SYSTEMS ADMINISTRATOR MANUAL. Harmony Integrated Case Management System Version Systems Administrator Manual. November 2008

Transcription

1 SYSTEMS ADMINISTRATOR MANUAL Harmony Integrated Case Management System Version Systems Administrator Manual November 2008 Harmony Information Systems, Inc Sunset Hills Rd, Suite 500 Reston, VA (703)

2 2

3 PAGE INTENTIONALLY LEFT BLANK 3

4 TABLE OF CONTENTS INTRODUCTION...9 WARNINGS...9 UTILITIES OVERVIEW...10 HARMONY UTILITIES CHAPTER OVERVIEW...11 UTILITIES FUNCTIONS...12 CAUTION IT IS STRONGLY RECOMMENDED THAT THE ACCESS TO THE UTILITIES CHAPTER BE LIMITED TO SYSTEMS ADMINISTRATORS AND TRAINED USERS WHOSE JOB FUNCTIONS REQUIRE ACCESS TO THE CHAPTER...13 UTILITIES OVERVIEW...14 CASE WORKER UTILITY...15 CURRENT USERS UTILITY...18 DIAGNOSIS CODES UTILITY...20 ADDING A DIAGNOSIS CODE...22 EDITING A DIAGNOSIS CODE...24 GROUP SETUP UTILITY...25 HARMONYMAINSECURE GROUP...27 EDITING/VIEWING A GROUP...27 ADDING A GROUP...28 GROUP SETUP UTILITY OPTIONS...30 SECURITY OPTION SETTINGS...30 CHAPTER OPTION SETTINGS...34 CHAPTER ELEMENTS...34 PAGE ELEMENTS...36 RESTORING A PAGE TO A GROUP...37 SUB-PAGE ELEMENTS...38 FIELD ELEMENTS...39 SPECIAL SETTINGS...42 AUTHORIZATIONS CHAPTER SETTINGS...42 MY HARMONY PAGE SETTINGS...43 CONSUMERS COLUMN...44 ACCESSING THE CONSUMERS SETUP OPTIONS...44 Field Name Options...46 PROVIDERS AND RESOURCES COLUMNS...47 ACCESSING THE PROVIDERS AND RESOURCES SETUP OPTIONS...47 Field Name Options...49 TASKS COLUMN...50 ACCESSING THE TASKS SETUP OPTIONS

5 Field Name Options...52 MY HARMONY HEADER BACKGROUND AND FONT...54 SETTING THE MY HARMONY HEADER COLOR AND FONT...54 SCHEDULER PAGE SETTINGS...55 SETTING THE DEFAULT START AND END TIMES...55 INCIDENT DISTRIBUTION UTILITY...57 SETTING UP AN INCIDENT DISTRIBUTION...59 INDEX CODE SETUP UTILITY...60 VIEWING/EDITING AN INDEX CODE RECORD...61 ADDING AN INDEX CODE SETUP RECORD...62 LOOKUP CODES UTILITY...63 LOOKUP VALUES...65 EDITING LOOKUP VALUES...65 ADDING LOOKUP VALUES...67 DELETING INDIVIDUAL LOOKUP VALUES...69 LOOKUP CODES...70 ADDING LOOKUP CODES...70 SECONDARY ID...71 EDITING LOOKUP CODES...73 SAVING LOOKUP CODES AS...74 LOOKUP PACKAGES...75 EDITING LOOKUP PACKAGES...75 CREATING NEW LOOKUP PACKAGES...77 MEDICATION LOOKUPS...78 ADDING NEW MEDICATIONS TO THE LOOKUP LIST...79 LOOKUP CODE COMBOS...81 ADDING LOOKUP COMBOS...81 VIEWING EXISTING LOOKUP COMBOS...83 REMOVING LOOKUP COMBOS...85 MASS CHANGE UTILITY...87 RUNNING A MASS CHANGE...89 MASS CHANGE HISTORY...91 MERGE AND PURGE UTILITY...93 MERGING RECORDS...95 PURGE RECORDS...97 Purge Operating Parameters...98 MESSAGE SETUP UTILITY...99 VIEWING/EDITING A MESSAGE ADDING A MESSAGE

6 NEXT NUMBER UTILITY EDITING A NEXT NUMBER PASSWORD UTILITY PASSWORD SETUP ELEMENTS RE-ACTIVATING A LOCKED OUT USER PLANS SETUP UTILITY ADDING A NEED ADDING A GOAL ADDING AN OBJECTIVE ADDING AN INTERVENTION ADD A PROGRESS COPYING A GOAL, OBJECTIVE, INTERVENTION OR PROGRESS EDITING A NEED, GOAL, OBJECTIVE, INTERVENTION OR PROGRESS LINKS BETWEEN NEEDS, GOALS, OBJECTIVES, INTERVENTIONS AND PROGRESSES LINKING A NEED TO A GOAL ACTIVATING/DEACTIVATING A NEED, GOAL, OBJECTIVE, INTERVENTION OR PROGRESS ADDING A STRENGTH EDITING A STRENGTH RANDOM GENERATOR UTILITY SELECTING CONSUMERS FROM OPENCLOSE SELECTING CONSUMERS ON APPROVED CLAIMS REPORT SETUP UTILITY VIEWING/EDITING A REPORT SETUP REPORT TYPES AND CATEGORIES ADDING A REPORT ASSIGNING A REPORT TO A REPORT GROUP RULE MANAGER UTILITY EDITING A RULE ADDING A RULE DETERMINING ELIGIBILITY TICKLERS DEACTIVATING/DELETING A RULE SCREEN DESIGN UTILITY CREATING SCREEN DESIGNS EDITING AN EXISTING SCREEN DESIGN FORM COPYING A SCREEN DESIGN PUBLISHING SCREEN DESIGNS IMPORTING FROM XML SITE SETTING UTILITY ACCOUNT ASSOCIATED FUND CODE ASSOCIATING A FUND CODE

7 BILLING EXPENSE SETUP ASSOCIATING AN EXPENSE TYPE FISCAL MONTHS FUND CODE BUDGET ADDING NEW FISCAL YEAR INCOME SETUP ASSOCIATING AN INCOME TYPE ISO BUDGET SELECTING A LEVEL OF ENFORCEMENT ADDING AN ISO BUDGET LINKED FUNDCODE LINKING FUND CODES ALLOW CONCURRENCY MONITORS ADDING A MONITOR WITHIN ROLES ADDING A ROLE DELETING A MONITOR OR ROLE MONTH CODES REPORT REPORT ORDER SETUP CREATING REPORT ORDERS CREATING INDEX/SUB-OBJECT COMBINATIONS SEARCH CONSTRAINTS STATEMENTS ADD ADDITIONAL SLIDING FEE RECORDS COPY SLIDING FEE RECORDS TO A NEW SERVICE CODE REMOVE A SLIDING FEE RECORD SLIDING SCALE FEE UTILITY ADD NEW SLIDING FEE RECORD STANDARD PHRASES UTILITY ADDING A NEW STANDARD PHRASE EDITING A STANDARD PHRASE DELETING A STANDARD PHRASE DEACTIVATING A STANDARD PHRASE SUBOBJECT CODE SETUP UTILITY EDITING A SUBOBJECT CODE ADDING A SUBOBJECT CODE SYSTEM SETUP UTILITY

8 LABELS ADD NEW CONSUMER DEFAULTS CONSUMER OPTIONS VENDOR/RESOURCE OPTIONS INQUIRY OPTIONS UTILITY SETUP OPTIONS FINANCIAL SETUP OPTION MISCELLANEOUS OPTIONS UNIT WORKER UTILITY ADDING A UNIT WORKER EDITING A UNIT WORKER USERS UTILITY ADDING A USER EDITING A USER WFW SETUP UTILITY ESTABLISHING REVIEW PERIODS TICKLERS AND WORK FLOW WIZARDS SETUP SETTING UP TICKLERS Tickler Tips Recurring Ticklers WORD MERGE UTILITY VIEWING THE WORD MERGE DISPLAY LIST Adding a Word document MERGING A WORD DOCUMENT Open or create the data source Edit the main document and insert merge fields Tips on inserting merge fields PLACING THE DOCUMENT IN THE PROPER FOLDER EDITING AN EXISTING MERGE DOCUMENT TROUBLESHOOTING MERGE DOCUMENTS

9 Introduction Welcome to Harmony! Harmony Integrated Case Management System (Harmony ICMS) is a web-based application created with optimum flexibility and straightforward design in order to assist you and your organization in meeting your mission critical goals. We have published this manual to assist you in understanding, navigating, and mostly configuring and deploying Harmony ICMS in your own environment. Warnings All pictures, field names and general work processes contained in this document are for illustration purpose only, and may slightly differ from the views displayed in your organization s environment. For the purpose of this documentation, the default System Admin role is assigned to the worker. This manual details exclusively the functions of the Systems Administrators in setting up and administering the Harmony ICMS for workers. For fundamental Harmony ICMS functions, please refer to the Harmony Integrated Case Management System Basic Training Manual. This manual assumes that the Systems Administrators are well versed in all basic functions of the Harmony ICMS for users and workers, as a prerequisite. To this effect, this manual mainly focuses on the Harmony ICMS Utilities chapter. For financial and reporting functions, please refer to Harmony Integrated Case Management System - Billing System Manual and Ad-Hoc Reporting and SQL Server Reporting Services. 9

10 UTILITIES OVERVIEW 10

11 In Harmony ICMS, the Systems Administrator role differs from others in that it configures the application to be used by other workers involved in the case management process. The Systems Administrator manages the appearance and rights to the application mainly through the Utilities chapter to which only Systems Administrators or other selected few should have access. Harmony Utilities Chapter Overview Harmony ICMS contains a Utilities chapter to provide System Administrators with all the tools necessary to set up the application according to the organization specifications. The Utilities are an assortment of links to functions of the Harmony ICMS such as the establishing of system settings, the importing and exporting of data, the granting of security accesses according to the various roles, etc. 11

12 Utilities Functions The functions available through the Utilities chapter are the following: Group Setup Lookup Codes Users Screen Design Word Merge (WFW) Setup Sliding Scale Fee Message Setup Mass Change Report Setup Plans Setup Next Numbers Site Setting Passwords System Setup Merge and Purge Index Code Setup Current Users Random Generator Rule Manager Unit Worker Diagnosis Codes Case Worker Incident Distribution Standard Phrases SubObject Code Setup 12

13 Harmony ICMS version provides System Administrators with 26 Utilities aimed at configuring, designing and managing the application on behalf of the users. Through the various utilities, System Administrators define the business principles ruling the case management process as envisioned by their agencies and supported using Harmony ICMS. Caution It is strongly recommended that the access to the Utilities chapter be limited to Systems Administrators and trained users whose job functions require access to the chapter. 13

14 UTILITIES OVERVIEW 14

15 Case Worker Utility 15

16 In Harmony ICMS, the Case Worker utility is used to perform the following tasks: Assign a worker to a new program - Reassign a primary case worker Reassign a secondary case worker Reassign provider monitors To perform any of the tasks listed above, follow the steps outlined below: 1. Access the Utilities chapter in the Harmony ICMS. 16

17 2. Click on the Case Worker utility to activate the page. 3. Select any of the listed buttons to process the task evoked. 4. Enter the required information by selecting the choices from the dropdown lists provided. 5. Select Perform task from the File menus. 17

18 Current Users Utility 18

19 The Current User Utility displays a report of the users currently logged into the system. Systems Administrators may access the File menu to view the various options available to them for printing the list. 19

20 Diagnosis Codes Utility 20

21 Diagnosis codes are unique numerical identifiers used to classify decisions reached from the examination of a subject or patient. The Diagnosis Codes utility is used to edit existing diagnosis codes and establish new diagnosis codes. It is an internal system to create, edit, and identify diagnosis. These codes appear in the Diagnosis tab under the Consumers chapter. 21

22 Adding a Diagnosis Code 1. Access the Utilities chapter in the Harmony ICMS. 2. Click on the Diagnosis Codes utility to display the diagnosis Codes page. 22

23 3. Select Add Diagnosis Code from the File menu. 4. Enter, at least, all required information (marked with a red asterisk). 5. Select Save and Close from the File menu. 23

24 Editing a Diagnosis Code 1. Access the Diagnosis Code utility form the Utility chapter and the Diagnosis Code page appears. 2. Select an item from the list to display its details page. 3. Perform any necessary changes. 4. Select Save and Close from the File menu. 24

25 Group Setup Utility 25

26 User groups are sets of users who share common job functions, and who require similar accesses to records. Groups define the foundation of security setups in Harmony ICMS. The Group Setup utility allows System Administrators to define the appearance of the chapters, pages, and fields that specific groups of users are able to access. It is in the Group Setup that labels are modified and fields are defined. When deploying Harmony ICMS, each agency is configured with the user groups suitable for the management of the system in place. 26

