Home Health Web App

Tutorial on how to use the web application for managing the Home Healthcare agency operations , like Patient Management, Scheduling, Document Management, Billing etc.

Introduction

Welcome to Myezcare Knowledge Base, your one-step destination for comprehensive information and solutions related to our services. Our mission is to empower you with the knowledge you need to navigate our offerings effortlessly and resolve any issues you might encounter.

Introduction

Login

A login web application is a digital platform that enables users to access restricted online services by providing valid credentials, typically a username and password.

Login Credentials for Myezcare Web Application

image.png

If the Account has been locked due to incorrect password, the user can use the option Forgot Password to unlock the account.

image.png

Dashboard

A dashboard is a visual representation of key information, data, or metrics displayed in a consolidated and easily digestible format. It is typically designed to provide users with a quick and clear overview of relevant information to help them make informed decisions or monitor specific aspects of a system.

Dashboard

Dashboard Overview

The dashboard screen serves as a comprehensive overview of the organization's activities, providing users with real-time reporting information for efficient tracking and management of day-to-day operations. Here is a breakdown of the key elements displayed on the dashboard.

The Dashboard screen provides a quick glance view of the schedules for the day.

Features in Dashboard

Employees - Clock-in / Clock out:

This section provides information about employee attendance, including their clock-in and clock-out times. It helps monitor and manage employee working hours, ensuring proper attendance and time management. 

image.png

Missed Schedules

The user can tract the missed schedules for the day by clicking the option Missed in the Dashboard. The schedules in which the clock-in and clock-out is not done comes under missed schedules.

image.png

Complete Schedules

The user can tract the completed schedules for the day by clicking the option Complete in the Dashboard. The schedules in which the clock-in and clock-out is done comes under Complete Schedules.

image.png

In-progress Schedules

The user can tract the In-progress schedules for the day by clicking the option In-progress in the Dashboard. The schedules in which the clock-in is done and clock-out is not yet done comes under In-progress Schedules.  

image.png

Change Schedule

The option change schedule is used to change the schedule with required Employee name and the available timings. Click change schedule option under Actions.

image.png

Now, select the Employee name and enter the available timings and then click Save. The schedule will be changed to the respective Employee with Start time and End time.

image.png

                        

Employees Overtime:

The employees' overtime section displays the number of employees who have accumulated overtime hours in the last seven days. It helps organizations track and manage overtime effectively, ensuring compliance with labor regulations and managing workload distribution. 

image.png

Upcoming Birthday: 

This section presents information about upcoming birthdays of both patients and employees. It serves as a reminder to celebrate and acknowledge birthdays, fostering a positive work environment and patient care experience.

image.png

Patient - New:

The new patient section provides information about recently admitted or registered patients. It allows staff to stay informed about new arrivals and helps initiate the necessary procedures and documentation for these patients. 

image.png

Patient - Fully not scheduled:

This section highlights patients who are not yet fully scheduled for the next seven days. It alerts staff to ensure proper scheduling and avoid any gaps in patient care or appointments. 

image.png

Patient - Pending:

The pending patient section displays information about patients whose status is pending. It helps staff stay updated on patients whose cases are awaiting further actions or approvals, ensuring timely follow-up and resolution. 

image.png

Patient - Discharged:

This section provides information about patients who have been discharged from the organization's care. It helps track the number of discharged patients and their relevant details for record-keeping and reporting purposes. 

image.png

Patient - Transfer:

The patient transfer section provides information about patients who have been transferred to another location or facility. It enables seamless coordination between different departments or facilities involved in the patient's care. 

image.png

Patient - On Hold:

This section displays information about patients who are currently on hold, indicating that their cases are temporarily paused or pending certain conditions or decisions. It helps staff track and manage patients whose care plans are on hold. 

image.png

Prior Auth Expiring:

This section highlights the expiration dates of prior authorizations. It enables staff to proactively manage the authorization process, ensuring that necessary authorizations are renewed or extended in a timely manner to avoid disruption in patient care and billing. 

image.png

   

Prior Auth Expired:

The prior authorization expired section provides information about authorizations that have expired. It helps staff identify cases where authorization needs to be reestablished to continue patient care and billing processes smoothly. 

image.png

Overall, this comprehensive dashboard enables users to monitor and manage various aspects of the organization's activities, ensuring efficient operations, timely patient care, and compliance with necessary protocols and regulations.

Dashboard

Set up

Setting up an application is the process of installing, configuring, and customizing software or systems to ensure they work as intended. It involves tailoring the application to specific needs, setting user permissions, and preparing it for use, ensuring a smooth and effective operation.

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

User Login

The User Login on the top right corner of the software contains the following features:

image.png

My Profiles

The user can update the Profile information under My Profiles option. Update the required fields, upload the Profile image and click Save option.

image.png

Roles & Permissions

The user can give permissions to the respective Role of the Employee. Select and Role and choose the permission to be given for the Role.

image.png

Editing the Role

The Role of the Employee can also be edited by using the option Edit in the Selected Role.

Please find the list of permissions for all the features in the application. Click on the + button to view all the permission for each Tab.

image.png

image.png

Dashboard

The Dashboard Permissions can be given to the employee by using the option Dashboard under Roles and Permissions. Mark the Permissions to be given to the employee and Click Save option.

image.png

Employee

The Permissions for the Employee to access the application can be given under the Employee option in Roles and Permissions. The user can select the checkbox to give access to only view, Add/Update the information in the application and also to Delete the records for the Employees.

image.png

 

image.png

Patient

The Permissions for the Employee to access the Patient details can be given under the Patient option in Roles and Permissions. The user can select the checkbox to give access to only view, Add/Update the information in the application and also to Delete the records for the patient.

image.png

image.png

 

image.png

Masters - Settings

The Permissions for the Employee to access the Settings can be given under the Masters option in Roles and Permissions. The user can select the checkbox to give access to only view, Add/Update the information in the application and also to Delete the records in the application.

image.png

image.png

Referral Tracking -  Prospects

The Permissions for the Employee to access the Prospects can be given under the option Referral Tracking in Roles and Permissions. The user can select the checkbox to give access to only view, Add/Update the information in the application and also to Delete the records in the application.

image.png

Scheduling

The Permissions for the Employee to access the Scheduling can be given under the option Scheduling in Roles and Permissions. 

image.png

Billing & Claim Processing

The Permissions for the Employee to access the Billing & Claim Processing can be given under the option Billing & Claim Processing in Roles and Permissions. 

image.png

System Roles and Permissions

Super Admin

The Super Admin plays a pivotal role in overseeing and managing the administrative aspects of the organization. This role involves managing information systems, ensuring data security and compliance, and providing technical support to optimize workflow and enhance patient care delivery.

Registered Nurse (RN)

The Registered Nurse (RN) plays a pivotal role in delivering comprehensive and compassionate healthcare services to patients in their homes. This position involves providing skilled nursing care, coordinating interdisciplinary care teams, and promoting patient education and self-management.

Administrator

The Administrator is responsible for overseeing the overall operation of the organization, including strategic planning, financial management, regulatory compliance, and quality improvement initiatives. This leadership position plays a pivotal role in ensuring the delivery of high-quality, patient-centered care and the attainment of organizational goals.

PCA / CNA - Personal Care Aide (PCA) / Certified Nursing Assistant (CNA)

The Personal Care Aide (PCA) or Certified Nursing Assistant (CNA) plays a vital role in supporting patients with activities of daily living (ADLs), providing personal care, and assisting with basic medical tasks under the supervision of a registered nurse or other healthcare professional. This position is critical in ensuring the comfort, safety, and well-being of patients receiving care in their homes.

