LIBRARY SETUP

ADMIN MENU

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Admin menu allows the user to add and update data of some information of the agency. It consists of categories shown in the image above. This part of the system makes up the agency’s library. The access to each page is based on the permission given by the System Administrator.

AGENCY

The Agency page allows the user to update agency information which can only be accessed by a System Administrator account.

To edit, click on the “Edit” button to modify the information and make sure to click the Save button after making changes.

The section adjacent to Agency Information is where agency logo can be uploaded.

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On the HHCAHPS section, specify and select from the dropdown the vendor of the agency for a patient satisfaction survey.

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Oasis Benchmarking section is only applicable if the vendor is Strategic Healthcare Programs, LLC. Vendor-assigned Provider Id and activation code should be added as given by SHP.

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Checking Show POC medications will populate the medications from POC to OASIS.

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The Patient Info section is where the user can activate the automatic generation of patient’s MR ID by checking the Automatically generate Medical Record ID checkbox. If unchecked, user must manually specify the patient’s MR ID.

The category selected during intake will appear on Patient’s Summary page upon checking the patient category checkbox.

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Options in setting the Market and Referral Source as required are available. Activating this section will require the Intake to specify the following information on the patient’s Admission page.

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Checking this option will show medication worksheet in the medication profile. If left unchecked, no medication worksheet can be printed in Med Profile of a patient.

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Add new line in addendum will add space after every line in the POC, unchecking will keep the POC in single space when printing the POC.

Do not include medication date in print out will remove the date of each drug when printing the POC.

Checking / unchecking F2F tab will display/remove the tab from the Plan of Care.

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Checking the Copy Reasons, Interventions and Goals will automatically populate the reasons, interventions and goals from the admission /recertification order to the POC. Unchecking will disable the auto-populate feature.

Do not include medication date in printout will remove the date of meds when printing the physician order.

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Hide prefill will enable or disable the prefill options of OASIS and POC from previous episode/s. If checked, prefill POC and/or OASIS option will be available when creating a Recertification order and if unchecked, there will be no option to prefill the POC and/or OASIS in the physician order.

Agencies using electronic signature must enable the E-signature option. Options are also provided to select the documents that the agency requires an electronic signature.

System Administrators has the option to require the care staffs to update their password and PIN every 60 or 90 days. It is highly recommended to require the care staffs to change their password and PIN for HIPAA compliance.

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If there's an Active User Form selected, the system will provide the users with a form that they will need to fill up daily. The form will show up after the user accepts the agreement from the EULA page.

To activate a form go to Admin Menu » Agency. Scroll down, and you will find the active user form templates.

COVID-19 Employee Monitoring Form and COVID-19 PUI Screening Form (CDC) templates are provided for the agency.

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The options under visit calendar section will allow the users to post a visit and visit notes beyond the current date. It is suggested not to enable this so the user cannot post a visit note for future dates. An option allowing field users to post other care staff will be enabled once the 2nd checkbox is not checked.

To initially input the time in and time when plotting visit, display option must be enabled.

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Checking this option will show the note status when generating payroll by care staff.

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This section will show the co-signing care staff button in the visit note when enabled.

Using the automatically create notes option will activate the automatic plotting of the notes in the patient’s chart on the day specified by the system administrator. List of notes here depends on the other notes being used by the agency.

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The My Task Tracking section allows system administrators to set a start date to track field users’ tasks. If left blank, either agency start date will be the implementation date to track the Field’s Users’ tasks or the task tracking date under individual users’ account.

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Minimum episode date will determine the claims that will show in Batch billing step 1. If set on a specific date, undrafted claims before the specified date will show in step 1.

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UB04 setting allows the user to set the arrangement of bill items of the patient’s claims.

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This section will allow the users to include the physician’s name in the orders print out.

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This section will allow the users to show/hide and sort the news section of the homepage.

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ADMISSION PACKET

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This allows the user to upload an admission packet document that will act as a document checklist when a care staff visits a patient using Verify Centre.

CARESTAFF

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This option allows the user to add, update, and search care staff. When the user clicks this option, the user will be linked to the Care Staff List page.

Type the last name of the caregiver to search. Filters to search are available which will allow the user to search for inactive or active caregivers. To trim down the search, selecting the type helps.

To add a new care staff, click on the Add New Care staff button and the user will be directed to the basic information page wherein the user can enter new clinician information.

The carestaff details are the agency's internal record of the care staff's information. The Employer field should indicate the agency's name or the company name for contractors. A Payee is a person or company that receives the paycheck for the services provided by the carestaff. Lastly, the contractor field indicates if the carestaff does not regularly work for the agency but only functions as required or if the carestaff is paid to perform services under a contract for the services provided.

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Once the Basic Info is saved, three (3) more tabs will show in the upper left-hand side of the page.

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Certificates/Geo/Payrates

1. Certifications/Licenses - Allows the user to add certifications and licenses and other details like ID number, effective date, expiration date, verified date and notes.

To add, select the certification from the drop down, enter the ID number and effective dates and then click the Add button.

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2. Geographic Preferences - Allows the user to add the geographic preference of the caregiver.

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3. Payrate - Allows the user to associate a visit type to a clinician, add the payrate, effective start and end date.

