CareLogic Overview Agenda Overview Logging into CareLogic Automatic Session Terminations Components of CareLogic Changing Your Password Navigation Components Selecting Dates Required Fields Sorting Columns Logging out of CareLogic Menu Systems Schedule Menu, Front Desk, Client, Billing/AR, Reports Help Accessing CareLogic To log in to CareLogic: Open Internet Explorer (do not use Firefox/Zimbra) https://dev.qualifacts.org/impun/frameset.pl?system=oaklawn Login page appears. Login ID: firstname.lastname Password: password, then will reset System field: drop-down list includes Training and Production System Click Submit. After 3 attempts your user account is disabled for 2 minutes. After 2 minutes, you are given 3 more attempts to login. This process continues. Session Terminations Once you have successfully logged in, the system automatically monitors your session for activity. If your session remains inactive for 15 minutes, the system prompts you to resume the session or be logged out. If you respond to the prompt within 60 seconds, your session is resumed. If you do not respond to the prompt within 60 seconds, your session is terminated and any unsubmitted data is not saved. Important: Save Frequently: this is activity from the system’s perspective Navigation Components Title Bar Navigation Bar Shortcut Bar Status Bar Navigation Components: Title & Navigation Bar Title Bar: User Login Client/Staff Navigation Bar The navigation bar accesses menus. Exercise: click Schedule button, the Schedule menu system is loaded and can be accessed by clicking the Show Menu link in the shortcut bar. menu systems are available depending on privilege level. Navigation Components : Navigation Bar Navigation Bar Right side of navigation bar contains four icons. Exercise: briefly review the following Access the Dashboard Set Up User Preferences Change Your Password Access Online Help Log Out of the System Navigation Components: Shortcut Bar Exercise Review/perform the following with the shortcut bar: Add Shortcuts Rearrange Shortcut Options Select Shortcut Options Delete Shortcuts Navigation Components: Shortcut Bar, Client Search Exercise Soundex search feature Client name must be in one of the formats: Full or partial first, middle, maiden, or last name or combination full client ID number full social security number in the format: 999-99- 9999. full date of birth must be entered in the format: mm/dd/yyyy. Navigation Components: Shortcut Bar Client Search Exercise After searching the following page appears: ECR. Select for the client’s clinical record. . Info. Select to access basic information about the client. Navigation Components: Shortcut Bar Select Menu Exercise Select Menu Options Access the client menu system Click the Show Menu arrow on the right of the shortcut bar. Click the option you want to select. The corresponding page appears. Click Hide Menu. The menu items for the selected menu system are hidden. Navigation Components: Shortcut Bar Status Bar Exercise Status Bar System Messages. Where applicable, system messages and warnings appear on the left side of the status bar. Buttons. Buttons on the status bar are based on the page that is displayed. Submit and Reset buttons are commonly used. Submit button is used to save the data on the page or to initiate a search. The Reset button is used to refresh the page. Selecting Dates In every date field you can either manually enter a date or click the Calendar icon to select a date. All date entries must be in the following format: mm/dd/yyyy. Access a date field. Click the Calendar icon. The popup Calendar page appears. By default, the current month and year are displayed with the current date selected. Navigate to the desired month and year by using Previous year Next year Previous month Next month Tip: Once a date is selected, you can use the Up and Down arrow keys on your keyboard to change the date. Required Fields Required fields appear on various pages throughout the system. You must make an entry in all of the required fields. If you omit a required field, the system prompts you to complete it after you click Submit. All required fields are identified by a highlight in the user entry field. Sorting Columns In various parts of the system, information is displayed in a list with column headings. In most cases, you can change the sort order of the data by clicking a column heading. Exercise: Enter the letter “p” in client search Change the sort order of the list, by clicking on the column heading name that you want to sort by. Logging out of CareLogic Important: If you close the browser window without following the steps in this task, your session remains open and your session data remains in the database. To log out of CareLogic Click the Log Out icon on the navigation bar. Click this link to log out Logging Out of CareLogic. A confirmation prompt appears. Click OK to confirm you want to log out of the system. Your current session is closed and the CareLogic Login page appears. At this point, you can close your Browser window. Menu System Schedule Front Desk Point Of Entry (POE) Client Employee Administration Billing/AR Schedule Menu Add and maintain the activities on your schedule View the activities on the schedules of other staff members and clients. Schedule the following types of activities: client, group, and staff. Once an activity has occurred, you must mark its status. Kept, it is automatically processed by the nightly run of the Claim Engine. Error, Cancelled