HHA - Home Health Aide

The Home Health Aide (HHA) plays a fundamental role in providing essential personal care and support to patients who require assistance with activities of daily living (ADLs) and instrumental activities of daily living (IADLs) in the comfort of their own homes. Working under the supervision of a registered nurse or other healthcare professional, the HHA helps to promote the independence, safety, and well-being of patients receiving home health care services.

Clinical Team

The Clinical Team consists of healthcare professionals who collaborate to provide comprehensive and coordinated care to patients in their homes. This interdisciplinary team plays a critical role in assessing patients' needs, developing individualized care plans, and delivering skilled medical services to promote optimal health outcomes and quality of life.

Nurse

The Nurse is responsible for delivering skilled nursing services to patients in their homes, collaborating with interdisciplinary team members, and promoting continuity of care to support patients' health and well-being in the community setting.

Staffing

The Staffing Coordinator is responsible for managing the needs of the organization, ensuring adequate coverage for patient visits, and coordinating schedules for healthcare professionals to optimize efficiency and meet patient care requirements.

Office Assistant

The Office Assistant provides administrative support to the clinical and administrative teams, assisting with various office tasks to ensure the smooth operation of the organization and the delivery of high-quality care to patients in their homes.

Organization Settings

The user can update the Organization information under Organization Settings. It has features like Logo Settings, Invoice Settings, Billing Settings etc.

image.png

image.png

image.png

image.png

Billing

The Billing option gives us information about the list of Invoices generated in the software.

image.png

Log Out

By clicking the "Log Out " button, the user can prevent unauthorized access to the account, reducing the data breeches and maintaining online privacy.

image.png

Hide Features

The four line in the Dashboard is used to hide the Feature names in the Dashboard screen.

image.png

Now, the Features name is not visible in the Dashboard screen and we can work in the large screen.

image.png

Notification

The Notification Bell option represents to Notify messages in the system.

5ulimage.png

Care Type

The user can choose the type of care by using the dropdown option on the top right corner in the software.

image.png

Settings

Settings refer to configurable options that users can adjust to personalize the software for their needs. These settings include Document Management, Dx code, Payor, Physician, Service code, Visit task etc.,

Settings

Agency

An agency is an organization that provides a wide range of medical and non-medical services to individuals in their own homes. These agencies offer personalized care for patients to receive quality care while maintaining their independence.

Adding Agency 

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Settings >> Agency >> +Add option

The Referral Agency names can be added in the system using the option Agency under Settings. The healthcare providers can efficiently coordinate care plans, medication schedules, and treatment protocols across different disciplines and locations.

The healthcare professionals such as nurses, therapists, aides and other caregivers who deliver medical care, assistance with daily activities and emotional support to patients who may be recovering from illness, managing chronic conditions or in need of long-term care.

Locate the +Add option under Agency Tab.

image.png

Now, update the required information in Agency Details and Click Save option.

image.png

Editing Agency 

Settings >> Agency >> List

Locate list option under Agency Tab.

image.png

Select the Agency from List and Click Edit option on the right side of the screen.

image.png

Now Edit the required information and Click Update option.

image.png

Delete Agency

Settings >> Agency >> List

Select the Agency from the list using the check box and click Delete or Disable Selection option on the screen.

image.png

Now, the Agency gets deleted and we can view the Agency under Deleted list.

image.png

The user can also Restore the deleted Agency by using the option Active on the right side of the screen.

image.png

Settings

Case Manager

A case manager plays a crucial role in coordinating and managing the care of patients in their own homes. They assess the patient's needs, create care plans, coordinate with healthcare providers, ensure necessary services are provided, and monitor the patient's progress, all while focusing on maintaining the patient's comfort and well-being in a home setting.

Adding Case Manager 

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Settings >> Case Manager >> +Add option

The Case Manager serves as the central point of contact for all involved parties, including the patient, family members, caregivers, physicians, therapists and other healthcare professionals. The Case Manager maintains accurate and up-to-date documentation of the patient's care.

By documenting the Case Manager details in the software, the entire care team can easily identify and communicate with the designated case manager, streamlining the coordination process.

Case Manager play a role in determining the level of care required for patients and  involved in the billing and reimbursement process.

The Case Manager details can be added in the system under Settings >> Case Manager >> +Add option.

image.png

Update the required fields in Case Manager details option and Click Save.

image.png

Editing Case Manager 

For Editing the Case Manager information, follow these steps:

Settings >> Case Manager >> List

image.png

Select the Case Manager from List and Click Edit option on the right side of the screen.

image.png

Now, edit the required information and click update option.

image.png

Delete Case Manager

Settings >> Case Manager >> List

Select the Case Manager from the list using the check box and click Delete or Disable Selection option on the screen.

image.png

Now, the Case Manager details gets deleted and we can view the Case Manager under Deleted list.

image.png

The user can also Restore the deleted Case Manager details by using the option Active on the right side of the screen.

image.png

Settings

Facility House

A facility house in home care refers to a residential care setting for individuals requiring assistance with daily living. It offers a safe environment with support for activities, medical services, and social interaction.

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Adding Facility House

The Facility house can be added in the system under the feature Settings.

Settings >> Facility House >> +Add option

The Facility house provide round the clock support to ensure that the residents have access to assistance and care whenever they need it. This may include staff members available on-site at all times to respond to emergencies or provide assistance with activities of daily living.

The Caregivers in the Facility house provide companionship and emotional support to residents, helping them with social interaction and recreational activities.

For Adding the Facility Name in the system, click the option + Add under Settings.

image.png

Update the Facility House Details in the required fields and Click Save option.

image.png

Editing Facility House 

The facility house details can be edited by using the option Edit on the right side of the screen in Facility House List.

Settings >> Facility House >> List

image.png

The user can edit the required information in the Facility House Details and Click Update option.

image.png

Delete Facility House

Settings >> Facility House >> List

Select the Facility House from the list using the check box and click Delete or Disable Selection option on the screen.

image.png

Now, the Facility House gets deleted and we can view the Facility House details under Deleted list.

image.png

The user can also Restore the deleted Facility House details by using the option Active on the right side of the screen.

image.png

Settings

Document Management

Document management in home health care involves efficiently organizing and storing patient records, treatment plans, and related documents to ensure high-quality care.

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Adding New Folder 

To navigate through the process of adding Document Management, follow these steps:

Settings >> Document Management

image.png

For Adding new Folder, select the User type Referral/ Employee and update the required information in Edit Document management screen and click the option Show To All - Yes/No. When the user select the option Yes, then the Folder will be added to all the Client / Employee in the system. If the user select No option, then the Folder will be added only to the particular Client / Employee selected under the Assignee field.

image.png

Editing Folder 

Settings >> Document Management

Select the Folder from List and click Edit option on the right side of the screen.

image.png

Edit the required information and click Save option.

image.png

Adding New Sub-Folder 

To navigate through the process of adding Document Management, follow these steps:

Settings >> Document Management

image.png

For Adding new Sub-Folder, select the user type Referral/ Employee, select the Folder name in which the sub folder has to be added and update the required information in Edit Document management screen and click the option Show To All - Yes/No. When the user select the option Yes, then the Folder will be added to all the Client / Employee in the system. If the user select No option, then the Folder will be added only to the particular Client / Employee selected under the Assignee field.

image.png

Editing Sub-Folder 

Settings >> Document Management

Select the Sub-Folder from List and click Edit option on the right side of the screen.

image.png

Edit the required information and click Save option.

image.png

Deleting Folder / Sub-Folder

Settings >> Document Management

For deleting Folder / Sub-Folder in Document Management screen, select the Folder / Sub-folder from List by using the check box of the Folder / Sub-Folder and click Delete option or Disable Selected option on the screen.

image.png

Restore Deleted Folder / Sub-Folder

Settings >> Document Management

The Deleted folder can be viewed by using the dropdown option Deleted after the Refresh option in the screen.

image.png

Now the Deleted folder can also be restored by using the option Active on the right side of the screen.

image.png

Settings

Dx Code

Diagnosis codes (Dx Code), typically using the ICD-10 system, are vital in home health care for billing, care planning, communication, and quality reporting. They ensure accurate reimbursement, guide treatment plans, facilitate information sharing among healthcare providers, and help monitor patient outcomes, improving the overall quality of home health services.

