Procura Health Management Systems Contact Procura Corporate Office: 1112 Fort St., Suite 600 Victoria BC, Canada, V8V3K8 Phone: 1.877.776.2872 FAX: 250.380.1866 support@goprocura.com Software version Procura 7 Documentation version 7.0.1 Last Update Date 2011-06-20 Related Guides Employee Portal User Administration
Copyright 1992-2011. All rights reserved. Develus Systems Inc. Any technical documentation that is made available by Develus Systems Incorporated is the copyrighted work of Develus Systems Incorporated and is owned by Develus Systems Incorporated. Information contained here is subject to change without notice and does not represent a commitment on the part of Develus Systems Incorporated. This documentation is furnished as part of the licensed software program it describes and is subject to all the terms and conditions of the license agreement. No copyright of the documentation is hereby transferred. Every effort has been made to ensure the accuracy and completeness of the information in this documentation. Develus Systems Incorporated accepts no responsibility for errors or omissions contained herein. The software and/or databases described in this document are furnished under a license agreement or non-disclosure agreement. The software and/or databases may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the license or non-disclosure agreement. The Purchaser may make a backup copy of the software for backup purposes only. No part of this manual and/or databases may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, for any purpose other than the purchaser s personal use, without the written permission of Develus Systems Incorporated. TRADEMARKS: Procura and Procura Community Health Systems is a registered trademark of Develus Systems Incorporated. All other brand and product names are trademarks or registered trademarks of their respective companies. Part of our continuing commitment to customer support and instruction.
Confidentiality and Distribution Limitations Intended Recipient The information contained in this document is privileged and confidential information intended for the use of the individual or entity to which it is distributed by an authorized employee of Develus Systems Incorporated. If you are the reader of this document and did not receive it directly from an authorized employee of Develus Systems Incorporated; or if you are not an employee or agent who is responsible to deliver this document to the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this document is strictly prohibited. Confidential Information, Distribution Limitations This document is submitted by Procura (incorporated as Develus Systems Inc.) in good faith guided by the principles described herein. This document is for informational purposes only and does not constitute a contract or an offer to contract. Copyright of this document is retained by Procura. Procura hereby grants the intended recipients (known hereafter as the Customer ) unlimited rights to copy and distribute this document to evaluation staff and advisors under the following conditions: 1. The Customer will consider this information to be confidential and proprietary to Procura and will not release this document to any persons, other than internal evaluation staff and advisors, without first obtaining Procura s express written permission. 2. The Customer agrees that all information contained in this document, and any additional information supplied by Procura, is confidential and proprietary to Procura and is presented solely for use by the Customer for the purposes of review and analysis. The Customer agrees that other use thereof, including disclosure of this information to third parties, is strictly prohibited without the expressed written consent of Procura, except under the following conditions, where all conditions must be present: a. The express, prior written consent of Procura has been requested and received; b. The disclosure of information is for the sole purpose of review and analysis; c. All third parties are explicitly named, including: i. Given and Surname, ii. Affiliation to the Customer, iii. Employer and/or contractor name, iv. Position and title; d. A written agreement is signed by the Customer and Third Parties to respect the proprietary and confidential nature of Procura and all related documentation; e. The Customer will send a copy of said written agreement to Procura prior to the disclosure of the information; and f. The Customer will not make any reference to Procura, or any customers of Procura that are disclosed herein in any literature, promotional materials, brochures or sales presentations without the express written permission of Procura. The Customer will not assign or transfer any rights and privileges contained in this document without obtaining written consent of Procura. Procura respectfully requests that should any of the above noted conditions be deemed unacceptable to the Customer, that a representative of the Customer immediately contact Procura for discussion and revision of the conditions before proceeding with the document review. Please contact: Procura Help Desk Phone: 1.877.776.2872 Email: support@goprocura.com
Table of Contents Introducing the Employee Portal... 5 To Work with your Portal User Account... 6 To View Schedules... 9 To View Client Details... 11 To Edit a Scheduled Visit... 18 To Work with your Visit Offers... 20 Expressing an Interest in the Visit Offer... 21 Expressing a Non-Interest in the Visit Offer... 23 To Work with your Availability... 25 iv