by Client, Cancelled by Therapist, or Did Not Show, the activity is not processed by the Claim Engine because the activity is not billable. Front Desk Menu Includes menu items: Front Desk Schedule, Cash Sheet, and Bed Whiteboard. Front Desk Schedule is used to manage all incoming appointments, collect payments, and schedule a client’s next appointment. Cash Sheet is used to view and add payments made for a particular day at a particular location. The Bed Whiteboard gives a view of the bed occupancies by location. Point of Entry (POE) Menu POE is used to admit new or closed clients into the system. The following menu items that are available: Demographics Presenting Problems Risk Assessment Previous Treatment Information Extended Demographics Guarantors Client Relationships Payers PCP/Pharmacy Bed Search Schedule Appointment Intake Termination Client Menu The Client menu is used by clinicians to view their caseload, alerts, and groups. My Caseload: view and manage all of the clients assigned to your caseload. Alternate Caseload: view the caseload of any other clinician in the system. Review Client menu options Select a client and review client menu options This menu system provides access to a client’s entire ECR (electronic clinical record). Employee Menu The Employee menu system is used to manage staff information. This menu integrates with the other menu systems in the system, such as Billing, Schedule, and Clinical Record. Billing/AR Menu The Billing menu system allows you to manage all billing and accounts receivable functions for your organization. When an activity is marked as Kept through the Front Desk or Schedule, the activity is automatically processed by the nightly Claim Engine run. Process Activity Validation is when the claim Engine checks for all service requirements related to the activity, such as required documentation or a current treatment plan. Reports Client Utilization Management Reports Select Client Reports Help The online help system contains instructions for using all of the functionality in CareLogic. Once the help system is open, you can use the navigation pane to access any other help topic. The navigation pane contains of a Table of Contents, Index, and Search function. To access online help: Click the Help icon in the navigation bar. CareLogic Client & ECR Client & ECR Client Module Client Search Viewing Alerts Maintaining Your CaseLoad Maintaining Your Groups Client ECR General Information Clinical Information Financial Information Client Search Click “Client Search” option on Client Menu Search for client’s in the system across all staff members Most search fields are available via the Universal Search. My Alerts Click “My Alerts” option on Client Menu Unsigned Service Documents – documents from your Kept activities that have not been signed. To remove sign the document. Signed Documents Requiring Add’l Signatures – documents that have requested you as add’l signature. To remove, sign the document. Overdue Memo Alerts – Informational Alerts that haven’t been removed in 5 days. To remove, remove the associated Informational Alert Informational Alerts – generated by the system when a document needs to be reviewed by you. To remove, click the Remove button. Use “Alternate Alerts” option on Client Menu to view another staff’s alerts. Client General Information Client Select Specific client show menu General Information Client Bed History Viewing a Client’s Bed History To view a client’s bed history: 1 Access the ECR module. 2 In the shortcut bar, click Show Menu and select Bed History. The Client Bed History page appears. For each bed assignment, this page lists the bed location, the bed ID, the first date the client was assigned to the bed, and the last date the client was assigned to the bed. If the client is currently assigned to a bed, a Transfer button appears, which allows you to transfer the client to another bed. Client Picture Uploading a Client's Picture The Client Picture module is used to upload a digital picture of the client into the system. This feature enables the staff members in your organization to better identify the client. Once a client picture is upload, it appears on the Face Sheet page Uploading Client’s Picture (cont.) Client Relationships The Client Relationships option is used to create a record for the individuals outside of Oaklawn that the selected client has a relationship Examples: probation officers, social workers, therapists at other organizations, power of attorney, and family members in the same living environment. Unlike staff relationships, client relationships have no effect on other areas of the system. Client relationships are set up for informational purposes only. To Access Client Relationships: Access the ECR In the shortcut bar, click Show Menu and select Client Relationships. Adding Client Relationships Access the Client Relationships page Click the Add Relationship button Maintaining Contact Information The Contact Information option is used to maintain the current physical and mailing address for the client. The contact information records were initially created through the Point of Entry module. A client can have only one active physical and mailing address at a time To access the client’s contact information Access the ECR module In the shortcut bar, click Show Menu and select Contact Information. Contact Information… Contact Information… This page is used to Add a Work Address Update a Client’s Address Delete a Client’s Address