Tellus EVV Introduction and Dashboard TRAINING REFERENCE GUIDE

Transcription

1 Tellus EVV Introduction and Dashboard TRAINING REFERENCE GUIDE REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA

2 TELLUS EVV System Training Reference Guide Table of Contents TRAINING GUIDE ACRONYMS AND DEFINITIONS... ii 1.0 TRAINING OVERVIEW Training Goals and Outcomes Goals Learning Outcomes Training Documentation GETTING STARTED Overview General Requirements Log In Home Page Overview Banner Line Visit Status Weekly Visits Visit Per User Home Page Schedule Schedule Panel Maximize Icon Home Page Navigation Home Page Home Users Recipients Schedule Visits Claims Portal Services Reports Report Screen Export Report To Excel Log Out APPENDIX A Applications Icons and Usage REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page i

3 TELLUS EVV System Training Reference Guide TRAINING GUIDE ACRONYMS AND DEFINITIONS ACRONYMS AHCA Agency for Health Care Administration CSR Customer Service Representative CSV Comma Separated Values EMM Enterprise Mobility Management EVV Electronic Visit Verification FAQ Frequently Asked Questions FMMIS Florida Medicaid Management Information System GPS Global Positioning System HH Home Health Visits HIPAA Health Insurance Portability and Accountability Act (1996) SFTP Secure File Transfer Protocol SMS Short Message Service URL Uniform Resource Locator DEFINITIONS Hover Log In Login Log Out A rollover indicator on a computer screen that activates a point that will be affected by input from the user. The procedure of entering one s login information, such as User ID and password, to access the Tellus EVV System. The set of User ID and Password combination that provides a user access to the Tellus EVV System, with personalized permissions. The procedure to conclude use of the Tellus EVV System. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page ii

4 1.0 TRAINING OVERVIEW This guide has been prepared by the Centric/Tellus team sponsored by AHCA and is intended to train service providers on the installation, operation, and functionality of the Electronic Visit Verification System. The AHCA EVV System, training, and support is supplied free of charge to all Florida fee-forservice home health providers. The appendix at the end of the document explains all the icons mentioned throughout the guide, see Table 5. The Agency for Health Care Administration has approved the content and supported the publication of this Reference Guide. 1.1 Training Goals and Outcomes Goals To provide the AHCA EVV System users with the necessary knowledge and skills required to operate the EVV System Learning Outcomes At the end of this tutorial, participants should be able to successfully: Use and operate the Electronic Visit Verification application to schedule, process, and submit claims in accordance with Florida Medicaid policies Navigate to the AHCA EVV application training and support web site Log in to the Tellus EVV Dashboard Operate and utilize the dashboard Run, download, and print designated reports Import and export files to various formats Provide training to other users Provide training for direct caregivers Log off the system correctly 1.2 Training Documentation All the training documentation for the AHCA EVV System can be accessed at the product web page, REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 1

5 Figure 1: Agency for Health Care Administration Electronic Visit Verification Home Page REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 2

6 2.0 GETTING STARTED 2.1 Overview This section details how to access the Tellus EVV system, the basic set up, and an explanation of features and guidelines. Tellus EVV is the EVV mobile application and throughout this document will be referred to as the EVV mobile app. 2.2 General Requirements Each provider must designate an EVV System administrator during the registration process. The administrator will be able to create login ID s for internal users. The login ID s consist of: Account Code, User Name, Password. 2.3 Log In Once you have received your login information, you will receive the URL to access the system. Enter the login information from 2.2 to log into the web interface. 1. Navigate to the Tellus EVV Dashboard URL. 2. The login screen in Figure 2 will open. 3. Enter your: Account Name User Name Password For security purposes, your password will not show on the screen. You can select Remember me if desired. 4. Click < Login> The main screen view will open. See Figure 3 Figure 2: EVV Dashboard Login Screen Figure 3: Main Screen View REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 3

7 This section gives a full tutorial of the dashboard from accessing the system to exiting the system. Figure 4: EVV Dashboard Purpose of the Dashboard The dashboard is the front door of the application and it is designed to display a quick snap shot of system real time data. It displays caregivers schedule. It serves as the point of entry after logging into the system. It has a main menu which houses primary buttons that allow access. These access points have drop-down options to enable navigation to various sections of the application. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 4