Introducing the Employee Portal The Procura Employee Portal is an Internet web browser based solution for working remotely with your employee visit schedule, visit offers and visit availability. This solution is managed through the Employee Portal form. This form can contain up to five tabs, each of which opens a separate session in your web browser. The tabs that are displayed are dependent upon the access rights to which you have been granted. The Home tab displays your messages. The Account tab displays information about your Portal User account, as well as your contacts and service requirements. You can use this tab to change your password and to define your preferred method of communication through the Employee Portal, (i.e., email, mobile phone, portal). The Schedules tab displays your visits for a specific range of dates. These include Client Type visits, as well as Attendance Type visits. This information displays in a table where visits are coded to differentiate between those that are cancelled and those that have been verified. For client visits, the name of the client will appear in the table as a hypertext link, which you can click to display detailed information about that client. The client's address also functions as a link to their address. An Action column contains a link to the details of each of your scheduled visits. The Offers tab displays a table of your visit offers. Every time a new visit offer is sent to you, you will be notified that you have an offer with an Open status. For each Open offer, two links will be available that will link to a report of the details of that offer. You can use these links to indicate whether or not you are interested in the offer. Those offers for which you indicate an interest become Pending offers. The Availability tab displays a calendar on which both your visit availability and unavailability are coded to differentiate between your days OFF and your days ON, as well as those days that are PENDING a decision. On certain days, you can request minor changes to your availability through this tab. This is dependent on how your System Administrator has configured the tab. A table of all of your pending availability requests will display below the calendar. Note that they are also stored in Procura, on the Employee Availability Information form. 5 of 28
To Work with your Portal User Account 1. Go to your website for the Procura Employee Portal. The Login screen displays. 2. Type your user name and password in the User Name and Password textboxes. Note that, if you have 3 unsuccessful consecutive login attempts, the Portal will lock you out. This will require you to contact the office to unlock your account. 3. Click Login. The Home tab displays messages from the office. 6 of 28
4. Click the Account tab.* 7 of 28
5. To change your password, use the Change Password link. 6. You have the option to receive offers of work via the Portal or via your email account. To update this setting, click the Change Settings link. 7. From the Communication drop-down box, select the method of communication you want to use to interact with the Employee Portal. 8. Click Save. 9. If an offer is sent to you via email, the content will look similar to the illustration below. Clicking on either of the links in the email will take you directly to the Employee Portal log in screen. New Offer Available. Are you interested? I am Interested I am Not Interested 8 of 28
10. If an offer has been awarded to you via email, the content will look similar to the illustration below. Clicking on the link in the email will take you directly to the Employee Portal log in screen to view the Client Details of the visit. Congratulations. You were awarded offer. View Visit Details *Note: When using the Employee Portal on a mobile phone, your account information is accessible via an Account hyperlink. To View Schedules 1. Click the Schedules tab. 2. In the two date fields, type the start and end dates for the range of visits you want to view; or use the buttons to select them from a calendar. The dates that are available to you are dependant upon how your System Administrator has configured the Employee Portal. 3. Click Search. 9 of 28
4. The form will display the following information about the visit(s). Column Header Date Client Phone Address Type Times Minutes CVID Action Description This displays the visit date. This displays the Client or Attendance Type name. For client visits, there will be a hyperlink to the client profile to access details about the client. This displays the Client home telephone number. This displays the Client Address. There is a hyperlink to Google/Yahoo maps. This displays the billing service type of the visit. This displays either the start/stop time of the visit or, if that visit does not have a start/stop time, it displays the visit duration. This will display the number of minutes in the duration of the visit. This displays the CVID for the visit. This is required for CallMe! users. This displays an Edit link to allow you to edit the visit if the date of that visit is on or prior to the current date. 10 of 28
To View Client Details 1. Click the link in the Client column that corresponds to your visit. 2. The Visit information will be summarized in the top left corner. 3. Basic client demographic information will be displayed in the top right hand corner. This includes a hyperlink to Google/Yahoo maps. The information that displays is dependant upon how your System Administrator has configured the Employee Portal. 4. Client Comments will display any comments that have been entered about the client. 11 of 28
