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Intake and Scheduling

 

 

Logging in to Axxess


To access AgencyCore, open the Internet browser (Chrome and Firefox recommended) and type in the address www.Axxess.com When the Home screen appears, select the “Client Login” button at the top right-hand side of the webpage.

 

Next, the sign-in page will appear where the username and password fields are required. The username is the email address associated with the AgencyCore user account. Once the username and password have been entered, select “Secure Login” to enter Axxess’ software.

 

NOTE: For resetting the password, see Overview.

 

After successfully logging in, a user acceptance message will display. Select “OK” to accept the message or “Cancel” to exit the application.

 

The Clinician Planner displays. Select the appropriate Axxess application on the left side of the page to perform the Intake and Scheduling process.

 

 

Dashboard


The dashboard can display up to nine tiles. Five of these tiles are default and the remaining four are based on user permissions. The intake/scheduler will usually see the top eight tiles:

 

 

Referral Entry


Create/New/Referral

 

The referral entry details page will populate. Sections with a red asterisk* indicate that the information is required to save the page.

NOTE: Portions with the Question Mark Symbol  contain additional information for further clarity.

 

  1. Referral Source – Contains details of the source involved in referring the patient to the agency.
    • Referring Physician – The Referring Physician or allowed non-physician practitioner (NPP) is the person primarily providing the face to face information for this admission.
    • Face to Face (F2F) Evaluation if it is not applicable, mark it as NA.
      • Enter F2F date. If date is not known, check “F2F completed within 30” box: This is a Medicare requirement.
    • Certifying Physician – The certifying physician is the physician who certifies that a patient is eligible for Medicare home health services. This physician may be the same as the referring and/or attending physician.
    • Name of Referral Source – In this section, indicate if a clinic, hospital or person referred the patient.
    • Facility Referral Source – Enter this if the agency has a contract with a facility who provides referrals.
    • Admission Source – This is a default list to select where the patient was referred.
    • Priority Type of Visit – This is based on agency policy of how visits are prioritized.
    • Community Liaison – This section is to indicate the marketer who promotes agency.
    • Internal Referral Source – This is entered if an agency staff member brings on the referral.
    • Assign Clinical Manager – Patients must have a clinical manager assigned who oversees patient care.
    • Referral Date – This is the date the patient was referred to the agency. It is a required field.

 

  1. Demographics – Patient details, contact information and address will be entered in this section.

 

  1. Payer – Encompasses details of how the patient will be billed.

    • The Medicare Number (HIC) or the Medicare Beneficiary Identifier (MBI) can be entered in this section. If either one is not appropriate, the “NA – Not Applicable” check box is available.
    • After entering the Medicare Number or Medicare Beneficiary Identifier, the “Verify Medicare Eligibility” button can be selected. Please note, the patient’s name, gender and date of birth sections must also be completed for results to generate the patient’s eligibility details.
    • Additional sections for a primary, secondary and tertiary Insurance are provided.

 

  1. Clinical – Encompasses patient care information and contact details.

    • Services Required: Indicate the disciplines needed to care for the patient.
      • One or more disciplines may be selected in this section.
    • Attending Physician: The primary physician is the physician that is providing care plan o
      • This physician could be the same as the referring and/or the certifying physician.
      • If the physician is not already in the system, the option to add “New Physician” is available.
      • In the case where the referring physician will not provide ongoing orders, the attending physician must be contacted in advance of care.  A checkbox indicating this has been addressed is available in this section.
    • Primary Emergency Contact: Indicate if the patient has a legal representative or if the patient selected someone to be their legal r
      • An option to add additional contacts is available by selecting “Add Emergency Contact.”
      • If the individual entered has the same address as the patient, select the “Same as Patient Address” checkbox. Otherwise, the legal representative’s address will need to be entered.
        • Checking the box will automatically populate the patient’s address to this section.
    • Referral Comments – The final section of the referral process is the Referral Comments section. This free text box is for narratives, teaching, guides, goals and any other details pertaining to the referral.

     

    • An option to select a template to complete is available.

 

After all the Referral sections have been entered, select the “Add Referral” button to save all details entered into the system.

 

 

Viewing Existing Referrals


View/Lists/Referrals or Patients/Existing Referrals

 

After the patient’s referral has been created, the next step is admitting the patient. The “Existing Referral List” will appear with patient’s referral date, referral source, gender and name of the person who entered the initial referral.

 

The option to add a new referral is available in this window by selecting the “New Referral” button. The Printer icon  gives a preview of the referral document. It is the patient’s Face Sheet, which is only available in this format prior to admitting the patient. The document can be printed or saved.

 

The Action column contains a variety of action items for the patient’s referral.

 

 

Admitting a Referral


In the Existing Referral List, select the “Admit” hyperlink under the Action column to admit the patient. The Admit Patient window will appear with sections on the right side that are pertinent to the admission process.

 

Demographics section will contain a lot of information that was entered during the referral process. Below are sections that were not in the referral process and need to be addressed:

 

In addition to the Demographics section, the sections listed below will also need to be completed prior to admitting the patient:

 

 

 

 

 

 

Introduction to Patient Charts


Patient/Patient Charts

 

The main section of the patient charts window will contain a brief synopsis of the patient’s details:

 

 

 

 

 

 

 

 

Patient Chart Filters


On the right-hand side of the Patient Charts window, there are some parameters available to further narrow the selection when searching for a patient.

