Options Counseling Billing Instructions

Transcription

1 MULTNOMAH COUNTY. Options Counseling Billing Instructions Program Manager s Manual to the Caretool Multnomah County Aging & Disability Services FY2012/2013 [This document provides instructions to Program Managers for pulling monthly Options Counseling invoices from the ADRC/Getcare system. It includes formatting instructions, processes for review of data quality, and procedures for handling OPI Risk Assessments.]

2 Table of Contents Documents Required for Options Counseling Monthly Invoices.2 Pulling Monthly Options Counseling Invoice Reports from ADRC... 3 Formatting Invoice Report... 6 Data Quality in Options Counseling Invoice Report... 8 Conditional Formatting Instructions... 9 Directions for Enrolling Clients Properly OPI Risk Assessment Procedures

3 ADRC of Oregon Database Instructions for Pulling Monthly Options Counseling Reports Items to submit to Aging and Disability Services for Options Counseling Excel spreadsheet exported from ADRC with total time calculated (instructions for pulling these reports begin on page 2). Corrections made in red text. Printed PDF of new client s Identification screen. New clients are clients without an assigned prime number, for whom Options Counselors assign an internal ID Printed PDF of new client s Demographics screen. Again, new clients are clients without an assigned prime number, for whom Options Counselors assign an internal ID 2

4 Pulling Reports 1. Access Report Manager - Log on to the ADRC RTZ site at - On your starting menu, select "Report Manager;" - Select the "Custom Report" tab - In "step 1" drop-down menu, select "Expanded Export Caretool (options counseling);" - In "step 2" field, click on the only option: "Expanded Export Caretool (options counseling);" On the left side of the screen, you will see a number of links appear. Select the following criteria for the report from those links: 2. Identification: GC ID Last Name First Name Date of Birth Last 4 of SSN Options Counselor Internal ID 3

5 3. Services: Agency 4. Progress Notes: Note Date Encounter Date Start Time Stop Time Agent 5. Participant Filters: Status (Selected All) Agency (Highlight your agency's name) Recordable Program (Highlighted your agency's - options counseling) Program Types (Selected All) 4

6 FY Date = LEAVE BLANK Export Report to Excel; Once report was successfully generated, it can be retrieved in the Generated Report tab. Follow instructions for Excel below. 5

7 Excel Instructions: Sort Data by Encounter Date Delete any rows with encounters outside the month for which you are billing. Cut Agent Column and insert in column B (do not paste pasting it will cause you to lose client First Name ) Highlight all the data in the worksheet and sort by Agent, delete any agents outside of your agency. Give the last column the header Total Time In the cell just below the Total Time Header type the formula for Stop time minus Start time (in this case =M2-L2), then hit Enter Drag this formula to the last row of data: Highlight the columns for Total Time Right Click on your mouse, and select Format Cells Select Time, select 13:30, then click OK Click on the blank cell at the end of the Total Time column and click auto sum button, then hit Enter 6

8 Select this cell again, right click and select Format Cells, select Custom, and type [h]:mm; Select Okay This is the total billable hours for Options Counseling. Things to Watch Out For Duplication in the rows of data - Check for rows where the Client, Options Counselor, Encounter Date, and start/stop times all match. Options counselors should be entering progress notes for the actual date and time their encounter with the client took place. There shouldn't be any overlap in the date and times of these progress notes. Services provided for more than one client at the same time should be segmented to ½ time for each client s progress note. Ex: You provide Options Counseling for John and Mary Smith jointly, and your encounter date and time is July 1, 2:00PM 3:00PM, record John s progress note for 2:00PM 2:30PM,and Mary s progress note for 2:30PM -3:00PM. Duplicating rows of data in your billing report could also indicate multiple enrollments for the same client during the same fiscal year (see page 14). Here s what it will look like: 7

