Table of Contents Navigation-Provider Card Page 3 Making Connections Page 8 Messaging Outside of Patient Context

Transcription

1 QuickStart Guides 1

2 Table of Contents Navigation-Provider Card Page 3 Making Connections Page 8 Messaging Outside of Patient Context Page 11 Manage Personal Account Settings Page 13 Sending a Referral Page 22 Manually Adding a New Patient Page 32 Receiving a Referral and Reassigning Referrals Page 35 Working a Referral Page 39 Concluding a Referral Page 43 Referral Summary Report Page 47 Community Coordination Page 49 Introductions Page 61 2

3 HASA Care Coordination QuickStart Navigation Provider Card Open your Chrome web browser (Chrome is preferred, but other browsers function well). Enter the web address (remember to bookmark this the first time in order to be able to quickly find the platform in your browser). Enter your address and password. Click the blue Sign in button. You will be brought to the Tracker page showing all activity in your account. 3

4 The Provider Card is to the left of the tracker listing all activity. COMMUNITY COORDINATIONS If you are part of a community organization, you will have access to Community Coordinations. On the Provider Card, click on the blue link for Community Coordinations to view all active coordinations. Then, choose the appropriate coordination you wish to interact with. 4

5 REFERRALS If you are part of a medical organization, you will have access to Referrals. On the Provider Card, click on the blue Referrals link to view all active sent and received referrals. Click on the referral you wish to interact with. You also can click the blue links above the active referrals to view Received or Sent referrals individually, and to view and approve Draft referrals as well as Archived referrals. All completed referrals, sent or received are archived upon both parties concluding the referral. INTRODUCTIONS On the Provider Card, click on the blue link for Introductions. This will provide a list of all your introductions within the HASA Care Coordination platform. Introductions are sorted into tabs for Sent, Received, and Archived, much like Community Coordinations or Referrals. 5

6 Click on an Introduction to view it, and click Close when you re done. MESSAGES On the Provider Card, click on the blue Messages button to view all messages sent or received from your connections that are not related to a patient referral or community coordination. Click the message you want to view from the list. You can also view all Sent, Draft, and Archived messages by clicking the blue links at the top of the message box. 6

7 CONNECTIONS On the Provider Card, click on the blue link for Connections. This will provide a list of all your current connections within the HASA Care Coordination platform. To view connections and possible connections within an affiliation your organization is a part of, click the Affiliation tab. Here you can view and connect with users in organizations you are affiliated with. When you find a user to connect with, click the blue Connect button and the connection will be created. 7

8 HASA Care Coordination QuickStart - Making Connections On the Provider Card, click on the blue link for Connections. This will provide a list of all your current connections within the HASA Care Coordination platform. To view connections and possible connections within an affiliation your organization is a part of, click the Affiliation tab. Here you can view and connect with users in organizations you are affiliated with. When you find a user to connect with, click the blue Connect button and the connection will be created. 8

9 If you need to connect with a user not in your affiliation, click the blue Connect with Professionals link in the top right, and you can invite professionals not currently associated with HASA Care Coordination to interact with you in the platform. You ll be prompted to search for a user or organization within the HASA Care Coordination system. 9

10 If the user is already in the system, you can just select their name from the list and you will be connected. If the person you would like to connect with is not using HASA Care Coordination, click Invite at the top of the page to invited them to use the system. Simply enter the professional s name and regular address (not Direct ) and click the blue Invite button at the bottom right. The person you are inviting will receive an requesting they sign up with HASA Care Coordination. The sign-up process typically takes 2-3 minutes to complete. Once completed, they will be added to your connections. 10

11 HASA Care Coordination QuickStart Messaging Outside of Patient Context To send individual, private, secure messages to your connections in CrossTx, click on the Messages tab in your provider card. (NOTE: Messages from this tab are not connected to a specific patient and are only viewable by you and the message recipient.) From your Message Inbox, navigate between message lists by clicking on the blue links at the top of the messages bar. You can toggle between your Inbox, Sent messages, Drafts, and Archived messages. To start a new message, click on Compose. 11