27 HarmonyMainSecure Group The HarmonyMainSecure group is the default group for the Harmony ICMS application. Users who log into Harmony ICMS with a role attached to this group may view the application as it is designed without any changes to fields and their labels. The settings in the HarmonyMainSecure group cannot be changed by system administrators. HarmonyMainSecure is useful as the initial template for groups customized specifically for use by an agency or organization. It can be copied and modified to become a default group template for the organization. Editing/Viewing a Group 1. Access the Utilities chapter. 2. Click on the Group Setup utility to open the window. 3. Select a group from the Select Group dropdown list and the page refreshes providing again the Chapters and Group Details. 4. Reply appropriately to the warning message appearing by clicking on the OK button. 5. Perform any necessary changes. 6. Select Save & Close from the File menu. 27

28 Adding a Group 1. Access the Utilities chapter. 2. Click on the Group Setup utility to open the window. 3. Select the group from which to base the new one using the Select Group dropdown list. 4. click on OK in the appearing warning message 5. Select save Group as from the File menu. 6. Enter the name of the new group in the appearing window. 7. Check the Save Group As Template box to save the group as a template (or parent group). Caution - Groups saved as a Template cannot be modified. Therefore, do not save a group as a template until all modifications are complete. 28

29 8. Click on the Save button. 9. Click on OK in the confirmation message. 10. Select the newly created group from the Select Group dropdown list. 11. Click on OK in the warning message. 12. Edit the group as described in the Group Setup Options section on Page 25 in this document. 29

30 Group Setup Utility Options When accessed, the Group Setup page displays many options aimed at configuring the security setup of the group. Security Option Settings Group Access Level Determines the security level that would be assigned to each member of the group. The various security levels listed include the following: All Users belonging to a group assigned this security level are provided the ability to view, add, edit, and delete (based on the page-level access specified in their group) all consumer records within the fund codes specified in their user record. Office Users belonging to a group assigned this security level are restricted to only accessing a single office (or unit). They do not have access to records not associated with their office (or unit). The fields in 30

31 question are found in the Worker basic information page, worker tab, and Provider chapter. Program - There are two different Program-level security settings. The more restrictive version occurs when Allow Cross Program Access is set to No. In such a situation, workers only see records associated with their program, and record not associated with any program. Unit Similarly to the Office security level, users belonging to a group assigned the Unit security level are restricted to only accessing a single unit (or office). They do not have access to records not associated with their unit (or office). The fields in question are found in the Worker basic information page, worker tab, and Provider chapter. Worker This is the most restrictive security. Users belonging to a group assigned this security level can only have access to consumer records for whom they were granted Worker privileges in the enrollment record or Primary Worker in the OpenClose record for the fund code. Supervisors have access to any consumer records assigned to the staff they supervise. Allow Cross Program Access - This feature additionally restricts which records users have access to and is only available if the Group Access Level is set to Program. If the Allow Cross Program Access is set to Yes, workers have access to all consumers enrolled in the programs to which they are associated and also all records related to the consumers within the fund codes to which the workers have access. If the Allow Cross Program Access is set to No, workers have only access to consumers enrolled in the programs to which the workers are associated. IMPORTANT NOTE Records in which the program is optional or not specified (e.g., Plans or Relations) are visible to all workers who have access to the consumers and fund codes. This business logic affects the Enrollments, Authorizations, Activities, Incidents, Plan, Notes, Diagnosis, Assessments and Medications pages. In addition, it affects the Scheduler chapter and the lsit of programs available to and associated with a worker. Examples Example1: The consumer is open to the XX fund code and enrolled in the Meals on Wheels and Home Services programs. 31

32 The worker belongs to a group which Allow Program Access option is set to Yes. The worker sees both enrollments for the consumer. Example 2: The consumer is open to the XX fund code and enrolled in the Meals on Wheels and Home Services programs. The worker belongs to a group which Allow Program Access option is set to No. The worker sees only the Meals on Wheels enrollment for the consumer. Assessments/Screen Designs This collection of dropdown lists is used to determine which sets of assessments, screen designs and forms created using the Screen Design utility, the group can access. The assessments include the following: Consumer Assessments Consumer Plan Reviews Consumer Incidents Consumer Session Notes Provider Assessments Provider Worker Assessments Resource Assessments Resource Worker Assessments Consumer Benefit Reviews Inquiry Lookup In this dropdown, the package of lookups that can be selected for the group is displayed. Report Group - This dropdown determines the packet of reports to which users of the current user group have access. (Refer to the Assigning a Report to a Report Group section on Page 140 of this manual for more information.) Allow InfoPath File Access - This dropdown determines whether users of the current group have access to the files. Allowable ISO Codes - In this dropdown, if the Eligible Only option is selected, users in the current group will only be allowed to select only active index/subobject combinations in a consumer s OpenClose Eligibility record. If the All option is selected, users will be allowed to select from all active index/sub-object combinations for the selected fund code. 32

33 Allow Auth Self-Approval - In this dropdown, if Yes is selected, individual users in this group with Approve Auth/Payment and Finance Approve privileges (set in the Users utility) can approve authorizations. If No is selected, authorizations must be approved by at least two distinct users. Allow Consumer Payment Self-Approval - In this dropdown, if the Yes option is selected, Harmony ICMS displays the following three pages to users belonging to the current group: Payables, Requested Payables, and Supervisor Approved Payables. Turn On Services Approval Process - In this dropdown, if the Yes option is selected, the application displays three Services Approval fields on the Services Received sub-page and the following My Harmony pages are enabled: Invoiced Services, Requested Services, and Supervisor Approved Invoiced Services. If the No option is selected, a service may be entered by users with the appropriate access to the Services Received sub-page. Allow Service Self-Approval - In this dropdown, if the Yes option is selected, a service may be entered by a user of this group with the appropriate access to the Services Received sub-page. If the No option is selected, the system will enforce the constraint that a service must be approved by at least two distinct workers. Enable SPIDeR Search This feature is included in the Harmony ICMS for the exclusive use of the State of Virginia - If the application is configured to interact with the SPIDeR system, this option determines whether users of the current group have the ability to run searches. 33

34 Chapter Option settings Chapter Elements The lower portion of the Group Setup page displays the various chapters contained in Harmony ICMS and their elements. Chapter A functional area in which data is stored and processed. NOTE: Please refer to the Harmony Integrated Case Management System Version User Manual for more information. Chapter Label The name of the chapter as it appears to users on the Harmony ICMS application. Page Access Level The means of controlling the users permission to work with the data for that page. When the access level is set for the chapter, all pages within the chapter are set to the same access level. Delete This page access level should be restricted to System Administrators. It allows for adding, editing and deleting data. Day to day users should not be granted delete capability so as to prevent inadvertent data loss. Edit - This page access level is assigned to most users, as it allows for data entry and editing. 34

35 View This lowest page access level is granted to groups that only require read-only permission to see the information contained in the page. Workers of groups assigned this page access level cannot add or modify data. Remove This checkbox is used to prevent (when selected) the chapter from appearing to users of the group. Query Retrieval Value The means of setting the number of records displayed on a returned page (e.g., the Search and Activities pages). According to the total number of records, they could be displayed on multiple pages. Tip chapters are sorted in a vertical order (from top to bottom) in the left navigation pane of the Harmony ICMS application. 35

36 Page Elements In the Group Setup page, clicking on the plus (+) sign next to the chapters displays the various pages contained within the chapter selected, and with their elements. Each page or tab is a subsection of a chapter. Pages or tabs are generally displayed horizontally across the screen. By accessing a page, users can record pertinent information or perform tasks. Page Name The name given to the sub-section of a chapter in which appropriate information is stored and processed. Page Label The name of the page (or tab) as it appears to users on the Harmony ICMS application. Sort The order in which the pages or tabs are displayed to users on the application. The sort order of pages or tabs is horizontal (from left to right). Required This checkbox determines whether the data element would be require when users enter data on the page. Grayed out fields are required by the application and cannot be modified. Remove This checkbox is used to prevent (when selected) the page or tab from appearing to users of the group. 36

37 Access Determines the level of access (on the specific page) granted to users of the group. This option is to be matched to the one chosen at the chapter level. Filter Begins/Ends Sets the default start and end date values from the current date on pages where the summary page contains the date filters. Dates are based on the exact number of days, weeks, months, or years. Restoring a Page to a Group 1. Access the Group Setup page. 2. Select Restore from Parent or Restore from Other from the Tools button. NOTE: If Restore from Other is selected, select the desired group from the dropdown list in the prompt window. 3. Click on the plus (+) sign next to the chapter containing the target page in the Restore Group. 4. Select the page to restore. 37

38 Sub-Page Elements In the Group Setup page, clicking on the plus (+) sign of a page displays subpages. They are the lower level pages nested within a page. IMPORTANT NOTE Please refer to the previous Page Elements section in this manual to set up the sub-pages as they function the same way. 38

39 Field Elements Fields are individual data elements on pages. Each Field contains a specific type of information such as Date of Birth, Worker Last Name, Social Security Number, etc. Each field also has a specific data format for example, text, date, pre-defined lookup values, or checkbox and may limit the amount of information users can enter. Field Name The name of the data element in the backend of the Harmony ICMS in which specific information is entered. Field Label The name of the data element as it appears to users on the Harmony ICMS application. Default Value The value automatically included when a new record is entered to the page. 39

40 Sort The order in which the fields are displayed to users on the application. The sort order of fields is horizontal (from left to right). Required Indicates whether the data element is mandatory. Grayed out fields are required by the system and cannot be changed. NOTE: Throughout Harmony ICMS, required fields are displayed with a red asterisk next to the field label. Users must populate these fields prior to saving the entries. Remove This checkbox is used to prevent (when selected) the field from appearing to users of the group. Read only (Edit) This option renders fields non editable on Add, Edit, Both, or None. Add The filed will not be available for data entry when the record is initially added. As soon as the record is saved, it becomes an Edit status record and the Read Only option becomes editable. Edit The field will be available during initial data entry (Add); however, it will be Read-Only when it is moved into an Edit status (upon saving the initial entry session). NOTE: Entries are not editable in the field after the record is saved. It is strongly recommended that Read Only fields contain a default value. Both The field is Read only during Add and Edit. None The field allows data entry in the initial (Add) session as well as after it is saved and is in Edit status. 40

41 Group Setup Page Hierarchy 41

42 Special Settings Authorizations Chapter Settings The Authorizations chapter displays a Use As dropdown list providing the following three options: Chapter This selection makes the Authorizations appear only as a chapter in the left menu bar. Page This selection makes the Authorizations appear as a page/tab under each consumer s record. Both This selection makes the Authorizations appear in both location (as a chapter in the navigation bar and as a page/tab in each consumer s record). 42

43 My Harmony Page Settings The setup options, contained under the My Harmony chapter, determine the initial display of the My Harmony page. The page name listed - Consumers, Providers, Resources, and Tasks represent the columns that could appear on the My Harmony page. 43

44 Consumers Column The Consumers column is the first of the My Harmony page. It provides consumers-related information on the various cases under the user s responsibility. Accessing the Consumers Setup Options 1. Access the Group Setup utility from the Utilities chapter. 2. Expand the My Harmony chapter by clicking on its plus (+) sign. 44

45 3. Click on the plus (+) sign next to the Consumers page name to expand it and display its options. Now, the fields and their setup options are displayed. 45

46 Field Name Options In the Utilities chapter, when the Systems Administrators select the Group Setup utility, they have the privilege to manipulate the appearance of the My Harmony page. The Consumers fields setup options are the following: Cases Shows how cases could be Open, Close or at any intermediary stages in their management process. Enrollments Shows the status of cases according to their association with participating internal vendors and programs. Placements Shows the resources available and their status. Referrals Shows the status of cases according to their association with participating external vendors and programs. Messages Show all notes, incidents, inquiries and ticklers associated with the cases. Authorizations Shows the status of the various cases by categories. Payments Lists the payments of cases by status. Field Label To contain the name of the fields as they appear to the users in the application. Hide disposition Codes There are instances in which dispositions codes should not be revealed. Enter those dispositions and separate them with a pipe ( ) character. Expand On Load Provides the option to display the field with all dispositions expanded when the My Harmony page is first accessed. Required Indicates whether the field is mandatory. Remove Indicates whether the field is to be appearing to users of the application. 46

47 Providers and Resources Columns The Providers and Resources columns appear to users of the Harmony ICMS as displayed below: Accessing the Providers and Resources Setup options 1. Access the Group Setup utility from the Utilities chapter. 2. Expand the My Harmony chapter by clicking on its plus (+) sign. 47