8 3.1 Home Page Overview This section gives a full tutorial of all sections of the Home Page. Figure 5: Home Page Screen Banner Line Visit Status Weekly Visits Visits Per User Home Page Schedule Schedule Panel Maximize Icon REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 5

9 3.1.1 Banner Line Displays the EVV Dashboard title, left justified, and the provider s name, user name and a picture of the user if available. This feature confirms which agency user is logged in, as you can log in to multiple. Figure 6: EVV Dashboard Banner Line Visit Status This is the top section of the page, which sits below the banner line. It displays a table with the summary of visits based on: o Total Visits o Completed Visits o Late Visits o Not Completed Visits Figure 7: Visit Status Bar Table 1: Visit Status Elements Visit Total Visits Completed Visits Late Visits Not Completed Visits Description The total number of visits for the period. The total number of completed visits for the period. The total number or recorded late visits for the period. The total number of visits not completed for the period. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 6

10 3.1.3 Weekly Visits Figure 8: Weekly Visits Home View The Weekly Visits section is below the Visit Status section shown in Figure 8. Displays the visits by day for the past seven (7) days. A color legend to the right of the bar chart reports the visit status, Figure 9. Each bar chart displays the total number of visits by day, along with completed or not completed visits in the same day. This will give the user a visual indicator as to the number of daily visits and the productivity of those visits day-by-day, on a weekly basis. Hovering over each bar chart displays the day and amount of visits completed for that period. Figure 9: Graph Legend REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 7

11 Table 2: Weekly Visit Graph Layout Summary 1 st column Description Average Visits Per Day Gives overall visits completed on a daily basis. Average Late Visit Per Day Gives overall late visits view on a daily basis. 2 nd column Average Time Per Visit Gives average time spent on each visit for the period. Average Cancellations Per Day Gives average visit cancellations on a daily basis. Weekly Visits Panel Maximize Icon Allows the user a close-up view of the weekly visits. Figure 10: Weekly Visits Zoom-In View Visit Per User Figure 11: Visit Per User REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 8

12 Displays the amount proportional to the quantity of visits scheduled per user. It has a legend that is color coded by user s name as in Figure 12. It also contains a single select pull down menu for the period as in Figure 13. Figure 12: Graph Legend Figure 13: Visit Per User Drop Down Visit Per User Panel Maximize Icon Allows user close-up view of the data as in Figure 14. Figure 14: Visit Per User Zoom-In REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 9

13 3.1.5 Home Page Schedule Displays all scheduled visits at a glance. Figure 15: Schedule Home Page View Displays the scheduled visits based on the single select pull down menu. Figure 16: Schedule Drop-Down List The Schedule section of the home page provides the user the ability to view the schedule based on the time period selected as in Figure 16. The view also displays the number based on the selection of rows per page. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 10

14 Select the symbol to access the visit details for a scheduled appointment. Figure 17: Individual Visit Dialogue Box Figure 18: Individual Visit Detail REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 11

15 3.1.6 Schedule Panel Maximize Icon Allows user a close-up view of the upcoming schedule as shown in Figure 19 Figure 19: Schedule Zoom-In View REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 12

16 3.2 Home Page Navigation Home Page The home page allows the user to access drop-down buttons that navigate to other pages/functional areas of the application. The Menu Bar has the following navigation on the left-hand side of the home page displayed vertically as: o Home o Users o Recipients o Schedule o Visits o Claims o Services o Reports o Logout Accessing the Menu Bar 1. Select the <Main Menu> which opens the menu bar for navigating. Figure 20: Home Page Menu Bar REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 13

17 3.3 Home The will return the user back to the home screen. Figure 21: Home Screen View 3.4 Users Individuals who interact with the EVV. Figure 22: User Screen Lists all users (x). The Status column displays the status for each user; Active or Inactive. Clicking the status icon, will change the status from Active to Inactive, or vice-versa. User can sort alphabetically in ascending or descending order. The admin can Add User at any time. User can select the number of Rows Per Page displayed in increments of 10. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 14