12 In the To box, select the person you wish to message from the drop down list of your connections, add a subject and message content, and hit Send. The message will be filed in your Sent folder. If you want to save the message without sending it, you can click on Save Draft. The message will appear in your Draft list. NOTE: If the person you wish to message is not already listed in your connections list, refer to the Making Connections QuickStart Guide on how to add them. 12

13 HASA Care Coordination QuickStart- Manage Personal Account Settings EDIT YOUR PROFILE Log into HASA Care Coordination as you normally would. Click the gear button at the top of your Provider Card. From here, to change your address, select Change . 13

14 Enter your new address and confirm it, enter your password, and then click Update . To add or edit the photo included with your profile, select Edit Photo from the Associate Settings card. 14

15 Click Add Files to select the photo from your computer. Crop the photo to the portion you d like to use, and click Save Image. 15

16 To change your Discipline or Specialty, select Add New Discipline. Then select your discipline from the drop-down list. 16

17 To remove a selected discipline, click the gray X next to the discipline you would like to remove. To change your password, select Change Password from the Associate Settings card. 17

18 Enter your current password, then the new password and confirm. Click Update Password when finished. UPDATE PERSONAL INFORMATION To change your personal information, select the Personal Information tab of the Associate Settings card. Change what you d like, or add a phone number. Changes made will automatically be saved. 18

19 JOIN AN ORGANIZATION If you need to join another organization already existing in HASA Care Coordination, select the Join tab of the Associate Settings card. Start typing the name of the organization you d like to join. If the organization shows up, select it from the list. If the organization does not appear, it does not exist in HASA Care Coordination yet and you cannot join it. 19

20 MANAGE NOTIFICATIONS Select the Notifications tab on the Associate Settings card. Select the method in which you d like to receive notifications. Currently, all notifications are being sent via as SMS is not available, but check in the future for that capability. By default, you will receive notification for each event listed (Account, Care Coordination, and Message). 20

21 If you wish to reassign your notifications to someone, (vacation, leave of absence) contact the administrator for your organization and they can set up a route for you. 21

22 HASA Care Coordination QuickStart Sending a Referral Log into HASA Care Coordination using the address and password associated with your account. The Tracker page showing all activity in your account will be displayed. Click on the blue Create button in the top right of your browser. A drop-down box will appear. Click on Referral. The referral builder will appear. The Referred From section will prepopulate with the name of the logged in account holder. The only required fields are Referred To, Patient, and Referral Reason. This is indicated by the red circle with the arrow. 22

23 You can change the Referred From provider by clicking the gray x next to the provider s NPI, should you wish to send the referral on behalf of another provider. Then, choose the sending provider from the drop-down box. 23

24 Choose the Referred to provider by clicking the blue Add button under Referred To. A list of HASA Care Coordination users will appear. Choose the appropriate provider by clicking their name. 24

25 Then click Add once you hae confirmed that this is correct user. You can select more than one person to send the referral to, if appropriate. However, information send in the referral is seen by everyone included in the Referred To list. If you need to invite someone who is not already a HASA Care Coordination user, click Invite 25

26 SELECTING A PATIENT FROM THE PATIENT LIST Add the patient by clicking on the empty Patient box. A list of patients will be displayed if they are already in your HASA Care Coordination patient list. Begin typing the patient s first and last name to sort to the appropriate patient. Choose the appropriate patient. If your patient is not in the system, view the Manual Patient Add QuickStart Guide. 26

27 The patient s demographics will be displayed, as well as the ability to add any files that are in HASA Care Coordination or locally on your system. Click the blue Add Files button to add any files, including large image files, from your local system as you would any other program. Click the blue Images or Documents bar to add any images or documents already in HASA Care Coordination. If you d like to change patients, you can click the gray X next to the patient name and select a different patient. SELECTING A PATIENT FROM THE HIE If there is an HIE interface in place with HASA, click Import Patient from HASA. 27