48 3. Click on the corresponding plus (+) signs of the Providers or the Resources page name to expand them and set the options as they relate to the Providers or the Resources columns appearing on the My Harmony page. Now, the fields and their setup options are displayed. 48

49 Field Name Options The available fields in the Providers and Resources setups show the providers and resources-related records in their various dispositions throughout the lifecycle of a case. Between them, the Providers and Resources columns display the following options. Cases Enrollments Placements Referrals Messages IMPORTANT NOTE Please see these options functions as outlined in the Consumers Column section above, as they are similar. 49

50 Tasks Column The Tasks column appears to users to be able to monitor their undertaking by displaying various reporting and user management assignments. Accessing the Tasks setup Options 1. Access the Group Setup utility from the Utilities chapter. 2. Expand the My Harmony chapter by clicking on its plus (+) sign. 50

51 3. Click on the plus (+) sign next to the Tasks page name to expand it and display its options. 4. Access the sub-pages by clicking on the corresponding plus (+) sign. Now, the fields and their setup options are displayed. 51

52 Field Name Options The Tasks page lists the following sub-pages and their setup options: My Management - Authorizations Current Active Cases Dormant Consumers Enrollments Incomplete Billable Activities Placements Productivity Referrals Ticklers Due Notes Pending Information - Assessments Authorizations Requested Authorizations Supervisor Approved Authorizations Invoice Entry Services Requested Services Supervisor Approved Services Diagnosis Incidents Inquiries Payables Requested Payables Supervisor Approved Payables Plan Review Session Notes Miscellaneous - Broadcast - Links Displays some external connections to Web pages. To add links under the Tasks column, follow the steps outlined below: 52

53 1. Access the Links sub-page as previously explained. 2. Click on the arrow sign at the end of the table headers. 3. Select Add New Link from the arrow sign menu to display some blank entry fields. 4. Enter the appropriate information in each field: a. Label The name of the link as it will appear to users of the Harmony ICMS. b. URL The complete address of the external site. c. Comment - Any information that will be displayed when users will place their cursors over the link. 5. Check the Remove box if the link is to be taken away from the group users. 6. Select Save Group from the File menu when done. 53

54 My Harmony Header Background and Font In the Group setup utility, Systems Administrators have the option of choosing the header background color and the header font for the My Harmony page. Setting the My Harmony Header color and Font 1. Access the Group Setup utility from the Utilities chapter. 2. Select the My Harmony chapter to display the two options on the headers Header Background and Header Font separated by the Sample of the color chosen. 3. Choose a color from the various dropdown lists and a sample of the last color chosen appears in the Sample window. 4. Select Save Group from the File menu. 54

55 Scheduler Page Settings In Harmony ICMS, system Administrators may choose to set the default start and end times that appear to users in the Scheduler chapter. Setting the Default Start and End Times 1. Access the Group Setup utility from the Utilities chapter. 2. Select the Scheduler chapter to expand it. 3. Select the Schedule page to expand it. 55

56 4. Select the DailyScheduleTimeSetup sub-page to expand it. 5. Enter the start and end times in the Default Value fields. 6. Select Save Group from the File menu. 56

57 Incident Distribution Utility 57

58 The Incident Distribution utility is used to designate workers who will be notified when specific incident types are entered. The notification appears in the concerned users My Harmony page under My Messages and the users receive an if their agency uses the feature. 58

59 Setting up an Incident Distribution 1. Access the Incident Distribution utility from the Utilities chapter. 2. Enter all required information Incidents Type, Program, and Worker from the available dropdown lists. Multiple selections of workers are possible. 3. Select Save from the File menu. 4. Click on OK on the confirmation message and the list or records is refreshed and displays the new entry. 59

60 Index Code Setup Utility 60

61 The Index Code Setup utility is used by Systems Administrators to configure the required funding sources (identified by a combination of values referred to as index codes) for billing and reporting purposes. Viewing/Editing an Index Code Record 1. Access the Index Code Setup utility from the Utilities chapter. 2. Select a target record from the list displayed to open the Edit Index Code Setup page. 3. Perform any necessary edits. 4. Select Save from the File menu when done. 61

62 Adding an Index Code Setup Record 1. Access the Index Code Setup utility from the Utilities chapter. 2. Select Add New Index Code from the File menu. 3. Enter at least the required information. 4. Select Save from the file menu when done. 62

63 Lookup Codes Utility 63

64 The Lookup Codes utility provides access to lookup tables displaying the values defined by users in many of the Harmony ICMS dropdown menus. Lookup Codes are used to list options contained in dropdown menus. A Lookup refers to the name of the dropdown list while the Lookup Code refers to the items (or values) listed. IMPORTANT NOTE Lookup Codes that are already assigned to a Consumer, Provider or Service Contract should not be deleted or changed. It is recommended that existing Lookup values be made inactive, and new ones that reflect any change be added. The Lookup Codes page displays the following fields: Description Displays the name of the desired lookup code (the actual value that appears in the lookup list). Secondary ID Contains values used for calculation, reporting or classification. Sort Determines the order in which the values appear to the end-user. Active Determines if the value appears to the end-user. 2Part - Determines whether the value appears to the Two-Part Harmony system users as read only. 64

65 Lookup Values Editing Lookup Values 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select the target lookup from the Lookup Code dropdown list, click on the Retrieve button and the list of lookup values appears. 3. Perform any necessary changes in the various fields. 4. Use, as necessary, the Tools button which provide additional options: a. Edit Lookup Code Even though not recommended, this action is possible; however, Systems Administrators are presented with a warning message to ensure they would still proceed with the edit. b. Add New Lookup Code Entry A means to append an additional lookup value to the existing list. 65

66 c. Remove Selected Item(s) This option is used to take away a lookup value from the list. d. Change Active Status To adjust the status of a lookup value to inactive. e. Change 2 Part Read Only Status To adjust the status of the lookup value and decide of its availability to users of the Two Part Harmony system. f. Auto Sort To arrange the order of appearance of the lookup values in numerical or alphabetical orders. 5. Select Save Lookup Values from the File menu. 66

67 Adding Lookup Values 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select the target lookup from the Lookup Code dropdown list and the list of lookup values appears. 3. Click on the Tools button and select the Add New Lookup Code Entry option. 67

68 4. Enter the required information relating to the new lookup code in the newly created fields at the bottom of the page. 5. Select Save Lookup Package As from the File menu. NOTE: Users must limit the number of characters when entering the lookup values. 68

69 Deleting Individual Lookup Values Caution Harmony Information Systems strongly recommends not modifying any previously used descriptions. Instead, users should mark the item inactive and create new values. 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select the target lookup code from the Lookup Code dropdown list. 3. Click on the Retrieve button to display a list of active and inactive lookup values. 4. Check the box corresponding to the item to remove. 5. Click on the Tools button and select Remove Selected Item(s). 6. Select Save Lookup Values from the File menu. 69

70 Lookup Codes IMPORTANT NOTE After performing any additions or changes to a lookup code, always Publish the lookup code by selecting the option from the File menu. Failing to do so makes the lookup invisible to users. Adding Lookup Codes 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select Add New Lookup Code from the File menu and the following warning message appears: 3. Click on the OK button. 4. Enter the name of the new lookup code in the Lookup Name field and click on the Save button. 70

71 5. Click on the OK button in the confirmation message that appears and the new lookup code appears in the Lookup Code field. Secondary ID The Lookup Secondary ID serves several purposes as previously stated. The values entered in the field can be used in calculations, for creating reports or for classification functions. In disposition fields, on the Open/Close and Enrollments pages, the Secondary ID serves a special purpose. It can be used to treat a lookup value 'like open' or 'like closed.' This indicates to the system that regardless of the name given to a particular value, it will be handled as if it were an 'Open' or a 'Closed' value. 'Open' and 'Closed' are special values in Harmony ICMS. Open indicates that a record is active and that certain tasks are allowed. For instance, consumers cannot be enrolled in a program unless they have an Open or like Open disposition in OpenClose. But in customizing and configuring an agency's Harmony ICMS, there are times in which Open does not fit the agency's vernacular or a more descriptive value is desired. So instead of Open they would like Admitted. By entering Open in the Secondary ID field, Harmony treats Admitted as if it were Open. 71

72 Closed indicates to Harmony ICMS that a record is inactive; and therefore, certain tasks are not allowed. Using Closed in the Secondary ID field treats that value as in 'like Closed.' The Secondary ID also has a special use for MEDICATIONCODES. Uniform Resource Locators (URL) for an external website can be entered to provide users with quick access to information regarding the chosen medication. (See the Medication Lookups section on Page78 of this document.) 72

73 Editing Lookup Codes Caution - Modifying the Lookup Code Name may seriously impair the functioning of Harmony ICMS. It is advised to consult Harmony Information Systems Customer Support Staff for assistance. 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select the target lookup code from the Lookup Code dropdown list. 3. Click on the Retrieve button. 4. Click on the Tools button, select Edit Lookup code and a warning message appears. 5. Click on the OK button to continue the process and a window similar to the following appears: 6. Modify the Lookup Code Name and Lookup Description as needed. 7. Click on the save button when done. 73

74 Saving Lookup Codes As Caution - Harmony ICMS recognizes only specific Lookup Code Names. Care must be taken to type the Lookup Code Name exactly or it could seriously impair the functioning of the application. If more than one lookup code are to contain similar values, the lookup code values can be saved with a different Lookup Code name. 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select the target lookup code from the Lookup Code dropdown list. 3. Click on the Retrieve button. 4. Select Save Lookup Code As from the File menu and a warning message appears. 5. Click on the OK button to pursue the process and the following window appears. 6. Enter the new lookup name and click on the Save button. 74

75 Lookup Packages The creation of lookup packages allows for the creation of different sets of lookups for different user groups. IMPORTANT NOTE The Lookup Package feature cannot be used concurrently with Harmony Integrated Case Management System Billing or with Harmony Integrated Case Management System Claims Manager. The feature can be turned off from the System Setup utility. IMPORTANT NOTE After performing any additions or changes to a lookup package, always Publish the lookup package by selecting the option from the File menu. Failing to do so makes the lookup package invisible to users. Editing Lookup Packages 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select the target package from the Package Name dropdown list and a list of lookup values appears. 75

76 3. Perform any necessary changes (add, edit, or delete) in the lookup values. 4. Select Save Lookup Values from the File menu. 5. Select Publish from the File menu to make the new edit available for use. 76

77 Creating New Lookup Packages When creating a new lookup package, the package is not created from a default package. Instead, a pre-existing package is selected to be used as the initial version of the package and then renamed. 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select, from the Package Name dropdown list, the package to be copied as the initial version of the new package to be created. 3. Select Save Package As from the File menu and the following window appears. 4. Enter the name of the new package in the Package Name field and click on the Save button. 77

78 5. Perform any necessary changes (add, edit, or delete) in the lookup values. 6. Select Save Lookup Values from the File menu. 7. Select Publish from the File menu to make the new lookup package available for use. Medication Lookups When workers access a consumer s record, they have access to a list of the consumer s medications through the Medications tab. This list of medications is maintained in the MEDICATIONCODES lookup code. In this lookup code, the Secondary ID fields contain internet addresses. These addresses appear to workers in the medication detail page behind the Read about [name of the medication] link. 78

79 Adding New Medications to the Lookup List 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select MEDICATIONCODES from the Lookup Code dropdown list and click on the Retrieve button. 3. Add new values (as previously explained for any lookup value) by clicking on the Tools button and selecting Add New Lookup Code Entry. 4. Access the following website: 79

80 5. Run a search for a target medication or access the alphabetical index to locate the medication to be added to Harmony ICMS. 6. Click on the target medication. 7. Copy the medication s browser URL into the Secondary ID field. 8. Select Save Lookup Values from the File menu. 9. Select Publish from the File menu. The URL added will appear to users of the Harmony ICMS as the Read About XXX. IMPORTANT NOTE Systems Administrators are not limited to the use of the HealthSquare.com website for the medication information. There are numerous sites to reference. As long as the link to the desired page is entered in the Secondary ID field, the choices are unlimited. 80

81 Lookup Code Combos Lookups can be linked so that a value selected in one lookup affects the values displayed in another lookup. This applies only to lookups that appear on the same page. Adding Lookup Combos 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select Set Lookup Combo from the File menu. 3. Select an option from the Trigger dropdown list and the available lookup codes appear on the right. 81

82 4. Select an option from the Target dropdown list and the available lookup codes appear on the right. 5. Select one or more options from the trigger list box. 6. Select one or more options from the target list box and click on the Add button. 7. Click on OK in the confirmation message and the following combo appears. 82

