Agencies and Clinicians using the Clinical Point of Care Software that utilizes the Data Pipe for data synchronization can now convert scheduled visits created in the main office to a Visit (Assessment) in the Clinical Point of Care software.  Agencies will need main Office software version 5962 dated 05/10/16 or later.  Clinical Point of Care software users must have version 2437 dated 05/10/16 or later.  Clinical software users will have available 7 days of scheduled visits that have been created in the Main Office software after downloading the most current data from the main office system.  The Clinician  can access the scheduled visits by selecting the blue colored ‘Schedules’ button found on the right side of the Clinical Patient Listing screen.  Upon opening the Schedules screen, the clinician will select the ‘Calendar’ button found in the top left of the screen.  Scheduled visits will display in date order with the current date at the top of the screen.

To convert a scheduled visit, the clinician will select the scheduled visit by placing the black arrow beside the record or highlighting the record blue that will be converted.  Once the record is identified, the clinician will select the button in the upper right corner of the screen, ‘Convert to Visit’.  The software will open the screen containing the billing information.  It is the same screen the clinician is used to when adding a visit assessment directly into the software.  The clinician can as they usually do, complete  the Time In, Time Out, Supply usage and ‘ADD’ the discipline specific type of note to access the data entry screens for documenting their visit note.

Upon Transmission of the Visit (Assessment ) to the Main Office,  the scheduled visit will be replaced by the Visit (Assessment).

Enhancements have been made to the Patient Visit Calendar with Main Office Software version 5862 dated 11/10/15 that allow for more efficient manipulation, transfer and assignment of scheduled visits and documentation of Employee contact.

Upon accessing a specific patient’s visit calendar when the patient’s scheduled visits are displayed, a new button displays in the upper right corner labeled ‘Schedules’.  Once selected the screen will display both patient and employee information as well as two grids separating patient and employee scheduled visits.  When the number for a specific date is selected on the Patient Visit Calendar screen, which has been available historically, the new screen will be available with only the scheduled visits for that day displaying on the Patient portion of the screen.  The Employee assigned a scheduled visit will display on the right side of the screen.  If a scheduled visit highlighted in the patient scheduled visits grid has a different employee assigned, selecting the arrow button will convert the employee on the right side of the screen.  The Transfer button available historically remains available in the patient scheduled visits grid.

New features below the Patient scheduled visit grid include a new grid displaying Assigned Employees from the Responsible Employee field on the patient demographics screen, Employees assigned by discipline in the Therapy screen and any employees assigned in the Responsible employee screen for those agencies using the Patient/Employee Filtering.  The patients documented Home Environment , Traits, Home Management and Daily Living are displayed in read only format at the bottom of the screen.

New features below the Employees scheduled visits grid include a grid and fields to document employee contact.  The ‘Add’ button will open screens to document the date of contact, the outcome, and a small memo field for additional comments.  Employees contacts are saved historically in the grid and will also display in Notifications.  The Employee Qualifications, Restrictions and Schedule Availability comments will display in read only format at the bottom of the Employee side of the screen.

Available with Main Office software version 5790 dated 7/31/15, a button has been added to the top of the Patient Activity screen allowing users to add a Missed Visit record.  When the missed Scheduled Visit is highlighted in the Patient Activity grid, a button will display at the top with a picture of two pieces of paper and MV.  If the Scheduled Visit was missed, the software will offer the Missed Visit Record for completion when the button is selected.  Upon exiting the Missed Visit record the software will provide agencies with the option to Delete the Scheduled Visit record.  If ‘Yes’ is selected the highlighted Scheduled Visit will be deleted.  The Missed Visit record will remain.

Available with Main Office and Clinical Point of Care Software Version updates dated 10/1/2014 or later, several upgrades have been added to the Control Board.  A new button is available from the Main Menu screen of the software for the Cert. Period Control Boards allowing users to work specifically with the Control Board for an agency’s patients.  The Patient Control field will allow selection of a specific patient from the agency database.  The function of the Control Record, 485, Therapy, Nursing, HHA and MSW sections remain unchanged.  The CIS button will now allow a user to visualize for an employee being scheduled the number of visits already scheduled for a particular day.  A new SR button has been provided on the main control board screen and within the CIS screen which will provide access to the Schedule Roster screen.  The Schedule Roster screen will allow a scheduler to view and manipulate (transfer or reassign) scheduled visits for both patient and employees.  A new field has been added to the Schedule Roster screen allowing selection of a specific Patient.  Applying the filter will display only the employees assigned by discipline from the Therapy screen for that patient.  When the SR button is selected from with in the CIS screen the patient name will default to the patient whose visits are being scheduled.  The’ PPS What if’ button is now available from the main Control Board screen to assist in evaluating margin estimates with the anticipated visits for a patient episode.  Both Patient and Employee schedule calendars have been added in key access areas to assist in coordinating and manipulating schedules.

Agencies utilizing the software in the Managed Hosting environment will now be able to indicate for a specific employee from their Clinical Workstation settings in the MISC tab of the employee database that the Employee cannot add schedules or visits in the Clinical Point of Care software.   These specified employees will only be able to convert a scheduled visit created in the main office to a visits and attach physical assessment data.  This provides agencies with the ability to manage patient schedules and visit frequency from the Control Board in the main office software.  If an additional visit or scheduled visit is required through the course of the episode the scheduled visit must be added from the main office.  The software will prompt the user for the additional generation of a Physician Order.  A new button in the Control Board will provide Warnings for visits with Order required/Not sent, Order required/Not returned, Order required/Signed, and Order Required/denied.  These warnings coincide with an additional field available for completion within the Scheduled Visit screen in the main software for the Additional Visit Order Status.

Available with software version updates released 8/21/14 or later, a new screen is available from the Main Menu screen of HHC 3000 for software users who only manage patient scheduled, unverified, and visits for patients.  Patient Schedules & Visits screen, when a patient name is selected, will display all visits, scheduled visits and unverified visits for that patient.  Scheduled visits when edited can be converted to a Visit record or a Missed Visit Note can be generated directly from the displayed screen.  An additional button will also be available to transfer a scheduled visit to a verified visit based upon the billing information displayed in the Schedules, Unverified Visits and Visits original screen.

HHC3000 now has the ability to schedule visits every 30, 60, 90 and 120 days.

A new frequency level has been added to patient schedule masters. The new frequency level is “Same Day Each Month.”

From within the scheduled visit or unverified visit there is a button at the bottom of the screen to create a Missed Visit record. This will save time from having to re-enter the date, employee, service etc. on the missed visit. The original request was to have the original schedule or unverified visit convert to a missed visit option. We did not feel comfortable automatically removing the original record. You can delete the original record when you exit from the screen.

On the Unverified Visits screen, when you enter an employee in order to filter the unverified visits for an employee, a new button will appear just above the employee filter. The button says QE for “quick edit.” If the button is pressed you will see a new screen of the unverified visits for the employee that will allow you to quickly mark that the visits are OK, the nursing note has been received, change times in or out and change the HCPCS code without having to go in and out of each visit. If you need to make additional changes you can press the edit button while on this screen.

Available on version 4634 will be a new option to be able to print the Employee’s Cell# instead of their Home# on the Employee Work Schedule Calendar.

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