CareLogic Point of Entry User Guide - Ningapi.ning.com/files/Vkk0tXOVinb7Nmg3210bJBxr9ETflhRyLiqFRQz4g2... · information about the client, such as demographic information, client

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CareLogic

Point of Entry User Guide

CareLogic User Manual

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Table of Contents

Point of Entry Process Flow _________________________________________________________________________ 3

Point of Entry Menu Options _________________________________________________________________________ 5 Creating a Tracking Log for Intakes 6

Accessing Past Intake Tracking Records 7 Entering New Intake Tracking Records 8

Updating Intake Tracking Records 11 Creating POE Records from Intake Tracking Records 12 Viewing Individual Intake Tracking Reports 13 Copy Forward Configurable Form Fields 14

Copy Forward-Presenting Concerns 14 Starting the Point of Entry Wizard 16

Entering Demographic Information __________________________________________________________________ 19

Maintaining Client Guarantors ______________________________________________________________________ 23 Adding Client Guarantors 23 Updating Guarantor Name History 26 Updating a Guarantor’s Address Information 27 Updating a Guarantor’s Contact Information 29

Updating a Guarantor’s Active Date Range 30 Updating Client Guarantors 32 Deleting Client Guarantors 32

Entering a Call in Crisis ____________________________________________________________________________ 33 Adding a Call In Crisis 33

Deleting a Call In Crisis 35

Maintaining Client Payers __________________________________________________________________________ 36 Adding Client Payers 36

Updating Client Payers 38 Checking a Client’s Payer Eligibility 39 Adding Payer Messages 40

Updating a Payer’s Active Date Range 41 Deleting Client Payers 43

Maintaining Payer Authorizations ___________________________________________________________________ 43 Adding Payer Authorizations 44

Viewing the History of Authorization Statuses 47 Viewing the Activities Associated With an Authorization 47 Viewing Services Not Authorized 48 Updating Payer Authorizations 48 Deleting Payer Authorizations 49

Maintaining Client Co-Pay Information _______________________________________________________________ 49 Adding Client Co-Pays 49 Updating Client Co-Pays 51 Deleting Client Co-Pays 51

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Searching for Free Beds ___________________________________________________________________________ 52

Intake Assessments _______________________________________________________________________________ 55 Access the Schedule Appointment Module 55 Schedule an Intake Assessment 55

Find Staff 57 Select an Intake Appointment Time 58 Assign a Client Directly to Staff Member’s Schedule 60 Assigning Clients Directly to a Staff Member’s Caseload 63

Terminating Intake Records ________________________________________________________________________ 64 Searching for Point of Entry Records 66

Maintaining Incomplete Point of Entry Records________________________________________________________ 67

Accessing the Scheduled Point of Entry List __________________________________________________________ 68

Introduction The Point of Entry (POE) module is used to enter new clients into the system. The process of admitting new clients involves completing the POE Wizard, which allows you to collect basic information about the client, such as demographic information, client guarantors, client payers, payer authorizations, and client co-pay information. The last step of the POE process is to schedule the client for an intake assessment. In emergency situations, in-patient/residential facilities can admit the clients directly to a bed.

Once the POE Wizard is complete, and the client is admitted into the system, all of the client’s data is moved to the ECR (Electronic Clinical Record) module. This means you must use the ECR module, rather than the POE module, to modify a client’s data once he is admitted into the system. The POE module is used only to gather the initial client data and then admit clients into the system.

This chapter section includes the following topics: Point of Entry Process Flow Point of Entry Menu Options Creating a Tracking Log for Intakes

Point of Entry Process Flow The following diagram shows the process flow for the Point of Entry module. An outline of the process flow follows the diagram.


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1 Contacted by Client. Clients generally make contact with a treatment facility through a referral source or by calling directly.

2 Client Search. The POE module is used only to admit new clients into the system. In order to confirm that a client does not already exist in the system, you must perform a client search.

If the client is found in the system as active, you do not need to complete the POE Wizard. Instead, you must use the ECR module to add the client to a new program (if necessary), and then use the Schedule module to schedule new services for the client.

If the client is not found in the system, you must use the POE Wizard to add the client (Step 3). If the client is found in the system as inactive, you must use the POE Wizard to create a new

intake/referral for the client (Step 3).

3 POE Wizard. The POE Wizard is used to collect the following information about the client.

Note: The POE Wizard can be customized to meet the specific needs of your organization. If desired, you can set up a service document to appear in the POE Wizard. The following options are the default modules that are included in the POE Wizard.

Demographics. This option is used to enter general information about the client, such as the date of first contact between the client, the client’s name, contact telephone numbers, physical and mailing addresses, and social security number.

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Guarantors. A guarantor is the person who is listed as the policy subscriber of the insurance plan that covers the client. By default, every client in the system is automatically set up as his own guarantor. In some cases, additional guarantor records must be created for the client’s spouse, parent, or guardian. The guarantor is responsible for paying the portion of the bill that is not covered by the payer. When sending out bills, the system allows you to bill both payers and guarantors. For example, if a payer only pays a percentage of the bill, you can bill the guarantor the remaining percentage.

Payers. The client’s insurance provider is known as a payer. In addition to setting up the name of the payer, you must also set up information about the payer plan, which is the particular insurance plan that covers the client.

Payer Authorizations. Some payer plans require an authorization before services can be provided to clients. If a payer plan requires an authorization, the Claim Engine runs a check to confirm that an authorization number exists before the claim is created. If the authorization number is missing, a Claim Engine error occurs. See the Billing and Accounts Receivable Guide page 10 for more information about the Claim Engine. The Payer Authorizations module is used to set up and maintain payer plan authorization records.

Co-Pay. If the client’s payer plan requires a co-payment, this option is used to enter the co-pay amount. The client is responsible for paying the co-pay amount at the time your organization provides a service.

4 Admit to Program. The final step in the POE process is to assign the client to a treatment program.

Schedule Appointment. For out-patient services, you assign the client to a treatment program when you schedule an appointment. Once an appointment is marked as Kept, the client is automatically assigned to the staff member’s caseload.

Bed Search. For in-patient or residential services, you assign the client to a treatment program when you perform a bed search. Once a bed is located, the client is automatically scheduled for an appointment. Once the appointment is marked as Kept, the client is assigned to the caseload of the default per diem staff member (contact Qualifacts for assistance setting up this configuration).