83 Viewing Existing Lookup Combos 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select Set Lookup Combo from the File menu. 3. Select an option from the Trigger dropdown list and the available lookup codes appear on the right. 83

84 4. Select a single item from the trigger list box and click on the Preview button. The combination (if it exists) appears at the bottom of the page: 84

85 Removing Lookup Combos 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select Set Lookup Combo from the File menu. 3. Select an option from the Trigger dropdown list and the available lookup codes appear on the right. 85

86 4. Select an item from the trigger list box and click on the Preview button. The combination (if it exists) appears at the bottom of the page: 5. Check the corresponding box next to the item to remove. 6. Click on the Tools button and select Remove Selected Items(s). 86

87 Mass Change Utility 87

88 The Mass Change utility allows Systems Administrators to change the benefit calculations in all forms of a specific type (created using the Screen Design utility). IMPORTANT NOTE The Show Notes link (displayed below the Select Screen Design Options ) provides access to additional text on the Mass Change utility. 88

89 Running a Mass Change 1. Access the Mass Change utility from the Utility chapter. 2. Make a selection from the Screen Type dropdown list. The option chosen determines the options available in the Screen Design Name dropdown list with the names of the forms of that type. 3. Select a form from the Screen Design Name dropdown list and the scales (or questions) included in the form appear on the page. 89

90 NOTES: A screen design question will be an active field only if it is a control that allows for a direct user input and is a field that can be used in a calculation. The Percent Change (% Change) column is only available for questions that have a control type of "numeric" or "currency." Even though a "lookup" can be involved in a calculation, users cannot modify the value per assessment record; it can only be modified from the Screen Design Setup area. So the "lookup" control type is also grayed out. 4. Enter the desired amount of change, by percentage, in the Percent Change column. 5. Click on the Run Mass Change button. This creates duplicate records for all consumers who have a screen design form containing the same name as the one selected, no matter if a value is entered into the Percent Change field. If a value is stored in the Percent Change field, that value will be applied to all numeric values stored in that question field for every consumer assessment. NOTE: Assessments marked as "confidential" will only be updated if the worker running the mass change is also the rater of the confidential assessment. After the screen design values are modified, if a calculated field exists, a recalculation is done for all questions that are calculated fields. A confirmation message box appears indicating how many records were affected. 90

91 Mass Change History 1. Access the Mass Change utility from the Utility chapter. 2. Make a selection from the Screen Type dropdown list. 3. Select a form from the Screen Design Name dropdown list. 91

92 4. Select View History from the File menu. 5. Click on the plus (+) sign next to a target form to reveal the details of the mass change event, including the question and percent change. 92

93 Merge And Purge Utility 93

94 The Merge And Purge utility allows Systems Administrators to merge duplicate consumer or provider records, and to purge inaccurate records. 94

95 Merging Records To merge two consumer or provider records together, systems Administrators must follow the steps outlined below: 1. Access the Merge And Purge utility from the Utilities chapter. 2. Make a selection from the Chapter dropdown list. The options are Consumers and Providers. 3. Select Merge in the Task dropdown list. 95

96 4. Enter the chapter (Consumer or Provider) to merge from in the From field. This is the bad record. 5. Enter the chapter (Consumer or Provider) to merge to in the Into field. 6. Click on the Execute button. 7. Click on the OK button in the confirmation message to proceed. All records associated with the bad consumer or provider will be merged into the good record. The bad consumer or provider will be deleted when the merge is complete. 96

97 Purge Records To merge two consumer or provider records together, systems Administrators must follow the steps outlined below: 1. Access the Merge And Purge utility from the Utilities chapter. 2. Make a selection from the Chapter dropdown list. The options are Consumers and Providers. 3. Select Purge in the Task dropdown list. 97

98 4. Enter the chapter (Consumer or Provider) to purge in the From field. 5. Click on the Execute button. 6. Click on the OK button in the confirmation message to proceed. The consumer or provider is now removed from the system. IMPORTANT NOTE Not all consumers and providers can be purged. For example, if a consumer has an activity, it cannot be purged. First, merge the records with another client before purging or leave the record in the system. Purge Operating Parameters 1. When payment records can be traced to services, Harmony ICMS prevents Systems Administrators from purging records. This is the case for: Consumer Payments PO Services Claims 2. Systems Administrators may access the log description to check for purged items. 98

99 Message Setup Utility 99

100 The Message Setup utility allows those with access to this feature to send broadcast messages to specific users or groups of users within the Harmony ICMS application. Messages can be sent in several ways, at specific times, with begin and end dates. 100

101 Viewing/Editing a Message 1. Access the Message Setup utility from the Utilities chapter. 2. Locate the target message and click on it to open the Edit Message setup window. 3. Perform any necessary changes 4. Select Save and Close from the File menu when done. 101

102 Adding a Message 1. Access the Message Setup utility from the Utilities chapter. 2. Select Add New Message from the File menu. 3. Enter at least all required information. Begin Date, End Date, Begin Time and End Time The dates and time that the message will be presented. If an End Time is entered, anyone on the recipient s list that logs in after that time will not receive the message. Message The field in which the text is to be entered. 102

103 Broadcast this message to - This section contains several options for identifying the recipients to receive the message by checking the box to the right of the desired group in the section. Choices include: o All Users - o Selected Users - o Supervisors Only - o Two Part Users Only - Display this message as - Select the method(s) of transmission from this section. o Popup: With this option, a message appears when the users log into the system. o My Harmony Under Broadcast: With this option, a message appears under the Tasks column and in the banner of the application. o Send This option is not yet active. o Instant Alert: This option sends out an instant message to all currently logged-in users via a pop-up window. 103

104 4. Select Save from the File menu and the application expends to allow the entry of Recipients. 5. Select the recipients of the message and click on the Add Recipients button to append them to the list. 6. Select Save And Close from the File menu. 104

105 Next Number Utility 105

106 The Next Numbers utility allows Systems Administrators to set or reset the number appearing next for a variety of Harmony ICMS fields and which automatically assign numbers (e.g., case number, contract number) or use internal counters. IMPORTANT NOTE Next Numbers must be set to avoid duplication with data converted from a previous system. If a previous clinical information system assigned case numbers 5000 through 7000, set the CASEID Next Counter Value to 7501, so as to avoid duplication. Please contact Harmony Information systems Customer Support before adjusting Next Numbers. 106

107 Editing a Next Number 1. Access the Next Numbers utility from the Utilities chapter. 2. Click on the Edit button next to the item to be edited. 3. Perform the necessary changes in the Next Number field. 4. Click on the Submit button. 107

108 Password Utility 108

109 The Password utility allows Systems Administrators to enact rules for the security of the data system. With any of these settings implemented, changes in user passwords must conform to the requirements. These settings affect all users. Password Setup Elements User as Password - Systems Administrators can choose whether users are allowed to have a password that is identical to their user name. Length - Systems Administrators can choose the length and composition of a user s password. o The number of non-numeric characters o The number of numeric characters o The minimum number of characters Password Expiration System Administrators can select among the following criteria: o The determined number of days after which the password shall expire from the date of the last password change. o The number of logins after which the password shall expire since the date of the last password change. 109

110 o The option to log users out of the application after the password expiration. o The option to lock users out of the application after three unsuccessful login attempts. FYI Starting 14 days prior to password or account expiration, users receive daily notifications that their password or account will expire in the number of days left, until the password is changed or the account has expired. 110

111 Re-activating a Locked Out User 1. Access the Users utility from the Utilities chapter and the User Setup page appears: 2. Type the locked out user s User ID in the Search For User field and click on the Go button, since the current page is the one containing the information on the Systems Administrator currently logged. 3. Check the Active Users box. 4. Select Select & Close from the File menu. 111

112 Plans Setup Utility 112

113 The Service Planning module of Harmony ICMS is menu-driven as many other aspects of the application are. The menu linking of the Needs, Goals, Objectives, Interventions and Progress is organized in the Plan Setup utility. In Harmony ICMS, the chain follows the logic that any selection for inclusion in a service plan triggers a menu. When a Need is selected, a menu of common Goals appears. When a Goal is selected, a menu of common Objectives appears. When an Objective is selected, a menu of common Interventions appears. When an Intervention is selected, a menu of common Progresses appears. NOTE: Service plan forms, called Plan Reviews in Harmony, are created using the Screen Design utility. 113

114 Adding a Need 1. Access the Plan Setup utility from the Utility chapter. 2. Select Add Need from the File menu. 3. Check the Requires client s name prefix box if the Need is to be worded so as to start the sentence with the consumer s name. 4. Select the Domain from the dropdown list; enter a Need in the field; enter the Need Text ; check the Active box to make the Need active. 5. Associate a fund code to the Need by selecting one and clicking on the Add button. 6. Select Save from the File menu when done. 114

115 Adding a Goal 1. Access the Plan Setup utility from the Utility chapter. 2. Ensure that Hierarchical is selected in the View Option dropdown. This option shows all levels of Needs, Goals, Objectives, Interventions and Progress. 3. Find the Need to which to add the new Goal. Click on the plus (+) sign next to any need to view its existing goals. 115

116 4. Access the fly-out menu corresponding to the Need and select Add Goal. 5. Enter the Goal in the field of the same name provided. 6. Keep the Active box checked. 7. Select Save from the File menu. 116

117 Adding an Objective 1. Access the Plan Setup utility from the Utility chapter. 2. Ensure that Hierarchical is selected in the View Option dropdown. This option shows all levels of Needs, Goals, Objectives, Interventions and Progress. 3. Find the need to which the Goal associated. Click on the plus (+) sign next to any goals to reveal its existing objectives. 117

118 4. Access the fly-out menu corresponding to the Goal and select Add Objective. 5. Enter the Objective in the field of the same name provided. 6. Keep the Active box checked. 7. Select Save from the File menu. 118

119 Adding an Intervention 1. Access the Plan Setup utility from the Utility chapter. 2. Ensure that Hierarchical is selected in the View Option dropdown. This option shows all levels of Needs, Goals, Objectives, Interventions and Progress. 3. Find the need to which the new Goal and Objective are associated. Click on the plus (+) sign next to any need to reveal its existing goals. 119

120 4. Click on the plus (+) sign next to the Goal to reveal its existing Objectives. 5. Access the fly-out menu corresponding to the Objective and select Add Intervention. 120

121 6. Enter the Intervention in the field of the same name provided. 7. Keep the Active box checked. 8. Select Save from the File menu. 121

122 Add a Progress 1. Access the Plan Setup utility from the Utility chapter. 2. Ensure that Hierarchical is selected in the View Option dropdown. This option shows all levels of Needs, Goals, Objectives, Interventions and Progress. 3. Find the need to which the new Goal, Objective and Intervention are associated. Click on the plus (+) sign next to any need to reveal its existing goals. 4. Click on the plus (+) sign next to any goal to reveal its existing objectives. 5. Click on the plus (+) sign next to any objective to reveal its existing interventions. 6. Access the fly-out menu corresponding to the Intervention and select Add Progress. 122

123 7. Enter the Progress in the field of the same name provided. 8. Keep the Active box checked. 9. Select Save from the File menu. 123

124 Copying a Goal, Objective, Intervention or Progress After adding a Goal, Objective, Intervention or Progress, Systems Administrators can choose to copy these items. 1. Add the Goal, Objective, Intervention or Progress as previously explained. 2. Click on the Copy from Existing button and a list of items appears. 3. Click on the target item from the list appearing to add its text to the text field. 4. Perform potential edits and select Save And Close from the File menu. 124

125 Editing a Need, Goal, Objective, Intervention or Progress Needs, Goals, Objectives, Interventions and Progresses can be edited using the same logic. IMPORTANT NOTE Any changes made to text in the Plan Setup are reflected on every existing service plan. 1. Access the Plan Setup utility from the Utility chapter. 2. Locate a target need from the list view and click on the plus (+) sign to reveal its goals, for example. 125

126 3. Click on the target item (in this example the goal) to be edited to display its edit page. 4. Edit the text as appropriate. 5. Select Save And Close from the File menu. IMPORTANT NOTE Please follow the same process to edit any of the Need, Goal, Objective, Intervention or Progress. Access the edit page of the target item and perform the necessary changes. 126

127 Links Between Needs, Goals, Objectives, Interventions and Progresses Links are created between each added Need, Goal, Objective, Intervention and Progress. However, at times, a particular item could be linked more than once such as in the case of linking a unique goal to more than one need. Needs, Goals, Objectives, Interventions and Progresses can be linked using the same logic. Linking a Need to a Goal 1. Access the Plans Setup utility from the Utilities chapter. 2. Select Needs Only in the View Options dropdown list and click on the Retrieve button. 3. Click on the target need from the list. 127

