Guide for Nebraska Independent Providers

Transcription

1 Electronic Documentation for I/DD Service Providers Guide for Nebraska Independent Providers Setting Up your New Therap Account and Documenting Supports Training Academy p2 Attendance/Billing p9 General Event Reports p3 Secure Communications p10 ISP Programs & Data p5 Health Tracking p11 Acknowledging Service Authorizations p8 Help & Support p16 (203) Printed on: 5/2017

2 Dear Independent Provider, We re pleased to offer this training guide and courses to help you learn how to document habilitative services within Therap. This guide contains instructions on navigating Therap Training Academy, where you will be required to login and complete a series of training courses before accessing your new Therap account. You ll receive login instructions for your Training Academy account in a separate letter. Each section of this guide features a different module within Therap you ll use in documenting services, communication and incidents. You may find this helpful to follow along when you take the Training Academy courses. These courses provide guidance on how to document individualized habilitative services, note health supports, send communications, file incident reports and collect and submit billable attendance data. Each course has a quiz to test your subject knowledge, along with a final series recap and exam. In the series, you will learn how to navigate to the different sections, document services, search entries, and other requirements to document habilitative services. We also have a dedicated Nebraska Independent Provider resource page online, with training videos and guides, along with other resources to help you become familiarized with the Therap application. The State has offered Therap at no cost - in addition to utilizing support from the State of Nebraska Division of Developmental Disabilities, we would like to extend to you additional support available, including our live help within Therap, user feedback, and regularly scheduled webinars tailored to Nebraska Independent Providers. Upon completing this training series, a new Therap Habilitative account will be created for you to begin documenting services. Nebraska DDD will contact you with login details of your new Habilitative Waiver Independent Provider account. If you have any questions or need clarification on this process, please contact your Support Coordinator or a member of the Therap team via the Independent Provider resource page/user feedback or Live Help from within Therap. We re looking forward to working with you, Therap Training Team and Nebraska Division of Developmental Disabilities

3 Training Academy Online Training Courses to Use Therap 1. Go to c) Video Player to Play/Pause/Rewind d) Menu allows you to select a different section/quiz e) Center-bottom arrows to expand options to skip to another slide f) Use bottom arrows to skip to the next slide a 2. Enter your login credentials. The State will contact you with your Training Academy username and password. c e d b f 5. You may retake and review a course at any time. 3. Select a course and Click Get Started. Nebraska Training Academy Courses 4. The following navigation tools will help you complete each course: a) Send feedback to your instructor b) Forward/Backward arrows to move to the next/previous sections Introduction Recap Secure Communications Health Tracking General Event Reports (GER) Attendance/Billing ISP Programs & Data 2

4 When users log in to their account, it will take them to the 'To-Do' tab of their Dashbaord Check SComm to send/receive messages Worklist for GER Worklist for ISP Plans Access Individual Home Page from this tab General Event Reports Incident Reporting and Reportable Events 1. On the Individual tab, click New beside GER and select individual. 3. Choose an Event type - for example Injury. Enter details on the Injury Information form as appropriate. 2. You may adjust the date reported or event date if needed, add a location and what happened before the event

5 Therap provides a Body Diagram to aid selection in an injury. Select up to three body parts and click Done. You do not need to add Corrective Actions Taken/Plan of Future Corrective Action. 8. If needed, you may click Add File to upload external attachments. 4. Once event details are entered, click Add. You have the option to add more events as is needed to the GER. 9. If no changes need to be made, click Approve. If you want to return to this GER to make changes later, you may click Save. 5. Record whether Abuse/ Neglect/ Exploitation are suspected. Note that if you Submit or Save the GER, the GER still must be approved. Saved/ Submitted GERs show up on your Individual Home counts. 6. Enter Notification level, Reported By (yourself) and Reporter s Relationship to Individual (select Staff ). If you need to retrieve a GER, click Search from the Individual tab. You may narrow your search on the following screen. 7. Click Add Notification Details to note who was contacted. Record and click Add. Use the State of Nebraska DHHS - Division of Developmental Disabilities Approved GER Instructions 4

6 ISP Programs and Data Documenting Habilitative Services Individual Home Page (Home) Access all your individual information from the Individual Home Page Plans designed for the individual including their start date, end date, date of approval, review, and the acknowledgement counts Name of the provider and the programs where the individual is enrolled in and other related information Photograph of the individual Links to view latest activities and enter new data Search for individuals to view their Individual Home Page Counts for the individual's form to be acknowledged, viewed, followed up and approved Overdue Immunizations Clicking on ISP Data expands with options to enter new and view existing ISP Data Individual's current goals Upcoming appointments and immunizations Links for easy access of modules