Adding a Work Address To add a client’s work address Access the Address page Click Add Work Address in the status bar. Deleting a Client’s Address The process of deleting a client’s address is the same, whether it is a physical, mailing, or work address. Access the Address page (contact information page) Click the Delete button that corresponds with the address record you want to delete. The Delete Address Entry page appears. Select Yes to confirm you want to delete the address Click Submit in the status bar Updating a Client’s Address The process for updating a client address is the same, whether it is a physical, mailing, or work address The client’s physical address was created through the Point of Entry Wizard. To update a client’s address Access the Address page (contact information page) Click the Select button that corresponds with the address record you want to update. Updating a Client’s Address… The selected Address Form appears. All required fields are highlighted. Updating a Client’s Address… The Begin Date field lists the date the address record was created through the Point of Entry Wizard. This is the date the record became active in the system. If desired, you can modify this date. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window. The End Date field is used to end date a address record. Once the end date arrives, the physical address record becomes inactive in the system. If you enter a date in this field, your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window. Note: Once the End Date arrives, the Add Address button appears in the status bar. You can use this button to create a new address record for the selected client. Deleting a Client’s Address It is against Oaklawn’s policy to delete an address. If an error is made on an address, the address should be modified, not deleted. If the address is entered on the wrong client, please report it to your supervisor for correction. Client Relationship Exercises Add a therapist for a client After adding the therapist, change the last name for that therapist Entering Demographic Information Completing each field stores client demographic information in CareLogic Client Number field is used to enter organization- specific ID. Does not replace the system-generated ID. For entering City and State of addresses… Check the “Do City/State lookup…” and just enter the ZIP code. City & State taken populated automatically. Uncheck the “Do City/State lookup…” when automatic doesn’t work. Enter the city. Select the state. Required: Call Date, First Name, Last Name, and either SSN or explanation. Entering Extended Demographic Information Click “Extended Demographics” option or PoE Wizard. Extended Demographics is an Oaklawn- specific page. County field is “moving” – from Extended Demographics to just Demographics. Will be a drop-down of valid choices. Completing each field stores extended client demographic information in CareLogic Required: County Adding Client Messages The Message Board module is used to create client messages that appear throughout the system. When creating a client message, you can specify in which modules it will appear, such as Client Search Results, Schedule Display, Front Desk, Payer Information, or Caseload. To add client messages: Access the ECR module. In the shortcut bar, click Show Menu and select Message Board. The Client Messages page appears. Questions? Demographics Extended Demographics Client Message Entry Click Add Messages in the status bar. The Client Message Entry page appears. Enter the first and last dates the message will appear, enter the message in the text box, and choose where in the system the message will display. The message will display in these locations for the given date range. Maintaining Program History The Program History option is used to track the treatment programs the client has received at your organization. Each client must be active in at least one treatment program in order for you to bill for services. The client’s initial program is set up when you schedule an appointment through the Point of Entry wizard. To access a client’s program history: Access the ECR module. In the shortcut bar, click Show Menu and select Program History. The Client Programs page appears. The top half of the page lists all of the active programs that are set up for the client. A program is classified as active if the current system date falls within the program’s begin date and end date. The bottom half of the page lists all of the inactive programs. Programs with an end date that meets or exceeds the current system date are classified as inactive. Program History Screen This page is used to perform the following tasks: Assign a Client to a Program Edit Client Programs Refer/Discharge Clients from Program Delete Client Programs Maintaining Staff Relationships When a staff relationship is created for a client, the client is automatically added to the staff member’s caseload for the duration of the relationship. Although you can create an unlimited number of staff relationships for a client, the client can have only one primary staff relationship for a given date range. The client can have only one supervising physician for a given date range. Accessing Client Staff Relationships Page To access staff relationships: Access the ECR module In the shortcut bar, click Show Menu and select Staff Relationships. The Client Staff Relationships page appears. Active Staff Relationships This page lists all of the staff