18 Accessing Users Page 1. Click <Users> on the Menu Bar. 2. With a single click the Users screen opens as in Figure 23. Figure 23: User Screen View Adding a New User 1. Select the to add a new user. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 15

19 2. The Add User screen opens. * indicates required fields 3. Enter all required fields. 4. Status can be Active, Inactive or Force change password. It is recommended that you use Force change password for new users to the system. 5. Select roles: Admin - Full access Monitor view and print only blank - Caregiver 6. Click <Save> or <Cancel> if necessary. 7. You will receive a New User successfully added message. Figure 24: New User Screen Changing and Editing User ID and Password Allows the User to change old or existing password to a new password, edit or delete a user. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 16

20 Editing a User 1. Enter <User> screen. Select user to be edited. 2. Select three dots icon. 3. Dialog box opens, select <Edit User>. Figure 25: User Dialog Box 4. The <Edit User> screen opens, edit all necessary fields. Figure 26: Edit User Screen 5. Click <Save> or <Cancel> if necessary. 6. You will receive User successfully updated message. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 17

21 Resetting a Password 1. Click <Users> on the Menu Bar. 2. Select the user whose password will be changed. 3. Select the three dots icon. 4. Reset Password option will display, Figure 27. Figure 27: Change Password Screen 5. The Reset Password dialogue box will open, confirm that you are resetting a password. Figure 28: Reset Password View Path 6. Select the <Reset Password> option. The user will be sent either an or text message to their phone number depending on the setting in the user profile. Figure 29: Reset to or Phone Option in the User Profile 7. When prompted, user can enter the new password. 8. Password reset is completed. 9. You will receive Reset password for user permanently message. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 18

22 Delete User 1. Click <User> page from Menu Bar. 2. Select user to be deleted. 3. Select the three dots icon. 4. Select <Delete> to delete user, Figure 30. Figure 30: Delete User Screen 5. Remove User Dialog box opens, select <Remove>. Figure 31: Remove Recipient Dialog Box 6. You will receive a User deleted permanently message. 7. User is deleted permanently. Caution: Once a user profile has records associated with it, the User cannot be deleted. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 19

23 Importing User CSV File 1. From the <Menu> select User. Hover over the add button and select the Import CSV button. Figure 32: Import User CSV Button 2. The window in Figure 33 will open. Press the Browse button to select the CSV file to be imported. Figure 33: Import Recipients Window 3. Below is a list of required fields to be imported. The header line of the CSV file must have these listed in the order exactly as in Table 3: Table 3: CSV Import File Field Layout and Requirements Field Name Sample Data Restriction firstname Jose Required lastname Ortiz Required username jortiz Required jortiz@4tellus.com Required as format. phone Required as phone number format phonepin 0000 medtproid Required caretp RN CAN,LPN,Other,RN pwreset PHONE PHONE, status ACTIVE ACTIVE, INACTIVE Table 3, above, lists the field name for each column, shows a sample data and lists any restriction for that field. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 20

24 Caution: Each field must be placed in the order as listed above. 4. The CSV file for import must conform as follows: Header Line Figure 34: CSV File Header 5. The image in Figure 35 shows you an example of an import file. Figure 35: Example of CSV Import File Note: A random password will be generated by the AHCA Tellus EVV system and ed to the address provided for each user. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 21

25 6. When you select Import CSV, the window in Figure 36 will open. Figure 36: Import Users File Selection Window 7. Select the file ready for import. Figure 37: Import User CSV file 8. The file will show in the select or drop files field. Figure 38: Import USER CSV Selected for Import 9. The file you select will be displayed in the Import User s window. Select. If the import was successful, a message will display, User file imported. If there was an error, the error message window in Figure 39 will open. Figure 39: Users Import Error Window REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 22

26 3.5 Recipients Persons receiving or enrolled to receive Medicaid services. Figure 40: Recipient List This page displays all recipients (x) where x is the number of recipients in the application. The user can add recipient, edit or delete. The user can search for recipient, sort in alphabetical ascending or descending order, and select the Rows per page in increments of 10. Accessing Recipient Profile 1. Select <Recipients> on the Menu Bar. 2. The list of recipients and demographics (personal information) will open, Figure 41. Figure 41: Recipient Profile View REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 23