28 Search for the patient using the given parameters. The more parameters you enter, the more specific your search will be. Click Search. If the patient appears in this list, select them from this list by clicking on their name. 28

29 The data that is in the HIE on that patient will appear. And you can add the patient summary by selecting Add HASA Patient Summary. You can view the patient summary by clicking HASA Patient Summary on the right. MANUALLY ADDING A PATIENT If the patient you are referring is not in your patient list, or in the HIE, you can manually add a patient by clicking Add New Patient and following the directions on the Manually Adding a New Patient QuickStart Guide. 29

30 Scroll down to the second half of the Referral Builder. The last required field that must be completed prior to sending is the Referral Reason. Add as much text as required for the referral. The Referral Reason, Patient has a history of, and Additional Information boxes will grow to accommodate needed text. Chose any requested reports to be sent back to you and add any relevant scheduling preferences if you desire. 30

31 Click the blue Save Draft to be approved later, Delete Draft to delete the referral, or the green Send button on the bottom right of your browser to send the referral to the Referred To provider. The referral will be sent to the Referred To provider and they will be notified that they have received a referral in HASA Care Coordination by a PHI-free, HIPAA compliant . A summary of the sent referral will be displayed showing status and to add any further information, make any corrections, or take any other needed action. Click the blue Tracker link on the Provider Card to return to the log in landing page. 31

32 HASA Care Coordination QuickStart Manually Adding a New Patient If a search of the patient name, does not pull back a patient from the HIE database, you may need to add your patient manually. To begin, click on Add New Patient from the referral screen. When the Add Patient window appears, enter the patient information (NOTE: only the patients first name, last name, DOB, and sex are required.) Make sure to include enough information for a good referral in the Supporting Documents or Comments sections, if you do not add it in the patient profile. When the information is complete, click Add. 32

33 Once you have added the patient, complete your referral normally, as described in the Sending a Referral QuickStart Guide. You can also add a patient from the organization Patient/Client list. To do this, select your organization card on the left-hand side. Click the Patients link. (If you are set up as a community organization, you will select Clients.) Click Add Patient (or Add Client ) on the top. 33

34 Fill out the form and click Save. NOTE: Only the patients first name, last name, and sex is required. 34

35 HASA Care Coordination QuickStart Receiving a Referral and Reassigning Referrals Open your Chrome web browser (Chrome is preferred, but other browsers function well). Enter the web address (remember to bookmark this the first time in order to be able to quickly find the platform in your browser). Enter your address and password. Click the blue Sign in button. RECEIVING A REFERRAL The HASA Care Coordination platform will open to the tracker page showing all recent activity. Click on the red View referral bar at the top to view your recently received referrals. 35

36 You will see a summary of the referral. Click the white Decline button to decline the referral, the blue View button to review the referral prior to accepting, or the green Accept button to accept the referral outright. The Referred From provider will be notified in all three cases. After accepting the referral, you will be returned to the tracker page. To view the referral in entirety, click on the blue Referral Accepted link. You will now be viewing the complete accepted referral with the reason for referral, additional information, and scheduling preferences if provided (best practices are to provide scheduling preferences, but this is not required to send a referral). 36

37 REASSIGNING A REFERRAL If you wish to reassign the referral to another provider, click the blue gear at the top right hand corner. Click the white Reassign Assignment box that appears in the top right-hand corner. A white box will appear allowing you to use the drop down menu to choose the provider to assign the referral to. After choosing the correct provider to assign the referral to, click the blue Confirm Assignment button. 37

38 A note will appear at the bottom of the referral showing that the referral was reassigned and to what provider it was assigned to. The provider receiving the reassignment will be notified by (based on routing rules) that they have a new referral in the HASA Care Coordination platform for them to view. At this point, the referral has been accepted, reassigned, and available for the new responsible provider to view and take action on. 38