relationships that have been set up for the client. This page is used to perform the following tasks: Add Staff Relationships Edit Staff Relationships Delete Staff Relationships Active Staff Relationships List This task is used to add a staff relationship for the selected client. Although you can create an unlimited number of staff relationships for a client, the client can have only one primary staff relationship for a given date range. Whenever you refer a client to a particular staff person, a staff relationship is created. Anyone who is identified in the client record as providing services to a client is listed in staff relationships. Client Financial Information Same as Functionality in PoE Guarantors Payers Payer Authorizations Co-pays Sliding Scale Maintaining Client Guarantors Definition A guarantor is the person who is listed as the policy subscriber/holder of the insurance plan that covers the client and/or is the financially responsible person. In most cases, a guarantor is the client’s parent, guardian, or spouse. The guarantor is responsible for paying the portion of the bill that is not covered by the payer. The policy subscriber/holder is not always the financially responsible person. When sending out bills, the system allows you to bill both payers and guarantors. For example, if a payer only pays a percentage of the bill, you can bill the guarantor the remaining percentage. By default, the system automatically creates a “self pay” guarantor for all clients. Adding Client Guarantors Click “Add…” button Begin and End Date define when the person is responsible for the client’s bills. “Receive Statements…” determines if statements are sent to the guarantor. Self-Pay” field determines the name that appears on bills. Do not modify. “Is address the same as Client?” field allows the previously entered client’s address to carry forward. All address fields have “lookup” functionality. Required fields: Begin Date, First Name, Last Name, and Relationship to Client Maintaining Client Guarantor Information Click “Select” to maintain previously entered record. Click “Address” to maintain additional address history and phone numbers. Mailing Address (only 1 allowed for date range) Work Address (only 1 allowed for date range) Physical Address History (only 1 allowed for date range) Phone Numbers are the same Change the effective date range for a guarantor Once entered, Begin Date cannot be maintained from “Select” button. Click “Date Change” button to alter Begin and/or End Date. Click “Delete” to remove a Guarantor “Delete” is not available (replaced with “Payer Attached”) once tied to Payer record. Maintaining Client Payers Definition The client’s insurance provider is known as a payer. In addition to setting up the name of the payer, you must also set up information about the payer plan, which is the particular insurance plan that covers the client. Click “Payers” option of Financials Adding Client Payers Click “Add…” button Begin and End Date define when the payer can be billed for services related to the client. “Payer Name” is 2-part field. Pick the Payer first to reduce the number of available plans Just the pick the plan from the 2nd drop-down “Policy Subscriber” field is the name of the policy holder for the insurance coverage. Lists all active Guarantors as of the Begin Date of the Payer. If there are multiple payers for the client, click Yes for the “Do you wish…” option to save the payer and open another new window. Required fields: Begin Date, Payer Plan, Verification Permission, and Subscriber Maintaining Client Payer Information Click “Select” to maintain previously entered record. Change the effective date range for a payer Once entered, Begin Date cannot be maintained from “Select” button. Click “Date Change” button to alter Begin and/or End Date. Click “Delete” to remove a Payer “Delete” is not valid once a payer is tied to a claim record. Claim(s) for the client & specific payer plan would need to be backed-out to process the delete. With multiple payers, use the “Move Up” and “Move Down” to establish billing sequence. Adding Client Payer Messages Click “Add Message” button Post and End Date define when the message will be displayed in the system. Enter Directions (comments). Display Locations are other places where the message can be displayed. Required fields: Post Date, Directions, and at least one Location Maintaining Payers Authorizations Definition Some payer plans require you to obtain an authorization before providing services to clients. If a payer plan requires an authorization, the authorization number must be included on the bill or the payment will be denied. This section is used to set up the payer authorizations for the client’s payer plan. If the client’s payer plan requires an authorization, the Claim Engine runs a check to confirm that an authorization number is included before the system creates a bill. Click “Payer Authorization” option of Financials. Adding Payer Authorizations Click “Add…” button Begin and End Date define when the payer plan can be billed for services related to the client. “Payer Plan” field is the plan the authorization is for. Lists all active Payer Plans as of the Begin Date of the Authorization. “Authorized For” is dynamic 2-part field All – no additional fields Staff/Location/Program – then more specific selection “Procedure Codes Authorized” is dynamic 2-part field All Procedures – no additional fields Following Procedures – then more specific