Go to the Apple App Store.
Tap on the search feature at the bottom right of the page.
Search for “Axxess AgencyCore.” The app is red and says “AgencyCore” at the bottom of the Axxess logo (heart & key). Tap the “GET” button. Then there will be a pop up from the bottom of the screen (if logged into Apple account) with an “Install” button. Then the download process will begin.
NOTE: If the app is accidentally removed, go back to the App Store, search for AgencyCore and tap on the Axxess AgencyCore app, there will be a cloud icon to tap and re-download the app.
The app will now be located with the rest of the apps. Always make sure to update the App for the latest version in the App Store.
Tap on the AgencyCore app to open and the following confirmation will display. Tap on the red “OK” button.
Users are required to create a 4-digit passcode.
Once a 4-digit passcode has been entered, confirm the passcode by entering it one more time. Any time users leave the app and come back or the app times out due to inactivity, the passcode must be reentered.
NOTE: After five incorrect attempts, the user will be prompted to log back into the app and create the passcode.
Tap “Allow” so that Axxess can send notifications including alerts, sounds and icon badges depending on how the app notifications are configured in the device’s settings.
The following is the login screen. Enter the email that was provided to the agency and the password that was established while logging into the web version of AgencyCore. If the password was forgotten, then tap the “Need Help?” hyperlink. Then tap on the “Forgot Password?” button which will send the password reset instructions to the email provided. The version number of the app will be listed at the bottom. Enter the Email Address and Password, then tap on “Secure Login.”
Tap “Allow” so that Axxess can have access to the user’s location while using the app. Allowing this feature is critical for the app to be able to pinpoint the user’s location accurately for Electronic Visit Verification (EVV), which will be covered later.
Here is the Axxess AgencyCore home page. The menu button is in the top left of the screen. The bottom three tabs are “My Messages”, “My Schedule” and “My Patients”. The main part of the screen is any announcements that Axxess might be promoting. To see those announcements, tap on the “GET STARTED TODAY” button.
Once tapping the “GET STARTED TODAY” button, the following message will show indicating the user is leaving the app and going to the Axxess website. Tap “OK” to continue.
The following is the internet page (device automatically opens Safari browser app) to find out more information about any Axxess promotions or products. Tap the word “Axxess” in the very top left (by the device signal strength icon) to go back to the AgencyCore app.
Tap on the “My Messages” button. This is the HIPPA-Compliant, intra-agency messaging feature.
Here in My Messages, create new messages or see any messages that have been Sent, Received or Deleted. The messages default to the Inbox tab (red text). Any new messages will have a blue dot to the left. The sender of the message will be in bold text with the subject of the message underneath. A preview of the message is underneath the message subject. The date the message was received will be on the right (red text). The last time/date the message queue was updated will show at the bottom (white text). Swipe down on the message center to refresh.
Tap on a message to view. Select the delete icon in the bottom left of the screen to remove. Compose a new message from here or tap on “My Messages” to go back.
Back at My Messages, tap on the Search Inbox Messages section to find a specific message searching by keyword.
Tap on the “Edit” button in the top right, then select any message from the list. The selected messages will be grayed out. Select all messages to be removed, then tap the “Delete” button at the bottom. The number in parentheses is how many messages are selected.
Select the icon in the bottom right to compose a new message. These messages can only be sent to other users inside of the agency’s AgencyCore database. Tap inside the “To” area and start typing the name of the user who will receive the message. A list will drop down below and become more limited while typing. If the message is patient-specific, tap inside the “Patient” area and begin typing their name. Enter a Subject. The “Sent from Axxess AgencyCore Mobile App” footer text is auto-generated but can be removed.
Tap on the attachment icon to add any documents or pictures from the device. “Take a photo” from the app or “Choose from Photo Library.”
From the Home page, tap on “My Schedule.”
My Schedule is split into 3 tabs: Past Due, Upcoming and Completed. The number(s) in parentheses represent the number of visits in each tab.
The refresh icon in the top right will update the page to reflect the most up to date schedule. To look for a specific task, start typing in the Search ‘Past Due’ Tasks text space (magnifying glass) to narrow the choices. This search is performed the same way for the “Upcoming” and “Completed” tabs. Tasks will be listed with the patient name in bold text. The name of the task will be below the name. The status of the task will be below the task. The date of the task is listed to the right. Tap the calendar icon in the bottom left to look at the tasks in a calendar icon versus a list. The last time the My Schedule page was refreshed will show next to the calendar icon (white text). The New Task icon will allow users to add a task from the app (permissions based).
The following is the Monthly View of the tasks. Any day with a task will have a dot at the bottom of the day. Tap on the “List” button to go back to the list view of tasks. Tap on either the left or right arrow to toggle between months. Tapping on a task listed below the calendar will go to the task menu.
The following is creating a new task from the My Schedule page (permission based).
Choose a Patient, the corresponding Episode, choose the Date, Task and User then tap the “Add” button.