 

 

Patient Chart Top Menu


The Patient Charts window has tabs at the top of the window that can be selected when adding details to the patient’s record.

 

 

 

 

NOTE: If the patient’s insurance does not require authorization, the following notification will display. The insurance should be verified in the patient’s profile to proceed.

 

Authorize multiple tasks at one time. Select “Edit” on the right for the appropriate authorization.

 

Once in the edit screen, scroll down, select “Show Unauthorized Visits.”

 

Once in the edit screen, scroll down, select “Show Unauthorized Visits.”

 

Verify all authorized visits are included and select Save.”

 

 

 

Patient Chart Quick Reports


 

 

The patient’s scheduled visits will appear at the bottom of the Patient Charts window. The best way to review patient tasks and schedule further visits is from the Schedule Center.

 

 

Introduction to the Schedule Center


The Schedule Center is an episodic view of the patient’s calendar. The calendar displayed will match the episode populated in the episode field, located directly above the calendar.

 

The color legend is located below the calendar for easy reference:

 

If a task exists and is scheduled on a particular date, that date will be highlighted in blue. It will stay blue until the task is either updated to a completed (green) status or marked as missed (red). If there are multiple items scheduled on a particular day, those days are highlighted in purple. Dates with multiple tasks are not updated to another color as tasks change status. They remain purple.

 

 

Schedule Center Filters


The filters on the right-hand side of the Schedule Center provide the opportunity to narrow down the search for patients.

 

 

Scheduling Visits for a Patient


When scheduling individual visits for a patient, use the “Show Scheduler” to quickly schedule those single task items. Select a date on a calendar and the scheduler will open. Likewise, open the Scheduler by selecting “Show Scheduler” on the right side of the Schedule Center.

 

Tabs will appear with Discipline categories to select for the appropriate task. The task list loads according to the discipline selected. Discipline options are as follows:

 

When scheduling multiple tasks to a patient, the “Schedule Employee” feature is the best source for quick episode scheduling. Select Schedule Employee under the Schedule Manager tab to begin multi-date task scheduling.

 

A new window will appear with options to select the clinician to schedule visits to and the list of the Visit Types.

 

NOTE: Only agencies in specific states will have the option to “Post to AxxessCARE.” Other states are coming soon.

 

Once the user and visit type has been chosen, select the calendar dates when visits will be scheduled. To deselect the visit date, select date again and the grey selection box will be white.

 

To reassign just one visit to another user, select the Menu drop down on the right-hand side of the visit.

 

After selecting Menu, select Reassign and the box below will appear:

Select the user to reassign the visit to, select “Reassign” and then the new user will appear.

 

 

Authorizations


Select the Authorizations tab and a new window will open. To add a new authorization, select “Add Authorization” in the top left. To edit an existing authorization, select “Edit” on the right under the Action column.

 

After adding / updating the authorization, the visit can now be linked to the appropriate authorization. Select the Warning symbol to view and attach to a new authorization.

 

After the visits have been attached to an Authorization, the warning will go away. To keep track of authorizations, go to Reports/Report Center.

 

Scroll down to the Schedule Reports located in the middle column at the bottom. Choose “Authorization Utilization.”

 

 

Managing Episodes


The “Manage Episode” feature allows users, with certain permission, the ability to update the episode information.

 

A window will appear with options to modify the following sections:

 

Users can also inactivate the episode. When inactive, the episode does not show up in the episode list for the patient. Possible reasons to inactivate the episode include:

 

View all inactive episodes for a patient by selecting the “Episode Manger” tab on top of the patient’s calendar. Then select Inactive Episodes and the list below will appear:

 

“Activate” or “Edit” these episodes by selecting the hyperlink on the right-hand side. Once activated, the episode will then appear on the patient’s schedule.

 

NOTE: For date selections, select the calendar to view the dates in a calendar format.

 

Additionally, there is a Comments section found in the Manage Episode page. Information entered in this section will attach to each scheduled task item as a blue sticky note. This is a useful tool to notify staff of important information such as: gate codes, animals in the home, any vital pre-visit patient needs, etc.

 

Hovering over the sticky note from the Schedule Center will show its contents.

 

Select the sticky note to enlarge.

 

At the bottom of the Manage Episode window will be the “Activity Log” button. This button is permission-based and will contain details of changes made inside the episode.

 

“Activity Log” buttons will be visible throughout different sections of the database and will provide audit trail data.

 

 

New Episode


 

The window below will appear:

 

This window will default the following information (updates can still be made):

 

Once a new episode has been created, or if there is more than one episode for a patient, they will display at the top of the calendar. Select the specific episode to schedule by selecting the drop-down menu.

 

 

Help Center


Help/Support & Training/Help Center

 

A great resource that is available 24/7 is our Help Center. It is a place to get answers to frequently asked questions or watch videos of all Axxess products. It can be accessed by going to:

 

Or also available at https://www.axxess.com/help/

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