employee is going to be out for only one or two days you can remove the check mark on Set PAYROLL hours to Zero and this will automatically pay sick time 2 Ifthe employee is going to be out for more than two 2 days leave the checkbox marked If you then want to pay them for more than two days sick do the following 1 Click in the black box in the scheduled day and type over the ZERO and type the amount of hours to pay When you receive the doctor note for the employee that was out sick 2 Goto the Client Schedule 3 Click in the black box sick Type over the zero the correct amount of hours for the days out Remember to give the Fiscal department the timesheet with the doctors note 16 13 Payroll Steps after the Auto batch is run I Click on Verify Schedules on the Main Menu Frequently Asked Questions FAQ s 16 303 Rev 11 5 HC Plus User Manual 1 Verification Menu click on Verification Report The report will show you verified and unbatched time sheets Enter the W E Date Enter the Contract Name from the drop down menu Click on View Examine the Verification Report Check if W E date is c
135. i Employee Exclusions Diagnosis eae Cancellations Header Page Contract Schedules amp Activity Sort By Coord Active Only Terminated Only City Must Cover Cluster SHARP Medicare History Service Detail Mail Address Traditional Only Cluster Only 3 Inthe REPORT ON section you may set the report scope to include all just one client coordinator cluster group etc 4 The INCLUDE section allows for the inclusion exclusion of specific client data by clicking or blanking any of the active checkboxes Note that if you check the Header Page box the first page of the report will display the options you chose For some agencies a Directions option is also available for being displayed on the Client Schedule Detail and Summary Reports 5 When you choose Client Information Profile the selection of Start Date and Discharge Dates is optional If the Schedules or Activity Report options are checked the dates on the left side of the screen are enabled and you can then enter a date range of schedules you want to have printed for your clients J CLIENT SCHEDULE REPORT CLIENT INFORMATION Start Date 7 16 05 Start Time 1200 Start Date 4 End a End Time 11 59PM Discharge Date ESSI hru Entered Date 4 hru NEN Du Summary Detail Full Schedules Thursday July 21 2005
136. in Figure 10 10 You may generate four different reports related to the codes using the menu bar of that screen Reports Help Codes Report Menu Loren Compliance Code Browse Search Criteria State District Company Contract Branch Generic Code Last Employee Code Description Category Eff Date Updated Eff Date Alert ADMINISTRATIVE EVALUATION DOCUMENT 1 41 96 3 22 01 Yes APPLICATION DOCUMENT 121296 10 6 97 No APPLICATION FELONY CHECK DOCUMENT 121296 AUTHORIZATION FOR BACKGROUND DOCUMENT 8 1795 Compliance Code Print Options BASIC TRAINING EVALUATION 1 1 00 CERTIFICATE DOCUMENT 1 1 95 COMPETENCY EVALUATION EVALUATION 121296 CONFIDENTIALITY DOCUMENT 1 1 96 CONTACT VERIFICATION FORM DOCUMENT 1 1 96 COUNTY APPROVAL EVALUATION 121295 Print Codes for C All Levels Level Order CPR CARD DOCUMENT 1 1 96 C Current Level CRIMINAL CHECK DOCUMENT 1 1 96 Details Curent Level DIPTHERIA TETANUS MEDICAL 1 1 95 Add New Show Key Figure 10 34 Compliance Code Print Options Compliance Code Alpha List All Levels ednesday September 01 2004 Compliance Code Description Level Effective Date Category Alert ADMINISTRATIVE EMALUATION FAMILY HOMECARE 1A 00 APPLICATION FAMILY HOMECARE 1 1400 Y BASIC TRAINING FAMILY HOMECARE
137. list of contracts and the clients referred by them to your company as had been entered in the daily functions referral tracking screen 8 Referral Tracking Report Please Enter Referral Date From Thru 77 00 Reason Contract District Zip Code 7 Referral Age Range Thru Status Accepted Rejected Pending Bj e 4 Reports 13 241 HC Plus User Manual 13 7 Training Report You may also access this report via the Training functions in Chapter 12 An example of this report appears in Figure 12 10 Please Select Employee sf Class Topic Date Range Thuc Report Training Sign Up Sheet Inservice Record Ls Inservice Attendees Only 13 9 Pending List Menu Lists all clients who must be notified as to the assignment of employees filling an order Pending List Please Enter Start Date Time 12 00AM End Date 7700 Time 11 59 PM Client mz Category District 25 Coordinator Active Clients Only Us Rev 11 5 HC Plus User Manual Pending List From 1010 00 12 00 Thru 4 1701 11 58 PM DAT S OO a8 Client H ame Hours Classt MC EQS Dis trict Category HAS Contract FAMILY MIAM RUTH 3 16 01 S00 AM 5 00 Ph 12 00 HHA Mo 001104 RUTH 12 00 FAMILY 12 00 12 00 12 00 Gra
138. o veto ee e Deu eae Lx En 15 297 Figure 15 10 Group Permissions bna a Rua 15 298 Figure 15 11 Deleting a Group ME MM 15 299 The Scheduling and Compliance system 1 14 Rev 11 5 HC Plus User Manual Chapter 1 The Scheduling and Compliance system The HC Plus System comprises both scheduling and compliance functions Scheduling enables you to maintain client and employee information enter orders schedule care by matching clients to employees produce reports and verify employee s schedules for payroll purposes The Compliance Reporting System maintains all aspects of employee compliance in regard to training certification evaluations and adherence to contract requirements This manual will explain how you can perform the various tasks the Scheduling and Compliance System provides 1 1 Start HC Plus 1 If you have an HC Plus Shortcut on your desktop 22 click it Or open a browser window type http access hcplus com in the address bar 2 The HC Plus Login screen appears Sandata Technologies an Innovator in Home Health Care Automation Sandata Message Center Welcome to our HIPAA compliant WEB site You must be using a browser that supports 128 bit encryption If you have any questions please contact your Client Services Representative at 516 626 5666 or 718 628 2266 HC Plus Supported Printers a
139. of Treatment Table Maintenance 485 Worksheet Rehabilitation Diagnoses Potential Discharge Plans Medications Type of Facilities DHE amp Supplies Functional Limitations Safety Measures Homebound Reasons Nutritional Requirements Unusual Environment Allergies Leave Home Reasons Goals Print Blank 485 Control File Figure 11 26 Plan of Treatment Table Maintenance 11 11 1 485 Worksheet Clicking this button displays the worksheet categories and allows you to print a blank 485 worksheet form E Worksheet Categories Worksheet Categories ardiavascular Pulmanary Gastrointestinal Genitourinary Home Health Aide Integumentary Neuroyvascular Muscular Skeletal Oncology Management Figure 11 27 Worksheet Categories Click on the open folder button 0 display the Sub Categories Daily Functions 11 221 Rev 11 5 HC Plus User Manual Worksheet Sub Categories Cardiovascular Pulmonary Description 7 Display Text Administer Care of Traecheostomy was given to traecheostomy Cardiovascular Status Cardiovascular status was checked Care of Traecheostomy Traecheostomy was cared Chest Physiotherapy Chest physiotherapy was completed Chest Phystotherapy Specific Inhalation Therapy Figure 11 28 Worksheet Sub Categories Note The Specifics box above toggles from Yes to No You may click the magnifying glass on the Worksheet Categories scre
140. of the Employee Schedule screen Figure 8 25 are to be used to review or alter employee scheduling information General Avail Pref Avail Vac Sick Hol Per Exclusions Show Codes BUTTON Feature Skills Displays the Employee Skills screen as seen in Figure 7 7 Exclusions Displays Figure 7 8 This is a list of all clients that this particular health care worker cannot work for Notes Displays the employee notes screen Show Codes The Show Codes button displays the calendar with the procedure codes that is services to be delivered to the client The button toggles to Show Cli Srv client services which allows you to view the client s name Employee Maint View the employee s record Figure 7 2 General Availability Press this button to set and view the employee s general overall pattern of availability By pressing right arrow near the Week 1 button you can copy availability to future weeks E Employee Availability Employee Availability Avail Thu New Dg Weeks 11 9997 HUBBLE JOHN Effective 3 21 00 UTER Week 1 EVERYWHERE 212 345 5555 SUH MON TUE WED THU 8 00 5 00 8 00 5 00 2 00 5 00 8 00 5 00 9 00 Hours 9 00 Hours 9 00 Hours 9 00 Hours Available Available Available Available Availability Comment Schedule Maintenance 8 138 Rev 11 5 HC Plus User Manual Pref Avail Available Th
141. of treatment table maintenance training and cluster care Where applicable you can print Santrax reports Functions used to establish and maintain employee compliance requirements When your agency has multiple locations select location whose data you want to access Accesses functions needed to set system defaults and fix values for various codes It also includes utilities for creating and maintaining contracts locations and coordinators In addition use this button to access all HC Plus security features Press this button to exit HC Plus Note HC Plus automatically times out after 45 consecutive minutes of inactivity for all non Admin personnel The following screens are exempt from timing out Employee Payroll Info add mode only Contract Assignment in add mode only Create Work Sheet and Daily Update and EOM The Scheduling and Compliance system 1 18 Rev 11 5 HC Plus User Manual 1 5 Help When you click on the button located on the screen toolbar several options listed below appear Hel Print Screen Ctrl P Hitting Tools opens a submenu giving you access to a calculator and a calendar 4 2004 Su We Th Fr Sa i 2 3 4 5 b 7 8 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Exit 26 28 29 30 m Exit Click on the Print Screen option to print an image of the contents of a current screen in Landscape mode The Phone Book option displ
142. on the bottom of the Figure 15 5 to define new groups for the security system A blank General Information screen appears Enter text in the Group Name data box Security Group Maintenance Security Group Maintenance General Info Users Group Permissions Group Name Hidden Group HC Plus 4 1 Figure 15 7 Security Group General Information 2 Click on the Users tab to assign users to this new group In the example below two users MJOSEPHE and ATHOMAS were added to the EXAMPLE group Security Group Maintenance Security Group Maintenance Generallnfo Users Group Permissions Group _ _ Group EXAMPLE Group Membership Available Users Current Members ADMIN AMAR TINE ATHOMAS ASTULKEY CACEVEDO CPHILLIP LRUDRIGUEZ CVANDERWIEL DMARSHALL lt lt Hemove HC Plus Figure 15 8 Security Group User Membership Security Features 15 295 Rev 11 5 HC Plus User Manual 15 4 4 To Set a Group s Security Permissions After creating a new security group you may set up rules authorizing users of that group to view perhaps change specific HC Plus features and functions 1 Click on the Group Permissions tab of the Security Group Maintenance screen The response window below appears Security Group Maintenance Security Group Maintenance General Info Users Group Permission
143. report Batching of timeslips will be done at the vendor level if a batch doesn t already exist for a specific vendor then one is created Although batches are created based upon client location the Batch Listing does not display location Leaving this blank allows batching by contract No longer used Select the Santrax format from the dropdown Export data to Santrax with the contract ID or D the contract description or the contract category Enter the maximum holiday hours allowed by an employee Some agencies use a numeric number of length 7 while others use an alpha of length 6 Set the length of the client ID Usually set to 60 days it disallows the creation of an order going forward or backward sixty days Nurse visit limit usually set to 3 that is once every three months Directory for the export of Clinical Data 14 268 Rev 11 5 HC Plus User Manual 14 1 5 Sharp Tab Set Sharp system defaults for calculated hours and discharge options Scheduling System Defaults Scheduling Compliance Care Pak Global Sharp Display Calculated Hours in Decimal Format Allow Yerified Hours Greater than Schedule 7 Santrax Exception Maint Use Search Button 7 Schedule Cancellation Default No Entry Hours 2 Schedule Cancellation Set Vac Hrs to Zero 2 Schedule Cancellation Set Sick PZR Hrs to Zero 2 Schedule Cancellation Set Misc
144. screen 2 Locate the day employee will be out 3 Click inside the day 4 Click on Employee Cancel 5 Select the correct reason remember Payroll hrs is set to zero 6 The order is now open and RED 7 Click in the red schedule 8 Hil the order with a temporary replacement If you have an UNSCHEDULED VISIT and this appears as RED GREEN you have two options Frequently Asked Questions FAQ s 16 302 Rev 11 5 HC Plus User Manual Option one 1 If there is an order in green below the Unscheduled Visit you must first cancel the employee for the green visit 2 You now have a RED open order 3 You fill this red open schedule with the name of the employee from the Unscheduled Visit PAYROLL will verify these hours and the Unscheduled Visit will disappear from the schedule Option two 1 If there is an order in green below the Unscheduled Visit you must first cancel the employee for the green visit 2 You now have a RED open order You do an agency cancel on the red open order 4 You must now enter the scheduled hours in the Unscheduled Visit 5 Payroll will verify this call 16 11 How to handle twenty four hours cases If your agency is doing tasks and the home attendant does not call out with the task codes at the end of a 24 hour visit an Unscheduled Visit will appear There is nothing you can do to remove this visit This is an alert to the Field Department that the home attendant made an
145. selected NEW YORK NY 212 942 0992 275702 Weekly 2 00P 2 00 A 12 00 200 3 00 6 00 HHA HAS 587 HHA HAS 587 Pi HHA Notes Client Info Order Info Authorization History Exclusions Show Codes 1 New Order Vac Sick Hol Per Add Visit Loc 001 Client 748245 ADA SON Santrax Eff Date 4729 95 Monday November 19 2001 INSTITUTE mn ABRE Figure 8 13 Add a Visit Screen 3 Enter an employee name and the time duration of the visit Click the door The next screen appears where you will enter the reasons for the added visit and whether the client and or employee have been notified of the change Changes Notifications LI LI ABRE MAR Schedule Maintenance 8 121 Rev 11 5 HC Plus User Manual 4 Once you complete the above screen click on The new visit will appear in a cell as part of the day s schedule Accordingly the scheduled hours for that day will be updated to reflect the added emergency visit 8 5 Find Open Orders For the purposes of scheduling you often have to locate those orders that are still unfilled that is no employee is assigned to the client for a day mandated by the order To correct this problem do the following 1 Press the Find Open Orders button on the Schedule Maintenance Menu See Figure 8 1 2 Enter search criteria in the fields below to narrow the results of the ope
146. the button Grant Full Rights you can simultaneously award full rights to every object in that category A confirm window appears as shown below click Yes to proceed Security Group Maintenance Microsoft Access X General AN This action will arant FULL permissions sions for the ADMINISTRATIVE category OTs Warning This action cannot reversed automatically LL You wil have to remove permissions manually QUE Do you want to continue Complia Employ Sched Verification idi M mM Miscellaneous aider m aintrenmanmnce Print Screen Auto Batch On Demand 1000 Update Prae w CSC For Holiday Change Coordinator ID s Wwe Batch Transfer Grant Full Fights Class Master gt Hi Plus Du 7 Press the button to print a report showing all rights given to this group CATEGORY OBJECT HAME AlowAccess AllowUpdate Allow Delete Allow Add Administrative Codes Scheduling Allow Assion Employee To Contract YHS Discrepancy Rep ort Figure 15 10 Group Permissions Report Security Features 15 298 Rev 11 5 HC Plus User Manual 15 4 5 To Remove a Security Group 1 View the list of Security Groups Figure 15 5 Click on the to the left of the group you want to delete Its General information screen appears see below 2 Press the trash icon A confirm window appears Click Yes to remove the group Security Group Maintenance
147. to find open orders See section 8 5 above for a full description 11 5 View Client s Plan of Treatment This button on the Daily Functions screen accesses the 485 plan of treatment for the client If the 485 does not exist for this client you may create one at this juncture Filling out the 485 is covered in detail in section 3 12 maintaining 485 codes and tables can be found in section 11 11 Plan of Treatment Table Maintenance and Plan of Treatment reports are discussed in section 13 31 Plan of Treatment History Show Clients Client Plan of Treatment History Active Terminated Client AIK LISA All Service Certification Pernod Category Last Printed Signed 0020621 48h Ay Bb 04 11 27 04 Bred Create New 485 Verbal Orders E xit Daily Functions 11 212 Rev 11 5 HC Plus User Manual When you click on the button the client s Home Health Certification 485 form appears Plan of Treatment 0020652 HOME HEALTH CERTIFICATION AND PLAN OF CARE Page 1 af 3 4 Medical Record 5 Provider Ma M ame Address 2 17 AWE Address 520 Avenue APT 3B City State Zip City St Zip HEIGHTS Telephone 21 2 971 5490 B Date of Birth 0 21 1 0 g Se 10 Medications Doses FrequencyRoute N ew E hanged 1 0 9 11 12 13 Diagnoses Date Tupe 25 MG D 401 1 P HYP
148. 0 Plan Unit 2 Proc Code Work Cd E Shift Authorization 4 SUN MON TUE WED THU ays 9 00 A 3 00 0 End 3 00 AM 9 00 9 00 9 00 Modify Schedules Auth Hre 24 00 24 00 24 00 24 00 24 0 Procedure Code Work Code Shift Code Live in Status Unit or Employee Classification Has Changed sched Hrs 24 00 24 00 24 00 Please Enter Starting Date OF Schedules Updated Cancel Instructians 5drnister Iv Therapy Use of energy conservation techniques Scheduled Thru Perm Schedule Change Auth New Auth Authorization History Figure 3 2 Changing the Order Entry Detail Screen 2 You may end an order either by discharging the client or by clicking on New and entering a new authorization 3 2 Schedule a client Use the Schedule button to view modify or set up a new schedule for the client For complete scheduling details see Chapter 8 Schedule Maintenance Client Maintenance Functions 3 33 Rev 11 5 HC Plus User Manual 3 3 Place a client hold or resume services Pressing the button on the Client Maintenance screen below places the services to be administered to the client on a hold status When putting a client service on hold HC Plus will remove holiday hours only if the hold date is on or before the actual holiday
149. 0 00 0 0095 100 00 Figure 13 22 Employee Hours Worked Report Reports 13 258 Rev 11 5 HC Plus User Manual 13 30 Employee Unavailability Report This report documents employees who are unavailable during a range of dates and times Employee Unavailabilty Report for the following date range 7 Start Date Time End Date OF 11 04 Time Filter By Coordinator Reason Code a 4 Employee Unavailability Report From 7 11 04 To 7 11 04 FAMILY HOMECARE Coordinator URIS Employee Name Emp No Date Start Time End Time Reason for unavailability 010610 OL Lbs 2 00 AM 12 00 AM EDEV A 3 300 EMPLOYEE VACATION PRO RATS 295014 Qa 104 EMPLOYER SICK Figure 13 23 Employee Unavailability Report Reports 13 259 Rev 11 5 HC Plus User Manual 13 31 Plan of Treatment Reports To access three reports related to HCFA do the following 1 Click on the Main Menu 2 the next screen click Plan of Treatment 3 Use the report item on the menu bar to generate any of the reports listed Reports Expiring Plans of Treatment Unsigned 4855 Unsigned verbal Orders Plan of Treatment History Show Clients Client Plan of Treatment History Active Terminated Chent m Service Certification Period Category Last Printed
150. 0 I LEONTINE 0012778 06 001 LT Vnab 7 60 11 40 Total Hours Scheduled for Employee 46 00 LURSULA 005353 999 15 5073 11 5 04 4 00 A SUSAN 0003381 06 001 LT Vnab 6 75 10 13 Figure 13 5 Employees Overtime Report 13 13 Activity Report This report is available for agencies tracking tasks that are carried for certain clients The individual report lists the dates and hours those tasks were performed whereas the consolidated report shows the tasks provided by an employee or contract to all clients assigned to them Reports 13 244 Rev 11 5 HC Plus User Manual EH Activity Report Individual Report Consolidated Report Select For Date Time Date Time From 7 1 04 12 00 Thru 3 5 04 11 59 Contract PARTNERS IN CARE 404 PROFESSIONAL Supervisor Chent Tasks El Employee AN5 CONTRACT 022202051 Report C Supervisor Client Date C Supervisor Client ID Date C Contract Client Date C Contract Client ID Date cient Date Client ID Date e Employee Client Date C Employee Clienk ID Date wj 06 Sep 04 3 28 PM Individual Client Activity Report Page 139 of 172 From 7 1 04 12 00 00 Thru 9 6 04 11 59 00 Vendor 404 Report By Employee Client Date Client 1043327 Contract 0000404 PARTNERS IN CARE 404 PROFESSIONA Client Name MAN BERNARD Service 1043327 Address 43 EAST 51ST STREET Supervisor 099 ALMA
151. 00 Hrs 0 00 Hrs 0 00 Hrs 0 00 Hrs 00 Hrs 0 00 0 00 Sat 6 12 Sun 6 13 Mon 6 14 6 15 Wed 6 16 Thu 6 12 Fri 6 18 B00P W 00P 2 00 00 10 00 2 00 8 00 10 00 2 00 8 00 10 00 PP 2 00 443 PIHA 443 443 PIHA OFT 443 PIHA Client Info Order Info Authorization History Histop Show Codes Perm Hows Vac Sick Hol Per Figure 8 2 Client Schedule before Assigning Employees Once an employee is assigned the entry appears in green with the employee s name filled in FAMILY HOMECARE 001 Coord District 101877 _ ALEX G 001 1210120 7 16 04 ETERSON SLEXANOER G md Weekly AuthHrs 2 00 2 00 Auth Hrs 2 00 AuthHrz 2 00 AuthHrs 2 00 AuthHrz 2 00 AuthHrz 2 00 SchedHrs 2 00 SchedHrs 2 00 SchedHrs 2 00 SchedHrs 2 00 Sched Hrs 2 00 SchedHrs 2 00 SchedHrs 200 14 00 Santran Hrs 0 00 Santran Hrs 0 00 Santran Hrs Santran Hrs 0 00 Santran Hrs 0 00 Santran Hrs 0 00 Santran Hrs 0 00 0 00 Sat 7210 Sun 7 11 Mon 2 12 Tue 713 Wed 7 14 Thu 7715 716 9 00 10 00 2 00 8 00 10 00 2 00 2 00 P 10 00 2 00 8 00 10 00 2 00 10 00 2 00 8 00 10 00 2 00 8 00 10 00 2 00 OFT 443 PHA 443 443 PH
152. 00 Rev 11 5 HC Plus User Manual 9 11 1 Verification Overlapping Visits Report To produce a report detailing those visits with overlapping time between clients excluding cluster cases click the Overlapping Visit Report button on the Verification Menu The following option window appears Enter the dates and the name of a specific employee Note Leaving the employee field blank will generate a report for the time period that will include all employees Overlapping Yerfied Visit List Please Enter From Date Thru Date Service Date 72717700 ffl 7200 Employee ABRAHAM ROSEMELIE FAMILY HOMECARE Verification Overlapping Visit Report far 6 30 08 Thru 7 28 08 Excluding Custer Cases Selected Employee All Employee Visit Date Verified Times Hours Client Name 7 ID Contract BREU TERES B 30 04 9 11 AM 3 GIUSE 811 CARE HOME WNS 192567461 1 18 911134 0000811 BRELI TERES 5 30 04 12 27 PM IORITO 811 CARE AT HOME WHS 192567461 5 27 920250 0000811 BREU TERES 9 19 GILISE 811 CARE HOME WNS 192567461 1 46 911134 0000811 BRELI TERES 7H 04 12 01 PM IORITO 811 CARE AT HOME 5 192567461 5 01 920250 0000811 BREU TERES 772104 9 32 GILISE 811 CARE HOME WNS 192567461 1 00 911134 0000811 BRELI TERES 712104 12 08 IORITO 811 CARE HOME WNS 192567461 5 09 920250 0000811 BREU TERES
153. 00 Ckents Services TOS 3 3 4 3 3 4 13 19 Doctor Case Count Provides statistics on the doctors employed by your by Period 9 10 38 thru S000 company See the example on the right Case Count By Doctor Referral Source Doctor ID 7 ILI Total Cases DOCTOR AMPLE JUAN Please Enter 001295 Totals start Date 5 End Date 1 18 01 DOCTOR AMPLE JUAN Coordinator 001295 HAROLDO 004 296 R a Us Totals For Reports 13 248 Rev 11 5 HC Plus User Manual 13 20 Verified Visit Count Verified Visit Count By Classification Provides visit statistics according to contract EE Count By Classification Contract Classtication WHS ADULT CARE VNSAF HHA Please Enter Date TEE YNA OF BROOKLYN SHORT T End Date 1 18 01 Coordinator TOTAL WVHA OF BROOKLYN SHORT TERM WHS CLUSTER CARE YNSCC HHA TOTAL YHS ADULT TOTAL YHS CLUSTER CARE VNSCCL 13 21 Hold Resume Lists This menu creates two reports 1 HOLD DETAIL lists clients ON HOLD for a specific end date 2 RESUME DETAIL report shows the details of clients who have resumed receiving service Hold 7 Resume Report Please Enter Hold Resume Date From Thru 1 18 01 District Coordinator Hold Detail Report 2 Resume Detail Report R
154. 00 Santras Hrs 0 00 Santran Hrs 0 00 Santran Hrs 0 00 Santran Hrs 0 00 0 00 Sat 3 10 Sun 3 11 Hon Wed 3 14 Thu 3 15 Fn 3 16 10 00 1 00 1 00 10 00 noor 100 piooor ni Enter Availability 100P 1 00 1 00 10 00 00 1 00 10 002 100P 1 00 Enter Special Codes 1 HOURS AY AIL 1 HOURS AY AIL 1 AY AIL 1 HOURS AY AIL 1 HOURS AY AIL 1 HOURS AVAL 1 HOURS A AIL Special Code Maintenance Tuesday July 13 2004 114 FAMILY HOME Service Desc 414 FAMILY HOME CARE 0000414 JURY DUTY R2 12 0 414 FAMILY CARE 000041 4 JURY DUTY 414 FAMILY HOME CARE 0000414 JURY DUTY 414 FAMILY HOME CARE 0000414 LINDER MAN BRON 414 FAMILY HOME CARE 0000414 LIHDERMAMN LEONID 414 FAMILY HOME CARE 0000414 HEMCHINSKAYTA VERA 414 FAMILY HOME CARE 0000414 ENTRY HOURS Jury duty committment Ever if sick Figure 8 27 Special Code Entry Screen 2 Choose a contract service from the dropdown box The reason will automatically be filled in if you had entered a default reason in the service record of the Vacation or Sick miscellaneous client See section 6 8 3 After completing the above screen and pressing the Exit door the calendar screen will appear with the special codes inserted in the day s cell Sat 11 10 Sun 11711 Mon 11 12 Tue 11 13 Wed 11 14 Thu 11 15 11 16 3 00 3 00 6 00 3 00 A 12 00 0 00 3 00 amp 1 00 4 00 3 00
155. 0009 User Manual 00000 0000 Client lt Employee 090009 Scheduling and Compliance Software 26 Harbor Park Dr Port Washington NY 11050 516 484 4400 www sandata com HC Plus User Manual The contents of this manual and related documentation are proprietary to Sandata Technologies Inc and cannot be copied or otherwise reproduced or disclosed to any third party It is solely for use in connection with Sandata Technologies Inc HC Plus and must be returned upon request or termination of services Windows is a trademark of the Microsoft Corporation Copyright 2005 Sandata Technologies Inc All rights reserved HC Plus User 11 5 Manual revised June 28 2005 The Scheduling and Compliance system 1 1 Rev 11 5 HC Plus User Manual TABLE OF CONTENTS 1 THE SCHEDULING AND COMPLIANCE SYSTEM 2 1 15 1 1 SPARTA LOGIN TOHE PEUS 1 15 1 2 Loo TINEA d M DD E DE DEP ME 1 16 1 3 THE SCHEDULING SYSTEM MAIN MENU tune 1 17 14 SCHEDULING SYS TEM FUNCTIONS sairi 1 18 1 5 1 19 2 555 2 21 24 ACCESS THE C
156. 0414 Ded 1 Garnish A TDAZ 0 00 Deduction 2 oo Credit Union 1 00 Union Dues 5 00 Pol AcE Monthly 0 00 Tax Deffered Annuity 1 0 00 Deduction 8 0 00 Garnish Amount 0 00 Garnish Balance 0 00 Figure 7 16 Deductions Information Fields Description Deductions 1 Garnish Enter amount of a first deduction Deductions 2 Enter amount for a second deduction Union dues Enter the Union dues amount Note The system on a contract level can disable the copying of union dues from one contract to another Contact Customer Relations for further help Tax Deferred Annuity Enter the tax deferred annuity value TDA 2 This deduction is agency defined Some agencies refer to this deduction as TDA2 while other agencies refer to it as Deduction 5 Credit Union Credit Union fee amount or percentage Pol Act Monthly This deduction is agency defined Deduction 8 This deduction is agency defined Garnish Amount Total amount to be garnished from employee s salary Garnish Balance Balance remaining after salary has been garnished 7 5 7 3 Direct deposit information The payroll screen above allows you to enter employee s direct deposit data Click on the Direct Deposit button and the screen below appears Fill in the necessary bank account information Employee Maintenance 7 100 Rev 11 5 HC Plus User Manual The Pre Note Waiver option is enabled when the ABA number is entered a
157. 0414 8 6 04 8 11 04 transferred 030 0000414 8 6 04 8 11 04 031 0000414 8 6 04 8 11 04 032 0000414 8 6 04 8 11 04 The to g gle button 033 0000414 8 6 04 8 11 04 Exclude Include Completed dd Cien Location Vendor User W E Date All Include allows inclusion or exclusion BE E Batches Employee of completed batches as shown Em uda in the figure to the right ESI 026 0000414 8 6 04 8 11 04 Completed batches are those batches that have been transferred to Sharp and have returned the payroll batch number to HC Plus Batches that have been transferred to Sharp but have not been updated with a Payroll batch number are given the status of Transferred Changing the Batch Listing Dflt Display on the Scheduling System Defaults Scheduling tab screen controls this default setting e Empty Timesheet batches are deleted for the Batch listing after 14 days 5 When you left click on a batch row and the Batch Detail screen appears showing the time sheet data for the batch Batch Detail Batch Detail we Beers 0000414 414FAMILY HOME CARE METTE 025 ce TTX 8 6704 HTS Billed Vac Sick Holiday Tran Delegate Ent Misc On Call PD Per Eatch 0150 pg 4600 gH 12008 p Chent Chent Name Employee Employee Name Sun Tue Wed Thu Bille
158. 059709249 PYRONNEAU ROMENE 718 259 3797 Invalid Client ID 8 06 414 1 7 15 04 060365059 DENSLOW BOBBIE 610046 ASTOR SHERRY 10 04 10 05 0 02 414 41461 9 7 10 04 061666918 HEMRAJ KHANTIE 610082 MARTINEZ OSCAR 9 03 414 41460 7 7 13 04 063464590 ALGARIN 385990 MARTINE PADRON 17 01 414 41464 8 7 15 04 063602070 FREDERIC MARIE 380063 BYRNE 5H MARIA 8 04 414 41412 9 7712714 063602070 FREDERIC MARIE 380088 KROSKIEWIC SR 8 11 414 41412 9 7 15 04 063602070 FREDERIC MARIE 380202 DONOHUE SH HARY 8 09 414 41412 9 7 15 04 068768043 GILKIS INNA 382802 MIKHAIL 7 58 18 01 10 05 414 41451 7 7 15 04 068768043 GILKIS INNA 382802 MIKHAIL 18 02 10 08 414 41451 7 7 15 04 071484351 RIOS LUPE 858434 POLLAK JOHN 8 52 12 58 4 02 416 41681 9 Reset All Employee Select By Client Name Visit Date Contrac Ren Code Employee ID ma Coordinator Figure 9 19 Santrax Unapplied Calls Report Verification procedures 9 163 Rev 11 5 HC Plus User Manual 9 11 4 Apply missing calls via Santrax The Santrax call process allows you to apply missing calls to schedules There are however several points to observe a You won t be able to change the employee once the Santrax call has been applied to the visit b If a visit is cancelled or re activated only the original employee can be re assigned to the visit if more than one call is present c You will not be able to move a
159. 1 INSERVICE JUNE 2002 INSERVICE JUNE 2003 INSERVICE HA PCA JUNE 2004 ORIENT ATION PHYSICAL ANNUAL PPO PPD 2 STEP PPD CHEST RAY REFERENCE 1 RUBELLA SUPERVISORY VISIT FAMILY FAMILY FAMILY FAMILY FAMILY FAMILY HOM FAMILY HOM FAMILY FAMILY FAMILY FAMILY FAMILY FAMILY HOM FAMILY HOM FAMILY FAMILY FAMILY FAMILY FAMILY FAMILY FAMILY HOM FAMILY FAMILY FAMILY 5 7103 3401 12 5 93 5 2 38 111696 bio 5 5 04 11 6 02 11 5 03 711201 12 4 01 5703 5 5 04 6 05 916 99 4 99 514 02 1145 04 1182 11 7 03 12 3141 5 5 13 5 54 9 16 04 DECLINE CERTIFIED COMPLETE POSITIVE PPD Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Figure 10 18 Individual Employee Compliance Code List 10 4 2 Update compliance records of all employees You may create and update a worksheet of employees compliance statuses The button of Figure 10 I displays the following menu Note The Compliance system includes non active employees LOA Disability Workers Comp and Family Leave etc along with Active employees by default Everyone s status is re calculated when compliance information is updated Terminated employ
160. 1 00 Sche 6 00 SchedHrs 8 04 Sche 2 Se zc 5 SchedHrs 11 00 SchedHrz 3 00 61 00 Ars Hrs 0 00 Hrs E Santran i Santrau Hrz 000 Hrs 0 00 0 00 Sat 6 12 Sun 6 13 6 14 6 15 Wed 5 15 Thu 6 17 6 18 3 00 2 00 5 00 200A 2 00 5 00 3 00 2 00 5 00 3 00 2 00 5 00 3 00 4 2 00 5 00 s004 2 00 5 00 3 0 amp 200F 5 00 HAS 4M P HA Has 4M HAS 4M PIHA HAS 4M P HA 4M HAS 4M P HA HAS 4M P CEBALLAS MARI Z P CANCELLED CEBALLAS MARI 2 P 5 MARI 2 CEBALLAS MARI 2 P CEBALLAS z P CANCELLED 732 248 1234 4 732 248 1234 732 248 1234 732 248 1234 732 248 1234 200P 5 00P 3 00 200P 5 00 3 00 200P 5 00 3 00 200P 5 00 3 00 z00P 5 00 3 00 200P 3 00 200P 5002 3 00 555 Py 555 PHA Has 555 PHA HAS 555 Py 555 PY HA Has 555 HAS 556 P CEBALLAS MARI PICEBALLAS MARI 2 P CANCELLED CEBALLAS MARI 2 P CEBALLAS MARI 2 P CEBALLAS 2 P CANCELLED 732 248 1234 732 248 1234 732 248 1234 732 248 1234 732 248 1234 F 00F 1 00 7 00F 1 00 6 00 7 00F 1 00 amp DOP F 00F 1 00 7 00 1 00 BOOP F 00F 1 00 amp DOP F 00F 1 00 HA OFT 416 OFT 446 OFT 46 PIHA OFT 416
161. 1 1400 EVALUATION DIPTHERIA TETANLUS FAMILY HOMECARE 1 1400 HEPATITISB CON DEC FORM FAMILY HOMECARE 1 1400 HEPAT ITISE 1 FAMILY HOMECARE 1 1400 HEPATITISB 2 FAMILY HOMECARE 1 1400 HEPATITISB 3 FAMILY HOMECARE 1 1400 HEPAT ITISE BOOSTER FAMILY HOMECARE 1 1400 HEPATITISB TEST FAMILY HOMECARE 1 1400 HEPAT ITISE T RAINING FAMILY HOMECARE 1 1400 HRA CERTIFICATE FAMILY HOMECARE 1 1400 F SF 9 FAMILY HOMECARE 1 1400 INSERVICE FAMILY HOMECARE 1 1400 INSERVICE INSERVICE HHA FAMILY HOMECARE 1 1400 INSERVICE ORIENTATION FAMILY HOMECARE 1 1400 PHYSICAL ANNUAL FAMILY HOMECARE 1 1400 FAMILY HOMECARE 1 1400 Figure 10 35 Generic Compliance Codes w Levels Report Compliance 10 200 Rev 11 5 HC Plus User Manual 10 4 4 Compliance Test Results The button of Figure 10 1 displays the results of tests related to compliance issues For instance if an employee completed an HEPATITISB 1 test the table below specifies that he she will then have to proceed to take the HEPATITISB 2 test which will appear as a new compliance issue on the employee s record Result Options Code Result Options Compliance Code Result Option Complies Resulting Code gpeemmesomweereom ler sperme HEPATITISB TEST NEGATIVE Yes IHEPATITISE BOOSTER HEPATITISB TEST Yes 1 IHEPATITISB BOOSTER 3 HOLD HARMLESS APPLICABLE Yes HOLD HARMLESS FORM 3 HOLD HARM
162. 1 5 HC Plus User Manual 11 1 1 Import and Process Visit Maintenance data To import the visit call data use the following procedure Press the Import and Process button you are asked to locate the import text file H Visit Maintenance Import Menu x Look E C on Client DELL Documents and Settings Import amp Process Visit Maintenance Exit Once the Santrax text file is located press Open to import it into HC Plus The data will now be matched up against the visit data in the HC Plus schedule 11 1 2 View accept non reconciled visits Non reconciled visits appear on the screen below a reason outlining the problem with the particular visit You may view correct a visit s details and enter a comment in the text box below then click on the Inv invalid checkbox to remove the check and validate the visit Mon Reconciled Transactions SANTRAX Non Reconciled Transactions Employee Visit Start End Date So Sec Date Time Time Loc Chent ID Entered Hours JUA 8 4704 12 04 PH 4 01 PM 001 5382492 8 11 04 4 Comment Unable to locate visit D dj Select UnMarked Employee Name 5 5 Humber Visit Date Import File Marked All Mark All Selected Invalid Figure 11 2 Santrax Non Reconciled Transactions Locate Santrax Import File E X WINDOWS Visit Maintenance Import E WUTemp COMLOG e
163. 13 242 Figure 13 4 Non working Employees 13 243 Fieute E55 bniployees Qvertiatie REPOT 13 244 Fig te 5 6 Individual hent Activity 13 245 Liste 13 7 Consolidated Activity oda aste as neges 13 246 Figure 13 8 Additional Reports 13 246 Ereure 5 9 C lents Held Detail me SHB RU DN 13 249 Figure 13 10 Clients Resumed Detail 13 250 1551 C ient Hold RepOEL Ite Md Sud 13 250 Figure 13 12 Under Assigned Client 13 251 Figure 13 13 Completed Visits Summary Report 0000022 000 0000000000 1 13 252 Figure 13 14 Special Odes IR CPOE 13 253 Figure 13 15 Weekly Log Menu i e Cam oa Me ER ted adis 13 254 Figure 13 16 Weekly Carfare te dud 13 254 Figure 13 17 Weekly Carfare Report including clusters 12 2 212000000001 0000000000 000 4 13 255 Fiure Iols Nu
164. 1913 729 03 DR ZABAR 917 826 7707 coos Bg AN WING H 385026 7 80 03 DR TAK 212 334 3507 End Date nam AYLE ZIR v283225 780 03 s OGILEVSKY NY 379526 7 80 03 DR FRUM 718 445 2222 E ICHARDS MARG 621172 7 80 03 S ANTIAGO NUNE 384463 7 80 03 718 780 5500 STAYEVA 385007 780 03 ISUDAS GRACE 385654 7 30 03 DR SANEL 718 883 3225 13 16 Admits by Doctors Report Doctor Admits Dis charges Admissiona Discharges Dy Doctor DOCTOR 3 0 292299 PINSEL ED 2344 Admissions Discharges Visits By Doctor From 9 23 99 thru 9 23 00 23 Sep 00 Start Date 178 01 End Date 1 5 01 Canrdinatar aj Lu Grand Totals 13 17 Service Admit Discharge Report Fill out the menu below to tailor your report to your needs The report summarizes by contract and client all the admissions and discharges during a specified time Admit 7 Discharge Report Please Enter Admit Dscg Date From Thru 1 15 01 Contract e Sort Options m 2 Contract District Client Name Coordinator Age Range 0 Thru Reports 13 247 Rev 11 5 HC Plus User Manual service Admi Discharge Report Summary For Period 9 73 99 thru 9 2300 CRent Name ABEL CATH EC EVEDE AGERE TIM WROTE 13 18 Service Census Service Census Report For Period 9 23 99 thru 923
165. 200 E 565 P CARABALLD AMA F 212 568 7290 CARABALLO ANA R Client Cancel Employee Cancel VERIFIED _History_ Emp Sched Batch 968 Notes 2 Change the schedule s hours Start and End times as shown below View Modify Schedule Detail Loc 001 Client 747791 RAMONA Santrax Date 4 29 95 4 00 2 00 F 5 00 4 00 HA HAS 585 T Client not Linked CARAEALLO AMAF P 212 565 7290 CARABALLO ANA Client Cancel Employee Cancel VERIFIED _History Emp Sched Batch 968 Verification procedures 9 154 Rev 11 5 HC Plus User Manual 9 7 Santrax Visit Verification When you access a verified Employee s schedule the Santrax times are displayed If the employee had worked with two clients the verified call in and call out times are shown for each client Employee Schedule FARY 108 51 SOUTH ZONE _ 718 322 8 322 3 16 01 Weekly SchedHrs 9 00 SohedHrz 9 00 SchedHrs 5 00 SchedHrs 5 00 SchedHrs 5 00 SchedHrs 5 00 SchedHrs 5 00 43 00 Santran Hrs 9 00 Santra Hrs 9 00 Santran Hrs 5 00 5 Hrs 5 00 Santraxs Hrs 5 00 Santran Hrs 5 00 Santran Hrs 5 00 43 00 Sat 3 10 Sun 3 11 3 12 3 13 Wed 3 14 Thu 3 15 3715 amp 00A 200P 6 00 8 004 2 00 6 00 amp 304 t30P 5 00 amp 30 amp 130 5 00 amp 304 120 5 00 820A 30 5 00 820 130P
166. 234 NEIGHBOR NEIGHBOR 2 Last Call Date Rel Rel DIRECTIONS DIABETIC WHO FORGETS HIS INSULIN SERVICE Contract Status 101886 414 FAMILY HOME CA Contract Coordinator 0000414 41421 7 2 04 SHARP Supp TimeSheet Print LJ v Building Access 2 DIAGNOSIS Dx Type Surgical Proc Other Active Dx Surgical Proc 137 401 945 REQUIREMENTS Description FRENGH CREOLE Name ALTMAD TATYAN CRAWFOR CRY EXCLUSIONS Mailing Address Address1 1453 NE SALAD DRIVE Address2 APT 122 City Start Date Duty Free Discharge End Date DF EffDate Referral Advanced Directive Duty Free Client Dx Code PaySrc Medicaid ID MC App Type Exp Date H Stx Eff Date 6 26 04 VNS Enrty No 44R434 Type Y Eff Date 71304 Adv Directive Date Certified Eff Date GSS Case Worker JO SIMMS Case Worker Phone 212 433 4544 Last Care Plan Date 5 12 06 Cert Expiration Date Description RENAL DISEASE ACE BANDAGE LANCE BOIL Req Rating vi 5 wi 3 Phone 718 648 7620 718 217 0649 Date Type 7 4 04 E E Dschg Dx L LJ BROOKHAVEN State NY EndClient HONI HALA Figure 4 4 Client Profile Report Client Reports 4 62 Rev 11 5 Client Schedule Report Coordinator 58501 CUMMINGS JENNIFER INSTITUTE HOME CARE HC Plus User Manual Run Date 14 Jul 02 ACHITA RAMONA 212 942 2114 Coord 58501 CUMMINGS JENNIFER District MRN D THU
167. 4 ACTIVE E TM AN MADE ZH 761902 41421 URIS IRINA 01 2290 ACTIVE EZINOVA T AT YAN 765828 41431 OWARD MERLESE Osce ACTIVE ICE MARIE 851325 41680 ANNA JIMANE 41660 1055403 ACTIVE CAMPBELL 765 373 g1277 ARGUE Z 1277 12 7m g ACTIVE ID GEW ATER JUL 700656 55557 ELLY PRISCILLA 402 ACTIVE Figure 10 30 Non Compliant Employees Report Compliant Employees With Warnings As Of 28 Mar 01 Employee Name Emp byee No Compliance Code EPIN BRIG 51248 RUBELLA REDELL EL HEPATITISBE TEST RUBELLA RUBEOLA OPE A JOSE HEPATITISE TEST RUBELLA ALACHI T HEPATITISB TEST RUBELLA RUBEOLA 055 TAR SH HEPATITISE TEST PPO 2 STEP RUBELLA RUBEOLA Figure 10 31 Compliant Employees with Warnings Report 10 4 2 6 In Service worksheet generation Press the Inservice WorkSheet button Figure 10 19 Update Worksheet Menu to print a worksheet for a specific month and year coordinator classification and status You also have several sort options Compliance 10 198 Rev 11 5 HC Plus User Manual Work Sheet Print Options In Service Work Sheet Selection Print York Sheet For Month Coordinator Classification Status Contract Employee Hame Employee Humber Coord Employee Expiration Date Employee Hame Coord Expiration Date Employee Primary Language Employee Hame Primary Language
