Care Notes Online Help Manual

Transcription

1 Table of Contents Introduction... 1 Logging into Care Notes Online... 2 Clients Tab... 3 Client Info... 4 View Encounters... 5 Clients Tab Create Encounter... 6 Create Encounter... 7 Administrative Panel... 9 Manage Caregivers Edit Caregivers Editing a Caregiver s Information Change Password Assign Clients to Caregivers View Assigned Clients Manage clients Create New Client Client Edit Print Client ID Card Manage Disabled Clients Setting up Access From a Smart Phone

2 Care Notes Online creates an online log of caregiver activities which can be shared with a client s family or with an insurance carrier. In addition to creating caregiver notes, Care Notes Online integrates with Lifesaver App to create a complete medical record for a client. The home healthcare agency has the choice between the Care Notes as a standalone or including the online medical record through Lifesaver App. If the home healthcare agency chooses to create a medical record through Lifesaver App, we suggest that you enter clients through the Care Notes Online interface so that you establish a username and password. Once you have established a username and password combination, medical record information can be entered through Lifesaver App. When you sign up for Care Notes Online, you are asked to provide the names of individuals that you wish to have manager access to Care Notes Online. As part of the initial training and setup fee, Care Notes Online will set up your agency and the managers/passwords that you designate. The shortcut to Care Notes Online is: The shortcut to Lifesaver App is: This shortcut can be installed to an unlimited number of computers/cell phones. When a cell phone issues to access Care Notes Online, the software recognizes that the interface is being accessed from a cell phone and will present a slightly different interface for data entry from cell phones. If you want to view the client logs from a cell phone, we suggest that you download the Microsoft tag from this website onto your cell phone: 1

3 Logging into Care Notes Online 1. There are two levels of access for Care Notes Online: manager and caregiver. With the manager access, you can access all levels of Care Notes Online including adding clients and caregivers. With caregiver access, a caregiver can only access the clients assigned to them and enter encounter notes. They cannot access the other features of Care Notes Online. During initial setup, at least one person from the home healthcare agency must be set up with manager access. 2. When you click on the Care Notes Online shortcut, this login screen appears. Type the username that you chose when you signed up for Care Notes Online. 3. Type the password that you assigned when you signed up for Care Notes Online. The password will appear in encrypted format. 4. Click the Logon button or press Enter. 2

4 Clients Tab 1. When you login to Care Notes Online as a manager, you will immediately be taken to the Clients tab on the menu. The list of clients assigned to your agency will appear. You have three choices on the screen. 2. Client Info pressing this button takes you to a screen where you can view/edit the demographic information for this particular client, View Encounters or Create Encounter. 3. View Encounters pressing this button takes you to a grid of all of the encounters that have been recorded for this client. From this grid, you can edit or delete encounters that have been recorded. 4. Create Encounter from this screen, you can create an encounter for this particular client. When it is saved, the managers login will be used as the caregiver name. 3

5 Client Info 1. From this screen, you can choose to edit the client information. This means that you will be changing the demographic information. Once you have changed/edited any information, make sure to hit Save. 2. From this screen, you may also choose to create an encounter for the client. When you click Create Encounter, you will be taken to the encounter screen. 3. View Encounters from the screen, you can view the grid of encounters (client history) and choose to edit or remove any of them. 4

6 View Encounters 1. On this grid, a manager can view the encounters that have been recorded for a particular client. 2. On the left side of the grid, there is the browse button. This button allows you to view the encounter for a particular date. 3. Next to the browse button is a pencil icon. When you click this icon, the encounter screen will appear. You may edit/change any of the options on the encounter screen that have previously been chosen. Be sure to save your changes. 4. The trashcan icon allows you to delete a particular encounter. Be sure to use this icon judiciously as encounters, once deleted, cannot be recalled. 5. One of the most important parts of the Care Notes Online system is the ability to put in notes aimed at either healthcare or caregiver-specific notes. This particular icon, a reverse ^, allows you to view just the notes recorded with an encounter. 5