128 4. Select Link Need with Goal(s) from the ==Linking Options== dropdown list and click on the Select button. 5. Check the box corresponding to all the goals to be linked to the Need. 6. Select Apply Selection and Close from the File menu. IMPORTANT NOTE Please follow the same process and logic to establish links between the Needs, Goals, Objectives, Interventions or Progresses. Access the setup page of the target item, select the appropriate View Options and perform the tasks as outlined above. 128

129 Activating/Deactivating a Need, Goal, Objective, Intervention or Progress Needs, Goals, Objectives, Interventions and Progresses can be activated or deactivated using the same logic. 1. Access the Plans Setup utility from the utilities chapter. 2. Access the list view of the target item (Need, Goal, Objective, Intervention or Progress). The View Options dropdown list may provide a quick access to the target item. 3. Activate or deactivate the target item using one of the following ways: Select the target item and check or uncheck the Active box on its edit page. Access the fly-out menu next to the corresponding target item and click on the appropriate status either Activate [item name] or Deactivate [item name]. 129

130 Adding a Strength 1. Access the Plans Setup utility from the Utilities chapter. 2. Select Add Strength from the File menu. 3. Check the Requires client s name prefix box if the sentence is to be started with the consumer s name. Editing a Strength 1. Access the strength to be edited. 2. Edit the text in the view as appropriate. 3. Select Save from the File menu. IMPORTANT NOTE Harmony Information Systems strongly recommends creating a new strength and deactivating the previous one instead of significantly editing the existing strength. 130

131 Random Generator Utility 131

132 The Random Generator utility allows users to generate indiscriminate samplings of their consumer data for Quality Assurance (QA) and evaluation purposes. This utility provides Systems administrators with two functions: 1. Selecting consumers from OpenClose. 2. Selecting consumers on approved claims. 132

133 Selecting Consumers from OpenClose 1. Access the random Generator utility. 2. Select the Randomly select consumers from OpenClose for the specified date range item. 3. Enter at least the required information. 4. Click on the Execute button. 5. Review the data by running the report from the Reports chapter. 133

134 Selecting Consumers on Approved Claims 1. Access the random Generator utility. 2. Select the Randomly select consumers based on approved claims for the specified location and date range item. 3. Enter at least the required information. 4. Click on the Execute button. 5. Review the data by running the report from the Reports chapter. 134

135 Report Setup Utility 135

136 The Report Setup utility is used to organize the display and availability of reports in the Harmony ICMS. These reports are created using Microsoft SQL Reporting Services software. 136

137 Viewing/Editing a Report Setup 1. Access the Report Setup utility from the Utilities chapter. 2. Select an option form each the Report Type and the Report Category dropdown lists and click n the Retrieve button. 3. Click on the target report from the list to display its Edit Report page. 4. Perform any necessary edits then click on the submit button. 137

138 Report Types and Categories In Harmony ICMS, reports can be grouped into categories and types. The groups are entered into lookup tables under the REPCATEGORY and REPORTTYPE codes. The Standard Reports Types are reports that are displayed from the Reports chapter: Activities Authorizations Consumers Providers Scheduler Billing Resources Special Report Types refer to the following: Consumer Displayed in the consumer page under the Report menu. Provider Displayed in the provider page under the Report menu. Resources Displayed in the resource page under the Report menu. IMPORTANT NOTE The options found in the Report Category dropdown list are determined in the REPORTCATEGORY lookup codes. The categories are identified in this dropdown and the Secondary ID identifies the Report Type under which this Category will be available. After entering each new item, always save and publish the lookup table. 138

139 Adding a Report 1. Access the Report Setup utility from the Utilities chapter. Clicking on the Retrieve button after not selecting any option for the Report Type and Report Category also generates a list of reports. 2. Select Add New from the File menu. 3. Fill the form appropriately. 4. Click on the Submit button to save the report. 139

140 Assigning a Report to a Report Group 1. Access the Report Setup utility from the Utilities chapter. 2. Select an option form each the Report Type and the Report Category dropdown lists and click n the Retrieve button. 3. Click on the target report from the list to display its Edit Report page. 140

141 4. Select Add Report to Group from the File menu. 5. Select a group from the Available Groups dropdown list. 6. Click on the Close button. 7. Copy the report in the appropriate file directory on the Harmony ICMS application server. NOTE: When deploying the Harmony ICMS application, this location is specified to System administrators. 141

142 Rule Manager Utility 142

143 The Rule Manager utility allows for the specification of criteria to determine program and OpenClose eligibility. These rules are configured in the Rule Manager utility and then one or more are added to the appropriate Work Flow Wizard. The Rule Manager can evaluate one or more questions and based on an overall true or false evaluation, can insert a record into OpenClose or Enrollments. 143

144 Editing a Rule 1. Access the Rule Manager from the Utilities chapter. 2. Click on the target rule to edit. 3. Select an option from the Data Source dropdown to add questions and the question dropdown populates with the available fields. 4. Click on the Save/Delete button and select save Question for each question. 5. Select Save from the File menu when done. 144

145 Adding a Rule 1. Access the Rule Manager from the Utilities chapter. 2. Select Add New Rule from File menu. 3. Enter at least the required information. 4. Select Save from the File menu and click on OK in the confirmation message. 145

146 5. Specify the Action and Questions sections for the criteria of the rule. 6. Select Save from the File menu when done. 146

147 Determining Eligibility Ticklers To perform an eligibility determination, a tickler must be created. The tickler should be part of a Work Flow Wizard and needs to have a call page of Determine Rule. 1. Specify the name for the tickler in the tickler box. 2. Click on the ellipse button ( ) to select which rule(s) to be determined. 3. Click on Continue after choosing the rules. 4. Select Save from the File menu when done. When the Work Flow Wizard for the specified event is triggered, then eligibility can be determined. Eligibility can also be later re-determined in the Rule Determined page accessible from the Consumer View menu. 147

148 Deactivating/Deleting a Rule 1. Access the Rule Manager from the Utilities chapter. 2. Click on the target rule to edit. 3. Select No in the Active dropdown list. 4. Select Save from the File menu. NOTE: To delete a rule, simply select the option from the File menu in the Edit Rule page. 148

149 Screen Design Utility 149

150 The Screen Designs utility is used to configure customer-defined interfaces to be displayed in various locations of the Harmony ICMS application. These include the Assessments, Plan Reviews, and Session Notes pages in the Consumers chapter; the Inquiry Documents area of the Inquiries chapter; the Assessments pages of the Providers and Resources chapters; and the Assessments pages of the Provider Worker and Resource Workers areas. The Screen Designs utility can be used to create new forms or edit existing ones. For example, when a paper form must be replaced with its Harmony ICMS electronic version, the Screen Design utility is the tool employed for the task. 150

151 Creating Screen Designs 1. Access the Screen Design utility from the Utilities chapter. 2. Select a type from the Screen Type dropdown list and click on OK in the confirmation message to redisplay the page as appropriate for the selection. 3. Select Add New from the File menu. 151

152 Name Enter the name of the new form which is what the user will see in making a selection. View Name Enter the SQL View if required. (This a special table in the SQL database that may be required for merging information from multiple areas in Harmony ICMS.) Do not enter any other text in this field. Comments Appears when hovering the mouse cursor over the title of the assessment name. Status Choose a status from the dropdown list. This is used in the development of the Screen Design to indicate to other developers the current status. Help Enter information that might help the user with this assessment. The user can access Help through the Tools button within the assessment. Screen Type Identifies the place within the Harmony ICMS application that the Screen Design will be available. Select from the choices in the dropdown list. Active Make sure the Active checkbox is checked for this assessment to be available to users. Retire - Allows previous instances of the screen to be viewed but does not allow new records to be created. Category Optional field that offers another level of filtering the list of Screen Designs. NOTE: The options found in the Category dropdown list are determined in the SCREENCATEGORY lookup codes. The categories are identified in this dropdown and the Secondary ID identifies the Screen Type under which this category will be available. 152

153 Confidential - Makes the screen viewable only to the workers who created it and their supervisor. This setting applies to all instances of this screen. IMPORTANT NOTE Screens should not be set to confidential if anyone other than the workers who created it and their supervisor need to view the information. This setting does not apply to Session Notes. This is set individually for each activity. To make these screens confidential, the Confidential field must be changed to Yes in the consumer s activity. 4. Select Save from the file menu when done and the screen design is assigned a ScreenDesignID. 153

154 Editing an Existing Screen Design Form 1. Access the Screen Design utility from the Utilities chapter. 2. Select a type from the Screen Type dropdown list and click on OK in the confirmation message to redisplay the page as appropriate for the selection. 154

155 3. Click on the target screen design name from the list. 4. Select an option from the File menu, such as Add a New Scale Question The text of the question for the assessment. Question ID To make a reference to other data or reports. Sort Order The order in which this question is to appear in the form. By default, Harmony ICMS auto-increments the Sort Order based upon the setup value on the main Screen Design page and the highest previously entered Sort Order value. 155

156 Help Line Appears when the mouse cursor hovers over the question. Answer Size Limits the number of characters that a user can enter in the response field. The maximum number of characters allowed is Required To be checked if this question must be answered in order to save the form. Active To be checked if the question is to appear in the form. Read Only in xx Mode Select from the dropdown list to restrict users from changing the question s answer in the chosen mode. (By default, the Read Only restriction is not placed upon the question.) Choices include Add, Edit or Both. If Add or Both is selected, a Default Value should be added. Default Value Appears as a default answer to the question when a new assessment is being created. Control type This selection determines the type of response field the user is presented for the question. The choices are: o Calculated Field This field type is used to create special formulas in the form. When choosing a Calculated Field control, the Rounding Digit option allows the screen design creator to specify the number of decimal places the calculated result will contain. The value of this field can be from zero to 99. The calculated result will be rounded up if the value in the position to be rounded is five or higher. o Checkbox The checkbox is checked by clicking on it. This indicates a Yes response to the question (and a -1 is stored in the database). When the checkbox is left un-checked, it represents a No response and a 0 is stored in the database. o Comment Field This is a text field that allows any type of character to be entered. The length of the answer that can be typed in may be limited by design but the maximum is The answer text box resides to the right of the question. o Comment Lookup This option presents users with a button that, upon clicking, allows them to draw in information previously entered regarding a consumer in other areas of Harmony ICMS. These include Needs, Goals, Objectives, Interventions, Progress, Diagnosis, Meds, Strengths, Planned Services, and Service Activity. 156

157 o Full Span Comment Field This field type displays the question above the text box, allowing more text to be visible on the screen. o Currency Field Currency is displayed in the format $x.xx. Simply enter the numbers and Harmony ICMS will format it accordingly. o Data Lookup Data Lookup fields display lists of data previously entered in Harmony ICMS. Data Lookups can include Provider, Country, Diagnosis, Relation, Resource, State or Worker. Caution: This feature should be use with care. Each unique dropdown per screen will force the application to additionally retrieve the necessary data from the server. o Date Field The data is accepted and displayed in a valid date format. o Field The data is accepted as a valid address and the question text becomes an active hyperlink that will create a new, addressed . o Header Allows headers or titles and sub-titles to be added within the form. The information entered in the Question text box displayed in the header. There is a variety of colors from which to choose for the background and for the text. The font size, alignment, and style options can be specified from the selection across the bottom of the page. o Likert This is a set of radio buttons where users indicate, in a preset range, the proper response values. When the mouse cursor hovers over the buttons, the value range is displayed. o Lookup Field This field type provides users with a list of choices. By clicking on the field or the arrow to the right of the field, users can scroll through the list of choices and make a selection. By clicking on Tools there are three options to assist in creating the lookup values. Select New Lookup Entry for a new blank row, New Yes/No Entry for two rows pre-populated with Yes and No, and Copy From Existing lookup questions. o Numeric Box Accepts only numeric answers. By design, users may be limited to a certain range of answers. (e.g., 1 through 10) o Phone Field Accepts only phone numbers in the (xxx)xxx-xxxx or x(xxx)xxx-xxxx format. (Harmony ICMS automatically adds the punctuation for the sets of digits.) 157

158 o Rawscore Field - These fields are used to create special formulas in the form. o SSN Field Accepts numbers in the xxx-xx-xxxx format only. (Harmony ICMS automatically adds the required hyphens.) o Time Field Data is accepted and displayed in valid time format. 5. Select Save from the File menu when done. IMPORTANT NOTE Harmony Information Systems strongly recommends against deleting scales because it could impact the use of an associated Word Merge document. Instead or deleting, scales should be deactivated. 158