168. 4 Total 095 FLEMING EBONEE Visits Pay Hours 25 00 Figure 9 32 Visits To Be Exported Report 9904 5 14 40 PM VISITS NOT TO BE EXPORTED 2age 10 of 170 For 07 01 04 12 00 AM 09 09 04 11 59 PM Contract 0000485 PARTNERS IN CARE 485 PRIVATE Sort Order Coordinator Client Visit Date Employee Coordinator 096 BUKHMAN VALENTINA Overtime Actual Absence ClientID Client Name Employee Name Santrax ID Visit Date End Hours Hours Memo Hours Batch 1053144 SCHMAN ANN NDE RSON E LMI 102 485 8070 08 02 04 507 3 07 3 00 1015886 LERIO MARIA ABAN ELIZ 075 568 9559 08 02 04 500 8 03 8 00 0185024 XEL DAVID ROWN DELPHIS 35 64 1578 07 31 04 12 03 12 00 0729089 SON SOBEL ABLY LYUD 080 80 91 79 08 02 04 1255P 4 03 4 00 0548410 GM AM LILLYAN LLIAMS CHER 126 468 1056 08 01 04 1 04 P 4 04 4 00 Total 096 BUKHMAN VALENTINA Visits 40 Hours 415 00 Figure 9 33 Visits Not To Be Exported Report 9 11 12 CIN Exception Report For some agencies after the batching process 15 complete a CIN file is set up and sent to Billing The CIN Exception Report menu allows you to create two reports based of the CIN file to review and correct if necessary any visit data CIN Exception Report Report Type All Visits To Be Exported M All Venfied Visits For wOS Contract Week Of Service mj aa Sp Figure 9 34 CIN Exception Report Menu Verification procedures 9 179 Rev 11 5 HC Plus User Manual 9
169. 4 Guarantor screen 6 2 1 Billing and Insurance Use the form below to enter financial information related to the services provided to this client Provider ID Client HOMI HAL A Enter the ID of the provider _ Program Typ e Service Service Name 7 Description may be any of the 101886 HONI HAL codes in the dropdown that were entered in the in the Codes Provider ID Program Type Init Surplus Funds 12 000 Billing Type Maintenance section such as LTE LOMBARDI PROGRAM PED PEDIATRICS SP SPECIAL PROGRAM VCA VICA MediCare ID Verify 9111104 HI Claim 34290 MediCaid ID Verify 817 04 Expires uina Initial Surplus funds Amount of money available for servicing the Difibrilator User Field 2 client User Field 3 User Field 4 Billing Type may Insurance information includes the Medicare and or Medicaid ID as well as the dates the ID s were verified The Health Insurance claim number is displayed along with its date of expiration DFTA Private User Fields 1 2 3 4 You may create your own fields using the Contract general information screen These labels will be copied to the Misc section of the Billing and Insurance screen Service Maintenance 6 77 Rev 11 5 HC Plus User Manual BUTTON FUNCTION pak When you press this link button the Link Client ORTIZ CATALINA as Find Client screen appears Select the
170. 4 b 8731704 Transferred 030 TTX 414 0000414 HAS 876204 3 11 04 3 6 31 04 Transferred Select By Client Location Vendor User WE Date Contract Transter Hew Batch EE All Exclude Batches Completed Employee Figure 9 20 Batch Listing Time Sheet Transfer Screen 4 Right click on a row e g 24 to transfer a batch to payroll The following screen appears asking you to confirm the transfer About to transfer batch 024 to payroll Continue Microsoft Access Yes The row is now marked as transferred 024 TTX 414 0000414 HAS 976704 6 11 04 5 6 30 04 Transferred Verification procedures 9 166 Rev 11 5 HC Plus User Manual A red asterisk the Out of Batch Listing Time Sheet Transfer Balance cell indicates that the Batch Listing header of the batch must be E ee corrected W hen activated of Bal User Vend Contract W E Date Created Transfer Date Status Batchit d 003 0000414 MULTI 7 29 04 8 5 04 Transferred press the Transfer 005 0000414 MULTI 8 2 04 007 0000414 MULTI 8 2 04 button and all batches not yet 008 0000414 7 30 04 8 2 04 8 2 04 Transferred es 011 0000414 7 30 04 8 6 04 transferr ed are in included 1n 014 0000414 MULTI 8 10 04 024 0000414 8 6 04 8 11 04 the transfer process regardless of location Current week 027 0000414 8 6 04 8 11 04 batches however are not 028 0000414 8 6 04 8 11 04 023 000
171. 6 77 Fiereco C hent b WOW esse 6 79 Figure 6 6 Link screen w reason for 6 80 Figure 6 7 Cluster Maintenance History 6 81 Fieure Client Wink History 6 83 Figure 6 9 Sample Miscellaneous Client 6 84 Figure 6 10 Special Codes on Service 6 85 The Pind Employees SCreen o E 7 86 Fieure 7 2 Employee Maintenance Sere en 7 87 755 ASStaniment o Dei ec 7 89 Figure 7 4 hutial Esuployee Availability Screen 7 90 7 5 Deine availability Tor each day 7 91 Figure 7 6 Employee Availability screen with times filled 7 91 Lhe Employee SOEGCES us oii depot Mi 1 92 7 5 Employee C ExelustOfls c i or iae ea eoo UM Qoo eto S Dor Fea PR In Le ordo OE 7 94 Feur 7 9 Eimployeesharpsstatus R 7 95 7 95 7 4 1 Employee Notes summary SCECH uoo 7 96 Feme
172. 6 UEVAS ESTER Santrax Eff Date 5 22 04 Sunday August 01 2004 b PARTNERS IM CARE 485 5 0027 Dressing 0058 Meal preparation 0060 Medications assist remind 0081 Grocery shopping 8 18 5 1 To enter new tasks You may enter tasks for a scheduled visit or even for a visit that was verified as long as the visit had not been posted and batched 1 Click on the button on the Employee Tasks screen The following screen appears Schedule Maintenance 8 142 Rev 11 5 HC Plus User Manual Add Tasks Available Tasks Selected Tasks Description ID Description Shower Sponge bath Bed bath 0019 Mouth care 0020 Fook care 0023 Skin care 0024 Nail 0025 Toileting 0027 Dressing 0028 Infant care 0030 Oral temperature ID Headin Add gt gt E lt lt Remove 0031 Rectal temperature 0032 temperature 0033 Pulse 0034 Respirations gj 2 Highlight an item for list of available tasks and press Add The item will added to list of tasks preformed for the client 3 Certain tasks such as temperature readings or weight require you enter the reading as shown below Add Tasks Available Tasks Selected Tasks ID Description ID Description Headin 0019 Mouth 0030 Oral temperature 0016 Shower 0017 Sponge bath 0018 Bed bath 0019 Mouth care 0020 Fook care 0023 Skin care 0024 care 0025 Toileting 0027 Dressing 0028 Infant care 0030 Oral temperature
173. 742455 ACOST LU 02585 743378 BREW TER 02585 Figure 12 11 Training Sign up sheet Location PAERTHERS Training Report 6 Sen O4 Contract PARTNERS CARE 486 YHS Employee Emp Z Hire Class Date Hours Attended Certificate MOUR BEL TAL 04 7 00 Total Hours 7 00 H ANNIE BRID 074273 7 1 7404 Total Hours i VICT Ty 7404 Total Hours LOR CAROL 320404 Total Hours SOIN ADELL 1072703 7 1 7404 Total Hours Figure 12 12 Topic Training Report Training 12 237 Rev 11 5 HC Plus User Manual Chapter 13 Reports The system allows for great flexibility in generating reports by allowing you to fill in a report layout form When you click on the button on the Scheduling System main menu the Reports menu appears The Client Reports and the Employee Reports are described in chapters 2 and 3 The sections below are for reference purposes showing the entry screen used to produce specific reports 13 1 Service Distribution List 6 Service Distribution List VANS SANDATA Please Enter Change Log Tianna Report Order Date From Thru 7 17 00 Client M Service Distribution Referral Report Category 5 District Notes List Pending List T eam Chent Emp Schedule Hist Non Working Employees Coordinator YHS Transaction Report Contract Reports Hepat Typa Activity Report Chent Starting Times
174. 83 14 7 15 POV SOURCE COGS 14 284 14 7 16 Procedure Codes RE 14 284 14 7 17 14 264 14 7 18 Department NUINDOT utu E 14 284 14 7 19 14 264 14 7 20 Level CAUVO ie ae 14 254 ADDITONAL CODBES MEBNU 14 285 SReferral uscharpge TYDOS 14 285 DO 14 285 MUSE COVER CODES 14 285 TAS 4 14 285 14 286 2590 NOL CT VCS 14 286 I4 MAINICNANCE 14 286 LE 14 286 14 287 14 6 10 TOR COLOS m 14 287 CHAPTER 15 SECURITY FEATURES 15 288 151 TOACCESS HE PLUS SECURITY FEATURES T EEE 15 288 1522 15 288 15 2 1 view the security profile of an individual user eee 15 289 15 59 VFO ADD ANEW USER
175. 85 PHA 585 Pil 595 585 Has 595 PHA Has 595 PW HAS 585 P ABIM DER DER 212 740 0185 212 740 0185 212 328 1552 212 928 1552 212 929 1552 212 929 1552 212 823 1552 1 Click in a green cell a scheduled visit or in a pink cell pending notification Note that cancelled blue or open red visits cannot be verified The schedule detail screen appears Verification procedures 9 152 Rev 11 5 HC Plus User Manual View sModify Schedule Detail Loc 001 Client 7475 SAN HEZ Santrax Eff Date 47 29 95 OrderID 352 48 Monday November 05 2001 b QD his Week 1 ot 111 Contract INSTITUTE Proc Code Cluster Case 5 hift Code z Work Code Scheduled Start Time 9 00 M End Time Hours EDD Unit Start Time End Time 300 Hours 0 00 Employee d Al NINA LU Pm Client Cancel Employee Cancel SCHEDULED Copy History Sched Agency Cancel Service Cancel Perm Hotes i Figure 9 8 Schedule Detail screen 2 Click on the Verify Visit button on the lower right of the screen 3 The schedule verification detail screen is displayed Figure 9 3 Make changes to the hours as needed and press the s button The verified Client Schedule screen is displayed 74793 S M 9 THAYER ST c a d NY 212 569 4575 Cluster Case Exp 5 31 02 BankedHrs 22 W
176. 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 9 00 Deselect All 8 134 24 00 24 00 24 24 00 24 00 24 00 24 00 24 00 24 00 24 00 24 00 24 24 00 24 00 24 00 24 00 24 00 24 00 24 00 INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE INSTITUTE Shift Selectd Visits Figure 8 24 Adjust 24 Hours Case Schedules 000055 000055 000055 000055 000055 8000055 8000055 8000055 000055 000055 000055 000055 000055 000055 8000055 8000055 8000055 000055 000055 Sort Options Rev 11 5 modify the 24 hour details k Select a row by clicking on a checkbox Use the button on the bottom of the screen to change the date and times of the visit Once you enter your changes is activated Pressing will display a Change Notes window asking you to enter the reason for your time change HC Plus User Manual
177. A OFT 443 443 OFT 443 OFT 443 P JOM JOM The Scroll Forward Backward icon d moves the calendar display by one week increments or decrements To increment the WOS week of service click on the arrow to the right of the box to decrement click on the arrow to the left To jump to a desired WOS without scrolling key in the desired date and press Enter on the keyboard The upper portion of the Calendar screen displays client information The second portion displays both the authorized hours even for clients who were discharged or placed on hold scheduled hours and the Santrax hours for the client When applicable it also displays the Prior Approval Expiration date PA Exp Schedule Maintenance 8 110 Rev 11 5 HC Plus User Manual The rest of the screen is a calendar like arrangement of days and times The WOS follows a normal seven day pattern each day column possibly having several Day Time cells Each cell reflects a visit scheduled for that day The cells show start and end times for visits the P T Permanent or temporary status the classification of the to be assigned employee and the contract ID Once an employee is assigned each cell will display his her name and phone number See section 8 4 Assign an employee to a visit The Color of the text information indicates the status of the visit Filled visits an employee has been assigned are displayed in GREEN Open employee not yet as
178. Add Excluded Client Name Client Address zanrkow JEAN 855335 1575 M 9 ST 10 ERODELYN 2 Press button to the right of the client s name that client will henceforth be excluded from being visited by this employee You may also type in a reason for the exclusion Employee Maintenance 7 93 Rev 11 5 HC Plus User Manual Excluded Clients and Contracts 62420 CEBALLAS MARI ng Excluded Client Excluded Clients rp Exclusion Detail Clients Client Name HOMI HAL Prevent 855935 JEAN Exclusion level Prevent Exclusion Reason Hew Save Cancel Delete Figure 7 8 Employee Client Exclusions 7 5 5 Employee Sharp History amp Employee History On the SHARP History screen you may update the termination history of an employee to correct errors The screen reflects the data SHARP uses for the employee s status history The ability to view and modify information on the SHARP History screen is controlled by the security item Sharp Employee Status History which is located in the Employee category under security maintenance The Employee History function however provides an audit trail of the employee s work history and changes made via the SHARP History will not alter information on this screen Employee Maintenance 7 94 Rev 11 5 HC Plus User Manual 7 5 5 1 Sharp History When you click the button the SHARP Status History screen ap
179. Auth Ars 8 080 AurhHrs 8 00 AurthHrz 8 00 48 00 SchedHre 0 00 SchedHre 9 00 SchedHrs 9 00 SchedHrs 9 00 SchedHrs 9 00 ZchedHrs 9 00 SchedHrs 9 00 54 00 Santras Hrs 0 00 Hrs 0 00 Hrs 0 00 Santran Hrz 0 00 Santras Hrz 0 00 Santran 0 00 0 00 0 00 12729 12 30 12731 Wed 12 1 3 3 00 amp 3 00 s004 GOOF 9 00 9 00 4 BOOP 9 00 6 00 9 00 s004 9 00 f 9005 600P 9 00 Has 555 Has 585 Has 585b 585 Has 585 HAS 555 P Service Maintenance 6 79 Rev 11 5 HC Plus User Manual Be aware that when you unlink mutual clients the primary client will retain his her schedule while that of the secondary is broken and erased And keep in mind you may not link clients unless they both are HRA approved see Approval Type field on the Service Maintenance Screen The HRA authorized schedule should also be completed Furthermore a client may not be set to mutual if the client is currently a Cluster or a TBA client In addition a client may only be designated as the secondary client if there is no surplus fund amount or schedules for the client Certain conditions must be met before linking can be accomplished If the link cannot be made e g the secondary client was a TBA or has a current schedule the reason for the r
180. CK 1 1 96 3 28 36 No EN DIPTHERIA TETANUS N 1 1 35 3 23 36 Yes Add New Show Key Exit Figure 10 10 Generic compliance codes Compliance 10 184 Rev 11 5 HC Plus User Manual The names of the codes are displayed along with the category For example a Y would signify the compliance issue was mandatory An Alert box with a Yes entry indicates that the system will alert you upon non compliance For instance if an employee does not take his hr tetanus shot the system will alert you to the non compliance When you press on the display button to the left on an entry the details of the selected code are displayed as shown below Use this screen to set alerts expirations result codes and effective dates Nai ntenance Edit Generic Code Description APPLICATION FELON Allow Scheduling Select From Interface Key Allow Generic GENERIC Unassigned Prevent Category i C Warn Warn Only Calendar Date Manual Date L Expires m Miel Hire Date Record Results Resulting Code Option Codes Must Satisfied within Days Rolling Gate Semi Annual T Hows 0 of of of o fofo code Effective Date 1 1 35 Employee Effective Date Last Updated 10 31 83 that felony information on application i completed and follow up done Delete Save Exit
181. Client s family physician or both Item 23 Nurse s Signature and Date of Verbal SOC where applicable Use the drop down menu to select one of the nurses who have been entered into your company s database Click the checkbox if the nurse s written signature is on file in your records Item 24 Physician s Name Address Phone Number and License Fill these fields in one of two ways e Click the down arrow to open a drop down list of the physicians who are entered in your company s database 24 Physicians Address Phone Number and Lic AMPLE JUAN X HAROLD B SANCHE PAOLO TSIOLKOYVSE Y PETER 4 e Select one of the physicians on the list and his or her information from the database is entered into the appropriate fields at 24 on the form e Ifyou wish to fill in item 24 with a doctor who is new to the system click on the button itself as seen below L 8 24 Physicians Mame Address Phone Number and IE This action opens the Doctor Maintenance screens Doctor Maintenance p Number Description Address Phone 001295 AMPLE MD JUAN xX 21124vERAGE PKWY 939 222 3333 GARDEN CITY NY 119990009 899 222 3332 be 001295 MELVIN MD HAROLD 44 BLUENOTE ROAD 144414441571 HARMONIA MN 444444444 444 444 1972 be 151515 ROBEY MD HARLAN OJSSTSSTREET 7 718 555 5555 BRHOOKLYN NY 151511515 18 555 5556 be 999999 SANCHEZ PAOL
182. Client Employee Schedule History This report lists the schedule history of clients together with assigned employees during a period of time Employee Schedule History Options Print Please Enter Location Start Date 11 24 04 Time 12 00 AM End Date 12 2 05 Time 11 59 Client Coord E Client Employee JERLYN M 28 Mov 05 R VIOLA B JERLYN B JERLYN Contract Select Include Live In 1 Active Client Only Active Emps Only Sort by Client Coordinator Report V Client Employee us pune Reports Employee Schedule History Total Clients Total Employees 13 239 Location All SANDATA TECHNOLOGIES Start Date 11 24 04 End Date 12 2 05 0011807 001161 0001001 001161 0001001 CATHERINE Total Hours Total Visits 1 2 208 00 276 11 5 HC Plus User Manual 13 5 VNS Transaction Report As seen below the menu allows options for importing and for generating a discrepancy report for schedules during a time period Note Another report is available in HC Plus called the VNS Daily Status Report You may access this report from the Main Menu gt Daily Functions gt Print Santrax Reports gt Tab VNS Daily Reports This report displays any exceptions that occur for schedules imported by the VNS Daily process in HC Plus In addition this report will include a section listing all new and re admit
183. Copies Home Attendant 10 Housekeeping 20 Cluster 5 Verification procedures 9 176 Rev 11 5 HC Plus User Manual When you build a list for on demand timesheets third option from the left the dropdown will include clients placed on HOLD during the week of service selected Create Client List for TimeSheets Build List of Clients C Employees Enter ID or Last Mame to filter records on Matches 1257 Address 38 3609 RUZ IGMALIA 15 4 AVE tL BECYN 11220 383517 UZADO GABRIEL H 653 5 BELYN 22 386115 RUzZADD MIGUEL A 53 ST APT 14 BROOKLYN 11220 i 385158 ULTRARO LUCY BAY 29TH STREET BROOKLYN 11214 385133 URATOLO ANTHONY 281151 STREET BROOKLYN 11204 383518 URBELO ARSE A 465 57 Hz BECYN 11220 381943 AKHIS KLAR 01 BRIGHTON 2 STREET BROOKLYN 11235 356468 AMICO JOSEPH A 65 amp S3RD STREET BROOKLYN 11214 610019 ANNENBERG 0 LAWRENCE 5l BROOKLYN 1123011 383250 AOU BATROUNI FLA BBTH STREET 302 BECYN 11209 Mum ADR C LDVA CTDLELET DOoOMmMe AI 112002 List of Selected Items Remove List and exit Figure 9 28 Build a Timesheets printing list Home Attendant TIME SHEET Week Ending 4 27 01 Vendor 000061 FIRST CHIN 5 0161 IMEZ DE am finished building the list Client 0896 Address 4EAST STH ST CAJ WATER ST NEW YORE 00001 212 656 9686 MEW YORK NY 10002
184. DICTA 5 65 3 2 ORDER ENTRY BUTTONS EEATUBES 5 66 d Amor CA Hours HWtOEy SCLC a edocet stus ben sea te RR auo RN Sections 5 67 9 22 Changing 5 68 5 3 CHANGE OR DER 5 69 The Scheduling and Compliance system 1 2 Rev 11 5 HC Plus User Manual 5 4 SPLIT ORDERENTR Y 5 69 9 9 LOCATE OPEN ORDERS 5 70 CHAPTER 6 SERVICE MAINTENANCE 6 71 6 1 SERVICE SCREEN FIELD DESCRIPTIONS 6 71 6 2 SERVICE SCREEN FUNCTIONS 6 75 6 2 1 Bine 6 77 6 3 LISNDEE CLIENT 6 78 6 3 1 6 78 6 4 ORDER ENTRY CHANGES FOR MUTUAL CASES 0 22 6 000000000004 6 80 6 5 TO HANDLE 6 80 6 5 1 6 51 6 6 TO HANDLE TASK BASED ASSIGNMENTS 6 81 CLIENTS LINK HISTOR 6 83 6 8 SETTING UP MISCELLANEOUS CLIENTS 6 84 6 8 1 Special Codes Om SOFVICOSCFOOID iae tdg iud aves Ve uu
185. Discharge Types 14 8 2 User Fields Create reasons for discharge of client from service You may create your own fields here for use on the Contract and Service Maintenance screens Mii District Cod New istrict Codes User Field 1 Description NUMBER OF TIMES LATE TO WOR Heferral Dschg Type Codes Heferral Dschg Type Description DECEASED AMBULATORY 14 8 3 Must Cover Codes Used in the client screen to determine whether the Supervisory Visit Results coordinator must fill the client s visit assignments Must Cover Codes Result Code Description ODES COMPETENT ODE FAILURE ODE4 6006 RESULTS ODES NEEDS TRAINING ODE SLOPPY 2 ust Cover Code ust Cover 1 ust Cover 2 ust Cover 3 ust Cover 4 ust Cover 5 ust Cover B ust Cover ust Cover 8 zr xl x x x I I Eg c H iri ust Cover 9 Record 4 1 gt of 5 Record I 4 LEA of 10 System Functions 14 285 Rev 11 5 HC Plus User Manual 14 8 5 Nurses 14 8 6 Note Types Create a list of nurses in your employ Used in the Use this screen to create different types of notes nurse visit screen The checkbox option Print Notes on Client Schedule is checked by default but you can edit it by removing the check This allows you to exclude certain notes types from appearing the Client Schedule report when Notes is checked in the L __ INCLUDE section of th
186. EACH 97 Elicable 69 32 ALMED A 156 BEACH 97 Eligible Total Eligible 417 AMBOY ST 417 AMBOY ST Eligible Taal Eligible BROOKLYN BROOKLYN BROOKLYN BR OORL SM BROOKLYN BROOKLYN Figure 13 16 Weekly Carfare Report 13 254 01171 511 511 CARE AT HOME 01472 014 814 CARE AT HME WHS 81171 811 811 CARE AT HOME WH 01472 014 514 CARE AT HME WHS 81472 814 814 CARE AT WHS 01472 014 CARE AT WHS Rev 11 5 HC Plus User Manual When Include all clusters 15 checked the report looks at each cluster visit as a single visit and does not summarize by day In this case the report as shown below includes even clusters located at the same address which would not appear on the standard report Carfare Weekly Log For Week of 7 2 2004 FAMILY HOMECARE Contract 812 CARE AT HOME PVT Include AH Clusters Coordinator 81277 MAR 81277 Cluster Chent Date Start End Hrs Citent Group Address City PS Contract Employee 704770 RIL LIL 5 28 04 8 03 1202p 400 MO HERIME 2346 EAST 2ND LITTLE 81277 812 812 CARE AT HOME 1243p 134p 1 00 LAM CHARLES 320 AVE X BRONX 81277 812 812 CARE HOME Visits 2 Eligible 530 04 amp amp a 12020 400 FIRMEMO CHARLES 2346 EAST 2ND LITTLE NECK 61277 812 812 CARE AT HOME 12480 247 200 LAMDO CATHERIME 320 AVE X 81277 812 812 CARE AT HOME Visits 2 Eligible Total Eligible Employee 705230 AVES B
187. ED in GREEN and a CANCELLED in BLUE e The permanent schedule does not display open orders or only temporary assignments However an actual schedule reflects even temporary T changes made to a client s schedule Schedule Maintenance 8 125 Rev 11 5 HC Plus User Manual Permanent Schedule Client 35 2350 COSTA ENRI 001 Perm Schedule HTSTZPIEB LEE Emp 1 BROOKLYN NY 11291 718 855 8417 Week 1 1 SUN WED 8 00 AM 8 00 PR 2 00 AM 8 00 PIE 8 00 8 00 HAS HA HAS HA BOA GRIM ARD JOH ARD JON 718 853 4813 718 853 4813 7191 436 0999 718 538 7874 718 538 7874 718 538 7874 9 00 PP 8 00 5 00 3 00 PIE 5 00 8 00 3 00 8 00 8 00 8 00 HAS HA HAS HA HAS HA HAS HA HAS HA 5 ARD JUH CANCELLED CANCELLED ARD JUN DON LIO DOW 718 638 7874 718 638 7874 718 422 0653 718 422 0653 8 00 8 00 8 00 PM 8 00 8 00 8 00 8 00 8 00 HAS HA HAS HAS HA AED JUN DON LIO DON 216 718 38 7874 718 422 0659 714 420 0659 718 422 553 Figure 8 19 Permanent Schedule 1 Ifyouclick on the Week arrow going forward to week 2 the system prompts you as to whether you want to copy this pattern for the following week Click Yes to affirm When creating a permanent schedule pattern for a second week permanently
188. EL OIS DES JSES DEL OIS 317 507 05 Delete This Week 212 966 3504 917 507 0527 i212 966 2504 917 507 0527 8 9 View Change a Calendar Visit 1 Click within a non blank calendar day time cell to view and change current visit information The screen below appears showing the day s schedule data Use the red date arrows to view the schedule of an earlier of a later day View Modify Schedule Detail Loc 001 Chent 746861 CINTRON MERCEDES Santrax Date 4729795 Monday November 05 2001 b INSTITUTE CARE DAVILA ALBA Client Cancel Employee Cancel SCHEDULED Copy History Emp Sched n Mod 24 he Vist Figure 8 20 View Modify Day s Schedule Data The visit Start Time and visit End Time may be altered in this screen The P T Permanent or Temporary status of the scheduled visit may also be updated for either the client or the employee You may reduce scheduled hours when they exceed weekly authorizations including banked hours When you click the door the change notification screens appear See the next section After filling out the above screen a verification popup appears requesting you to confirm the change Scheduling amp Compliance x You Have Changed The Scheduled Hours From 8 To 8 5 Is This Correct The Santrax end time is missing in the example above But by pressing the Unapplied button you may begin a process to verify the visit and have it batched See secti
189. ERTENSION CONTROLLED 5 26 04 METOPROLOL TARTRATE 25 9 12HR5 PO 244 9 HYPOTH YROID 9 2b ll4 780 73 WEAKNESS 2 2b l4 2 55 O DEHYDRATION 2b l4 M Y 1 018 14 DME and Supplies 15 Safety Measures Shower Chair Walker Falls Precautions Pace Activity 16 Nutritional Requirements Low Salt Fluid Restrict 1 7 Allergies WH EA Print 465 Table Maint Eirst Prev New Nest Last 48b Summary Exil 11 6 Find Unapproved Special Codes This function allows you to view a list of employees having unapproved special codes This is usually related to a zero value having been put into the Hours field of the Employee Availability screen When you click on the Find Unapproved Special Codes button the following window appears Please Enter Start Date Time 12 00 AM End Date 3 6 01 Time 11 59 Employee Contract District Coordinator Sort Options Employee Name his Service Date Coordinator Contract Figure 11 17 Unapproved Special Codes Menu 1 After filling in the search criteria click on the magnifying glass button to generate a list of employees with currently unapproved codes The screen below appears Click on the asterisk button next to the name A full description of the special code appears When authorized to do so you can change the hours on the screen removing the day from special code status fo
190. Employee Overnight Visit without Start call and Only One Call found for Visit Note Clients on Hold are sent to Santrax and calls from Santrax for clients on Hold create unscheduled visits Also note that hours for unscheduled visits whether computed or corrected are captured on Schedule and Auto Batch Exception reports as unscheduled visits 1 To produce Santrax exception report click on Santrax Call Exception Maintenance button on the Figure 9 1 Verification Menu 2 You may filter this listing according to employee name ID Client Visit Date Contract Coordinator or reason code by entering a value in any of the dropdown boxed at the bottom of the screen Use the Reset button to clear those boxes when required Santrax Unapplied Calls SANTRAX Unapplied Calls Start End Employee Employee Name Chent ID Client Name Time Time Hrs ntrct Coord 7 12 04 020628222 ABRAHAM MARIE F 3074 Invalid Client ID 7 13 04 050807517 HAKHMANUVICH MARI 718 680 2344 Invalid Client ID 414 1 7 12 04 055600531 GRAHAM LISSETTE 859235 MURIEL 13 25 000 443 44378 7 7 14 04 056765972 AUGUSTIN MARIE 384950 8 13 000 414 41452 7 7 15 04 057784302 RAMOS DOMINGA 218 492 1969 Invalid Client ID 9 06 414 1 7 15 04 058824466 Invalid Employee ID 610029 BECKER DORA 23 05 414 41461 2 7 14 04 059709249 PYRONNEAU ROMENE 718 259 3797 Invalid Client ID 20 00 414 1 7 15 04
191. Enter Coordinator INGS M 101 595 Hew ID 99964 Update System Functions 14 278 Rev 11 5 HC Plus User Manual 14 6 Auto Batch Status Report Press the Autobatch Status Report button to generate a list displaying the contracts and the date of the next autobatch 15 scheduled for a WOS 02 Jan 02 1 51 Auto Batch Status Report Page I of 1 for 1 2 02 All Contracts Not Auto Batched Vendor Number Vendor Name Week Ending Next Auto Batch Date INSTITUTE HLTH 1 4 02 11 26 01 INSTITUTE CARE 1 4 02 11 26 01 INSTITUTE H C 1 4 02 11 26 01 Figure 14 14 Auto Batch Status Report 14 7 Codes Maintenance Use this menu to add both codes into the system Your entries will be listed in the corresponding drop down selections available for fields appearing on the client employee and various other screens Codes Menu Diagnosis Codes Beason Codes District Codes Category Codes Skill Codes Referral Discharge Topic Codes County Codes Pay Source Codes Doctor Codes Procedure Codes Work Codes Company Segment Contract Site Area Codes Department Coordinator Team Codes Program Types Alien Identification Codes Level Care Additional Codes Maint Exit Figure 14 15 Codes Maintenance Menu System Functions 14 279 Rev 11 5 14 7 1 Classification Codes These codes describe the type of care provided to the client i e HA Home Attendant amp Cl
192. Entry JRKHS TBA Linked Duty Free T Sef ice ID Car Cs Coord Start End Date DF Status Snitrs ALL WED THU Sched Thru 3865080 HAS 55806 0000555 Y Authonzation ALL ROSE 101832 HAS 713004 000044 M TEA 71004 n 1 epen Fig Click on the linked client ID to see the the order of that client Use this dropdown to filter the service Schedule Client Info Authorization History 45 00 Figure 5 1 Order Entry Summary Screen You may toggle between orders for linked clients by filtering the linked service and by clicking on the linked client ID FAMILY HOMECARE 001 Coord 41412 District Order Entry CER Unger at Order ID Eff Date Clast Frequency Start Time Tot Hrs SAT SUN TUE WED THU Sched Thru Date End Date Qty Days WC SC Proc Contra Authorization _ BENE b E Feo ssp sop soon pes LL 5 Enter View Client Orders 5 64 Rev 11 5 HC Plus User Manual 4 To view an existing order click on the three asterisk button to the right of an order y Hitting the buttons at the bottom of the screen can access other client information including schedule and care plan data 5 enter new orders click the button on the top of
193. Expiration Date Employee Hame Date Hired Employee Hame Employee Humber Topics Expiration Date Employee P P Coord Topics Expiration Date Employee Hame Figure 10 32 In service Work sheet Selection FAMLY HOMECARE Run Date 9 1 04 Compliance Inservice Worksheet Report For Sep 2004 Sort Order Employee Mame Classification HHA Status ALL Employee Hame Emp Ho Emp Coord Date Hired LastinSevice In Service Exp PrimaryLanguage Status In Service Topic ANKRO ELLA 7656638 3 2803 B 2513 LOA TERESITA TBBB57 4n en 127 04 427004 ACTIVE CARING FOR HOSPICE PATIENTS KERMAN JE RM ANE 851323 109303 14504 44304 ACTIVE ALZHEIMER S PATIENTS amp VYOMEN SUZIE TBB5BB HHA 1204 2 143504 44304 ACTIVE ALZHEIMER S PATIENTS amp VYOMEN ROSA MARIBEL 850696 8n zn 2 23 04 22 04 ACTIVE CARING FOR HOSPICE PATIENTS IGUN VERONICA TB UTB 6 2104 ACTIVE JEI BELINDA 851121 1048 2 3004 10503 ACTIVE ALZHEIMER S PATIENTS amp 851338 12453 24704 51 7 04 ACTIVE ALZHEIMER S PATIENTS amp WOMEN YEMANG 700552 HHA 31901 11 5 03 2 5104 ACTIVE MANDATORY TOPICS amp CARDIOVAS Figure 10 33 In service Work sheet Report Compliance 10 199 Rev 11 5 HC Plus User Manual 10 4 3 Compliance Codes The button of Figure 10 1displays the Generic Compliance Code screen as seen
194. G 2 07275 052588583 2 r 072275 059000000 Eoee e 2 Apply Exclude Previous Next ils Selected Unknown Page Page Figure 9 10 Santrax Unapplied calls 3 Click the Apply Selected button You are now in a verify mode and a series of windows appears stepping you through the verify process The end result appears as shown below Schedule Verification If you manually apply calls the calendar screen will show the Santrax call time as an underlined entry Thu 7722 10 00 F 10 00 5 12 00 10 58 10 014 1125 Microsoft Access HA HAS 44 P SLOW BOBBIE F 718 778 7953 AN You Have Changed The Verified Hours From 12 To 11 25 Is This Correct Yes The Santrax total hours when displayed in bold indicate verification when the verified ClentCancel hours differ from the scheduled pem To indicate that visit was verified due to call assumption processing the client employee schedule screens the verified hours will appear in red and on the Daily Call Summary report Santrax Reports verified hours will appear raised Verification procedures 9 156 Rev 11 5 HC Plus User Manual When you manually apply calls HC PLUS calculates the banked late minutes The calculation for banked hours is performed for a visit that meets the following
195. HA SNe arn DUM NE EE SUE 10 183 10 3 7 1 Set up a compliance profile sheet for a company s 10 184 10 3 7 2 View Complance Genetic CodeS ARTEN EO 10 184 104 MAINTAIN EMPLOY EB COMPLIANCE 10 185 10 4 1 View Employee s Compliance 10 185 10 4 1 1 Individual Employee Compliance Status 8 11 1 1001 2 00 0000660 6 002044 10 189 10 4 2 Update compliance records 10 191 10 4 2 1 Forecasts employees COmipliance 10 192 10 4 2 2 View Print a Compliance W OrKSNCCl 10 193 10 4 2 3 Daily and End of Month Compliance 10 194 10 4 2 4 Employees Current diede eis 10 196 10 4 2 5 Compliance Status Reports for all 10 197 10 4 2 6 In Service worksheet PerneratlOn 10 198 10 4 3 Compliance XC Odes ux acc Ot va dne ae ui oi ui 10 200 LOA lt COMPIIANCE TES 10 201 10 4 4 1 Edit Genetic COd6S dh scd 10 201 CHAPTER 11 DAIEY FUNCTIONS 11 202 LUP o SSANIBASXOINIBRPAGE21 9 2 050 288 em
196. ILL HAT WILLI HAT Py will 212 674 6 2121 674 6 616 212 964 2 616 212 864 2 616 212 964 2328 212 964 2328 212 364 2328 12 30 530P 5 00 12 30 5 30 5 00 716 HAS 66 CHOM 212 505 0 616 212 505 0 Click on the cell in the example above the red lettered Sat 5 5 and the Schedule Verification screen appears Verification procedures 9 164 Rev 11 5 HC Plus User Manual Employee Schedule Schedule Verification i Saturday May 05 2001 089310 CAST 10 Cluster Case T sched Hrs 5 z 0 00 Scheduling amp Compliance Are You Sure rau Want to Apple Call Client 8 00 12 00 4 00 LAST 10 212 674 6754 230P 5 30 5 00 HAS CHOM MAM 212 505 0807 SCHEDULED Click on its door and you will be prompted to apply a call to this visit 4 Returning to the Santrax Unapplied calls screen you will notice that this visit has been removed from the list of unapplied calls When applying an unknown call to a linked Client TBA or Cluster the Santrax call 1s replicated to the other client You will also be able to click on the linked client information on the client schedule screen to toggle between the linked clients 9 11 5 Manual Batch Listing for Time Sheet Transfers to Payroll Timesheets often also called timeslips are usually generated automatically
197. ILY 04 0651 001 D3876329 0020839 0020840 8 4 04 1 38 PM 040811164214 tx 8 11 04 4 42 22 PM AHES DOLO 5 56 PM DDE JESUS Commen Visit has already been verified D dj Employee Total Hours Employee Total Corrected Hours Employee JIA JUA 49 0999 001 53824422 0019575 0019575 8494 1204PM 040811164214 8 11 04 4 42 26 ORPORAMH PAUL 01 DDEJESUS Commen Unable to locate visit Dd Employee Total Hours Employee Total Corrected Hours Employee CHEZ MEL 00 2918 001 53783769 0017360 0018643 8 6 04 940 040811164214 tx 8 11 04 4 42 24 PM ARCIA BIEH 5 29 PM DDE JESUS Commen Unableto locate visit Dd Employee Total Hours Employee Total Corrected H ours Figure 11 4 Non Reconciled Visit Report Daily Functions 11 205 Rev 11 5 11 1 4 3 Invalid Non Reconciled Visit Report Santrax Loc Type ClientID Client ID Service ID Date HC Plus User Manual Start Time Actual Hrs End Time Corrected Hrs Supre Import File Invalid Contract FREE CARE Employee ENDER IRST D3864947 00 2228 7 12 04 1 55 6 07 0 00 4 00 040721162640 Comment Ho Service Can t find the client using the VHS IDZ or the exported Service Dd 03864947 743 04 10 34 AM 3 10 PM 2 50 4 00 040721162640 txt Comment Ho Savice Can t find the client using the VHS ID or the exported Service 2 Dd 03864947 714 04 9 27 AM 1 31PM 3 50 4 00 040721162640 Comment Savice Can t f
198. ISITS 2 13 252 13 25 SPECIAL CODES 13 253 13 26 WEEKLY CAREARE LOG 13 254 13 27 NURSES VISIT HISTORY REPORT 13 256 13 28 EXPIRING CERTIFICATIONS REPORT 13 257 13 29 EMPLOYEE HOURS WORKED REPORT 13 258 13 30 EMPLOYEE UNAVAILABILITY REPORT 13 259 13 31 OF DREATIMENT IEP OR US 13 260 The Scheduling and Compliance system 1 6 Rev 11 5 HC Plus User Manual CHAPTER 14 SYSTENBEUNC 14 262 SCHEDULING SYSTEM DEEPA UL TS 14 262 DAT EET DOUBT 14 262 45722 dcomplance io fa idis aeos iui 14 265 PLUS merde TAD 14 266 KA 14 267 TAT ANP 14 269 12 2 CONTRACT MAINTENANCE 14 271 1421 14 271 22 14 272 14 2 35 Pro Health Contract Maintenance
199. Item 22 Goals Rehabilitation Potential Discharge Plans The text field is filled by selections from separate scroll lists for each of these three categories Clicking each category s button opens a dialog box containing a scroll list of entries Multiple entries may be selected make sure an x appears next to the selection Click OK and your selections are entered into the text field Rehabilitation Potential Discharge Plans Patient will be Increasing strength and endurance Rehabilitation Potential is fair for full recovery Patient will be discharged to Family Select Goals Caregiver will be knowledgeable re disease process and medications Patient will be increasing strength and endurance Click on items to select Patient will be knowledgeable re disease process and medications or deselect them then Patient will have stable Status press OK Patient will have stable Neuro Status Patient will have stable Pulmonary Status Client Maintenance Functions 3 53 11 5 HC Plus User Manual Figure 3 30 Goals Rehabilitation Potential Discharge Plans e Goals Use the drop down scroll list to identify the desired end result of agency health care as established by the physician e Rehabilitation Use the scroll list to record the Client s prospects for full recovery e Potential Discharge Plans Use the scroll list to specify follow up plans for discharge Types of plan include monitoring by the
200. JERSEY EW YORK ENNSYLVANIA ONNECTICUT 0 PAY rmn e M 5 a o Record 14 4 zi Tax Codes which displays three column headings Race Codes displays four column headings Race Tax Code Tax and Description You can edit an Code SH Code Sharp PH Code Pro Health and existing code directly on the Tax Codes form Any Description All existing entries may be edited with new records require all fields to be entered The the PH Code and Description being the only fields Tax Code field accepts only two values S for that the user can change Any new records require State and C for City all fields to be filled Record 14 4 1 gt Za of 6 System Functions 14 287 Rev 11 5 HC Plus User Manual Chapter 15 Security Features The HC Plus security system allows you to create security groups whose members have permission to fully access and modify certain modules but may have no or fewer rights to other modules Each HC Plus user is assigned to a security group inheriting that group s defined permissions If your security level precludes you from certain functions the relevant access buttons will be grayed out 15 1 To access HC Plus security features Scheduling Main Menu FAMILY HOMECARE 001 Tuesday August 02 2005 Location Maint Contract Maint Provider Maint Change Coordinator Client Maintenance Daily Functions User
201. KLYM MY 112301171 213537948 Prony Code 1 610043 RFBERGER TC 41460 140 LAVVREMCE AVE 633 2450 B3 BROOKLYN 112301171 276184 P nonty Code 1 6100465 STOR SHERR 41451 140 LAVVREMCE 71818954 0843 63 BROOKLYN 112301171 vase Prony Code 1 610029 ECKER DORA 41461 140 LAVVREMCE AVE BF 7191633 4561 B3 BROOKLYM MY 112301171 ZFB82B15B Prony Code 1 01 007 Figure 13 20 Nurse Visit History Report The Nurse Visit History report has option which will create a comma delimited file 13 28 Expiring Certifications Report Expiring Certifications For Period 4 2 03 thru 7 27 04 27 31 04 Contract 414 FAMILY HOME CARE Client Name Client ID Cert Eff CenExp Contract Coord Program Sec HURURIANTS 386142 EINE 0000414 41422 ZALES VIRGINIA 382043 2120004 0000414 41464 Figure 13 21 Expiring Certifications Report Reports 13 257 Rev 11 5 HC Plus User Manual 13 29 Employee Hours Worked Report This report requires security access to be enabled Please contact customer service Employee Hours Worked Wk of Service KE 7 30 04 Fla Employee Bj 28 Ju 04 FAMILY HOMECARE Employee Hours Verified vs Scheduled Week of Service 7 16 04 Location 001 MARI 100 00 Total For Location 001 4 56 00 100 00 Employee Hours Verified 21 40 Hrs 41 60 Hrs 61 84 Hrs Employees 0 1 0 0 10
202. L INFORMATION Physwal Date Mantoux Date Chest X Ray Date Rubella Date Rubella Vaccine Date Rub eola Date Rub eola Vaccine Date Drug Screen Date Drug Screen Approved Date Hepatitis DT Vaccine Date INSERVICE EDUCATION Quarterty 01 1 01 32801 Hours 0 10 1 00 12 31 00 Hours 950000 Hours 4 1 00 Hours 0 3 0 Employment Date 11 22 00 Sex I 9 Completed Status Complete Professional Evaluation Date Review Confidentiality akik Review Review Job Description CPR Certifiration Expiration Date Classroom Training Complete Hospice Traming Completed License Exp ration Date Health Assessment Date Mantoux Results NEGATIVE Chest X Ray Results Rubella Resulis Rubella Comments Rubeola Resulis Rubeola Comment Drug Screen Resulis Drug Screen MD Approved Hep atitis Vaccines ADDITIONAL INFO l Basic Training 2 3 4 Figure 10 17 Individual Employee Profile Sheet Compliance 10 190 Rev 11 5 HC Plus User Manual Employee Compliance Code List 9 1 04 ABRA SON T6447 Hire Date 6 5 97 Compliance Code Code Level Completed Expires Comments Results Compliant ADMINISTRATIVE EVALUATION APPLICATION BASIC TRAINING DIPTHERIA TETANUS HEPATITISB CON DEC FORM HEPATITISB TEST HEPATITISB T RAINING HRACERTIFICATE 9 INSERVICE INSERVICE HA PCA DEC 2002 INSERVICE HA PCA DEC 2003 INSERVICE HAYPCA DEC 200
203. LESS APPLICABLE Yes HOLD HARMLESS FORM Delete 0 BE Figure 10 36 Compliance Results Options 10 4 4 1 Edit Generic Codes To change the criteria of a specific code click the 3 button to the left of a row in the screen above aintenance Edit Generic Code Description FFD Select From Generic GENERIC Category Unassigned Warn Only Calendar Date Expires in 0 Days Hire Date Manual Date 1 Years Resulting Code PPD CHEST RAY Option Codes Must Be Satisfied within 21 Days Rolling Bate GOrarterty Semi Annual Hows f 0 of of of o of o Code Effective Date 171 96 Employee Effective Date Last Updated 12 14 00 Required of all new employees Employees who have had within 2 mos may go to step 2 Delete Save Exit Figure 10 37 Edit Generic Codes Compliance 10 201 Rev 11 5 HC Plus User Manual Chapter 11 Daily Functions Click on the Daily Functions button on the HC Plus main screen to access the menu below where you can carry out several clerical chores The menu options vary according to different agency requirements The functionality of each button is explained in the sections below Daily Functions Menu Daily Functions Menu all Tracking Call Tracking Referral Tracking Find Open Orders Cient S c Interface Plan of Treatment T able Find Open Orders
