Modify Care Plan

Care Plan Report

Print the Client’s plan of care. This report can include the Client’s general Care Plan information as well as information about their Authorizations and Care Plan items specified on each individual Authorization.

(Optional) Include signature lines on the Care Plan for the Client, their physician, the primary Caregiver, and your Office Staff person who is the Client Manager. The signed document may be kept on file as an official care agreement between the Client and your office.

Care Plan Summary

View Individual Intake Sections 

Authorizations

(Clients tab only)

Before scheduling care visits for this Client, you must set up an Authorization for the service. The Authorization represents the care agreement between the Client and your office and defines the type of service and care required, who is paying for it, how many hours are authorized, and for how long the service is authorized. The default length of an Authorization is 10 years, however you can configure this duration in the Agency Office Module, Default Time Settings screen.

If you edit an existing Authorization to change the end date, any schedules that fall outside the authorized date range will be deleted.

You can choose to see only current Authorizations or All Authorizations by clicking on the pull down arrow below the Authorizations button. By default, the Authorizations tool shows All Authorizations.

Compatibility

(Clients tab only)

You can specify relationships between this Client and Caregivers, indicating the Caregivers who are preferred by the Client. If the Client likes a Caregiver, you can add that Caregiver as Preferred by this Client. If the Client dislikes a Caregiver, you may add that Caregiver as Not Preferred. (You might also add the Caregiver as Not Preferred if they did not like the Client.)

The Client’s Caregiver Compatibility relationships will be visible when setting up schedules for this Client, but will not cause errors or prevent you from saving schedules.

Billing Rates

Billing Options

(Clients & Payers tabs only)

Configure options related to how a Client is billed. This includes setting options for how billing hours are rounded, whether to bill extra for overtime or holiday rates, rates for mileage and travel, and whether to bill for different expense types.

You can also change the name on invoices to address the invoice to a family member instead of the client, or send invoices to a secondary address using overrides. Note that these options will only be applied if the Client is the primary Payer on the Authorization. If a different Payer is going to be paying for the service, these options must be configured on that Payer’s profile in order to take affect when processing Billing.

When a Client is first added into the system, these options will be pre-populated with the values configured in the default Billing Options in the Agency Office Module.

Possible Payers

Payroll Rates

(Caregivers & Human Resources tabs only)

List the Caregiver’s Payroll Rates. This determines how much the Caregiver will be paid for their work. Unlike Billing Rates, the Call Type on a Payroll Rate is optional, and you can set up generic rates for each Rate Type. OPTIONAL: You may choose to use different Payroll Rates depending on which Client the Caregiver is working with. A Client-specific Payroll Rate must also have a Call Type specified. When Payroll is calculated, the most specific rate available will be chosen (i.e. Client-specific first, then Call Type-specific, then Rate Type-specific).

The effective dates of a Payroll Rate can also be specified. The effectiveness is inclusive of the start and end dates. If multiple matching Payroll Rates with overlapping effective dates are found when calculating Payroll for a Schedule, the Rate with the tightest effective date range will be the one chosen.

If no matching Rate is found for the Caregiver when calculating Payroll, it will fall back to the default rates defined in the Agency Office Module.

Payroll Options

(Caregivers & Human Resources tabs only)

Configure options related to how a Caregiver is paid. This includes setting options for how pay hours are rounded, whether to pay extra for overtime or holiday rates, rates for mileage and travel, and whether to pay for different expense types.

When a Caregiver is first added into the system, these options will be pre-populated with the information configured in the default Payroll Options in the Agency Office Module.

Qualifications

(Caregivers, Office Staff & Human Resources tabs only)

Use Qualifications as a way to indicate your Caregivers’ disciplines, or what type(s) of service they are qualified to perform. Caregivers may have multiple Qualifications.

Qualifications are used by the system when matching Caregivers to a Schedule for a particular Client. Call Types will usually have a Qualification associated with them. Then, when you create a Client Authorization you select a Call Type. A Caregiver must have the Qualification that is required by the Call Type in order to provide the authorized care. A Caregiver who does not have the Qualification required by the Call Type cannot be saved to a Schedule created from an Authorization using that Call Type. Also, the Caregiver Suggestion tool will not show any Caregivers who do not meet the qualifications for the Schedule.

Preferred Districts

(Caregivers & Human Resources tab only)

Indicate which district(s) of your company’s service area that a Caregiver is willing to work. The Caregiver Suggestion feature can filter out Caregivers based on matching the Client’s home District to the Caregivers’ Preferred Districts. A Caregiver with no Preferred Districts specified will always be considered a match on all Districts.

Skills

(Caregivers, Office Staff & Human Resources tabs only. Under "Care Plan" for Clients.)

Record a Caregiver’s relevant Skills. When scheduling Caregivers, their Skills are matched to those required by the Client and/or Authorization. The Skills that a Caregiver has, and those needed by a Client, have great impact on the scheduling process. While the Call Type represents the type of service to be performed, each Client and Authorization may also need unique skills. The system can match the Client’s needs to a Caregiver’s skills.