39 HASA Care Coordination QuickStart Working a Referral When working a referral, you have many options for communicating with its sender. To mark an appointment as scheduled, click Mark as Scheduled on the right hand side. This will indicate to the sender that the requested appointment has been scheduled. To send a note regarding the referral, select Text in the updates section below the patient information. 39

40 Then, type your note, and add any files you d like to include. The drop-down at the bottom is where you control who is notified of this update. Do Not Notify means the system not send any notification s regarding this particular update. Normal Notification sends a notification based on the other users notification preferences set in their account. Notify Regardless means that all users will be sent a notification regarding this update no matter what they have selected in their notification preferences. When you re finished, click Save. You can also attach a document by clicking Attach on the updates section. 40

41 Here, you can add a note, attach a document, and even add clinical files from the HIE if you have the integration set up. Once you ve finished uploading documents, click Save. To attach a requested report, click Report on the updates section. 41

42 Select whether this is a post-consultation report, a post treatment report or a post follow-up report. Click Add Files to upload your report, and add any notes you d like. Click Save when you re finished. 42

43 HASA Care Coordination QuickStart Concluding a Referral Any Referral can be selected to be concluded. For this example, we will conclude a referral that you received that had been completed. Click the Referrals link in your provider card and toggle to the Received Referrals work list. Then click on the referral you would like to view. Once you are in the selected referral, scroll down to the activity box and select Conclude Referral. 43

44 A box will open that allows you to add files and document the outcome or services provided. When you are finished, select Complete. This platform allows you to also conclude a referral with the status of Not Complete. You might select this option if a patient was non-compliant or the referral was not an appropriate one for your organization. The Outcome Report will be documented within the referral and a notification will be sent to the sending provider, with the information you included. 44

45 Once a referral has been concluded, it will be placed in your Archived referral list. If you are the sending provider, you will be able to view a notice in the referral that it has been concluded. You will also see a red alert in the top of your browser and will be noted in the tracker. 45

46 You can add comments in the comment box shown here. NOTE: If the sending provider disagrees with the referral conclusion, they can reopen the referral. In this case, you will be notified by and within the tracker and will request that you take action on that referral. When a referral that you sent has been concluded you can also prompt them to take further action, as described above, by clicking on the red alert in the browser or clicking into the Assignment Concluded notice in your tracker. 46

47 HASA Care Coordination QuickStart Referral Summary Report At any point during the referral process, you can create a Referral Summary Report to upload into your EHR system. To do so, select the referral from your referral list. In the top right-hand corner, click the hamburger. Then select Referral Summary Report. 47

48 Here, you can view the report, and click Download PDF to save it. 48

49 HASA Care Coordination QuickStart - Community Coordination You can always view your current Community Coordinations by clicking the link in the provider card. Community Coordinations, unlike Referrals, do not have a conclusion and therefore are open-ended. You can only have one Community Coordination per client, per organization. Additionally, the Community Coordination process allows you to securely include community resources without violating HIPAA. There is a distinct firewall between medical referrals and Community Coordinations. To begin a Community Coordination, click on the Create link on the right and select Community Coordination from the drop-down. 49

50 Fill out the following sections in the Community Coordination: 1. This is your organization. If you belong to multiple organizations, you may need to change the selection by clicking the gray x, then selecting the correct organization from the drop-down. 2. You are automatically selected as the Care Coordinator. This role is considered the leader of the care team for this client. You can add others to this job, but remember that Care Coordinators can add new people to your Community Coordination and view all data and communication in the Coordination. 3. Add community resources to the care team by clicking the blue link that says Add Community Access. You can include as many resources as needed, including the patient and/or the patient s family. 50

51 You can search for a user or an organization by name or zip code. If the Community Resource you are searching for appears in the list below, simply click on them to select. This list represents all HASA Care Coordination users who have signed up for this tool. If the Community Resource you are searching for is not listed or not a current users of HASA Care Coordination, you can Invite them to Join HASA Care Coordination by clicking the blue Invite link. 51