7 Clients Tab Create Encounter 1. When the list of clients is displayed, you can create an encounter for a particular client by clicking on the Create Encounter button. When this encounter is created, it will be created with the name of the person associated with the username. In other words, if a manager is logged in, the encounter will be created with the manager s information not a caregiver s information. 2. Remember, notes can be created either through using a computer with Internet access or through accessing the website with a smart phone. 6

8 Create Encounter 1. Time card Care Notes Online will automatically default the date to the system date. You do not need to click in this box unless you want to back date and encounter. Click in the time-in box and use the drop-down provided to record the time that you arrived at a client s house. Once you have a time recorded in the box, you may edit the time by clicking in the box. When you have finished, Care Notes Online will calculate the hours worked. 2. Work your way through the boxes provided, clicking on the captioned button. This will fill the check box with blue. 7

9 Create Encounter 1. Near the bottom of the screen, there is a section for Notes. We have divided the notes capability into two parts, health notes and caregiver notes. From the perspective of the client s family, this is probably the most important part of Care Notes Online. In this section, you would want to record any information about the patient's health such as the fact that the dentures are fitting appropriately or that the client is complaining of back pain. In the caregiver notes, you might want to record information about the clients mood/attitude, response to a new gift or a request by the client. This is your opportunity to inform the family of the day-to-day functioning of the client. Notes can be recorded by typing in the box or using DragonDictate to dictate a note. In addition, if you have a Tablet PC, you can hand write a note which Care Notes Online will transcribe and type into the box for you. 2. On the bottom of the screen, you can record information about transportation provided including odometer readings and purpose of the trip. 8

10 Administrative Panel 1. Administration Panel tab allows you to insert information for the caregivers and for the clients. You will be performing this function as part of your initial setup. Before you can record an encounter note for a client, you have to enter the caregiver information, the client demographic information and assign the caregiver to the client. 9

11 Manage Caregivers 1. Click Administration Panel tab. 2. Under Manage Caregivers category, click Create a New User button. 3. User name: the username should be a combination of letters and/or numbers with no spaces. For example, your agency might want to decide that every caregiver will be listed with the first initial of their first name and their entire last name. Joel Smith would be listed as jsmith; John Jones would be listed as jjones. We strongly recommend that you use the same methodology for every caregiver. 4. First name: this is self-explanatory. Type the caregiver's first name. 5. Last name: this is self-explanatory. Type the caregiver's last name. 6. address: in phase 2 of Care Notes Online, we will include the ability for the client to the caregiver and for the agency itself to send mass s to the caregivers. 7. Account role: you must choose between two levels of access. 10

12 Caregiver: a caregiver can access the records assigned to them for their clients and enter encounter notes. They cannot add or change information for their clients demographics or access clients that are not assigned to them. Manager: a manager can enter and edit client records. The manager can add and edit caregivers. The manager can assign caregivers to clients. 8. Password: as with username, Care Notes Online suggests that you use a standard format for creating passwords for both your caregivers and your clients. The passwords must be at least eight characters/numbers. For your caregivers, you might want to use their entire birthdate such as or you might want to use a combination of characters and numbers such as js for Jill Smith born on September 8, We suggest that you decide the way that you want to maintain consistency prior to starting caregiver entry. 9. Click the Save icon. 11

13 Edit Caregivers 1. Disable when you disable a caregiver, the information is saved online but will no longer appear on your active caregiver list. You will have the option of enabling this caregiver in the future. 2. View Details this button allows you to view the setup details for a particular caregiver. 3. Reset Password if a caregiver has forgotten his/her password, you can reset the password and copy and paste it into an to the caregiver. 4. Delete User this button allows you to permanently delete the caregiver from Care Notes Online. 12

14 Editing a Caregiver s Information 1. Once a caregiver or manager is logged on, their personal information can be edited/changed by clicking on the link at the top of the screen. 13