204. LIENT MAINTENANCE 2 eei he ese 2 21 2 2 SRECORD AEEA 2 21 229 PROCBSS A 2 23 231 Add a new 2 23 252 2 COmpletedhe ent SCIO spe due 2 23 249 9 Create service for anew CH enl 2 28 2 3 4 2 29 222 SCN COU 2 30 CHAPTER3 CLIENT MAINTENANCE 8 1 11 3 31 3 1 VIEW A CLIENT ORDER INFORMATION nA 3 31 Order entry summary list field description esee 3 32 3 2 52 notos or Dep zU 3 33 3 3 PLACE A CLIENT ON HOLD OR RESUME SERVICES 1 11 2 1 3 34 3 4 PI HARG ACIN E A A LM DEM 3 35 3 4 1 COE QUOLSCHQOF 98 EEE ET E 3 35 3 4 2 keddur m 3 36 3 4 3 CS 3 37 9 5
205. Leave blank to search all coordinators Team Use the drop down menu to select the name of a Team responsible for specific clients with open orders Leave blank to search across all teams Sort Options Set the sequence for listing the open orders check the Client Name Service Date or the COnavrdinatarlraanteant haw Schedule Maintenance 8 122 Rev 11 5 HC Plus User Manual Coordinator contract box 3 After the search criteria have been filled in click on the magnifying glass button to generate a list of open orders The following screen appears Open Orders Form Locate Open Orders Client Hame ID Date Start Time End Time Hours Clasf Cat Coord Yend Cli Phone CAUZ LU Figure 8 15 Open Orders List 4 To see the detail for an open order click on the asterisk button next to the client s name The View Modify Schedule screen appears so that you can assign an employee to cover the open order See Figure 8 20 8 6 Copy Schedules This function allows you to copy all schedules for all clients as far into the future as needed The copying of schedules forward has been automated to work as a batch process as well as online Be careful once you start this process the system will take time to do the copying We recommend you do your entire schedule copying on an overnight basis There is no need to copy schedules on an individual client level The Copy Schedules function does this copying a
206. Maint Group Maint Reports Compliance Codes Maintenance Select Location System Functions Exit Scheduling Exit Figure 15 1 System Function Menu You can access all of the security features by clicking on one of the following buttons on the Systems Functions menu User Maint Group Maint 15 2 To view list of current users Press the button on the System Functions menu to see a roster of users and depending on the permissions of the group to which you belong you may set change a user s password security levels etc A check in the Logged in field signified a user is currently online User List Initials Logged In ADELAERUZ AD ADMIN ALEE 78 ELIZABET 3 E JENNY 42 HC Plus Figure 15 2 List of Users Security Features 15 288 Rev 11 5 HC Plus User Manual 15 2 1 To view the security profile of an individual user 1 Click on the 4 button to the left of a user s name The screen on the left appears giving general information about the user such as his her name password You may change the information in any of the data boxes 2 When you click on the tab the screen on the right appears showing the group of which the user is a member For example DAN is a member of the SECURITY ADMIN group and is allowed access permission to all HC Plus features other members of that group are entitled 3 You may use the and the buttons to assign th
207. Manual Employee Training In Service Training Certification Class Description Class 017 Class Type Attended Drop Date Topic Time Hours Days lssued Drop Reason Cert Issued By SPEECH THERAPY 12 15 01 CERTIFICATION Mo DEMENTIA Figure 7 23 Employee Certification information Employee Training SMITH JOYCE 851152 In Service Training You may enter HRA Certificate information from the Compliance module If your 1 the Employee Training screen amp 00 000 Class Description Class Date Class Attended Drop Date i Time Hours 7 Days Cert Issued Drop Reason Cert Issued By Top IN SERVICE 5 17 04 IN SERVICE ALZHEIMER S PATIENTS 3 30 5 0 000 71 appears without showing a 509 000 certification tab This option is accessed from System Functions gt m WEEK Scheduling Defaults gt checked certification 1s entered directly through Employee Compliance Tab gt Enter Cert Compliance by entering a complete date for the in service course If it through Compliance is not set than the Certification Tab appears on the Training screen 7 5 12 Supervisory visits Administrative Evaluation The button brings up a screen to record visits of this employee that have been supervised Supervisory Visits Administrative Eval Visit Freq 1 lt Visit Date Time Type Superviso
208. ND PROCEDURES EMERGENCY DISASTER FLAN SAFETY 7 BODY MECHANICS The Location defaults to the Agency name Figure 12 4 Training Class Maintenance 12 232 Rev 11 5 HC Plus User Manual 12 3 Class Roster For users with adequate permission use this screen to register employees who will be attending a particular course defined in the class master Add employees to the class by pressing Register Employee Then select each attendee from the drop down box Class Roster STORM PREPARATIONS 4 PARTNERS OSHA IN THE WORKPLACE 3 3 04 10 30 AM 7 00 HARRY OWEN Show All Select Employee Enter Employee Number Enter Employee 55 LOPEZ ESPE 078543 950 E 4TH WALK NYC any T A 097980 1250 BROADWAY NEW YORK Cert Issue RON CHAN 062696 T 1250 BROADWAY NEW YORK RON TERE 063863 T 1250 BROADWAY NEW YORK rid Traini RONS CLA 095980 T 1250 BROADWAY NEW YORK Training RONS DOR 055169 229 EAST 89TH ST BROOKLYN M IUE RONS DOR 071867 T 4440 HILL AVE BRONX Training D RHONDA 077388 15785157 ST BROOKLYN im Training Employees Scheduled Register Employee Figure 12 5 Training Class Roster Note You may register employees for classes regardless of their current work status 1 add more employees to the class roster press the Register Employees button 2 Show all check box displays when you select Regis
209. O sskEsSST 171815535558 QUEENS NY 933999999 02222 555555 TSIOLKOVSKY MD PETER i1wi15vE 7 718 222 2222 BROOKLYN NY 222222222 New Systems Exit Figure 3 31 Doctor List e f you wish to edit a physician s information click the button next to his or her entry Click the New button at the bottom of the screen to add information for a physician new to your company s database Either action opens this screen Client Maintenance Functions 3 54 Rev 11 5 HC Plus User Manual Doctor Maintenance Doctor Maintenance P Doctor ID Z UPN ID LastName FirstName Address Addess2 Cty State Phone Fart License 7 License Type MD Figure 3 32 The Doctor Maintenance screen e Editor enter the appropriate information and press Save amp Exit Enter the newly added physician into item 24 on Form 485 as shown above Item 25 Date HHA Received Signed Enter the date that the home health care agency received the Plan of Treatment signed by the Client s physician Items 26 and 28 appear only on the printed version of the form Item 27 provides a field on the printed form where the attending physician signs in agreement with these statements e Item 26 states I certify re certify that this patient is confined to his her home and needs intermittent skilled nursing care physical therapy and or speech therapy
210. RCEDES 18 015851 1228 01 00 V 192 ND ST 54 212 781 5427 Murse 01 NEAR ST NICHOLAS WR14657U NY NY 10040 12 28 04 Figure 13 19 Nurse Visit Report Based on an Agency option setting you can have the ability to select Clients Due for ALL Assessment and Supervisory visits ALL selection will display all visit types due Assessment will Reports 13 256 Rev 11 5 HC Plus User Manual display never visited clients and clients with the last visit type S and Supervisory will display never visited clients and clients with the last visit type of A and I TU 1240 PM Nurse Visits History Report For Jul 2004 Page lof Venda 414 414 FAMILY HOME CARE Sort Order Vendor Nurse Code 7 Client Name Nurse 63 NOEL include Active Cen Only Prnt For Clients Due Date in 2004 C U ster P PERS B TBA WAM ial Cheni Name Phone PS7 Fisti Non Compillan ce Client Priority Code Murse DueDate Fre Cheni Address Code Ven History 510002 DRAGA MILDI TMp 41461 471 5004 3 40 LAWRENCE AVE A 1 1 610085 DR AGMA TMs BROOK LYM 112301171 5 10 27 7198 633 3416 A 7n aim Y1 459 S 3 7 ND P nonty Code 1 2 4 04 114103 SEEN 5n 9 05 12 0 5 8 48 13 B03 323mm 12 89 an 25 3n 3 a 208 115 2 05 air m Sn 6 05 610037 LEXAMDER TC 41464 140 LAVVRENMCE AVE 7181435 1440 B3 BROO
211. RS EMERGENCY SITUATION CLIENT DISCHARGED FROM HOSPITAL EMPLOYEE LATE DATA ENTRY ERROR FILLED OPEN SHIFT EMERGENCY SITUATION PAY ONLY EMPLOYEE LATE UNFILLED HOURS HOLIDAY SCHEDULE 14 Click on the button on the notification screen You will be returned to the calendar screen Figure 8 2 with the assigned employee s name appearing in the cell for the specific day Note You can always view those clients who are pending notification by following the procedures in section 8 7 below Find Schedules Pending Notification 8 4 1 data on Schedule Screen 8 00 8 00 12 00 total Santrax hours for each day appear in a row above the calendar cells Each 7 00 12 00 cell contains the start and end times of the recorded Santrax call along with the total 44 P hours displayed whether matching or differing from the hours that were scheduled DONGGILIO DIGNA P raised total hour indicates that either an in call or an outcall was missing yet the Me 422 0653 ME visit was verified An underlined call time indicates that a call had been applied to the day s visit using the Santrax Apply Call procedure Schedule Maintenance 8 118 Rev 11 5 HC Plus User Manual FAMILY HOMECARE 001 Coord 41421 SURIS IRINA District Santrax Eff 5 15 99 384292 BER d ng 3100 BRIGHTON 2 STREET BL m Must Cover 1 Duty Free b 25 04 BROOKLYN 718 759 4184
212. Report Run Date 02 Sep 04 ARLESTON DORO 106 02 FARRAGUT RD 718 346 0053 MUST COVER 1 Coort BROWH STEPHANIE Client ID 0017146 BROOKLYN 11236 MRH 992622 District WOS 6 25 04 Shift Time 8 Hours Employee OWN Tota Hours 33 00 Hours HIN GEEN 225 PARKSIDE AVE 718 287 6924 MUST COVER 2 Coort BROWN STEPHANIE Client ID 0011448 BROOKLYN 11226 MRH 421345 District WOS 6 25 04 Shift Time B Hours 6 Hours Employee RELL CLAU RELL CLAU Tota Hours 24 00 Hours WOS 7 2 04 07 02 Shift Time 6 Hours 6 Hours 5 5 Hours 6 Hours 6 Hours 6 Hours 6 Hours Employee RELL CL ALI RELL CL ALI LOUIS SYL VE RELL CLAU RELL CL ALI RELL CL ALI RELL CLAL Tota Hours 41 50 Hours WOS 7 9 04 07 09 Shift Time B Hours 6 Hours B Hours 6 Hours 6 Hours 6 Hours 6 Hours Employee BUDD A1 NNI BUDD WINN RELL CL ALI RELL CL ALI RELL CLAL RELL CL ALI RELL CLALI Total Hours 42 00 Hours Figure 11 3 Reconciled Visit Report 11 1 4 2 Non Reconciled Visit Report Santrax Start Time Actual Hrs Date Time Entered Loc Type ClientID Client ID Name Service Date End Time Corrected Hrs Supre Impor File Invalid User Entered Contract NS 011 Employee ARNES DIANA 01 4513 001 H3843619 0020415 0020415 8 2 04 8 30 AM 040811164214 tx 8 11 04 4 42 26 PM ALI 11 20 AM DDE JESUS Commen Unableto locate visit Dd Employee Total Hours Employee Total Corrected H ours Employee GOOD EM
213. Select the week of service by clicking on the right or left arrow buttons To view the FELELETET detail click the small button to the left of the entry 2 The New button will display the following screen fields may be edited The Description field holds the name of the referred client The client s name is required if Accepted is checked If you do not include a name the system will display an error message 3 drop down boxes for Contract Classification District Coordinator Diagnosis Referral Src source of the referral Sex and Transport are similar to those seen in previous sections Referral Tracking Description Start Date Zip Code Diagnosis 7 14 00 Contract End Date District Referral Src DOB Referral Date Client ID Classf Coord ID Sex Transport DOCTOR NO 21700 0023 4345 Acoustic CAR BROOKLYN HOSPITAL H 003 JOTHER 12713 1956 210200 HHA 8 578 Male Requested Accepted ays x Hours Total Hrs Days Hours Total Hrs j 3 00 12 00 Rejected Pending Figure 11 24 Referral Tracking Detail 4 The Status check boxes are Accepted Rejected and Pending When you click Accepted a window appears asking you to confirm that you want to add the referred client to the client file When you press Yes the client maintenance screen is displayed Enter the client s data
214. Special Codes User Action Holiday Vacation Sick Delegate NoEntry Training Carfare Personal Before __000 After 14 00 10 00 Figure 8 5 Weekly Special Codes History In the example above the allocated training hours were changed to ten from zero Schedule Maintenance 8 113 Rev 11 5 HC Plus User Manual 8 3 Toadd Special holiday vacation and sick codes including carfare units may be special allocated to each employee Training visits and personal days may also be entered codes using the special code entry procedure Holiday Ma Entry Personal Sick Training Vacation To add special codes 1 Press Vacation Sick Holiday Personal on the Schedule screen The Weekly Special Code record appears 2 Press on that screen and the form below appears 3 Select an employee and a contract service and then fill in the values for each code that is needed Weekly Special Code Entry eg D lt Employee Lontract 5 vc 443 5 Location 001 WOS 7 16 04 Enter Hours For Special Code Holiday Date Holiday 3 00 Vacation 12 00 Sick 3 00 Training 4 00 Personal 2 00 Entry 1 00 Carfare 0 00 Delegate 1 00 Misc 0 00 8 4 Assign an employee to a visit To assign an employee to a visit or to change the current employee do the following 1 Click within a non blank calendar day time cell to view current visit information
215. T 4 7 9 04 Bab Must Lover 3 Duty Free BACK WOODS NY 718 223 3245 eekiy Auth Hrs E Auth Hrs B Suthers 00 Auth Hrs Suthers 8 00 AuthHrz 8 00 Suthers 0 00 40 00 Sched Hrs 3 Sche 0 38 SchedHrs 0 38 Sche 2 s Sche D 38 Sched Hrs 0 38 Sched 0 00 Hrs 0 00 Santran 0 00 Santras Hrs Santran Hrs 0 00 Hrs 0 00 SantrasHrs 773 Sun 24 Mon 725 Tue 7 5 Wed ff Thu 7 8 Fn 773 3 00 00 9 00 3 00 A 6 00 F 9 00 Has 4M PIHA Has 4M PIHA Has 4M Has 4M PHA HAS 4M Client Info J Order Info Histo Show Codes Perm Hows Vac Sick Hol Per Figure 2 7 Client Schedule Screen prior to employee assignment FAMILY HOMECARE 001 Client Last Modified On 7 8 04 4 40 04 PM By ADMIN erie concer Duty Free Last Name First Name Initial A Client No 101886 Loc 001 Social Sec 334 55 4521 Status Active Switch To eee Order Info Personal and Demographic Info Health Care Info Schedule Address 1 12 Ww 13TH Start Date End Date Must Cover Hold Address 2 43 EAST TREMONT 204 Must Cover 3 UM BACK WOODS 10023 5641 City State zip Coordinator 41421 Team BEES Notes STATEN ISLAND 10023 Equipment Supervision 7110104 County Borough District Requirements Last Call Date 6 30 04 Frequency 2 Exclusi Birth Date 11 11 1947 Sex Se
216. TE T42640 72 52 4356 051 10 29 051 10 30 9 00 17 00 9 00 9 00 17 00 9 00 PIC RILO Figure 11 11 Auto Batch Exception Report AE Run 12 17 04 1 52 54P Vendor 587 INSTITUTE Santrax Auto Batch Summary WEEK EHDIHG 14 0 01 BATCH PS BILLED HOLIDAY TRAINING DELEGATE ENTRY 205 00597 1 330 00 0 00 0 00 0 00 0 00 0 00 02555 0 00 0 00 0 00 0 00 0 00 0 00 2 1 332 00 0 00 0 00 0 00 0 00 0 00 Figure 11 12 Auto Batch Summary AS Note Among other features the Autobatch Exception reports also display corrected hours that were entered in Santrax Visit Maintenance Two reports are accessed via the Visit Maint Report tab Import Applied Visits and Unapplied Visits Note that these reports distinguish between blank and zero hours reported The blank is interpreted as no correct hours while zero is accepted as true corrected hours of zero 4101 2127H View Maintenance Import Applied Visits Input Ede 0204041431200 2x Pope tof Procassaen On 42 Peyrol ATTSOGSEC Sext End Hows Howi Coordinato Vender 587 H C VN Cheatin 810015 10015 10015 10015 810015 669147 669147 291397 291991 291991 291397 291397 10009 OLGA LZA DA M 2404 2404 LZA DA MP oss
217. TE 187 72 STREET 1FL BROOKLYN 11204 Ho Scheduled Hours Fron 6 1 04 Phone 7s 718 558 7458 718463 1862 718 440 7740 7187284 3884 017 437 2637 718742 8742 831 318 9219 9217 582 5582 718 578 3878 347 229 8020 718 352 5552 718 881 7781 718 257 2857 347 207 1307 718248 1448 HC Plus User Manual Ic 24 Jul 04 Contract 414 FAMILY HOME CARE Last Date Last Client Worked Birth Date Hire Date 712050 71704 2881 41404 aman4 255107 22864 1504 871058 356205 LIS FRAN 5428414 12720203 3848050 ABAN 571465 53104 12 23 05 377850 IPIHGELIR rinm 43004 maD 384950 128 6 6 42704 45047 384652 325658 512304 37203 76560 1 EG ANTI 597196 TiD 4 Figure 13 4 Non working Employees Report If the Mail Merge option is selected a text file will be created in the directory specified in Merge Directory You will then be able to export the text file accordingly The Mail Merge button will only display if the Mail Merge option in System Functions gt Scheduling Defaults gt Compliance Tab is enabled 13 12 Employee Overtime Report This report documents all workers whose visit time exceeds forty hours per week Reports 13 243 Rev 11 5 HC Plus User Manual The Employee Overtime report is currently being used in Pro Health but can be accessed for all u
218. U Service 1 AB Current Case Type C Non Cluster Group 002 Effective Date 721 34 C Traditional Histo N Non Cluster C Cluster Cluster Case N Cluster Group 000 002 002 History Date 94 5 29 33 5 1 291 Discharge Press this button to remove this service for the client Enter a reason and date When a service is discharged it does not mean that the client is terminated However it indicates that the order for this service 1s ended and all the schedules on or following the day you entered into the service discharge form red signifying open are blanked out The End Date will appear in red in the service summary row located on the Client Maintenance screen Service Discharge service Discharge Discharge Reason DIED HOSPITALIZED CLIENT IN SMOTHER INSTITUTIO LONGER NEEDS EMP ALT SERVICE OTHER AUTHORIZATION EXP TEMP SUSPENSION D ate 3 z J Figure 6 3 Service Discharge screen Service Maintenance 6 76 Rev 11 5 HC Plus User Manual BUTTON FUNCTION Guarantor Use this button to enter the name of the guarantor for this service Client 0000348 ACEVEDO JENNIFER Service 0000348 ACEVEDO JENNIFER ID 0000348 ADAMS Addressl 13 24TH Address2 City Zip BALTIMORE Phone Category 32 i Lu Figure 6
219. UMMINGS JENNIFER Client Client Name Employee Employee Name M Sat Sun Mon Tue Wed Thu Fri Billed PD 747976 ACEVEDO JULIA 743985 HERNANDEZ ALIDA 5 00 5 00 5 00 5 00 20 00 WOS 7 12 02 747791 RAMONA 742787 CARABALLO R WOS 7 12 02 747791 RAMONA 743490 SUAZO IRMA C 400 4 00 WOS 112 02 747725 ALIFONSO REGINA 743545 ACOSTA LUISA A 2400 24 00 WOS 7 12 02 747725 ALIFONSO REGINA 743513 RAQUEL A 24 00 24 00 24 00 WOS 7 12 02 M M MM M M n 748067 ALMANZAR LIDIA 744172 ARMAND SARAH 5 00 5 00 WOS 7 12 02 748067 ALMANZAR LIDIA 744171 BLANCO ANDREA WOS 7 12 02 748067 ALMANZAR LIDIA 743121 RUTH D WOS 7 12 02 748297 ALMANZAR MERCEDES 743890 ROJAS YBELKA WOS 7 12 02 Figure 9 18 Verified and Unbatched Transactions Report Verification procedures 9 162 Rev 11 5 HC Plus User Manual 9 11 3 Santrax Call Exception Maintenance HC Plus is linked to your Santrax call system By clicking the button on the Verification menu you can view your call exceptions A window appears listing the calls and by using the drop down boxes on the bottom you may filter the visits according to several categories e g employee name Call exception categories include Invalid Employee ID Invalid Client Id Invalid Coordinator Unscheduled Visits Unknown Client Unknown
220. Ul Pape 3 25 Mor Santrax PS 42555 Set Onder Client Assigned Tire P Prio Day End Cail T emt O Oischg gt ATTI SOQCRREC Say fad ffs Sere Hows Houn Our 0995 45 09 300 2100 OF 1200 Chen Ng me EINGOLD ETH Cie ar 51669 21 GOW 81455 FISHER THe VAR EZ EDIT 6 60 OF 1000 18100 OF 800 1001 19 15 5 EMMAN ET EL LESLE 595 800 sin 2400 nm 21790 A RIKOS SOPH TES Bb DOLPH 900 2400 51305 GMEFSHUN 4H 10012 ROC E KER Er ann 1700 OF 800 21634 QORGUES ROS Tot ANA 131 900 110 00 910 1301 318 51651 C HELE ERGER TEA CARM 051 1330 1720 00 8154 TUCH ELSIE 10025 WIES 5 14 15 22 15 14109 21 15 TIN 17 65 M Tmo DORI 0 115 1450 1850 00 51299 ELTMAM 4LTH Er 500 1600 DF 300 816 1615 Figure 11 10 Santrax Daily Summary Exception SE Daily Functions 11 209 Rev 11 5 HC Plus User Manual Run 11 5 2001 10 41 a Vendor 58 INSTITUTE WEE KE santrax Auto Batch Exceptions SORT ORDER DATE PS 0258 CALLED HOURS OVER ASSIGHED ASSIGHED gt CLIENT CUENT START EHD HOURS 97019 JOY a MEL z ATIT SOC SEC BCH DA
221. Verbal Order 18 368 3565 Client 101886 HONI HAL Service 101885 HOMI HAL Signature on File Date Order Reason Physician 726 04 pint of Doers every other night Chivas will a Get the guy to forget his problems also be fine And have him swallow lots of cod liver pulls Taken By BERNADETTE NOEL zj On 7 12 04 At 1 24 PM his Figure 3 18 Physician Telephone Verbal Order 3 12 1 Form HCFA 485 page 1 The client s data plus information data that you filled in previously related to diagnosis and medications appears on this first page Plan of Treatment HOME HEALTH CERTIFICATION AND PLAN OF CARE Page 1 of 3 4 Medical Record 5 Provider Ma b Patient s Mame 7 Address 5 11 LOUIS Health Force Address 1 WILLIAM SBURGH ROAD Address City State Zip City St ip BROOKLYN 15151 1515 Telephone 718 403 0400 B Date of Birth 17 15 15 B 10 Medications Doses Frequency A oante C hanged ICD 3 CM 11 12 13 Diagnoses Date Type Fero Gradumet 100 0 BID PO U 500 1 Tablets g4 6h PO 355 6 Hip amp Thigh Injury Moz 1 1 00 0 081 52 5 Hip Replacement partial 1 1 00 0 200 9 Anemia iron deficiency 273 00 14 OME and Supplies 15 Safety Measures 16 Print 465 Table Maint Er zen Ten Next Last Summan
222. ac Sick Hol Per Show Codes Schedule Maintenance 8 130 Rev 11 5 HC Plus User Manual 9 00 4 4 00 F 8 00 Employee Availability Monday July 19 2004 START TIME END TIME 4 00 PM HOURS 8 00 HHA sl P A visit cancelled by an employee appears on the client s schedule as an open visit Click on the cell to assign a replacement Client ASTRO RAF CANCELLED REASON EMPLOYEE SICK m NOTES Jrework the schedule Chent Sched 8 12 Reactivate a cancelled visit When reviewing a CANCELLED day cell blue font the screen buttons on Figure 8 20 switch to a REACTIVATE format Appropriate Reactivate screens are then displayed to enable you to reinstate the cancelled visit CANCELLED History Emp Sched Monday January 14 200 EQUIPMENT PROBLEM Reactivate Visit Client is back at home ALTERNATE DAY OF SERVICE REQUESTED CHANGE IN SERVICE HOURS CLIENT ADMITTED INTO HOSPITAL CLIENT DISCHARGED FROM HOSPITAL DATA ENTRY ERROR DATA ENTRY ERROR EMERGENCY SITUATION EMERGENCY SITUATION EMPLOYEE LATE EXPIRED Figure 8 22 Reactivate Visit Screen Schedule Maintenance 8 131 Rev 11 5 HC Plus User Manual 8 13 Create a report documenting changes Use the following procedure to create a list of all changes made during a defined time period Please Select Options From Date Time Thru Date Time 1 Press the bu
223. acation Vacation 3 00 A 5 00 P 8 00 HAS 44 P P 718 853 4813 8 00P 8 00 12 00 416 P HA 416 PHA OFT 416 P Notes Client info Order Info Authorization History Exclusion History Show Codes Perm Hours vac Sick Hol Per Schedule Maintenance 8 112 Rev 11 5 the Schedule Maintenance Screen When you click the button the button is red when codes exist the window to the right appears displaying the hours or amounts relegated to each code for the week of service HC Plus User Manual Weekly Special Codes yet COSTA ENRI 826204 New py Hours For Special Codes Contract Employee Holiday Vacation Sick Delegate NoEntry Training Misc Carfare Personal Click On Line To Change gt Figure 8 3 Weekly Special Codes record A history record is created whenever changes are made to daily and weekly special codes To view the weekly special code history click on a specific record the Special Code Entry screen appears as shown below It has a History button select this button to view all changes to the special codes Weekly Special Code Entry GERARD JUNIE 414 FAMILY HOME CARE 0000414 00i ACOSTA ENRIQUE 383350 8 6 04 Figure 8 4 Weekly Special Codes Entry Weekly Special Codes History aie ARD JUN MEME 414 FAMILY HOME CARE 0000414 pg 826204 STi COSTA ENRI 383350 Date Time Hours For
224. ance 2 27 11 5 HC Plus User Manual 2 3 3 Create a service for a new client Once a new Client is saved automatically a blank service entry screen appears with certain fields such as name location status and start date filled in A service ID number 15 also assigned Client HONI HAL A Delete print cancel seven Service ID Service Description Loc Status Start Date End Date Dischrg Rsn sewe ET Contract Fiscal ID Category Live In Equi As you select in the contract name from the dropdown list the bottom part of the screen Additional Service Information is displayed Instructions related to filling out the fields of Service Maintenance screen are provided in Chapter 6 Service Maintenance Client HOMI Service Last Modified On 07 19 04 01 28 43 PM By ADMIN Service ID Service Description Loc Status Start Date End Date Dischrg Rsn 101886 HAL Active 71204 Contract Fiscal ID Category Live In Equiv Contract 414 FAMILY HOME CARE 665543 1 Additional Service Info Switch Date Linked Client Approval Type Home Attendant Auth History Duty Free 18104 Authorization TBA Cluster Maint Discharge Cluster 7110104 ORDER SPLIT Default Classif Mutual Referral Billing amp Auth 321111 Insurance Cert Date Last Care Plan 5 12 06 Electrica
225. aneous Available Objects for Selected Category Permissions For User Group Maintenance selected object Scheduling Default Settings Contract Maintenance Codes Maintenance Location Maintenance Provider Maintenance Print Archived Reports Allow Access Allow Update Allow Add Allow Delete 6 Repeat steps 4 and 5 until all the permissions are assigned to this group Security Features Available Categories Administrative Client Compliance Employee S antra Scheduling V enficatian Miscellaneous Available Categories Administrative Client Compliance Employee Scheduling Verification Miscellaneous Discrepancy Available Objects for Selected Category Pemmissions for Views Modify Orders selected object Client E mployee Schedule Maint Copy Schedules Forward Scheduling Reports Pending Report Change Log Report Client Starting Times Report Clent Employee Schedule History Report Allow Assign Employee To Contract Expiring Orders Report Verified Visit Count Report Allow Access Allow Allow Delete Available Objects for Selected Category Permissions for Santrax Call Exception selected object Visit Maintenance Export Allow Access Update Allows add Allow Delete 15 297 Rev 11 5 HC Plus User Manual Shortcut Note If after highlighting an Available Category you press
226. ant that a start up strategy 15 utilized before the first update 15 performed For a suggested start up strategy refer to your system administrator 10 2 Access the Compliance system The button on the Scheduling Main Menu Figure 1 1 brings up the following You can also access all compliance functions by using the pull down menu on the menu bar Options Main Menu Help Default Maintenance E Monday November 14 2005 Code Categories Default Maintenance Company Category Levels States Reports Districts District Locations Result Option Code Maintenance Profile Sheet Maintenance Employee Search Screen Compliance Code Maintenance Update Work Sheek Menu Figure 10 1 Compliance System Main Menu Help On Compliance Exit to Scheduling Menu Compliance 10 181 Rev 11 5 HC Plus User Manual 10 3 Default Compliance Code Maintenance The following section identifies those lists that must be set up before you can administer your compliance system Each example illustrates what sort of entries should be made to each list Pressing the corresponding button on the Compliance Menu accesses each list to which you may add new entities 10 3 1 Levels of Compliance 10 3 2 Code Categories This table keeps track of all the entities governmental and es others who require you to keep track of your employees Compliance Code Category compliance with healt
227. assification Codes Level Rating Wage 9999 0 OME MAKER 0 999 0 0 Description 333 3333 Record 4 of 4 14 7 3 Category Codes List of agencies used Category Codes Category Code Description 3 pus T zL DULT HOMES DULT MENTAL HEALTH DS ADULT INSTITUTE DS ADULT PROJECT DS INSTITUTE DS PROJECT DS PROJECT PEDIATRIC DS PROJECT INDIRECT BRLYN SSERTIVE COMMUNITY TREATMEN ERTIFED HOMECARE AGENCY HOICE NGREGATE CARE AIDS PROJECT 141 4 ll EJE E B E E Al H II yy E 5 5 System Functions 14 280 HC Plus User Manual 14 7 2 Reason Codes List of reason codes determined by Agency Reason Codes Reason Codes Code Description Action Transact 1 20 PATIENT USING PHONE Agency Regula Cancel 8200 JADJUSTED SERVICE HOLRS TIMES Agency v Regula Cancel 4 0105 JADJUSTED SERVICE TIMES HDURS Agency Regula Cancel 0106 DAY SERVICE Agency Regula Cancel ENTRY ERROR Agency Y Regula Cancel 3854 DATA ENTRY ERROR Agency Regula Cancel FOT WRONG TWO LINES Agency Reg
228. at period Prev Worked Case Restrict search to employees that have already worked the case Use Requirements Include the client s requirement parameters to narrow the search for an employee Use Availability Narrow the search by taking the employee s availability into consideration Once an attendant is terminated he she is removed from this list Preferred Only As part of availability select employees who prefer to work on those day s Use Contract Choose only from employees assigned to the client Assignment contract 7 Click on the binoculars on the top right to bring up the list of employees matching your search criteria Schedule Maintenance 8 115 Rev 11 5 HC Plus User Manual Find Employees Wednesday Januar 02 2002 9 00 AM 1 00 ELES 10034 INSTITUTE 15 Loc City Distict Clasf Hours Hired Compl pese WF EEKSAVE BRONX o pes fe NEWYORK a ess T pess wes vosk 54 VERGEL BERNAR SN 212 740 5563 Figure 8 8 List of Employees available for a client 8 The first employee in the list will be automatically selected and his her data appears at the bottom of the screen If you click on the name of another employee e g VERGEL that name will appear on the bottom Emp
229. at the same location would not appear on this report Note that for Non Santrax clients the scheduled hours appear on the Weekly Carfare Log FAMILY HOMECARE Contracts Coordinator 81472 OLE 81472 Cluster Group Chent Date Start End Hrs Employ 7025 00 83 OSL 120C RIGGS BARA JOSE JOSE Visits 2 Address Conii City 417 AMEG 417 Eligible Eligible GREEN FRED RIO MICHAEL RIC MICHAEL Visits 2 RIG MICHAEL RIG MICHAEL Visits 2 BROOKLYN BR OORL M 01472 014 814 CARE WHS 01472 014 814 CARE WHS Employed 8551000 6 26 04 8 00 enun 945 1 75 12 00 2775 SHORE 2775 SHORE Eligbl 2775 SHORE 2775 SHORE Eligble Total Eligible BROOKLYN BROOKLYN 01472 014 814 CARE AT HME WHS 81472 814 CARE WHS 8 00 6 31 p 1 50 8 16 11 50 BROOKLYN BROOKLYN 81472 814 814 CARE WHS 01472 814 514 CARE AT WHS 785818 Ermgpioyee 62504 6 01 2156 8 04 a 217 Employee 8 23 eun Reports 201 o 745 6 00 5 00 206 rng 6 00 5 00 763519 gmn 11 50 9 15 0 25 VON LEN ARM ILLO Visits 2 LEN ARM MAR Visits 2 BERS MEL JOSE Dio NALD JOSE Visits 2 69 32 156 B
230. aults Integration Type is set to Sharp then W E Pay will display The Employee Information Profile report includes excluded contract s as well as excluded client s Employee Work Schedule For Dates 6 19 04 Thru 6 25 04 ETKINS JOCE 765547 11 170 STREET PUT 1STFLOOR JAMAICA 11432 718 557 5588 917 555 3186 Cluster 125 SAT MOH WED THU WEEK ENDING 06 19 06 23 06 24 9 00 400 E 9 00 9 09 E 9 00 9 00 LP 800 9 00 am E 9 00 AM 9 00 am LP ROSA Flrosa VNIL IL ROSA WAIL ROSARIO VILI A 24 00 2400 2400 24 00 24 00 Total Daily Hours 24 00 2400 2400 24 00 24 00 ETKIHS JOCE Total Hours For Week Ending 5 2504 44400 Hours Employee Skills Descenption ENG LISH SPANISH Phone 132 718 567 8099 N11220 Figure 7 29 Employee Work Schedule Report Note Do not select Page Break Per Employee if printing more than one employee schedule Page Break option will only print ONE Employee schedule per page 7 6 1 Employee Labels You may also generate labels for employees based on criteria selected on the Employee Reports Menu screen All employee payroll checks stubs and tax info will be mailed to the address stored in the Employee Maintenance Page All non payroll matering will be mailed to the Mailing Address Note that the printing of employee labels is allowed only if security access is given to Employee Labels an
231. ays a searchable list of client or employees providing their current telephone numbers elephone Directory Employees RATES ABINADER 718 515 7793 18 555 2223 18 555 2222 ABRAM VA SARRA 718 459 9501 ABREU ADALBERTA 212 569 2564 ABREU AMERICA 718 583 4323 ABREU CAROLYN 212 662 5602 ABREU DOMINGO 718 583 4523 ABREU IRIS E 212 585 8175 ABREU CARMEN 212 740 2920 L One Open j Figure 1 2 Telephone Directories The Scheduling and Compliance system 1 19 Rev 11 5 HC Plus User Manual When you click on the Open Folder button the detail of the client or employee appears Telephone Directory Telephone Directory Employees 0 4 ACEVEDO ALTAGRACIA 212 923 5965 Employee Information ALEVEDU ALTAGRACIA w 173 5T 3 0 Mame Address HEW YORK 10033 212 323 5955 Emergency Contac Phone Employees ons The Scheduling and Compliance system 1 20 Rev 11 5 HC Plus User Manual Chapter 2 Client Maintenance This chapter will show you how to 1 Access a client record 2 Create a new client record 3 Maintain current records 2 1 Access the Client Maintenance Screen From the Main menu Figure 1 1 select the Dent Maintenance button The Find Clients Screen appears 2 2 Locate
232. cancelled visits are not copied into the second week BUTTON Feature Requirements See Client Requirements Figure 3 13 Schedule See Client Schedule Figure 8 2 Notes See Client Notes Figure 3 11 Client Info See Client Maintenance Figure 2 4 Order Info See Order Entry Figure 3 1 Adding an additional week takes effect immediately based on current system date For example if week 2 is added to pattern then the current schedule week becomes week 1 of the pattern and the following schedule week becomes week 2 Adding or deleting a week on the permanent pattern will cause the scheduler to scan all visits affected by the change and to update their Perm Temp indicators to match the new pattern gt NOTE You cannot directly access the permanent schedule of a secondary mutual client Instead proceed to the schedule of the primary client and click Perm Schedule Maintenance 8 126 Rev 11 5 HC Plus User Manual 8 8 1 Delete a permanent schedule You can delete a week from the pattern but you must delete the weeks in descending week order Click on the trash can to delete and then press 2015 Client 74759 001 Yes on the confirm window Perm T Dd Emp i um NEWYORK NY 10033 1212 781 7697 Week 2 Of 2 SAT SUN TUE WED THU FRI Li 3 00 3 Pantie 3 00 3 00 9 00 9 00 3 00 3 00 PP 3 00 3 00 HA HA HA HAS HA HAS HA HAS HA HAS DEL OIS E DES OSES D
233. cation Detail Screen with 9 150 Figure 9 5 Vacation sick days on schedule screen 9 151 9 6 Vertticallob SEereetr MUCHOS s eos 9 152 VISIUS eder i ei doo Sio roto Put 9 152 e Detal scr 9 153 yerned Chen Schedule Scree mariar AO 9 153 Feme O Santtax Duapphied a 9 156 Figure 9 11 Viewing the Telephone number Associated with Santrax 1 9 157 Figure 9 12 VerrHcadon Report ODLIOTISS o uc E ARE 9 158 Fieure 921 3 Schedule Venidicauon REDON E O 9 159 RepOEU uoo nu DM LE mL UE 9 159 Figure 9415 Discrepancy Report eie duae uae eda ter 9 160 Figure 9 16 Verified Hours Discrepancy 1 20702 0024 40000000000000000001528 0 00000 0 00 9 160 Figure 9 17 Verification Overlapping Visits Report 9 161 Figure 9 18 Verified and Unbatched Transactions 2 2 2 1 1 00000 9 162 Figure 9 19 Unapplied Calls e eee De oe e e ERE Ue nies eas a eunt E pd UE CS 9 163 Figure 9 20 Batch Listing Time Sheet Transfer Screen 9 166 Figure Batch Detar SCECCI ass eoo eua uot dore ca aves ea 9
234. ched is displayed You then have an option to select an employee from the list and return him her from history 2 Ifthe employee entered in HC Plus is different than the one that was used in the past Plus employee will be replaced by the old employee Returning an employee from history updates the HC Plus history table s status for that employee The Employee Contract assignment screen displays entries for vendors where the employee has a history and has the option of returning employee from history The employee export to Sharp will send additional information to Sharp date returned amp status code to trigger the return from history Note that this return feature must be activated on an individual Agency basis Employee Maintenance 7 89 Rev 11 5 HC Plus User Manual 7 5 Functions of the Employee Maintenance Screen The employee screen allows registering of special information about an employee through the use of the function buttons that are displayed on the right Availability side of the screen 7 5 1 Availability For a new employee this button opens the window below allowing you to define the hours and days an employee is available for assignments Enter the _Excgistons effective date of employment and any comment that you wish History Ej Employee Availability Header Notes Employee Availability nz Payrol Info Status Change Effective Date 121200 Notes will work all the time Co
235. client No modifications are permitted on this screen red asterisk to the right of the End Date indicates the order had been Requirements terminated If the client is HRA authorized the HRA hour information is Exclusions displayed at the bottom of this screen Nurse Visits You can use the dropdown box on the left side of the Order Entry screen to filter Diagnosis out orders by contract or select ALL to see every service for the client regardless of the contract to which the service belongs Medication The button returns you to the Client Maintenance screen FAMILY HOMECARE 001 Coord 59941 District 386118 RON JOSE Order Entry ALL Order ID Eff Date Clast Date End Date Qty Days WC SC Proc Cat Contract 7 5 04 2 EI 15 1719704 Dm ac ead wisi Schedule Mj Client inio Figure 3 1 Order Summary List Frequency Start Time Tot Hrs SAT SUN MON TUE WED Mailing Address HE THU Sched Thru Authorization sco sog are JACET oor oo rop rej n 2 Authorization History 0 072 60 00 NOTE Press the button to set up a new order See Chapter 5 for a full description of the procedure used to create a new order record Client Maintenance Functions 3 31 Rev 11 5 HC Plus User Manual 3 1 1 Order entry summary list field de
236. code from the drop down menu for example PPD In addition there is an option to generate a report with only specific results requested for those codes requiring results For example for the PPD code you can selectively filter only the positive results or only the negative results by choosing from a Result drop down NOTE Reports can now be pulled by employee Social Security Number If you need this feature enabled please call Client relations Compliance 10 193 Rev 11 5 HC Plus User Manual Work Sheet of Completed Codes Between 7 1 94 And 8 1 04 COMPLIANCE CODE PPD CHEST X RAY Negative SORT ORDER BY Employee Name CLASSIF ALL COORD ALL STATUS ALL ontract 414 FAMILY HOME CARE Work Sheet Date 05 06 2004 Date Date Expiration Name Emp Cif Coordinator Hired Completed Date Results Status Primary Language ECKF ORD CAR 35278 81383 ERA DAWN 81393 01 64 05 12 88 Mo Negative Rehire RIDGE 765373 Blzr7 81277 12700 441055 Negative Active QOPER NORA 756640 HHA 41492 LAND NT 03184 O35 203 Megative Active ECASTRO MARI 75584 HHA 44328 INSON MIRIAM 9 01 06 95 Negative Active OMIM SHAY RIT TEETH 41452 TONDA 05405403 0605899 Ma Negative Active UBAR 756 263 81373 81373 wwo O54 0 Negative Active RSIM A TBB2T HA 41452 TON OYA OOS pog M
237. correctly terminated Functionality will work as follows 1 Select an active employee who was previously terminated incorrectly and has a date in the Rehire Date field 2 Select Status Change and change the employee s status to the SAME active status they are currently in 3 Once selected a system generated message appears Warning Previous Status Active Do you wish to clear out the Rehire Date If yes is selected the rehire date is removed from the Employee Maintenance form If you select no then rehire date will remain on the Employee Maintenance form Note that a record is kept in HC PLUS history of any attempt to remove the rehire date NOTE You may enter special code for terminated employees without having to do a re hire transaction You may also inactivate an employee using a termination date before the date of a special code However the termination date cannot be earlier then the date of a verified visit Also when using Copy Visit Employees with a rehire status will be assigned to the permanent schedule gt NOTE Additionally if an employee s status is non rehire able as a safety factor you y ploy must first terminate that employee and then re hire them Employee Maintenance 7 102 Rev 11 5 HC Plus User Manual 7 5 9 Assign Contracts to an Employee To record the contracts the employee will be filling press the button on the Employee Maintenance screen the screen below appears NOTE If employee i
