A new screen is now available by selecting the C3M button in the Control Board in the Main Office Software version 6103 dated 02/14/2017.  The C3M screen provides Home Health Agency Administrators the ability to visualize and track from one screen agency data for the current month and the last 3 months.  The data presented includes, the number of referrals received to the number of patient admissions, the number of visits performed for each Insurance company and the percentage the insurance company visits make up compared to the total visits provided by the Home health Agency.  The screen will also display a summary of the number of each type of OASIS Assessments completed  as well as the average Case Mix Weight for the month’s Start of Care’s and Recertifications.

Available with Main Office Software Version 5893 dated 01/08/2016, additional data entry fields are now available to accommodate effective dates for the new G/HCPCS codes for RN and LPN visits for other Insurance companies.  Many of these other insurance companies will have different effective dates for use of these new G/HCPCS codes .   Agencies will find a new date field in Insurance Set Up for each Insurance Company, on the Insurance Company tab labeled “Effective date of G Codes G0299 G0300″.  Agencies will need to enter the effective date for the new G codes.

Agencies must then update their Service Setup for the insurance company with the new G Code.  The new G Code can be entered into the HCPCS field.  The update to the Service Set Up can/should  be done now, prior to the effective date.

When invoicing, the software will look at the date of the visits being invoiced.  If the date of service is prior to the effective date, the software will replace the new G Codes with Go154.  When invoicing for dates of service on or after the effective date, he software will use the new G codes already attached to the visits by complying with the previously detailed set up instructions.

ADDITIONAL SERVICE SET UP TO CONSIDER:

Agencies currently using different service codes for RN and LPN visits for the Insurance Company can update the HCPCS field with the new G code.

Agencies that do not currently differentiate in services between RN and LPN visits for the insurance company will need to update their current Skilled Nursing Visit service to reflect the RN visit and enter the new RN G Code in the HCPCS field.  Agencies will then need to add a new service for the LPN Skilled Nursing Visit using the new G code for services by an LPN in the HCPCS field.  If the agency has already added a new Service Code for the LPN visit, the agency should add the Insurance Company into the Insurance Company Billing rate tab with the Insurance company specific billing rate, billing unit, revenue code and the updated HCPCS.  The Service or Revenue code needed for invoicing these services should be verified.  Agencies that have the Insurance Company already entered in the Insurance Company Rates tab will just need to update the existing record with the new G/HCPCS code.

Agencies should contact their commercial insurance or Medicare Advantage/ HMO plans to verify if any changes are required for those payers.

Medicare will be retiring G Code G0154 for Home Health and Hospice.  Beginning for Hospice date of service on or after January 1, 2016 and for Home Health episodes ending on or after January 1, 2016, agencies will need to report new G/HCPCS Code G0299 for “Direct skilled nursing services of a Registered Nurse- RN in the Home Health or Hospice Setting”.  Agencies will need to use new G/HCPCS Code G0300 to report “Direct skilled nursing services of a Liscensed Practical Nurse-LPN in the Home Healt or Hospice setting.

Agencies must have Main Office Software version 5854 dated 10/28/15 prior to initiating new G Code set up in the software.

Agencies currently using different service codes for RN and LPN visits can update the HCPCS field with the new G code.

Agencies that do not currently differentiate in services between RN and LPN visits will need to update their current Skilled Nursing Visit service to reflect the RN visit and enter the new RN G Code in the HCPCS field.  Agencies will then need to add a new service for the LPN Skilled Nursing Visit using the new G code for services by an LPN in the HCPCS field.  The Service or Revenue code remains the same for both visits and unchanged from previously required 0551.

When invoicing Medicare Home Health and Hospice, the software will look at the date of the visits being reported.  If the date of service is prior to January 1, 2016, the software will replace the new G Codes with Go154.  When invoicing for dates of service on or after January 1, 2016 the software will use the new G codes already attached to the visits by complying with the previously detailed set up instructions.

ADDITIONAL IMPORTANT SERVICE SET UP TO CONSIDER:

Agencies using the Service Billing Rate tab for both Medicare and other Commercial Insurance billing codes and rates will need to add medicare in the Insurance Company Rates tab grid with the new G code/HCPCS with the original revenue code and billing rate.  The new G code is required specifically for Medicare Home Health and Hospice.  Agencies should contact their commercial insurance or Medicare Advantage/ HMO plans to verify if any changes are required for those payers.

Agencies that have Medicare or Medicare Hospice already entered in the Insurance Company Rates tab will just need to update the existing record.  A new record line for Medicare or Medicare Hospice should NOT be added.

More efficient document printing with automatic population of Sent, Return and Print dates for agency tracking purposes can be completed through the new Print Control Board in the Main Office software.  Access to the new Print Control Board is available in 2 locations in the Main Office software with version number 5759 or later.  A Print Control button can be found at the top right corner of the Control Board screen accessed from the middle of the Main Menu screen of the software and in the Utility menu screen found in the bottom right corner of the Main menu screen of HHC 3000.

Once the Print Control Board is accessed, filters are available to pull specific documents to display in the screen.  Documents may be filtered by date range, Office or Physician.  A filter is available for pulling a specific document type or a group of documents may be selected via the check box column.  Documents may also be  filtered by (documents) Not Printed, Not Sent and Not Returned.  Once filters are in place select the “Load Documents” button and the screen will populate with the filtered documents.

Documents can be marked individually by double clicking on the Mark check box column for the document.  Options can also be selected from the utility at the bottom of the screen under ‘Select and Option to Perform’ to Mark Docs Not Sent, Mark Docs not Printed, Mark All or Clear all Marks.