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Adding Dx Code

Settings >> DX Code >> + Add option

image.png

Update the required information in DX Code details and Click Save

image.png

View Dx code List

The list of Dx code can be viewed by using the option List under Dx code.

Settings >> DX Code >> List

image.png

Enter the Dx code and click search option to view the required DX code in the system.

image.png

Settings

Dropdown Editor

A "drop-down editor" typically refers to a tools for creating and editing dropdown lists. It allows users to specify options within a dropdown menu, often used for user input or selection within web applications.

Adding Title 

Settings >> Dropdown Editor

 Select the Item Type for which the Title is to be added and Click Save option.

image.png

Now, the required information is added under Item type Designation. Similarly we can add the Title for the required Item Type.

image.png

Editing Title

Settings >> Dropdown Editor

Select the Item Type and Click Edit option on the right side of the screen.

image.png

Now, after editing the Title for the required Item type, Click Save option. Similarly we can edit the Title information for all the Item type in the system.

image.png

Delete Item type

Settings >> Dropdown Editor

Select the Item type from the List using the check box and click Delete option or Disable selected option in the screen.

image.png

Now, the required item type has been deleted and we can view them under Deleted list.

image.png

The deleted Item Type can also be restored by using the option Active on the right side of the screen.

image.png

Settings

Org Preference

Organization Preference refers to the choice that the home healthcare agency prefer for their Organization in the system.

Org Preference Details

Settings >> Org Preference

Update the Organization Preference details in the system and Click Save option.

image.png

Settings

Organization Forms

Organization Forms includes the list of forms Available in the system and can be selected as per the requirement of the user.

Select Organization Forms

Settings >> Organization Forms

The user can select the required forms from the available forms in the system and click Save option.

image.png

Also, the selected forms can be sent to available forms list in the system.

image.png

Edit Form Name

Settings >> Organization Forms

The selected form names can be edited by using the edit option on the right side of the screen. Edit the form name and click Save option.

image.png


Settings

Payor

In home healthcare, a "payor" is the entity responsible for covering costs. Payors can include health insurance companies, Medicare, Medicaid, private pay and managed care organizations.

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Adding Payor Details

Settings >> Payor >> +Add option

image.png

The user can update the required information in Payer Details and Click Save option.

image.png

Editing Payor Details

Settings >> Payor >> List 

Select the Payor from the List using the Edit option.

image.png

Now, edit the required information in Payor Details and Click Update.

image.png

Service Code Mapping

The Service Code Mapping can be done for the payor added in the system. Enter the required fields under Payor - Service code Mapping and click Save Option.

image.png

Delete Payor

Settings >> Payor >> List 

Select the payor from list using the check box and click Delete or Disable Selected option in the screen.

image.png

Now, the payor gets deleted and we can view the payor under Deleted list.

image.png

The user can also Restore the deleted payor by using the option Active on the right side of the screen.

image.png

Settings

Physician

A physician refers to a licensed medical doctor who plays a critical role in overseeing and providing medical care to patients within the comfort of their own homes. These physicians diagnose, prescribe treatment plans, and monitor the health and well-being of patients, ensuring personalized and comprehensive medical support.

Adding Physician

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Settings >> Physician >> +Add option

image.png

The user can update the required Physician details and click Save option.

image.png

Editing Physician

Settings >> Physician >> List

image.png

Select the Physician from the list and Click the Edit option.

image.png

Now, Edit the required information and Click Update.

image.png

Delete Physician

Settings >> Physician >> List

Select the physician from list using the check box and click Delete or Disable Selected option in the screen.

image.png

Now, the physician gets deleted and we can view the physician under Deleted list.

image.png

The user can also restore the deleted physician by using the option Active on the right side of the screen.

image.png

Settings

Preference / Skills

Preference refers to the specific choices and desires of patients regarding the type of care, treatment, and services they wish to receive in their home.

Skills refer to the specialized abilities, expertise, and competencies possessed by healthcare professionals who provide care and treatment to patients in their homes.

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Adding Preference / Skills

Settings >> Preference / Skill >> +Add option

Select the Type and update the Name. Click Save to Add Preference / Skill detail

image.png

Editing Preference / Skill

Settings >> Preference / Skill >> List

Select the Preference from List and Click Edit option on the right side of the screen.

image.png

 Now, Edit the required information and Click Update option

image.png

Delete Preference / Skills

Settings >> Preference / Skill >> List

Select the physician from list using the check box and click Delete or Disable Selected option in the screen.

image.png

Now, the Preference / Skills gets deleted and we can view the details under Deleted list.

image.png

The user can also Restore the deleted Preference by using the option Active on the right side of the screen.

image.png

Settings

Service Code

A service code is a standardized alphanumeric or numeric code used for billing and documentation. It categorizes and identifies specific procedures, services, and equipment provided to patients. Service codes help ensure accurate billing, reimbursement, and compliance with healthcare regulations in the field.

Adding Service Code

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Settings >> Service Code >> + Add option

image.png

The user can update the Service code details in the required field and Click Save option.

image.png

Editing Service Code

Settings >> Service Code >> List

image.png

Select the service code from the list and click Edit option on the right side of the screen.

image.png

Now, Edit the required information and click update option.

image.png

Service Code Mapping

The Service Code Mapping can be done for the payor added in the system. Click + Service code mapping option. Select the payor, enter the required fields under Payor - Service code Mapping and click Save Option.

image.png

Delete Service Code

Settings << Service Code << List

Select the Service Code from list and click Delete option on the right side of the screen.

image.png

Settings

Visit Task

A Visit Task refers to a specific set of responsibilities and activities performed by a healthcare professional during a patient's home visit.

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Adding Visit Task

Settings >> Visit Task >> +Add option

image.png

The user can update the task details in the required fields and Click Save option.

If the task is a required task, select "YES" under Is Required field. We can also add forms to the task using the option + Add form under Form Mapping and map the the form to the updated task. The Mapped form will automatically appear in the mobile app for the when the Caregiver add the task in the mobile app and once the form is completed it will be automatically assigned with the Timesheet for the visits. 

image.png

Editing Visit Task

Settings >> Visit Task >> List

image.png

Select the task from the list using the checkbox and Click Edit option on the right side of the screen.

image.png

Now, Edit the required information and Click Update option.

image.png

Delete Visit Task

Settings >> Visit Task >> List

Select the Visit Task from list using the check box and click Delete or Disable Selected option in the screen.

image.png

Now, the Visit Task gets deleted and we can view the Visit Task under Deleted list.

image.png

The user can also Restore the deleted Visit Task by using the option Active on the right side of the screen.

image.png

Clone Task

Settings >> Visit Task >> List

The user can create the same Visit Task details for different service code by using the option Clone Task.

Select the Visit Task and click Clone Task on the screen.

image.png

Now, the clone task screen appears. Select the Target service from the List and click Clone option.

image.png

Now the new Visit task is created with Service name Respite Care in the List.

image.png

Bulk Update

Settings >> Visit Task >> List

The user can Bulk update the Task details like Visit Type, Task Type, Care Type and Service Code by using the option Bulk Update.

Select the Visit Task by using the check box and click Select Bulk Type option. 

image.png

Now, select the Category from the list and the related options and then click Bulk Update option.

image.png

The required Category has been added in the list.

image.png

Settings

Note Sentence

A Note Sentence is a brief message, serving to convey information, reminders, or thoughts.