9 Total Time - Check for unusually long periods of time spent in one session and/or ZERO time spent. When the time is exported into the report, it appears as military time. Unusually long total time will appear when the Options Counselor forgot to indicate AM or PM of the start/stop time. Correcting Progress Note Errors - When errors are found in the Options Counselors Start/Stop times, ask them to add a correction note to the Getcare ID record where the error occurred. The note should have the same encounter date as the one being corrected, and it should not have any recorded time (total time = 0:00). Therefore, when 0:00 appears as the total time in the exported report, it serves as a flag that the Options Counselor added a correction note. Be sure to reference the encounter date to adjust the reported time. Below is an example of both the long time & the zero time (see last column): Tip: Use conditional formatting to highlight the 0:00 in OC Billing Reports: Once you select the cells that you want to format (in this case Total Time ), you can find the Conditional Formatting drop down on the ribbon. Here, you can create a rule to color cells that fit within a certain range, or equal to a value (=0). 8

10 Select New Rule Then select Format only cells that contain Cell Value equal to (then click a cell in the Total Time column with a value 0:00) 9

11 Hit Enter then click Format Select option for fill and select the color you wish to use. Click OK 10

12 Your 0:00 values, which indicate a correction was made, will now be highlighted. 11

13 You can repeat these steps using the greater than value for excessively long times too. Missing Work/Enrollments If the total time appears significantly less than what was expected, make sure that all the clients have been properly enrolled. Instructions for enrolling clients begin on following page (10). 12

14 Directions for enrolling customers in Options Counseling Enrolling customers in Options Counseling (OC) is a crucial step in order for the District Centers (DCs) to be able to report on the services provided to those customers. If the customers are not officially enrolled, then the reports will not capture the services that DC staff has provided to them, even if those services are properly entered in the case notes. For purposes of this document, I will use a fictional customer, Michael Test. Step 1: Go to the Service Tab in the Care Tool Once the customer has properly been entered in the Call Module, and the OC staff has entered as much information as possible, then the customer is ready to be enrolled. At that point, staff needs to go to the Service tab, which will look like this: 13

15 Step 2: Choose the right Fiscal Year (FY) in the Filter enrollments for menu. For the customers that DC staff started providing OC services in June 2012, go to the Filter enrollements for drop-down menu and select the All enrollments for the past fiscal year option: For all customers that DCs are providing services starting in July, 2012, then keep the automatic selection All enrollments this fiscal year and continue with Step 3. Step 3: Enroll the customers in FY Once you click on the All enrollments for the past fiscal year option, then on the large field below Agency, select the name of your organization followed by - options counseling. In this example, since I work for Multnomah County, the name of the agency shows up as Multnomah Options Counseling. 14

16 Then, click on the Add Enrollment(s) button. 15

17 That will take you to a new screen where you are required to add three different dates: (1) First Service Use Date, (2) Service Start Date, and (3) Service End Date. For customers in the past FY , for (1) Service Use Date, enter the first date when staff had the first encounter with the customer in June For customers in the current FY , keep the default date. For customers in the past FY , for (2) Service Start Date, enter the same date as for (1). For customers in the current FY , keep the default date. For customers in the past FY , for (3) Service End Date, enter June 30, 2012, which is the last date of the Fiscal Year For customers in the current FY , keep the date unfilled. For customers in the past FY , in the Status column, keep the default setting: Past Active. For customers in the current FY , keep the default setting Active. 16

18 Then click on the Add New Enrollment Record button immediately below. This is the image: Step 4: Verify. Once you enroll the customer in the correct Fiscal Year, then the screen will change and show these fields: Service, Fiscal Year Status, Start Date, and End Date [if applicable]. If you enrolled a customer in the past FY , after you complete Step (3) the screen in the Service tab will go back to the default, which shows the enrollment for the current Fiscal Year To verify that you actually enrolled the customer in the previous FY , repeat Steps (1) and (2). If you were successful in your enrollment, then the screen will look like this: 17