238. criteria Nota TBA or a Cluster client Not a 24 hour visit The visit has never been verified e The visit does not initially have both Santrax Calls e Has just had a manually applied start or an end call via the Santrax Unapplied Calls Screen Has just had a manually applied start or end call from Client or Employee schedules screen via the Santrax Call Exception Maintenance screen 9 9 View the phone number of a Santrax call The Visit Detail screen allows you to view the telephone number associated with certain Santrax calls If the client ID was manually entered during the call then the call is displayed within a gray box 1 Place your mouse over a shaded call time Schedule detail screen 2 Atool tip appears showing the phone number FAMILY HOMECARE 001 Coord 41461 BASKERVILLE SARAH 41461 District MRN Santrax Eff 11 2 96 ape Exp 7 31 05 Weekly Suthers 12 00 Auth Hrz 12 00 Auth Ars 12 00 Auth Hrz 12 00 Auth Hrz 12 00 AurhHrz 12 00 AurhHrz 12 00 84 00 SchedHrz 12 00 SchedHrz 12 00 SchedHrz 12 00 SchedHrz 12 00 SchedHrz 12 00 SchedHrs 12 00 SchedHrz 12 00 4 00 Santran Hrs 12 00 Santran Hrs 12 00 Hrs 11 00 Hrs 12 00 Santras Hrs 12 00 Santran Hrs 12 00 Santras Hrs 300 74 00 Sat 7217 Sun 18 Mon 2 19 Tue 720 4 Wed 7 21 _ 722 Fn 723 10 00 P 10 00 A 12 00 10 00 F 10 00 12 00 10 00 F 10 00 12 00 10 00 P 10 00 2 12 00
239. d crvepo Man aan Vac 2200 38350 COSTA ENR aao Vac 1200 COSTA ENRI vac 1200 ONGHUESR ves feaper wan Sick 12 00 Select Add Time Modify Batch Previous Hext Employee Leu All Sheet Header New Batch Page Figure 9 21 Batch Detail Screen Verification procedures 9 167 Rev 11 5 HC Plus User Manual Button Function Select By Employee Pressing this button brings up the Find Employees screen Select an employee and the Batch listing will display the selected employee s timesheets Client Click and the Find Clients screen appears Select a client and his her records are displayed if they are in the batch All Click and all records redisplayed Add Time Sheet See section 9 11 5 4 Modify Batch Header For the Batch to be sent to payroll the Batch total line data of Time Sheets and the amount Billed must be the same as Actual total line data However the Batch total line may or may not agree with the Actual total line as shown in the example below 15 Billed 14 383 00 Actua 15 211 00 This may happen after batching because a manually verified employee record s was automatically added to the batch and this activity 1s not reflected on the Batch total line Alternatively an employee s record s was subseq
240. d Employee Compliance Wing Larrasrarm Janie Par 55 Coney Island Avenue 130 109 Ave Brooken 11223 Ozone Park 11419 Figure 7 30 Employee Labels There are additional employee reports that can be accessed via the Reports menu They are the Employee Overtime hours report the Employee Hours Worked report and the Employee Unavailability report See sections 13 12 13 29 and 13 30 Employee Maintenance 7 108 Rev 11 5 HC Plus User Manual Chapter 8 Schedule Maintenance After entering work orders for a client you can fill your open orders by scheduling an employee to service the client 8 1 Schedule Maintenance functions When the Schedule Maintenance button is clicked in the HC Plus Main Menu Figure 1 1 the screen below is displayed Employee Schedule Find Open Orders Reports Copy Schedules Pending Notification Exit Main Henu Figure 8 1 Schedule Maintenance Menu 8 2 View a Client s Schedule Clicking eed first brings up the find client screen After selecting a specific client to view his her schedule screen appears gt NOTE If a calendar cell is blank you may have to create a new work order for that time period FAMILY HOMECARE 001 Coord District Santrax Eff 6 5 04 101877 TERSON ALEX G d 1210120 Weekly 11 00 Auth Hrs 11 040 AuthHrz 11 00 Auth Hrz 11 040 Auth Hrs 11 00 Auth Hrs 77 00 1
241. d identifies these visits You can click on an unscheduled visit cell and create and verify the visit from this entry In assigning an employee for an unscheduled Santrax call the system validates the active status of the employee in the contract for which the assignment is being made Note 2 Holiday hours date is in red alongside an H are updated automatically when permanently removing and or assigning an employee to a visit that occurs on a holiday You will be prompted to confirm any update of holiday hours Note 3 If there are several visit schedules on any day you may have to use the scroll bar at the right to view those visits Note 4 Schedule screens display corrected hours entered via Santrax Visit Maintenance Corrected hours if present appear on the Schedule Detail screen next to Santrax actual hours and display with a yellow background The weekly and daily verification screens use corrected hours as the default when a visit is manually verified Schedule Maintenance 8 119 Rev 11 5 HC Plus User Manual 8 4 2 Copy a schedule to other days of the week The following procedure allows you to copy a day s schedule for other days of the week This is often useful when a schedule needs to be moved forward a day or so 1 3 4 On the client calendar screen click on an individual cell The Figure 8 20 View Modify Day s Schedule Data appears Click the button at the bottom of that screen A copy parameter area appea
242. d date of 9 1 05 you can enter another order with an effective date of 7 15 05 The new order will be assigned an end date of 9 1 05 This in turn will change the original order s end date to 7 15 05 1 Click on on the Order Entry screen 2 Note If no end date appears on the order you will get a prompt Do you want to terminate existing order Click on NO Enter all information needed for the new order then press hs If there is a specific end date red dot is displayed to the right of End Date then a new order will be will adjusted accordingly as shown in the message below Enter View Client Orders 5 69 Rev 11 5 HC Plus User Manual FAMILY HOMECARE 001 Coord District m Order Entry Bap Fea d Order ID Date Clasf Frequency Start Time Tot Hrs SAT SUN ES TUE WED THU FRI Sched Thru Date End Date Days wC SC Proc Visits Cat Contrac Authorization 015 IWR 7 00 AM 2000 aod 7730 04 sus FT xp expe epreew a vu 1443 FACS AAR Order Entry Add Order Ent Loc Duty Free Microsoft Access DIFTA TRY Effective Date 7 15 04 Will Create New Historical Order Effective 7 15 04 End Date 9 1 05 F Order ID 16118 Effective 7 14 04 will be ended as of 7 15 04 Classf HHA Sched
243. der authorizes 20 hours of service for this client extending over five days during the week 5 2 1 Authorized Hours History Screen Once orders are set up this window see below displays the hours authorized for this client You may also access the Authorization History screen from the Order Service Maintenance or Client Schedule screens The Authorized Hours History screen contains a button from which you can create a new authorization You can add a new authorization as long as its effective date is not greater than the current authorization that is part of an ongoing order Authorized Hours History Location New ng 746836 AGUILAR RAMON Banked Hrs 105 PA Expiration Date 6730202 Billable Aladin zed Ae ars Effective Date Contract over 12 Hrs Days Sat Wed Thu Fri CARE No Order Click To Modify Figure 5 3 Authorized Hours History Screen Enter View Client Orders 5 67 Rev 11 5 HC Plus User Manual 5 2 2 Changing Authorized Hours Sometimes the Authorized Hours History Screen contains authorizations not related to an order A red starred row signifies such an authorization When you click on a red starred row the Authorized Update Hours screen appears Enter your changes and press the button to save Authorized Hours Update aio 001 ARE io 246836 746836 AGUILAR RAMON INSTITUTE HOME CARE 585 Billable over
244. e s skills These may include such specialties as languages spoken by the employee his her ability to work around various types of pets and the ability to perform tasks that involve lifting Pressing the button on the Client Maintenance Screen Figure 2 4 displays the Client Requirements screen below Note The selections in the drop down boxes must be defined in the Skill Codes table See section 14 7 13 Client Requirements BITE EOD SS SILK LOUIS 0001288 mites 0001288 SILK LOUIS J CAR Description i ITALIAN SPEAKING Figure 3 13 Client Requirements Screen FIELD Description Description This column lists other client requirements that have already been defined Rating Assigns a level of importance to the requirement A low numerical rating indicates a low level of importance This rating will be matched with employee skills The checkbox indicates that the client should be matched with an employee who has the skills to fulfill the requirement Client Maintenance Functions 3 42 Rev 11 5 HC Plus User Manual 3 8 Exclude an employee from working with a client Using helps you document information regarding specific employees with whom the client refuses to work The Client Exclusion screen displays two tabs Excluded from Client which lists all employees excluded from working for the client and Excluded from Contract which will list all employees excluded from working for th
245. e A red P E R S label appears on the following screens Client Maintenance Client Schedule Schedule Detail Schedule Detail Verify Order Entry and Detail Order Entry Do not resuscitate order Click this checkbox to indicate that a Do Not Resuscitate order is on file Date Ordered DNR Enter the date that the DNR order was filed 3 14 Client Mailing Address When the client uses a mailing address that differs from his residence use the Mailing Address button to record that information STOP Location 1001 Client 101686 HONI HAL A Address Line 1453 SALAD DRIVE Address Line in care of 122 City BROOKHAVEN State Nv gt Zip 23334 4456 Boro Client Maintenance Functions 3 57 Rev 11 5 HC Plus User Manual Chapter 4 Client Reports Press the button on the Main menu Figure 1 1 The Reports Menu appears Press the button The screen below appears Using the template you can create various client reports including those relating to client profiles schedules and activities You may also use this screen to print client mailing labels Client Reports PLEASE SELECT Type Activity Report 7 Client List Labels Schedules Chent Info Profile REPORT ON INCLUDE Employee SSH Client Emergency Contacts Teams Coordinator Notes Open Only Team Page Break For Requirements D
246. e amp Application of Piothesis S Care of PT w Cast CMSTs Affected Extremity Encourage use of assistive device Specify Neurological stats Nearonuscular skeletal statis Figure 11 29 Blank 485 worksheet Daily Functions 11 222 Rev 11 5 HC Plus User Manual 11 11 2 Diagnoses Code Maintenance HC Plus allows you to view your current diagnosis codes and to update them when necessary in conjunction with ICD9 standards by clicking on in Figure 11 26 Diagnosis Code Maintenance Diagnosis Code Maintenance ao Code Description rT Abdominal amp artic Aneurysm 225 1 Acoustic neuroma 30022 Agoraphobia 0429 AIDS general Alcoholic Neuropathy 3039 20 Alcoholism 331 0 Alzheimer s Disease 9973 Amputation Amputation BKA Amputation 08412 Amputation transmetatarsal oes Amputee bilateral 335 2 Amyotrophic Lateral Sclerosis fens Anemia deficiency unspecified ps3 Anemia iran deficiency Search ICD3 Add Sort Eno Anemia pernicious Figure 11 30 Diagnosis Code Maintenance Table 1 Clicking the button brings up a screen in which you may enter a new code and description The button will sort the information above in ICD9 code order 2 Clicking the Search ICD9 button displays the ICD9 Diagnostic Code Master shown below In the example the E button was pressed to di
247. e 9 151 9 3 2 Venfication Oates ala Dc eodd 9 151 9 4 VERIFYING VISITS VIA THE CLIENT SCHEDULE 2 0 000 9 152 9 5 VERIFYING VISITS VIA THE EMPLOYEE SCHEDULE SCREEN 442 4 9 153 9 6 CHANGE SCHEDULED HOURS AFTER VERIFICATION 2 22 0 00000 9 154 9 7 SANTRAX VISIT VERIFICA ION 9 155 9 8 APPLYING UNKNOWN CALLS TO A VISIT AND 9 156 9 9 VIEW THE PHONE NUMBER OF SANTRAX CALL 9 157 910 THE VERIFICATION REPORT 9 157 VERIFIED DISCREPANCIES REPORT 9 160 9 11 1 Verification Overlapping Visits 9 161 9 11 2 Verified and Unbatched Transactions 9 162 GIT Santrax Call 9 163 Apply missing Calls s e 9 164 9 11 5 Manual Batch Listing for Time Sheet Transfers to Payroll eese 9 165 9 11 5 1 Aransterzall AUC ING 9 168 9 11532 Batching Daily Special Code Recorder oat de aite a E 9 168 9 11 5 3 View a Lime sheet s Details 9 169 9 11 5 4 Adda Fme sheet tod B We
248. e Active Figure 10 23 Work Sheet of Completed Codes 10 4 2 3 Daily and End of Month Compliance Update When you click the Update and EOM button the following screen appears allowing you to Update Employee Compliance files Generate a work sheet Generate Employee Letters and Labels or Capture End of Month History 1 Click on the appropriate checkboxes for DAILY and or END OF MONTH and then press Proceed Daily Update And EOM Processing Select Options and Click Proceed Update Employee Compliance Files 11 14 05 Generate Work Sheet 7 Generate Employee Letters 7 Print Employee Labels 7 Proceed Figure 10 24 Daily Update and EOM Compliance Processing Compliance 10 194 Rev 11 5 When you click on the Employee Letters checkbox a button appears Press on it to select options for generating and sorting the letters You can also select specific employees by pressing the Select Employees button A list appears from which you can choose the employees to whom you want letters sent The Set button allows you to design the letter content Print Employee Labels Compliance Letters and Labels For AM Currently Non Compliant Employees Employee Name Employee Number Coord 7 Employee Expiration Date Employee Name Set Up Continue I All Non Compliant Employees as per Work Sheet All Employees with Scheduled App
249. e E 10 199 Figure 10 34 Compliance Code Print 10 200 Figure 10 35 Generic Compliance Codes w Levels 10 200 Eiseure I0 36 C omphauce Results OpUorns uo bee ER LE n ee De Ee es I cda 10 201 Figure 10 57 10 201 Figure 11 1 Daily ue RE SUE eR A teen ee E 11 202 Figure 11 2 Santrax Non Reconciled Transactions 11 203 Pieure T1125 Reconciled Visit REDON 11 205 Figure 11 4 Non Reconcied Visit ii ee Eo eoe ves 11 205 Figure 11 5 Invalid Non Reconciled Visit Report 11 206 Figure 1 6 Prmt Sayed Repos oo 11 208 Figure 11 7 Santrax Daily Call Exception Reports 0 11 208 Figure 11 8 Santrax Daily Management Report 11 209 Daily Call Sumindty Nep o 11 209 Figure 11 10 Santrax Daily Summary Exception 5 20000000 0 000000000000000 11 209 Figure 11 11 Auto Batch Exception Report dba S 11 210 Auto Batch Sunma CANS hallan sud
250. e Notes Employee Notes New Sort 084228 ABREU Employee Note Date 75 BARUCH DR 4B Note Type NEW YORK NY 10002 212 529 5207 CECCI noore NENNEN Show up on time and in regulation dress 1 16 01 2 38 49 ADMIN Keep the faith 1 16 01 2 38 34 P DMIN Figure 7 11 Employee Notes Summary screen Below the address field is the drop down box Note Type You can use it to select the type of note to be Hote Type BILLING COUNSELING FAY ONLY PERFORMANCE REFERENCE UNEMPLOYMENT WORKERS COMP Figure 7 12 Note Types The three asterisk button to the left of the list of entries brings up a particular note to view edit For an existing note use the rH button to append a message to the current note The button displays the old note with the addition and includes a date stamp indicating who made the change to the note The button brings up a blank note screen whose Note Type field and text areas are ready to be filled in Notes Detail Emplovee Notes Entered Date 10 27 01 10 23 22 zl eh Modified Date 10 23 22 Note Type SHARP EMPLOYEE NOTE NOTES NEW PHONE ES Notes Append Hotes Add an extra line o Figure 7 13 Employee Notes screen with append feature Clicking the amp button at the top of the screen will print a notes report that looks similar to what is shown on the screen Employee Maintenance 7 96 Rev 11 5 HC Plus User Man
251. e active contract From the Exclusion screen you are able to add delete and modify client exclusions When is selected you will be presented with a look up screen which will accept alpha or numeric entries You also may document exclusion levels and exclusion reasons The available exclusion levels are Warn and Prevent with new entries defaulting to Prevent If the exclusion level is set to Warn you will be warned before assignments can be made with the option of allowing the assignment left open The Excluded from Contract tab is informational only and cannot be modified Excluded Employees and Contracts 101006 HOMI HAL Excluded From Client Excluded From Contract Excluded Employees Exclusion Detail Employee Emolovee Exclusion level Exclusion Reason Modify Save camel Delete Figure 3 14 Blank Employee Exclusions screen 1 Press New to bring up an employee selection window Enter the first few digits of the employee number or the first characters of a name and press the Exit button A list of employees matching your criteria appears dd Excluded Employee Name Emp it Addresz P 2 ABABSAM IRA 752755 1003 HANCOCK ST BRLYN 7 amp GAGEVA NOR 00TOFLARAVEArT parn EABAIXSHAME 58 Client
252. e displayed If your agency has only a single vendor then no selection is required 2 Pressing the All Batches button redisplays all the time sheet transfer batches Press the Completed button to view batches that have not been transferred to payroll Verification procedures 9 165 Rev 11 5 Out HC Plus User Manual Pressing the or the Category button filters those batches belonging to a specific contract or defined category of Bal Batch User Yend Contract 0000414 Batch Listing WE Date MULTI Created 7729704 TS Transfer Date 8 5 04 Payroll Batchit Status Transferred Batch Listing Time Sheet Transfer Received Date x 005 414 0000414 HAS MULTI 83 2 04 2 x 007 ADMIN 414 0000414 HAS MULTI 872704 1 008 414 0000414 HAS 7 30 04 872704 1 8 2 04 Transferred 11 ADMIN 414 0000414 HAS 7 30 04 826704 1 x O14 414 0000414 HAS MULTI 8 10 04 1 01 MBO 414 0000414 7 2 04 ff 04 4 7 7704 Completed 38 7 7704 013 MBO 414 0000414 MULTI ff 04 3 7 7704 Completed 39 7 7704 024 TTX 414 0000414 HAS 876204 98 11 04 5 8230704 Transferred 025 414 0000414 HAS 876204 9211704 4 8231704 Transferred 026 414 0000414 HAS 4 6 04 8711704 16 027 414 0000414 HAS 876204 8711704 1 8731704 Transferred 028 414 0000414 HAS 876204 9211704 5 8231704 Transferred 029 414 0000414 HAS 876204 8 11 0
253. e for that employee appears FAMILY HOMECARE 001 Coord District 765882 ABUL LYN 1355 NEW YORK AVE BROOKLYN 11203 718 462 3233 7 16 04 Weekly SchedHrs 9 00 SchedHrs 2 00 SchedHrz 9 00 SchedHrz 9 00 SchedHrs 9 00 SchedHrz 1 00 SchedHrz 595 00 54 00 Hrz 0 00 Santras Ars 000 Hrs 0 00 SantrazHrs 0 00 Ars 0 00 0 00 0 00 0 00 Sat 7 10 Sun 711 2212 Tue 7713 Wed 7214 Thu 715 7716 3 00 amp 4 00 7 00 00 10 00 2 00 3 00 4 00F ron 3 00 4 00 7 00 9 00 4 7 00 3 00 400 7 00 3 005 400F 7 00 555 44 PYHAS 555 PHAS 555 PYHAS 555 555 555 AGOM LIMA P LIMA P 260M LIMA AGOM LIMA P 2G0M LIMA P LIMA amp GONM LIMA a00 F 10 00 F 2 00 8 00 F 1000F 2 00 2 00 F 10 00 F 2 00 8 00 10 00 P 2 00 200 F 10 00 P 2 00 HAS 414 HAS 414 44 44 E HAS 414 AGON LIMA AGOM LINA P AGON UNA P AGON LINA AGON LIMA Avail Pref Avail Vac Sick Hol Per Show Codes Figure 8 25 Employee Schedule The Employee Schedule Screen displays the current week s schedule This includes any permanent or temporary clients that have been scheduled for the employee Also shown is employee availability and unavailability
254. e form 485 is printed any text that doesn t fit in the original field will appear in an addendum to the printed form Note this field also accommodates free text However if you wish to enter selections from the dialog box and free text enter selections from the dialog box first If you enter free text into the field and then use the dialog box the selection s will replace your free text Item 15 Safety Measures Click this button to record any special precautions that must be observed by the Employee This item operates in the same manner as 14 Client Maintenance Functions 3 50 Rev 11 5 HC Plus User Manual Safety Observe Hourly Restrict ovement Click on items to select or deselect them then press Figure 3 23 The Select Safety Measures dialog box Item 16 Nutritional Requirements Click this button to record details regarding the Client s dietary needs Be careful here because some of the selections may contradict each other Otherwise this item works in the same way as seen in 14 and 15 Nutritional Requirements Bland Calorie Restricted Click on items to select Diabetic or deselect them then Low Salt press Figure 3 24 The Nutritional Requirements dialog box Item 17 Allergies Multiple entries are permissible so be careful not to select No Known Allergies along with other entries from the list
255. e order Select a Procedure Code Information from the drop down list To have a procedure code show up in the list you need to set up a provider assign the procedure codes to the provider and then associate the service with the provider Enter Work Code Information from the drop down list These include HH Home Health maintenance HIV care for clients with AIDS symptoms and HK House Keeping assistance for partially or totally disabled clients Enter a Shift code if needed Enter the name of the person who authorized the order The Start and End times and the total Hours for that particular day will be filled in automatically from information added previously in the days and Tot Hours fields You may override this information Any or all day of the week boxes may be checked depending on what is needed for the order For example 27 3 indicates that 27 hours are scheduled over three days Type in instructions related to the order Pre formatted Orders for Discipline are also displayed here if the button 15 selected 5 2 Order Entry Buttons Features BUTTON Instructions Perm Schedule Description Click this button to select pre formatted instructions from the Orders for Discipline screen When you highlight an instruction an x appears to its left That instruction when you press OK will appear at the bottom of the Order screen Orders for Discipline Administer B12 Injection Administer Care of Traecheosto
256. e report menu form V GREEN Note Types ZEN NI m p 83090980 Print Notes On Client Code Description Schedule Report 23455 ISCH LIENT DISCHARGE OUNSELING UTY FREE SUPPRESS UTY POST VAL TO CLIENT ERFORMANCE EACTIVATE VISIT CHED CHEDULE CHANGE HPCLT HARP CLIENT NOTE Record 14 4 1 gt of 16 FSUPP NTEI EACT 23455 cance psc coun prsure canter Perr REACT D c l lt lt lt I lt 1 lt T I lt 1 lt I 14 8 7 Coordinator Maintenance 14 8 8 Cluster Groups Use this screen to view set up codes for your cluster groups Enter these codes into the Group field on Coordinators the Cluster Maintenance screen Coordinator 8 Cluster Care Groups View Cluster Group First Location Group Name Grouping Code 0 Middle Initial Last oor Team oor 000000000 Banking Effective us zi Record 4 1 r pF 17 System Functions 14 286 Rev 11 5 HC Plus User Manual 14 8 9 Race Codes 8 Tax codes Codes fret 5 New Als New Code Code Code Description Description American Indian Alaska Native Asian or Pacific Islander Black not Hispanic D Information Not available w YOR ONKERS PAY EW
257. e to complete the work if necessary 10 00 6 00 P 7 00 6 00 HHA LTC HHA LTC T ACE WEDO 8 19 Schedule Reports To generate a series of reports detailing your current schedules Press the button on the Main Menu Figure 1 1 The Reports Menu appears Choose the Clients Reports button to display an array of options from which you can generate various schedule reports from the client s point of view See Figure 4 1 Alternatively press the Employee Reports button for a menu to produce schedule reports from the employee s perspective FAMILY HOMECARE Employee Work Schedule For Dates 7 3 04 Thru 7 9 04 CEBALLAS MARI 7 5 OLLEGE EDISON NJ 08817 132 248 1234 Cluster SAT MON WED 07 03 gooam 2 00 30 2 00 9 00 200 00 2o 3 00 2 00 aoo aM 200 200PmIP TERSON ALEXG pl TERSON plrERsoN aExG p TERsON uExG TERSON TERSON ALEX G 5 00 5 00 5 00 5 00 5 00 5 00 5 00 200PM 5 00 20 5 00 3 00 600 2 00 500 00 500 200 500 200 500 TERSON TERSON P TERSON ALEXG P TERSON G TERSON ALEXG TERSON ALEXG TERSON ALEX G 3 00 3 00 3 00 55 3 00 3 00 3 00 3 00 Total Daily Hours 8 00 8 00 8 00 8 00
258. e to EE os so 11 202 11 1 1 Import and Process Visit Maintenance data eese eene nnns 11 203 11 1 2 View accept non reconciled visits eet ode bee tap eeu va 11 203 ld 11 204 INR METRI HITS EDI MC ENEE 11 204 11 1 4 1 Reconciled Visit Posts noo dics One 11 205 11 1 4 2 NonsReconeiledoVISIt vena de 11 205 11 1 4 3 Invalid Non Recoticiled Visit 11 206 11 22 PRINT SANTRAX REPORTS uA ord 11 207 dee QU adde tvm qM E ian ates 11 207 11 25 CALE 11 211 IA FIND OPEN ORDER 11 212 159 VIEW CLIENTS PLAN OF TREATMENT 11 212 11 6 FIND UNAPPROVED SPECIAL CODES 11 213 lido FRACK DOCTOR SORDERS orint 11 214 272 Creal ANCWQOCION S O10 EA CNE 11 215 LEIS Doctor S ae 11 215 LE MSSE OF DCTS anu usua S 11 215 ELLE ILC mE 11 216 LS REFERRAL TRACKING ie EE E E SE E 11 216 LLS CIENT 7SER VICE INTERFACE N E E ENET 11
259. ealth Santrex Contract Description 617 CARE 5 0000811 Use Santrax v Santrax Acct 939 VNS Vendor Start Time Dev End Time 30 Tot Time Dew 30 Ignore Time Match Visit By Hrs Ong Schd Times Use Corrected Hrs 7 Contract Import T metras Banking Schedule created from VN57 Last Auto Batch 7 19 04 18 11 Batch 7 26 04 Last Maint Import 7 13 04 4 35 58 PM Last Viet Status Comoleted Viets Processed 572 Visits Bypassed 15 Figure 14 11 Contract Santrax options FIELD Description Use Santrax Check to indicate that Santrax will be used for this contract Santrax Acct Enter your Santrax account number VNS Vendor Include the VNS vendor if any Start time Dev Enter the allowed deviation e g lateness for an employee s start time End Time Dev Enter the allowed deviation e g leaving early for the end time Tot Time Dev Enter the total time deviation allowed for an attendant Ignore Time Ignore the number of scheduled hours when trying to reconcile visits Match Visit By Hours Flag visits whose hours do not match the number scheduled Orig Sched Times All visits not adhering to the original scheduled start end times will be non reconciled Use Corrected Hrs Allow the user to enter and correct hours on the Santrax visit maintenance screen Co
260. ed Thu Fri Billed PD 74749 DANIEL ALTAGRACIA 743557 MESES oLGAC 24 0 240 1n p p Tr DANIEL ALTAGRACIA 74554 NUNEZ FORD 748075 FEBLES VICTORIA 743275 TFT qm gp gp Jg 1 Sick Select By Employee Client All Show Non Santrax Previous Clients Page Page Figure 9 26 Unbatched Timeslips You may toggle between Non Santrax clients and Santrax clients by pressing the button on the bottom right When you click on a record line the available timesheet detail screen appears Available Time Sheet Detail Available Time Sheet Detail Sime 0000585 INSTITUTE HOME CARE 157734 6 28 02 743537 5 5 OLGA INIM 747497 DANIEL ALTAGRACIA Billed Yacation Sick Holiday Training Delegate Over 40 Call Per Diem Tota 480056 Verified Special Day Visit Date Start Sick Hol Deleg NoEnt 0 40 Cafare Previous Next Page Page Verification procedures 9 175 Rev 11 5 HC Plus User Manual 9 11 10 On Demand Timesheets To print timesheets click on the Print Timesheets button on the Daily Functions Menu Figure 11 1 The screen below appears giving four different options for timesheet printing a All active services by format b Active services limited by either client employee coordinator or cluster group c Ti
261. ed hours and the client s cluster history Cluster Maint fsuarantor Billing amp Insurance Link History BUTTON FUNCTION Authorization Displays the authorized hours as per the order requirements History Authorized Hours History E00 nikin 383892 7719 383892 SMITH MARY Acc Banked Hrs PA Expiration Date Authorized Hours Emp Billable His Effective Date Contract Service ID Clsf over 12 Day SAT SUN MON TUE WEDTHU FRI pes JL 3 reee Jase Clee HOME cane JL 5E 4 4 4 4 41 Order Click To Modify When the hours are not part of a current order red starred rows you can modify the hours by clicking on the row then updating the hours However when the hours are associated with an order you must use the Order Entry screen to change the hours Authorized Hours Update fn Location 1001 eee 383892 7713383892 SMITH MARY 414 FAMILY HOME CARE 414 Billable over Aithornzed Hours Effective Date 12 hours Hrs Days SAT SUN TUE WED THU zvs Service Maintenance 6 75 Rev 11 5 HC Plus User Manual BUTTON FUNCTION Cluster Use this button to create and maintain a cluster situation See section 6 5 for Maintenance details Cluster Maintenance Cluster Maint Location nag Client AB E
262. ee Emergency Info Enter the person to contact in case of an emergency along with the appropriate telephone number Birth Date Enter the employee s date of birth Enter a 4 digit year Sex Enter the employee s gender Employee Maintenance 7 87 Rev 11 5 Field Race Maiden Name WORK RELATED INFORMATION Hire Date Term Date ReHire Date First day worked Last raise date Classf Supervisor Coordinator Team Transpt District Pickup HC Plus User Manual Description For Race categories use the dropdown Enter the employee s maiden name if appropriate Enter the date the employee 1 to be hired cannot be more than 30 days HC Plus does not create an active entry in the Sharp History when an employee or client is added Date employee was terminated This is a protected field See section 7 5 8 If the employee has been inactive or terminated and re hired the ReHire date appears this protected field This date is automatically populated with the first verified workday in the employee s first payroll This indicator will remain until manually removed Enter the date when the employee was last given an increase in salary Classification is a drop down used to categorize your employees Employee types include HHA Home Health Aide HM Home Maker and PCA Personal Care Assistant Check this field when the employee is a supervisor The drop down box shows the names of Coordinators wh
263. eekly AuthHrs 6 00 AuthHrs 6 00 AuthHrs 6 00 AuthHrs 6 00 Auth Hrs 6 00 AuthHrs 6 00 Auth Hrz 42 00 SehedHrs 12 00 SchedHrs 10 00 SchedHrs 6 00 SchedHrs SchedHrs 6 00 SchedHrs 6 00 SchedHrs 52 00 Santras Hrs 6 00 Santran Hrs 5 00 Santras Hrs 6 00 Santran Hrs 6 00 Santras Hrs 0 00 Santran Hrs 6 00 Santran Hrs 000 25 00 Sat 11 3 Sun 11 4 11 3 Tue 11 6 Wed 11 7 Thu 11 6 Fn 1129 9 00 3 00 6 00 a004 2 00 5 00 300A 200P 6 00 3 00 Eno 9 00 amp 3 00 6 00 9 0 3 00 8 00 8 55 6 00 3 034 201P 5 00 3 00 6 00 2554 3 00 6 00 3 00 3 03 3 01F 6 00 HA HAS 585 PHA HAS 585 HAS 585 PIHA HAS 585 HAS 585 PIHA HAS 585 P ABIN DER DER 212 740 0185 212 740 0185 212 828 1552 212 828 1552 212 328 1552 212 928 1552 212 828 1552 Figure 9 9 Verified Client Schedule Screen 9 5 Verifying Visits via the Employee Schedule Screen On the Employee Schedule screen do the following Employee Schedule 700291 AMD EDIT 131 30TH ST LAUREL NY 11413 718 341 4 341 SchedHrs SohedHrs 7 00 SchedHrs 0 00 SchedHrs 0 00 SchedHrs 0 00 SchedHrs 0 00 SchedHrs 4 00 18 00 Santras Hrs 0 00 Santran Hrs 0 00 Hrs 0 00 Santras Hrs 0 00 Santra Hrs 0 00 SantrasHrs 0 00 Santras Hrs 0 00 0 00 Sat 3 3 Sun 3 4 Mon 3 5 Tue 3 6 Wed 3 7 Thu 3
264. ees however are excluded from the worksheet Compliance System Update Work Sheet Menu Thursday July 2002 Work Sheet F t View Work Print ork 98 3702 Sheet Sheet Update Employee Inservice 7 4 2 And Status WorkSheet Auto Forecast Figure 10 19 Update Worksheet Menu Compliance 10 191 Rev 11 5 HC Plus User Manual You may also access all the worksheet update functions using the menu Options Worksheet Update Menu Work Sheets d Forecast Create Work Sheet Update and view Work Sheet Employee Status Sheet Work Sheet Print Options 10 4 2 1 Forecasting employees compliance 1 When you press the button on the above screen a window appears providing options for choosing a forecast date Choose one option than press Create Work Sheet Create Work Sheet Forecast Date 7 18 00 Employee Compliance Status Non Compliant Only Compliance Work Sheet Created 11 14 05 Work Sheet Date 11 15 05 Search Name Category M Status C Today 30 Days C Today 60 Days Code M Location C Today 90 Days Contract E Coord Manual Date t Care heet Exit Last Date of Emp No Employee Name Type Compliance Wk End Compliant Status Coord 9266 17103 e 11 YOU
265. ejection of the link 1s shown on the screen as shown below In such a case press the stop icon correct the problem and proceed to link Client HARRY HORSE Link Client ZAPATA AMADA as Secondary Mutual Primary Mutual C Cluster LinkHistory PRIMARY CLIENT DOES HAVE ACTIVE HRA SERVICE Figure 6 6 Link screen w reason for no link After linking the Link button on the Service Screen toggles to Unlink allowing you to break the mutual connection between the clients The Link History button on the Service screen brings up a screen documenting all the changes made a client s mutual situation NOTES 1 If the primary client is put on Hold or Discharged the schedule automatically changes to MS MS signifies Mutual Secondary and an order is automatically created for the secondary client 2 If the primary client is returned from discharge the schedule reverts back to MB for Mutual Both and the schedule is reinstated and a new order is created The same process occurs if a secondary client is discharged and returned from discharge 3 When the Primary Client is discharged or put on hold the Weekly special code record Vac Sick Hol Per is moved to the Secondary client 4 Also note that a change in mutual status is a criterion for a new timeslip The Manual Batch process will place schedules with changes in mutual status in separate timeslips 6 4 Order Entry Changes for Mu
266. en to view a 485 Work Sheet showing the categories and sub categories Use the Print option on the menu to print a blank form Scheduling amp Compliance Rpt485WorkSheet Report options Print 485 Worksheet SN Frequency HHA Frequency Assess observe teach amp evaluate Patient C aregrver OtherS pecify 45 Perform HEP sb by therapist 46 Perform Pesona Care Cardiovascular Pulmonary Adnuster Care of Trsecheostonyy Cardiovascular Status Care of Traecheostonty Chest Physiotherapy Chest Physiotherapy 5 pecific 5 peaify Inhalation Therapy Nebulizer peafy Med amp Frequerey 5 pecify O2 Safty ON OV tla PWN d l0 RespiatoryStatus ll S sx of respiatory infection 12 Suctorng Procedure Endocrine 2213 2214 _ 15 2 16 17 2218 Blood Glucose monitoring Blood Glucose monitoring with Diabetic C are Endocrine Status Injection of insulin site rotation Prep Administer insulin 02 5 pecify Flow Rate method amp fiequency peafy 47 Prepare reals Remind to Take Medication Skin Car Specify Integumentary 51 52 53 54 55 56 Decubitis Care Stage I amp II Specify Decubitis Care Stage amp IV Specify Decubitis Prevention Measures Open Wound Care Diessing Specify Shin 5 tatus Integnity Wound Car Specify Neumvascula Muscular S keletal 57 58 59 __ 60 __ 61 62 Car
267. end Open dA ounce yes nee odit 8 122 8 123 E1eure 5 Io Copy 8 123 Picure Pendine NOLUTPIOAUOTI er PE pudo Cu des 8 124 Schedules pendme TIOLtEE OE TOU cea p dns Cx des 8 125 The Scheduling and Compliance system 1 10 Rev 11 5 HC Plus User Manual Figure Permanent Schedules 8 126 Figure 8 20 View Modify Day s Schedule 8 127 Fisure 5 21 hange NOUMe ation io toes 8 128 React vate Visit DCTS eerie eee ae nes 8 131 Fieure 3 25 C Mange Ge 8 132 Figure 8 24 Adjust 24 Hours Case Schedules 8 134 Fieure s 25 Employee Schedule 8 136 Figure 8 26 Set an Employee s Availability 8 137 Figure 6 27 Special Code Entry SCEeertu o eoi vtae roc o e 8 141 267800 A 8 143 Preure 8 29 Employee schedule 8 146 at On O 9 148 Employee Schedule V CritiCatiOn 9 148 Rieure 9 3 Schedule V critication aaa do e oe ua leto da to et e E t vs etes 9 149 Figure 9 4 Schedule Verifi
268. ent 8 16 Schedule a mutual client When a primary mutual is linked to a secondary mutual the schedule of the secondary is copied from the primary See Handle mutual client cases section 6 3 Schedule Maintenance 8 133 Rev 11 5 HC Plus User Manual 8 17 Modify a 24 hour visit You may modify the details of a 24 hour visit by clicking on the 24 hr Visit button on the View Modify Schedule Detail Screen A screen appears listing all the 24 hour visits for that client Double clicking on the first column of any row will display the appropriate Schedule Detail screen for that visit View Modify Schedule Detail Loc 001 Chent 745703 AROSS LU 5antrax Eff Date 4 29 95 Monday November 2001 b IMSTITLITE FERN DEZ Client Cancel Employee Cancel History Emm Sched Mod 24 hr Visits B Adjust 24 Hour Case Schedules OP x Misit Dates 11 5 01 Thru 12 21 01 Client GROSS LUZ 745703 VERIFIED Contract Verified serified W erified Scheduled ocheduled ocheduled ocheduled Scheduled Scheduled Scheduled Scheduled Scheduled Scheduled ocheduled ocheduled ocheduled Scheduled Scheduled Schedule Maintenance 11 5 01 11 5 11 11 701 11 8 01 1129 01 11 10 01 11 11 01 11 12 01 11 13 01 11 14 01 11 15 01 11 15 01 11 17 01 11 18 01 11 9 01 11 20 01 11 21 01 11 22 01 11 23 01 9 00 9 00 9 00 9 00 9 00 9 00
269. ent availability or use the general availability pattern In the example below the employee prefers working thirteen hours on Saturday and Wednesday during the week of 8 5 to 8 11 Tuesday August 08 2000 T QD ts Start Time 9 00 AM End Time 9 00 Hours 13 00 saT sun WON weo FRI From Thru 8 11 200 Override Current Avail Use General Avail Preferred Available Reason 0000021 Figure 8 26 Set Employee s Availability You may also initiate availability setting by right clicking on the date above a calendar column on the schedule screen and then pressing Enter Availability Schedule Maintenance 8 137 Rev 11 5 HC Plus User Manual Employee Schedule ADE 2r ATLANTIC AVE BROOKLYN 11207 718 647 2647 3 16 01 Weekly SchedHrs 0 00 Sche i Sched Hrs 0 04 Sched 0 00 Seche 5 Sche SchedHrs 0 00 0 00 0 00 Santras Hrs Santran Hrs 0 00 Santran Hrs 0 00 Santrax Hrs Santrax Hrs g Santran Hrs 0 00 0 00 ETE Wed 3 14 Thu 3 15 3 16 10 00 100P 1 00 10 00 00 1 00 10 00 2 Enter Availability 10 00 100P 1 00 10 00 100P roo 1000F 1 00 1 00 Enter Special Codes 1 HOURS AY AIL 1 HOURS AY AIL 1 AY AIL 1 HOURS A AIL 1 AY AIL 1 HOURS AVAL 1 HOURS A AIL 8 18 2 Employee Schedule Screen Buttons The buttons at the bottom
270. erefore not being serviced according to the contract Note that clients who have zero unauthorized hours do not appear on this report When you click the Under Assigned Service button you can limit the report to several parameters as shown below Under Assigned Client Reports Please Enter Date Range 1 13 01 1219 01 Contract IFIRST HINESE Coordinator Report Under Assigned Under Assigned Spec Coded Under Serviced 7 Run Date 1 15 01 4 46 39 Under Assigned Client Report VENDOR FIRST CLIEHT CLI AUTH ATI ASSIGH ATTEND ANT PS ATT SOC SEC HRS D SAT 13 343434 ABEL 222 33 4444 40 00 75 0 00 UN ASSIGNED 333233 ABEL SAM 343 33 3333 40 00 75 0 00 0 00 UN ASSIGNED 075999 HORSE HARRY 1 25 25 2525 24 0013 0 00 000 UN ASSIGNED FRAR 6 0011 0 00 6 00 0 00 0 00 UN ASSIGNED 222222 ZAPATA AM AD 24 0013 0 00 000 2 00 LIN ASSIGNED HAME EE UHDER XkkkkkXkkddkikkkkid CLIENTS HOURS 5 134 00 Figure 13 12 Under Assigned Client Report Reports 13 251 Rev 11 5 HC Plus User Manual 13 24 Competed Visits Report This report provides a breakdown of your agency s completed visits during a specific time period Completed Visits Summary Report Please Enter
271. erg Phone 212 244 4444 E xt 2211 Ignore Call Schedule Next of Kin BEDRGE BUSH Hel BROTHER l Address 33 31 64 AVENUE APTD5 O0 City FOREST HILLS 0 0 State NY ip 137850 Phone H s 718275 4380 Ext 3 HOME f Ext Type Lives with Patient Neighbor Rel a Address City 1 State Phone H s 1 Ext Emergency Status 0 Emergency Equipment m Pers Emerg Response Pers Emerg Hesp Date 11 11 13 Do Mot Resuscitate Order DNA Order Date 11 11 03 Figure 3 33 The Emergency Contacts screen FIELD Description Ignore Call Schedule Check this box when you want the call schedule ignored Lives With Patient Button Enters the client s telephone number in the phone field for the contact person However If you intend entering a separate home telephone number for the next of kin or neighbor you may manually input a different number Name Address Phone Enter the name address telephone and type of telephone of the person to Type be contacted Rel Relationship Use the drop down list to show the relationship of the person to the client Client Maintenance Functions 3 56 Rev 11 5 HC Plus User Manual Personal Emergency Indicate in the checkbox whether and on what date personal emergency Response Date response requirements had been set for this client You must enter a PERS dat
272. essment I nitial assessment code will always replace an S upervisory type and S type will never replace an existing type If the duplicate date is detected and the existing record is or T then the replacement will only be performed if the PC Sharp visit contains either an or T Client Maintenance Functions 3 44 Rev 11 5 HC Plus User Manual Nurse Visits Visit Date Time Type Nurse Employee Result Compl 1 JJ fs 441 H Figure 3 15 Nurses Visit screen 3 10 Enter the Client Diagnosis 1 To record diagnostic information for a new client or to edit diagnostic information for an existing client press the button on the Add Client screen Figure 2 4 The Diagnosis screen appears Proceed to fill in the fields using the drop down boxes Exit by pressing Client Diagnosis Type Dx Code Description Type Date Eductd Dechg Dx 2809 Anemia iron deficiency 223 00 Principle Surgical Proc I Other Active Dix E E 1 Inactive Dx Unk rnor Figure 3 16 Client Diagnosis screen FIELD Description Dx Type Diagnosis type Principle Dx Surgical Procedure Other Active Dx Inactive Dx and Unknown are the available diagnosis types This drop down list cannot be changed Dx Code Diagnosis code number associated with the Dia
273. ew Medication to brings up an empty slot in which you may add a new medication 11 11 3 1 Medications Maintenance features The buttons at the bottom of the screen display additional screens useful for prescribing a medication You can edit any row on these forms and the button appearing on the forms serves to display a blank last row where you can insert text Forms Routes Frequency Units Daily Functions 11 225 Rev 11 5 HC Plus User Manual The button brings up the following Forms of Medication Forms of Medication The Button brings up the following Medication Routes D ipli Houte Description E Injection fAerwzA dapiam m Transdermal mlz E Tablet Tablet Sa vial ea ET Vial ES Figure 11 36 Medication Routes Figure 11 35 Forms of Medication The Button Medication Schedules Medication Frequency Schedule Description Twice Daily e As Needed Every 4 to Hours Every 4 Hours Every Hours Taken Daily END Three Times Day B 7 Add Figure 11 37 Medication Frequency Daily Functions 11 226 Rev 11 5 HC Plus User Manual The following pages show each of the screens that are displayed after the corresponding button on Figure 11 26 Plan o