Adding Note Sentence

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Settings >> Note Sentence >> Add

image.png

The user can add the Note Sentence Title and Note Sentence Details in the system and click Save option.

image.png

Editing Note Sentence

Settings >> Note Sentence >> List

image.png

Select the note sentence and click edit option on the right side of the screen.

image.png

Now, enter the required information and click update option.

image.png

Delete Note Sentence

Settings >> Note Sentence >> List

Select the Note Sentence by using the check box and click Delete option or Disabled Selected on the screen.

image.png

Now, the Note Sentence gets deleted and we can view the Note Sentence under Deleted list.

image.png

The user can also Restore the deleted Note Sentence by using the option Active on the right side of the screen.

image.png


Settings

Email Template

An email template is a pre-designed message format for efficient and consistent email communication. Templates save time and maintain professionalism in various email contexts, such as marketing campaigns and customer support.

Adding Email Template

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Settings << Email Template << Add

Enter the Template Name and the required fields in Template Detail Screen and click Save.

image.png

Edit Email Template

Settings << Email Template << List

From the List of Email Template, click the Edit option on the right side of the screen. Enter the required information in Template Detail screen and click Update option.

image.png

Delete Email Template

Settings << Email Template << List

To Delete the Email Template, Click Delete option on the right side of Template Details screen. 

image.png

 

 



Settings

Notification Configuration

Notification configuration defines how alerts or messages are generated and delivered within a system.

Adding Notification Configuration

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Settings >> Notification Configuration

Select the Role, check the Notification Configuration from the list and click Save option.

image.png

Settings

Virtual Visit Terms and Conditions

Virtual visit terms and conditions are legal agreements governing rules and responsibilities for online interactions. Patient and providers should read and understand these terms before participating in virtual visits to ensure a clear and secure experience.

Adding Virtual Visit Terms and Conditions

Settings << Virtual Visit Terms and Conditions

Update the Terms and Conditions of the Virtual Visit and Click Save option.

image.png

Employee

Our system allows for the secure and centralized storage of all employee information and documents. Accessible only to authorized personnel, this feature ensures data confidentiality and compliance with data protection regulations.

Employee

New Employee

A new employee in home health care is a recently hired individual who provides healthcare services in a patient's home. Their role includes assisting with daily tasks, medication administration, and health monitoring.

Adding Employee Information

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

  1. Locate the +Add option under Employee Tab.

    image.png

   2. Click +Add option to update the Employee Information. Enter the Employee information in the required field and Click Next         option. 

If the Employee Account has been locked due to Invalid password in the mobile app for more than 3 times, then the user can unlock the Employee Account using the option "Account Status".

Also, if the Patient is residing in a Big Apartment and the Employee having issues in clocking in the mobile app at patient's residence, we can provide the option Update Location as Yes, when it is set as Yes, the 'Employee can will get an option in the mobile to update the Location Coordinates and Clock-in for the visits. If the Visit gets completed, we can set the option Update Location as No in he system. 

image.png

3.  The Employee details screen appears. In Employee details, update the username with the format (first name initials and last          name). Also enter the 4 digit IVR Pin which is used to login using Mobile Application for each employee. The user can add the signature of the Employee by using the option Upload Signature. After completing the required field, Click Next option.

image.png

4. The Additional Contacts screen appears in which the user can update the additional contact details of the employee by using          the +Add New Contact option and Click Save button. 

image.png

Editing Employees Information

To navigate through the process of editing Employee information, follow these steps:

  1. Locate List option under Employee Tab.

            Uidimage.png

2. Select the Employee from the list to edit the information. Click the blue color Edit option under Action on the right side of the          screen for editing the Employee information or click on the Employee name.

image.png

3. The following screen appears to edit the required information of the Employee.  

image.png

image.png

Click Update option in Additional contact screen to update the information for the Employee.

image.png


Email signature

The user can update the email signature by using the email signature option. Update the required information and Click Save option.

Employee Tab>>List>>Employee name>>Email signature

image.png

Employee Billing Hours

In Employee Billing Hours option, the user can update the Regular working hours, Regular Working / Hour Rate and Overtime Rate of the employee.

Employee Tab>>List>>Employee name>>Employee Billing Hours

image.png

Employee

Employee Document

The Employee documents may include certifications, employment contracts, and care plans, ensuring compliance with regulations and offering a comprehensive overview of the caregiver's qualifications and responsibilities.

Uploading Employee Document

The required documents of the Employee can be uploaded in the system by using the option Employee Document.

Employee Tab >> List >> Select Employee >> Employee Document

image.png

Select the type of document from the list and Click the Upload Documents option. The user can also Add New Folders and              Subfolders to upload the documents.

image.png

Adding New Folder in Employee document

Click + Add New Folder option in Employee document. The following screen appears, update the required information. Also in the option Show to All, if the user needs the folder name to be added for all the employee click Yes option. If the user wants the folder to be added only for the particular employee click No option and click Save.

image.png

The folder Documents is added successfully to upload the required documents of the employee.

image.png

Adding New Sub Folder in Employee Document

Select the folder name and click the option +Add New Sub Folder option. The following screen appears, update the required information. Also in the option Show to All, if the user needs the Sub folder name to be added for all the employee click Yes option. If the user wants the folder to be added only for the particular employee click No option and click Save.

image.png

The Sub folder 2023 is now added under folder name Discharge to upload the required documents of the Employee.

image.png



Uploading Documents

To upload the documents, select the folder name and click Upload documents.

When we click the option Upload Documents, the following screen appears,

image.png

The Scanned documents can be uploaded using the option Upload Scanned Document option. The forms in the system can be uploaded using Fill New Form option.

For each scanned document under action we have the following options.

image.png

Archive option

Click the option Archive to delete the uploaded scanned document. The following pop-up appears. Click Yes Continue option.

image.png

The document is now deleted from the Active documents list. To view the deleted document, Click All Filters option and select the Status Archive.

image.png

Edit Option

Click Edit option to edit the required information in the uploaded forms. Also we can edit the Document name of the uploaded scanned document using the Edit option.

image.png

Email Option

The uploaded scanned document can be sent through Email using the Email option. Click Email option under Actions of the scanned document. The following screen appears, update the Email address, Subject and content of the Email and click Send option. The Email will be sent along with the scanned document.

We can also create templates for the Email under Settings >> Email Template option. The user can use the created email template by using the option Templates in the Email Screen.

image.png

Send for Signature option

The user can send the forms in the system to get the Electronic Signature from the Employee by using the option Send for Signature under Actions.

image.png

Click the option Send for Signature, the following screen appears,

image.png

Update the required details and Click Send option. Now the email will be sent with the Document for signature. When the employee click on the Access Document, the following screen appears. On clicking the Send option, the employee will receive a 5 digit OTP for verification. Once the verification is completed, the Document automatically opens in which the employee can update their signature and save the document. The Signature updated document will be visible under the folders.

image.png

 

The Signature updated document will be visible under the folders.

image.png


Employee

Employee Schedule

An employee schedule in home health care is a structured plan outlining staff work hours and compliance with regulations. It ensures continuous patient care, staff well-being, and communication to ensure quality care delivery.

Adding Employee Schedule

The user can update the Employee Schedule for their visits by selecting the +Add Employee Schedule button.

Employee Tab >> List >> Select Employee from List>> Employee Schedule or Employee Tab >> Schedule 

image.png

Click +Add Employee Schedule button, the following screen appears. Update the Start Date and End Date (optional) of the Schedule and Click Save & Add Time Slot button.

image.png

To Add the Time Slot of the Employee the user has to Select the Days, Start Time, End Time and check the option All Day or Is          24hrs of the Employee Schedule and Click Add.

image.png

The Time Slot of the Employee Schedule is created successfully with the required details.

image.png

Employee

Employee Personal Time Off, Calendar & Notes

Employee Personal Time Off

The Employee PTO ( Personal Time Off ) can be updated by selecting the Personal Time Off Tab.

