Located along the top of the AgencyCore screen is the Menu Bar. Prior to discussing each menu title let’s go over basic functionality. Hovering over a menu bar tab will present a drop-down list of the menu items contained within that menu category. Some menu items contain a sub-menu which will appear as an arrow next to the item. An example of this is My Account under the Home tab. This functionality works on all the menu bar tabs along the top of your screen. Clicking on a menu item will take you into that particular area of the system.
As we go through specific menus, you will notice several of the same items that we covered on the dashboard. This allows flexibility of access to these features.
Under the Home tab we find:
My Accounts: Allows you the option to perform password and electronic signature resets as well as update your address and phone number.
My Dashboard: Enables access to the dashboard from the menu bar.
My Messages: Opens the AgencyCore messaging center. This is the easy to use HIPAA compliant messaging feature within the system.
My Schedule/Tasks: Allows you as a clinician an alternative path to access your working ‘to do’ list.
My Monthly Calendar: Displays your working to do list in a calendar format. Hovering over the day of the week will present a pop up of the details. Task information is located below the calendar allowing you to open the task item to complete. Missed visits may also be completed through My Monthly Calendar. In addition, color coding on the calendar days allows you to easily see scheduled/completed/multiple tasks.
Quality Assurance (QA) Center: This section is where clinical documentation is processed by the QA staff. Your QA staff has the ability to view, edit, approve and return documents from within the QA Center. Clinical documentation that passes through the QA Center includes, but is not limited to: clinical notes, OASIS assessments, Plans of Care, Interim Orders, Summaries, as well as Infection and Incident Reports. The default view when entering the QA Center shows active patient tasks that are ready for processing with an event date within the last seven days. Your QA staff has the ability to adjust the patient status, date range or grouping to view tasks by patient, date, task or clinician. The information can be exported to Microsoft Excel for further analysis.
The Create tab allows you, with permissions, to initiate many of the functional tasks your agency needs to perform in order to run a successful operation.
Under New, you have the ability to create:
The second item under the Create tab is OASIS Export. All approved OASIS records pull into this menu to allow for export to your State. OASIS records will stay in this menu until they are either marked as Exported or Completed (Not Exported). Only records that do not require export to the state should be marked as Completed (Not Exported).
The View tab provides access to existing items in the system. You can access all or a portion of the list based on your roles/permissions.
Under Lists, you may have the ability to view existing:
The Blank Forms selection provides PDF versions of many of our electronic forms, from OASIS to discipline-specific.
Once an OASIS is marked as Exported from the OASIS Export, it moves into the View tab under Exported OASIS. From here, your agency may reopen or generate a cancel, if needed.
The Not Exported OASIS sub-menu is where OASIS marked as Completed (Not Exported) flow to. This is for OASIS assessments that are completed for a payor and don’t require file export to the state.
Past Due Recerts and Upcoming Recerts allow another path to the Past Due and Upcoming Recert information that may also be retrieved from the dashboard.
Orders Management allows users to co-sign orders and to manage the sending and receiving of all orders in the system. A full explanation of the orders management and sub-menus are covered in the Orders Management tutorial.
The Print Queue allows viewing and printing of visit and task items. Tasks may be grouped by patient, date, task or clinician.
This menu provides efficient access to a variety of patient related information. As in the other menu tabs discussed, depending on permissions granted, you may have partial to full access to the following Patient items.
Patient Charts: This is the patient’s electronic medical record.
Existing Referrals: When a patient is entered through the Create tab under New and Referral, the information pulls to the Existing Referral list to manage the admissions process.
Pending Admissions are those patients that were either entered through the Create tab under New and Patient or existing referrals that were upgraded to an Admit status then saved.
Existing Referrals or Pending Admissions that did not qualify for admission will be viewable through Non-Admissions.
Deleted Patients: Your agency would only select to delete patients if you do not want the patient on any report, including the non-admit report.
Lastly, under the Patients tab is Hospitalization Logs. Patients with a completed transfer to inpatient facility will move to the hospitalization log. This allows your agency to quickly identify and manage the patient’s hospital list.
The Schedule menu tab contains:
A shortcut to My Schedule/Tasks, which is the dashboard panel discussed earlier.
Access to the Schedule Center, where all tasks are assigned for a patient including:
An option to quickly Reassign Schedule from outside the scheduling center.
The Schedule Report, which gives you the ability to customize a number of scheduling reports to your own specifications.
The Schedule Deviation Report, which helps your agency’s staff in identifying visits that were not completed on the day they were scheduled.
The AxxessCARE tab is visible to agencies in Illinois, Massachusetts, Texas, Florida, and is coming soon to other states.
If you have billing permissions, you have the ability to manage your agency’s billing and collections activities from this menu.
If your agency has elected to use AxxessDDE, you will be able to access that platform from within AgencyCore.
The Medicare/Medicare HMO payer category allows management of episodic billing through its sub-menus:
The Managed Care/Other Insurances contains corresponding Create Claims and Claims History sub-menus for management of non-episodic billing.
You also have the ability to view All Insurance/Payors on one screen as well as access the Claim Submission History from the main Billing menu.
With Administrator permissions, you will see the Admin menu tab. Options available below will be dependent on the exact permissions granted.
While most of the options under the sub-menu New replicate the items under the Create tab and New, four additional items are available here to create: a new Template, a new Supply, new Task and new User.
Just as the sub-menu New under the Admin tab contains most of the features as New under the Create tab, Lists under the Admin tab looks similar to Lists under the View tab. The additional features available under Lists within the Admin tab are Task, Adjustment Codes and Upload Types.
Additional access options under the Admin menu are:
There are two categories under the Reports menu. The Report Center and Completed Reports.
The Report Center hosts a wide variety of reports organized under categories. All reports are designed to assist your agency in operating business in an efficient manner.
The majority of reports in the Report Center generate without wait time. These reports will directly display on the screen. From here, you have the option to export the report to Microsoft Excel, if you wish to further manipulate the data.
Reports that extract data from a variety of sources and thus take time to build, will notify you via Messages when the report has been created. Once generated, the report will be located in the Completed Reports menu.
At Axxess, one of our core features is our focus on you, our client. On the right-hand side of the menu bar, you will find the Help tab. Under this tab are many ways to obtain assistance to questions you may have in negotiating the many functions and features of AgencyCore.
Under the Support & Training sub-menu, you will find a number of ways to obtain assistance.
You can view Recent Software Updates made to AgencyCore and get help with ICD-10 using the Lookup and Crosswalk tools.
We also offer the ability to Like us on Facebook or Follow us on LinkedIn through the Social sub-menu. Join the community of Axxess users around the country!