VISIT AND NOTES GUIDE

Requirements: All field users, case managers and clinical administrators can post information and instructions and make changes to this form if they have a HHC Ultra user’s account and have access to these sections.

Plotting Planned Visits on the Calendar

There are two different ways of plotting the Patient’s Visits.

1. Mini Calendar – This is located on the Patient Summary Page. The user must left-click the blue area and select “Plot Visit Plan” to plot a visit.

1.png

2. Visit Calendar – The link is found on top of the mini calendar in the Patient’s Summary Page. Click the “Add More Visits” button to plot visits.

2.png

The Calendar Plotter Window will be available after clicking “Add Visit” button.

3.png

A visit or several visits may be plotted for a care staff. The user must highlight the date/s and can make use of the little vertical and horizontal arrows which will highlight all the dates within that column or row and will label these visits as Planned Visits.

4.png

Once the dates are selected, click on the “Plot” button to open the visit detail selection menu.

This menu enables the user to assign the Discipline, Care Staff and Visit Type and click the “Plot Frequency” button.

It also shows the TAC information of the Payer selected.

5.png

Once done with selecting appropriate data for the plotted planned visits, the user has two options. The system will attach data of the planned visit in the POC Orders tab or create a PTO for the plotting of visits. The user will know that visits were successfully plotted if gray icon can be seen on the selected dates.

6.png

Features of Plotted Visit (Discipline Icon)

These options will be available if the user will left-click on the gray icon.

7.png

Quick Post – automatically posts the visit that is associated with the insurance.

Delete Visit – removes the planned visit.

View Details – enables the user to edit or update planned visit details.

Post as Missed Visit – automatically generates a communication note or physician order for each missed visit.

Visit Notes – will generate a visit note for the assigned care staff. The visit note type will auto-populate based on the type of visit plotted.

POSTING VISITS

Review and Update Payer and Visit Details:

Click the "View Details" button. This will display all Payer and Visit Information for review.

Carefully review the displayed information. Ensure all details are accurate and match the intended recipient and visit.

If everything is correct, proceed to post. Click the "Post" button to finalize the submission.

If any information needs correction:

Make the necessary changes directly within the displayed details.
Once the corrections are complete, click "Update Details" to save the changes.
After updating, review the information again (step 2) to confirm the update was successful.

8.png

12.png

Planned visits have grey colored icons.

Once the visit is posted, the visit icon turns green and will show both the planned and actual visit areas.

9.png

Selecting the “Unpost” option will put back the visit note status a Planned Visit.

BATCH POSTING VISITS

Clicking the Batch Posting Update button in the Patient's Calendar will direct the user to the Visit Posting Page. The user can update the Planned and Actual Visit Dates, Time in and Out, Carestaff, and other Visit Details from here. The user can also post the visit from here or flag it as a Missed Visit.

13.png

14.png

Another option is for the user to go to the Batch Tools menu and select Batch Visit Posting. On this page, the user can choose what visits to display by using the filters provided. After filtering, the user can then do the same functions as those found in the Patient's Visit Calendar.

15.png

16.png

POSTING OTHER NOTES

Other notes/ forms can be posted by left-clicking the white (planned) area in the visit calendar.

10.png

POSTING WOUND NOTES AND MED SUPPLY

Posting wound notes and medical supplies are accessible by left-clicking the blue area in the calendar.

11.png

Note: Access to these Features in the Visit Calendar Section depends on the permission set by the System Administrator.

Version Control #: DSL2019-2.2

Report abuse