27 Adding a New Recipient 1. Enter the <Recipients> page from the Menu Bar. 2. Select the to add a new recipient. 3. The Add Recipient screen opens. 4. Enter all relevant information in Figure Click <Save> to complete entry. 6. Select <Cancel> if necessary. Figure 42: Recipient Add Screen REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 24

28 7. You will receive a New recipient x added successfully message. Figure 43: New Recipient Profile REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 25

29 Editing a Recipient 1. Enter <Recipients> page from the Menu Bar. 2. Select recipient to be edited. 3. Select the three dots icon. 4. Click <Edit>. Figure 44: Recipient Edit Selection 5. Edit all fields applicable then click <Save> or <Cancel>. Figure 45: Recipient Edit Screen REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 26

30 Deleting a Recipient 1. Enter <Recipients> page from Menu Bar. 2. Select recipient to be deleted. 3. Select the three dots icon. 4. Select <Delete>, Figure 46. Figure 46: Recipient Screen to Select Delete 5. Remove Recipient Dialog box opens, select <Remove>. Figure 47: Remove Recipient Dialog Box 6. You will receive a Recipient x deleted permanently message. 7. Recipient is deleted permanently. Caution: When recipients are manually entered, they can be deleted as long as there are no visits scheduled for that recipient. After a visit has been scheduled, that recipient can no longer be deleted. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 27

31 Importing Recipient CSV File 1. From the Menu select Recipient. Hover over the add button and select the Import CSV button. Figure 48: Import CSV Button 2. The window in Figure 49 will open. Click the Browse button to select the Recipient CSV file to be imported. Figure 49: Import Recipients Window 3. Below is a list of the fields required to be imported. The header line of the CSV file must have these exactly in the order as shown in Table 4. Table 4: Recipient Import Summary Table Field Name Sample Data Restriction firstname Fred Required lastname Weekly Required gender MALE Required dateofbirth 1/2/1963 as m/d/yyyy Required internalid Required externalid G Required addresses.address 4521 NW 79 th Avenue Required addresses.city Miami Required addresses.state FL Required as LL addresses.zip Required as ##### addresses.phonenumber Required as ######### emergencycontact.name Paul emergencycontact.phonenumber ######### emergencycontact.relationship Friend Parent, Child, Friend, Sibling, Spouse ONLY Table 4 above lists the field name for each column, shows a sample data and lists any restriction for that field. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 28

32 Caution: Each field must be placed in the order as listed above as this is most important 4. The CSV file for import must conform as follows: Header Line Figure 50: CSV File Header 5. The image in Figure 51 shows you an example of an imported file. Figure 51: Example CSV Imported File REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 29

33 6. When you select Import CSV, the window in Figure 52 will open. Figure 52: Import recipients File Selection Window 7. Select the file ready for import. Figure 53: File Selection View Figure 54: Import Recipients Dialog Box 8. The file you select will be displayed in the Import recipient s window. Select. 9. If the import was successful, a message will display, Recipient file imported. 10. If there was an error, the error message window in Figure 55 will open. Figure 55: Recipients Import Error Window REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 30

34 Additional Recipient Information The tabs <Emergency>, <Documents>, and <Addresses> are located on the top right side of the recipient s profile page, as shown on Figure 56. Figure 56: Additional Recipient Information Fields Documents Provides relevant information pertaining to recipient. Can be uploaded in Word or PDF format and records the file name and date uploaded. Figure 57: Documents Tab Uploading Documents 1. Select recipient. 2. Select to add document (s). Figure 58: Adding Documents REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 31

35 3. The <Upload Documents> screen opens, browse and upload the document. Figure 59: Upload Document Dialogue Box 4. Document is uploaded. 5. You will receive a Document x uploaded successfully message. Addresses This tab lists all addresses connected to the designated recipient. You can enter as many addresses as needed. Figure 60 shows a default address entered for a recipient. Figure 60: Address Screen REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 32

36 Adding a New Address 1. Select recipient. 2. Select to add a new address. 3. Figure 61 will open. 4. Enter all required fields. Figure 61: New Address Screen 5. Click <Create> to set up and <Cancel> to abort. 6. You will receive an Address added successfully message. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 33