7 Search for an ISP Program Template 2. Select the draft ISP Program Template from the list. 1. On the Individual tab, Click Search ISP Template next to Global Template Library. 2. Enter any keywords or search criteria to help filter your results, and click Search. 3. You may now adjust the template, including adding new tasks and editing existing ones, modifying your scoring methodology/options, and adding instructional teaching methods. When you're finished making changes, click Approve. 3. Once you've selected a template you wish to apply and have clicked to open the template, click Import as Draft. 4. On the Individual tab, click Published next to ISP Program Template Library. 5. Select the desired template, and click Apply to ISP Program at the bottom of the template. Modify an ISP Program Template 6. Select the individual. Give your ISP Program a program name and program creation date. 1. On the Individual tab, click Draft next to ISP Program Template Library. 6

8 7. New radio button options are available under Other Details. Select the options per waiver instructions. Click Save, Submit, or Approve to perform any of the respective actions when done. 3. Select the date for Data Collection and click Submit. You must click Approve before you can begin documenting ISP Data 4. Depending on how you set up the ISP Program, you may record time, location of service, scores, comments and note whether the support is billable. When you've finished documenting this support, click Save. Documenting ISP Data The first time you select the Individual Home tab, it will be empty. It displays recently accessed individuals. Use the Search box to type an individual's name and retrieve his/her Individual Home page. 1. Select New under ISP Data from the Individual Home page. If the Billable option is selected to Yes when creating an ISP Program, then a Billable section would appear when entering ISP Data. 2. The first time you record ISP Data for a new ISP Program, you must Acknowledge the service program

9 Acknowledging Service Authorizations 1. Click on the count number to open up the service authorizations. Note: Check the information in this section including the Individual Name, Provider, Service, Service Dates, Unit of Measure (Hourly, Daily or Occurrence) and Rate. If there are any questions or errors, please contact the Service Coordinator. 4. Scroll down to the bottom of the service authorization form. 2. Select a service authorization from the list. 3. This will open up the service authorization form. Note: Check the Monthly Allocation carefully. This is the total hours, days or occurrence you can bill for in the months listed. You cannot generate a billing that exceeds the monthly allocation. If the monthly allocation amounts are incorrect contact the Service Coordinator. 5. Once you have confirmed the information scroll down to the bottom of the service authorization and click on Acknowledge button. 6. You will receive a success message stating that the service authorization has been successfully acknowledged. 8

10 Attendance/Billing Service Documentation (Time In/Time Out) 6. Check the box beside the Individual name and click on Submit New. 1. Click on the New link under Attendance section from the Billing tab of your Dashboard. 2. On the Search Service for New Attendance page, select the appropriate options and then click on Search. You will be taken to the Attendance page. 7. On the Approve tab, check the box beside the Individual name and click on Approve. 3. On the Input tab, select an Attendance Option. 8. On the Generate Billing Data tab, check the box beside the Individual name and click on Generate Billing Data. 4. Enter Time In and Time Out. 9. You will see a validation message on the top of the page. Click OK. 5. Click on the Comment icon. On the pop up page, enter details about the supports that were provided. 10. You will see a message stating billing data has been successfully generated

11 Secure Communications Send Secure Messages to the State, Service Coordinators 4. From Message & Options, select a Notification Level. You may attach a form from Therap using the From Therap button next to Attachment(s). Composing a Message 1. To the right of your Dashboard, click Compose in the Scomm section. 2. Click Individual Care type and select the individual. 5. Enter necessary search criteria for the form and click Add from the search results page to add the attachment. 6. Enter a subject in the Subject line. Write a message in the message body and click Send Message to send the SComm. 3. Select the recipient from the user list and click Add. 10

12 Viewing and Searching Message 1. Click on Inbox to view any new messages received. Note: You will see a number in parenthesis beside your inbox when you've received a new message. Appointments Track Doctors Appointments and Clinical Visits Creating New Appointments 1. From the Individual Home Page, under Appointments under Health Tracking, click New. 2. New messages stand out as bold in your Inbox. Click to open and view the message. 2. In Section 1 of the Appointments page, enter all the required fields marked with red asterisks (*). 3. You may view details of the recipient(s) by clicking on Show Details. Clicking on Mark Read and Mark Read & Next will mark the SComm as read, and move onto the next message in the inbox respectively. 3. Enter the Appointment Status in Section 2 and Look Up a Consultant from the Shared Contacts and click Add to add a Consultant. Messages older than 60 days that are not saved to a folder must be searched. Click Advanced Search at the top of your inbox to enter the search criteria and click Search. 4. The Appointment Type will auto-populate after adding the Consultant. To change it, click Look Up to select the appropriate Appointment Type