274. f Treatment Table Maintenance is pressed Their content is self explanatory 11 11 4 DME amp Supplies DME amp Supplies Maintenance Type Description 454 dressini 5 Pads 5 LT S Bandaids n Bedside Commode Betadine Solution inn Cane Chus Colostorny Supplies Daiken s Solution 5 Drainage Bag Dry Sterle Dressing uaderm Durapore T ape Fleet s Enema Figure 11 39 DME amp Supplies Maintenance 11 11 6 Nutritional Requirements amp Nutritional Requirements Nutritional Requirements Maintenance Description gi Blan Calorie Restricted Low Salt E None F Regular Figure 11 41 Nutritional Requirements Daily Functions 11 227 11 11 5 Safety Measures Safety Measures Maintenance Description Hourly Restrict Movement Edl Figure 11 40 Safety Measures Maintenance 11 11 7 Allergies Allergy Maintenance Description Aspirin EX Codeine Dust Penicillin Jl Sulphur Figure 11 42 Allergy Maintenance Rev 11 5 11 11 8 Treatment Goals Goals Maintenance Description Caregiver will be knowledgeable re disease process and medications Patient will be increasing strength and endurance 8l Patient will be knowledgeable re disease process and medications Patient wil have stable C U Status
275. first day to cancel Click Employee Cancel Enter Reason Code 1 e Employee Sick Vacation etc Click Set Payroll Hours To Zero ONLY if you do NOT want to pay for sick vacation etc Note the Thru is the week ending you are presently in Change if necessary Check the Days of the Week to cancel Press the Exit door NOTE To pay vacation sick in bulk time click the Vacation Sick Holiday button located at the bottom right of the screen and fill out the window 16 5 Enter a temporary replacement 1 Click in the day of the open schedule red box Frequently Asked Questions FAQ s 16 300 Rev 11 5 8 9 HC Plus User Manual Enter an employee name in the employee field Make sure appears for temporary next to employee s name Press the Exit door Enter a Reason Code on the next screen Close its Exit door Enter a replacement for more than one day Click in first day for temporary replacement red box Enter employee name in the employee field Make sure appears for temporary next to employee s name Click Enter Reason Code Close the door Note the Thru is the week ending you are presently in change if necessary Check the Days of the Week for replacement Field Copy What click Employee 10 Click Copy 16 7 Client refuses home attendant employee 1 Goto the Client Schedule 2 Click on the firs
276. for Holiday or Delegate etc Enabling this option creates a transaction with zero hours Saved Reports Path Define the directory for storing Santrax reports Batch Verified Visits When this field is checked only verified records are batched The criteria for inclusion in a batch are location contract week of service and user Allow PDS Interface No longer used PDS File Directory No longer used Display Employee Prior Status Select the option to display employee prior status information deselect the option to hide the prior status See the Employee Status Change screen Use ICD9 codes If the Use ICD9 Codes is Unchecked the Search CD9 Code button will not display on the Code Maintenance screens When searching for a Diagnosis Code the system will use the DX Code If no DX code exists a message will display Invalid Diagnosis Code Unchecked is the default setting If the Use ICD9 Codes box is Checked the Search ICD9 Code button will display on the Code Maintenance screens When searching for a Diagnosis Code the system will first choose the DX Code If no DX Code exists it will then select a matching ICD9 Code If neither exists a message will display Invalid Diagnosis Code This option is available at the Agency level If you would like the Use ICD9 Codes setting for your Agency please contact Client Services at 516 484 4400 ext 552 System Functions 14 270 Rev 11 5 HC Plus User Man
277. for all verified visits Multiple timesheets are generated for multiple visits for the same client same attendant same day and the hours are not combined into a single timesheet When a visit is verified or visit maintenance files are applied a timesheet 1 created and the visit is assigned to a batch number Batches can either be by contract or by vendor When batches are selected for transfer to payroll the User Week end date employee and client selections are used as criteria for transfer selection However verified records may also be batched manually before being transferred to payroll You create a batch adding to it the timesheets you want to be part of the batch Note Daily Special code records are also placed in a batch if regular visits for the same Contract Client Service Employee and WOS exist If a batched Daily special code record has its hours changed to zero it will be removed from the batch and you will receive a message specifying the batch it was removed from You will be notified when Daily Special code visit is added to a batch To see the listing of existing batches according to specific dates client or agency do the following 1 Press the button of the Verification menu You may use the drop down boxes User Vendor and Week Ending date and the buttons at the bottom of the screen to filter the list of displayed batches You must first select a vendor on the batch listing screen before the batches will b
278. for each Available Category The checkboxes on the far right allow you to see the checked off level that is the rights every member of this group has to the highlighted object In the example above every member of the SECURITY ADMIN group may access add and delete Codes as part of his her Administrative activities Note As you go down the list of categories highlighting each one a corresponding list of available objects for that category is displayed in the center of the screen Once you highlight a particular object then the checkboxes on the right display the levels of permission for that object You may create a report showing all the permissions granted to the group by pressing the buttons See the Figure 15 10 Group Permissions Report A full list of all the objects related to each available category appears in the next section Security Features 15 291 Rev 11 5 15 4 2 List of Security Categories and Objects The following table lists all the objects that belong to each security category Available Objects Categories Administrative Compliance Santrax Security Features User Group Maintenance Scheduling Default Settings Contract Maintenance Codes Maintenance Location Maintenance Override Travel Amount Provider Maintenance Print Archived Reports Suto Batch On Demand Change Coordinator ID s Batch Transfer Class Master Topic Code Maintenance Weekly Log Return Employees From H
279. g Access Link History Use Santrax Pay Source Case Worker Name Suppress T 5 Printing Case Worker Phone Work Code Shift Code Ref File Health Area Coverage Cd Figure 6 10 Special Codes on Service Screen Service Maintenance 6 85 Rev 11 5 HC Plus User Manual Chapter 7 Employee Maintenance The Employee Maintenance screen allows you to enter new employees or modify the records of existing employees It includes defining employee skills availability and training It also enables you to assign employees to clients and to set up work schedules 7 1 Find an employee 1 Click on the button in the Main Menu Figure 1 1 The Find Employees screen opens Enter your search parameters and click to retrieve the names of the employee s When you check then the list will also include employees whose status is other than active namely T terminated N not active or some other status such as X not to be rehired Find Employees OF x Find Employees ng Emp Stat Loc Address City State ip Code Phone Ger r e E ee a E T meea merana ran A me een EEEE Lees ma area e A e a e ja oe k UAM Figure 7 1
280. gnosis Description taken from the ICD 9 International Classification of Diseases Ninth Revision You can enter a code here 1f you know the number or have it automatically filled in when you select the Diagnosis Description Description This is the diagnosis description for the diagnosis code number See 14 7 11 for more information on maintaining your company s database of diagnostic codes Type Specifies 1f this diagnosis is an Onset or Exacerbation of the condition Date Enter the date of onset of the condition Eductd Educated Use this checkbox if the client has been informed about the diagnosis by a doctor or nurse or at a health care institution Dschg Dx Discharge Diagnosis Check to indicate that this is the final diagnosis at the End Date of your agency s services Comments Enter any comments pertaining to the diagnosis Client Maintenance Functions 3 45 Rev 11 5 HC Plus User Manual 3 11 Client Medications When you press this button the client medication screen appears See Figure 3 20 for a full description of the medications procedure Client Medications Client Medications Client HONI HALA Medication Form Dosage Amount Unit Route Frequency AMOXICILLIN CAPSULE TABLET J Bei 7 4 04 Educated mJ Status Sched INSULIN NPH BEEF VIAL EA BREATI_ Bee 7 4 04 Educated Status Sched Date Educated Status
281. h regulations and requirements Category Code Maintenance z Compliance Levels NE Level Maintenance EJ Compliance Level b ars COMPANY BRANCH DISTRICT CONTRACT HC Plus Ext E Figure 10 3 Compliance Category Codes HC Plus j Exit Figure 10 2 Company Maintenance 10 3 3 Company 10 3 4 States Company Maintenance State Defaults Default JNS SANDATA CHNOLOGIES 1 FAM RU Abry State Name Default AR 2 Figure 10 4 Company Maintenance Connecticut m Dc You may type additional company information into the empty DE text box As with other text boxes like this the arrow will turn to an asterisk The Default value is No but clicking in the default text box can change this A message appears requesting that you verify this change Figure 10 5 State Codes Compliance 10 182 Rev 11 5 HC Plus User Manual 10 3 5 District Codes 10 3 6 Location Codes Coes 1515 New ng Location Defaults Location Name Default District Code Description 2 DOWN T OWN pr SANDATA TECHNOLOGIES EAST SIDE WEST SIDE HC Plus j Exit Record 14 4 of 3 Figure 10 7 Location Codes Figure 10 6 District Codes 10 3 7 Access a Profile Sheet This Profile sheet button allows you to set up and view the profiles of each compan
282. he Re Admit button the following screen appears Location 001 Client 101886 HAL A Re Admit Date Services Approval Select Description Start Date End Date Discharge Contract Type HAL 7 3 04 BE FAMILY HOME CARE Client Re Admit You are about to Re Ackivake HAL All orders Far Services discharged on 7 9 04 will be restored through 7 23 04 bo continue to Exit without Re Activating Cancel Correct Discharge Re Admit Service Re Admit Client Figure 3 5 Client Correct Discharge Screen Client Maintenance Functions 3 35 Rev 11 5 HC Plus User Manual 2 discharge can only be corrected for the last discharged service When you correct a discharge do not enter a re admit date or select a service 3 Press Correct Discharge on this screen A popup appears giving the reactivation information and requests you confirm you want to restore all orders as of the original discharge date 4 Press OK The following screen appears Client He Activate He wasn t sick 5 Enter a reason for correcting the discharge and Press Correct Discharge to complete the process 3 4 2 Re admit a client 1 Onthe Find Clients screen enter either the ID or the last name Click on the checkbox to the right of client ID 2 Display the client s record Click the Re Admit button The following screen appears 001
283. hed for them such as expiration dates frequency or re certification Within the scope of compliance there are three basic codes that exist Generic Codes Regular Codes and Result Option Codes Generic Codes are all the established codes available to be assigned to any employee classification or level In HC Plus these codes are assigned to at least one level but if required can be assigned to several or all levels HC Plus tracks and maintains all aspects of employee compliance It has the capability to forecast an employee s compliance status and determine whether an employee may be assigned to clients Compliance codes are first set up on a Generic Codes Level From the Generic level it is then determined as to what level these codes should be assigned to employees Once the codes have been established and assigned to levels HC Plus will then assign them to the employees through an automated process called an Update the compliance system has a one time start up process that is easily maintained as the updates are performed The only other maintenance required is to modify existing compliance codes or create new compliance codes as circumstances may dictate or to assign them to new or additional levels The compliance system was designed with the emphasis on your being able to create and customize the required codes and related levels To utilize all the flexibility integrity and effectiveness that the system affords it is import
284. hedule days without checking the boxes in the cells by pressing the Verify button 6 When you click on a specific day time cell in the figure 9 2 the Verification Detail screen appears Schedule Verification 1208 Sunday July 14 2002 NG 570003 GRINSHPLIN RODRIGUEZ JOSEFINA INSTITUTE H C 5 SCHEDULED Client Cancel Employee Cancel Client Sched Add History Service Cancel Sched History Perm Unappled Figure 9 3 Schedule Verification Detail 7 Examine the details of this screen You may want to change the verified times etc In this case when you click on the Exit door another popup will appear in which you can enter comments about your changes Note If you check the Per Diem checkbox the letters PD will appear in the right bottom corner of a verified visit when the button is selected from the Client Schedule Live in visits that exceeded 12 hours show the per diem indicator The per diem indicator is also visible for a 24 hour visit that is split into two 12 hour visits however it will not automatically be checked The Per Diem indicator is only selectable on those visits equal to or in excess of 12 hours Any visit less than 12 hours will have its Per Diem indicator grayed out Any 12 hour visit will have to be manually selected by user In addition you will receive a warning message when more than one 12 hour visit has been scheduled for the day A modification has been made to the HCO application
285. ication Detail screens You then have the ability to add modify and delete task assignment s from these screens The process 1 as following 1 access the Detail screens display the employee or the client schedule PARTNERS 001 Coord District 073972 WEDO 502 WEST 21 d NEW YORK NY 10034 646 796 0035 8 6 04 Weekly SchedHrs 6 00 SchedHrz 6 00 SchedHrs 00 SchedHrs 1 00 SchedHrs 00 SchedHrs 7 00 SchedHrs 7 00 47 00 Hrs 0 00 Hrs Hrs Santras Hrs 0 00 Santras Hrs 000 Santran Hrs 0 00 Santran Hrs 000 13 00 Sat 7 31 Sun 8 1 8 2 823 Wed 824 Thu 875 876 3 00 3 00F 6 00 95 004 3 00 F 6 00 10 00 4 S 00P 7 00 10 00 4 5r 7 00 10 00 A 7 00 f 10 00 A 7 00 10 00 A 7 00 946 4 2 50 P 93 00 amp 3 08F 6 00 10 03 4 5 02 P 7 00 ADU 485 AIEVAS ESTER TY UEVAS ESTER T ELENDE ELENDE JO ELENDE JC ELEMDEZ Py ELENDE Tasks T i Tasks 5 it Tasks 6 Tasks Tasks Tasks Tasks Notice the number of tasks marked in each cell when the employee is assigned a client 2 When you click on a cell the Detail screen appears with Task button located at the bottom Press it to view current tasks for that visit or to enter new ones View Modify Schedule Detail PARTNERS 001 Client 061567
286. ient or Employee Schedule screens Press on the Vac Sick Hol Pers button to access the Weekly Special Codes screen Select New The following screen appears Weekly Special Code Entry ADER 11 16 01 1 Use the dropdown to select Contract Service Contract Mame Contract Service Desc svc5ervicelD INSTITUTE 000058 BEREAVEMNT BEREAVEMNT 444444 INSTITUTE 000058 JURY DUTY JURY DUTY A555555 INSTITUTE 000058 RATE 2 8999999 INSTITUTE 000058 TRAINING 587 RATE 1 133333 INSTITUTE 000058 VACASICE HOL CLIENT YSOHOO1 INSTITUTE 000058 VACATION RATE 1 BSBBBOD INSTITUTE HOME 000059 BEREAVEMENT RATE 1 444444 2 Enter the hours for special codes and the amount of carfare units 3 You may generate a Special Codes report detailing all employees on sick holiday vacation etc during a week of service This report is accessed by Main Menu gt Reports gt Additional reports gt Special Codes reports 8 18 4 Enter special codes for a visit day A second method to enter special codes is 1 Right click on the date heading Click on Enter Special Codes The Special Codes screen appears Schedule Maintenance 8 140 Rev 11 5 HC Plus User Manual Employee Schedule E3 BS 27 ATLANTIC AVE BROOKLYN NY 11207 718 647 2647 3 16 01 Weekly SchedHrs 0 00 Sched Hrs 0 00 SchedHrs Sched Hrs 0 00 SchedHrs 0 00 Sched Hrs SchedHrs 0 00 0 00 SantrasHrs 0 00 Santran Hrs 0 00 Santran Hrs 0
287. inactive more than 90 days that is exclude him her from any search process but keep his name on file DFTA 12 hour override For relevant agencies Allow a DFTA employee to work longer than a 12 hour shift System Functions 14 276 Rev 11 5 14 3 Location Maintenance HC Plus User Manual Accessed by pressing the Location Maintenance button on the System Functions Menu this screen contains basic data about the site from which service is provided It also used to set certain parameters for Santrax as are relevant for that location Location Region Company ID Weekend Scheduled Thru Default City Default City Tax Code Default City Tax 2 Travel Allowance Check Emp Compliance During Copy Forward Live in Equiv 12 00 Live in Bill Hours 0 00 Record 14 4 1 of 1 _ __ _ Location Maint nj SANDATA TECHNOLOGIES MEM YORK Scheduling Weekend FH Default Group H Default State Default State Tax 33_ Default State Tax 2 237 Use Santrax Santrax Account Number 0339 Ignore Start End Times 2 Start Time Deviation HMinutes End Time Deviation Minutes Total Time Deviation 0 Minutes Use Original Scheduled Times Match Visit by Hours Use Corrected Hrs Figure 14 13 Location Maintenance inputs Select Location Use the button on the Main Menu to set the location you want
288. ind the client using the VHS IDZ or the exported Service Dd D3864947 775 04 9 36 1 22PM 3 50 4 00 040721162640 txt Comment Ho Service Can t find the client using the VHS ID or the exported Service 2 03864947 7 16 04 9 40 1 56 3 25 4 00 040721162640 Comment Ho Service Can t find the client using the VHS IDZ or the exported Service 2 Dd Employee Total Hours Employee Total Corrected Hours 12 75 20 00 Figure 11 5 Invalid Non Reconciled Visit Report Daily Functions 11 206 Date Time Entered User Entered 128 04 3 51 46 PM DDE JESUS 728 04 3 51 46 PM DDE KESUS 128 04 3 51 46 PM DDE JESUS 728 04 3 51 46 DDE KESUS 128 04 3 51 46 PM DDE JESUS Rev 11 5 HC Plus User Manual 11 2 Print Santrax Reports Several reports relating to Santrax operations are available for viewing and printing in HC Plus They are 1 2 Dn w 8 9 10 11 12 13 14 15 16 17 Daily Call Summary abbreviated to DS which includes the Unscheduled Unvisited Report Daily Call Exception abbreviated to DE Note The Unknown Client list displays for all existing coordinators and contracts on the Daily Call Exception and Daily Management reports Daily Summary Exception abbreviated to SE Daily Management abbreviated to DM Auto Batch Summary abbreviated to AS Auto Batch Exceptions abbreviated to AE Note that the Auto batch exception repo
289. is toggle button allows you to view the current availability and preferred availability on the calendar In the example below the employee could not work on 9 25 during two afternoon hours Employee Schedule 3387 HUBBLE JOHN FA 59 TYER 2a EVERYWHERE NY 212 345 6555 9729700 Weekly UNAVAILABLE Hiatus Employee Hiatus MEDICAL EMERGENCY Had bad toothache Iv Compliance View employee s non compliance status See Figure 10 12 Verification Brings up the verification screen where you can verify that visits were carried out as scheduled See Figure 9 2 Vac Sick When the button is red it indicates that accrued sick and vacation days exists for Holiday Carfare the employee Click on the data line and a popup appears allowing you to Personal change the information Weekly Special Codes i01 RODRIGUEZ JOSEFINA 225702 New Hours For Special Codes Contract Service Holiday Vacation Sick Delegate NoEntry Training Carfare Per Click On Line To Change Schedule Maintenance 8 139 Rev 11 5 HC Plus User Manual Select Location Use this button to eee ee access a list from which to choose the site at which the employee works and is subject to its billing and clerical procedures See Location Maintenance section 14 2 5 for more information 8 18 3 Enter Hours for Special Codes You may enter hours for special codes including carfare units from either the Cl
290. is user to any of the available group s shown Use the gt gt and lt lt arrows to simultaneously enroll the user as a member of all groups or to remove him her from all groups User Account Maintenance User Account Maintenance User Account Maintenance User Account Maintenance General Info Groups General Info Groups User Name ADMIN Group Membership Name Ti Logged On V Password pend Hidden User Area Code 51 COMPLIANCE COORD SUPERVISOR Location 001 j COORDINATORS HR EMPLOYEES Available Groups Member EMPLOYEE SCHEDUL OVERTIt EJ lt lt lt Remove PR SUPERVISOR SFCLRITY ADMIN D ae HC Plus Iu 15 3 To add a new user Click on the button on the bottom of the Figure 15 2 to enter new users into the security system blank screen appears ADMIN users have the ability to create hidden users User Account Maintenance User Account Maintenance General Info Groups Name Logged On Password Hidden Area Code Location m D HC Plus j Figure 15 3 New User Entry Screen 1 Fill in all the user information that is Name Password Initials Area code and Location 2 After filling in the data press the Groups tab A screen appears allowing you to assign this new user to one or several groups Security Features 15 289 Rev 11 5 3 HC Plus User Manual
291. istory Clinical Data Export For Contract Complance Code Maintenance Complance Worksheet Compliance Employee Update All E mplay Employee Complance Letters Complance Reports Employee Compliance Capture End of Month History Compliance Profile Defaults Employee Profile Codes Compliance Appointments Santras Call Exception Visit Maintenance Import Export VAIS Transactions Report 15 292 HC Plus User Manual Rev 11 5 Client Employee Security Features Diagnosis Requirements Exclusions Corect Client Discharge Readmit Discharge Hold 7 Resume 485 Control File Maintenance 485 485 Remove Signature Medications Murze Wists Complance HC Plus User Manual Link Unrlink Clients Chent Activity Report Chent List Report Cluster Maintenance Client Information Profile Report Service Distribution Hepart Referral Report Care Plan Chent Notes Expiring Care Plan Report Admissions By Doctor Service Admit Discharge Report Service Census Report NOTE For authorized users who Hold Hesume Report Under Assigned Client Report Doctor Case Count Report Client Admit Discharge Report Clent Census Report Client Hold Report Sharp Client Status History Nurse Visit Reports Change Mame SSH Suppress Client Duty Free verse Service End Date suppress Duty Free for a client the system will generate a warning message and the user will be forced to enter a note
292. istrict Employee Exclusions E Diagnosis Contract Cancellations Header Page Category Schedules amp Activity E Use button to City Active Only M toggle between Cluster Must Cover sort options SHARP 4 Service Detail Address Traditional Only Cluster Only CLIENT SCHEDULE REPORT CLIENT INFORMATION REPORT Start Date 4 Start 7716 05 Start Time 12004M ee 4 7 22 05 End Time EZER Discharge Date RR gt Eos Thursday July 21 2005 Plus 4 Figure 4 1 Client Reports Menu Select one of four checkboxes for the type of report you want The clicking on Report Type option Activity Report Client List Client Schedule and Client Information Profile defines further choices you have for producing your report For example the graphic below shows different INCLUDE options available when the Schedule Report is checked In this case the option appears allowing you to display the client s emergency contacts Client Reports 4 58 Rev 11 5 HC Plus User Manual repo SELECT Report Type Activity Report Client List Beery emi Information Profile I REPORT INCLUDE ERI Emergency Contacts Teams Notes Only Coordinator Page Break For Client Requirements Distri
293. ken NY 11230 DOB 821817 Parnerantz Steven 2900 West 8 Street Braakhn Mr 11224 DOR 4 1 9731 Smals 5905 Shore Parkway Brooklyn 11236 DOB 5 7 55 Hines 100 Street Mew York 99539 Yvette Keeling Tova 100 Street New York 80384 DOB WM orales 1078 Bav Ridge Ave Brooklyn 11218 DOB 3 2371 924 Figure 4 6 Client Labels NOTE Labelsizeis 1 x 2 5 8 Client Reports 4 63 Rev 11 5 HC Plus User Manual Chapter 5 Enter View Client Orders 5 1 Enter order data Before you can schedule an employee to work with the client orders authorizing the work assignment must exist You may enter new or view modify existing client orders by sun from the Scheduling Main Menu The Find Clients Screen appears as shown in Figure 2 1 Alternatively if you are already on a client screen you may view his her order information by clicking on the Order info button located in the Switch To area of the screen 1 Locate a client by entering his her last name or a partial name then press the Find Clients button If you press the find button and the name box is left blank the entire client roster appears 2 Press the button to the left of the name you want 3 The Order Entry screen appears The field descriptions for this screen are found below Figure 3 1 FAMILY HOMECARE 001 Coord 55556 District 385080 MALL EA New ng Order
294. kly Payroll P Provider Billing Contract End Date Comments T Figure 14 8 General Contract Information System Functions 14 271 Rev 11 5 Field Contract Description Address Call Frequency Contact Information User Field Description Vendor Approval Type Authorization Type Category Allow PDS Interface PDS File Directory Provider Payroll Billing Comments 14 2 2 Contract Holiday data HC Plus User Manual Description Displays the Contract Id Name and location of agency handling contract This feature is used in call tracking Santrax users usually check Never Daily Random Weekly v Never Enter the contact person s information Create fields for use on the Service Billing and Insurance Screen Enter the vendor number for this contract Options are Home Attendant Housekeeping Vac Sick Hal Homemaking VAS VAS Other Non Contact Procedure Billing Contract Insurance Medicaid Medicare Change to 1500 74 Private 0 20 7 27 lt Depending on Approval type this field may be weekly for Approval type contract and daily for Medicaid Use the dropdown to select the contract category No longer used No longer used Choose the name of the service provider VNS P Prohealth Enter comments relevant to this contract s management The Holidays tab on Figure 14 8 allows you to set up your work year calenda
295. l Emerg Unlink Cert Exp Date Bldg Access 2 Link History Use Santrax 6 26 04 Pay Source MC Case Worker Name JON SIMMS Suppress 5 Printing Case Worker Phone 212 433 4544 Work Code A1 Shift Code 2 MRA S amp S 1234 Ref File 445 434 Team 41 Health Area 2233 Coverage Cd Figure 2 5 Completed Service Maintenance screen Once you complete the Service Maintenance screen press Save Exit Immediately a blank Order Entry screen appears Client Maintenance 2 28 Rev 11 5 HC Plus User Manual 2 3 4 Fill in a new order Proceed to fill in the Order Entry screen Order Entry Order Entry Loc HAL Duty Free Order ID OrderDate 7 2 04 Tot Days JHAS Effective Date 7 2 04 Ends 101886 HAL 414 m i Live In v Bill Over 12 Start Time 3 00AM 1 2 Plan Proc Code Work Cd Shift E Authorization SAT Hrz D Start End Auth Hrs 00 Sched Hrs 0 00 Instructions Administer IM 5 0 Assign HHA Assist Pt Assist ww Dressing Blood Glucose monitoring Scheduled Thru Perm M Schedule Change Auth M New Auth History Figure 2 6 Order Entry Detail Screen Section 5 1 fully covers the order entry procedure and the screen s field descriptions in detail However the simplest method to comp
296. le Screens a teta 8 118 6 4 2 Copy a schedule to other days of the week esses eene eene nnns 6 120 8 4 3 Copy schedule week E 8 120 8 4 4 Adda sudden Visit schedile 8 121 The Scheduling and Compliance system 1 3 Rev 11 5 HC Plus User Manual 8 5 FIND OPEN ORDERS 22 0 2 35956 95 8 122 8 6 CCOPYVALE SCHEDULES 9 123 9 7 FIND SCHEDULES PENDING NOTIFICATION eroine 8 124 9 8 VIEW A PERMANENT SCHEDULE 8 125 8 8 1 Delete d pemnanent schedule diesen esee tue 8 127 8 9 VIEW CHANGE A CALENDAR VISIT 02000 600000000000 8 127 8 9 1 Change Noticatton ODIQNS occu p ese e mu A NEAR 8 128 SAO VERY dt 8 128 CANT 8 129 Lra KC 5 130 Sole REACTIVATE AIC ANCEEDED ts ER cu Le ARR 8 131 9 13 CREATE A REPORT DOCUMENTING CHANGES 8 132 OU SG idem amt basse indt tob cs ie toa S unt uns 8 133 S 19 JSSCHEDULE SGEUSTER DIEN DS cati tuac nd cx 8 133 S16 SCHEDULE AMUTUAT CLIENT
297. lete a new order is 1 Enter the number of days for a service to be provided to the client 2 Enter the total weekly hours 3 the lower portion of the screen click on a weekday and enter the time period you want for the service during that day 4 Adjust the days and hours so that the total hours that appear in the Hr Days segment matches the values you entered in steps 1 and 2 that is the scheduled hours days match the authorized hours days n 5 When complete press to save 6 Upon saving a schedule that is based on your order entries appears All this schedule requires is that you assign an employee to provide services on the days shown Note that now when you return to the client Maintenance screen a summary of the newly entered service appears at the foot of the screen Click on the service row to view the detailed service order You may also enter a new service order by clicking on the blank row beneath it A full description of service orders is given in Chapter 6 Service Maintenance Client Maintenance 2 29 Rev 11 5 HC Plus User Manual 2 3 5 View the new schedule When you fill out an Order Entry and save it the schedule screen appears ready for you to assign employee s to work with the client during the authorized scheduled days FAMILY HOMECARE 001 Coord 41421 SURIS IRINA District 10023 MRN MRN1234 Santrax 6 26 04 101886 HONI HALA m 12W 13TH Hust Covers 43 EAST TREMON
298. leted for all days subsequent to the date of discharge For example terminating on 3 8 will go into effect on 3 9 the 3 8 calendar cell will contain data but from 3 9 and forward the cells will be empty When a terminated employee has an unscheduled visit that is used to create a scheduled visit the employee s overall status will be updated to active This prevents a discrepancy showing the employee active at the contract level but terminated on the employee maintenance screen rather the employee will be active on both Employee Maintenance 7 101 Rev 11 5 HC Plus User Manual An option is available for multi vendor agencies so that prior to the automatic termination of an employee HC PLUS will check whether the employee is inactive in all contracts mployee CAR EN Status Date 11713701 Reason pem a temp basis Prior 5tatus Change Date 12 1271 994 Status TERMINATED Reason Modified 2 5 35 by Figure 7 19 Employee Status Change The employee s most recent status change history appears at the bottom of the screen whenever an employee status change is selected and the HC Plus employee interface to SHARP will pass only the latest status code and date when more than one status change occurs on the same date The termination of an employee is not allowed if vacation sick holiday misc transactions exist after the termination date You have the ability to remove the Rehire Date when the employee was in
299. liance Code Min Days Between In Service Enter CERT through compliance HC Plus User Manual Enable this checkbox if you want the Mail Merge button to display for example on the Non working Employees report menu Specify the directory where you want the text file exported Enter Password required for compliance processing Select the compliance code from the dropdown that reflects the updates of supervisory visits Minimum number of days required between in service training sessions If checked certification is made directly through Employee Compliance by entering the completion date for the in service course A Certificate can then be printed out If this checkbox 15 not set than certification is done through the Certification Tab that appears on the Training screen accessed via Employee Maintenance 14 1 3 HC Plus interface Tab Use the tab to set the directory addresses where the automated batch process sends its files The Timeslip Interface File path designates the folder HABATCH where timeslips are filed for batching Scheduling System Defaults Scheduling Compliance Misc Client Service Employee Interface File Path Timeslip Interface File Path ANILES Q4 FTP Server Address fedcap Spaces in Client Name Maximum Hourly Pay Rate Maximum Daily Rate Find Clients Cursor Default Client Name Client Number Client MAN Number v Emp Name E
300. llow Access enabled in Payroll Information then the Temp Rate Change will only have the Allow Access right enabled In that case the Allow Update in the Employee Available category will have to be set manually to allow updating the temp rate field on the payroll screen Use dropdown to record whether employee is single married divorced legally separated or widowed Check when you want to override an employee s eligibility for insurance coverage Check if employee is paid at a different weekend rate Defaults to yes Check if FICA 1 to be deducted If applicable should you need to add additional dollars to the gross payroll or subtract dollars from the gross payroll you can you this function 7 98 Rev 11 5 HC Plus User Manual 7 5 7 1 Contract Payroll information Click the button to display the payroll data related to a contract The contract Payroll information screen displays employee contract accumulated totals for Paid Hours Insurance Hours and Accrued Vacation and Sick Hours Employee totals are displayed on this screen when an employee is assigned to multiple contracts Employee HILE MARA As Last Paid Paid Vac Hrs Accrued Vac Sick Hrs Accrued Sick Hrs Contract Name Ven Stat Date WE Hours Ratel Fate Used Ratel Hate Used INSTITUTE HLTH 580 5 28 55 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Hire Rate Current Rate Oct Hov Sep Aug Jul Jun Insurance 89 5226 98 33 1 zoo Hour
301. loyees are not active will not appear in the list as they are ineligible for assignment 9 Ifthe employee you selected had not been assigned to the specified contract you will see the following popup Contract Assignment i This Employee Has Mot Been Assigned To Contract 443 5 0000443 Assign Employee How With Default Information 10 After selecting an employee several features on the bottom of the Find Employees screen allow you to obtain additional information about the person you want to assign to this client Schedule Maintenance 8 116 Rev 11 5 HC Plus User Manual Decline Creates a note specifying the date and time and the fact the employee declined the assignment Employee Assignment Decline Entered 4 7 00 12 49 20 Hote D ate 4 7 00 12 49 20 Note Type BILUNG COUNSELING Hotes Employee Declined Assignment For Client GILLS 9 F r ONLY from 01 00 PM Thro 05 00 PERFORMANCE REFERENCE UNEMPLOYMENT WORKERS COMP Emp Sched View the chosen employee s current schedule See section 8 18 Compliance Transfers you to the employee s compliance data See Figure 7 21 Emp Maint Check or MODIFY the employee s personal information Figure 7 2 11 Click to the left of a name on the list on Figure 8 8 to assign the chosen employee to the client 12 Once you have selected the employee click the button on Figure 8 8 you will be returned to the Figure 8
302. m Date Rehire Date 1 7527 248 1234 Ext HOME 3112103 2 Ext Type First Day Worked Last Raise Date 3 Ext Type 6 19 90 5 8 03 Classification HA Supervisor Coordinator 41412 Team 001 Emergency Telephone Number 308 123 9098 Transpt BLIS amp TRAIM District 10023 Pickup Supervisory Borough g Exclusions History Motes Payroll Info Status Change Contracts Case Of Emergency Contact DAUGHTER Compliance Training Mailing Address Figure 7 2 Employee Maintenance screen Field Description EMPLOYEE BASIC INFORMATION Name and Title Enter the employee s name and title Emp If your agency uses employee numbers for ID purposes enter one for the new employee The field accommodates up to six characters Emp SSN Social Security number Status This field records the employee s standing with your agency The employee may be active eligible for re hiring temporarily unavailable due to classes or may have been terminated Use the Status Change button to terminate enter Leave of Absence or to alter in any way an employee s status See section 7 5 8 page 7 101 Location Choose the location code that identifies your agency s area of coverage PERSONAL AND DEMOGRAPHIC Name address Enter the employee s address a city Use the checkbox if appropriate to indicate the employee is a supervisor Phone Numbers Enter contact telephone numbers for the employ
303. m field to field on a screen If your scheduling system is made up of more than one location select the correct location Press the Enter key click on the Continue button or press Alt C to continue to the Main Menu The Scheduling and Compliance system 1 16 Rev 11 5 HC Plus User Manual 1 3 Scheduling System Main Menu The Scheduling System main menu contains eight buttons used to access scheduling or compliance functions Each is described in detail in this manual You may select any function button by clicking the mouse or by pressing the Alt key plus the underscored character e g Exit You must enter and exit the system through this menu When you finish processing a particular form always exit your current screen through the Exit Door save and exit icon or the button until you backtrack to the main menu Upon completion of your HC Plus work select the Exit Scheduling button to exit the system Scheduling Main Menu MANHATTAN 001 Monday June 27 2005 Schedule Enter View Orders Maintenance qut s Verify Schedules aintenance Chent Maintenance Daily Functions Reports Compliance Select Location Location Exit Scheduling Figure 1 1 Scheduling System Menu The Scheduling and Compliance system 1 17 Rev 11 5 HC Plus User Manual 1 4 Scheduling System Functions Function Button Enter View Orders Employee Maintenance Chent Maintenance
304. mation as shown in Figure 8 20 you can verify that the visit was completed by hitting the Verify Visit button on the bottom of the screen For further details on the verification procedure see Chapter 9 Verification procedures Schedule Maintenance 8 128 Rev 11 5 HC Plus User Manual 8 11 Cancel a visit Several buttons are available on Figure 8 20 providing different options for canceling a visit and notifying the involved parties Always enter a reason for cancellation and add a note if necessary Be aware that you may cancel an employee s visit and set his her pay hours to zero BUTTON Description Client Cancel The visit is to be cancelled because of the client This button displays the client cancellation notification screen that is similar to the one shown for the cancelled employee below Employee Cancel Saturday July 31 2004 MEDICAL EMERGENCY E Will nat get paid Far the day The cancel options checkboxes in the above screen allow you to cancel a whole day s visits or to simply cancel this visit You may also limit the cancellation for this client only and or leave the employee available for other visits When you check the box indicating cancellation for only this client another checkbox appears prompting you to indicate whether you want to add this employee to the exclusion list for this client When you cancel an employee the client s schedule is not marked CANCELLED but is trea
305. ments bodily functions that apply Use the free text field to add comments Item 18B Activities Permitted Click the checkboxes to record types of movement that are permissible for the Client Complete or partial restriction to bed exercise and the use of wheelchairs or walkers are included Item 19 Mental Status Use any of the checkboxes and the free text field to record details of the Client s mental and emotional state Be careful not to enter contradictory information Item 20 Prognosis Use the checkboxes to record the Client s prognosis Item 21 Orders for Discipline and Treatments The text field at 21 1s filled by selections from separate scroll lists for each of these categories Clicking each category s button opens a dialog box containing a scroll list of entries Multiple entries may be selected make sure an x appears next to the selection Click OK and your selections are entered into the text field 21 Orders for Discipline and Treatments Specity Amount Frequency uration Orders Administer B12 Injection Assign HHA Assist Pt Assist w Dressing Lasemanamgement Diet Regimen Encourage use of assistive device Light Housekeeping Mental Health Status Chronic neck and shoulder pain due to work related ASI Perform Site Care Physiological Response Meds Post Op Instruction x Administer B12 Injection Administer of Traecheostomy Click on items to select Administer