159 Copying a Screen Design To assist in creating similar screen designs, existing screens can be copied and saved as new screens. 1. Access the Screen Design utility from the Utilities chapter. 2. Select a type from the Screen Type dropdown list and click on OK in the confirmation message to redisplay the page as appropriate for the selection. 159

160 3. Click on the target screen design name from the list. 4. Select Recreate Document As 5. Enter a name for the document and select the document type. 6. Click on OK. 160

161 Publishing Screen Designs Any time a screen design form is added or changed, all screen designs of the same type must be published in order for them to be available to users. Harmony ICMS reads these published XML files and displays the information for users within the application. Based upon a security group and the packet of published screen designs assigned to it, different users may have access to different groups of forms. 1. Access the Screen Design utility from the Utilities chapter. 2. Select a type from the Screen Type dropdown list and click on OK in the confirmation message to redisplay the page as appropriate for the selection. 3. Select the box corresponding to the items to publish. 161

162 4. Enter the name of the package/packet exactly as it was originally named and click on the Publish button. NOTE: In order for users to see their assigned packet of forms, the name of the published file must match exactly the name as assigned in Groups Setup. IMPORTANT NOTE If a change is made to a previously existing screen design, all screen designs in that package need to be republished in order to be seen by users. If a new form is added or a change is made to a previously existing screen design, all screen designs in that package need to be re-published in order to be seen by the user. Harmony ICMS does NOT add single screen designs to existing packages. All the current data is overwritten in the file. 162

163 Importing from XML Selecting Import from XML from the File menu allows users to import forms from previously published XML files. This can be useful if forms are created in a different site (usually Live, Test or Training) and are needed to be moved to another. 1. Access the Screen Design utility from the Utilities chapter. 2. Select a type from the Screen Type dropdown list and click on OK in the confirmation message to redisplay the page as appropriate for the selection. 163

164 3. Select Import From XML from the File menu. 4. Select the location of the XML file. (Make sure access permission to this location is granted.) Type in the UNC or local path or select from the current application. (Selecting from the current application may occur if a form is inadvertently deleted and to restore it from the XML file. This only works if the forms in that packet have not been re-published since the form was deleted.) 5. Click on the Load button after entering the path, if the first option is chosen. 6. Select the form(s) to be imported by checking the box next to their title from the list that appears. 7. Click on the Import button. The forms are then added to the current system. 8. Publish the newly imported forms to the appropriate package. 9. Update the SQL Views created using the Scale IDs from the previous (or source) screen design with the new Scale IDs of the newly added screen design. 164

165 Tips 1. DO NOT copy text from MS Word into Harmony ICMS when creating screen designs. This action adds special characters to the database that creates errors when users attempt to use that particular document. Unfortunately, this issue can only be identified through the database tables. 2. DO NOT include any demographic or geographic information as part of the assessments this information can be merged from information already entered in Harmony ICMS. 3. DO NOT leave any blank spaces after the last character of the question. 4. DO NOT insert duplicate questions. If you do, Harmony ICMS will provide a warning message and not allow the value to be saved. 165

166 Site Setting Utility 166

167 The Site Setting utility allows Systems Administrators to configure Harmony ICMS to best meet the needs of their agency. Each funding stream managed through Harmony ICMS can be set up with a budget, general ledger account number(s), and language to appear on authorizations, invoices and warrant registers, and access to areas of the Harmony ICMS system. The following data elements must be established for every Fund Code managed by Harmony ICMS: Fund Code FIPS Code City/County Name Contact Name Title Phone Organization Name Address Otherwise, authorizations, invoices, and reports may not function properly if these fields are not completed. To view the settings for a particular Fund Code, select it from the Fund Code dropdown menu located at the top of the Site Settings screen. 167

168 Account A System Administrator can enter an agency s general ledger account number(s) for the selected Fund Code on the Account sub-page. Require Finance Approval - To enforce the rule that only users with Finance Approve privileges may approve an authorization, payment, or service for the selected fund code, then Systems Administrators must check the Require Finance Approval checkbox on the Account page. Show Self Payer for Payables - For Self Payer to appear when adding a payable record (in the consumer s account), this checkbox needs to be selected. Show Payables From Enrollments - By checking this box, any open program enrollments for the selected consumer appears in the Provider dropdown when adding a payable record (in the consumer s account). Show Payables From Placements - By checking this box, any open placements for the selected consumer appears in the Provider dropdown when adding a payable record (in the consumer s Account). 168

169 Show Payables From Referral - By checking this box, any open referrals for the selected consumer appears in the Provider dropdown when adding a payable record (in the consumer s account). Contractual Write-Off Account - Systems Administrators can now specify to which Write-Off account the contractual adjustments will be written off in Harmony ICMS Billing Module by selecting the appropriate account in the Contractual Write-Off Account dropdown menu. This dropdown menu is populated with all Payers with a Payer Type of Write Off. 169

170 Associated Fund Code The purpose of the sub-page is to allow Systems Administrators to relate Fund Codes to other Fund Codes, so that users who don t have authorized Fund Code access (i.e., the Fund Code does not appear in the user s User Fund Codes area in the Users setup utility) to the selected Fund Code can be granted limited access to OpenClose and Enrollments records for the associated Fund Codes. If a user opens the OpenClose or Enrollments record of a consumer where the Fund Code is one of the Associated Fund Codes, then the user will have viewonly access to the screen (just the same as if the disposition were set to closed ). The File menu option for these screens is restricted to just a single option: Close. 170

171 Associating a Fund Code 1. Click on Site Settings under the Utilities chapter. 2. Choose the desired Fund Code from the dropdown menu. 3. Click on the Associated FundCode sub-page. 4. Highlight the Fund Code to which to associate the current Fund Code from the Available To Be Linked window. 5. Click on the Add button (or double-click on the desired Fund Code) and the Fund Code will then appear in the Already Linked window. The same process can be repeated to link additional Fund Codes. 6. Systems Administrators can also use the Add, Add All, Remove, or Remove All buttons to move Fund Codes from the Available To Be Linked window to the Already Linked window and vice versa. 7. Select Save And Close from the File menu when done. 171

172 Billing The Billing sub-page allows a Systems Administrators to customize the appearance of authorizations and invoices printed by Harmony ICMS to include site-specific language and signature lines. 172

173 Expense Setup The Expense Setup sub-page determines the type(s) of expenses that are associated with the selected Fund Code, so that users may record all relevant expenses for the client and related members. 173

174 Associating an Expense Type 1. Click on Site Settings under the Utilities chapter. 2. Choose the desired Fund Code from the dropdown menu. 3. Click on the Expense Setup sub-page. 4. Highlight the expense type to which to associate to the selected Fund Code, from the Available Expense Types page. 5. Click on the Add button (or double-click on the desired expense type) and the expense type then appears in the Associated Expense Types page. The same process can be repeated to link additional Expense Types. 6. Systems Administrators can also use the Add, Add All, Remove, or Remove All buttons to move expense types from the Available Expense Types page to the Associated Expense Types page and vice versa. 7. Select Save And Close from the File menu when done. 174

175 Fiscal Months The Fiscal Months sub-page is used to establish the precise number of days and weeks in each month in a fiscal year. This table must be completed accurately in order for the various Harmony ICMS functions used to automatically create invoice records to work properly. For each fiscal year to manage in Harmony ICMS, select the year from the dropdown menu and click on the Retrieve button. If the data for that year does not already exist, it will prompt to create it. Click on OK to create the new fiscal year data or click on Cancel if not. 175

176 Fund Code Budget The Fund Code Budget sub-page can be used to store information pertaining to the budgets of each fund code managed with Harmony ICMS. Although most of this information is optional and primarily for informational purposes, the Fiscal Year and Effective Date fields must be created for each fund code and fiscal year to be tracked. 176

177 Adding New Fiscal Year 1. Click on Site Settings in the Utilities chapter. 2. Choose the desired fund code from the dropdown menu. 3. Click on the FundCode Budget sub-page. 4. Click on the fly-out menu on the right to add a new Fiscal Year, and then select the Add New Budget option, which will generate the Add Fund Code Budget page. Complete the required fields and Select the Save option from the File menu to save the new record. 177

178 Income Setup The Income Setup sub-page determines the type(s) of income that are associated with the Fund Code, so that users may record all relevant income for the client and related members. 178

179 Associating an Income Type 1. Click on Site Settings under the Utilities chapter. 2. Choose the desired Fund Code from the dropdown menu. 3. Click on the Income Setup sub-page. 4. Highlight the Income type to which to associate the current fund code from the Available Income Types page. 5. Click on the Add button (or double-click on the desired income type) and the Income type will then appear in the Associated Income Types window. The same process can be repeated to link additional Income Types. 6. Systems Administrators can also use the Add, Add All, Remove, or Remove All buttons to move an income type from the Available Income Types page to the Associated Income Types page and vice versa. 7. Select Save and Close from the File menu when done. 179

180 ISO Budget The ISO Budget sub-page allows Systems Administrators to create budget enforcement restrictions based on index/sub-object combinations at the authorization and the consumer payment levels. Selecting a Level of Enforcement Systems Administrators can select one of the following Levels of Enforcement for each index/sub-object combination: None Harmony ICMS will not enforce the budget amounts. This is the default value for level of enforcement. Warning - Harmony ICMS will auto-generate a pop-up warning message when a user attempts to add a new PO or Consumer Payment that exceeds the budget amount. Block Harmony ICMS will auto-generate a pop-up message that alerts the user that they have exceeded the budgeted amount and Harmony ICMS will prohibit the user from being able to add the new PO or Consumer Payment that exceeds the budget amount. 180

181 Adding an ISO Budget 1. Click on Site Settings under the Utilities chapter. 2. Choose the desired Fund Code from the dropdown menu. 3. Click on the ISO Budget sub-page. 4. To add a new Index/Subobject Budget combination, click on the fly out menu to the right and then select the Add New ISOBudget option, which will generate the Add ISO Budget window. 5. Complete the required fields and then select the Save option from the File menu to save the new record. 181

182 Linked FundCode The Linked FundCode sub-page allows System Administrators to establish Fund Codes used to link clients together into family or case units. For example, a Fund Code for TANF might include TAN for head of the household, TAA for other adults, and TAC for TANF children. Harmony ICMS also prompts for relation to head of household and stores this information in Relations. 182

183 Linking Fund Codes 1. Click on Site Settings in the Utilities chapter. 2. Choose the desired Fund Code from the dropdown menu. The selected Fund Code is the parent Fund Code. 3. Click on the Linked FundCode sub-page. 4. Highlight the Fund Code to which to associate the current Fund Code, which will be the child Fund Code from the Available To Be Linked window. 5. Click on the Add button (or double-click on the desired Fund Code) and the Fund Code will then appear in the Already Linked window. The same process can be repeated to link additional Fund Codes. 6. Systems Administrators can also use the Add, Add All, Remove, or Remove All buttons to move a Fund Code from the Available To Be Linked window to the Already Linked window and vice versa. 7. Select the Save and Close option from the File menu when done. Allow Concurrency The default setting for Allow Concurrency is set to No ; which means a consumer cannot belong in a linked Fund Code at the same time. However, if the Allow Concurrency checkbox is checked Yes, then a client can have an OpenClose record of a Parent fund code (e.g., TAN), and also be in another Fund Code (e.g., TAA or TAC) as a child record to someone else's parent record (e.g., TAN) simultaneously. 183

184 Monitors The Monitors sub-page allows system administrators to specify different roles for each fund code. This feature can also be used in tickler setup to assign ticklers to the roles. Adding a Monitor within Roles Three workers may be added up to monitor Fund Codes and specify the dates during which the Fund Code will be monitored. 1. Select a Fund Code from the Fund Code dropdown menu. 2. Select the Monitors sub-page. 3. Select the Monitor (1 3) from the Roles field. 4. Click on Add or double-click on the Monitor from the Roles field. 5. Select the worker from the dropdown menu. 6. Enter the Begin and End dates. 7. Select Save from the File menu. 184

185 Adding a Role For additional Roles, the title of the role must first be added to the ROLECODES lookup. 1. Select a Fund Code from the Fund Code dropdown menu. 2. Select the Monitors sub-page. 3. Select the Role from the list. 4. Click on Add. 5. Select the Worker from the dropdown menu. 6. Enter the Begin and End dates. End Date is optional. 7. Select Save from the File menu. Deleting a Monitor or Role 1. Click on the X next to the Monitor number from the Selected Role section. 2. Click on OK to the prompt asking Are you sure you want to remove this role? 3. Select Save from the File menu. 185

186 Month Codes The Month Codes sub-page allows a Systems Administrator to specify the order in which months occur in a fiscal year and the quarter each month is assigned to for each Fund Code managed by Harmony ICMS. For example, if the fiscal year begins July 1, July has a Month Order number of 1 and is assigned to the 1 st quarter of the fiscal year. Different Fund Codes may use different fiscal years. 186