Employee Tab >> Personal Time Off (PTO)

image.png

Select the + Personal Time Off option. The following screen appears, update the required information of the Employee Time Off and Click Save.

image.png

Employee Calendar

The user can view the Employee calendar for their scheduled visits. The Employee calendar has the details of the client name, Care type and the scheduled time.

Employee Tab >> Calendar

image.png

Employee Notes

The Notes Tab is used to add notes of the employee in the system. Click the option +Add Note. Select the required fields and update the notes of the employee and Click Save option.

Employee Tab >> List >> Employee Name >> Notes

image.png

Employee

Employee Certificate, Checklist and Preferences

Employee Certificate

The Employee Certificate can be uploaded in the system by using the Certificate Tab. Click + Add Certificate option, update the required information and upload the Certificate.

Employee Tab >> List >> Employee Name >> Certificate

image.png

Employee Checklist

The user can check the documents in the checklist and update the Expiration date and Date of Completion in the checklist.

Employee Tab >> List >> Employee Name >> Checklist

image.png

Employee Preferences

The user can update the Employee Preferences by using the Preferences option. Check the Preferences from the list and click Save Notification Preferences option.

Employee Tab >> List >> Employee Name >> Preferences

image.png

Employee

Employee List

An employee list in home health care is a record of staff providing in-home clinical and non-clinical services.

Bulk update Employee Group

The Employee Group information can be bulk updated for the list of employees in the system. Click the check-box before the Employee ID in employee list and click Update Group.

Employee Tab >> List

image.png

The following screen appears, select the Group from list and click Save option.

image.png

Delete Employee

The Employee can be deleted from the system by using the option Delete in Employee List. Select the Employee name by using the check box and click delete option.

Employee Tab >> List

image.png

Activate Deleted Employee

Select Deleted from the dropdown box. The Deleted employee can also be activated in the system by using the option Active. 

image.png

Click the check box for the employee to be activated and click Active option. Now, the deleted employee is successfully restored.

image.png

Prospects

Prospects are potential clients or patients who could utilize in-home non-medical services, including seniors with health issues, post-operative individuals, or anyone in need of assistance with daily tasks. These opportunities allow home healthcare employees to offer their specialized care.

Prospects

New Referral

A new referral is a formal process by which a medical professional, such as a physician or nurse, recommends and arranges for a patient to receive specialized healthcare services in the comfort of their own home. This typically includes skilled nursing, therapy, and personal care services, aiming to promote recovery, manage chronic conditions, or enhance the patient's quality of life.

Adding New Referral

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Prospects >> + Add option

The New Referral details can be added in the system by using the option Prospects. Update the required information and click Save option. The user can also Attach form for new Referral in the system.

image.png

Edit New Referral

Prospects >> List

Select the New Referral from the List and click Edit option under Action. Edit the required information and click Update option.

image.png

image.png

Delete Referral

Prospects >> List

Select the Referral from list and Click Delete option under Action or Click Delete Selected option on the screen.

image.png


Client

The patient often a central figure in the healthcare ecosystem, is an individual seeking medical attention and care for their physical or mental well-being.

Client

Client Information

Adding New Patient 

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

For adding new patient information in the system follow these steps.

Client >> + Add option

image.png

Update the patient information in the required field. Click +Add New Contact option to enter the patient address and then click save. The user can also upload the profile image of the patient for additional information.

image.png

image.png

Editing New Patient

The Patient information can be edited by selecting the patient from the list. The following screen appears to edit the required information of the Patient. Update the information and then Click Save.

Client >> List

image.png

image.png

Client

Referral History, Physician, Dx code

Adding Referral History

The Referral History tracks the source and progression of recommendations and connections in the system. Enter the required information in the system and then Click Add option.

Client >> List>> Patient Name >> Referral History

image.png

The added Referral History can be deleted by using the delete option under Action.

image.png

Physician

The Physician Details of the patient can be added by using the option Physician in Patient details. Click Add Physician option to update new Physician information. 

Client >> List>> Patient Name >> Physician

image.png

Now, enter the required details of the Physician and Click Save option. To update existing physician, search the physician name and Click save. 

image.png

The added physician can also be deleted by using the option under Action.

image.png


Dx Code

The diagnosis code, often referred to as an ICD code are essential to medical billing and insurance claims. Search the required Dx code and Click Add option.

Client >> List>> Patient Name >> Dx Code

image.png

The added Dx code can also be deleted by using the option x under Action. 

image.png

Client

Medication, Preferences / Skills, Setting, Audit Logs

Medication

The medication details of the patient can be entered in Medication option under Patient Details. Update the medication details in the required field and Click Save option.

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Client>>List>>Patient Name>>Medication

image.png

When the Active Drug reaches the end date, it will be automatically moved to Inactive Drug list.

image.png

Preferences Skills

Patient Preferences and skills can be updated in the system by using the option Preferences Skills under each client.

Client>>List>>Patient Name>>Preference Skills

image.png

Setting

The patient access details for the application can be added by using the option Setting under each patient.

Client>>List>>Patient Name>>Setting

image.png

Audit Logs

The user can check the audit details and the changes made in the software in Audit logs.

Client>>List>>Patient Name>>Audit Logs

image.png

Client

Patient Document

Patient document consist of essential medical records, treatment plans, and progress notes. These documents track the patient's health history, medications, diagnoses, and care schedules.

 

Uploading Patient Documents

The required documents of the patient can be uploaded in the system by using the option Patient Document.

Client >> List >> Select Patient >> Document

image.png

Select the type of document from the list and Click the Upload Documents option. The user can also Add New Folders and              Subfolders to upload the documents.

image.png

Adding New Folder 

Click + Add New Folder option in Patient document. The following screen appears, update the required information. Also in the option Show to All, if the user needs the folder name to be added for all the patient click Yes option. If the user wants the folder to be added only for the particular patient click No option and click Save.

image.png

The folder Documents is added successfully to upload the required documents of the patient.

image.png

Adding New Sub Folder 

Select the folder name and click the option +Add New Sub Folder option. The following screen appears, update the required information. Also in the option Show to All, if the user needs the Sub folder name to be added for all the patient click Yes option. If the user wants the folder to be added only for the particular patient click No option and click Save.

image.png

The Sub folder 2023 is now added under folder name Reports to upload the required documents of the Patient.

image.png

Uploading Documents

To upload the documents, select the folder name and click Upload documents.

When we click the option Upload Documents, the following screen appears,

image.png

The Scanned documents can be uploaded using the option Upload Scanned Document. The Forms in the system can be uploaded using Fill New Form option.

Under Actions we have the following features for the uploaded document.

image.png

Archive option

Click the option Archive to delete the uploaded scanned document. The following pop-up appears. Click Yes Continue option.

image.png

The document is now deleted from the Active documents list. To view the deleted document, Click All Filters option and select the Status Archive.

image.png

Edit Option

Click Edit option to edit the required information in the uploaded forms. Also we can edit the Document name of the uploaded scanned document using the Edit option.

image.png

Email Option

The uploaded scanned document can be sent through Email using the Email option. Click Email option under Actions of the scanned document. The following screen appears, update the Email address, Subject and content of the Email and click Send option. The Email will be sent along with the scanned document.

We can also create templates for the Email under Settings >> Email Template option. The user can use the created email template by using the option Templates in the Email Screen.

image.png

Send for Signature option

The user can send the forms in the system to get the Electronic Signature from the Patient by using the option Send for Signature under Actions.

image.png

 

Click the option Send for Signature, the following screen appears, Update the required details and Click Send option.

image.png

 

Now the email will be sent with the Document for signature. When the employee click on the Access Document, the following screen appears. On clicking the Send option, the patient will receive a 5 digit OTP for verification. Once the verification is completed, the Document automatically opens in which the patient can update their signature and save the document. 

image.png

The Signature updated document will be visible under the folders.

image.png

Client

Billing / Prior Authorization

Adding Patient Payors

Healthcare payors play a crucial role in the healthcare system by providing financial coverage and helping individuals access necessary medical care.