37 Editing an Address 1. Select the address to be edited. 2. Select the three dots icon. 3. Click <Edit>. Figure 62: Edit Address Selection Screen 4. Edit all fields, then click <Update> or <Cancel> if necessary. Figure 63: Add Address Screen REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 34

38 Deleting an Address 1. Select the address to be deleted. 2. Select the three dots icon. 3. Click <Delete>. Figure 64: Delete Address View 4. The Remove Address Dialog box opens as in Figure Select <Remove>. Figure 65: Remove Address Dialog Screen 6. You will receive an Address deleted permanently message. 7. Selected address is deleted permanently. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 35

39 3.6 Schedule The schedule gives a view of the existing planned appointments. It provides the user the ability to view all scheduled appointments. Figure 66: Schedule Screen Schedule Home Screen This section provides the user with the ability to view the visitation plans in calendar form. This serves as a task and time-management tool. The user can add, delete or modify an existing appointment. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 36

40 Accessing the Schedule 1. Select the Schedule Button on the Menu Bar. 2. This brings you to the scheduling display screen, see Figure 68. Figure 67: Schedule- Menu Bar 3. The screen in Figure 68 will open with this month s scheduled visits. Figure 68: Schedule Display Screen REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 37

41 The schedule page displays the month and year in calendar form. To the left of the screen sits the options to allow calendar and schedule views. The schedule page view has in the upper right section four (4) stationary icon symbols for the <Today>, <Day>, <Week>, and <Month> views. List of active users of the system. The number of visits per user. The scheduled visit on the designated date with time values. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 38

42 The color-coded items (blue and pink) with a single click opens a detailed scheduled visit with time, date, name of recipient and other pertinent information Figure 69. Figure 69: Schedule Detail View Scheduling a Visit 1. Select <Schedule> from the Menu Bar. 2. Select to add a new visit. 3. Select the recipient from the client list. <Select Recipient>, then Click <Ok>. Figure 70: Add Vist Screen - Find Recipient REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 39

43 4. If there is only one address, the address will be selected. If there is more than one address, you will be able to select the address. Figure 71: Select Recipient Address 5. Click <Select diagnosis codes>. Drop down list opens select code click <Ok>. Figure 72: Select Diagnosis Window Caution: If a valid diagnosis code is not entered, the claim submitted may be rejected. 6. Select the date and time for the visit. Click <Ok>. Figure 73: Select Date and Time Screens REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 40

44 7. Select the calendar to choose the date. Click <Ok>. Figure 74: Calendar Screen 8. Select the start time. a. First, select the hours. b. Click <Ok>. Figure 75: Clock Display-Hour Setting REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 41

45 c. Next, select the minutes. d. Click <Ok>. Figure 76: Clock Display-Minute Setting 9. After entering time and date you are prompted to enter a duration which quantifies an end time. Click <Ok>. Figure 77: Date and Time Dialogue Box REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 42

46 10. Click <Select user>. Select <Find user> a dropdown list will open. Figure 78: User Dropdown List 11. The final step. Click <Select services with tasks>. 12. Click <Ok>. Figure 79: Services with Tasks Dropdown List REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 43

47 13. Select recurrent visits. Figure 80: Repeat Visit 14. If you would like to repeat the visit, click the Repeat Switch. 15. Select the frequency to repeat the visit. 16. Select how to repeat the visit. (i.e. every 2 weeks). Figure 81 Repeat Frequency Number 17. Select either by Occurrences or to end on a specific date. Figure 82: Recurrence End Selection 18. Select <Ok>. Figure 83: Select <OK> Dialogue Box 19. Select <Finish>. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 44

48 Editing a Visit 1. Select <Schedule> page from the Menu Bar. 2. Select visit to be edited ( must be a future visit, or it will be rejected). 3. The visit task pane opens as shown in Figure 84. Figure 84: Visit Screen 4. Select <Edit Visit>. Figure 85: Editing Visit Dialogue Box REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 45

49 5. The <Edit visit> screen opens. Figure 86: Edit Visit Screen View 6. Edit all necessary fields. 7. Click <Finish>, then <Ok>. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 46