5. The Orders/Episodes will display the client's payer source, as well as when the order/episode started and when the order/episode is ending. 6. The Order/Episode Service Plan will show the Payer Source, the type of service authorized, the classification for the service plan frequency, (i.e., pre-defined or freeform), the effective date that the service is authorized to start, the service frequency and the Plan of Care code. (Plan of Care is a US based regulatory form). 7. The Order/Episode Coordinators will show the contacts for the Payer's Source. 12 of 28
8. The Order/Episode Reference Numbers will display the reference names and values. These are typically used for billing purposes. 9. Client Reference Numbers will display the Client's General Reference numbers. 13 of 28
10. Client Formal Contacts will display other professionals who are involved in the client's care, including their address, Type of Contact and their contact information. 11. Client Informal Contacts will display the client s family, friends, caregiver s, etc., which are involved in their care including their name, address, Type of contact, Relationship to the client and their contact information. 12. Client Allergies will display the description of the Allergy, the degree of the allergy (could be just a sensitivity), the Type of Allergy (could be Medicine, Food or Environmental), the Intervention and any associated Intervention Notes. 14 of 28
13. Client Food & Nutrition will display the dietary description, the Type of dietary need and any additional Comments. 14. Client Diagnoses will display the Code, Description, Date that the client was diagnosed, the severity, how disabling it is to the client and any additional comments. 15. Client Medications will display the medication description, the date the medication was prescribed, the dosage strength, the dosage quantity, the dosage units, the dosage route, the dosage frequency and the combined details. 15 of 28
16. Client Languages will display the languages that the client speaks. 17. Client Likes/Dislikes will display the client attributes. These are to assist the office staff to ensure there is a compatible match. Ie; if the client smokes, this would be listed as a Like attribute in the client record. If you are opposed to working in a smoking environment, then you would likely not be offered work with this client. 16 of 28
18. Client Equipment will display the equipment name that the client has or needs, whether the equipment exists or whether it is on order, whether the equipment in the home is required and any additional comments. 19. Client Hazards will display the description of the Hazard, the location, indicators of whether the hazard has the potential of harming the client and/or employee and any additional comments. 17 of 28
20. Client Service Requirements will display the skills that are required by the employee in order to provide services to your client. 21. When you are finished viewing the details of the client's record, click the Back button in your web browser to return to your list of scheduled visits. To Edit a Scheduled Visit 1. Login to the Employee Portal. The Home tab displays. 2. Click the Schedules tab. 3. In the Action column, click the Edit link that corresponds to the visit you want to edit. The details of that visit are displayed. 4. The visit information will be summarized in the Visit Information box. 5. The Clients name, address and phone number will be displayed in the Client Information box. The address includes a hyperlink to Google/Yahoo maps. 18 of 28
6. The visit information is also displayed in the Timesheet box allowing you to modify the visit information for timesheet verification. 19 of 28
7. The Date Field allows you to change the visit date to either the date before or after the scheduled date. This can be performed manually or by using the button to select the date from the calendar. 8. The Start and Stop time fields allow you to modify the start and stop time of the visit. The drop down boxes allow you to select the desired time from a lookup table. 9. The Duration field allows you to modify the duration of the visit. 10. The Allowances box allows you to claim expense/mileage costs related to the visit for reimbursement. Simply add the number of units either in mileage or in dollars for expenses. 11. When you have finished making changes to the visit, click Save to return to your list of scheduled visits. To Work with your Visit Offers The Offers tab allows you to view and respond to Offers of work. You have the option to receive offers via the Portal or via your email account by modifying your Portal account settings. When accessing your offers via email, you will be presented with specific information about the Visit Offer as illustrated below. New Offer Available. Are you interested? I am Interested I am Not Interested When accessing the Offers tab in the Employee Portal, you will be presented with specific information about the Visit Offer as described below. 20 of 28