19 Things to watch out for: Duplicated Enrollment in FY One of the causes of duplication of the progress notes, seen in the monthly Options Counseling invoices, is when one client has multiple enrollments for the same fiscal year. Therefore, it s important Options Counselors do not create more than one enrollment for the same, agency, during the same fiscal year. If a client had a previous enrollment for the current fiscal year, and the client s enrollment was closed, remove the end date, mark them as active, and make sure the client is re-assigned to the appropriate Options Counselor. Below is how this should appear in the service tab: 18

20 If you see more than one enrollment per fiscal year (for the same AGENCY) in a client s record, please patty.mcgovern@multco.us with the client s Getcare ID. Here s 2 samples of what duplicate enrollments look like: OR 19

21 If you still have problems with the enrollment, please contact Patty McGovern at or x

22 Oregon Project Independence (OPI) Risk Assessment Procedures For District Centers v. 2.0 August 6, 2012 The purpose of this document is to clarify how the Risk Assessment procedures should be used for customers who are either on the OPI waiting list or already receiving OPIfunded services. The State Aging and Persons with Disabilities (APD) Office has provided the following guidance regarding the Risk Assessment Tool (RAT): It should be used for individuals on the waiting list, completed again at the time of the OPI intake, and annually thereafter for everyone on OPI. For individuals who are on the OPI waiting list, APD has also indicated that they should receive the RAT every six months. Based on this guidance from APD, the Procedures for the utilization of the RAT by the District Centers (DCs) should be: Section 1: For individuals on the OPI waiting list: 1. Individuals on the OPI waiting list should be receiving Options Counseling (OC) services until they move to the OPI intake process. 2. District Centers staff will conduct the RAT with them when they are first placed on the waiting list, and once every six months thereafter. 3. DCs staff will enter the results of the RAT in the Care Tool, under the Assessments tab, in the OPI Risk Assessment link. 21

23 4. Once the options counselors enter all the data in the OPI Risk Assessment screen, they need to save the information by clicking on the Save and Complete button at the bottom of the page. The Care Tool will automatically add up the score for the assessment. The Care Tool will also save the assessment with the date in which it was completed and saved. 5. Once the OPI RAT is saved in the Care Tool, the options counselors can generate a.pdf document by clicking on the Print PDF link located immediately to the right of the Save and Complete button, at the bottom of the page. After they click on the Print PDF link, they need to select the Save option and choose the folder in which they want to save the assessment and rename the file. 6. The last step is for the options counselors to the.pdf file of the OPI RAT to the ADSD Contracts Deliverables mailbox as they have been routinely doing in the past. 7. If the person is still on the OPI waiting list six months after the initial OPI RAT, the options counselors need to conduct another assessment, also on the Care Tool (See Step 3 on this section). When the counselors open the OPI Risk Assessment tab, they will see the results of the most recent assessment, but the Previous Assessments box will display the message Current. 22

24 The counselors can then replace the previous results with the new ones, and then click the Save and Complete button when they finish the assessment (See Step 4 on this section). 8. Then the counselors can generate a.pdf file and submit it to ADSD (See Steps 5 and 6 in this section). Section 2: For individuals who are moving from the OPI waiting list into OPI-funded services: 1. When this happens, the individual is considered to be moving from the OPI waiting list to the OPI intake. At that point the individual will receive another OPI RAT, regardless of when he or she received the most recent one. 2. To enter and submit the OPI RAT in this situation, please follow Section 1: Steps 3 through Once the intake process is complete, the options counselors will enter a final progress note indicating the change to Long-Term Care Coordination services (OPI case management), disenroll the customer in the Care Tool, open the new OPI case in Oregon Access (OA), and conduct a CA/PS assessment with the individual once his/her case is up and running in OA. Section 3: For individuals who are receiving OPI-funded services: These procedures are currently in development. Until ADSD issues the appropriate procedures, DCs should continue to create these customers RATs around the date of the anniversary of when 23

25 their OPI cases were opened, using the electronic version of the RAT that is posted in the ADSD Provider Web Page. 24