306. mer s Disease mutation moutation EKA mpukation tae el el es zo ee I aot e J III coll e rex mpukation transmetatarsal 35 83 mputee bilateral rx 35 2 myotraphic Lateral Sclerosis Record 4 1 of 412 14 7 13 Skill Codes 14 7 14 Topic Codes List requisite skills of your employees as needed for List of various issues and topics to be covered in the servicing of clients training sessions of employees Skill Codes Client Requirement Emp Skill Should Not Skill Code Employee Skill Count Rating Type Language Match Client Req Topic Tei MIDS SPECIALIST Nuneiic CHILD AB GROWTH DEY Code CHILD B GROWTH DEY CREOLE Text CHILD ABLI D amp C HOSPIC CREOLE Numeric Code DEATH DYING HOSPICE NR Text EDP amp PUPCONFHWTBOSHA ENGL Numeric E dplpConf HivT Basha Code FIRE t SAFETY FIRE SAFETY FD NUTR Um r d FIRE SAFETY HM EMERG ode FIRE SFTY CHILD ABU M Tei T Numeric System Functions 14 283 Rev 11 5 HC Plus User Manual 14 7 15 Pay Source Codes 14 7 16 Procedure Codes Create a list of pay source codes as needed Create a list of medical procedures to be used by your employees Pay Source Code rocedure Codes Procedure Code Maint New y Description Visit Bill Unit Bill Entry Bill Equiv Code Provider ID Care Lyl Classf Trans T
307. mesheets for a list of clients or employees and d blank timesheets according to format An option is available to include verified schedules within the WOS timesheet print Another option allows you to suppress the printing of social security numbers No timesheets will be printed for Housekeeping and Homemaking attendants whose HRA Certifications have expired Frint Timesheets Print Time Sheets for Contract 414 FAMILY HOME CARE Week of Service Include Verified 4 Fida August 6 2004 Bap Suppress Printing SSM on the reports Include all active Include all active services for f Print Timesheets Print Blank services using the based on a list of Timesheet using following Formats Clients or Employees the Following Client format Home tendant Housekeeping Employee of Homemaking T L opies luster Attendant Cluster Group Housekeeping luster 5 Glean Selections m Preview Print hls Figure 9 27 On Demand Timesheets menu On demand timesheets for Mutual Clients display both clients names and ID numbers The literal Mutual appears on the timesheet next to the ID and name of the Secondary Mutual Client Blank Timesheets may be printed using the fourth option with the selection Print Blank you make appropriate to a specific format Specify the number of copies you Timesheet using want of each type the following format Ma af
308. mp SSN Number Find Pann tue Emp Name Emp SSN Emp Number System Functions Figure 14 4 HC Plus directory assignments 14 266 Rev 11 5 HC Plus User Manual 14 1 4 Global Tab Click on this tab to set global defaults for the HC Plus system Scheduling System Defaults Scheduling Compliance Care Global Sharp Use International Format Use Training Visit Tracking Care Centric Integration Employee Status Change Conflict 2 Use Service ID Table pu 0015 Allow Alpha Emp No Export as Contract Use Document Tracking Max Holiday Hrs Find Employees By Hired Date Client ID Type A or M Client ID Length Find Employees By Compl 5tatuz Maximum Age of Order Days Employee Availabilty Hequired Visit Frequency Default 3 Edit Medical Record Number Display Employee Sex List Heport Batch By Vendor Instead Of By Contract Clinical Export Path Figure 14 5 System Global Defaults Employee sex and total number of employees sex may be added to the Employee Report List To enable this feature click the Display Employee Sex on List Report checkbox Also note that the Client ID length can be numeric alphabetic and up to nine characters in length e Holiday hours can be limited to an amount determined by the Agency by entering the amount into the
309. my pf Administer IM SQ Administer Therapy Administration of injection i Assign HHA To Assist Pt Care Assign To Perform Pt Care Click on items to select or deselect them then press OK Enter View Client Orders 5 66 Rev 11 5 HC Plus User Manual BUTTON Description Schedule See Client Schedule Figure 8 2 Requirements See Client Requirements Figure 3 13 Change Auth This button brings up the order screen allowing you to update some of its data such as the number of hours or days that are authorized Change the weekday data on the bottom of the screen to conform to your day hour changes Note when you select a client who already has an HRA Order Authorization you cannot change the Effective Date to a date earlier than the Service Start date For more information see section 5 2 1 New Auth Allows you to terminate an old order and create a new one by modifying the effective date of the order The system supports having multiple authorization effective dates within the same week and the schedules are adjusted to match the latest authorization Hew Authonzation 22 Do want to terminate existing order Authorization Once orders are set up this window see Figure 5 3 displays the hours authorized History for this client For each service the client uses the number of visit hours are shown for each day along with the Hrs days for the week For example 20 5 means that the or
310. n Menu gt System Functions Contract Maintenance See section 14 2 Displays the social services specialist or insurance company professional who has authorized the ordered visits and procedures guaranteeing payment to the agency This field displays the last date of the current schedule of visits This date serves as a reference for your renewing the existing schedule or for setting up a new one Note the difference between Scheduled Thru date and End Date The End Date specifies the projected end of all service for this client Rev 11 5 HC Plus User Manual When you press on the button to the left of an existing listed order the Change Order screen appears as shown below A full description of the order entry detail screen appears in Chapter 5 Enter View Client Orders 1 You may change the information on this screen by pressing Change Auth Note upon modification the end date is validated to check if schedules exist that are past your desired end date Once your changes are accepted the revised Schedule Screen based upon your changes is displayed FAMILY HOMECARE 001 Change Order Order Ent Enc STOP ADRAGA MILDRED Sec 610085 ADRAGNA ANNA Order ID 1219 OrderD ate 3 4 94 Tot Days Effective Date 9 4 94 Ends 510002 ADRAGA MILDRED 414 Classf Live In Bill Over 127 Start Time S00 AM Days Tot Hrs 168 0
311. n Electrical Emerg Unilirik Cert Exp Date Bldg Access Link History Use Santrax 5 5 04 Pay Source Case Worker Name Suppress T 5 Printing Case Worker Phone Work Code Shift Code Ref File Health Area Loverage Cd When linked the Service screen will display the current TBA effective date and TBA linked client 4 If aclient who is linked to another client in discharged there is a vendor option in SHARP to determine if the TBA link should be removed If the vendor option for breaking TBA linkage 1 set to yes then the two linked clients will be unlinked from each other but still remain TBA clients 6 7 client s link history Press the Link history button at the bottom of the Service screen to see the links Mutual TBA or Cluster that had been established or broken for this client The following screen appears Location 1001 Client 333333 ABEL SAH Linked To ABEL As Mutual Secondary On 1 16 01 Unlinked From Mutual Secondary On 1716 01 Linked To ABEL As Cluster On 1 15 01 Figure 6 8 Client Link History screen Service Maintenance 6 83 Rev 11 5 6 8 Setting up miscellaneous clients For the purpose of assigning special codes to handle vacation sick or training days for employees dummy client records may be set up When an employee is on vacation jury duty or sick leave he she is assigned for that day to one of these dummy clients
312. n orders returned Find Open Orders Please Enter Start Date Time 12 00 AM End Date 8 25 04 Time 11 59 Client Contract FAMILY HOME District Coordinator 5590 SISTERHOOD Team Sort Options Client Name his Service Date Coordinator Contract Figure 8 14 Find Open Orders FIELD Description Start Date Enter the beginning date and the time the system will use to start finding open orders and Time The default date for this field is the actual date when the screen first appears The default time is 12 00 AM Enter a different date and time if you do not want the current defaults End Date and Enter the ending date and the time the system will use to stop searching for open orders Time The default date for this field is the actual date The default time is 11 59 PM Enter a different date and time if you prefer other limits Client To limit the open order search use the drop down menu to select a specific Client Leave the field blank when you want to search for all clients having open orders Contract Use the drop down menu to select the name of a Contract Leave blank to search for all contracts District Use the drop down menu to select the name of a District or branch within the agency Leave blank to search all districts Coordinator Use the drop down menu to select the name of a Coordinator responsible for the specific clients with open orders
313. nd Date Dischrg Rsn 101886 HONI HAL Active 7 712104 E Contract Fiscal ID Category Live In Equiv Contract 414 FAMILY HOME CARE n Additional Service Info Switch To Eff Date Linked Client Approval Type Home Attendant Auth History Duty Free Authorization Type TEA Cluster Maint Discharge Guster Default Classif suarantor Mutual Referral Billing amp Advoirective Auth Insurance Cert Eff Date Last Care Plan Electrical Emerg Link Cert Exp Date Bldg Access Link History Use Santrax Pay Source Case Worker Name Suppress T 5 Printing Case Worker Phone Work Code Shift Code Ref File Health Area Loverage Cd Figure 6 1 Incomplete Service Maintenance Screen 6 1 Service Screen Field Descriptions SERVICE DESCRIPTION FIELDS Contract Use the dropdown to assign a contract Hitting the button to the left of the dropdown will bring up a screen where you can view the contract details Fiscal ID Corresponds to the client number of the client being billed if the client has more than one service otherwise it corresponds to the service number Category These are shorthand codes identifying the different institutions that provide services ST VINCENT S VISITING NURSE SERVICES CBH LIC MTS VNB HUMAN RESOURCES ADMIN See the category table section 14 7 3 which is accessed by pressing Special functions gt Codes Maintenance g
314. nd Total 12 00 Figure 13 3 Pending Notification Report 13 10 Client Starting Time Report This report documents the starting time for clients as per contracts and or coordinators Client Starting Time Report Citent Starting Time Report For 01 04 2002 CONTRACT 00005835 INSTITUTE Coordinalor iat Time Assignments 01585 Please Enter Service Date 9 25 00 Contract Coordinator 8 1 5 4 2 2 1 1 1 Summary for Coordinator 81585 Total M Fercent 100 0096 Reports 13 242 Rev 11 5 13 11 Non working Employees This report lists employees who are not currently assigned and working Non Working Employees Please Enter Non Working Since of 404 414 FAMILY HOME LARE Contracts Coordinator Employee Location 001 amp 4 Non Working Active Employees Location 001 Emp Address 767170 9830 57 AVE APT CORONA 11368 700819 853 MILLER AWE APTHOF 41414 BROOKLYN NY 11207 LAR LES MAR 750202 55 17 AVE M 14714 NT 11234 O REXILE 700804 110 EAST 53TH STREET 5 2004 1 FLOOR BROOKLYN 11203 AOA fa 1969 74 ST 5 31 74 BROOKLYN 11204 HIER 700552 481 E 48TH ST 10 430 04 BROOKLYN 11203 5 754452 3015 BRIGHTON 13TH 1 427 m4 BROOELYN NY 11235 766753 1200 53 5 APT v 921304 BROOKLYN NT 11234 GUANG AML POR
315. nd the Pre Note date is automatically copied from the default Contract to any other Contracts the employee may be assigned to in a Multi Vendor Agency Employee HILD MARA Branas EH ir ream STITUTE HOME 0000580 Account 1 Prenote Date 4 1 4 00 Savings Account 7921 Status Amount 0 00 Account 2 Account Status Amount 0 00 Figure 7 17 Employee Direct Deposit Information 7 5 7 4 Payroll Adjustments Press Adjust on the Employee payroll information screen to enter adjustment amounts for employee working under contract Employee HILD MARA Employee HILD MARA HILD MARA Contract Name Vendor Payroll Adj Amount Payroll Adj Type P INSTITUTE HLTH Add to Grose NSTITUTE 0 00 Add to Gross NSTITUTE 0 00 Add to Gross Figure 7 18 Payroll Adjustment screen 7 5 8 Employee Termination or status change The button allows you to record any change in the employee s position in your company including his her termination or quitting Use the Status dropdown in the screen below to record the new status and enter a note detailing the reasons for the change For example if the new status 15 LOA leave of absence enter the reason such as maternity illness etc When you terminate an employee a popup appears asking you to confirm this action for the date Following termination the schedules for that employee will be de
316. ng System Defaults manually verified records are automatically batched The criteria for inclusion in a batch are location contract week of service and user e Employee verified schedules will be added to an existing batch if a match 1 found for location contract week of service and user e Employee verified schedules will be placed in a new batch if a match 1 not found for location contract week of service and user e Within the same batch records that are verified together for the same client will get the same timeslip number 1 they will be included in the same Batch Detail summary record by employee and client Note records that are verified at different times will not get the same timeslip number e Within the same batch records for the different clients will not get the same timeslip number 1 e they will be placed in separate Batch Detail summary record by employee and client e When a manually verified batch visit is unverified the visit is removed from the batch 9 3 Verify Schedules via the Verification Menu 1 Use the Verify Schedules button on the Scheduling Main Menu Figure 1 1 to bring up the Verification Menu below Verification procedures 9 147 Rev 11 5 HC Plus User Manual Verification Menu Verify Schedules Verification Report View Unbatched Di R t Timeslips Discrepancy Repor Overlapping Visit Santrax Call Exception Report Maintenance Batch Listing Unbatched Report Batch Expor
317. ngle euer dude 3 55 Figure 3 335 Ihe Eimer cency Contacts SCECPD e D Reed 3 56 ient ema M 4 58 Golem edo 00 4 60 igure 4 3 C Bent ACUVIU ROO s odio Ea Er 4 61 Foire Repo ac Q 4 62 Pieire 01 RED ONG 4 63 Feie 4 63 Fieute5 L Onder Entry Surmoaty SCC 5 64 Fieure 2 2 Order Entry Detail SCreen Qee ese ops eo onde use eot epa e ooa Aui e qo bs Ver quedes qas 5 65 Fieure 5 5 Authorized Hours History gea eae pe ness 5 67 Figure 5 4 Authorized Hours Update 5 68 Figure 6 1 Incomplete Service Maintenance Screen 9 6 71 The Scheduling and Compliance system 1 9 Rev 11 5 HC Plus User Manual Figure 6 2 Completed Service Maintenance screen 6 74 Fieure 0 5 Service Disc harte SClCCN o5 287 IORDANIS E Suo iM qoS di heu o bdo aided eee sided 6 76 Piste oA Guarantor SCTE E 0722359200050
318. ning history of an employee Employee Training BEY FLO 059180 In Service Training Class Description Class Date Class Attended Drop Date Topic Time Hours Days Issued Drop Reason Cert Issued By 2 IN SERVICE CONV 12 26 03 IN SERVICE v NYC BOARD DF EDUCATION IN SERVICE CONVERTED 6 00AM 12 26 03 Figure 12 6 Employee s Training History 8 You may enter the date that a certificate was issued and the issuing agency Training 12 234 Rev 11 5 12 4 Print Certificates Following graduation you may print certificates attesting to an employee s successful completion of a course You may also reprint a Certificate HC Plus User Manual Training Certificates Please Enter Employee 2057 ILUMIN Class IN SERVICE DEMENTIA Class Date 1 2 02 Thru 1 2 02 Certificate Date Type Of Certificates Are You Reprinting 7 Mnt e e w Figure 12 7 Training Certificate Print Menu INSTITUTE HOME CARE INSERVICE CERTIFICATE This ig t Certify that ILUM ACOST Has satisfactorily completed the approved program in DEMENTIA Number of Hours 4 1 242 SYLVIA FISH Inservice Topic Program Date Inservice Instructor Figure 12 8 Printed Certificate Training 12 235 Rev 11 5 HC Plus User Manual 12 5 Training Report You may create training reports by employee
319. nt in different contracts where the total holiday hours exceed 12 but not for an individual contract the asterisks display on both contracts Reports 13 253 Rev 11 5 HC Plus User Manual 13 26 Weekly Carfare Log This report provides list and approval signoff sheet for carfare expenses made by employees during a week of service Employees who have no coordinator assignment will appear at the beginning of the report or may be selected from the coordinator drop down by selecting Not Assigned Weekly Carfare Log Please Enter WOS 8 54 Contract 414 FAMILY HOME CARE Coordinator ALL Include All Clusters Data on the report is grouped by Employee Coordinator Start and End hours use verified hours and not scheduled hours The client coordinator ID PS appears between the city and contract For each employee blank spaces are available for entering the eligible amount for each day and the total eligible amount for the week An Approved signature line appears at the end of an Employee Coordinator section Print by Employee Name Only Figure 13 15 Weekly Carfare Log Menu If Include all clusters 1s not checked the standard report summarizes all cluster visits at the same location on the same day for the same cluster and regards it as only one visit Since at least two distinct visits must be present on the same day for a cluster to be included on the carfare report a cluster
320. ntered in the HC Plus system 13 Nurse is a drop down field where you may select a nurse to be assigned to the client 14 Visit Frequency of the nurse allows the entry of values 1 12 A default value can be set on an agency level using the Systems Functions gt Scheduling defaults gt Global module 15 Use the Directions field to provide directions for an employee regarding the client e g how to get to the client s home NOTE FOR AGENCIES THAT HAVE AUTO CLIENT NUMBERING TURNED ON If you are entering a new client into the system and the client s name already exists a prompt will be displayed as below to help reduced duplicate entries You can then pull up the existing Client record Help pelee find prne tomen sever Last Name JHAAS First Name RICHARD Initial ClientNo tec Social Sec No Status Active Nicchen Den Personal and Demographic Info Address 1 Address 2 Duplicate Client Names City Address City Phone Start End 384947 223 06 BRADDOCK AVE QUEENS 718 468 3925 County Borough Dist _ _ _ gt 7 Birth Date Race EJ Marital Nationality Telephone Numbers 1 Ext Type 2 Ext Type E ES nme ID T Directions Client Maintenance 2 2 Rev 11 5 HC Plus User Manual FAMILY HOMECARE 001 Add New Client Last
321. ntract Import Check to import contract data into Visit Maintenance System Functions 14 275 Rev 11 5 HC Plus User Manual FIELD Description Timetrax Banking Effective Enter the date that Banked Hours will go into effect Schedule Created from VNS Check to create schedules using the VNS data Last Auto Batch After importing Santrax data the date of the last batch transfer 15 recorded Next Auto batch Date for next auto batch of Santrax data to occur Last Visit Main Import Most recent date when Santrax call data was imported to system Last Visit Main Status Brief status note on how many visits were processed or bypassed Autobatch now Press this button to initiate the auto batch process For some agencies this button 15 grayed out and not functional 14 2 5 Contract Sharp Setup Data This screen for Sharp agencies only sets the options for handling employees They can be terminated and their schedules ended or can be inactivated on a temporary basis but can be instantly reinstated into active service Contract Maintenance General Info Holidays Sharp Contract Description PARTNERS IN 404 PROFESSIONAL 0000404 Tier 1 Twin Vendor Inactivate Figure 14 12 Contract Sharp options FIELD Description Auto Terminate Terminate any employee who has been inactive more than 90 days Auto Inactivate Inactivate any employee who has been
322. ntracts Compliance Training Please Enter above Information To Define Availability Supervisory Mailing Address When you exit this window the layout below appears Employee Availability Employee Availability 12 31 00 New ng weeks 151 15 5552 SMITH GEORGE Bi 1 12 00 Week 1 Eb BROOKLYN 15154 5 718 554 5454 Availability Comment Figure 7 4 Initial Employee Availability screen 1 Double click in any of the cells for example Saturday to define the employee s available hours for that day Employee Availability Ed Ed Employee Maintenance 7 90 Rev 11 5 HC Plus User Manual Figure 7 5 Defining availability for each day e Remember to enter a 2 digit hour value for Start Time and End Time e Enter AM or PM e The total Hours field will be calculated by the system e Check Preferred Available or Unavailable as appropriate If an employee is unavailable that status will appear in the time cells of the employee s schedule calendar e Enter any Notes in the free text field Note the checkboxes for other days in the week These comprise a work saving feature of the system If the specifics of the employee s availability on a given day are the same for other days clicking the checkboxes for those days will copy this information to the availability screen 2 When availability data is saved the grid reappears with the appropriate cells
323. nts E Sit Area Codes x Description ew 9 Site 7 Area Code Description Work Lodes ni Battery park area Chelsea Area OME HEALTH DLISEREEPING VEIN ONG TERM LILTIPLE PATIENTS HORT TEAM on Ti Coy oy County Code Description Record 98 14 7 9 Coordinator Team Codes 14 7 10 Alien Identification Codes List of coordinator teams in your agency Different documents required for identification of individuals within your agency Coordinator TEAM LIST Alien Identification Codes Description a a 1 7 ith Certificate ert 5 Citizen ert Of Natural nd Pr Vi Guam D L rivers License Add New mployment Auth Card ederal State City I D oo iitary D ative m Tribal Doc chool Pic 1 0 oo ow T1 m Ci 1 Ci ar m E cu on un Cd ow ocial Securty Card System Functions 14 282 Rev 11 5 HC Plus User Manual 14 7 11 Diagnosis Codes 14 7 12 District Codes Standard diagnosis codes for describing a client s List of different districts covered by your agency health status amp District Codes amp Diagnosis Codes OP x New nj District Code Description 001 Code Description bdaminal Aortic Aneurvsm coustic neuroma goraphobia IDS general Icahalic Neuropathy T lzhei
324. ny other client on that day 1 The Service Maintenance screen Figure 6 2 contains a button labeled Cluster Maint Click it to display a screen where you create view or change a cluster situation 2 Tocreate the cluster click on the Cluster Case radio button then enter the cluster group number the effective date for participation in the group When a cluster group number is changed without a change in cluster status the correct cluster group number is displayed on the client maintenance screen and on the client schedule report The cluster group history is shown at the bottom of the screen and may be changed using the Modify History button STOP ng Client HAL Service HAL Curent Case Type C Non Cluste s Group 002 gt Effective Date 7 1 24 History W Nen Cluster Cz Cluster Cluster Case NI cl T _ Group i 21 oz sj History Date 6 1 34 5 29 93 5 1 31 Modity History L Figure 6 7 Cluster Maintenance History screen 3 After clicking the button you will be returned to the Service Maintenance screen Exiting from there to the Client Maintenance screen you will notice a red Cluster in the service row indicating this client service is part of a cluster situation HALA 41421 724 00004141 Lo l1 1b 14
325. o Megative Active JRBES SHEILA 755850 HHA 81283 ERA DAWN 81333 42501 04 0902 Negative Active 951042 HHA 41451 AM ALLA 0840143 11398 Negative Active AZEL RUBY 755938 41492 IZLAND 120813 05002001 Ma Negative Rehire IBBERT PRLIDEF 766324 55556 ASH AD SHAR MELI 074302 1029005 Negative Active 25E EVELIME 850573 44328 INSON MIRIAM 01 220404 105298 Negative Active JSEPH VISIT ANIMI 755933 41454 RRILHO a casn 01224100 E Negative Active SERA 755052 41411 RCA 082295 061995 Negative Active ILEW SKA ZOFI 763953 41431 WARD MERLESE 0541401 Negative ILFORT 851125 91 393 ERA DAWA 81333 Orr 0422038 Mo Megative Active ILL 765576 41451 AN ALLA 0571 enm 12 27 38 Negative Active YAKSHIN ADI 767164 41422 E 0540504 03 204 Ma Negative Active CIP HOM SAND 755088 91373 RUE Z 81373 01405 8 eum Ma Negative Active PENCE 851106 55541 RMAMDEZLORNM Y 5554 0101 96 Negative Active UFAN OW MIK 765429 41451 WARD MERLESE 05 399 041902 Negative Active GARTE 850516 44309 RRES 443509 02017008 011 p00 Mo Negative Active TEIZ 41422 ALLA 114053 04 0002 Negative Active MIMA 754929 RIS IRINA 05 02 95 01 06 90 Negativ
326. o are in your system Select or establish a Team in the same manner as Districts Counties and Coordinators A Team is any grouping of Employees within your agency The table itself is accessed by System Functions Codes Maintenance gt Coordinator Team Codes Transportation Use the drop down to record the employee s means for traveling to scheduled visits Transpt Code of District in which the employee will be working This field indicates whether the employee personally picks up his check If so Sharp is informed This indicator will remain until it is manually removed 3 the employee form is completed click on the button to save its contents 4 The Contracts Assignment immediately screen appears Fill in the appropirate contract s and press Follwing your saving of the contract data the Employee Payroll Information screen Figure 7 14 appears Fill in pay information and then press Exit 7 3 1 Enter Contract Assignments After saving a new employee record the contract assignment screen appears for Multi Contact agencies and you are requested to select the contract under which the employee will be working When you exit and save the completed Employee screen displays the selected contract s Check a default contract when more than one contract exists See section 7 5 9 for details Note that the Contract Assignment screen does not appear when adding a new employee for a single contract agenc
327. ocess are looked at before the User s batches If a batched Daily Special code record had its hours changed to zero it will be removed from the Verification procedures 9 168 Rev 11 5 HC Plus User Manual batch and you will receive a message specifying the batch it was removed from You will also be notified when a Daily Special code visit 15 added to a batch 9 11 5 3 View a Time Sheet s Details 1 Left click anywhere on a row in Figure 9 21 and the Time Sheet details appear along with the names of both the employee and the client 2 Alternatively you can search for the time sheet of a specific employee by pressing the button in Figure 9 21 Batch Detail Screen The Find Employees screen Figure 7 1 allows you to choose the employee you want When you press the button the Time Sheet detail screen is displayed Time Sheet Transfer Time Sheet Detail mu 0000414 FAMILY HOME CARE 28 0 6 04 quM 766853 IKINA User eee 386132 DREY LIDIA _ Gye 386132 DREY LIDIA Billed Yacation Sick Holiday Tran Delegate NoEntry Misc Larfare On Call Per Diem Personal 6600 Visit Verified Special Date Start End Hours Codes Sick Holiday Train Deleg Misc Car DF 8 2 04 08 00 08 00 11 00 Tue 8 3 04 08 00 08 00 11 00 6 4 04 08 00 08 00 P 11 00 Delete Timesheet Figure 9 22 Time Sheet Detail Screen 9 11 5 4 Adda Time Sheet to a Batch UM
328. ode M Specl Pay 0 00 Work Code Shift Unit Banked Late 0 Vizit Posted 7 18 04 4 43 33 Batch 011 Employee 076791 by AMARCUS Verfied 07 13 04 05 15 45 By SAN TARAS Batch 011 Client Cancel Employee Cancel lin Vernfy Employee Add History Tasks Agency Cancel Service Cancel Sched History Perm Figure 9 4 Schedule Verification Detail Screen with history Note The screen above displays non transferred batches in red and transferred batches in black BUTTON Feature Client Agency These four buttons function in the same manner as do the cancel buttons on Figure Employee Service 8 20 Cancel Un Verify This button sets the individual visit back to an unverified status The color of the text in the calendar for that day will revert from BLACK to GREEN Client Schedule View the Client Schedule screen Figure 8 2 Add History This button allows you to add additional information to the verification history without having to modify the visit Sched History Displays a screen showing all the scheduling changes Schedule History Date Last Modified Employee Notify Client Notify a User Svc Date Type Times Hours Reason Notes Contact Contact 1 8l r 72 0 ien MARIA 4 This button brings up the Permanent Schedule screen See Figure 8 19 Unapplied Allows you to a
329. of batch execute the Verification Report by Employee for the week of service selecting Posted Only and Show Clsf Totals this data should match the confirm report automatically generated at the time of transfer FAMILY HOMECARE 001 EE OF Service Employee From cop Client Thru nns Lt Coordinator ID Employee Name Coordinator ID 7 Client Name Filter Employee Wentied Coordinator Un Venfied 3 Contract E Include Posted Category Posted Only User Verified E Show Totals Figure 9 12 Verification Report options 1 Click the check box for the appropriate sort Enter the week of service the week defaults to the latest full week from the current date but can be altered by clicking on the arrows or by keying in dates 2 You may toggle WEEK Service to Verification Date and produce a report on the data by verification date 3 After clicking the Verified checkbox include other options such as Include Posted Posted Only and Show Clsf classification Totals If you click Un Verified all these other options are grayed out and unavailable 4 Click the Magnifying glass button to preview view the report Verification procedures 9 158 Rev 11 5 HC Plus User Manual 08 24 2004 FAMILY Schedule Verification Report From 07 17 04 Thru 0723 04 Week Of Service Employee SLOW BOBBIE 007553 Includes Posted
330. ointments Select Employees Compliance Code EPATITISB 1 CHECK OFF LETTERS BE PRINTED AND EXIT HC Plus User Manual Generate Emplovee Letters and Labels Add Filter Status Llassf Coordinator Contract 414 FAMILY HOME CARE Coord 7 Expiration Date 7 Employee Name Language Employee Mame Prmarp Language 7 Expiration Date 7 Employee Name Date Hired 7 Employee Name 7 Employee Humber Figure 10 25 Compliance Letter and Label Selection Employee Selection for Compliance Letters All Currently Hon Compliant Employees Enter ID or Last Mame to filter records on 765636 850832 851324 764629 850734 766825 766419 850812 766444 767122 73 ANGLANE ROSE ARAUJO MARIA AUSTIN PAMELA BALLESTEROS CLAUDIA BARBA DIANA BARKER ESTHER BARRIOS MAIELA BERTRAND BERLINE ELACK JOSEFINA BLAIR DORH I LDLDII CIT List of Selected Items EMPLOYEE EMPLOYEE Matches 171 ADDRESS 485 EASTERN PRM BKLYM 4315 6TH AVE APT ID BROOKLYN fo SENECA AVENUE RIDGEWOOD 55 LAULD WELL AVE BRON 104 38 199TH STREET ST ALBANS 550 EAST 2157 ST APT 24 BROOKLYN 122 10 115 AVE SOUTH OZONE PARK 3317 AVE D BROOKLYN 15 14 124 STREET COLLEGE POINT B30 STANLEY AVE 54 BROOKLYN r4 C7TLI CTO amp DT Remove All Items
331. old Split Shift Billing Figure 14 10 Pro Health Contract Data Field Description Cluster Check when the contract includes cluster situations where one employee covers many clients Carepak ID Payroll Billing system ID System Functions 14 273 Rev 11 5 HC Plus User Manual Field Description Orders outside 485 certification Yes signifies that the system does not have to match 485 Certification periods Other options are No and Warn Site Area codes Use dropdown to select a site code if available Company Segment Use dropdown to select a company division or segment if available Show rates When checked the employee s rates will display on the verification screen e g Export Clinical Data Click to allow the export of 485 Health Maintenance data for use by agency personnel The Scheduling Defaults Global tab displays the directory for storing the export Hold Split Shift Billing When there is a split shift in a day s visit and one of the shifts is verified this checkbox will flag a billing error billing will be delayed until the second shift 1s also verified System Functions 14 274 Rev 11 5 HC Plus User Manual 14 2 4 Contract Santrax setup information Press the Santrax tab on Figure 14 8 to set up your options for using Santrax such as having the program verify that the visit hours match the scheduled hours Contract Maintenance iener grape General Info Holidays ProH
332. on 9 8 Schedule Maintenance 8 127 Rev 11 5 HC Plus User Manual 8 9 1 Change Notification options Upon changing a visit s details the screen below appears offering several options related to the notification of the client and or employee as to the schedule s change changes that you make to a schedule will appear in the Change Log Report as shown in Figure 8 23 However checking the Exclude checkbox will cause this notification change not to appear on that report Changes Notifications Als SCHEDULE CHANGE Exclude will nat have this change appear the change repart LI MOTHER E Figure 8 21 Change Notification screen When you return to the calendar schedule and click on a day cell for this date the screen below appears Click on its button to view the changes that you previously made to this day s schedule You may also change the text in the Reason Notes section View Modify Schedule Detail Loc 001 Chent 747437 ACOSTA MARIA Santrax Eff Date 4729795 Thursday December 27 2001 gt ng INSTITUTE E AGU LAR 745835 Cluster Case FERS 1 13 02 1 12 46 sonaM 6 00 T SCHEDULE CHANGE N A MOTHER DIN 3 00 PM Exclude will nat have this change appear on 12727201 Client ICAS ILLO the change report Client Cancel Employee Cancel 3 CHEDULED Emp Sched Pem 8 10 Verify a visit After clicking on a day s cell and displaying the schedule infor
333. or continues to need occupational therapy The patient is under my care and I have authorized the services on this plan of care and will periodically review the plan e 28 states Anyone who misrepresents falsifies or conceals essential information required for payment of Federal funds may be subject to fine imprisonment or civil penalty under applicable Federal laws Item 27 Attending Physician s Signature and Date Signed Click the checkbox to indicate that the physician has signed a printout of this form and enter the date When printed a space is provided for the physician s signature Text entered in this field will be recorded on the electronic version of this form in your company s database but will not appear on a paper printout Client Maintenance Functions 3 55 11 5 HC Plus User Manual 3 13 Enter Emergency Contacts The IEmgcy button is located on the right of the screen as seen in Figure 2 4 When you press this button the Emergency Contacts screen appears Two contact persons may be entered The top of the form displays the Location Client and Client Name as recorded in the client s general information These fields cannot be edited The bottom half of the screen records information related to a client s emergency status including his her agreement to Do not resuscitate order lient Emergency Contacts Emergency Contacts ou Dg gency Client 4 Client Name Em
334. or that time A reason must be entered for each overtime or absence occurrence 1 Access the Schedule Detail screen of a calendar cell Schedule Detail PARTNERS 001 Client 0415457 ELEHDEZ Santrax Eff Date 6 28 03 Order ID 2672 Tuesday August 03 2004 QD Week 1 of 1 Contract PARTNERS IN CARE 486 5 Proc Code Shift Code Work Code Scheduled Start Time 10 00 AM End Time 5 00 Hours OTZABS Hrs Unit Santrax Start Time End Time Hours 0 00 Reason Cde Llazsf Employee HHA ACE VEDO P T 2 Change hours as necessary You will be required to fill in OT ABS field and the reason code Schedule Detail PARTNERS 001 Client 0415457 ELENDEZ Santrax Eff Date 6 28 03 Order ID 2972 Tuesday August 03 2004 gt D Week 1 of 1 Contract PARTNERS IN CARE 486 VNS Proc Code Shift Code Work Code Scheduled Start Time 10 00 End Time 7 00 Hours ang OTZABS Hrs Unit Gantrax Start Time End Time Hours 0 00 Reason Cde pw Client Is Scheduled For 2 Hours More Than Authorized Record s OT Absence Hours Click To Record Hours Then Select Reason Code Or Click To Continue Without OT 4bsence Hours Schedule Detail PARTNERS 001 Client 0415457 ELENDEZ JO Santrax Eff Date 6 28 03 Order ID 2272 48 Tuesday August 03 2004 Eb QD
335. orrect and change if necessary Check on Un Verified transactions Print and determine if time sheets need to be verified and added to a batch je CON do x cos aee Repeat with different week ending dates to insure there 1s nothing outstanding 10 Exit to the Verification Menu II Click on Batch Listing on the Verification menu 1 Select New Batch 2 Selecta contract Contract is your agency name 3 Enter the Week Ending date 4 Click Create New Batch 5 Click Add Time Sheet 6 A list of Santrax Client Time Sheets appears 7 Click on each time sheet to be added 8 Click on add Selected 9 Answer Yes 10 Click on Next Page and repeat the above instructions until all time sheets have been added 11 Click on Show Non Santrax Clients if necessary add these time sheets to the batch 12 Repeat steps 1 2 amp 4 and check off Multi Week to create a mixed batch 13 Repeat steps 5 though 11 Out of balance 1 Any batched that are out of balance will have a red star to the left of the batch 2 Click on Modify Header 3 Click on the out of balance batch 4 Correct Header 5 Click on Save Header Frequently Asked Questions FAQ s 16 304 Rev 11 5 HC Plus User Manual 6 Click on View Unbatched Time Slips enter the correct week ending dates and contract name This report helps to insure no verified time slips are outstanding and need to be added to a batch IV Once you are sure all is cor
336. otes 1 When you launch the Notes function for a client all the notes currently on record are displayed Client Notes Client Sort By Address New JR C Note Type C User Entered Entered Date Time Note Type User Entered Clent HONI HAL A was discharged on 77 3 04 HOSPITALIZED 729204 1 42 56 PM Has he gane bankers CLIENT DISCHARGE D MIN Can only visit now on Sundays never Fridays 6 49 11 SCHEDULE CHANGE D MIN Figure 3 12 Multiple notes displayed 2 Torestrict the display of existing notes to one category select that category from the drop down menu 3 edit an existing note press the button and change the text as needed A password is needed to change existing notes but you can append using the button additional comments to an existing note Notes Detail Clent Notes Entered Date 7 8 04 6 49 17 PM F e STOP Modified Date 6 49 17 Hote Type SCHEDULE CHANGE NOTES Can only visit now on Sundays never Fridays Password Please enter password to Edit the record Cancel Client Maintenance Functions 3 41 Rev 11 5 HC Plus User Manual Print the notes using the button The notes print as sorted and displayed on the Client Notes screen 3 Enter Client Requirements Requirement criteria selected from a drop down list are used to match a client s needs requirements with an employe
337. oyees giving their current compliance statuses You may toggle the buttons at the bottom to view only non compliant or only compliant employees Employee Compliance Status All Employees Employee Current Status Sheet Employee x anti E 4 MARIE Y 493654 ALBERTHA p gt gt pal m 2 5 rp rr cm SIN ale Classification E Coordinator N Emp No RejHired Through CA a 67797 3105 PCA CA 11714705 s 17109 Status Last Full Compliant pdate Compliant Status Coord Active 17183 1330 Ne 17105 Ne 1702 Ne 17 Ne S Family Leave 17105 Ne Active 17103 Ns T 51330 Ne T 1715 Ne Renee Ne Ne 17102 Figure 10 27 Employees Current Status Sheet E G E 2 1 Click the S button on the left of each entry to view an individual employee s compliance issues See Figure 10 12 2 Click on the C button on the right of a row to recalculate the employee s last date of compliance Compliance 10 196 Rev 11 5 HC Plus User Manual 10 4 2 5 Compliance Status Reports for all Employees eports Help The menu bar that is
338. pears listing the dates changes have been made to the employee s status If you change the rehire date you are asked to confirm the change The updated rehire date is now displayed on the Employee Maintenance screen Employee CARMEN ABREU INSTITUTE CARE 12 12 34 TERMINATED 1123701 Update Employee Date to 1123 01 HC Open History Figure 7 9 Employee Sharp Status History 7 5 5 2 Employee History When you click the HC Plus History button on the bottom of the Sharp Status History window another window appears listing all the changes that have been made to the employee s status audit trail with the reasons for the change Note You are notified when attempting to make a change causing an inconsistency between a current HC Plus client employee status and his her Sharp History status A discrepancy error message displays advising you to examine the data and correct if necessary Employee MILA AOS Date 1 16 2001 Status LOA Reason Needs a rest Modified 1716701 6 18 13 by ADMIN Date 4 27 1997 Status ACTIVE Reason Modified by DateT 13 1335 Status HOT ACTIVE Reason Modified by Figure 7 10 Employee History Employee Maintenance 7 95 Rev 11 5 HC Plus User Manual 7 5 6 Employee Notes This button opens a screen displaying all notes that have already been recorded for the current employee The name and address information cannot be altered Employe