52 All you need to invite a new Community Resource to join HASA Care Coordination is their name and address. When completed, click the blue Invite link to send the invitation. You will be notified in your tracker when they accept and sign up for HASA Care Coordination. Select All Current & Future Staff in order to ensure that when staff leaves, your Community Coordination will be reassigned. Select As Community Coordinator ONLY as described above. You can also assign access by individual by clicking the Allow Access to the left of their name. Click on the blue link to Save. 52

53 The Community Resource will be listed in the Coordination below. You can continue adding community resources by following the same method until your care team is completed. Now, add the patient either by typing the patient name in the search box, if they are already in HASA Care Coordination, or by clicking the blue Add New Patient button. 53

54 If the patient shows up in the search box, click the correct patient and continue. If the patient does not show in the search of HASA Care Coordination, click the blue Add New Patient button. The only required fields are First/Last Name and sex (although DOB is suggested of ID purposes). Then click the blue Add button at the bottom right The patient demographics entered will now be visible. You can now enter a message that can be viewed ONLY by users in your organization in the Internal Information box. You can also enter a message that is seen by the entire care team in the Community Information box INCLUDING the community members you ve invited. Neither box is required to continue. Press the green Send button to continue. 54

55 The Community Coordination has now been created and an invitation to participate has been ed to the community members you invited as well as sent to their personal tracker. You have also been placed into the active coordination. Click on the blue Profile button to edit patient demographics or make internal notes seen only by your organization, the light blue Notes button for notes only seen by your organization, and the blue Messages button to invite the patient to sign up for HASA Care Coordination and communicate securely. The blue Invite button allows you to add additional community resources. Click the Text pen to write a text to all or individual members of the care team. Outside of your organization, messages will ONLY be visible to those you choose to be able to see them. 55

56 Click the drop-down box on the left to select what community resources you wish to see this thread of conversation. Click the right drop-down box to enter a message on behalf of one of the community resources (i.e. someone calls in information rather than responding through HASA Care Coordination). The message is now structured to be seen by the community resources you chose and the information in the text box recorded as done on behalf of the community resource. Click the blue Save button to post the message. 56

57 This is the view the community resource sees. This is the view the users in the organization sees. 57

58 ARCHIVING COMMUNITY COORDINATIONS When you are finished with a Community Coordination for the time being, you can archive it. To do this, select the Community Coordination you would like to archive from your Community Coordinations worklist. Click the hamburger in the top right-hand corner. 58

59 Select Archive from the drop-down list. You will be asked to confirm the archive and alerted that this process will end for all members involved. Do not archive the Community Coordination if any of the requests are still in process. If you are sure you want to archive, click Yes. 59

60 The Community Coordination will now appear on the Archived Coordinations tab of your Community Coordinations worklist. If, at any time, you need to reopen a Community Coordination, just click on the Coordination in your Archived Coordination worklist. Then, click the hamburger in the top right-hand corner. Then, select Reopen from the drop-down list. The reopened Community Coordination will appear again in the Coordinations tab of your Community Coordinations worklist. 60

61 HASA Care Coordination QuickStart - Introductions To send a patient to another organization within HASA Care Coordination, community organizations will send Introductions. In order to start a patient introduction to another organization, click Create in the top corner. Select Introduction. If you are only in one organization, the Sending Organization will already be selected. If you are in multiple organizations, select the Sending Organization from the drop-down. 61

62 Then select the Person To Introduce. This drop-down list is populated from your Client List. If you are trying to create an Introduction for a client who has not been added to your Client List, add them by following the instructions on the HASA Care Coordination QuickStart Manually Adding a New Patient. Next, enter a message to the organization regarding the client. Select the preferred contact method for the client and enter their information. 62

63 Select the recipient of the Introduction by clicking Select Recipient. Search for and select the person you d like to send the Introduction to. 63

64 Then select where you d like them to receive the Introduction. By selecting one of the organizations they are a part of, the Introduction will go to the Introduction inbox for that organization. By selecting Directly to, you will send it to their personal Introduction inbox. When you are finished, click Send Introduction. 64