Documents marked can then have options selected in the utility ‘Select and Option to Perform’ drop down to Print & Post Sent Date, Print Only,  Post Sent Date and Post Return Date.  The utility will allow for simultaneous printing of documents and posting sent dates.  When 485 Plan of Care and Physician Orders are  returned signed , the utility will allow for population of a Return Date to a group of documents.

The Print Control Board will populate with documents generated from both the Clinical Point of Care Software and those entered directly in the Main Office software.  As Allegheny Software Publishers, Inc.  move to retire the Clinical Document Log utility in the main office software, it is anticipated the Print Control Board will take the place of the Clinical Document Log agencies have used historically to print documentation completed by clinicians in the Point of Care Software.

A Supervisory Co-Electronic Approval feature has been added to the software to give agencies the ability to meet certain state requirements or internal policies that require supervising disciplines to apply a co-signature to assistant visit notes.  The ability to attach a Supervisory Co-Approval is available with Main Office Software Version 5759 or later.  Supervisory Co-Approvals can be attached to Comprehensive Visit (Assessments) in the Main Office software only.  Once the Visit (Assessment) to be co-approved is highlighted in an Activity Grid, the View screen must be selected.  In the bottom left corner of the View screen is a label Supervisory Approval.  Select the Lightning Bolt Button sitting next to the label.  The Supervisor can then enter their confidential approval password in the secondary window that will display.  The Supervisory Co-approval will print with the documenting Clinicians electronic approval on the signature line of the printed document.  If the documenting clinician’s approval is removed through edit/opening of the document, the supervisory approval will also be removed and must be reapplied following re-approval by the documenting clinician.  Supervising disciplines will need System Security established for access to the Main office software.  Minimum security  settings must include a security level of 2 entered in Patient Demographics and at least a security level of 1 in Visits/Billing Charges.

Available with current Main Office software version 5726 dated  04/15/15 and Clinical Point of Care software version 2310 dated 04/14/15, new software features have been added to initiate supervisory visit tracking and warnings for responsible employees to better assist agencies in meeting Supervisory Visit requirements.  To initiate tracking, a new check box has been added to each patient Demographics screen in the Current Therapies check box area.  The check box is labeled “Track Supervisory Visits”.  Once selected a secondary window will display.  The agency will need to enter either the date tracking should begin or the date of the last supervisory visit.  The frequency of the Supervisory Visit will then need selected from the programmed options of 14 days or 60 days.  The next Supervisory Visit or due date will populate automatically when keying to the next data entry field.  A small button with a picture of a hand is offered and once selected will import the date of the most current Home Health Aide Care Plan.  The tracking is available for both Comprehensive Visit Assessments and Visits (Billing Record only) based upon use of the check box “Supervisory Visit Performed” found on the visit’s billing information screen.

Clinical Point of Care software users whose name has been entered as the Responsible Employee on the patient Demographics screen will receive an automatic “read only” screen upon signing into the clinical software.  The screen will display Patients who require Supervisory Visits.  The date of the last Supervisory visit, the due date for the next supervisory visit as well as the number of days remaining will also be included on the “read only” screen.

The Control Board in the Main Office software has been updated in the Activity section.  A new Supervisory tab is now available.  Patients who have been marked to track supervisory visits will display.  Columns are available to view the Responsible employee, date of the Last Supervisory visit, date of the next Supervisory Visit and the date of the most current Home Health Aide Care Plan.  Filters are available to modify the display by Responsible Employee or Due date.  The last Supervisory visit and Home Health Aide Care Plan may be viewed and/or printed as need by the Home Health agency administrator or quality review personnel.

Agencies who will require Supervisory Visit tracking for all of their patients can mark all of their patients using a utility named “Mark Supervisory” in the Utilities menu screen.  Employees with Full software access will be able to run this utility.

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.

We have completed the Speech Therapy assessments which we will be including in one of the updates this week.  We will inform you when that update is available.  We took the approach similar to the PT and OT Progress Notes except that there are more options in the type of assessment drop down box.  After selecting to add a visit assessment, you will select to add Speech Therapy.  Once inside the speech therapy assessment, the first field is the “Type of Assessment.”  The drop down options will include:  ST Progress Note, ST Dysphagia Visit , ST Cognative Language Visit, ST Speech Language Visit, ST Functional Assessment, ST Evaluation Assessment.

A new Pediatric/New Born assessment is nearing completion and will become available hopefully next week.  Next on our priority list for clinical forms are a Hospice Bereavement Assessment and a Spiritual Assessment.

A few weeks ago we made changes to therapy visits, which were previously called PT Progress Notes and OT Progress Notes.  Over the years we have spent considerable time changing therapy assessments and therapy visits trying to come up with one form that would satisfy all agencies.  Some agencies wanted extensive data collection, others wanted less data collection.

What we did was come up with three different formats for the physical and occupational therapy visits records.  When you open up the data collection screens there is a “Type of Note” drop-down option to classify the visit as a Visit Note, Progress Note, or Functional Assessment.  The visit note collects the least amount of data, the progress note collects more data, the functional assessment collects the most amount of data and can be used as a therapy assessment but it’s attached to the visit.  Prior to this change the assessment had to be completed separate from the visit.  You may want to open up a therapy visit, change the type of note, and browse the different data entry screens to see the differences to determine which formats work best for your situations.

At the request of several of our agencies we a working on completing a speech therapy assessment along and speech therapy visits.  We will be taking the same approach with speech therapy.

Several agencies have asked us to put the physician signature box on the MSW assessment printout.  Last night’s update includes this change.

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