Point of Entry Menu Options The Point of Entry module contains two menus: the main Point of Entry menu and the Point of Entry Wizard menu. This section describes the options available on both of the menus.

The Point of Entry menu contains the following options. POE Wizard. This option is used to admit new clients into the system. When you select this option, the

POE Wizard menu appears in the left pane. A duplicate search feature helps prevent duplicate client records from being entered into the system. See Starting the Point of Entry Wizard for more information.

POE Search. This option is used to access point of entry records by entering user-defined search criteria. See Searching for Point of Entry Records for more information.

Incomplete POE. This option is used to access the POE records that have been started but not scheduled or assigned to a staff member’s caseload. See Maintaining Incomplete Point of Entry Records for more information.

Scheduled POE. This option is used to access the POE records that have been scheduled for an appointment. See Accessing the Scheduled Point of Entry List for more information.


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The Point of Entry Wizard menu contains the following options. Demographics. This option is used to enter basic information about the client, such as the date of first

contact between the client, the client’s name, contact telephone numbers, physical and mailing addresses, and social security number.

Guarantors. This option is used to enter the client’s guarantors. Every client must have at least one guarantor set up in the system. If the client’s payer does not cover a service, or if the client is not covered by a payer plan, the guarantor is responsible for paying the client’s bill. By default, the client is listed as his own guarantor. See Maintaining Client Guarantors for more information.

Payers. This option is used to set up the client’s payers. Every client must have an active payer and payer plan set up in the system in order to bill for services. See Maintaining Client Payers for more information.

Payer Authorization. If the client’s payer plan requires authorizations, this option is used to enter the authorization information into the system. Authorizations include such information as a date range, the procedure codes authorized, and the number of units authorized. See Maintaining Payer Authorizations for more information.

Co-Pay. This option is used to set up the client’s co-pay amount. See Maintaining Client Co-Pay Information for more information.

Bed Search. This option is used for in-patient/residential clients only. It is used to assign a client to a bed. This process also involves scheduling an appointment, which automatically assigns the client to a staff member’s caseload. See Searching for Free Beds for more information.

Schedule Appointment. This option is used for out-patients only. It is used to schedule an appointment for the client. Once an appointment is scheduled, the client is automatically assigned to a staff member’s caseload. See Schedule an Intake Assessment for more information.

Intake Termination. This option is used to delete incomplete POE records from the system. See Terminating Intake Records for more information.

Creating a Tracking Log for Intakes

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Important: The Intake Tracking module is a configuration that is not enabled by default. If your organization wants to use the Intake Tracking module, contact Qualifacts for assistance.

The Intake Tracking module provides a basic tracking log for referral calls and walk-ins. This module is useful if your organization routinely receives referrals that are never admitted for treatment. By logging these referrals into the Intake Tracking module, they are kept separate from the Point of Entry Wizard, which is used to admit clients.

For those intake tracking records you decide to admit to your organization, the Intake Tracking module allows you to transfer the records over to the Point of Entry Wizard for admission.

Note: The Intake Tracking module must be added to the Point of Entry Wizard to be used. Refer to Configuring the Menu Management System.

To access the Intake Tracking module: 1 Click Point of Entry in the navigation bar.

The Point of Entry menu system is loaded. 2 Click the Show Menu arrow in the shortcut bar and select Intake Tracking.

The Intake Tracking page appears. By default, the Intake Tracking list (the bottom section) displays all the intake tracking records created on the current system date. If you want to access past intake tracking records, use the search fields provided in the Intake Tracking search (the top section). After entering the desired search criteria and clicking Submit in the status bar, the page is refreshed and the results are displayed in the Intake Tracking list.

This page is used to perform the following tasks: Accessing Past Intake Tracking Records Entering New Intake Tracking Records Updating Intake Tracking Records Creating POE Records from Intake Tracking Records Viewing Individual Intake Tracking Reports

Accessing Past Intake Tracking Records By default, the Intake Tracking list displays all the records created on the current system date. This task explains how to access intake tracking records that were entered in the past.

To access past intake tracking records: 1 Access the Intake Tracking module (see Creating a Tracking Log for Intakes).


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2 In the Entry Staff field, use the drop-down list to select the staff member who entered the intake tracking records you want to access. This drop-down list includes all the staff members who have access to the organization you are currently logged into.

3 In the First Name field, enter the first name of the individual whose intake tracking record you are trying to locate.

4 In the Last Name field, enter the last name of the individual whose intake tracking record you are trying to locate.

Note: The Intake Tracking Log search will look for results that sound like the first or last names entered, instead of requiring an exact match. Results will be paginated if a large number are found.

5 By default, the search considers all intake tracking records, regardless of the intake location. If you only want to access the intake tracking records associated with a particular intake location, use the drop-down list in the Intake Location field to select the desired option. All the options that appear in this drop-down list are set up by your system administrator.

6 In the Date Range field, enter the beginning and ending date range that covers the records you want to access. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

7 Click Submit in the status bar. The Intake Tracking page is refreshed and the records that match the search criteria are displayed in the Intake Tracking list.

Entering New Intake Tracking Records

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Each time your organization is contacted by or about a potential client, you can use this task to enter an intake tracking record in the system. After establishing an intake tracking log, you can use the AdHoc Report Builder to report on the referral information. Some examples of the type of information that can be reported through the AdHoc Report is the number of intake records received per staff member, intake location, or date range, and the number of intake records admitted for treatment verses the number never admitted.

1 Access the Intake Tracking module (see Creating a Tracking Log for Intakes).

2 Click Add Intake Tracking in the status bar. The Intake Tracking Entry page appears. All required fields are highlighted.

3 The Date field is used to record the date the referral call was received. By default, this

field is populated with the current system date. If desired, you can change it to either a past or future date.


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4 In the Intake Location field, use the drop-down list to select the location where the referral call was received. The options available in this field are set up by your system administrator. Some example intake locations are Physician’s Office or Clinic.

5 In the Intake Type field, use the drop-down list to select the type of referral call you are entering. The options available in this field are set up by your system administrator. Some example intake types are Routine and Urgent.