50 Cancelling a Visit 1. Select the <Schedule> from the Menu Bar. 2. Select visit to be cancelled. 3. Select <Delete Visit>. Figure 87: Cancel Visit Screen Selection 4. Scheduled visit is cancelled. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 47

51 Complete a Visit 1. Select the <Schedule> from the Menu Bar. 2. Select visit to be completed. 3. Select <Complete Visit>. Figure 88: Complete Visit Screen Selection REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 48

52 5. When the Complete Visit screen opens, enter in the Enter your note field the reason the visit is being completed manually. Figure 89: Complete Visit Screen Figure 90: Completion Entry Fields 6. Select the Is visit complete? switch. 7. Enter the end time. 8. Select <Service status>, enter service start time and end time. 9. Select the <Task status>. 10. Click <Save>. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 49

53 3.7 Visits This section includes filters that search specific user and recipient visit details. When desired fields are entered, relevant information opens based on search criteria. List view, shows a list of visits as opposed to calendar view. Allows direct access from homepage to all sections of the home screen. Figure 91: Visit Screen Researching Visits 1. Select <Visits> from the Menu Bar. 2. Select search options, then single click <Find>. 3. The Visits screen will open. Select the time periods as in Figure 92. Figure 92: Visit Filter Screen REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 50

54 4. Select the desired status of the visits as in Figure 93. Figure 93: Selected Visits Status 5. If you leave the <Find users> field and <Find recipient> field empty, then all users and recipients will be selected. You may view specific users and recipients by selecting them. Figure 94: Visit Summary List REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 51

55 3.8 Claims Portal The Claims Portal serves is a screen where a user goes to access two main components. The two components are authorizations and complete visits. Selecting the Menu Bar to open access to the claims portal. There is a separate Reference guide available for the Claims Portal. This can be found in the AHCA portal as Tellus EVV Claims Portal Training Reference Guide under the Training Materials tab. Figure 95: Claim Portal Menu Button Note: Click on link to access the Claims Portal section. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 52

56 3.9 Services Identifies and describes home healthcare services a provider may render to a recipient. Figure 96: Service Menu Option and Screen Services Page View List of services that the administrator can add, delete and/or edit. It displays as a pull-down menu that the caregiver views on the mobile application. The administrator can add services with a code, name and assign task(s) to the service (this feature can be specific and tailored to the provider s discretion). This is the setup function in the dashboard that is tied to the EVV mobile application. Figure 97: Services Page Screen REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 53

57 Accessing Services Home Screen 1. Select the <Services> button on the Menu Bar to access the services home screen. This screen is used to view or edit existing services. 2. New services can be added by the administrator at any time. Figure 98: Services Home Screen Adding New Services 1. Select the services icon from the Menu Bar. Figure 99: Adding New Services Menu Selection REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 54

58 2. Select the to add a new service. 3. This will open the new service entry screen. Figure 100: New Service Screen 6. Complete both the code field and the name field as in Figure You will receive a Services successfully updated. Caution: If a valid diagnosis code is not entered, the claim submitted may be rejected. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 55

59 Editing a Service 1. Access <Services> page. 2. Select service to be edited. 3. Select three the dots to edit service item. 4. Select <Edit > in edit service task pane. Figure 101: Service Edit Selection 5. The <Edit service> screen opens, edit all necessary fields. Figure 102: Edit Service Screen 8. Click <Save> or <Cancel> if necessary. 9. You will receive a Service x edited successfully message. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 56

60 Deleting a Service 1. Access the <Services> page from the Menu Bar. 2. Select service to be deleted. 3. Select the three dots to delete the service. 4. The dialogue box opens, select <Delete>. Figure 103: Deleting Services View 5. The <Remove service> dialog box opens. Figure 104: Remove Service Dialog Box 6. Select <Remove> to delete service or <Cancel> keep the service. 7. When you click <Remove>, you receive a message that Service was deleted permanently message. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 57