15 Editing a Caregiver s Information 1. When you click on the link in the upper part of the screen, this edit screen will appear. You can change the name address or other demographics of the caregiver or manager who is logged in at the time. 2. Make sure to click save when you're done. 3. You can also choose to change the password for the caregiver or manager by clicking on the Change Password link. 14

16 Change Password 1. On this screen, you can change the password of the caregiver or manager with logged in to Care Notes Online. 2. Make sure to write down your new password. 3. Click Change Password button to save the new password. 15

17 Assign Clients to Caregivers 1. Click Administration Panel. 2. Under Manage Caregivers category, click the Assign Clients to Caregivers button. 3. On the left side of the screen are the caregivers that you have entered for your agency. Click on the caregiver on the left side of the screen so that they are highlighted. 4. On the right side of the screen, enter the username and pin number of the client that you want to assign to this caregiver. Click the Search button. 5. When the client's name appears on the screen, click the Add button. This will add/assign the client to the caregiver. You should see the client appear on the screen when the caregiver is highlighted. 6. To delete responsibility from a caregiver, click the trashcan under DEL. This will un-assign a client to a caregiver. 16

18 View Assigned Clients 1. Click Administration Panel. Under Manage Caregivers category, click the View Assigned Clients button. 2. The screen will appear that shows the caregiver and then the clients/patients that are assigned to a particular caregiver. 17

19 Manage clients Create New Client 1. Click Administration Panel. 2. Under the Manage Clients category, click the Create New Client button. 3. When you enter this screen, you will notice that there are certain fields that are in blue. These fields are required. Every other field on the screen is optional. There are three security features built into the client entry: username, password and pin number. With the username and password, a client's family can change the demographic information and can choose to enter an entire medical record through the Lifesaver App program. With the username and pin number, a client's family or a physician can access the caregiving notes in a report (read-only.) 4. Username: as with caregivers, we suggest that you use a consistent methodology to assign a user name. You might use the first initial of their first name followed by their last name. Username should be input without spaces. On the other hand, if you have an account number assigned to your client, you might use the account number. 5. Password: the password is required to be eight characters or numbers. Some people use the birthdate as the password. You can also use a combination of birth date and characters. If you 18

20 give the password to a client's family, they will be able to access the demographic screen through LifeSaver App and make appropriate changes. They will also have the option of signing up for the online medical record through LifeSaver App. A client s family will require the username and password to access LifeSaver App. 6. Access pin: the pin number is used when a client's family or physician once to access the care notes report. To access the care notes report, it is required that you enter the username and pin number. 7. First name: this is self-explanatory. 8. Last name: this is self-explanatory we are requesting an address for the client so that we can communicate to the client. If the client does not have an address, input the address of the main family member. 10. Click the Save icon. 19

21 Client Edit 1. Click the Administration Panel tab. Under Manage Clients, click the Edit Client button. 2. Care Notes Online presents a screen where you can enter the username and password for the client whose demographics that you want to edit. 3. When you have finished, click the Login button. 4. Make the desired changes to the client s demographic screen and click Save. 20

22 Manage Enabled Clients 1. Click the Administration Panel tab. Under the Manage Clients category, click the Manage Enabled Clients button. This particular screen allows you to perform functions for the active client list. You can choose to print an ID card to a PDF file and it to the client s family. Using the ID card, a client s family can access the care notes weekly on a smart phone. When the Microsoft tag embedded on the ID card is scanned with a smart phone, Care Notes Online will load the encounter logs for the previous week. 2. Disable client this button allows you to disable the client s record. It does not delete the client from the Care Notes Online system. It suppresses the client information from queries and reports. 3. Change Subscription Care Notes Online provides two levels of subscription. If the home healthcare agency wants to provide encounter notes only, the subscription will read CareNotes; if the home healthcare agency also wants to provide the online medical record plus the encounter notes, the subscription will read LifeSaver. A subscription to Care Notes Online only is $4/month per client. A subscription to Care Notes Online plus Lifesaver App is $10/month per client. The subscription level is controlled through this screen. 21