The Payor details of the patient can be added in the system by using the option Billing / Authorization. Select the Patient Payor and update the required Payor Information and Click Save.

Client >> List >> Select Patient from List >> Billing / Prior Authorization >> Payor

image.png

Now, the Payor details has been added successfully in the system. We can also edit the payor information using the edit option.

image.png

Editing Patient Payors

The Payor information of the patient can be edited by using the Edit option. Click the edit option, complete the required information and click Save.

Client >> List >> Select Patient from List >> Billing / Prior Authorization >> Payor

image.png

Delete Patient Payors

Client >> List >> Select Patient from List >> Billing / Prior Authorization >> Payor

The Payor details can be deleted by using the option Delete on the right side of the payor under Action.

image.png

Now, the payor details gets deleted and we can view the payor under Deleted list.

image.png

The user can also Activate the deleted payor by using the option Active on the right side of the screen.

image.png

Adding Prior Authorization

The Prior Authorization details of the patient can be added in the system by using the option Prior Authorization. Update the required information with Prior Authorization code and click Save. The user can also upload file regarding the Authorization details.

Client >> List >> Select Patient from List >> Billing / Prior Authorization >> Prior Authorization

image.png

Editing Prior Authorization

The Prior Authorization information of the patient can be edited by using the Edit option. Click the edit option, complete the required information and click Save.

Client >> List >> Select Patient from List >> Billing / Prior Authorization >> Prior Authorization

image.png

Delete Prior Authorization

Client >> List >> Select Patient from List >> Billing / Prior Authorization >> Prior Authorization

Select the expired Prior Authorization by using the check box and click Delete or Disable Selected option on the screen.

image.png

Now, the Expired Prior Authorization details gets deleted and we can view the Authorization details under Deleted list.

image.png

If the user created the schedules without Prior Authorization for a patient and receives the Authorization details later, then the schedules without Authorization can be linked with the Authorization details added in the system for the past and future schedules.

Client >> List >> Select Patient from List >> Billing / Prior Authorization >> Prior Authorization

image.png

The following screen appears in which the user can click link option to update the Authorization code for the past and future schedules. Click Link button on the visits to link the Authorization code.

image.png


Client

Care Plan

Task Mapping

The visit task activities for care plan can be viewed in Task Mapping option. 

Client >> List >> Select Patient from List >> Care Plan >> Task Mapping.

The user can select the Task Activities for the Care type as required for the days of the week.

image.png

Patient Schedule

The patient schedule can be added in the system by using the option +Add Patient Schedule option. Click schedule option under client.

Client >> List >> Select Patient from List >> Care Plan >> Patient Schedule or Client >> Schedule

The patient schedule can be created in the system with Prior Authorization and also without Prior Authorization.

Now lets update the Patient schedule With Prior Authorization. Click on the dropdown option under Contract / PA Details. Select the Authorization details and Click Save & Add Time Slot option.

image.png

image.png

Select days under the Add Time Slot option, update the Start Time and End Time of the Schedule, Check the option Used in Scheduling and Click Add. Now the Time slot will be generated with Days, Time and Care Plan.

image.png

If the Prior Authorization details are not available, the user can follow the above steps and create the Schedule without Prior Authorization for the Patient.

image.png

Select days under the Add Time Slot option, update the Start Time and End Time of the Schedule, Check the option Used in Scheduling and Click Add. Now the Time slot will be generated with Days, Time and Care Plan.

image.png

Now, the Time Slot for the patient is successfully added with the required Days and Time.

image.png

Scheduling Patient with Employee

After creating the Timeslot for the patient, the user has to schedule the patient with the Employee. Click Add Patient Schedule option.

Client >> List >> Select Patient from List >> Care Plan >> Patient Schedule

image.png

Select the Care Type, Start Date and End Date and days of the schedule. Now select the employee from the list to whom the patient has to be scheduled and click the Schedule option.

image.png

The patient has been successfully scheduled with the employee and the Schedule has been created.

Reassign Employee for the patient

The Employee assigned for the patient can be reassigned with different employee in the system by using the Schedule Now option.

Client >> Schedule

Select the patient from the list and click Schedule now option. When we click the day of the schedule, we can see the employee name who has been assigned to the patient for the day.

image.png

Now select the start date and end date of the schedule for which the employee has to be reassigned. Also click the check box to select the day for reassigning the employee and click unassign employee option on the right side of the day.

The below screen appears, click yes continue option. The employee has been unassigned for the selected date range for that particular day.

image.png

After the employee has been unassigned, click the check box for the day and click Schedule option on the right side of the employee who has to be scheduled for the patient. 

image.png

Patient on Hold

The user can keep the patient on hold for the day by using the option +Patient Hold. 

image.png

Now Click +Patient Hold option, the following screen appears, update the start date, end date, reason for hold and click Save option. The notification will be sent to the employee to hold the patient for the day.

image.png

The user can see days on the screen for which the patient is on hold.

image.png

Virtual Visit

Client >> Schedule

For creating the Virtual Visit of the patient with employee, follow these steps.

image.png

Delete Schedule

Client >> Schedule

 Click the Delete button before Schedule Now option to Delete the schedules created with wrong information.

image.png

The Deleted schedules can be viewed under Deleted option on the screen.

image.png

The user can also Activate the Deleted schedules by using the option Active.

image.png



Client

Calendar, Block Employees

Calendar

The user can view the Patient calendar for their scheduled visits. The Patient calendar has the details of the employee name, Care type and the scheduled time.

Client >> Calendar

image.png

Select the Patient name, Month and Click Search option to view the Patient Calendar for the month.

image.png

Block employees

Block Employee is a feature where the patient does not want a certain employee to visit him/her, they can be blocked using this option.

Client >> List >> Select Employee Name >> Block Employees.

image.png

Update the Employee Name, Blocking requested by and the Blocking reason in the system. Click Save option to save the information.

image.png

Click Delete option under Action to Delete the Block Employees details in the system.

image.png

Client

Internal Messaging / Notes

Internal messaging tools enable caregivers, nurses, and administrators to coordinate patient care, share vital information, and manage schedules efficiently.

Internal Messaging

The Internal Messaging option is used to send internal messages from the patient to the employee. The user has to click +Add New Message option to send the messages.

Client >> List >> Select Patient from List >> Internal Messaging

image.png

Select the Employee name and enter the message for the employee in the system. Click Save option to send the message.

image.png

Notes

The Notes Tab is used to update the internal notes for the patient in the system. Click +Add Note option to enter the notes.

Client >> List >> Select Patient from List >> Notes

image.png

Now, update the notes for the patient and click Save option.

image.png

Click Delete option under Actions in the system to Delete the Notes.

image.png

Client

Client List

The Client List contains the list of homecare patients in the system.

Client >> List

Referral Details

 Click the option  image.png in client list before each patient name to view the referral details of the patient in the system.

image.png

Delete Patient

The Patient can be deleted from the system by using the option Disable Selected in Patient List. Select the Patient name by using the check box and click Disable Selected option.

image.png

Restore Deleted Patient

The Deleted Patient can be activated by using the option Enable Selected in Deleted Patient List. Select the Patient name by using the check box and Click Enable Selected option.

image.png

Bulk update Patient Group

The user can bulk update the patient group by using the option Set Bulk Group in patient list. Select the Patient name by using the check box and click Group under Select bulk option. Now select the Group code to be updated and click Set Bulk Group in patient list. Likewise we can Bulk update Assignee and Status for the patient.

image.png

Features under Action

The following features are uploaded for the patient under Action in client list. 

image.png

The forms updated in Client Face sheet, Incident Report and Vital Sign Tracking are uploaded in Face Sheet folder under patient documents.