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To add, select the visit type from the dropdown, enter the rate and effective start date and then click the Add button.

When a payrate for an existing visit type needs to be changed, put an end date to the current record and create a new record for the visit type with a new payrate.

Note: This is required to all visiting care staff to plot visits assigned to them and to generate Payroll.

Companies

This option allows the user to associate a care staff to a company. This is commonly used for contractual care staff.

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Click on Add for a new company that the care staff is associated with, EDIT for any changes that may be required and DELETE for any record that was erroneously entered. If the care staff is no longer associated with the company that was previously defined, the Effective end date may be entered.

Visits

This is where the user can view the list of actual visits plotted by the care staffs.

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Visits details that were paid and billed can be edited on this page. To do this, click on the visit detail and then click on the Edit Selected Visit button. Another page will prompt and this will be the page wherein the user can modify the details.

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CERTIFICATION

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This option allows the user to add, update and find certifications. To search, type the ID number or name of the certification.

This option lists all the required credentials before a caregiver can provide health care services to a patient per Medicare guidelines. It only serves as a guide to the system administrator when setting-up the required credentials for a caregiver.

COMPANY

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This option allows the user to add, update and find company information stored in the user system.

This is the List of Companies that the agency do business with; company that a care staff is associated with. To associate a care staff to an existing Company, select the company from the list. Under List of Care Staff associated with this Company, enter the caregiver name and start date then click on Add.

DIAGNOSIS CODES

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This option allows the user to add, update and search diagnosis code. When the user clicks this option, the user will be linked to the diagnosis page.

Codes with an asterisk (*) will not show in the dropdown in the OASIS / POC when adding diagnosis. To make them visible, edit and remove the asterisk.

Add new button can be used if the diagnosis is not yet added in the system.

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VACCINES

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This serves as a library of vaccines. The user can add by clicking the add button. The maximum length of the Vaccine Name is 200 characters and 250 characters for the Manufacturer's name. The vaccines added here will show on the Patient's Basic Info, Communication Note, and Active Patient Report.

If the user decides to delete a vaccine from the library, the delete vaccine associated with any patient will still retain.

INPATIENT FACILITY

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This option allows the user to add, update and search Inpatient Facility. When the user clicks this option, the user will be linked to the Inpatient facility page.

Inpatient facility can be both a referral source and the institution that we transfer our patients when admitted. To add a new facility, click on the “Add New Inpatient Facility” and to update an existing facility, click on the name.

INSURANCE

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This option allows the user to add, update and search Insurance. When the user clicks this option, the user will be linked to the Insurance page.

Note: Bill Under PPS is set back end.

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To add new insurance, click the Add New Insurance button and the user will be directed to the insurance information page wherein the user can set the insurance settings.

Do not include visit description in UB04/CMS1500 printout - visit description in the UB04 will not show if this option is checked. Only the HCPC code will be printed.

Max number of visits per claim – Used for insurance using CMS-1500 claims.

Once the Use PDGM Payment Model on Private Insurance (Bills like Medicare) is enabled, the insurance should bill like PDGM.

INTERMEDIARY

This option allows the user to add, update and search Insurance. When the user clicks this option, the user will be linked to the Intermediary page.

To add a new intermediary, click the Add New Intermediary button and the user will be directed to the insurance information page wherein the user can set the intermediary settings.

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MARKET SOURCE

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This option allows the user to add, update and search Market Source. When the user clicks this option, the user will be linked to the Market source list.

Market Source is associated with admission, whomever the source of the said admission is.

PHARMACY

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This option allows the user to add, update and search Pharmacy. When the user clicks this option, the user will be linked to the Pharmacy list.

Pharmacy is being used in associating a pharmacy upon patient admission.

PHYSICIANS

This option allows the user to add, update and search Physician. When the user clicks this option, the user will be linked to the Physician’s list.

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To add a new physician, click on the Add New Physician button and then fill up the necessary information.

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To check if the Physician is PECOS registered, click on the magnifying glass icon and search the physician’s information.

QA TOOLS

A preset of QA tools are loaded in the system for the agency to use. These items are used to make sure that the agency did not miss anything.

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The user can update the list of QA items here, depending on the agency's uses. Click Add/Edit/Delete to make some changes.

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SUPPLY ITEMS

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To add new supply, click on the Add New Supply button and fill-up the form.

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Saving the supply item information will allow the user to add the Insurance Specifics. This is where the user can specify the billable amount per insurance, so the amount will appear in the claim of the patient upon generating claims.

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VISIT TYPES

This option allows the user to add, update and search visit types. When the user clicks this option, the user will be linked to the Visit Types list.

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To add a new visit type, click on the Add New Visit Type button and fill out the form.

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Visit Notes Needed – Check this if the type of visit requires a visit note. A task will show on the field user’s account.

Unit of Time – This specifies if the visit is billed per visit or hour.

Saving the visit type information will allow the user to add the associate a visit type to specific insurance under Insurance Specifics. This is where the user can specify the billable amount per insurance. It is important that a visit type must be associated with insurance for the visit to be posted, otherwise an error will occur that will hinder the user to post visit.

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Version Control #: DSL2019-2.3

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