339. ple Visits 15 displayed 9 11 11 Batch Export Report The Batch Export button allows for the creation of two reports 1 The Visits to be Exported report provides the details on all visits that have been batched and will now be exported to payroll and billing 2 The Visits not to be Exported report displays visits that are problematic and need to reviewed Batch Export Report Batch Export Report 00000 Repor Type Visits To Be Exported Visits Not To Be Exported Date Range Contract PARTNERS IN CARE 485 PRI Coordinator Start Date 771204 Start Time 12 00 Client x End Date 9 9 04 End Time 11 58 PM Employee Coordinator Client Employee Visit Date M Figure 9 31 Batch Export Report Menu Verification procedures 9 178 Rev 11 5 HC Plus User Manual 9904 5 09 27 VISITS TO BE EXPORTED Page 1 of 17 For 07 01 04 12 00 AM 09 09 04 11 59 Contract 0000485 PARTNERS IN CARE 485 PRIVATE sort Order Coordinator Client Employee Visit Date Coordinator 095 FLEMING EBONEE Overtime Actual Pay Absence ClientID Client Name Employee Name Santrax ID VisitDate Start End Hours Hours Tasks Memo Hours Batch 0604561 BERG ANN ELART WENDY O07 4 62 9699 07 25 04 2 49 P 809 5 20 5 00 3 P8 7 00 394 0481725 MINE SYLA TLE OCK ARLE 115 0 8731 07 26 04 10 36 amp 36 P 8 00 8 00 7 394 0758107 JUNE THEW MYR 596 34 0545 07 23 04 7 51 53 12 02 12 00 7 P8 12 00 38
340. populated If you wish to copy this availability to a second week click on the red arrow to the right of Week 1 and you will be prompted to copy the availability one week forward Employee Availability Employee Availability New ng weeks II 151 15 5552 5 GEORGE Sitesi 1712 00 Week 1 BROOKLYN NY 15154 5 718 554 5454 SUN MON TUE WED THU FRI 8 00 5 00 PRY 8 00 APR 5 00 PR 8 00 5 00 PP 8 00 5 00 PP 8 00 5 00 9 00 Hours 3 00 Hours 3 00 Hours 3 00 Hours 3 00 Hours Available Available Available Available Available Availability Comment Figure 7 6 Employee Availability screen with times filled in Copy Employee When you use the door to leave the above screen the window to the right appears Copy Availability prompting whether you wish to copy the new employee s current availability status to future weeks From Date 1 2 02 Thru Date 1 18 02 Current Availability Copied Thru 1411 D Please Enter above Information To Copy Availability 7 5 2 Employee Schedule The Schedule button on the Employee screen opens a display of the employee s assigned clients and hours as shown in Figure 8 25 Employee schedules covered in Chapter 8 may be established and forecasted for an indefinite period into the future Employee Maintenance 7 91 Rev 11 5 HC Plus User Manual FAMILY HOMECARE 001
341. ports A variety of employee reports may be created using the template below including Employee Information Profile Employee List and Employee Schedule 1 Press the button on the Main menu Figure 1 1 The Reports Menu appears Press the Employee Reports button FAMILY HOMECARE 001 Employee Reports Report Emp Labels m Emp Schedules T Emp Information Profile cuma 558 Teams Employee Notes Coordinator E Page Break For Emp Training Team Last Date Scheduled Skills District Emp Phone Only Payroll Information n Contract 414 FAMILY HOME CARE T Client Addr 7 Phone Rotation Classification Emergency Contact Header Location Active Only Terminated Only iene tare Hire Date M Status Sort By Zip Start Date 911204 Start Time 12 00AM Start Date hrough End Date Est End Time 11 59PM Entered Date hrough Terminated D ate Through Status A _z Birth Montk Wednesday August 1 2004 Open Figure 7 26 Employee Reports Menu Employee Maintenance 7 106 Rev 11 5 HC Plus User Manual 2 Select one of three checkboxes for the type of report you want As seen above clicking on an option e g Employee list defines the options you have for producing the report 3 Inthe REPORT ON section you may limit the report scope
342. pply Santrax calls to the visit and then proceed to verify that visit Verification procedures 9 150 Rev 11 5 HC Plus User Manual Note The verification screen keeps the same week ending date when selecting a second or third employee s schedules to verify That is if you use the binoculars to search verify another employee s visits the WOS retrieved will be the same as that of the first employee This feature works only when the Default Schedules to current WOS option is not selected on the Scheduling Defaults screen 9 3 1 Verification for special codes sick and holiday Vacation and sick days appear on the verification screens either through cancellation or by entering special codes as described in section 8 18 4 B FAMILY HOMECARE 001 766090 ADAM SKY EA 2262 B3 STREET d BROOKLYN 11204 718 232 1865 716 04 Weekly SchedHrs 10 00 SchedHrs 10 00 SchedHrs 10 00 SchedHrs 10 00 SchedHrs 10 00 SchedHrs 9 00 SchedHrs 35 00 63 00 Santrax Hrs 3 00 SantraxsHrs 3 00 Santras Hra 0 00 SantrasHrs 0 00 5 0 00 SantrasHrs 0 00 Santras Hra 0 00 18 00 Sat 7 10 Sun 7411 Mon 7 12 Tue 77 13 Wed 7 14 Thu 7715 Z716 200A 10 00 8 00 4 amp n FP 10 00 8 00 A 2 00P 4 00 1 8 00 A 12007 4 00 8 00 A 12 00 F 4 00 8 00 2 12 00 4 0 8 00 A 4 00 745 5 2P 3 00 7485A GSP 9 00 4 00 4 00 4 00 4 00 4 00 HAS 4M HAS 414
343. ptions Required field State Marital status Enter married or single Required field City Tax 1 Use dropdown for city tax entry NOTE City Tax 1 1 a required field City Tax 2 Use dropdown for city tax entry EIC Click to indicate Yes if the worker is eligible for and can claim the Earned Income Tax Credit EITC The credit reduces the amount of tax an individual owes and may be returned in the form of a refund SHARP SPECIFIC INFORMATION Employee Maintenance 7 97 Rev 11 5 Field Union Init Balance Ins Cov Temporary Rate code Ins Marr Override Ins Elg Weekend pay FICA Pay Adjust Employee Maintenance HC Plus User Manual Description Enter amount of union initiation fee Use the drop down for the type of insurance coverage Family or individual I f applicable a dropdown for a 0 9 rate code can be assigned for tax w ithheld where zero is the default value In Group Maintenance a security option Temp Rate Change is present in the Available Objects for Selected Category within the Employee Available Categories option in order to allow access to updating this field This option works in conjunction with the Payroll Information security permissions If a Security Group allows Access and Update rights assigned in Payroll Information then the Temp Rate Change security option will have Allow Access and Update rights automatically enabled However if the Security Group has only A
344. ptions come into play when editing the record of an existing client In that case the Discharge Reason will also be operative Client Maintenance 2 23 Rev 11 5 HC Plus User Manual 6 Use the Tab key to navigate from field to field within the Personal and Demographic Info section Enter the pertinent address including the state city and zip 7 The County field is next Use the drop down selections that were established when your system was set up 8 Use the drop down menu to fill in the District A district is any type or size of geographic area that your agency wishes to define Districts are established the District Code Maintenance function via the Codes Maintenance menu Your system administrator has probably created appropriate choices that are available in the drop down menu 9 For the client s Birth Date enter both the month and date in 2 digit format and the year with four digits for example 01 15 1953 10 For Sex enter F N for Not Applicable is used in situations where the Client is a group such as a nursing home unit or some other Cluster Care site 11 For Race categories use the dropdown White not Hispanic Black not Hispanic Hispanic American Indian Alaska Native Asian or Pacific Islander Information Mat available 12 For Marital status use the dropdown 13 Use the Telephone Numbers fields to enter the client s phone numbers The system creates
345. r Do not create a schedule for the secondary mutual that is do not enter data in the Order Entry screen use the STOP icon to exit leaving it blank 3 Note When linking two existing non mutual clients you have the option to automatically end the open orders of the secondary client 4 Click on the button at the right of the Service screen The Find Clients screen appears 5 Selecta client The Client Link window appears Select the appropriate radio button You may enter an effective date when linking clients as Mutual Otherwise the effective date defaults to the date the clients are linked Service Maintenance 6 78 Rev 11 5 HC Plus User Manual Chent HORSE HARRY Link Client AMADA as Secondary Mutual Date 12 30 01 Primary Mutual C C luster Link LinkHistory Figure 6 5 Client Link Window In the example above ZAPATA 15 linked to Mutual lima HARRY as being the secondary mutual client This information now appears on the HARRY client Last Name record designating HARRY as the mutual primary Client Na 226219 Loc 001 client Secondary ZAPATA AMADA 3885446 The linking data also appears on the Additional Service info section of each client s Service Maintenance record Eff Date Linked Client Eff Date Linked Client Iv Duty Free 11 20 03 Duty Free 11 20 03 TBA TBA Cluster Cluster v Mutual Sec 12 10 03 HARRY HORSE Mutual Sec 12 10 03
346. r recording those days that are holidays or non working days for this contract You may modify the Dates and Pay types if you have the proper security clearance System Functions 14 272 Rev 11 5 HC Plus User Manual Contract Maintenance nur op aye General Into Holidays Sharp Contract Description PARTNERS IN CARE 485 PRIVATE 00004 85 Regular Holidays Modity Custom Holidays New Year s Day _ 1 71 04 Holiday Pay f M L King Day 1 19 04 NoHolidayPoy f Extra Day 1 No Holiday Pay President Day 26 04 NoHoldayPay Extra Day 2 Holiday Columbus Day 10 11 04 Extra Day 3 Holiday Pay ExtraDay4 No Holiday Pay Memorial Day 5 21 04 NoHoldayPay July 4 7 4 04 Pay Extra Day 5 Holiday Pay Labor Day 9 6 04 NoHoldeyPop Eta Daye NohodyPa Thanksgiving 11 25 04 NoHoldayPay 1 Christmas 12 25 04 No Holiday Pay f Figure 14 9 Contract Holiday Information 14 2 3 Pro Health Contract Maintenance Use this to keep track of the Pro Health contracts Contract Maintenance e NE General Info Holidays Pro Health Contract Description COMPREHENSIVE HOSPICE 6806 Cluster LareP ak 18 35 Orders outside 485 Site Area Code Comp Show Rates Export Clinical Data H
347. r B both Client HONI HAL A Service ID Service Description Loc Status Start Date End Date Dischrg 101886 HONI HAL Active 712104 Contract Fiscal ID Category Live In Equiv Contract 414 FAMILY HOME CARE 665543 1 Additional Service Info Switch To Eff Date Linked Client Approval Type Home Attendant Auth History Duty Free 718 04 Authorization Type Cluster Maint TBA cluster Default Classif H Mutual Referral m Biling Adv Directive Auth 3 321111 Insurance Cert Eff Date Last Care Plan 5 12 06 Electrical Emerg C Link Cert Exp Date Bldg Access 2 Link History Use Santrax 6 26 04 Pay Source mc Case Worker Name JON SIMMS Suppress 5 Printing Case Worker Phone 212 433 4544 Work Code Shift Code MRA 4 Ref File 445434 Team 41 Health Area 2233 Coverage Cd F 1 Figure 6 2 Completed Service Maintenance screen 9 Sometimes you have to create more that one service order for a client as for example where the client requires both a health attendant HA and a registered nurse RN to take care of his health needs or where different contracts are involved in providing for his her treatment To create a new service order click on the blank service summary row on the bottom of the Client Maintenance screen and a blank service order will appear FAMILY HOMECARE 001 Client Last Modified On 7 19 04 1 46 09 PM By ADMIN
348. r Client Result Compl zb wes m2 s i Je 2h s n fe im E LH 2 A lt lt I lt I I I lt 1 Figure 7 24 Supervisor Visits Administrative Evaluations 1 Enter the Date and Time of the supervised visit The date may not refer to a future date The Type may be E for evaluation and S for supervisory The Result field may only be A administrative P professional C 2 competence or blank Click on the Compl check box if the visit was completed Employee Maintenance 7 105 Rev 11 5 HC Plus User Manual 7 5 13 Employee Mailing Address By clicking on the button you can display a screen in which you can enter an employee s mailing address when different that the address on his main record This is the address to which all non payroll related material will be mailed The address that appears on the Employee Maintenance screen is the address to which all payroll related material will be mailed e g payroll checks direct deposit stubs tax information etc Employee HILD MARA Address 1 12 Address 2 in care of etc City HEW ORE State Zip 1 0040 0000 Boro MANHATTAN Figure 7 25 Employee Mailing Address 7 6 Employee Re
349. r Manual 4 The Coordinator drop down shows the codes and names of FE Coordinators currently in the system MARG MEL IRIN SUP A coordinator code contains the contract ID in the first three ALL HEYS digits and the coordinator s ID in the last two MARGARET MERLE HOW JENNI CULL ALL 5 Select or establish a Team A team is any grouping of employees within your agency selected for particular skills or needs Add new teams by accessing System Functions 8 Codes Maintenance Coordinator Team Codes 6 Click the Equipment Supervision checkbox when the agency is required to handle oversight maintenance of special equipment such as oxygen in the client s home If equipment supervision is designated for a client enter the start date in the field next to the checkbox 7 Enter the Last Call Date the most recent date the client had been contacted by the agency 8 The call Frequency field can be used for your agency to indicate how often they should contact the client 9 Where appropriate enter the Client s Medicare ID Together with the ID enter the date this Medicare ID number was Verified 10 The Medical Record MRN is for use with your agency s internal system of managing client medical records if applicable 11 Record the Client s health insurance claim number if applicable in the Health Insurance Claim field 12 The Doctor Field uses a drop down menu for physicians who are already e
350. r that employee Daily Functions 11 213 Rev 11 5 HC Plus User Manual Unapproved Special Codes ADE Date Start Time End Time Hours Clasf Phone is ADE 8511 3 4 01 900 11 00 000 718 647 2217 Special Code Maintenance Sunday March 04 2001 Bj 8511 ADE EMI FAMILY VAC SICK HOL CLIENT Svctt 5 002 E This guy has to got to learn the ropes at our expense Figure 11 18 Locating Special Codes 11 7 Track Doctor s Orders In the Medicare system you often need a signed doctor s order authorizing treatment at your agency for a particular client The usual procedure is after a Nurse s assessment an order is created which is then forwarded to the doctor to sign A signed order returned from the doctor s office to the agency 1is documentation for the eligibility of treatment Click on the Doctor s orders tracking button to display the following screen User ADMIN Location 099 View Existing Orders Print Missing Orders Print Orders Returned Change Location Exit Figure 11 19 Doctor s Orders Menu The User and Location displayed on this screen are the values that had been keyed in on the login screen Daily Functions 11 214 Rev 11 5 HC Plus User Manual 11 7 1 Create a new doctor s order
351. ration If the order has been closed the number is for the days the order WAS open The order can be left OPEN and will be listed as OPEN Frequency of the employee s visits e g weekly and daily Work Code Further defines the employee s duties Categories include HH Home Health maintenance HIV care for client with AIDS symptoms House Keeping assistance for partially or totally disabled clients Live in care comprising multiple duties long term care MH multiple patients at the site short term care The Shift Code refers to the work shift during which the client will be serviced For Example a 1 may refer to the early morning shift Procedure Code Attaches information about ordered procedures Times for start of each scheduled visit Total of weekly hours Number of visits scheduled for this client per week For each day the number of hours stipulated by the contract for service to be delivered to the client is displayed Category code Displays an abbreviation for the agency that contracts the employee for the client Agencies and programs can be added modified or deleted in Main Menu gt Special Functions Codes Maintenance Category Codes See section 14 7 3 Used to distinguish among multiple programs offered by the agency indicated by the Category code For instance Visiting Nurse Service offers Adult Care as well as AIDS care training and Cluster Care Contracts can be added modified or deleted in Mai
352. re 14 9 Contract Holiday InforibaltiOD adi tec baa er oat TR eoa de o E be e Ee dads 14 273 14 10 14 273 Fiure TAIT Conrac iS 14 275 Contract STiarD ODLIOTIS sos tuae 14 276 Figure 14 1 5 Location Maintemance 1 14 277 Preure 14 14 Auto Bate Status REPO 14 279 14 279 Figure 14 16 Additional Codes Maintenance 0 00 0 0 000000000 000 14 285 15 0 System Function 15 288 Pre ute 15 288 1535 New TUE 15 289 Figure 15 4 Assign New User to a Security 15 290 security Groups dus oen te 15 290 Picure 5 6 A Group s security Prolle e 15 291 Figure 15 7 Security Group General Information 15 295 Figure 15 8 Security Group User Membership 2 000000000 0 000000000 15 295 Piste 15 9 Creatine Security Permissions
353. rect 1 Click on Batch Listing 2 Click on Transfer 3 Wait about 10 minutes 4 Logon on to Sandsport 5 Atthe Command line QS 6 Continue as you normally would for the edit 7 Don t forget to enter your 200 s Frequently Asked Questions FAQ s 16 305 Rev 11 5 HC Plus User Manual Thank you for using HC PLUS If you have any questions or comments please call Client Relations at 516 484 4400 ext 552 Frequently Asked Questions FAQ s 16 306 Rev 11 5
354. rm popup displays the date through which the schedule was copied Scheduling amp Compliance 8 7 Find Schedules Pending Notification Schedules may have been set up but the client or the employee has not yet been notified of the assignment The following feature allows you to locate all such pending notification orders 1 Click on the Pending Notification button on the Schedule Maintenance Menu Figure 8 1 FIELD Start Date and Time End Date and Time Client Contract District Coordinator Pending Notification Oy gt lt Please Enter Start Date Time 12 00AM End Date 477200 Time 11 58 Client Contract District Coordinator ajaj w Figure 8 17 Pending Notification Description The beginning date and time the system will use to find schedules pending notification The default date for this field is the current date The default time is 12 00 AM Enter a different date and time if you do not want the current defaults The ending date and time to stop finding schedules pending notification The default date is today and the default time is 11 59 PM Use the drop down menu to limit the search to one client Use the drop down menu to limit the search to a specific contract Leave blank to search for all contracts Use the drop down menu to limit the search to a district or a branch within the agency Leave blank to search all distric
355. rs Use the Print Missing Orders button to print out a list of Doctor s orders that are outstanding that is were not returned by the doctor and containing his her signature Daily Functions 11 215 Rev 11 5 HC Plus User Manual 11 7 4 Print Orders Returned You may create a report of orders that have been marked as signed and received Returned Orders Report Please Enter start Date End Date 4 11 00 Bj a t Figure 11 22 Received Orders Report When this screen first appears the previous day is the default date in the Start Date and End Date Adjust these dates if necessary before pressing the magnifying glass or printer button The B the following report Doctor s Orders 10 71 00 Doctor Hame ID Address Phone Client Hame Hotes MELVIN HAROLD 44 BLUENOTE ROAD ACEVEDO FELICITAL Needs aspirin fast 001 296 1444 444 1971 PETER 11 1 11 AVE JOCELYN HAITRICE 1234567 555555 718 222 2222 11 8 Referral Tracking You may use the system to track clients referred to you by outside agencies Referral Src but are pending acceptance by your service The Referral Tracking button brings up the following screen E 11 11 99 SMITH COUNTY TITLE TWENTY HHA Pending 15 00 0 00 m 11 22 99 LOCATIONS COUNTY TITLE TWENTY HHA Pending 15 00 0 00 Figure 11 23 Referral Tracking Daily Functions 11 216 Rev 11 5 HC Plus User Manual 1
356. rs outlined in the next figure by a dashed line rectangle View Modify Schedule Detail Loc 001 Client 74779 ACH TA Santrax Eff Date 4729795 Monday December 31 2001 INSTITUTE Client not Linked ET LARA ALLO Client Cancel Employee Cancel SCHEDULED Copy History Emp Sched _ Pem Figure 8 12 Copying a Schedule If as in the above example you want to copy Monday s schedule to Tuesday Wednesday and Thursday click on the appropriate checkboxes Check also the Times and or Employee checkboxes if you want that data to copied Click on the button The schedule is now replicated for the new day s 8 4 3 Copy a schedule a week forward You may duplicate a week s schedule for the following week 1 2 the calendar screen click on the right arrow of the date blank calendar screen is displayed Click on the copy button that is to the left of the binoculars The previous week s schedule appears Schedule Maintenance 8 120 Rev 11 5 HC Plus User Manual 8 4 4 Add a sudden visit to a schedule Due to a medical emergency you may have to add more visits to an already scheduled patient To do so i Right click your Loc 001 Coord 00587 District MRNiE Santrax Eff 3 11 00 mouse after positioning it over the date of the day for the added visit Click on the button 2 The Adda Visit screen then appears Note that for Cluster Clients the Duty Free Indicator is
357. rse Visi REPON MEM E uad ancien E obe 13 256 Foe DIS Visit o de eot ndis en O exuta bud tau 13 256 Pigeute 13 20 Nurse Visit History a emet eeu tpe dod ea beu 13 257 13 257 FEiseure 15 22 Employee Hours Worked Repor 13 258 15 25 Employee y ea AE 13 259 15 24 Expinne Plans or Treatment 13 260 The Scheduling and Compliance system 1 13 Rev 11 5 HC Plus User Manual Figure 13 25 Unsigned Plans of Treatment Report 13 261 Figure 13 26 Unsisned Verbal Orders 13 261 Fisure 141 System Functions Menu 14 262 Figure 14 2 Scheduling RI 14 262 Figure 14 5 Compliance Defaults 14 265 Figure 14 4 HC Plus directory assignments cccccccccccccccccessssseeseeeeececeeeeeeeeeeaaaseeeeseeeeeeeeeeeeeeeeeeeeeaaas 14 266 Fieure 14 5 System Global oe iss tap beast vae ve eve 14 267 Figure 14 6 Sharp default options ORE eR Pas e edet epus 14 269 Fiure AFETO C DS teen 14 271 258 General d te aa ta ile 14 271 Freu
358. rt excludes Day not assigned calls for visits that have been entered through the schedule screen without manually applying the calls The calls will remain on the Santrax Unapplied calls screen as error code 9 Visit Created after Call Matching Auto Batch Changed Calculated Hours abbreviated to AC Overcall Summary abbreviated to OC Lateness Summary abbreviated to LS Lateness Detail abbreviated to LD Docking Summary HRA Time amp Leave Summary Completed Visits Summary Weekly Billing Report Employee Work Time Overlap Report Santrax Visit Maintenance Import Applied Visits Santrax Visit Maintenance Import Unapplied Visits 11 2 1 Access Santrax Reports The Santrax reports listed above are grouped in the following manner Daily reports Auto Batch reports Attendant Lateness reports Overcall reports Visit Maintenance Reports VNS Daily Status reports and Batch Export Reports To access a report 1 Click on the Print Santrax Reports Button on Figure 11 1 Daily Functions Menu The following screen is displayed Daily Functions 11 207 Rev 11 5 HC Plus User Manual SELECT CONTRACT hls Daily Reports Auto Batch Reports Attendant Lateness Reports Overcall Reports Visit Maint Reports VAIS Daily Status Date Created Report Name Time Created Print Selected Reports for All 071E AM Coordinators DMU Z22 07 16 AM D50722 07 16 AM SED 22 Batch Export Reports
359. s Microsoft Access A Permissions for this group are not set Would you lke to copy existing permissions from another group Cl No Ei S antra Mramrenance Scheduling Print Archived Reports Verification Override Travel Amount Allow Update Miscellaneous Provider Maintenance Print Screen Auto Batch On Demand Allow Add Update CASE For Holiday FE Allow Delete Change Coordinator ID s Batch Transfer Llass Master Grant Full Fights HC Plus Us 2 Press to define a new permission table for this group as shown in Figure 15 9 and proceed to instruction 3 However click the button if you want to select a previously defined group and to adopt its permission arrangements for your new group a selection window appears below allowing you to choose the parent group Security Group Maintenance Copy Group Permissions General Info Users Gri Available Categori Administrative Client Compliance Employee S antra Scheduling Verification Miscellaneous Print Screen Grant Full Fights Copy Group Permissions 5 elect the group whose permissions you d like to copy COORDINATORS VIEW ONLY COMPLIANCE CLIENTS EMPLOYEES PR SUPERVISOR COORD SUPERYISOR NURSES EMPLOWEE SCHEDUL HC Open his HC Plus ewiew Permissions Print Permissions missions for ected object Allon Update
360. s 0 00 0 00 0 00 0 00 0 00 0 00 Last Paid Paid Vac His Accrued 9 Vac Sick Hrs Accrued Sick Hrs Contract Name Start Date WE Hours Ratel Hate Used Ratel Rate Used INSTITUTE CARE 585 5 28 98 11 9 01 7183 25 0 00 24 00 0 00 50 00 196 00 0 00 Hire Rate Current Rate Oct Aug Jul Jun Hov Insurance 5 89 5 28 98 7 59 71 00 Hours 131 00 150 00 243 00 150 00 158 00 0 00 Last Paid Paid Contract Name Ven HE Start Date WE Hours Ratel Fate Used Ratel Rate Used INSTITUTE H C 2 20 38 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Oct Sep Aug Jul Jun Insurance 83 5 28 38 39 zoo Hours 0 00 0 00 0 00 0 00 0 00 0 00 Vac Hrs Accrued Vac Sick Hrs Accrued Sick Hrs Hire Rate Current Hate Paid Vac Hrs Accrued Yac Sick Hrs Accrued Sick Hrs Employee Totals Hours Ratel Rate Used Ratel Fate Used 500 Oct Jul Jun Insurance Sep 131 008 150 000 249 00 158 00 Figure 7 15 Contract Specific Payroll Information Employee Maintenance 7 99 Rev 11 5 HC Plus User Manual 7 5 7 2 Deductions The deductions screen lists all the items for which an amount will be garnished from the employee s pay Lem prit cancel sovertn First Initial Z Last CEBALLAS Emp 52420 Emp 552 114 74 1765 Status ACTIVE Current Contract 414 FAMILY HOME CARE 000
361. s classes or topics Several options are available for the type of report including documentation on those who attended and those employees who failed to show up Besides the Training report a Training sign up sheet may also be printed to facilitate marking course attendance raining Report Please Select Coordinator Employee Contract Class Topic Date Range Report Inservice Training Certification Attendees Only Sign Up Sheet Morn Attendees Only Inservice Record Figure 12 9 Training Report options Training Report Location 099 UPSTATE 20 00 Employee 554 Clsf Hired Topic Chss Date Hours Attended Certificate APPLEGATE ROBERT 444 55 6666 HHA 2 22 96 ANATOMY amp PHYSIOLOGY 1 1 00 CPR 12 199 HIV 21197 UNIVERSAL PRECAUTIONS 1 1097 Total Hours BENNETT ASHLEY M 777 88 9999 12 2098 ANATOMY amp PHYSIOLOGY 1 1 00 CPR 12 1 99 21197 UNIVERS AL PRECAUTIONS 1 10 97 Total Hours BLACK KAREN P 111 22 3333 HHA 3 17 96 ANATOMY amp PHYSIOLOGY 1 1 00 CPR 12 199 Figure 12 10 Employee Training Report Training 12 236 Rev 11 5 HC Plus User Manual Training Sign Up Sheet 17 Dec 01 Location 001 SANDATA DEMO Class ANTHIY 121501 Date 12 15 01 12 15 01 Instructor MUZAC Site BHRAGS Topic CONFIDENTIALITY Type Training Time 9 00 Hours 4 Employee Coord ID Signatur e 7422378 EDO 03585 743903 ACOS CAR 03585
362. s Non re hirable you must terminate before you re hire Employee F435 DER Contracts Vendor Vendor Status Default Contract Name Number Emp No Start Date End Date Last T5 Date m HER dL eese p Howe Change sten mem JL Stange Status Figure 7 20 Employee Contract Assignment Screen 1 Use the Contracts dropdown to select the contracts pertaining to this employee The first contract the employee is assigned to is the one the system will automatically default to When adding additional contracts make sure your designation is correct And make sure to designate one of the contracts as Default i e the prime contract he she will be servicing 2 When necessary use the Change Status button to update the employee s status for individual vendors Status Date 11 13 01 Reason n on a temp basis Prior Status Change Date 12 12 1994 Status TERMINATED Reason Modified 2 6 95 by Employee Maintenance 7 103 Rev 11 5 HC Plus User Manual 7 5 10 Employee Compliance Record The button displays a list of the non compliant issues for the employee See section 10 4 1 Bring up to date as necessary any compliance row by changing its completion expiration and result fields All Hon Compliant Codes For This Employee Employee 743518 WORTH AVE Hired 5 en 3 212 4D D 740 NEW YORK NY 10040 95 HEPATITISE a gt
363. s description in the text box and click on the Question mark key The following screen appears ICDS Diagnosis Code Master ICD9 Diagnosis Code Master Search By Text 1 HAND 953 HAND INJURY NOS 1074 3 HAND FOOT amp MOUTH DIS 2 Figure 11 33 ICD Diagnosis Code Search by Text 11 11 2 1 Add a diagnosis code to your database Hit the button to enter ICD9 code to your database The following message appears Click Yes to transfer ICDS Diagnosis Code Master 1209 Diagnosis Code Master Gearh node 7 Add Diagnosis Code Q Transfer Code 8 72 1 Ear amp Hearing Exam to pour data base dh 744 0 dh 744 2 dp 7443 zn 503 PIERCING Daily Functions 11 224 Rev 11 5 11 11 3 HC Plus User Manual Medications The button in Figure 11 26 will bring up a screen with which you may add new medications to your list or enter other pertinent medication data Medications Maintenance Description n 4 Methapres E Acetazolamide Albuteral Cimetidine m D ipyridamale E cotin IN Fero Gradurnet m Gammagard Hydrocodone Ww Acetaminoph Insulin Nph Beet Lasix Add New Medication Additional Medication Maintenance Forms Routes Frequency Units Figure 11 34 Medications Screen 1 Click 99 N
364. scription Heading Order ID Date Effective Date End Date Clasf Qty Days Frequency WC SC Proc Start Times Total Hours Visits DAYS SAT SUN etc Cat Contract Authorization Scheduled Thru Client Maintenance Functions 3 32 Description The ID number of the individual order and the date the order was originally placed Effective date of start of services This field cannot be changed when scheduled visits exist prior to the date you want to enter Note When editing a change to the effective date of an order cancelled visits are not included This allows you to handle the case where the effective date needs to be changed to a later date but schedules exist prior to the new effective date You may cancel the unwanted visits and you will then be able to modify the order s effective date The End Date field may remain empty indicating that no end of service has yet been projected If you do put in an end date ADMIN users will only be allowed to remove it when there are no active orders for the client this validation avoids the occurrence of two open orders for the client The assigned employee s classification HHA indicates Home Health Aide HM Homemaker PCA Personal Care Assistant TRN indicates the employee is in training and will be accompanied on visits by another employee The number of employees assigned to the client by this order if applicable Number of days until contract expi
365. sers with proper security access To enable the report access Main Menu gt System Functions gt Group Maintenance gt Security Group gt Select a Group Security Group Maintenance Group Permissions Tab Available Category Employee Available Objects Employee Overtime Report then click the checkbox to enable permission For Pro Health users the report displays both the Employee ID and the SSN Employee Scheduled Overtime Hours Please Enter Location foot Contract Week Of Service 11 5 04 Over 999 Hours Heport Detail Summary Use Live In Hours S 4 Include Live Ins Sort By Coordinator Employee Scheduled Overtime Hours SANDATA TECHNOLOGIES Location 001 Contract 0001007 Week of Service 11 5 04 Hours Over 40 999 IncludeLivelns UseMaxLivelnHours v Employee Employee Social Security Sort By Coordinator Week of Service Hours Client Name Service Coordinator Location Category Contract Reg Rate Rate LCARMEN 005158 999 90 8630 11 5 04 32 00 D RAMON 0011922 03 001 Of New York Adult 7 50 11 25 11 5 04 8 00 R LUIS 0002372 06 001 LT Vnab 7 50 11 25 11 5 04 6 00 T ISABEL 0008256 06 001 LT Vnab 7 50 11 25 Total Hours Scheduled for Employee 46 00 LCLAUDETTE 003640 299 87 9137 11 5 04 16 00 D EDITH 0013019 08 001 Vns Of New York 7 Adult 7 60 11 40 11 5 04 30 0
366. signed visits are displayed in RED and Canceled visits are displayed in BLUE Verified visits are displayed in BLACK and visits Pending notification are in PINK A sign appearing in a cell signifies that the data had been changed When you click on a colored cell the detail screen appropriate for that cell appears For example clicking on a black verified cell will display the Verification detail screen Note You may click on the binoculars icon to access the client search screen BUTTON Feature Requirements See client requirements Figure 3 13 Exclusions View those employees who may not work for this client See Figure 3 14 History Click to see the client s Sharp Status History Notes See client notes Figure 3 11 Show Codes This button toggles between displaying the work service and procedure codes and the default of displaying the name of the assigned employee Client Info See client information Figure 2 4 Order Info See the order information Figure 3 1 New Order Enter a new order Figure 3 1 Hours Display the scheduled hours as compared to the hours specified by the client order Hours Scheduled Ordered Week of Service 427 00 Perm Displays the permanent schedule for this client An OPEN visit appears in RED a SCHEDULED in GREEN and a CANCELLED in BLUE See section 8 8 Schedule Maintenance 8 111 Rev 11 5 HC Plus User Manual Authorization Displays the authorized hours for the
367. snam X ooonei4 VACATIOM snam 10000813 9 14 02 foot Figure 6 9 Sample Miscellaneous Client Screen Service Maintenance 6 84 Rev 11 5 HC Plus User Manual 6 8 1 Special Codes on Service Screens When you access the Service Maintenance screen click on a service row on the Client Maintenance screen you can by using the dropdown box on the Special Code Default field select a default code for the service When paying an employee by special code see 8 18 4 the reason code on the special codes screen will default to the selected code after you choose a contract service for miscellaneous clients If a default code had not been assigned for the service the reason code will be blank Client VACATIOM R1 Service Last Modified On 07 08 02 04 27 33 PM By ADMIM Service ID Service Description Loc Status Start Date End Date Dischrg Rsn 100654 VACATION R1 Active s 7 8 02 Contract Fiscal ID Category Live In Equiv Contract 414 FAMILY HOME CARE 888881 0 Additional Service Info Switch To Eff Date Linked Client Approval Type Auth History Cluster Maint Special Code Default vacation clust Discharge ater Default Classif Guarantor Mutual Referral Billing amp erect Auth Insurance Cert Eff Date Last Care Plan Electrical Emerg Link Cert Exp Date Bld
368. splay all codes whose Text starts with the character E ICDS Diagnosis Code Master ICD9 Diagnosis Code Master Search By Text 008 0 COLI ENTERITIS 041 4 E COLI INFECT NDS 72 1 EAR amp HEARING 744 0 EAR ANOM WW IMPAIR HEAR 744 2 EAR ANOMALIES 744 3 EAR ANOMALY NOS 450 3 EAR PIERCING 941 3 EAR PROBLEMS NEC 299 9 EARLY CHLD PSYCHOSES 99 9 EARLY CHLD PSYCHOSIS NOS iw 2 f a ste Figure 11 31 ICD9 Diagnosis Code Master To Search by Code enter the code number e g 482 in the code box and click on the Question mark key The following screen appears Daily Functions 11 223 Rev 11 5 HC Plus User Manual ICDS Diagnosis Code Master 1209 Diagnosis Code Master Search By Code 482 Search By Text 482 OTH BACTERIAL PNEUMONIA 482 0 PHEUMONIA 4821 PSEUDOMDNAL PNEUMONIA 482 2 H INFLLUIENZAE 482 3 STREPTOCOCCAL PNEUMONIA 482 4 STAPHYLOCOCCAL PNEUMONIA 482 8 PNEUMONIA 492 9 Pneumonia bacterial sce iw Exit Figure 11 32 ICD9 Diagnosis Code Search by Code To Search by Text enter text that appears in the diagnosi
369. st of diagnoses and their codes that are stored in your company s database Client Maintenance Functions 3 49 Rev 11 5 HC Plus User Manual You may add a new diagnosis by doing the following Client Diagnosis Client Diagnosis n Dx Code Description Type Date Eductd Dechg Dx Comment Client reacted favorably to the treatment y queer ___ BANDAGE EE Diagnosis Codes Surgical Proc 1 m BOIL Add new Diagnosis Code LANCE BOIL to O Comment 0 Diagnosis Table Tes Search 1009 ks Enter new text and press Return The system asks for confirmation that you wish to add a new diagnosis entry to your company s table of diagnostic codes It is recommended that you search the ICD 9 for an established diagnostic code that fits the situation before inputting a new diagnosis Item 14 DME and Supplies Click if any durable medical equipment or supplies are needed This dialog box appears Select DHE and Supplies Micropore T ape H G Tube Non Sterle Gloves Normal EE Click ttems to select or deselect them then press OF Figure 3 22 Select Medical Equipment and Supplies Multiple items may be selected be sure that an appears in the left hand column When you have selected all of the necessary items press OK Do not be concerned if all of the selections fail to fit into the limited text field at 14 on the form When th
370. sting Report Copy forward conflict Cursor at Emp number SS number Use Availability checking Prompt for interface date Activity report Display employee number Verification started date Emp Classf overrides order Use Employee number Next Emp no Allow Emp Class Differ from Order Clsf On Search Maximum Hours for Trainers Auto Assign Client ID Next Client No Is Client SSN required Employee User Fields System Functions HC Plus User Manual Description If checked the Verify Posting Report will tally the number of HA s RN s etc Does not appear when the Integration type Sharp Enter a reason for a conflict in copying forward a schedule This will appear in the history ALTERNATE NUMBER AGENCY ERROR REDUCED SERVICE HOURS SCHEDULE CHANGE SYSTEM FAILURE DELEGATE EMPLOYEE ERROR HOLIDAY Enter preference for cursor positioning on the Verification screen either at the Employee or the Social Security For scheduling purposes make employee availability a prerequisite for assignments Future use Employee number appears on screen Enter date for starting of the verification process For timesheet billing this option allows the employee classification status to take precedence over the classification that appears on the order That is even if the order calls for an HA a LPN can do the job as well and will be paid at the LPN rate Use a local employee number or use
371. t Category Note If the category is DFTA different fields Service Maintenance 6 71 Rev 11 5 Live in ADDITIONAL SERVICE INFORMATION Duty Free Effective Date TBA Effective Date Linked Client name Cluster Effective Date Linked Client name Mutual Effective Date Linked Client name Advanced Directive Date Cert Effective Date Cert Expiration Date Use Santrax Effective Date Last Care Plan Date Bldg Access Special Care Supp Timesheet Print Approval type Authorization type Service Maintenance HC Plus User Manual such as Case Management and Client Type Home Maker or Housekeeper appear on the Service Maintenance screen Check if the service requires the attendant live together with the client If a client is set to duty free then the lunch or dinner hour is not included in the assigned hours that is if the attendant 1 scheduled to start at 9 am and work 8 hours then he she must work from 9 am to 6 pm However if the client were not set to duty free the attendant would work 9 to 5pm HC Plus automatically removes 1 hour for scheduled visits when the duty free is checked When changing a client s duty free status you will be asked if the system should reduce the schedules by 1 hour Check this box to indicate the client 15 Task Based Assignment If checked you must enter the TBA effective date The TBA client may be linked to another TBA client See section 6 6 for details
372. t Report CIN Exception Report a Figure 9 1 Verification Menu 2 Clicking Verify Schedules brings up the Find Employee screen Figure 7 1 Select the employee whose schedule you want to verify After the employee is selected the Employee Schedule Verification screen appears FAMILY HOMECARE 001 76609 FHIL JORIE 50 LINDEN BLVD 5 BROOKLYN NY 11226 363 2449 6 25 04 Sched Hrs 12 00 Sched Hrs 17 00 Sched 0 00 Sched Hrs 0 00 Sched Hrs 0 00 SchedHrs SchedHrs 0 00 2400 Hrs 0 00 Hrs 00 Hrs 000 Hrs 000 Hrs 0 00 SantrasHrs 0 00 Hrs 000 0 00 Sat 6719 Sun 6 20 Mon 6221 Tue 6 22 Wed 6 23 Thu 6224 Fn 6225 amp 00A 12 00 00 8 00 12 00 HAS 414 ABU 5vc385332 me 345 285332 me Figure 9 2 Employee Schedule Verification 3 Visits that have already been verified will be in black Unverified visits are displayed in green 4 To verify a particular day s click in the checkbox in a cell then press the red button at the bottom The total number of verified hours is displayed in the cell An ellipsis indicates the visit was verified but not batched whereas when it is batched the batch number appears in the cell Verification procedures 9 148 Rev 11 5 HC Plus User Manual 5 You may also simultaneously verify all the sc