Column Header Due Status Description This informs you of when you need to respond to the Offer before it expires. This displays the status of the Offer. The available statuses are; Open: Informs you that you still have the opportunity to respond to the Offer. Pending: Informs you that an expression of Interest has been made and you are awaiting a response. Address Gender Visit Date Times Minutes Pattern Type Interested This displays the Client Address. There is a hyperlink to Google/Yahoo maps. This displays the gender of the client. This displays the date of the Visit. This displays the visit start/stop time or the duration if no start/stop time has been assigned. This displays the number of minutes in the visit. This displays the visit pattern whether it is a one-time visit or whether the visit occurs on a regular basis. The displays the billing service type of the visit. This displays two hyperlinks to allow you to respond to the visit offer. This allows you to express an Interest or Non-Interest to the Visit Offer made. Expressing an Interest in the Visit Offer 1. Click the Interested link. This will display the Offer Information box. If you have configured your user account to communicate through electronic mail, open the applicable e-mail message from your email messaging system Inbox. The body of the email will contain an I am Interested link that will link you to the login screen of the Employee Portal. After logging into the Portal, click on the Offers tab. 21 of 28
2. From the I am interested in: drop-down box, select whether you are interested in the entire offer or this specific visit within the offer. If the offer is a One-Time visit, the only option will be to select the entire offer. 3. After your selection is made, click Interested to return to the list of visit offers. 4. The result of expressing an interest to a visit offer will update the offer status to Pending and the time left to respond will update to be not applicable. 5. If the Offer is awarded, the pending offer will be removed from the Offers tab and the visit will be displayed on the Schedules tab. 6. If the Offer is not awarded, the pending offer will be removed from the Offers tab. 7. Note: If you have configured your account to receive offers via email, you will be notified by email as to whether you have been awarded the visit or not. 22 of 28
Expressing a Non-Interest in the Visit Offer 1. Click on the Not-Interested link. This will bring up the Offer Information. If you have configured your user account to communicate through electronic mail, open the applicable e-mail message from your email messaging system Inbox. The body of the email will contain a I am Not Interested link that will link you to the log in screen of the Employee Portal. After logging into the Portal, click on the Offers tab. 2. From the I am not interested in: drop-down box, select whether you are not interested in the entire offer or this specific visit within the offer. If the offer is a One-Time visit, the only option will be to select the entire offer. 3. From the Reason drop down box, select the reason for the expression of non-interest. The reason is required. 23 of 28
4. After your selection is made, click Not Interested to return to the list of visit offers. The result of expressing a non-interest to a visit offer will remove the offer from the Offers tab. 24 of 28
To Work with your Availability The Availability tab displays your availability. The OFF days will be displayed in a Gray color. The ON days will be displayed in a Blue color. The current day will be displayed in a Yellow color. The days that have a Request Change link allow you to request a change to your availability. Availability requests can be made on a day-by-day basis. 1. Login to the Employee Portal. The Home tab displays. 2. Click the Availability tab. 25 of 28
3. If the department that is displayed in the Department drop-down box is not the department you want to work with, select your desired department from the box, and then click Search. 4. To display your availability for another month, use the Previous and Next buttons. 5. To request a change to your availability, click the Request Change link on that day on the calendar. The Availability Request screen displays. 6. To request a day off, select I am not available from the Available drop-down box. 7. From the Reason drop down box, select the reason for the change request. This is a required field. 8. The Comments box allows you to enter additional information about the change request. 9. Click Request Change to return to your availability. 26 of 28
10. The result will display the change request in the Pending Availability Requests at the bottom of the page. While the change request is Pending, you have the ability to Edit the request or Delete the request by selecting the appropriate links in the Action column. 11. When there are no pending Availability Requests, the Pending Availability Requests box will not display on the Availability tab. 12. An approval will update your availability with the change request. 13. A non-approval will display your availability as unchanged. 27 of 28
Request Change Options: Field Name Available Time Ranges Description The Available drop down box allows you to select I am available or I am not available. If the I am available option is selected, the Time Ranges field becomes available. This allows you to specify the actual times for which you are available on that day. This can be a request to reduce your availability or increase your availability for that day. The field allows for up to five different times to be selected. Reason Comments The Reason field will appear if I am not available is selected. This is a required field and a reason must be selected from the drop down box. This is an optional field allowing you to enter additional information about your change request. 28 of 28