To start a visit, tap on the task which goes to the screen below. View all previously completed visits by tapping on the Visit History icon. If the note is already in progress, tap the Visit Note button. View all previously established orders by tapping on the Orders and Care Plans button. The patient’s Service Location (Q Code) can be updated by tapping the drop-down menu. There is also space at the bottom for Personal Notes, Visit and Episode Comments.
From the Visit page, tap on the “Start Visit Verification” to get started.
The screen will confirm the time and date of Visit Started. If EVV was accidentally/incorrectly started, tap on the “Cancel Visit Verification” button.
The same green button will be the place to tap to End Visit Verification. Another window will appear that will show the Visit Time/Date in and out with 3 colored pins on a Google map. Tap on the blue “Verify Visit” button.
– Patient Address – Visit Started Location – Visit Ended Location
The following is the page where the patient enters their signature. The time in and out will be listed. If the patient is not able to sign the device, tap the “Patient Unable To Sign” button. The user must select a reason: Physical Impairment, Mental Impairment or Other. The user must Get Care Signature and verify the visit. The patient enters their signature whether with their finger or with a stylus. To redo, tap the “Clear Signature” button. Once completed, tap “Verify Visit.”
After tapping, the following confirmation displays to Verify Visit. Tap “Yes.”
Users will then be taken to the previous Visit Verification screen but with the signature now included. Tap “Close” to go back to the Visit screen. There will be a green button that says “Visit Verified.”
The following icons show how EVV statuses are represented:
The following is how the EVV will display in AgencyCore
If there is no network connection and users are unable to use EVV, then download the visits and edit them offline. Users can use EVV for patient signature with no connection, but the location cannot be accessed. Edited/filled out tasks offline will sync once internet/data connection is established/reconnected. The following are the icons used to indicate the status of visits to and from the device:
– Pending Download
– Pending Upload
NOTE: EVV time in and out will not automatically pull to visit notes. Time In and Time Out must be documented inside the visit note.
Tapping on the Visit Note will go to the menu of the visit to begin documenting. Tap the Save & Exit option in the top right from this menu if the visit must be stopped. Previous notes completed will be listed at the top. The following examples are looking at the OASIS Start of Care (SOC) that has no previously completed visits. Tap on each category and complete all questions in every category.
NOTE: OASIS visits cannot be signed as complete from a device, they must be signed as complete from AgencyCore web application.
Each category is split up into subcategories. The following is a look into the Demographics category with the first subcategory also called Demographics. Tap the “<” and “>” symbols to go between categories. The subcategory is expanded because the arrow to the right of the title is facing down.
Information that was entered during the referral/admission process in AgencyCore is automatically generated in the Demographics subcategory. Tapping the green question mark circle icon will give more insight into the OASIS assessment question. Tap “Close” to return to the assessment.
NOTE: Edits to grayed out OASIS questions must be made in AgencyCore web application.
Depending on how specific OASIS questions are answered, the system will give a suggested Care Plan Orders/Problem Statement(s) at the bottom of the category. Check the box(es) if applicable.
To minimize the subcategories, tap on the “Collapse All” option in the bottom right. To re-open, tap “Expand All.”
To edit Problem Statements, go to the Orders for Discipline and Treatment subcategory (found in multiple categories). Select Intervention(s) and Select Goal(s) by checking the box next to the corresponding interventions and goals. After selecting interventions/goals, the text will populate. Make the interventions and goals of patient-specific. Also, remove any asterisks (*) with patient-specific information. The section will not allow saving if there are any asterisks remaining.
Depending on the assessment being completed, there might be some built in tests. The following is an example of a Nutritional Health Screen test.
The score will be automatically updated as the test continues depending on how questions are answered. The score will show at the bottom of the page, depending on the test, their score might put the patient in a group. The following example shows that based on the patient’s nutritional habits, they are at a Moderate Nutritional Risk.
To add medication during a visit, select the “View Medication Profile” button.
Inside the Medication Profile, tap on “Add New Medication.”
Start typing in the name of the medication and options will appear below. Tap the correct medication.
Write in the amount. Select the Physician, Classification and Routes from their corresponding drop-down menus. Tap the appropriate tab for New, Changed or Unchanged medication. Move the slider if it is a Long-Standing Medication. Select a Start Date and if there is an end date enter this in Date Through. Write in the frequency then move the slider depending on whether the medication needs to be added as new through an order or a current one found in the home. Once completed tap the “Done” button unless there are additional medications to add, then tap “Add Another.”
When adding more than one medication, the system will automatically run them for potential interactions. If the system finds any interactions, they will be listed as a Warning highlighted in yellow at the top of the page. Tap the Warning.
NOTE: Interactions are only run for medications currently listed in the AgencyCore database.
The Interactions will be categorized as either Major or Moderate & Minor. Tap Medications in the top left to get back to the Medication Profile.
Once a medication has been entered, it can be edited by tapping on the name of the medication. Scroll to the bottom of the page to Delete (added in error) or Discontinue (patient no longer taking medication). After tapping “Discontinue Medication”, confirm by tapping “Discontinue” again.