Census

The number of Payor for the list of patients can be viewed by using the option Payor under Census.

image.png

The number of patients according to their Status can be viewed by using the option By Status in Census.

image.png

The user can sort the number of patient in the list according to their Care type by using the option By Care Type in Census.

image.png

Scheduling

Scheduling in home healthcare refers to the process of planning and organizing the delivery of healthcare services to patients in their own homes. This involves creating a structured timetable for healthcare professionals, such as nurses, therapists, and caregivers, to visit patients and provide the necessary medical, or supportive care.

Scheduling

Calendar

A scheduling calendar is used to manage and coordinate appointments, visits, and care plans for patients in their homes.  A scheduling calendar typically displays dates in a monthly or weekly grid format, with each day divided into time slots. This makes it easy to view and plan activities over a specific time frame.

Scheduling  Tab >> Calendar

The user can view the schedules of all the patients in this calendar.

image.png

The color in the calendar represents whether the schedules has been completed, confirmed, not scheduled, etc., as per the color indicator above the calendar on the screen.

Change Schedule

For changing the schedules for any particular day, the user can click on the schedule time, the following screen appears, Click Change Schedule option.

image.png

Now, change the Employee name and the scheduled time if required and click Save option.

image.png

The selected Employee is now scheduled with the patient for the particular day and notification will be sent to the Employee. 

image.png

Patient Denied Service

Scheduling  Tab >> Calendar

The patient denied service can be updated in the Scheduling calendar by simply clicking on the schedules of the day. The following screen appears, click Note option.

image.png

Now, click on the check box and update the Note for the denied service and click save option.

image.png

The patient denied service details has been updated in the Scheduling calendar and we can view the details as Do not Schedule on the particular day.

image.png

Delete Schedule

Scheduling  Tab >> Calendar

The Schedules for a particular day can be deleted in the system. Click on the schedule, the following screen appears, click Delete option.

image.png

The schedule with the employee gets deleted from the Timeslot and we can reassign the schedules to different employee in the system.

image.png

Scheduling

Nurse Calendar

A nurse calendar is a tool for managing the schedules of home care nurses. It helps to coordinate patient visits, track medication schedules, and plan caregiver shifts. This calendar ensures timely and personalized care for patients in the comfort of their homes while optimizing nurse staffing.

Note: All Fields marked with * are mandatory and must be filled out, otherwise the system will generate an error indicating that the required information is missing.

Adding Nurse Schedule

Scheduling >> Nurse Calendar

Click Add Schedule option to update the schedule for the Nurse on the calendar.

image.png

Now the following screen appears, update the required information and click Save option. The details of the Visit will be updated in the Nurse calendar.

image.png


Scheduling

Schedule Log

A Schedule Log is a structured record keeping system that tracks confirmed schedules of the patient. It includes patient details, care type, caregiver details and the dates of confirmed schedules.

View Confirmed Schedule

Scheduling >> Schedule Log

The user can view the list of confirmed schedules of the patients in the system.

image.png

Delete Schedule

Scheduling >> Schedule Log

To delete the schedules in the Schedule Log, click on checkbox of the schedules and click Delete option.

image.png

Scheduling

Aggregator Log, Pending Schedules and Virtual Visit

Aggregator Log

Scheduling >> Aggregator Logs

To view the Visit Status, enter the Patient name, Start Date, End Date and the Aggregator Name in the system and click search option.

image.png

The following screen appears, and we can view the status of the Visits.

image.png

If the Status of the Visit is failed, then check for the reason and make necessary correction in the system and Resend the claims.

image.png

Pending Schedules

Scheduling >> Pending Schedules

To view the pending schedules, enter the patient name, employee name and click Search option.

image.png

View Virtual Visits

Scheduling >> Virtual Visits

The user can view the Future Visits, Past Visits and Today's Virtual Visit of the patient in the system.

image.png

Click Action on the right side of screen. The list of Action will appear to Send SMS Reminder, Send Email Reminder, Change Schedule, Cancel Visit and View Note. 

image.png

Click Change Schedule option to change the Employee for the Virtual Visit. Select the Employee from list and update the Start time and End time of the schedule and Click Save option.

To Delete the Virtual visit of the patient select the option Cancel Visit under Action.

image.png



TimeSheet

A timesheet is used to track the hours worked by caregivers, while providing care to patients in their homes. It records Clock-in time and Clock-out time of the visits, Task activities performed by the caregiver, Patient details, Authorization details etc.,

TimeSheet

Employee Billing Report

Employee billing hours refer to the number of hours worked by caregivers providing services to patients in their homes. These hours are vital for calculating employee compensation, compliance with labor laws, and accurate documentation of care, ensuring proper reimbursement and quality patient care.

Timesheet >> Employee Billing Report

To run the Employee Billing Report, the user can select the Employee from list and update the Start Date and End Date and click Search option. The Employee working hours, Over time hours and pay details can be viewed in this screen.

image.png

The user can set the Pay Frequency for paying the Employee for their visits in the system. Click Pay Frequency dropdown option and select the Pay Frequency.

image.png

TimeSheet

Visit Report

A  Visit Report is a digital record summarizing a caregiver's visit to a patient's home. It includes essential data such as date, time, tasks performed, patient information, payor information and billed amount for the Visit.

Scheduling >> Visit Report

The user can view the Visit Report of the patient in this screen. The filter options helps to get the data of the Visit report accurately.

image.png

Bulk Update Timesheet

The user can Bulk update the Care Type, Authorization code and Payor of the patient using the option Select Bulk Type.

image.png

The Timesheet can also be filtered by the Status of the Visits like Pending, Approved, Rejected, Complete and Incomplete by using the option Status.

image.png

Open Missing Timesheet

Scheduling >> Visit Report

The Missing Timesheet for the Visits can be added to the Timesheet by using the option Open Missing Timesheet option.

image.png

The following popup appears, update the Employee Name, Patient Name, Start Date, End Date and Click Search option. The list of missing Timesheet appears.

image.png

Now, check the check box of the Timesheet and click Add Missing Timesheet option.

image.png

The Timesheet gets added in the List of Timesheet and we can edit the Timesheet with the required information.

image.png

Edit Timesheet

Scheduling >> Visit Report

Click Action button on the right side of the Visit. The popup shows the actions that can be done in the Visit Report, click Edit Timesheet option to change the information in the Visit Report. 

image.png

The following screen appears, click Edit option and update the required information.

image.png

Click Add Task option and check the Visit Task Details from the list and click Save option.

image.png

After updating the required details click the option Complete at the bottom of the Timesheet.

image.png

After completing the Timesheet, Select the Timesheet using the check box and click Select Bulk Type dropdown. Now click Approve Selected option to Approve the Timesheet for Billing.

image.png

The following screen appears, click Approve option to Approve the Visits.

image.png

Delete Timesheet

Scheduling >> Visit Report

Click Action button on the right side of the Visit. The popup shows the actions that can be done in the Visit Report, click Delete option. 

image.png

For deleting Bulk Timesheet, select the Timesheet using the checkbox and click Select Bulk Type. The list of option appears, click Delete Selection option.

image.png

The deleted Timesheet can be viewed under the Deleted Timesheet list.

image.png

Census Option

Scheduling >> Visit Report

The number of Timesheet depending upon the status of the Timesheet can be viewed by using the option Census. Click Census option and select the option By Timesheet.

image.png

The number of Completed Timesheet, Incomplete Timesheet, Approval Approved Timesheet, Approval Pending Timesheet and Approval Rejected Timesheet can be viewed in the system.

image.png

The number of Visits depending upon the status of the visit can be viewed by using the option By Billing under Census. The number of Billed visits, Paid visits, Not Billed visit, Denied visit and Invalid visits can easily viewed in the system.

image.png




TimeSheet

Bulk Timesheet

A Bulk Timesheet option is used to create multiple Timesheets for the patients in the system.