6 In the Begin Time field, enter the beginning intake time. 7 In the End Time field, enter the ending intake time. 8 In the First Name field, enter the first name of the individual being referred to your

organization. 9 If you know the individual’s middle name, enter it in the Middle Name field. 10In the Last Name field, enter the last name of the individual being referred to your

organization. 11If the individual was referred to your organization, select the referral source in the

Referral Source field. In the text field, enter the full or partial name of the referral source, press Tab to filter the drop-down list, and then use the drop-down list to select the desired option. All of the referral sources available in this field are set up by your system administrator through the Referral Sources administration module.

12If the desired referral source is not available in the previous field, enter the referral source name in the If Other, Please Specify field. This entry can be up to 100 characters.

13In the Referral Source Contact Person field, enter the contact person for the referral source.

14In the Phone Number field, enter the individual’s 10-digit telephone number. If necessary, you can also enter an extension.

Note: If the individual being referred has an international phone number, select the International Number check box (to modify the text entry field), and then enter the country code and international number. This entry can be up to 40 characters.

15In the Birth Date field, enter the individual’s date of birth. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

16Enter the following information for the individual’s address. a In the Country field, use the drop-down list to select the country in which the individual lives. Important: If you select the USA, or one of its territories, this page allows you to enter a domestic

address (Steps b through e). If the caller lives outside the USA, you must enter an international address. Once you select a country other than the USA, the page is refreshed to display all of the address fields (Steps b through e) as text entry fields. This means that when you enter an international address, you must manually enter the city, state/province, postal code, and county.

b In the Street fields, enter the individual’s physical address. c If the individual’s address contains an apartment or suite number, enter it in the Apt/Suite field. d For addresses located within the USA, or one of its territories, use one of the following methods to

enter the caller’s city, state/province, and postal code (zip code). To use the Postal Code Lookup feature, select the Do City/State lookup using Postal Code check

box, enter the caller’s postal code (and postal code extension, if known), and press Tab. The system performs a postal code lookup and automatically populates the City and State fields. The city that is preceded by an asterisk is the postal service’s preferred city for the postal code entered.

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To manually enter the city, state, and postal code, uncheck the Do City/State lookup using Postal Code check box, enter the city, use the drop-down list to select the state, and enter the postal code (and postal code extension, if known).

e Before you can select the county in which the individual lives, you must select a state (by either method described in the previous step). The County field is automatically filtered to include only the counties that are located within the selected state. Use the drop-down list to select the appropriate county.

17In the Directions field, enter any directions provided by the individual relating to his address. This entry can be up to 500 characters.

18In the Presenting Problem field, enter the reason for the individual is being referred to your organization. This entry can be up to 4,000 characters.

19In the Barrier to Service field, use the drop-down list to select any known barrier to treatment that exists for the individual. The options available in this field are set up by your system administrator.

20If the desired barrier to service is not available in the previous field, enter the barrier to service in the If Other, Please Specify field. This entry can be up to 100 characters.

21Click Submit in the status bar. The intake tracking record is saved and listed on the Intake Tracking list.

Updating Intake Tracking Records This task includes instructions for updating intake tracking records. Intake tracking records can be updated as long as they have not been converted to POE records (see Creating POE Records from Intake Tracking Records). Once an intake tracking record is converted to a POE record (i.e., the client is admitted to your treatment facility), the intake tracking record changes to read-only mode, which means the information must be updated through the Point of Entry Wizard.

To update intake tracking records: 1 Access the Intake Tracking module (see Creating a Tracking Log for Intakes).

2 In the Intake Tracking list, locate the tracking record you want to update and click the Select button.

Note: Only the intake tracking records that contain a Start POE button can be updated by clicking the Select button. If a record contains a Got POE button, then you must click the Goto POE button (rather than the Select button) to update the record through the Point of Entry Wizard.

The Intake Tracking Entry page appears. You can modify any of the fields on this page. See Entering New Intake Tracking Records for field descriptions.


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3 After making the desired updates, click Submit in the status bar. The intake tracking record is saved and listed on the Intake Tracking list.

Creating POE Records from Intake Tracking Records All intake tracking records you want to admit to your organization for treatment must be converted to POE records. Once the new POE record is created, it can be maintained through the Point of Entry Wizard.

When converting an intake tracking record to a POE record, the system automatically performs a duplicate client search. This is the same duplicate client search that is used when entering clients into the system through the POE Wizard (see Starting the Point of Entry Wizard). The purpose of the client search is to determine if the client already exists in the system. When performing the client search, the system attempts to find a match across all organizations.

To create POE records from intake tracking records: 1 Access the Intake Tracking module (see Creating a Tracking Log for Intakes).

2 Locate the client you want to admit to your organization, and click the Start POE button.

The Confirm POE Creation page appears. 3 Select Yes to confirm you want to create a POE record. 4 Click Submit in the status bar.

The system attempts to locate an existing client record that match the intake tracking record by looking across all organizations. Note: When you perform a client search, the system uses a soundex search feature. This means the

search results will include all literal matches and all phonetic matches (those with similar pronunciations).

a If no matches are found, click the Add as a New Client button.

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b If the system finds a record that matches the search criteria, the Duplicate Person Search page appears. This page contains at least one of the following buttons: Open Intake, Face Sheet, and Intake History. Open Intake. If the system finds a match for a client who has an active Point of Entry record but

who has not been admitted into the system, this button appears. You can click this button to open the client’s Point of Entry record.

New Admission. If the system finds a match for either an active or inactive client, this button appears. You can click this button to create a new episode of care for the client.

Face Sheet. If the system finds a match for either an active or inactive client, this button appears. You can click this button to view more information about the client record.

Intake History. If the system finds a match for a client who has been previously admitted into the system, this button appears. The number on the button indicates the number of past intake episodes for the client. You can click this button to view the client’s Point of Entry record.

5 Click the Add as a New Client button. The intake tracking record is converted to a POE record, and the Client Demographics page appears (see Entering Demographic Information). After completing this page and clicking Submit, the page is refreshed and the Point of Entry Wizard menu appears. At this point, the POE Wizard can be completed and an intake assessment can be scheduled. Note: Once the intake tracking record is converted to a POE record, the intake tracking record changes to

read-only mode, which means it can no longer be updated through the Intake Tracking module. Also, the Start POE button changes to a Goto POE button, which means that all updates must be made through the POE Wizard.

