Billing Tier rates are now available to accommodate rate calculation changes for Ohio Medicaid effective July 1, 2015.  Agencies should obtain the Main Office Software Version to be released at the end of the business day today 6/30/15.  Specific instructions are to follow.

Additional changes are currently being programmed to accommodate the rate calculation changes for Ohio Medicaid.  A Main office software version update will be available next  week on Monday or Tuesday.  Allegheny Messages will be updated when the new software version is available.

Available with Main Office Software Version 5768 dated 6/25/15, an additional field has been added to Service Set up to accommodate the changes to Ohio Medicaid unit calculations effective July 1, 2015.  In Service Set up, Insurance Company Rates tab a ‘Hours to Units Alternative Calculations filed has been added.  For each applicable Ohio Medicaid service, with the appropriate Insurance Company entered or selected in the Insurance Company Rates tab select the Ohio Medicaid 15,34,44,60 minutes option from the new ‘Hours to Units Alternative Calculations’ drop down.  Selection of the Alternative Calculation will overwrite any other entered hrs./unit factor entered for the Insurance company specific service setup.

When clinical software users enter the clinical data transfer utility they will see a new section in the middle of the screen.  If your agency uses ftp transfers for uploading and downloading data, this section will show a grid displaying all files that have been sent from the laptop to the main office via ftp for the last 7 days. It also shows the date sent and the size of the file sent. Every time a user uploads/transfers their data to the main office via ftp, this is done by the system creating a transfer file and sending it to the ftp site so the main office can import it.  We are now saving that file in case it needs to be resent, i.e. something happened and their data was not processed at the main office.  The file sent will appear in the grid for 7 days.  If that file needs to be resent the user can just highlight the file and press a “Re-Send” button.

Users should not resend files unless instructed by the main office.  If they do resend a file it does not disappear from the grid.  It will remain for 7 days.

In the past if a users data failed to be processed by the main office, the main office had to determine which documents were not received and have the clinical user mark each document for resubmission.  This could be a slow and lengthy process.  In the future they can just resend the file that failed to process which usually takes less than 30 seconds.

We have been working on screen orientation in the HHC3000 clinical software for iPad users in the managed hosting environment.  When a user in the managed hosting environment enters the password screen they will now see a “iPad User” check box.  If you are using an iPad we suggest you check that box.  After checking the box a “iPad Notice” button will also appear.  Before clicking OK to enter the software we also suggest pressing the “iPad Notice” button.  A screen will appear explaining some of the changes and suggestions affecting iPad users.

Clinical Point of Care software screens and Memo/Comment fields will be updated with a Clinical Point of Care software version anticipated for release after June 15, 2015.  Enhancements have been made to assist clinicians using touch screen, tablet style or devices that are smaller in size.

The Patient Listing and Activity screens have been realigned to provide larger font and space for selecting a Patient or Activity record.  New Page up and Page down buttons have been added to the top of the Patient Listing and Activity screens to assist in scrolling through records.  Inside Comprehensive Visits and Assessments, Memo/Comment/Narrative fields will open automatically to a secondary window when documentation is initiated.  The secondary window will display documentation in a larger font.  The Magnifying Glass button found at the right of the secondary window will close the screen and return users to the original documentation screen.  Documentation from with in the secondary window will display in the Memo field on the original documentation screen.

Agencies utilizing the software in the Managed Hosting environment can select the Device Type for I Pad users in the Employee Clinical Workstation setting area in the Main Office software with version 5760.  I Pad users will sign into the Clinical Point of Care software with the device turned horizontal.  Once the Patient Listing screen displays the device can be turned upright.  The I Pad device setting will force the software to the top of the screen allowing the key board to display at the bottom of the screen without hiding any data entry screens.

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.

A new PECOS File is available for download.

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