61 Adding a New Tasks 1. Access the <Services> page from the Menu Bar. 2. Select the three dots to access the existing task. Figure 105: Dropdown to Access Edit 3. Select the to add a new task. Figure 106: Add Task 4. The <Add New Task> pane opens. 5. Enter all the required information and click <Save> or <Cancel> if necessary. Figure 107: New Task Screen 6. You will receive a message New task is added successfully message. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 58

62 Editing a New Task 1. Access the <Services> page from the Menu Bar. 2. Select the three dots to access the existing task. 3. Select <Edit >. Figure 108: Select Dropdown to Access Edit 4. Select service task to be edited. 5. Select <Edit task>. Figure 109: Task Edit 6. The <edit task> dialogue box opens. Figure 110: Edit Task Screen 7. Edit all necessary fields. 8. Click <Save> or <Cancel> if necessary. 9. You will receive a New service successfully updated message. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 59

63 Deleting a Task 1. Access the <Services> page from the Menu Bar. 2. Select task to be deleted. 3. Select <Delete>. Figure 111: Delete Option View 4. The Remove task dialog box opens, select <Remove> or <Cancel> if necessary. Figure 112: Remove Task Dialog Box 5. Remove deletes the task permanently. 6. You will receive a Service x deleted successfully message. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 60

64 3.10 Reports Two reports are available. 1. Visits Report - allows viewing, sort, filter visits, services, data, recipient and users. 2. Recipient Report - allows viewing, sorting and filtering of recipients. Figure 113: Reports Screen Report Screen Figure 114: Report Screen REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 61

65 Selecting Report Criteria 1. Select Date Range The report screen will open and select today s date. To change the date range, select the start date as shown in Figure 115. Figure 115: Select Start Date 2. Select the Visit Status. Figure 116: Report Status Selection 3. Select the user(s). Figure 117: Report User Selection REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 62

66 4. Select the recipient(s). Figure 118: Report Recipient Selection 5. From the <Report Tool Bar> one can: Figure 119: Report Tool Bar Page Selection Refresh the page Zoom report size Save report to Excel file for PDF file Figure 120: Save Report Selector Print Report Find a record REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 63

67 Export Report To Excel From the Report Tool Bar click the Save icon and then Excel. Figure 121: Export to Excel This will save the report to an Excel file. You can then open the report in Excel. Figure 122: Exported Excel File REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 64

68 3.11 Log Out Exiting the system. Logging Out 1. Click the <Logout> on the menu bar at the bottom of the list and the system will log you out. Figure 123: Logout Menu Selection REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 65

69 APPENDIX A APPENDIX A 6.0 Applications Icons and Usage Table 5:Application and Guide s Icons and Usage APPLICATIONS ICONS AND USAGE Icon Description Usage Main Menu Open Button Opens the main options menu. User Avatar Icon representing user, could be replaced with a photo. Search Tool Add New Item A graphical control element used to execute a search request. Creating and adding new items within the program. Submenu (Edit, Delete, etc.) Allows you to edit and delete fields. Required Information All information necessary to proceed. Active Status Inactive Edit Password Delete Attention The status of a user whom you interact within the agency. The status of a user whom is no longer connected to the agency. A graphical control element that handles files, text, and images. Key required to access secured files. Deletes or erases the current content, text, images, and files. Recipient requires attention! REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 66

70 APPENDIX A Attention Recipient does not require attention. Today Built-in function that displays the current day s date. Day Built-in function that displays the current week day. Week Built-in function that displays the current week s data. Month Built-in function that displays the current month s data. Switch Turn On or Off Settings This will indicate if a feature is turned on or off (blue on). Opens the settings menu. Alphabetical Sorting Tool Sorts data in alphabetical order from A to Z. Panel Maximize Icon Zoom-in tool that provides a close-up view. Import CSV File Icon Icon Description Usage GUIDE S ICONS AND USAGE Notes Icon Important information pertaining to a particular section. Caution Tips Icon Warning and alertness to avoid a hazardous situation s and unforbidden zones. Inside information to assist the user. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 67

71 APPENDIX A Icon Description Usage Information Icon Facts provided about a given section. Emergency Icon Recipient s emergency information. Address Icon Recipient s address. REV: 12/17 Sponsored by Centric Consulting, LLC, and the State of Florida, AHCA Page 68