Viewing Individual Intake Tracking Reports Once an intake tracking record is created, you can use this task to generate a report of it. In addition to creating individual intake tracking reports (described here), you can also use the Business Intelligence tool to perform more extensive reporting, such as the number of intake records received per staff member, intake location, or date range, and the number of intake records admitted for treatment verses the number never admitted.

To view individual intake tracking reports: 1 Access the Intake Tracking module (see Creating a Tracking Log for Intakes).


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2 In the Intake Tracking list, locate the record you want to generate a report for and click the Report button.

A new browser window opens and displays the report in PDF format. If desired, you can print the report either by clicking the Printer icon or by selecting File>Print.

Copy Forward Configurable Form Fields The Copy Forward Configurable Form Fields feature enables designated fields to be copied forward across service document types, reducing redundant data entries in the Initial Assessment, Discharge Summary, POMS, and Plan of Care modules.

Important: This is not a general capability. Only those fields and service documents discussed in this section have the capability.

Copy Forward-Presenting Concerns The Copy Forward- Presenting Concerns feature is used to copy the Presenting Problem field in Intake Tracking to the Presenting Concerns field in the Copy Forward: IA – History and Discharge Summary, POMS, and Plan of Care modules. Each module will be populated from the Presenting Problem field in Intake Tracking or from the most current completed version of itself.

To use this feature, an intake tracking record must first be completed. Refer to Entering New Intake Tracking Records and Creating POE Records from Intake Tracking Records.

Note: Other copy forward features are available. Refer to Copy Forward Configurable Form Fields in the Clinical guide for discussion of other copy forward features.

Add a Copy Forward-Presenting Concerns Record 1 Go to PoE → Intake Tracking → search for intake tracking record.

Note: Each new Copy Forward: IA – History and Discharge Summary service document will have the Presenting Concerns field populated by the Presenting Problem field in Intake Tracking or from the Presenting Concerns field in a previously submitted version.

2 Click the Start POE button. 3 Select the service document with the 4 Copy Forward: IA – History and Discharge Summary module. 5 Select the Copy Forward: IA – History and Discharge Summary module.

The Presenting Concerns field will be pre-populated but can be edited.

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6 Edit or enter Presenting Concerns information. 7 Click Submit. 8 Complete the rest of the service document. 9 Complete the PoE wizard.


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Creating Point of Entry Records This chapter section walks you through the process of entering clients into the system by using the Point of Entry Wizard. The POE Wizard is used to capture basic information about the client, such as demographic information, guarantors, payers, payer authorizations, and co-pay information. After the POE information is complete, you must schedule the client for an intake appointment.

Note: The POE Wizard can be customized to meet the specific needs of your organization. If desired, you can configure the POE Wizard to include any ECR menu link or service document in your system. Contact the Technical Support department for assistance.

This chapter section includes the following topics: Starting the Point of Entry Wizard Entering Demographic Information Maintaining Client Guarantors Entering a Call in Crisis Maintaining Client Payers Maintaining Payer Authorizations Maintaining Client Co-Pay Information Searching for Free Beds Schedule an Intake Assessment Terminating Intake Records

Starting the Point of Entry Wizard When potential clients are referred to your organization or contact your organization directly, you must use the POE Wizard to add a record of the encounter. The first step in the POE Wizard is to perform a client search. This task includes instructions for searching the system to see if the client already exists in the system. When the system performs a client search through the POE module, it attempts to find a match across all organizations.

The last step of the POE Wizard is to schedule an intake assessment. Once the intake assessment activity is marked as Kept on the Schedule, the client is admitted into the system. At this point, all of the client data that was entered through the POE Wizard is copied over into the ECR module.

Note: See page 14 the Introduction to CareLogic for an explanation of how the system assigns client statuses.

To start the Point of Entry Wizard: 1 Click Point of Entry in the navigation bar.

The Point of Entry menu system is loaded. 2 Click the Show Menu arrow in the shortcut bar and select POE Wizard.

The Client Name Information page appears. This page is used to search the system to see if a record already exists for the client. The more search criteria entered on this page, the more accurate the search results will be. All required fields are highlighted.

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3 In the Call Date field, enter the date the potential client either contacted or was referred to your organization. By default, this field is populated with the current system date. If desired, you can change it. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 In the First Name field, enter the client’s full or partial first name. 5 If you know the client’s middle name, enter it in the Middle Name field. 6 In the Birth Last Name field, enter the client’s last name at birth, if different than the

current last name. Note: Depending on how your system is set up, this field may or may not appear on your screen. Contact

QSI Support about this configuration.

7 In the Last Name field, enter the client’s full or partial last name. 8 If you know the client’s date of birth, either manually enter it in the Birth Date field or

click the Calendar icon to select a date from the popup window. Your entry must be in the following format: mm/dd/yyyy.

9 If you know the client’s social security number, enter it in the Social Security Number field. Although this field is not required, it offers the best opportunity to locate the client in the system. While a client may share the same first and last name as another client, their social security numbers are always unique.

10Click Submit in the status bar. The system attempts to locate an existing client record that match your search criteria by looking across all organizations. Note: When you perform a client search, the system uses a soundex search feature. This means the

search results will include all literal matches and all phonetic matches (those with similar pronunciations).

a If no matches are found, confirm that the search criteria you entered is as accurate and complete as possible. The more search criteria you enter, the less likely you are to enter duplicate records into the system. To add the client to the system, click the Add as a New Client button (see Step 11).


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b If the system finds a record that matches the search criteria, the Duplicate Person Search page appears. This page contains at least one of the following buttons: New Admission, Face Sheet, and Intake History. New Admission. If the system finds a match for an active client, this button appears. You can click

this button to create a new episode of care for the client by admitting him to a program that is part of an episode type different from the one he is currently active in.

Face Sheet. If the system finds a match for either an active or inactive client, this button appears. You can click this button to view more information about the client record.

Intake History. If the system finds a match for a client who has been previously admitted into the system, this button appears. The number on the button indicates the number of past intake episodes for the client. You can click this button to view the client’s Point of Entry record.