There are two types of Skills you can add to Client and Caregiver profiles. These are Critical Skills and Regular Skills. Critical Skills are those that a Caregiver must have in order to work with a Client who requires those Skills. Critical skills are used by the Caregiver Suggestion tool to schedule for a particular Client. You cannot schedule a Caregiver with a Client unless they possess all of the Critical Skills needed by the client. Regular Skills are less important, but still desirable to have, to work with the Client. The percentage of Regular Skills matching between a Client and Caregiver can be seen in the Caregiver Suggestion form. Missing Regular Skills does not prevent a Caregiver from being scheduled.

Your list of Skills is configured in the User Defined Information Module, under the Documentation drop down menu.

Schedule Length

(Caregivers & Human Resources tabs only)

Use this option to specify the length of Schedules that Caregivers are willing to work. Each option specifies a range with a minimum and maximum number of hours. Use this in conjunction with Caregiver Suggestion to find Caregivers whose schedule length preferences match the actual schedule length. (If the Caregiver has no Schedule Length preferences specified, then Caregiver Suggestion assumes they are willing to work any length of Schedule.) Not having a matching a Schedule Length preference will not prevent a Caregiver from being scheduled – this is only used when suggesting possible appropriate Caregivers for a Schedule.

Event Reminders

View Calendar

Daily Schedules

(Clients, Caregivers & Office Staff tabs only)

Show a grid of all schedules for this person or organization in the Main Display portion of the screen.

(This is the same grid from the Schedule Review tab in the Schedule Review module.)

Actual Hours

(Clients, Caregivers & Office Staff tabs only)

Show a grid of the non-finalized schedules for this person or organization to view or edit the actual hours and extra charges on those schedules.

(This is the same grid from the Actual Hours tab in the Schedule Review module.)

Availability

(Clients, Caregivers & Office Staff tabs only)

Allows you to record the time(s) a Caregiver is available to work, or when a Client is available to receive service. The system will warn you if a person is involved in an Appointment or Schedule during their unavailable time. By default, all days are available.

There are three levels of Availability, each more specific than the last. These are:

• Working Days: Indicates the person is available on that day of the week, without specifying times. The person is available on that day, every week.
• Day Specific Availability: Indicates the specific times that a person is available on a specific day of the week. The person is available on that day, at these times, every week.
• Date Specific Availability: Indicates the specific times that a person is available for a specific date. The person is available only during the specified times on that specific date.

Any records that are more specific override anything above it. Therefore, Day Specific Availability overrides Working Days. Date Specific Availability overrides any Working Days or Day Specific Availability that might normally apply to that date. The main display area of the Availability screen shows a 7-day calendar that indicates what availability applies to each date.

Events

Recurring Events

View, add or edit any Recurring or repeating events for this person or organization.

Schedules, Tasks and Appointments may be set up to repeat on a specific pattern.

Documented Events

Required Dates

Use Required Dates to keep track of items that must be completed for or by a person or organization.

EXAMPLES: Orientations, evaluations, first aid certification dates, license expiration dates, etc.

The list of Required Date categories is maintained in the User Defined Information Module. The categories you create will represent the different requirements your company tracks, as well as their importance and when or whether they expire. Required Dates are specified as either Mandatory or Optional.  If a Caregiver has an incomplete or expired Mandatory required date on their profile, you will receive warnings if you try to schedule that caregiver.

Required Date categories can be set to three types:

• No Expiry: These requirements are entered with the date they are completed. They do not expire.
• Actual Date: These requirements are entered with the date they are completed. They will automatically expire after a length of time that is specified for the requirement.
• Expiration Date: These requirements are entered with the date they actually expire, rather than the date the certification or requirement was completed.

General Notes

Popup Alerts

Email

Characteristic

(Under "Care Plan" for Clients)

Recording the personal Characteristics of a person or organization is an optional way of remembering things about your caregivers. When you add a new person into the system, choose their Characteristics (i.e. personality traits, likes and dislikes, etc.) from a list.

The list of Characteristics is configured in the User Defined Information Module.

Extra Information

Additional Images

External Information

Referral

(Clients & Caregivers tabs)

Referrals represent how people first heard about your company. Tracking Referrals can be an important marketing tool for your office.

Your list of Referral categories is maintained in the User Defined Information Module.

Office Notes

Application

(Clients & Human Resources tab only)

View information from the original web application for this person if they originated from a web application/client inquiry.

Interview

(Human Resources tab only)

Record interview or assessment questions and responses.

Interview questions are maintained in the User Defined Information Module.

Form 485

(Clients tab only)

Fill out detailed care information for the Client’s Form 485 Plan of Care (US Medicaid). The Form 485 report can be printed from the Printed Reports Module, Client tab.

Invoices

(Clients tab only)

View Billing history for this Client.

Payroll

(Caregivers tab only)

View payroll history for this caregiver.

Caregiver Applications

Submitted Caregiver Applications received from the web form. Review and manage your caregiver applications from here and make them Potential in the system.

Office Staff Applications