Documenting Client Information in the Electronic Health Record
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EnglishVoice Age
Young Adult (18-35)Accents
North American (General)Transcript
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Welcome to the H. M s E training documenting client information. This presentation is continuous play. To stop this presentation, click the pause button to continue viewing this presentation. Click the play button. Registering a client and understanding the client status is when registering a new client. Type the last name, first name and date of birth into the appropriate fields on the client search screen. Click the search H M s Button. If no existing client displays in the list, click the Continue with New button and the Client Demographics Page displays. The left side menu displays five components within the client demographics. These include demographics, identifiers, preferences, address and telephone. Clicking on these menu items navigate you to the desired component. All required fields on the Client Demographics page are denoted with a red Asterix and the demographics component. You're required to select active or non client from the client status. Drop down. Select non client to indicate a new client is scheduling an appointment but has yet to receive services. Non client indicates clients have been added for financial purposes or for documentation as another clients Guardian Thean Active clients Status is available after saving the client demographics page an active indicates the client is no longer receiving services, has moved or is deceased. Select active. To indicate that the client is receiving services, the name and date of birth automatically populate from the client search screen. Select the sex assigned at birth. From the drop down, you may type and select the race or select from the pre populated drop down menu. Click the plus button to add the race. You may also add multiple races in this field. Type er. Select the language from the language. Drop down, select the clients. Ethnicity. If Hispanic or Latino is selected, the sub ethnicity field is enabled. The next component on the client demographics page is the identifiers component. This is where you'll enter the clients Social Security number. You may also use a pseudo social by clicking the PSN button type in a family I D. Number or click the family I D Button to assign an existing family, I D. R. Generate a new family. I'd entered the clients medical record number and select the medical record location. The next component is the preferences. The preferences component requires you to select a communication preference as well as whether the client wants to opt into appointment reminders. Note that if a client ops into appointment reminders, they must have a cell phone number documented in the telephone component. A pop up displays stating that a cell phone number is required when appointment reminder opt in is set to yes, click OK on the pop up. The clients, residents and mailing addresses are both required in the address component. Click on the residents field and the residents address page displace Type the clients residents address into the required fields. Selecting the make mailing address the same as this address automatically populates the clients mailing address with the residents Address. Note that the mailing address is also a required field. When the address pages complete, click the save button. A telephone number is generally not required, however, if the client has opted into appointment reminders, a cell phone number is required to add a telephone number. Select the telephone component clicking the plus button displays. The client telephone page entered the required telephone information and click safe when all required information has been entered into the client demographics page. Click the Save button, exploring extended demographics. Once the client demographics. Air saved additional tabs display for further documentation, extended demographics, household data, employees, history and family info information on these tabs. They're not required but are essential to maintaining a complete and accurate client record within the H. M s system. Some of these tabs can also be accessed under the Client Record menu. Exploring the face sheet. Selecting the face sheet provides a full report of the clients demographics, extended demographics, household data and insurance information. The face sheet can be printed and signed by the client To certify all information is true and complete, documenting insurance and eligibility. Select the insurance menu option to add the clients insurance and verify eligibility. The list displays the clients available. Insurance policy by insurance type insurance company slash alternative payer coverage Start date coverage in date. Bill type policy number C R a slash sub C. R. A number last eligibility verification view eligibility and verify eligibility. You have the option to select the elite check box and click the red trash can to delete an insurance policy. To add a new insurance policy, select the blue plus button. The ad insurance page displays select the insurance type from the drop down. You have the option to select 1st, 2nd, Medicaid or other one selected. Click the green check button. The client insurance page displays. All required fields are denoted with the red Asterix. Enter the company name, policy number and start date. Select the policyholder component and choose the policyholder from the drop down menu. If the client's family ISS link through the family financials, family members will also display and can be selected. You can also search for or remove a policyholder by clicking the associative buttons. If a family member is a policyholder, select from the client relationship to policyholder dropped down. Click the save button to save the clients. Insurance information. You can also verify client eligibility from the client insurance page clicked a blue verify button within the insurance row. The eligibility service type code page displays and includes the ability to select an eligibility service type and service state. The payer uses the eligibility service type code to determine what kind of service the client is eligible for. The service date indicates the date in which really time eligibility verification is being performed. Clicking transmit Eligibility Request submits the eligibility based on the service code and date selected the clients to 71 A. A 999 and Ta one. Eligibility reports can be viewed by clicking the corresponding buttons from the eligibility column. Clicking the suggest eligibility button allows the system to determine eligibility based on information documented in the client demographics, assets and insurance. Suggested client eligibility is display. You also have the option to click the Update Insurance History button to view and update the clients. Past insurance understanding, family financials and sliding fee scale. Select the financial menu item from the client information module and Select Financial Update to access the Family Financial Members page. The Family Financials page is used to determine if the client is eligible to use the sliding fee scale. You can view, update or add family financial members. All clients associated with the family display on the list. The eligibility determination, start and end dates are required. The start and end dates default to the date. Eligibility was last determined. Entries in red do not have a financial entry update or remove a member by clicking on the desired row. Click the add a new financial member button to add a new member. The update Financial Member page displays all required fields are denoted with a red Asterix. Enter the last name first name, date of birth, so security number, gender and relationship for eligibility purposes, it is recommended that you enter additional information about the financial members. Earned income, unearned income and income deductions. Once complete, click safe. Select from the sliding fee indicator dropped down. To indicate the client's eligibility status, you have the option to select self declared verified eligibility pending eligibility or waived eligibility slash 100% payment if no selection is made. The sliding feat Indicator defaults toe wave eligibility 100% payment A note displays stating that the head of household agrees to the family sliding fee scale at 100% in lieu of providing financial information. Clicking the re determined eligibility button displays A message stating recent unsafe changes will be discarded before the requested re determined eligibility process runs. Clicking okay in the pop up displays the Update Financial Member page and allows you to make changes to reflect the re determined sliding fee scale. Click the Reset Eligibility Determination Dates button To reset the eligibility determination date. You can also add or update the client's assets and expenses by clicking the assets and expenses button. You can also run an audit report for the client by clicking on the audit report button. Click the temporary Financial Eligibility Agreement button to print the temporary Financial Eligibility Determination agreement. Note that this button is only available if eligibility determination is pending. Understanding the client Note pad and special care comments. The client note Pad displays in the middle of the page to the right of the client Information module menu. To enter a note, click the blue plus button. A text box expands, allowing you to enter a note up to 5000 characters. Click the save button to save the note to the note pad. To delete notes, select the line item check box and click the red trash can button a pop up displays confirming the deletion. Click OK. Special care comments may be added to the clients record as a call out in red displayed on the client banner. Select client record from the client information module. Select demographics scroll down to the special care comments field and entered the desired comments Saved the page and the new special care comments display in the client banner in red. This concludes the Webinar undocumented client Information. If you have additional questions about documenting client information, please contact D L H M s support. Thanks, and have a great day.