11Click the Add as a New Client button. The Client Demographics page appears (see Entering Demographic Information). After completing this page and clicking Submit, the page is refreshed, and the Point of Entry Wizard menu appears similar to the example shown below.

Important: The Call In Crisis module may only be available to users who are responsible for handling crisis services. This module allows clients to be admitted to a program directly from the POE wizard for emergency cases. Contact Qualifacts support for assistance with this module.

When you click the Add as a New Client button (Step 12), a new POE record is added to the system. Each time a new POE record is added, a system validation is performed which prevents the creation of new POE records for clients who have a status of Active or any open client programs. It is not necessary to perform a new POE for clients who are already active in the system because new programs can be added from within the client’s ECR by completing a referral or through the client’s program history. However, if a new POE record must be created for an active client, the client must first be discharged from the system, and then the POE staff can create the new POE record.

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Important: The system validation is performed only when you create a new POE record for a client. The system validation is not performed when you add a new person to the system. This is because your treatment facility may have two clients with the same name (but with different social security numbers). In such a case, the system allows you to create two separate POE records, and a different case number is automatically assigned to each client.

Entering Demographic Information The Demographics module is used to enter basic information about the client, such as the date of first contact between the client, the client’s name, contact telephone numbers, physical and mailing addresses, and social security number.

To enter demographic information: 1 Access the Point of Entry Wizard menu (see Starting the Point of Entry Wizard). 2 Click the Demographics option.

The Client Demographics page appears. The following fields are required: Admit to Organization, Call Date, First Name, Last Name, and Social Security Number or If No SSN, Please Explain.

3 The Admit to Organization field is used to determine at which organization new clients will have their episodes created. This drop-down list includes only the organization you are currently logged into and all of its child organizations. This field works in conjunction with the ‘Admit to Organization’ field in the Organizations module (see page 16 the System Administration Guide). For example, if you select the Nashville organization in this field, the system will reference the ‘Admit to Organization’ field for the Nashville organization record and create the client episodes in that organization.

4 In the Call Date field, enter the date and time the client contacted your treatment facility. By default, the current system date is entered in this field. If desired, you can either manually enter a date or click the Calendar icon to select a date from the popup window. Your entry must be in the following format: mm/dd/yyyy.

5 The Client Number field, which is optional, allows you to enter a user-defined number that is meaningful to your organization. This number is not used by the system.

Note: Once you submit the Client Demographics page, the system automatically assigns the client a unique client ID, which is used throughout the system. You can use the client ID as a search parameter when performing client searches.

6 In the Title field, use the drop-down list to select the client’s title, such as Mr. or Mrs. 7 In the First Name field, enter the client’s first name. 8 If you know the client’s middle name, enter it in the Middle Name field. 9 In the Last Name field, enter the client’s last name. 10If the client’s name contains a Suffix, use the drop-down list to select an option, such

as Jr., Sr., or III. 11In order to receive state funding, many states require recipients to be a resident of

the state for a minimum duration. If your organization wants to track this information, the state residency configuration must be enabled. For example, if your organization provides services in Tennessee, and the state of Tennessee requires a minimum of ten months residency, then the system can be configured to display the field, Resident of TN for 10 Months, followed by a Yes and No radio button. Contact Qualifacts for assistance.

12When entering a client into the system, you can enter up to four telephone numbers. Use the following steps to enter a client’s phone numbers.


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a Use the drop-down list to select the type of telephone number you are adding. Some example telephone types are home, cellular, and work.

b Enter the 10-digit telephone number in the fields provided. If necessary, you can also enter an extension.

Note: If the client has an international phone number, select the International Number check box (to modify the text entry field), and then enter the country code and international number. This entry can be up to 40 characters.

c If the telephone number is the client’s primary number, select the Primary Number radio button. A client can have only one primary number.

d The OK to ID option will display on each Phone type to inform the staff member whether it is acceptable to identify the caller and organization when calling the Client’s Phone Number. If the client has given your organization permission to identify itself when calling the number, select the OK to ID check box. This field is optional but can be configured to be required. Contact Qualifacts for assistance.

13If there are special instructions for staff members when calling this client, enter them in the Calling Notes field.

14In the Primary Email Address field, enter the client’s email address if your agency captures client email information for marketing, appointment reminders, or other important notifications.

15In the Secondary Email field, enter the client’s secondary email address if your agency captures client email information for marketing, appointment reminders, or other important notifications.

16When entering a client into the system, you can enter both a physical and mailing address for the client, if appropriate. In order to generate claims for the client, you must enter a mailing address. When the Claim Engine attempts to convert services into claims, it generates an error if the client’s mailing address is missing or incomplete.

a In the Country field, use the drop-down list to select the country in which the client lives. Important: If you select the USA, or one of its territories, this page allows you to enter a domestic

address (Steps b through e). If the client lives outside the USA, you must enter an international address. Once you select a country other than the USA, the page is refreshed to display all of the address fields (Steps b through e) as text entry fields. This means that when you enter an international address, you must manually enter the city, state/province, postal code, and county.

b In the Street fields, enter the client’s physical address. c If the client’s address contains an apartment or suite number, enter it in the Apt/Suite field. d For addresses located within the USA, or one of its territories, use one of the following methods to

enter the client’s city, state/province, and postal code (zip code). To use the Postal Code Lookup feature, select the Do City/State lookup using Postal Code check

box, enter the client’s postal code (and postal code extension, if known), and press Tab. The system performs a postal code lookup and automatically populates the City and State fields. The city that is preceded by an asterisk is the postal service’s preferred city for the postal code entered.


e Before you can select the county in which the client lives, you must select a state (by either method described in the previous step). The County field is automatically filtered to include only the counties that are located within the selected state. Use the drop-down list to select the appropriate county.

Point of Entry

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f The Ok to Send Mail option will display on each Address type to allow the user to select whether the Client address can be used for sending mail. This field is optional but can be configured to be required. Contact Qualifacts for assistance.

17In the Directions field, enter any special directions to the client’s address. These directions may be used by case managers to locate a client’s residence.

18In the City Resident field, indicate if the client is a resident of the city selected in the physical address.