187 Report The Report sub-page allows Systems Administrators to provide different forms for different Fund Codes. The following forms are legacy settings from the earlier versions of Harmony ICMS and are not used in this version of the application: PO Version, Invoice Version, Check Version, Service Plan Version, and Profile Version. Other features available on the Report sub-page: Merge Directory Determines where the qrycon.txt file is stored on each user s local machine for merges created for this Fund Code. If no setting is defined here, the path defines in System Setup will be used for all merges. Provider Dropdown Determines whether Provider appears in a dropdown menu or search screen on the Add Enrollments screen. Resource Dropdown Determines whether Resource (external programs) appear in a dropdown menu or search screen on the Add Placements screen 187

188 External Provider Dropdown Determines whether external Programs appear in a dropdown or search screen in the Add Referrals screen. IMPORTANT NOTE For Harmony ICMS users to see a search box allowing them to look for any program within a fund code when they work in the Consumers chapter s Authorizations tab on a consumer record that does not have open enrollments within that fund code, their agency s Systems Administrators must select all three checkboxes above. External URL Provides a link from the main Inquiry screen on the Open External Page from the File menu, which is useful for searching an external site (must be prefixed with This option will display the URL entered for the users default Fund Code. 188

189 Report Order Setup The Report Order Setup sub-page allows System Administrators to create index/sub-object combinations associated with a Fund Code. Please note that Systems Administrators must first enter index codes in the Index Code Setup and subobject codes in the SubObject Code Setup areas in the Utilities chapter before establishing index/subobject combinations. 189

190 Creating Report Orders 1. Click on Site Settings in the Utilities chapter. 2. Choose the desired Fund Code from the dropdown menu. 3. Click on the Report Order sub-page. 4. Click on the down arrow on the right. 5. Click on the Add New Report Order option in the fly-out menu. 6. Fill out, at a minimum, the required information in the Add Report Order Screen. 7. Select Save from the File menu when done. 190

191 Creating Index/Sub-Object Combinations 1. Expand a Report Order entry by clicking on the plus (+) sign on the left. 2. Click on the down arrow on the right. 3. Click on Add New ISCombo Code option in the fly-out menu. 4. Fill out the information in the AddrISCombo Code Screen, ensuring that all required fields have been populated. 5. Select Save from the File menu when done. NOTE: The Add and Edit buttons to the right of the Index Code and SubObject Code entries can be used to add new codes or edit existing codes. The codes can also be added and edited using the Index Code Setup and SubObject Code Setup utilities. 191

192 Search Constraints The Search Constraints sub-page displays the fields that appear on the Consumers and Providers/Resources Search pages based on the user s default Fund Code. This sub-page can be used as an additional layer of security to prevent duplicate records from being added by selecting which be fields will be required in order to add a new record. 192

193 Statements The Statements sub-page is a legacy feature from a previous version of Harmony ICMS that allows for the entry of a standard statement to be printed on invoice reports. 1. Enter data in all fields. End Date may be left blank if desired. 2. Select Save or Save & Close from the File menu. 193

194 Add Additional Sliding Fee records 1. Select the Service Code to add more records to from the Filter by Service Code dropdown and click on Go. 2. Click on Tools and select Add Empty from Existing and a new row will be created at the bottom of the screen with the same service code. 3. Enter data in all fields. End Date may be left blank if desired. 4. Select Save or Save & Close from the File menu. Copy Sliding Fee records to a new service code 1. Select the Service Code to add more records to from the Filter by Service Code dropdown and click on Go. 2. Click on Tools and select Copy from Existing. 3. Select the service code to copy to (create new records) from the dropdown. Click on Copy. New row(s) will be created at the bottom of the screen with the new service code and all the data pre-populated from the original service. A prompt will ask to save. Click on OK to save, click Cancel to not save. Note: The service code copied from will not be modified. It is only used as a template for the new records. Remove a Sliding Fee record 1. Check the box beside the record(s) to remove. 2. Select Remove Selected Items from the Tools button. 194

195 Sliding Scale Fee Utility 195

196 The Sliding Scale Fee utility allows for the creation of criteria tables to determine the client s portion of a payment. The Sliding Scale Fee for an individual client is determined in Consumer Accounts, Payment Plan page. 196

197 Add New Sliding Fee record 1. Click on Tools and select Add Sliding Scale Fee. 2. Enter the (full or partial) service code and click on OK. 3. Select the appropriate service(s) from the list by clicking the checkbox to the right of the service row. Click on Close when finished. 197

198 Standard Phrases Utility 198

199 Standard Phrases are set up to help users enter repetitive data more quickly. Rather than typing the same information manually into notes, assessments, plan reviews, etc., for every consumer or session, enter this information one time as a standard phrase. The worker, then, can get the standard phrase (using the Tools button) while filling out the related screen. Standard Phrases are designed to be associated with particular workers and particular screen types. The screen type is chosen via the Phrase Category field. The Standard Phrase itself is entered into the New Phrase field. Each Phrase must be associated with at least one worker, but can be associated with multiple workers. To select a contiguous list, use the <SHIFT> key. For a noncontiguous list, select each worker with the mouse button while holding down the <CTRL> key. 199

200 Adding a New Standard Phrase 1. Access the Standard Phrases utility from the Utilities chapter. 2. Select an option from the Phrase Category dropdown list. 3. Enter the actual phrase in the New Phrase field. 4. Select the worker(s) who will be able to access the standard phrase while in the given page. 5. Select Save from the File menu. 200

201 Editing a Standard Phrase 1. Access the Standard Phrases utility from the Utilities chapter. 2. Click on the worker associated with the standard phrase and click on the Show Existing Phrases for Selected Worker OR simply click on the Show All Existing Phrases 3. Select the target phrase from the list and the edit dialog appears. 4. Make the appropriate changes and click on the Save button. 201

202 Deleting a Standard Phrase 1. Access the Standard Phrases utility from the Utilities chapter. 2. Click on the worker associated with the standard phrase and click on the Show Existing Phrases for Selected Worker OR click on the Show All Existing Phrases 3. Select the box in the Delete column corresponding to the target item. 4. Click on the Tools button and select Delete Selected. 5. Select Save from the File menu. 202

203 Deactivating a Standard Phrase 1. Access the Standard Phrases utility from the Utilities chapter. 2. Click on the worker associated with the standard phrase and click on the Show Existing Phrases for Selected Worker OR simply click on the Show All Existing Phrases - OR - a. Uncheck the corresponding box in the Active column. 3. Select the target phrase from the list and the edit dialog appears. 4. Deselect the Active box. 5. Select Save from the File menu. 203

204 SubObject Code Setup Utility 204

205 The SubObject Code Setup is a utility to allow Systems Administrators to set up the required SubObject codes for billing and reporting purposes. 205

206 Editing a SubObject Code 1. Access the SubObject Code utility from the Utilities chapter. 2. Click on the target subobject code. 3. Make all appropriate changes. 4. Select Save from the File menu. 206

207 Adding a SubObject Code 1. Access the SubObject Code utility from the Utilities chapter. 2. Select Add New SubObject from the File menu. 3. Enter at least the require information. 4. Select Save from the File menu. 207

208 System Setup Utility 208

209 The System Setup utility allows Systems Administrators to establish settings for the entire system. The system setting usually occurs only once. It is important to note that changes made in this utility affect the entire system, for all users. 209

210 Labels The Labels section of the System Setup allows Systems Administrators to identify the label values and file paths. Application Title - Controls the text displayed on the login page. Usually Live, Test, or Training is displayed depending on the site. Address (From) Controls the From address that is displayed in automated Incident s. Query connection Default Path Specifies the path for the qrycon.txt file when documents are merged from the Consumer, Provider or Resource menu or from locations where there is no Fund Code specified. Otherwise the path used is specified in Site Settings, by Fund Code. GL Export Default Path Specifies the path for exported files from the GL (General Ledger) Export function. If this path is left blank, the GL Export will default to C:\Program Files\Harmony\GLExport. Info Path Specifies the path where Info Path documents are saved for the local user. If this path is left blank, the application will default to C:\Program Files\Harmony\InfoPath. InfoPath Server Specifies the location of the Info Path Server. If this path is left blank, the application will default to Web Address - Displays an external URL link in the menu bar area on tab pages for all users. 210

211 Add New Consumer Defaults The Add New Consumer Defaults section is used to control what is displayed on the Add New Consumer Search page and what criteria are included in searching for a consumer record in the Add New Consumer Search page. Show Add Record button Determines whether or not the Add Record button is displayed after searching for Consumers. It is recommended that the Add Record button always be displayed unless the agency searches External databases exclusively. Show Search External button Determines whether or not the Search External button is active. If the agency does not search external databases, then it is recommended to hide this feature to reduce user confusion. Allow Duplicate SSN Determines whether the system allows more than one consumer record with the same Social Security Number. If No Duplicate SSN, allowable Unknown SSN if Allow Duplicate SSN is set to No, this option allows Systems Administrators to specify an acceptable unknown Social Security Number. Apply DOB in Search - Determines whether or not a consumer s date of birth is included by default each time a new consumer search is performed. Apply SSN in Search - Determines whether or not a consumer s Social Security Number is included by default every time a new consumer search is performed. Show Inactive in Quick Search - By default, inactive records are not returned when performing a Quick Search. In order to have inactive records returned in such a search, select Yes. 211

212 Consumer Options The Consumer Options section is used to control various consumer record features. Show Eligibility search button Determines whether or not the Add Record button is displayed on the Eligibility sub-page of the OpenClose page. It is recommended that the Add Record button always be displayed unless the agency searches external databases exclusively. Show Eligibility Search For It search button - Determines whether or not the Search For It button is displayed on the Eligibility sub-page of the OpenClose screen. By clicking on the button, a search is performed on the External Eligibility table and the Index, Subobject, Start Date, and End Date fields are auto-populated if the Search locates a matching eligibility record. NOTE: Harmony Information Systems recommends the use of only one of the eligibility buttons based on how the agency being configured uses the Eligibility. 212

213 Show Master Eligibility list in PO Add Services If users should be limited to selecting from a list of the consumer s active Eligibility records (as established in their OpenClose record), first select No in the dropdown for the Master Eligibility list in PO Add Services. (Also ensure that Eligible Only is selected in the Allowable ISO Codes dropdown in Group Settings.) If set to Yes, the application will default to the Master list of ISO codes, from which the end user can choose. Use OpenClose fields as default values for Enrollments/Referrals fields - By selecting Yes the Referral Date and Worker fields in the Add Enrollments/Referrals pages will default to the values set in the Referral Date and Primary Worke fields on the OpenClose page. Display Axis 3 Diagnoses in dropdown - By selecting Yes the Axis 3 values are presented in dropdown lists. If No is selected, users are presented with a button to open a search window. Display PO Services Unit Cost as ReadOnly By selecting Yes, the Unit Cost field on the Authorized Services Add page will be displayed as a read only text field for users who are not granted Approve Auth privilege. Allow Ability to Add a Relation Record By selecting Yes users have the option to create consumer records from an existing relations record by selecting the Add as Consumers option from the File menu of the Relation. Close/Delete enrollment when PO exists - By selecting Yes users may close (or delete if they have the proper permissions) an enrollment record while leaving an existing PO active. By selecting No, users may not close (or delete) an enrollment record if there is an active PO. 213

214 Vendor/Resource Options Allow Duplicate Vendor Number (VendorNo) - Determines whether or not to allow a duplicate vendor (VendorNo). This is a free-form text field, not a system generated field. Systems Administrators can allow a duplicate vendor, not allow one, or receive a warning message each time a vendor is added with an existing vendor number. Inquiry Options Inquiry Check-In/Check-Out feature On - By selecting Yes users will be required to use the Check-In/Check Out feature in the Inquiries chapter. Checking an inquiry out allows a user to have exclusive editing rights to an inquiry until the record is checked back into the Harmony ICMS. 214

215 Utility Setup Options Allow Creation of Lookup Packages By selecting Yes the option to create different Lookup Packages is enabled. IMPORTANT NOTE The Lookup Package feature cannot be used concurrently with Harmony Integrated Case Management System Billing Module or with Harmony Integrated Case Management System Claims Manager. Log Error Messages In Text File Turns on an error log, which is a text file located on the server and stores errors encountered by the system. NOTE: Running the error log is resource intensive and may impact production performance. Harmony Information Systems strongly recommends that Systems Administrators limit the use of this feature for diagnosing specific errors reported by users and then turning the feature off after the error has been logged. Turn On Instant Messaging - Turns on the ability to send instant messages using the Message Setup utility. 215