23 4. When the home healthcare agency chooses to include the Lifesaver App online medical record, the initial username/password should be set up through Care Notes Online. Once the username and password has been established, they can be used to log into Lifesaver App 22

24 Print Client ID Card 1. As a shortcut to access care notes records, you can print a client ID card to a PDF file and it to a client's family. They can print the client ID card to a color printer and use the Microsoft tag capability to immediately access one week s worth of care notes using a smart phone. 2. When you send the PDF file to the client's family, instruct them as follows: A. Print the ID card to a color printer. Put a copy of the ID card where you'll want to access it - your wallet, the refrigerator, on your desk. B. Download the following app to your smart phone: 23

25 C. Once the icon for Microsoft tags is on your smart phone, click on the icon and then hold your phone up to the client ID card. It will scan the card and automatically load the last week's worth of care notes for that client. 24

26 Manage Disabled Clients 1 Print ID Card - Click the Administration Panel tab. Under the Manage Clients category, click the Manage Disabled Clients button. This particular screen allows you to perform functions for the active client list. You can choose to print an ID card to a PDF file and it to the client s family. Using the ID card, a client s family can access the care notes weekly on a smart phone. When the Microsoft tag embedded on the ID card is scanned with a smart phone, Care Notes Online will load the encounter logs for the previous week. 2 Enable Client - if you have previously disabled access to a particular client, you can re-enable access using this button. 25

27 Setting up Access From a Smart Phone: If you wanted to add notes over your iphone 3GS or similar smart phone, here is how you would do it: 1. Go into Safari and add this link to the browser at the top: This is the link to the main website but it will notice that your accessing it from a cell phone. The page that loads is optimized for a smart phone. It will look much the same as the computer page but it's actually accessing a different site. 2. Once it loads the login screen, there is a button at the bottom that looks like an open box with an arrow pointing to the right. On my iphone, it was the third icon from the right. (I don't know what that's supposed to represent) Click on that button. 3. On the next screen choose, Add to Home Screen button. This adds the Care Notes Online icon to your iphone homepage. From that icon, you can access the care notes site and add notes to any of your clients from your cell phone. Inputting Caregiver or Health Care Notes from an iphone Using Dragon Dictation to copy and paste notes to Care Notes Online. 1. Click on Dragon Dictate and record a note in Dragon. Click Done. 2. When text appears, click on icon in bottom right corner. Select copy. 3. Log onto CareNotes: 4. Click on Clients, scroll down. Under client s name, click on New Encounter. 5. Scroll down to notes. Click twice inside Health Notes box. This may take a couple of tries. 6. When key pad comes up, double-click again in box and 'PASTE' will pop up. Click on paste and done. 7. Click Save. 26

28 Index Access pin, 20 Administration Panel, 10, 11, 17, 18, 19, 21, 22, 26 browse, 6 caregiver access, 2 caregiver activities, 1 caregiver notes, 1, 9 cell phone, 1, 27 client ID card, 24, 25 Create Encounter, 3, 5, 7, 8, 9 demographic, 3, 5, 10, 19, 20, 21 DragonDictate, 9 encounter notes, 2, 12, 22 encrypted, 2 health notes, 9 initial setup, 2, 10 levels of access, 2, 11 Lifesaver App., 1 login, 2, 3, 27 Manage Caregivers, 11, 17, 18 manager, 1, 2, 3, 6, 7, 12, 14, 15, 16 manager access, 1, 2 medical record, 1, 19, 20, 22, 23 Microsoft tag, 1, 22, 24, 26 password, 1, 2, 13, 15, 16, 19, 20, 21, 23 smart phone, 7, 22, 24, 25, 26, 27 transportation, 9 trashcan, 6, 18 username, 1, 2, 7, 11, 12, 17, 19, 20, 21, 23 View Encounters, 3, 5, 6 27