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Clerical FAQs

Can I scan original (paper) copies of physician orders into the software?

Original documents can be scanned into the software.

  1. Find the physician order from the Client Charts or Schedule Center
  2. Click on details
  3. Scroll to the bottom of the details page and browse through your computer to find and attach the scanned document

 

How do I mark orders as received from the physician?

  1. Go to the View tab
  2. Move your cursor down the list to Orders Management
  3. Select Orders Pending Signature
  4. Select Date Range
  5. Click Refresh
  6. Locate and select the order, click on the Receive Order button
  7. Input the date the order was received and the physician signature date
  8. Then select Receive Orders to update the order status
  9. The order then moves to Order History and the status is updated in the client file

 

How do I view a list of physicians?

  1. Go to the View tab
  2. Move to Lists
  3. Choose Physicians
  4. If you want to print out the physician list, click on the Excel Export in the upper right corner where you can from that application and print out the list

 

What are NPI numbers?

National Provider Identifiers are assigned by Medicare to identify individual medical providers.

TIP: You can look-up an NPI number by going to https://nppes.cms.hhs.gov/500.html

 

Is there a reverse look up for the physician NPI numbers where physicians can be searched by name?

Physician NPI numbers are searchable by the NPI numbers only.

 

How do I search for a physician’s NPI number?

  1. Go to Create tab
  2. Select Physician
  3. Start typing the Physician’s NPI and the software will auto-populate the associated physician’s information

 

What do the evacuation zones mean and how do I determine the correct evacuation zone?

The evacuation zones are for our clients who live in natural disaster prone areas. The evacuation zones are determined by your city or county.

 

How do I review submitted documents in the Quality Assurance center?

  1. Go to Home
  2. Select Quality Assurance (QA) Center
  3. If your agency has more than one (1) Branch select which branch you wish to review
  4. Select the client status
  5. Select the date range of the documents you wish to review
  6. Option to group documents by client, date, task, clinician
  7. If the document has no problems select Approve
  8. If the document has problems select Return
  9. A small box will appear
  10. Enter what is wrong with the document, and click Return. The note will go back to the Clinician to fix the problem(s) with a red sticky note

 

NOTE: When reviewing a note you can also continue to review the note for any additional problems by continuing to scroll the document and adding your comments to the box. Then clicking return button. If you choose to EDIT the note this opens the note and make any changes this will cause the signature to be removed and the Clinician will need to be sign or the person who opened the document and made the changes will need to sign. However, if you choose to EDIT and then cancel the note will not need to be reassigned to the clinician.

 

Why are the visit notes not showing up in the Quality Assurance (QA) center?

 

Can we create our own templates and how do we do that?

Yes, you can create your own templates. Users with Admin-Template permissions can create templates.

  1. Go to Admin
  2. Select New
  3. Select Template
  4. Add the required title, complete the template and Save

 

How do I edit existing templates?

  1. Go to View
  2. Select Lists then Template
  3. Locate the Template and select Edit
  4. Select Save upon completion

 

How do I edit client information?

The first way to edit Client information is:

  1. Go to Clients
  2. Select Client Center
  3. Locate and Select the client in the client list on the left
  4. Select Edit located under the client name
  5. Edit information in chart
  6. When finished select Save

 

The Second way to edit Client information is:

  1. Go to View
  2. Select Lists then Clients
  3. Locate and Select the Client
  4. Select Edit from the Action column
  5. Edit the client information
  6. When finished select the Save

 

How do I delete/inactivate a client?

  1. Go to View
  2. Select Lists then Clients
  3. Locate and Select the Client
  4. Select Delete from the Action column
  5. Confirm the delete choice
  6. The client will be moved to the deleted client list

 

How do I add a therapy company as a user?

  1. Go to Admin
  2. Select New then User
  3. Enter information with the RED * You will need a valid E-mail address

 

How I track employee licenses?

  1. Go to Reports
  2. Select Report Center
  3. Select Employee Compliance located under Employee Reports
  4. Select the parameters and columns you wish to see, then Generate
  5. You may email (message) software users their individual expiring items
  6. The report may be exported to excel

 

How do I edit/change an order that has been signed and is listed under “orders to be sent” or “orders pending signature”?

  1. Look for the document in the client's chart or schedule center
  2. Reopen the document under the “action” column
  3. Make the necessary updates and resign
  4. You will be able to reopen the document only if you have the permissions to do so

 

How do I print out a client's medication list?

  1. Go to Client
  2. Select Client Center
  3. Locate and Select the client
  4. Locate the Quick Reports on the right side of the client chart
  5. Select to Medication Profile(s)
  6. Click on the blue button that says Print Medication Profile
  7. This will pull up a PDF file and click on the Print at the bottom of the page
  8. To print Prior signed Profiles, select Signed Medication Profiles
  9. Then Select the printer icon to pull up a PDF to print

 

How are the red, blue, and yellow sticky notes generated, and what do they represent/mean?

Red Sticky notes are generated one of two ways:

  1. Returned Note from the Quality Assurance Team
  2. Missed Visit reason

 

Blue Sticky notes relate to a Care Period. All notes associated to the care period will contain the note. Examples may include gate codes, animal alerts

  1. Go to Schedule
  2. Click Schedule Center
  3. Locate and Select the Client
  4. Select Care Period (New or List-Edit)
  5. Notes entered in the comment box will become the blue sticky

 

Yellow Sticky notes relate to an individual task or set of tasks. They are created during the scheduling process or added through task details.

    1. Go to Schedule
    2. Click Schedule Center
    3. Locate and Select the Client
    4. New Client Task
    5. Comments

or

  1. Scheduled Task
  2. Go to the Action area to the right of the date/task click on Details
  3. Go to the comment area you will see a yellow sticky note, type in the comment you want the person to be aware of or do during the visit.