selection # units across all listed procedures Multiple authorization entries to have specific units to procedures Required fields: Begin Date, Payer Plan, Authorized For (and Selection), and # Units Authorized Maintaining Payer Authorizations Click “Select” to maintain previously entered record. Can maintain Begin & End Dates Click “Delete” to remove an Authorization “Delete” is not valid once an authorization has been used. 3 lists are: Current = active and effective today (End Date on or after Today) Expired = active and no longer effective today (End Date before Today) Inactive = any inactive authorization Maintaining Client Co-pays Definition The co-pay amount is determined by the client’s payer. A co-pay amount can be based on either a specific dollar amount or a percentage of the bill. The client is responsible for paying the co-pay amount at the time your organization provides a service. Click “Co-pay” option of Financials. Adding Client Co-pays Click “Add…” button Begin and End Date define when the client can be charged the co-pay. “Payer Name” field is the plan the co-pay is for. Lists all active Payer Plans as of the Begin Date of the Co-pay. Co-pay is either Amount or Percentage “Visit Range” determines which visits require co-pay All Visits – range of 1 to “empty” Progression – then more specific selection Multiple co-pay entries to have specific amount for visit ranges Additional fields to further restrict when a co-pay is required Program/Procedure Code/Licensure/Activity – then more specific selection Required fields: Begin Date, Payer Plan, Amount or Percentage, and Visit Range Maintaining Client Co-pays Click “Select” to maintain previously entered record. Can maintain Begin & End Dates Click “Delete” to remove a Co-pay Sliding Scale Click “Add…” for a new record Required fields: Begin Date Click “Select” to maintain record Click “Delete” to delete a record. Recommend End Dating records – not deleting them. Questions? Guarantors Payers Payer Authorizations Co-pays Client Consent/Disclosure We will continue to have clients sign paper forms for Consents/ROIs. The forms that expire should be entered into CareLogic on the Consent/Disclosure Page This will allow the system to generate an informational alert when a Consent is about to expire This will enable the provider to obtain an updated Consent if appropriate Accessing Consent/Disclosure Page Access the ECR for a client Click on Show Menu in the Status Bar Choose Consent/Disclosure from the menu Adding an ROI/Consent To add record of a Release of Information or some other consent so that alerts to the primary provider can be generated, click Add Consent. The Client Consent Entry page appears with required fields highlighted. Consent Entry Completing Consent Entry Pick the Consent type from the drop down list. Options at present include ROI, Medicare Secondary Payer, Permission to Administer Medications, and Privacy Notice Receipt. Complete the Begin Date field If this is a consent that will expire, add the expiration date in the End Date field (ROIs are good for 180 days) Note: If you do not enter a date in the End Date field, the primary provider will not get an alert prior two weeks prior to expiration of the consent. Check the box to tell CareLogic to generate an alert if you would like one. Enter the Client Signed date Notice the Comments text box. If this is a consent that will expire and the primary provider may need to get another consent from the client, identify what the consent is and for whom in the text box. If you do not, you will not know which consent is expiring when you get the alert. Example of Client Consent ROI DSM 5-Axis Diagnosis Axis I is used to record any symptoms of clinical disorders. In order for the clinical diagnosis to be valid, an axis I diagnosis must be entered, and it must be marked as either the primary or secondary diagnosis. Axis II is used to record any symptoms of personality disorders and mental retardation. In order for the clinical diagnosis to be valid, an axis II diagnosis must be entered, and it must be marked as either the primary or secondary diagnosis. Axis III is used to record any symptoms of general medical conditions. In order for the clinical diagnosis to be valid, it must contain an axis III diagnosis or the axis III section must be marked as having no problems. Axis IV is used to record any symptoms of psychosocial and environmental problems. In order for the clinical diagnosis to be valid, it must contain an axis IV diagnosis or the axis IV section must be marked as having no problems. Axis V is used to record the client’s GAF (global assessment functioning) score. In order for the clinical diagnosis to be valid, it must contain an axis V diagnosis or the axis V section must be marked as having no problems. Diagnosis: Accessing Page Click on Client Put in Client last name or Client number in Client Search Access the ECR module. Click on show menu Click on Diagnosis Click on Select Access a service document that contains the Treatment Diagnosis module or for a new client access the stand alone Diagnosis document. Client DSM Diagnosis Page Updating the Diagnosis: Summary Information Note: The top half of the page lists summary information about the diagnosis, such as the client name, the date of the diagnosis, the staff member who performed the diagnosis, whether external diagnosis were included, and a general description of the diagnosis.
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