Note: For some agencies, city residency determines the funding source for a client’s care, and this field allows you to clearly indicate if a client is actually a resident of the selected city or a temporary resident. This field may or may not appear in your system, depending on the way your system has been configured. Please contact QSI Support for more details about this configuration.

a If the client has the same physical and mailing address, click the Copy Address button to automatically populate the mailing address fields with the address you entered in the physical address section. If the client’s Mailing Address is different, complete the address information below. When the Copy Address button is clicked to copy the Physical Address to the Mailing Address, the selection made in the Ok to Send Mail field on the Physical Address will carry forward to the Mailing Address.

Note: Once the client has been scheduled for an intake assessment, the Copy Address button is removed. At this point, in order to modify the client’s address, you must use the Contact Information module in the ECR.

b In the Directions field, enter any special directions to the client’s address. These directions may be used by case managers to locate a client’s residence.

19In the Birth Date field, enter the client’s date of birth. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

20In the Date Client Died field, enter the date of the client’s death. Note: Depending on how your system is set up, this field may or may not appear on your screen. Contact

Qualifacts for assistance.

21In the Gender field, select the sex of the client. This field is required for in-patient and residential services.

22In the Race field, use the drop-down list to select the client’s race. 23In the Ethnicity field, use the drop-down list to select the client’s ethnicity. 24If your system is configured to capture a client’s living situation, use the drop-down

list to select the client’s Living Status. 25In the Tribal Member field, use the drop-down list to select the tribe the client

belongs to, if applicable. Note: Depending on how your system is set up, this field may or may not appear on your screen. Contact

QSI Support about this configuration.

26In the Marital Status field, use the drop-down list to select the marital status of the client.

27In the Smoking Status field, use the drop-down list to select the client’s current smoking status.

28In the Primary Language field, use the drop-down list to select the primary language the client uses to communicate.


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29If the client speaks another language, use the drop-down list in the Other Language field to select it.

30In the Need Interpreter field, indicate if the client requires an interpreter to communicate with your staff.

31In the Military Status field, use the drop-down list to select the military status of the client.

Note: This field requires that certain Descriptors be set up by your administrators. Contact QSI Support for more information about the set up required for using this field.

32In the Military Service field, use the drop-down list to select which wars the client served during.

Note: This field requires that certain Descriptors be set up by your administrators. Contact QSI Support for more information about the set up required for using this field.

33In the Social Security Number field, enter the client’s social security number. If the client cannot produce his social security number, an explanation must be entered in the field provided.

34If the client was referred to your organization, use the Referral Source search-and-select field to select the appropriate referral source. You can locate referral sources by entering either the full or partial referral source name or referral source type in the first field, pressing the Tab key to filter the drop-down list, and then selecting the desired referral source in the drop-down list.

35In the Employment Status field, use the drop-down list to select the employment status of the client.

36If the client is employed, use the drop-down list in the Occupation field to indicate the client’s type of work. In the Job Title field, enter a description of the client’s job title.

37Indicate how often the client is working in the Days worked in the past 30 days field. 38If the client is unemployed, use the drop-down list to select an explanation for the

unemployment in the Not in labor force detail field. 39In the Education field, use the drop-down list to indicate the highest level of

education the client has completed. 40The Comments field is used to enter general notes or comments about the client. This

entry can be up to 500 characters. 41In the Education Type field, use the drop-down list to select the type of education

this client has received. 42If the client is receiving vocational training, indicate how long the client has been

Enrolled in Vocational Training. 43In the Annual Household Income? field, enter the client’s annual net income. 44In the Individuals in Household field, enter the number of people living in the client’s

household. 45In the Individuals under 18 in Household, enter the number of children living in the

client’s home. 46In the Principal Income Source field, indicate what the primary source(s) of income

for the client are. 47Click Submit in the status bar.

The client’s demographic information is saved and the Guarantors page appears (see Maintaining Client Guarantors).

Point of Entry

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Maintaining Client Guarantors A guarantor is the person who is listed as the policy subscriber of the insurance plan that covers the client. The guarantor is responsible for paying the portion of the bill that is not covered by the payer. When sending out bills, the system allows you to bill both payers and guarantors. For example, if a payer only pays a percentage of the bill, you can bill the guarantor the remaining percentage.

By default, every client in the system is set up as his own guarantor. In some cases, additional guarantor records must be created for the client’s spouse, parent, or guardian. If the client is covered by an insurance plan, you must also set up the payer (see Maintaining Client Payers) after setting up the guarantors. The payer records are linked to the guarantor records by the policy subscriber’s name.

To access client guarantors: 1 Access the Point of Entry Wizard menu (see Starting the Point of Entry Wizard). 2 Click the Guarantors option.

The Guarantors page appears. Note: Once a payer is set up for the client (see Maintaining Client Payers), you cannot delete the

guarantor record. If a payer is set up, the Delete button is replaced with the text ‘Payers Attached’.

This page is used to perform the following tasks: Adding Client Guarantors Updating Guarantor Name History Updating a Guarantor’s Address Information Updating a Guarantor’s Contact Information Updating a Guarantor’s Active Date Range Deleting Client Guarantors Deleting Client Guarantors

Adding Client Guarantors In order to have funding, every client must have at least one guarantor set up in the system. By default, the client is automatically listed as his own guarantor. If necessary, you can use this task to enter additional guarantors for the client.

Note: When you add a guarantor record, the system performs a soundex search on the guarantor’s name to verify that it does not already exist in the system. The search results include all literal matches and all phonetic matches (those with similar pronunciations). Once a client guarantor is added to the system, you can use the Select button on the Guarantors page to update it (see page 30).

To add client guarantors: 1 Access the Guarantors page (see Maintaining Client Guarantors). 2 Click the Add a Guarantor button.


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The Guarantor page appears. All required fields are highlighted. 3 In the Begin Date field, enter the first date the guarantor can be held responsible for

the client’s bill. This is the date the guarantor record becomes active in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 In the End Date field, enter the last date the guarantor can be held responsible for the client’s bill. This is the date the guarantor record becomes inactive in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

Note: After the guarantor record is saved, you must use the instructions on task,Updating a Guarantor’s Active Date Range, to update the active date range for the guarantor.

5 In the Legal Guardian field, indicate if the guarantor is the client’s legal guardian. 6 In the Contact for Appointments field, indicate if the guarantor is the person to

contact when making appointments for the client. 7 The Receive Statements field allows you to determine if the guarantor will receive the

client’s bill. For example, if the client is a minor who is covered by a parent’s insurance plan, you would set the parent up as a guarantor and set this field to Yes so that the parent receives the client’s bill.