Create Bulk Timesheet

Timesheet >> Bulk Timesheet

image.png

Select the Employee Name, Patient Name, Care Type, Type of Timesheet, From Date, To Date and Click Search.

image.png

The required details will appear on the screen, now select the checkbox and Click Next option.

image.png

Verify the Clock-in time and Clock-out time and make necessary changes and then Click Next option.

image.png

Select the Visit Task Details from the list and Click Next option.

image.png

Now review the Timesheet and if needed add Remarks to the Timesheet and Click Complete option. The missing Timesheet is now added to the Visit Report.

image.png

TimeSheet

Activity Log

The Activity Log contains information regarding the Activity performed by the patient for a particular Month.

Adding Activity Log

Timesheet >> Activity Log

Select the Month and the Patient Name for adding the Activity Log for the Patient.

image.png

The user can check the box on each day for the activity's performed by the patient and click Save option.

image.png

 

 

Billing

Billing refers to the process of invoicing and charging for medical services provided to patients in their homes. It involves documenting the care, submitting claims to insurance companies and collecting payments for the services rendered by the caregiver to the patient.

Billing

Manage Claims

The Manage Claims option includes data like Processed Claims, Rejected, Acknowledged and Transmitted claims in the system.

View Claim Status

Billing >> Manage Claims

The user can view the claim status by using the option Manage Claims.

image.png

For searching the Batch Status, update the Batch ID, Patient Name, Payor, Start Date and End Date and click Search option.

image.png


Billing

Billing Claims

Billing claims are formal documents submitted to insurance companies and seeking reimbursement for medical services delivered to patients in their homes. These claims detail the services provided, associated costs, and ensure proper compensation for home-based services.

Adding Batch for Billing

Billing >> Billing Claims

To bill the visits in the Timesheet, the user has to create Batches for the Timesheet and submit them to the insurance company for payment.

image.png

Click +Add Batch option on the top right side of the screen. Select the Batch Type as Initial Submission, Select the Payor, Service code, Start Date, End Date and Click Search option. Now a popup will appear with the details of the Timesheet, check the box and Click Create Batch option for adding a Batch.

image.png

The Batch is created with initial submission. Now under Actions Click the Submit Claim option.

image.png

Once the Batch is submitted, a green color mark appears on the Batch number to indicate that the Batch is submitted.

image.png

Resubmission of Batches

Billing >> Billing Claims

For Resubmission of Claims follow these steps:

image.png

Now click Add Batch option and Select the Batch Type as Adjustment (Void/Replace)Submission and update the Payor Name, Start Date, End Date and Click Search option.

image.png

The following screen appears with the Line item. Select the line item and click create Batch option.

image.png

The Batch has been created for Adjustment (Void / Replace)Submission. Select the check box and click Submit claim option.

image.png

image.png

 

 

Billing

Reconcile Payments / ERA, Reconcile 835/ EOB and EDI File Log

Reconcile Payments / ERA

Reconcile payments refers to the process of comparing received payments from insurance providers and patients against the billed charges for services provided. This ensures accuracy, identifies discrepancies, and helps resolve outstanding balances, contributing to the financial stability of the home health care agency. Electronic Remittance Advice, which is an electronic document that provides detailed information about payment and denial of claims.

Get Latest ERA

Billing >> Reconcile Payments / ERA

Click the option Latest ERA. The following screen appears, click Get Latest ERA option. The latest ERA details will be displayed on the screen.

image.png

Reconcile 835/ EOB

Reconcile 835/ EOB helps home healthcare providers to verify that payments and denials on the EOB are consistent with the ERA, ensuring accurate financial management and claims processing.

Billing >> Reconcile 835/EOB

Update the required fields and click Search option. The details will appear on the screen with Patient name and Billed amount.

image.png

EDI File Log

An EDI (Electronic Data Interchange) file log is a record of digital interactions between healthcare providers, payers, and agencies. It tracks the exchange of patient data, claims, and billing information, ensuring compliance with industry standards and facilitating efficient communication for better patient care and reimbursement.

Billing >> EDI File Log

The list of EDI File logs information is displayed in the screen. Enter the File Name, File type and click Search option to view the required EDI File.

image.png

Messages

Messages refer to the critical communication exchanged between healthcare caregivers and patients. These messages convey vital information about the patient's condition, treatment plans, medication schedules, and any changes in their health status. Effective messaging is essential for coordinating and delivering high-quality care in a home setting.

Messages

Received Messages, Sent Messages

Received Messages

The Internal Messages Notifications received in the system can be viewed under Received Messages.

Messages >> Received Messages

The user can view the Internal received messages in this screen.

image.png

Sent Messages

Sent messages are communications from patients, caregivers or family members. They relay critical information, updates, instructions, and reminders, enhancing patient care and ensuring effective communication while adhering to privacy regulations.

Messages >> Sent Messages

The Sent Internal Message can be viewed in the system by using the option Sent Message.

image.png

Messages

Group SMS and Broadcast Notification

Group SMS

A group SMS refers to a text messaging service that allows the user to send messages simultaneously to multiple caregivers. It facilitates efficient communication and coordination among healthcare teams, ensuring timely updates, appointment reminders, and critical information.

Sending Group SMS

Messages >> Group SMS

Step 1: The user can select the group of Employees from the list to send the messages in this field.

Step 2: Enter the Text message to be sent to the Employees.

Step3: Click send SMS Button to send the messages to employees.

image.png

Sent SMS

Messages >> Group SMS

The sent SMS can be viewed in the system by using the option Sent SMS.

image.png

Broadcast Notification

A broadcast notification refers to alerts to all relevant caregivers, medical professionals, and patients simultaneously. It ensures that everyone involved in a patient's care is promptly informed about critical events, changes in treatment plans, or emergencies, facilitating coordinated and efficient care delivery.

Sending Broadcast Notification

Messages >> Broadcast Notifications

To send Broadcast Notification follow these steps:

image.png

Sent Notifications

Messages >> Broadcast Notifications

The sent notifications can be viewed in Sent Notification screen.

image.png

Reports

The Employee Clock-in and Clock-out visit reports, patient visit report and other reports related to home care can be viewed in the system.

Reports

Employee Reports, Patient Reports and Other Reports

Employee Reports

The Employee Clock-in and Clock-out Report, Employee visit hours, Employee visit hours summary and Employee Status Report can be viewed under Employee Reports in the system.

image.png

Patient Reports

The List of Active patient report, Medication Log report, Schedule report etc. and be viewed under Patient Reports in the system.

image.png

Other Reports

The Bulk Timesheet Report, Weekly Timesheet report, Revenue Summary Report, Prior Authorization Expiring Report etc. can be viewed under Other Reports in the system.

image.png

Attendance

Attendance refers to the presence and active involvement of a caregiver who provides essential medical, personal, or support services to a patient within their own residence.

Attendance

Clock-in-out, Calendar

Clock-in and clock-out  refers to the process of recording the exact time when a staff starts and ends their work.

An attendance calendar is a record-keeping system used to track and document the presence and hours worked by healthcare professionals, such as nurses and caregivers.

Clock-in-out

Attendance >> clock-in-out

Select the Facility House from the list and click Clock-in option. Also at the end of the shift time, click Clock-out option.

image.png

Calendar

Attendance >> Calendar

The user can view the Calendar option for the Employees Attendance. Select the Employee from the list to view the Calendar.

image.png