13 5. Click Add File or Scan File in Section 3 to upload or scan a file from your computer to the form. 6. Click Save or Submit at the bottom of the form to save or submit the Appointment. Search for, Add Results and Followups to Appointments Useful after returning from a doctor's appointment - you may add results, attach completed consultation forms, and schedule additional follow-up appointments. 1. From the Individual Home Page under Appointments under Health Tracking, click Search to search for appointments. Generating Consultation Form Note: You may generate consultation forms to print and take with you on an appointment. 1. From the Individual Home Page, click on the Appointment Summary under Upcoming at the bottom right. 2. Enter the search criteria in the HT Search Page and click Search. Then Click on a Form ID to open the form. 2. At the bottom right corner of the Appointment page, click on Open Consultation Form. 3. On Section 2 under Appointment Result(s), click Add to choose a result and enter a Description. Then click OK. 3. A Consultation Form will open up in another window showing appointment details. Click on Generate PDF to open or save it in PDF format. 4. You may add a Followup to this Appointment by clicking on the Add New Followup button at the bottom of the Appointments form. 12

14 Vital Signs 4. You may select a Reaction and add Comments. Click Submit. Enter New Vital Signs 1. From the Individual Home Page under Vital Signs under Health Tracking, click New. Search Vital Signs 1. From the Individual Home Page under Vital Signs under Health Tracking, click Search. 2. In Section 1, enter all the fields marked with red asterisks (*). 2. Enter appropriate search criteria and click Search. 3. In Section 2, enter the details for Temperature, Pulse, Respiration, and Blood Pressure. Reference values are given on the right for each. 3. Click on a Form ID to open the form

15 Nebraska Independent Providers Printed April 2017 Blood Glucose Enter New Blood Glucose 4. Select whether Doctor/Nurse was notified and add comments if necessary. Click Save or Submit to save or submit the form. 1. From the Individual Home Page under Blood Glucose under Health Tracking, click New. Search Blood Glucose 1. From the Individual Home Page under Blood Glucose under Health Tracking, click Search. 2. In Section 1, enter all the required fields with red asterisks (*). 2. Enter appropriate search criteria and click Search. 3. In Section 2, enter the Date of Reading and other fields as necessary. 3. Click on a Form ID to open the form. Medications are added separately in Medication History. Additional guides available for this module if utilizing Medication History. 14

16 Seizures 1. On the Individual Home Page under Seizures under Health Tracking, click New. Health Care Report 1. On the Individual Home Page under Health Care Report under Health Tracking, click New. 2. In Section 1, enter all the fields marked with red asterisks (*). 2. Select the date range and check the components you would like to be displayed on the Health Care Report. Click Create Report. 3. Enter Program and Seizure Duration information in Section Add Description, Behavior after Seizure, and Staff Action by clicking on the Add button(s). 5. Enter Precipitating Factors, Resulting Injuries and Comments if necessary. Click Submit. 3. The Health Care Report showing the information selected will be displayed. Click Save to save the report

17 Nebraska Independent Providers Printed April 2017 Help & Support My Issues You can submit questions, suggestions or problems securely within the application via My Issues located on your Dashboard, or via SComm when you select to Therap Customer Support as the message type. Our team will respond within 24 hours. Live Help If your question or problem is more urgent, we invite you to utilize our Live Help option to chat with a member of the Support team. This is no ordinary tech support members of our Support Team have years of experience working in the Intellectual/Developmental Disabilities field and A LOT of experience using and troubleshooting within Therap. Training Academy Therap provides customer support to system users across the state of Nebraska, from large agencies to independent providers with a team of one. We re committed to providing training options, support materials and customer assistance that work to your needs. Our staff regularly host user groups and webinars (at no cost) across the state to provide additional training and enlist user feedback. We invite you to check the website for our upcoming NE events. Finally, we offer the following training materials and support options should you need additional help: While the courses in this guide give you a good overview of using Therap and much of what you ll use within the system as an Independent Provider, there are a lot of additional courses and features within Therap you may use in your documentation, like Medication Administration Records or Reports. The Training Academy is your resource for in-depth courses on a variety of modules and topics. Training Materials Nebraska User Groups Module-specific FAQs Nebraska Independent Provider homepage Automated trainings and videos Webinars 16

18 Bookmark the Nebraska Independent Providers page for news and updates Forgot your Therap password? Just contact the Program Coordinator using the Password Request form on the webpage Please visit our website for more information, Individual Support Electronic Health Records Billing Support Staff Support Electronic Claim Therap Training Goal Tracking Support Plans Incident Reports Risk Plans Employment Tracking (203) Medication Administration Interface with Drug Database Health Tracking Applications Health Care Reports Receive Direct Pharmacy Message Submission Academy Track Services Types and Codes Utilization/ Reconciliation reports Staff Ratio Tracking Track Staff Training Notifications And More