373. t day you want to remove the h a 3 Click on Client Cancel 4 Reason Code is Client Refuses home attendant 5 Check the days to remove h a 6 Check the Only Employee checkbox The attendant s name is printed alongside 7 Check Permanent cancellation 8 Check Add to Exclusion List 9 Check Leave as open shift 10 Press the Exit door 11 The order is now displayed in RED open to be filled Frequently Asked Questions FAQ s 16 301 Rev 11 5 HC Plus User Manual 16 8 Permanently remove an employee from a schedule 1 Goto the Client Schedule 2 Click on the first day you want to put in a permanent replacement 3 Highlight the employee s name you need to remove 4 Type in the new employee s name 5 Tab and change the T to a for Permanent 6 Click on Copy 7 For Reason Code enter Schedule Change 8 Click on the Days to change 9 Click on the Employee 10 Click on Copy 16 9 Exclude an employee from working with a client 1 Goto the Client Maintenance Screen 2 Click on Exclusions 3 employee s last name first name 4 Tab to text field 5 Type in reason for the exclusion Note You can also go to the Employee Maintenance Screen and do the exclusion from the employee maintenance screen and exclude the Client 16 10 How to handle unscheduled visits If a home attendant calls in that he she will not be in because of illness 1 Go to the Client Schedule
374. t one time for all clients that have an active order and a related schedule This holds true whether the client has a permanent employee assigned to them or not If there is no permanent employee the system copies the schedule as an open order If for some reason an individual client s schedule had already been copied forward to a week when all clients schedules are now being copied the system insures that no duplication occurs with the more recent copy 1 To duplicate schedules click on the Copy Schedules button on the Schedule Maintenance Menu Figure 8 1 frmCopySched Form Please Enter Copy Thru WOS Coordinator Contract Copy Schedule Figure 8 16 Copy Schedules form 2 Use the Copy Thru WOS field to specify the Week of Service end date the date through which you want all schedules copied Schedule Maintenance 8 123 Rev 11 5 HC Plus User Manual 3 The Coordinator drop down menu can be used to copy only those schedules for which a particular coordinator is responsible Use the Contract drop down menu to copy only those schedules related to a specific contract 5 After all the information has been entered click on the Schedule button The system may take some time to copy the schedules depending on the number of weeks forward that you set Messages at the bottom of the screen alert you to the progress of the copy 6 When the copying is complete a confi
375. ted as an open visit requiring the assignment of another employee Schedule Maintenance 8 129 Rev 11 5 HC Plus User Manual Cancellation Notifications Tuesday August 10 2004 Lu EMPLOYEE VACATION Did not inform us in time will nat be paid Canceling a visit for sick or vacation and choosing the pay zero hours option does not validate whether the total cancelled hours exceeds accrued vacation or sick time Agency Cancel Cancel an agency when necessary Service Cancel Allows you to cancel a service when necessary 8 11 1 Track Cancellations When you access the cancelled visit on the Employee Schedule screen as shown below click on the CANCELLED box and the availability form for that day is then displayed From there you can proceed to the Client Schedule screen where the visit appears as an open red visit FAMILY HOMECARE 001 Coord 81393 RIVERA DAWN 81393 District 765672 ACE WEDO FA 7 AVENUE d BR DKLYN NY 718 7681123 7 23 04 Weekly SchedHrs 0 00 SchedHrs 0 00 SchedHrs 0 00 Sched 5 1 ched Hrs 00 SchedHrs 00 SchedHrs 0 00 24 00 Hrs 0 00 Santran Hrs 0 040 Hrs 000 Sa E Hrs 000 Hrs 0 00 Santran Hrs 0 00 0 00 Sat 77 Sun 7718 7719 ue 7720 Wed Thu 7722 Fn 7723 HAS 811 ASTRO RAF ASTRO RAF ASTRO RAF 718 567 0919 718 567 0919 718 567 0919 General Avail Pref Avail V
376. ted clients VNS Online Transaction Report Date Time Date Time Transactions Received Between 05 12004M 11 28 05 11 59PM Failed transactions only Include Records For V NS Vendor Mumbericode 0011 Transaction All Transaction Types Include Limit To all Clients f Client name Client Number dlient Visit Entry Number f Contract Date Time Received Contract Date Time Processed Contract Date Time Received Contract Date Time Processed Now 28 2005 12 53 pm VNS Real Time Transaction Report Page 1 Grouped by CONTRACT From 11 28 2004 12 00 00 Thru 12 28 2005 11 59 00 P M Ordered byDATE TIME RECEIVED VHS Vendor 0011 Location 001 Contract 0000000 Company Type Agency FEDCAP WYNS VISIT CASENQ CASE TRANS DATE TIME RE CEIVED DATE TIME VNSTIME STAMP LOCAL ENTRY SEQ PROCESSED TRANSID 001042802 53809528 001766757 0016 XD 07 24 2005 4 04 02 am 07 24 2005 40415 am 07 24 2005 02 40 06 000000 216000 REID PRINCELL DOB 04 061 930 Prog VCP Suc Cluster 62 180 E 10GRD ST Apt 1D Gender F Lang Piggyback Start Time Disch D ate NEW YORK NY 100290000 Region M Area Priority Rehab Func Lirrit SOC 212 876 5880 AR Prefix Comments 001068251 51073276 001937519 0001 XD 07 24 2005 4 04 02 am 07 24 2005 40415 am 07 24 2005 02 40 06 000000 216089 CRUZ FEUCITA DOB 05 1971 933 Prog Suc
377. ter Employee and the cursor will now be the drop down box next to the Binocular button 3 You now have the option of checking and selecting Show All employees If this option is selected click on the drop down box and all employees active and non active will display for selection If this option is not selected the drop down box will by default display only active employees 4 You may also enter the employee number or SS number 5 When you try to register an employee who has recently attended a class the following message appears Microsoft Access class AN Warning Employee has already attended another Inservice Class within last 60 days will nat recive credit For this Accepk Anyway Yes 6 When employee has attended a class check the attendance box In service and training classes will not be interfaced to Sharp unless the employee has attended the class Training 12 233 Rev 11 5 HC Plus User Manual Class Roster STORM PREPARATIONS PARTNERS 3 3 04 10 30 HARRY OWEN Employee Status Attended Hrs Credited Signed Up Cert Issued BEY FLOR 05180 fa M 3m Training BOTT ROSH 079545 Ja 7 00 S 6 4 Training ED 074584 M 700 Training PLE WAN 075234 0 00 Training Employees Scheduled Hegister Employee 7 Press on the button on the right of each row to view the trai
378. th a red H and an end date Use the button to reactivate the client when necessary When selecting fora client in a Hold status you are prevented from entering a Resume Date of more than 30 days into the future 3 Reports are available listing all clients who are on hold and those that have resumed service Client Maintenance Functions 3 34 Rev 11 5 HC Plus User Manual 3 4 Discharge a client The button Figure 2 4 Client Screen allows you to record the date and reason of a client s leaving your agency s service Use the drop down menu to enter the code for an established discharge reason Once a client is discharged he she will not appear on the active client roster Note that you cannot enter a date more than 30 days in the future when discharging a client When discharging HC Open will remove holiday hours only if the discharge date is on or before the actual holiday Before a client or service discharge you will have to unlink any linked clients Client Discharge Client Discharge ng Discharge Heason DIED HOSPITALIZED CLIENT IN ANOTHER INSTITUTIO LONGER NEEDS EMP ALT SERVICE OTHER AUTHORIZATION EF d TEMP SUSPENSION Date Figure 3 4 Client Discharge screen 3 4 1 Correct a discharge After the discharge termination of a client a button appears in the Switch to list of his her record So if you mistakenly discharged a client do the following 1 After pressing t
379. the appropriate parentheses and dashes to format the number properly with an area code Enter an Extension if appropriate The Type drop down contains options describing the phone s use Telephone Numbers NEIGHBOR 1 718 223 3245 23 HOME 2 718 222 5436 Ext JJ Type NEIGHBOR 3 715 3352 1232 Ext 5 Type DAUGHTER The client phone number is mandatory 1f the client has a Santrax DAUGHTER effective date See Service Maintenance MEPHEW 14 Enter a Nationality if applicable Enter data into the Health Care Information section 1 The Start Date defaults to the current date when you are establishing a new Client If you wish to modify this date be sure to input two digits each for month date and year for example 06 05 04 2 End Date cannot be edited in this screen the date for terminating service is defined by other functions in the HC Plus system such as using the discharge button See section 3 4 3 The Must Cover drop down is used to quantify the necessity of making a scheduled visit in the event of staffing problems or inclement weather Higher ratings in this field indicate that the client may be able to miss a visit without adverse effects Lower ratings point out that the agency must take whatever measures are necessary to supply an employee at the scheduled time Once a Must Cover is specified that client s schedule must be filled by the coordinator Client Maintenance 2 24 Rev 11 5 HC Plus Use
380. the following Health Insurance Claim Record Medicare ID Medical Record Medicare ID and Medicaid ID The fields reflect any and Medicaid ID changes to those numbers 3 6 Enter Notes The Notes button on Figure 2 4 opens the Client Notes screen below and is used for entering comments of various types including billing and financial information Client Notes Client Notes cio ANESE ANN O 5 Sort hy PAE Note Date NEW YORK NY 10014 C Type User Entered Entered Date Time Note 0 User Entered Figure 3 10 Client Notes Screen 1 Press the button This screen below appears Client Maintenance Functions 3 39 Rev 11 5 HC Plus User Manual Hotes Detail Clent Notes Entered Date Rp Modified Date 1 15 01 amp 22 27 PM Note PERFORMANCE PERF VISIT HEALT This guy can dance SCHEDULE CHANGE SCHED SHARP CLIENT NOTE SHFLLT SHARP EMPLOYEE NOTE 5 SPECIAL SKILLS UNEMPLOYMENT WORKERS COMP Figure 3 11 Enter a new note 2 Use the drop down menu to select a note type or category and then enter text into the window The Note field is limited to 4 000 characters If you exceed limit a message appears warning that the highlighted section of text will be deleted 3 When you re done click the button Client Maintenance Functions 3 40 Rev 11 5 HC Plus User Manual 3 6 1 Edit N
381. the screen This action will access the Order Entry Add screen Some client information including the client name and current date is filled in as well as the order date and effective date Likewise the Order Id is filled in by the system this number is used to track the order in various screens 6 Fill in the rest of the fields as described below Most importantly enter the number of days Days and the total hours for the week Tot Hrs 7 The actual days are filled in according to those values on the bottom section of the screen Be careful if you don t fill out the bottom portion Days section a schedule will not be created 8 To set the actual assignment days a click or unclick a day b change the start time if required c enter the number of authorized hours and the day s end time will be calculated accordingly At the right under Hrs Days you will see the total hours authorized for the number of selected days 9 Oncecomplete press Schedule to see your input Note To see the schedule you must access the week that contains the effective date of your order Change Order Order Entry Loc PERS a __ 747731 RAMONA TBA Order ID 301 OnderDate 4 30 99 Tot Days Cat Sve Effective Date 4 30 95 End 747791 ACHITA RAMONA 585 Class HA Live In Bill Over 122 Start Time 3 00AM H Days Tot Hrs 40 00 Plan Unit Proc Code zd Work Cd
382. the screen below Call Schedule Please Enter Start Date Time 12 00 AM End Date 4211200 Time 11 59 Client Range Thru 2 Cent wy Contract District Coordinator Team a aj p Figure 11 15 Call Tracking Call Schedule Screen 2 You may specify the Client Range e g only clients whose last name begins in B to D You may also use the drop down boxes to restrict the search to a specific client contract district coordinator or team 3 Click the Show Only Open checkbox if you are only interested in viewing open orders which are nevertheless being serviced 4 Click on the magnifying glass button to initiate your search the results of which appear in the following screen Daily Functions 11 211 Rev 11 5 HC Plus User Manual Call Schedule Show Only Open 1 Client Phone Start Time Employee Category Date Hours 7 Confirmed GREEN CHERYL 518 453 5851 210200 9 00 TODMAN GLORIA VILLAGE CENTER FOR CARE 2 00 BERT MEGHAN 201 405 6526 rr 10700 6 00 E CLARE MANET G ST MARY S HOSPITAL 200 Emp Sched Emp Maint Compliance Client Sched Chent Maint Exit is Figure 11 16 Call Schedule Screen The buttons at the bottom of the Call Schedule screen are standard buttons used to access client and employee records for a selected row 11 4 Find Open Orders This button the Daily Functions menu allows you
383. to add the Sharp Aids per diem logic Per Diem works as follows with regards to Special Care Aids services If the Service s Special Care flag is checked on the Service Maintenance Screen and the scheduled hours are between 0 and 4 99 and the Contract s Aids Per Diem Rate is not zero then the Per Diem checkbox is enabled It is up to you the user to check the box on the Verify Visit screen 8 Clicking on the IExit door formalizes the verification and the entry now appears in BLACK in the Client schedule screen If you had adjusted the verified hours the change will appear on the schedule framed in a tiny box bold underneath the originally scheduled hours enclosed in brackets 9 After verifying a visit you can view the verification history by clicking on a black schedule cell The View Modify Schedule Detail screen appears Verification procedures 9 149 Rev 11 5 HC Plus User Manual 10 When you click on the button on the bottom of the screen the Schedule Verification Detail screen appears with the history displayed at the bottom Schedule Verification PARTNERS 001 Client 0617225 ABRAM CHAT Order ID 3458 Monday July 12 2004 D Service ID 517225 Client ABRAM Llassf HHA Employee GBENYA NOVA Contract PARTNERS IN 485 VNS Start Time End Time OT ABS Hrs Scheduled 9 00 3 00 FM Reason Cde 5 anlrax 9 01 AM 3 FM Vertfied Proc C
384. to one or all employees coordinators etc 4 The INCLUDE section allows for the inclusion exclusion of specific data by clicking or blanking any of the active checkboxes Note that if you check the Header Page box the first page of the report will display the options you chose for that report The toggle button to the left of Empl Addr Phone allows you to include both address and phone information or only one of them Note that the Hammer icon allows you to save the options you prefer for the next report you may want to generate 5 After choosing your options press the printer icon or the magnifying glass buttons to print or preview the desired report Run Date 8 11 04 12 39 50 Hame Status YUBO Active HAST ASIO Active TERSON Active DERSON LISA Active DERSOM 5 Rehire ANDREWS HIT Rehire AND NOWA Active DOB EmpHo 755424 1102 43 900188 D 23 38 756420 D 3403 51 120983 850555 764227 1 12255 766930 0848451 Employee List Phone 7 s PISS 76 07 18 Adi ess 718 7 20 1728 017 340 6640 017 378 1872 718 425 5427 718 345 0118 71837 71 0531 2477 20 8845 718 255 1519 718 4234 2402 Figure 7 27 Employee List Report FAMILY HOMECARE Contract 414 F AMIL Y HOME CARE 06 2399 08 1400 08 0302 OF 05 04 05 2200 R 090101 f 07 2086 MB 12 08 97 1108 03 DateHired First Day 6723 88 T
385. to reinstate some or all of those services When you press Re Admit for this discharged client the following screen appears Location 1001 101890 WIP UT Re Admit Date 07 09 04 Services Approval Select Description Stat Date End Date Discharge Contract Type UT 7 9 04 n4 FAMILY HOME CARE Iv UT 7 9 04 7 9 04 3 447 FAMILY 5 CHC CMC D LT 7 6 04 776704 44 FAMILY HOME CARE Correct Discharge He Admit Service He Admit Client Figure 3 7 Re Admit a service 1 Select those services you want operative upon readmission of the client 2 Press the IRe Admit Service button Client Maintenance Functions 3 37 Rev 11 5 HC Plus User Manual 3 5 View client history The button opens a screen that displays the Sharp status of the client such as discharged readmitted etc and you may with the proper security level update this termination history 414 FAMILY CARE RETURNED FROM DISCHARGE t TEMF SUSPENSION Figure 3 8 Sharp Client History The button on the bottom of the Sharp screen opens another screen that displays major changes to a client s status No editing takes place on this screen This history lists the most recent changes at the top of the screen Use the lateral scroll bar to view fields at the extreme right Changes made through the SHARP history will not affect the client s HC Plus history Client HONI
386. to use for your system A list appears showing for a muti site organization the different locations Choose the one you require System Functions Location Select Select Location MANHATTAN COMMUNITY HOME CARE NASSAU PRIVATE HOUSEKEEPING SUFFOLK Rev 11 5 HC Plus User Manual 14 4 Provider Maintenance You can set up and maintain a list of care providers using this screen This information appears in the Figure 6 2 Completed Service Maintenance screen After adding a provider assign procedure codes to this provider using the window shown in section 14 7 16 Once a provider is designated on a service contract you can apply corresponding procedure codes to the client s order Provider Agencies x Provider Maintenance Provider ID Secondary Description 4343 A FEELBETTER 444 HELPOORS a s se RS 14 5 Change Coordinator ID You may change Coordinator ID s using the button by that name on the system functions menu Once a new Coordinator ID has been updated all clients employees associated with the previous ID will be converted If you wish to assign an existing ID to another Coordinator you will be issued a warning and prompted to merge coordinators If you respond YES the system will merge all clients employees associated with the existing ID to the new coordinator If you respond NO nothing will be done and a new ID will have to be selected Change Coordinator ID ES Please
387. tob ud osa E 6 85 CHAPTER 7 5 55225655 aea knee venas 7 86 LI FINDAN EMPLOY EE E ETO 7 66 EDPIDEMPLOYEE DATA dediti 7 66 7 3 ADDA NEWEMPLOY T Ponoi 7 86 7 3 1 cm 7 88 7 2 2 Enter New Employee Payroll information cesses eene 7 89 Jk RETURNING EMPLOYEES 55 tuis ma MEN LE DD DM MM LAE des 7 89 7 5 FUNCTIONS OF THE EMPLOYEE MAINTENANCE SCREEN 7 7 90 Ts 7 90 7 9 2 Employee SCHCAULC ie I ES 7 91 7 5 3 EMPLOYEE SIS 7 92 7 5 4 7 93 7 5 5 Employee Sharp History amp Employee 22 2 00000000 00001100001 nnne 7 94 7 5 5 1 atu 7 95 7 5 9 2 Employee Histo 7 95 7 5 6 LONCE NO E AEE 7 96 Employee Payroll amp Tax Information 7 97 7 5 7 1 Contract 5 7 99 7 100 Tho OJMeCEOdeDOSIE Morna OM
388. tolerance to smoke Pet restrictions Lifting restrictions or notation of capacity for heavy lifting Skills can be added modified or deleted via Main Menu Special Functions Codes Maintenance gt Skill Codes Employee Skills Employee 743736 ACOSTA ILUMINADA TT Description Level Primary Language TL SPANISH Figure 7 7 The Employee Skills screen 1 Use the Skills drop down menu to add a skill to the employee s record Note that some agencies also use the skills feature to specify restrictions on environments which the employee can work 2 Toremove a skill place your cursor on the skill row and press Delete on your keyboard Employee Maintenance 7 92 Rev 11 5 HC Plus User Manual 7 5 4 Employee Client Exclusions The button will display a screen where you can register clients and contracts with whom this employee cannot work The screen displays two tabs Excluded Clients which lists clients the employee will not work with and Excluded Contracts which list contracts the employee will not work for Excluded Clients and Contracts 52688 de Excluded Client Excluded Contracts SMITH SANDRA Excluded Clients Ev clusion Detail Level Clientat Client Mame Exclusion level T Exclusion Reason Mew Modify Save Tantel Delete 1 Press New and key in a client s name in the following screen
389. tract The details of the compliance of each contract may be displayed by hitting the button to the right of the contract name Code Maint The button displays the Figure 10 10 Generic compliance codes Menu Audit This button brings you back to the Figure 10 1 Compliance System Main Menu When you click on a compliance row and then press Audit an audit trail similar to the example below 15 displayed Risplay Audit Trail AN NOTE ADMINISTRATIVE EVALUATION Was Last Modified On 06 24 2004 11 00 by ELE Ok 10 4 1 1 Individual Employee Compliance Status Reports The menu bar on Figure 10 12 Individual Employee Compliance Status allows you to print two reports for each employee Reports Help Print Employee Profile Sheet Print Employee Code List When you press a menu option you are prompted to select the company or contract for whom the employee works The company name appears on the profile sheet heading Compliance 10 189 Rev 11 5 HC Plus User Manual Employee Profile Sheet Tuesday March 27 200 Name LIZE EVE Employee No 6573 VERIFICA TION 5 Personal ID Verified Heference 1 Reference 2 Type Type Administrative Evaluation Date Review Hep B Unwersal Precaution Procedures Review of Emergency Daster Procedures DISCIPLIHE HHA ther Certificate Date CPR Certificati n Date Traming Instituti n Aids Trammg Completed License Number PHYSICA
390. ts Use the drop down menu to select a coordinator responsible for certain clients Leave blank to search all coordinators Schedule Maintenance 8 124 Rev 11 5 HC Plus User Manual 2 After search criteria have been filled in click on the magnifying glass button to get a list of schedules pending notification Click on the button to see the schedule s details Pending Notification Locate Pending Notification Clent Chent ID MC Svc Date Start Time End Time Hours View Modify Schedule Detail Loc 001 Client 101877 TERSON ALEX G 16109 48 Wednesday July 28 2004 gt 443 FHCS DFTA 6H3 DO PM 2 00 __ 0 00 Client Cancel _ _Employee Cancel PENDING History Sched Unsop ed pem verity Vick By double clicking on PENDING you can change the status to SCHEDULED once the employee and or client is notified of the assignment Also keep in mind The Figure 13 3 Pending Notification Report can also be generated for the purpose of tracking clients who have not been notified of employee assignments 8 8 View a Permanent Schedule The button on the Figure 8 6 Schedule Detail screen or on the Client Schedule screen allows you to see the schedules which are permanent for this client that is the pattern that usually works for this client Take note e Permanent Schedules cannot exceed the Authorized Hours for the client An OPEN visit appears in RED SCHEDUL
391. tton Figure 9 21 allows the creation of a new batch for a selected Contract and weekend date 1 Click New Batch and the following screen appears Create New Batch Multi Week Week Ending 6 28 02 Contact Een Create New Batch Figure 9 25 Create New Batch Screen 2 Select a Contract from the drop down list 3 Enter the Week Ending date The date you enter is automatically converted to a Friday date when you leave the field You cannot enter a current or future week of service date 4 Note Check Multi Week to place visits more than two weeks prior to the current week of service into a Multi week batch 5 Click Create New Batch A new Batch Detail row see Figure 9 21 appears with summarized information about the batch created for the specified Contract and Week Ending Date 9 11 8 Mark a batch for transfer Batches can be marked for transfer to payroll if the batch header information agrees with the actual records in the batch Once a batch is marked for transfer it becomes read only 1 Right mouse click on a batch Figure 9 21 where the above condition is true A confirmation screen appears Scheduling amp Compliance About to transfer batch 005 to payroll Continue 2 Click Yes and the Transfer Date is set to the current date and the Status column reads Completed The payroll batch to which the timesheets were transferred is displayed No modifications can now be made to the batch
392. tton on the Change Date 1 13 02 1200AM 1 13 02 Schedule Maintenance Menu Service Date 12 1 01 1200 1 13 02 11 58PM Client x 2 Choose the Change Log report Contract The Form to the right appears al Employee 3 Check the Cancellations Only anaes checkbox if you only want to see Reason Code xj a list of cancelled visits Change Class District 7 Latest Changes Only Cancellations Only Show Emp 55 4 Press the your report icon to generate SET v Client Date Changed Coord Date Changed Coord Client Date Changed Bistrict Client Date Changed The Change Log contains an additional Report Type Tasks for those agencies who have the ability to enter tasks Report Type Temp Changes Perm Changes Changes Coordinator Change Changed Date ADMIT 1 40 TERSONM ALEX TERSONM ALEX DFT TERSONM ALEX DFT TERSONM ALEX DFT Fie i 12 24 TERSONM ALEX G DFT 12 34 PM TERSONM ALEX DFT 12 48 PM TERSONM ALEX DFT TERSONM ALEX DFT TERSONM ALEX DFT Figure 8 23 Change Log Report Schedule Maintenance Client H ame MRH IC at Date Time Fig ma BILD P M 10 00 PM JON JON F224 JON JON 7123104 JON JON 784
393. tual Cases a For Mutual cases you may allow the effective date of a changed order to be the effective date of the previous order This allows you to overlay one order with another in effect deleting the original order b When the Primary Client is put on Hold or Discharged the Secondary client s effective date will become the original order s effective date 6 5 handle cluster situations After creating a service for a client if necessary you can specify that service as being part of cluster situation Cluster Care clients can be Duty Free and both Cluster and Duty free indicators are displayed Santrax calls for Cluster cases with 2 shifts for the same attendant client pair are applied to both shifts with one call in and one call out however the shifts must be consecutive Service Maintenance 6 80 Rev 11 5 HC Plus User Manual Schedules for cluster clients who reflect the Duty Free status function the same way as a regular client who is duty free a The schedule s duty free indicator will be set to yes for all cluster clients who are duty free b The schedules for all cluster clients who are duty free are inspected and if the scheduled hours are between 5 and 11 hours an hour is added to the scheduled hours and the end time is adjusted Note A change has been made to the HC Plus Santrax call processing to allow calls for split shift cluster cases to use the non cluster update logic if the employee is not working for a
394. ual 14 2 Contract Maintenance To view data about your contracts press the Contract Maint button A list of contracts appears This information is used throughout the system in enrolling and servicing clients You may create new contracts as needed by pressing the button at the bottom left of the screen Contracts Contract Maintenance Humber Description Cat Call Freq CarePak ID e uxori can Ka owes 7 s HOSPICE OF GREATERNY e 0000077 UcHSRUTTERM uc pap be 0006023 MARY IMMACULATE HHA CMC Day oe 0000021 MARY IMMACULATE Pca Day New HC Open Systems Exit Figure 14 7 List of Contracts 14 2 1 Contract general information Click on the button to the left of each entry to see details of each contract Provider information is entered on this screen and corresponds to the provider displayed in Service Maintenance Contract Maintenance iseme MI op agi General Info Holidays Pro Health Santras Call Frequency Dai Random Weekly v Never Contract H 0016806 Description COMPREHENSIVE HOSPICE Address 11 DELAWARE DRIVE LAKE SUCCESS City State Zip User Field Descriptions Contacts Name Title Phone 516 587 1513 User Fldz User 194 Vendor Ho Category Contract Week Ends ApprovalT ype Contract AuthorizationT ype Wee
395. ual 7 5 7 Employee Payroll amp Tax Information The Payroll Info button opens a screen that contains employee payroll and tax information A drop down box Current Contract on the Employee Payroll Info form allows you to enter payroll information for different Contracts The screen then displays the employee ID number specific to each contract assignment The information screen also has a drop down contract selection box for viewing direct deposit information mec Last AS First WameMARI Initial Z Emp 762420 Emp SS 114 74 1765 Status Current Contract 414 FAMILY HOME CARE 0000414 Contract Specific General Information Deductions Federal Exemptions 0 State Tax MEwW YORK City Tax 1 NEW YORK CIT El Direct Deposit State Exemptions 0 City 2 Federal Marital Status Dinge State Single Marital Status Sharp Specific Information Union Init Balance 0 00 Temp Rate Code Weekend Adjust Ins Cow Insur Marr SINGLE Override Ins Elig Figure 7 14 Employee Payroll Information Field Description GENERAL INFORMATION Federal Exemptions Enter the number of federal tax exemptions 0 30 or 99 Required field Federal Marital Enter married or single for Federal tax purposes Required field status State Tax Use the dropdown to select the state Required field State Exempt Enter the number of exem
396. uently unverified removed from the batch and its removal is reflected on the Actual total line but not the Batch total line Click Modify Batch Header to equalize the totals After correcting click Save Batch Header to complete Following your correction you may right click the row and transfer the batch to payroll New Batch See section 9 11 7 This option is disabled for some contracts 9 11 5 1 Transfer all Batches You may transfer all batches by pressing the Transfer button on the bottom of the Batch Listing screen A list appears of all the successfully transferred batches Batches Transferred Batch 27 was successtully transferred Contract 0000414 WOS 6 6 04 Batch 028 was successtully transferred Contract 0000414 WO05S 66 04 Batch 029 was successtully transferred Contract 0000414 WOS 6 6 04 Batch 030 was successtully transferred Contract 0000414 WOS 6 6 04 Batch 051 was successtully transferred Contract 0000414 wr S 5 04 Batch 03 was successtully transferred Contract 0000414 wr S 5 4 Batch 033 was successtully transferred Contract 0000414 05 89 6 04 Batch 107 was successtully transferred Contract 0000414 WO0S 6 6 04 9 11 5 2 Batching Daily Special Code Records Daily Special code records are automatically placed in a batch if regular visits for the same Contract Client Service Employee and WOS exist For an Auto Batch vendor the batches from the Auto Batch pr
397. ula Cancel l Rev 11 5 HC Plus User Manual 14 7 4 Referral Discharge Reasons for discharge or referral of a patient You are able to define existing or new codes entered as a Hold reason code Referral Discharge Codes Ref Oschg Hold a 8120750070000 NOLONGERNEEDSEMP purs TER UTHORIZATIONEXP Referral Dischrg Code Description Type I I xl xl 1 lt lt 1 e B xl I m m Record 14 4 10 F H ir oF 10 14 7 5 Doctor Codes Doctor Maintenance Doctor ID 7 UPN ID 33488 LastName MEET FirstName O Address 7 Addess2 2 7 Phone 718 338 1616 Fat License LieenseeType Doctor Maintenance Description Address Phone EA 745 6016 New HC Open Exit You may delete doctors from the Doctor Codes Maintenance Module Only those doctors not currently assigned to clients will be deleted If you select a doctor assigned to clients for deletion the system displays a message listing the clients assigned to the doctor and prevents the deletion System Functions 14 281 Rev 11 5 HC Plus User Manual 14 7 6 Work Codes 14 7 7 Contract Site Area Codes List of the codes for occupations and services Different sites handled by your agency as per contract afforded by employees to clients requireme
398. ule Address 1 12 Wi3TH Start Date End Date Must Cover Hald Address 2 43 EAST TREMONT 712104 me BACKWOODS NY 10023 5641 City State Coordinator 41421 Team History Hotes STATEN ISLAND County Borough Equipment Supervision 7110104 District Requirements Last Call Date 6 30 04 Frequency BirthDate 11 11 1947 Exclusions Race Black not Hispanic 1 Marital DIVORCED Nationality Sex Hurse visibs MediCare ID C s Microsoft Access Medical Recorc Diagnosis Medication 485 486 Telephone Numbers Must Enter Client Sex 1 718 223 3245 23 Type HOME 2 718 222 5436 Ext 11 Type NEIGHBOR 3 718 332 1232 5 Type DAUGHTER Health Insuran Doctor DF K Emergency Murse Mailing 4ddress Directions DIABETIC WHO FORGETS HIS INSULIN Client Maintenance 2 26 Rev 11 5 HC Plus User Manual NOTE Exit Confirmation Before you save you can abort the new client record by hitting Cancel This brings up the Changes were not saved dialog shown on the right Exit Without Saving 9 On some HC Plus screens to save your entries click on the Exit door button but if you wish to exit the screen without updating select the icon instead ADDITIONAL NOTE If your Agency is set up for Auto ID numbering and you decide to cancel an entry you may cancel BUT that number will not be used again Client Mainten
399. ules will be moved to the new order Continue Dyer 12 Start Time 9 00 Tot Hrs 14 00 Plan Shift Authorization SUN MON TUE wED THU FRI Hrs Days SAT Schedule 90 soam T EL E conu n uu Auth Hrs 0 00 7 00 700 0 00 0 00 0 00 000 14 22 Sched Hrs 0 00 8 00 8 00 0 00 0 00 0 00 0 00 16 2 5 5 Locate Open Orders For scheduling purposes you often have to locate those orders that are unfilled that is no employee was assigned to the client for a day mandated by the order To do so press the Find Open Orders button on the Schedule Maintenance Menu and follow the instructions detailed in section 8 5 Enter View Client Orders 5 70 Rev 11 5 HC Plus User Manual Chapter 6 Service Maintenance On the bottom of the Client Maintenance screen 1 a scrollable list of services provided to the client You may add new service by clicking on the last blank row If you click on a current service you will see all the details of that service To view the contract data for that service press the contract button to the left of the contract name and Figure 14 8 General Contract Information appears After entering a new service you will be taken to the order entry screen upon filling it out the client schedule screen will appear Delete rar print savere Service ID Service Description Loc Status Start Date E
400. vigate stairs or uneven surfaces Patient has decreased strength and endurance Patient has increased susceptabilty to infection Lm Patient has open draining wound Patient has severely compromised respiratory status limiting normal ambulation Lm Patient is bedridden and unable to leave home at own Patient is only able to transfer to from bed and chair Patient requires assistance in all attempts at mobility 2 Patient requires one person transfer assistance Patient s medical condition contandicates leaving home HM Figure 11 47 Homebound Reasons 11 11 14 Leave Home Reasons Patient Leaves Home Reason Maintenance Code Description hemotherapy treatments Emergency only Outpatient blood transfusions Patient is entirely homebound Radiation treatments ik Visit to M D approximately once per month W Figure 11 49 Patient Leaves Home Reasons Rev 11 5 11 11 15 HC Plus User Manual Print Blank 485 Pressing this button will send a blank 485 form to the default printer 11 11 16 Plan of Treatment Control File This window allows you to enter the default settings for 485 486 plan of treatment forms Daily Functions gt Plan of Treatment Control File Company Mame 5 andata Technologies In Address City State Zip Branch Phone Extension Branch Fax
401. visit to a different day once the call has been applied 1 When you right click a row of the Figure 9 19 Unapplied Calls Report a popup appears allowing you to access either the Employee or Client schedule screens or to create a schedule if one 15 missing In the example below the Employee schedule was chosen On its screen you will see the notation on top indicating an unapplied call for the date Also the affected date is highlighted in red Santrax Unapplied Calls SANTRAX Unapplied Calls Start End Aen Date Employee Employee Name Client ID Client Time Time Entrct Coord 5 8 01 0807288 TRA 212 219 2495 Invalid Client ID 12 53 PH 5 5 01 08985 FAR GUA 8 11 AM 8 13 57670 Employee Schedule 08985 GUA 3 06 AM 8 04 575 07 Client Schedule 08818 ARI FELIPA 8 00 5 6 0 Create Schedule 08894 3 01 AM 8 04 Employee Schedule 084823 MEJ GLEN ra ng 12 CHOLAS AVE NEW YORK NY 10026 212 663 0663 4 5 11 01 Weekly dHrs 00 5 i Sched Hrs 7 00 53 00 Hrs 0 00 Santra Hrs 000 12 00 Sun 5 6 8 00 12 00 4 00 8 0042771 00 4 00 00 4 00 7 00 00 A 400 7 00 9 02 4 08 6 00 8 58 4 06 6 00 HAS HAS P HAS CAST LO Fy willl HAT PU W
402. y Employee Maintenance 7 88 Rev 11 5 HC Plus User Manual Employee 25421 CEBALLAS MARI CEBALLAS MARI Contracts 401 FAMILY H C S V N H 415 FAMILY H C S DFTA 413 5 DFTA 2H2 441 FHES DFTA EH4 endor sondo Status 443 FHES DFTA BH umber EMP Start Date End Date Last TS Date 445 FHCS DFTA EH5 ACTIVE 447 FAMILY HCS CHC CMC 762420 311203 3 26 04 Change Status 551 FAMILY HCS 5H3 ACTIVE GEG FAMILY HOME CARE 762420 67284 Change Status 911 CARE VNS 912 CARE AT PVT 913 CARE AT GUILDNET CARE AT WHS AIDS 406 FAMILY HUS CHC YAS 405 FAMILY H C S Figure 7 3 Contract Assignment screen 7 3 2 Enter New Employee Payroll information After recording the contract for the employee the payroll screen is displayed See section 7 5 7 for details You must enter the State and Federal marital status and City Tax 1 before exiting Note After entering your payroll data you will be requested to enter availability information for the employee 7 4 Returning Employees HC Plus allows you to return an employee from History if applicable That is to say you may use his her past record of employment in your agency 1 When an employee is added into HC Plus the social security number and HC Plus ID is compared to the history table for a possible match If a record is found the employees on history who mat
403. y or contract in your system When you select a name from the drop down box the profile sheet for that company appears See Figure 10 9 Profile Sheet Defaults PROHEALTH COUNTY TITLE TWENTY FDFSFDS MEDICAID 18 PRIVATE INSURANCE ST MARY S HOSPITAL VILLAGE CENTER FOR CARE VISITING NURSE SERVICES Figure 10 8 Profile Sheet Defaults Compliance 10 183 Rev 11 5 HC Plus User Manual 10 3 7 1 Set up a compliance profile sheet for a company s employees Use the drop down boxes to establish the criteria that the company s employee will have to meet For example if a Home Health Worker must be certified for HHA use the drop down to enter the required level of certification such as HRA certification that the worker needs to have in order to comply Profile Sheet Defaults Profile Sheet Defaults REALTHFORE e 1 9 Status D RELEASE Reference 1 Reference 2 Confidentiality Proc Hep B Review Disaster Skill Review REFERENCE 2 EDP amp PUPCOMFHIYTBOSHA EDP amp PUPCONFHIYTBOSHA EDP amp PUPCONFHIYTBOSHA Professional E val Admin E val Physical Health Assesment DPT Hubella Rubella Vaccine FHYSICAL DRLUG RUBELLA RUBELLA VACCINE 1 Mantoux Chest FPD CHEST Rubeola RUBEOLA VACCINE 1 Hubeola Vaccine AUBEOLS VACCINE 1 Drug Screen DAUG SCREEN Approved Hepatitis Consent HEPATITIS CON DEC FORM Inservice
404. yp Pay Unit Pay Entry Pay Equi pesses oe IL i eser s memes IL erem erem Teu IL Record KIKE T J Record rm of 10 Fitered r1 T zr r1 c a r co 4 a WHHHHHHHHHH HH EEBBBBBBEEBRBE 14 7 17 Company Segment 14 7 18 Department Numbers List the different units within your agency Create department codes and descriptions E Company Segment Codes E Department Codes Company Description Department No Description GE 14 7 19 Program Types 14 7 20 Level Care Assorted kinds of health programs available to your A list showing the various levels of care within your clients organization PROGRAM LIST 8 Level Codes Level Care Code Description PRIMARY SECONDARY TERTIARY System Functions 14 284 Rev 11 5 HC Plus User Manual 14 8 Additional Codes Menu This menu allows access to more codes and fields that are used by the system Codes Menu Codes menu S O BEEN S D LZ User Field 1 User Field 2 User Field 3 Must Cover Codes Supervisory Visit Results Nurses Hote Types Coordinator Maint Cluster Groups Race Codes Maint Tax Codes Maint Exit Figure 14 16 Additional Codes Maintenance Menu 14 8 1 Referral
405. yroll Generate Carfare If checked the carfare field is displayed on the verification screen 14 1 2 Compliance Defaults Tab Click on the tab to set the basis on which compliance is handled Scheduling System Defaults x Scheduling Compliance Misc Global Sharp Log User OFF After Nightly Update Include All Employees Nightly Update Use Alien Identification File Allow Override Inservice Password Training Vizite Required Merge Supervisor Vizit Compliance Code SUPERVISORY VISIT iw Hin Days Between In 5 Enter CERT Through Compliance Show Employee Number SSN On Work Sheet Reports Figure 14 3 Compliance Defaults menu Field Description Show hepatitis consent Option to display hepatitis consent on the Profile sheet Log User off Check if after nightly update you want the user to be logged off Include all employees Check if the nightly update will include all employees Use Alien ID number Use an immigration number if necessary for an employee who has no Social Security number Allow override in service Disregard for compliance purposes an employee s non completion of a past in service training course To do this you must enter a requisite security password Training visits required Enter the number of training visits required for employees System Functions 14 265 Rev 11 5 Merge Directory Password Supervisory Visit Comp

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