The medication will then be listed in the Medication Profile under the Discontinued area.
Once finished with the medication reconciliation, tap the “Sign Medication” button to verify medications have been clinically reviewed. Sign with a finger or stylus above the line after the X. When completed tap “Done” in the top right.
From the Supply Manager/DME category inside the visit note, tap on “Launch Supply Manager.”
To add supplies, tap on the “Add Supplies” button.
Start typing the name of the supply and choices will appear below.
Tap on the supply being searched. Enter the Quantity and Date. If there are other supplies to add, tap “Complete & Add Another.” If just one supply is being added, tap “Complete.”
The supply will then be added to the list. To make an edit to a supply in the list, simply tap on the supply.
In the edit screen, the Quantity and Date can be updated. If any updates are made, tap “Save Changes.” If the supply was added in error, tap Delete Order.
From the visit specifics page, tap on “Orders and Care Plans.”
This shows all current orders listed for the patient within the episode dates listed at the top. To change the episode, tap on the episode and select another. To add a new order, tap “Add Orders.”
Select Physician, confirm the Date, Time and Effective Date. Move the slider if the Order is for Next Episode. Indicate who the order is being Sent to with an option to add another physician to receive a copy of the order. Write in an Order Summary.
Select the type of order: Discipline Frequency, Supply Manager, Medication or Plan of Care Orders. If the order being entered does not fall under any of those 4 categories, write it in the Other Orders section. Signature Time automatically enters the time the new order is opened. Tap “Save” to come back to the order later. If the order is ready to be sent to the physician for a signature, tap “Complete.” The app will then prompt for the Staff Signature.
NOTE: Any orders entered under the Other type will not flow to the Plan of Care Summary. Orders and medication management are permission based.
After entering the signature and tapping “Done” in the top right, there will be a pop-up notification that reads “Order has been completed and pending QA Review.” Tap “OK.”
There is an option on the visit menu to tap “Missed Visit” for visits that have passed their assigned date and need to be marked as missed. These are found in My Schedule/Past Due.
Indicate whether there must be an Order Generated or whether the Physician Office [was] Notified. Select Reason to explain why the visit was missed (required). Users have the option to enter Additional Comments. Tap Staff Signature to sign off on the missed visit, tap “Save Signature.” Select Signature Date. Tap “Save” in the top right.
View all patients that have been assigned a visit to the user. It will list the patient name in bold, the patient’s address will appear below and the date of birth (DOB) will appear to the right. To narrow the list of patients, start typing the patient’s first or last name in the Search bar at the top of the screen. Tap on the patient to open their Patient Chart.
All information shown has been entered through the AgencyCore application. It shows the patient’s DOB, MRN #, Gender, Payor and Policy/ID #. Tap on Call to auto-dial the patient’s phone number. Tap on Map to see the patient’s location in Apple Maps (or Google Maps if downloaded). The chart will also show the patient’s Allergies, Primary Diagnoses and links to their Orders, Medications, Caregivers, Physician, Pharmacy, Emergency, Communications, Visit History and Immunizations. A picture can be taken that attaches to the patient’s chart by tapping the camera icon in the top right.
Tapping on the “Info” button will bring a more in-depth look at the chart including the patient’s Phone Number, Address, SOC date, Episode, Triage Level, DNR, etc. View the current eligibility status for Medicare A, B and C by tapping the “Verify Eligibility” button. To edit the information, tap the “Edit” button in the top right.
Tap on the Menu button from the Home page.
The Menu will expand from the left side of the screen. For documenting in an area that doesn’t have cell service, there is a button at the top of the menu to “Go Offline.” This will download all notes for the next three days. Tap “Go Online” to upload completed notes.
NOTE: The EVV function will still work with the app offline. However, GPS locations will not be as accurate while the user is offline.
The first item on the list is “Home.” This will collapse the Menu bar and go back to the previous Home screen.
Tapping outside the Menu bar will also collapse it.
Tap “My Account” to view/edit personal clinician information.
The user’s settings can be updated. Change the Password or PIN. Update the Number of Messages that show. Update how long Past Visits and how far out Upcoming Visits will show. Indicate whether the device is shared by moving the slider. For settings to go back to the original, tap “Restore Default Settings.”
My Messages, Schedule and Patients will go to the previous sections that were covered above. Logout will leave the app, the user must then log in again to get access to the app. Tap “Help/Support” for assistance.
This is the Customer Support page. Our customer support team is available Monday – Friday from 7:00 am – 7:00 pm CT. Tap “Call Us” to auto-dial the Axxess support phone number. The bottom has links to Axxess social media.
Frequently Asked Questions (FAQ) are available from the Customer Support page. There is a list of common questions that we get from customers with answers available by tapping each question.
Another option from the Customer Support page is “What’s New.” New features are presented on each page swiping from right to left. To go back, tap on “Skip” in the bottom right.
Another option from the Customer Support page is the ICD-10 diagnosis Look Up. Search by Category, Code or Diagnoses. Type in the Code or Diagnosis and tap the “Search” button.