CareLogic Overview

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					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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