216 Financial Setup Option When using a 3rd-party general ledger system, the application can be set to refer to vouchers instead of checks. Use External Application for Check Creation - When a third party check processing system is used for check creation, select Yes in this field. Export Vouchers Stored Procedure If Yes is selected in the Use External Application for Check Creation field, a value must be entered in this field. This value will contain the name of a stored procedure that will export the voucher data. Import Check Stored Procedure - If Yes is selected in the Use External Application for Check Creation field, a value must be entered in this field. This value will contain the name of a stored procedure that will import the check data. 216

217 Miscellaneous Options The Miscellaneous Options section controls the global default setting for all Remain on Screen checkboxes and whether or not the Change Your Password link is displayed on the login screen. Default the Remain on Same Screen checkbox to checked If enabled, the checkbox for Remain on Same Screen after save is completed is automatically checked for the screens containing this feature. Show the Change Your Password link on the Login page Displays the link on the login page of the Harmony ICMS. Display workers in a dropdown If enabled, workers will appear in dropdowns in the system. If not enabled, users will search for workers using the ellipses button. 217

218 Base Percent Client Responsibility on the first Unit of Service if enabled and client responsibility is based on a percentage co-pay or sliding fee, then on an activity the value of the Client Responsibility field will calculate to be 1 Unit*Percentage. If disabled (No), the value will be calculated as Units*Percentage. Default My Harmony Refresh Box is checked When enabled the My Harmony page is refreshed every time it is accessed. Allow Claim Edit (users with HB in the Edit/Adjust Tab) Provides to some users the privilege to perform changes to the claim. 218

219 Unit Worker Utility 219

220 Systems Administrators have the option to assign workers/supervisors to multiple units. This can give a worker access to the My Harmony > Requested Authorizations page. To set up a worker for proper access and functionality in the My Harmony > Requested Authorizations page, please refer to the two scenarios below: Scenario 1 Worker 1 is the supervisor of another worker (Worker 2) who has requested a PO and Worker 1 has sufficient permissions to approve authorizations. The requested PO will display in Worker1 s Requested Authorization page. *** The supervisor (Worker 1) does not need to be in the same unit worker relationship as Worker 2, due to the direct supervisor -> worker relationship. Scenario 2 Worker 1 is in the same unit as the worker (Worker 2) that initially requested a PO and has sufficient permissions to approve a PO. The requested PO will display in Worker 1 s Requested Authorization page. *** Worker 1 does not need to be the direct supervisor of Worker 2; however will need to have sufficient PO approval permissions and be in the same reporting unit. 220

221 Adding a Unit Worker 1. Access the Unit Worker utility from the Utilities chapter. 2. Select Add New Unit Worker from the File menu. 3. Enter at least the required information. 4. Select Save and Close from the File menu. 221

222 Editing a Unit Worker 1. Access the Unit Worker utility from the Utilities chapter. 2. Select the target item from the list view displayed. 3. Perform all necessary changes. 4. Select Save and Close from the File menu. NOTE: This utility does not use the Unit Group level security setting. If Unit security is needed, then users will only have access to client records within their assigned units from within their worker record. 222

223 Users Utility 223

224 The Users utility allows designated Systems administrator(s) to create and edit users of the Harmony ICMS. 224

225 Adding a User 1. Access the Users utility from the Utilities chapter. 2. Select Create New User from the File menu. 3. Enter at least the required information. 4. Select Save from the File menu to grant the new user access to the Harmony ICMS application. 225

226 Editing a User 1. Access the Users utility from the Utilities chapter. 2. Select another user than the one displayed by default for being the currently logged in user: a. Run a search for the target user from the Search field provided. b. Scroll through the list of users. 3. Select the target user. 4. Perform the necessary changes. 5. Select Save from the file menu. 226

227 WFW Setup Utility 227

228 The WFW Setup (Work Flow Wizard) utility is used to establish ticklers that can be used to remind Harmony ICMS users to collect information or to perform a task. Prior to establishing ticklers through the WFW Setup utility, Systems Administrators must first establish the Review Periods (Review Due). This step is performed in the Lookup Codes utility. 228

229 Establishing Review Periods NOTE: Review periods are used throughout Harmony ICMS. Adding a review period will add it to all Review dropdowns in the application. 1. Access the Lookup Codes utility from the Utilities chapter. 2. Select REVIEWPERCODES from the Lookup Code dropdown list. 3. Click on the Retrieve button. 4. Click on the Tools button and select Add New Lookup Code Entry. 5. Enter a name for the review period to establish along with time frames for receiving the tickler in the blank fields at the bottom of the page. 229

230 6. Select Save from the File menu when done. 7. Select Publish from the File menu. NOTE: Do not change the Open, Discharge and Close review periods in the Review Periods lookup table. These Review Periods are used as triggers for other ticklers in Harmony ICMS. 230

231 Ticklers and Work Flow Wizards Setup The Work Flow Wizard helps manage groups of tickler events/dispositions that need to occur during a specific event. Example: After entering a new consumer and submitting the demographic information, a Work Flow Wizard window may appear, listing all tasks that are due within 30 days of the triggering event. Any tasks that a user does not complete in the Wizard will appear under Ticklers in My Harmony > Messages or can be found under the Ticklers menu in the consumer record for whom the tasks are to be performed. The incomplete ticklers will also be visible by the user s supervisor in their Ticklers Due list under My Management. 231

232 Setting Up Ticklers After setting up review names and periods, a tickler can be established by following the steps outlined below: 1. Access the WFW Setup utility from the Utilities chapter. 2. Enter or change any of the desired filters and click on the Go button. 232

233 3. Select Add New Tickler from the File menu and the Add WFW Setup page appears with the filters previously entered., Tickler Type choose the Tickler Type that will define the area of the application to which the Tickler will be associated. o Consumer o Provider o Resource o Worker Fund Code if not already defaults, select the Fund Code for which the Tickler will be available. Separate Ticklers must be entered for each Fund Code for which it will need to be available. Trigger Screen select the screen from which the Tickler will be triggered from this dropdown menu. The Trigger you select, along with your choice from the Trigger Event/Disposition dropdown menu will determine when a tickler is generated. Trigger Screens include Demographics, Enrollments, Open/Close, Placements, Referrals, and Tickler. Trigger Event/Disposition - may include events/activities such as Add, Intake, Close, or Discharge. The list is generated from the available dispositions for the selected Trigger Screen. These values are added to the Lookup Codes through the Lookup utility. (Use the DISPOSITIONCODES Lookup Code for OpenClose dispositions, EDISPOSITIONCODES Lookup for Enrollment Dispositions, PLACEMENTDISPOSITIONCODES for Placement Dispositions, and REFERRALDISPOSITIONCODES for Referral Dispositions.) 233

234 A Trigger Event is the activity that causes the requested tickler to be generated. For example, when opening a client (the trigger event) to a Fund Code, the user is reminded to also complete a psychosocial history at intake (the review due). Call Page this identifies the page to open that needs to be completed: o Age creates a tickler for a task due when a client turns a specific age. When you select this call page, two additional fields will display to allow you to enter the age in years and months that you want the tickler to become due. (Note: no tickler will be created if the consumer has already passed the specified age at the time of the trigger event.) o Assessments calls a Consumer Assessment o Authorizations calls an Add Authorization page o Contacts calls the Add Contacts page o Demographics (Edit Mode) opens the Consumer s Demographic page to allow additions or edits to that previously saved page. o Diagnosis calls an Add Diagnosis page o Eligibility calls an Add Eligibility page o Enrollments calls an Add Enrollments page o Expense calls Expense screen under Consumer Accounts o Income calls the Income screen under Consumer Accounts o Insurance calls an Add 3 rd Party Payers page o Links (URL) calls a page where the user can click through to an external link o Meds calls an Add Medication page o Merge calls a Consumer Merge Document o Notes calls an Add Notes screen o Payments calls an Add Payments page o Placements calls an Add Placements page o Plans calls an Add Plan Review page 234

235 o Referrals calls an Add Referrals page o Relations calls an Add Relations page o RPT calls a Crystal Report o Self-Pay calls the Self Payer page o Ticklers calls a manual Tickler Tickler depending on the Call Page chosen, you will have the choice to select a tickler name from a dropdown menu or enter a name into the text box. Assign Tickler To select the worker to whom the task will be assigned. o Current User the tickler will be assigned to the currently, logged-in user o Primary Worker the tickler is assigned to the Primary Worker as indicated on the OpenClose page o Supervisor the tickler is assigned to the Supervisor of the Primary Worker o Roles the tickler is assigned to a specific role, which is established under Monitors in the Site Settings utility. Review Due the options in this dropdown are generated from the REVIEWPERIODS lookup. This is the name of the Review that will appear on the Consumer s tickler form and on a case worker s tickler report. Number of Days Til Next the valued entered here should be the number of days after the trigger event that the tickler is due. Calculate Due Date Based On - this is a context-sensitive field that will display different date options based on the available date fields in the associated trigger screen. Priority - this level determines the following actions: 1 - Tickler is unable to be cancelled. 2 - Only a user with supervisor privileges can cancel this Tickler. 3 - Any user can cancel this Tickler. 235

236 Any priority level higher than 3 can also be used to further prioritize ticklers for users; however it will be treated by Harmony as a priority 3 tickler. Sort Order - this represents the order in which the ticklers will appear on the Work Flow Wizard when multiple ticklers are present for the same trigger event. Help Line - comments that will assist Workers in completing a Tickler. It will appear when the mouse cursor hovers over the Tickler name. Add Another check the box to prompt the Worker whether they would like to perform the tickler-associated task multiple times. Head of Household Only check this box if the Tickler is to be triggered only for Consumers who are identified as the Head of Household (in the Demographics tab of the Consumers chapter). Allow Reassign - check the checkbox to allow a Worker to reassign the task to another user. Run in Silence - check the checkbox if you do not wish a Tickler to appear in the Wizard that is triggered by an event. The task will then appear in the user s Tickler list and under the Consumer s record. Tickler To Call - to set up cyclical tickers (i.e., an assessment due every 90 days), the ID of the tickler to be prompted is entered in the field. (See the examples below in the Reoccurring Ticklers section.) Frequency - if a Tickler is to occur periodically, for example for every 10 th occurrence, enter that number in the field. 4. Select Save from the File menu. 236

237 Tickler Tips Always check the logic. The relationship between these fields should be as outlined below: a. When a [Trigger Screen] with a [Trigger Event/Disposition] occurs, a tickler for the [Review Due] is created. b. This tickler is due [Number of Days Til Next] days after the [Trigger Event/Disposition]. c. If the event is tied to a screen, then include the [Call Page]. Example: To remind a worker that they need to collect information about the consumer s birth parents at Intake, the following data would be entered: A tickler reminding a worker to complete Birth Father and Mother information at intake is required. It would be triggered by the addition of demographic information. (Trigger = Demographics, Trigger Event/Disposition = Add, and Review Due = Intake). This tickler is generated by the Wizard and calls the Relations page (Call Page). Birth Father and Birth Mother are relation types in the relationship type dropdown menus. 237

238 Recurring Ticklers Recurring Ticklers are cyclical reminders of events. Harmony ICMS will automatically provide these reminders based upon the period prescribed. To establish recurring Ticklers, refer to examples below. Example 1: To set up a recurring Tickler for a task that happens immediately upon the opening of a case to a Fund Code and then every 90 days thereafter, the following set-up is needed. Note that the Tickler to Call on the previous Tickler is the same as the Trigger ID for the next. These must match in order for the cycle to be created. Tickler Tickler ID Trigger Screen Trigger Event Number of Days Til Next Review Due Tickler to Call 1 Child Assessment 2 Child Assessment 100 Open/Close Open 0 Intake Open/Close Intake Day 101 Example 2: To set up a recurring Tickler for a task that happens 30 days after the enrollment of a client to a program and then annually thereafter, the following set-up is needed: Tickler Tickler ID Trigger Screen Trigger Event Number of Days Til Next Review Due Tickler to Call 1 Social Assessment 2 Social Assessment 3 Social Assessment 200 Enrollments Open Day Enrollments 30-Day 365 Annual Enrollments Annual 365 Annual

239 Word Merge Utility 239

240 The Word Merge utility allows data in Harmony ICMS to be integrated with forms, reports and other documents. Assessments, treatment plan reviews and general information can be merged into formatted documents for printing. 240

241 Viewing the Word merge Display List 1. Access the Word Merge utility from the Utilities chapter. 2. Select the type of document to edit or create from the Select Filter Options. This refers to where the documents are called in Harmony ICMS. 3. Click on the Retrieve button to display all existing documents in the chosen category. 241