8 The Self-Pay field allows you to determine which guarantor name is printed on the bill. If this field is set to Yes, the guarantor’s name is printed on the bill. By default, the system automatically creates a guarantor record for each client and sets this field to Yes. In most cases, you should not modify this field for the client’s own guarantor record. This is because you want the client’s name to appear on the bills.

Note: In order to prevent a Claim Engine error, an address record (see Updating a Guarantor’s Address Information) must be set up for the guarantor record that is marked as self-pay.

9 In the Title field, use the drop-down list to select the guarantor’s title. Some example titles are Mr., Mrs., Ms., and Dr.

10In the First Name field, enter the first name of the guarantor. 11In the Middle Name field, enter the middle name of the guarantor. 12If the guarantor has a maiden name, enter it in the Maiden Name field. 13In the Last Name field, enter the last name of the guarantor. 14If the guarantor’s name includes a suffix, use the drop-down list in the Suffix field to

select an option. 15In the Relationship to Client field, use the drop-down list to select the relationship of

the guarantor to the client. 16In the Social Security Number field, enter the guarantor’s social security number. 17In the Birth Date field, enter the guarantor’s date of birth. Your entry must be in the

following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

18In the Gender field, select the sex of the guarantor. 19In the Is Address Same as Clients field, select an option to populate the address fields

if the guarantor’s address is the same as the client’s. If the guarantor’s address is the same as the client’s mailing address, select Copy Mailing Address and

go to step 21. If the guarantor’s address is the same as the client’s physical address, select Copy Physical Address

and go to step 21.

Point of Entry

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If the guarantor’s address is not the same as the client’s, do not make a selection but continue with step 20.

20The Address section is used to enter the guarantor’s physical address. Note: If you want to set up a guarantor’s mailing address, you must use the Address button once the

guarantor record is created (see Updating a Guarantor’s Address Information).

a In the Country field, use the drop-down list to select the country in which the guarantor lives. Important: If you select the USA, or one of its territories, this page allows you to enter a domestic

address (Steps b through e). If the guarantor lives outside the USA, you must enter an international address. Once you select a country other than the USA, the page is refreshed to display all of the address fields (Steps b through e) as text entry fields. This means that when you enter an international address, you must manually enter the city, state/province, postal code, and county.

b In the Street fields, enter the guarantor’s physical address. c If the guarantor’s address contains an apartment or suite number, enter it in the Apt/Suite field. d For addresses located within the USA, or one of its territories, use one of the following methods to

enter the client’s city, state/province, and postal code (zip code). To use the Postal Code Lookup feature, select the Do City/State lookup using Postal Code check

box, enter the guarantor’s postal code (and postal code extension, if known), and press Tab. The system performs a postal code lookup and automatically populates the City and State fields. The city that is preceded by an asterisk is the postal service’s preferred city for the postal code entered.


e Before you can select the county in which the guarantor lives, you must select a state (by either method described in the previous step). The County field is automatically filtered to include only the counties that are located within the selected state. Use the drop-down list to select the appropriate county.

21When entering a guarantor record, you can enter up to four telephone numbers. Use the following steps to enter a guarantor’s phone numbers.

a Use the drop-down list to select the type of telephone number you are adding. Some example telephone types are home, cellular, and work.

b Enter the 10-digit telephone number in the fields provided. If necessary, you can also enter an extension.

Note: If the guarantor has an international phone number, select the International Number check box (to modify the text entry field), and then enter the country code and international number. This entry can be up to 40 characters.

c If the telephone number is the guarantor’s primary number, select the Primary Number radio button. A client can have only one primary number.

d If the guarantor has given your organization permission to identify itself when calling the number, select the OK to ID check box.

22In the Phone Calling Notes field, enter any notes or instructions that should be followed with calling the guarantor. This entry can be up to 200 characters.

23In the Employer Name field, enter the name of the guarantor’s employer. 24In the Work Address section, enter the following information.

a In the Country field, use the drop-down list to select the country in which the guarantor works.


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Important: If you select the USA, or one of its territories, this page allows you to enter a domestic address (Steps b through e). If the guarantor works outside the USA, you must enter an international address. Once you select a country other than the USA, the page is refreshed to display all of the address fields (Steps b through e) as text entry fields. This means that when you enter an international address, you must manually enter the city, state/province, postal code, and county.

b In the Street fields, enter the guarantor’s work address. c If the guarantor’s work address contains an apartment or suite number, enter it in the Apt/Suite field. d For addresses located within the USA, or one of its territories, use one of the following methods to

enter the city, state/province, and postal code (zip code). To use the Postal Code Lookup feature, select the Do City/State lookup using Postal Code check

box, enter the postal code (and postal code extension, if known), and press Tab. The system performs a postal code lookup and automatically populates the City and State fields. The city that is preceded by an asterisk is the postal service’s preferred city for the postal code entered.


e Before you can select the county in which the guarantor works, you must select a state (by either method described in the previous step). The County field is automatically filtered to include only the counties that are located within the selected state. Use the drop-down list to select the appropriate county.

25Click Submit in the status bar. The guarantor record is saved and listed on the Guarantors page.

Updating Guarantor Name History When entering the guarantor into the system, you enter the guarantor’s name. This task provides instructions to update name information when a guarantor’s name changes (marriage, divorce, adoption, etc.), while providing the ability to track any name changes for a selected guarantor.

To update guarantor name history: 1 Access the Guarantors list page (see Maintaining Client Guarantors).

2 Click the Select button that corresponds with the guarantor record whose name information you want to update.

The Guarantor page appears. In the Name History section, a list of all guarantor names recorded in CareLogic is displayed.

3 To update the guarantor’s name history, click the Select button that corresponds with the most recent guarantor name.

Note: Clicking Select for inactive guarantor names will display a read-only text display of that entry for the guarantor name history.

Point of Entry

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The Name History page appears, displaying the current guarantor name information as read-only text and a New Name section that allows you to update the client record.

4 In the Title field, use the drop-down list to select the title for the guarantor. 5 In the First Name field, enter the guarantor’s first name. 6 In the Middle Name field, enter the guarantor’s middle name. 7 In the Last Name field, enter the guarantor’s last name. 8 In the Maiden Name field, enter the guarantor’s maiden name, if applicable. 9 If the guarantor’s name contains a suffix, use the drop-down list in the Suffix field to

select a suffix. 10In the Begin Date field, enter the date at which the entered name information should

become active in the system. 11In the Electronic Signature field, enter a electronic signature to complete the form. 12Click Submit in the status bar.

The client name change is saved to the system and displayed on the Guarantors page under Name History.

Updating a Guarantor’s Address Information The guarantor’s physical and work address was added when the guarantor record was created (see Adding Client Guarantors). In addition to updating the physical and work addresses, this task also includes instructions for entering a mailing address.

In order to bill a guarantor for services, you must enter a mailing address for the guarantor record that is marked as self-pay. When the Claim Engine attempts to convert services into claims, it generates an error if the self-pay guarantor’s mailing address is missing or incomplete.

To update a guarantor’s address information:


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1 Access the Guarantors page (see Maintaining Client Guarantors).

2 Click the Address button of the guarantor whose address information you want to update.

The Contact Information/Addresses page appears. Note: This page allows you to copy physical and mailing addresses. For example, if you have a physical

address record set up but not a mailing address, a Copy to Mail button appears in the Physical Address list section. Similarly, if you have a mailing address record set up but not a physical address, a Copy to Physical button appears in the Mailing Address list section. When you click either of these Copy buttons, the address information is copied and displayed on the data entry page. After clicking Submit in the status bar, the address record is saved and displayed on the Addresses list page.

3 Click Add Address in the status bar. The Add Address Type page appears.

4 Use the drop-down list to select the type of address you want to add. The possible address types are Physical, Mailing, and Work. This drop-down list only includes the address types that are not currently set up for the guarantor.

5 In the Begin Date field, enter the first date the address record becomes active in the system.

6 If the guarantor address is temporary, enter the end date in the End Date field. If the address is not intended to be temporary, leave this field blank.

7 In the Country field, use the drop-down list to select the country in which the guarantor lives.

Important: If you select the USA, or one of its territories, this page allows you to enter a domestic address (Steps 8 through 11). If the guarantor lives outside the USA, you must enter an international address. Once you select a country other than the USA, the page is refreshed to display all of the address fields (Steps 8 through 11) as text entry fields. This means that when you enter an international address, you must manually enter the city, state/province, postal code, and county.

Point of Entry

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8 In the Street fields, enter the guarantor’s address. 9 If the guarantor’s address contains an apartment or suite number, enter it in the

Apt/Suite field. 10For addresses located within the USA, or one of its territories, use one of the

following methods to enter the city, state/province, and postal code (zip code). To use the Postal Code Lookup feature, select the Do City/State lookup using Postal Code check box,

enter the postal code (and postal code extension, if known), and press Tab. The system performs a postal code lookup and automatically populates the City and State fields. The city that is preceded by an asterisk is the postal service’s preferred city for the postal code entered.


11Before you can select the county, you must select a state (by either method described in the previous step). The County field is automatically filtered to include only the counties that are located within the selected state. Use the drop-down list to select the appropriate county.

12Click Submit in the status bar. The address record is saved and listed on the Address list page.

Updating a Guarantor’s Contact Information The guarantor’s telephone numbers were added when the guarantor record was created (see page 31). In addition to updating the telephone numbers, this task also includes instructions for entering an e-mail address.

To update a guarantor’s contact information: 1 Access the Guarantors page (see Maintaining Client Guarantors).

2 Click the Address button of the guarantor whose contact information you want to update.

The Contact Information/Addresses page appears. 3 Click Update Contact Information in the status bar.

The Current Phone Information page appears. This page allows you to enter up to four phone numbers and an e-mail address.


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4 Use the following steps to enter a guarantor’s phone numbers. a Use the drop-down list to select the type of telephone number you are adding. Some example

telephone types are home, cellular, and work. b Enter the 10-digit telephone number in the fields provided. If necessary, you can also enter an

extension. Note: If the guarantor has an international phone number, select the International Number check box

(to modify the text entry field), and then enter the country code and international number. This entry can be up to 40 characters.

c If the telephone number is the guarantor’s primary number, select the Primary Number radio button. A guarantor can have only one primary number.

d If the guarantor has given your organization permission to identify itself when calling the number, select the OK to ID check box.

5 In the Primary E-mail Address field, enter the guarantor’s e-mail address. 6 Click Submit in the status bar.

The contact record is saved and listed on the address page.

Updating a Guarantor’s Active Date Range This task is used to track the date history of a guarantor’s active date range. Each time a guarantor’s active date range is modified, the system automatically records the name of the staff member who made the change and the date the change was made.

To update a guarantor’s active date range: 1 Access the Guarantors page (see Maintaining Client Guarantors).

2 Click the Date Change button that corresponds with the guarantor record whose date range you want to update.

Point of Entry

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The Guarantor Coverage Date Change page appears. The top section of this page lists the guarantor’s name and whether the guarantor is self-pay. The middle section lists the date change history for the guarantor. The bottom section is used to end date the current date range (see Step 3).

3 In the End Date field, enter the date the guarantor will no longer be responsible for the client’s bill. This is the date the guarantor will become inactive in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 Click Submit in the status bar. Note: The guarantor record will continue to be retrieved for the client if the end date is null or if the end

date is greater than the service date.

The guarantor record is updated and will become inactive on the end date you defined. The Guarantors page appears. Note: The remaining steps are used to create a new active date range for the guarantor.

5 Click the Date Change button. The Guarantor Coverage Date Change page appears. All required fields are highlighted.

6 In the Begin Date field, enter the first date the guarantor will be responsible for the client’s bill. This is the date the client becomes active in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.


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7 In the End Date field, enter the last date the guarantor will be responsible for the client’s bill. This is the date the client becomes inactive in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

8 Click Submit in the status bar. The new active date range record is saved and applied to the guarantor.

Updating Client Guarantors After a guarantor record is created, you must use this task to update it.

Note: By using this task, you can update all of the client guarantor information except for the active date range. See Updating a Guarantor’s Active Date Range for information about updating a guarantor’s active date range. See Updating a Guarantor’s Address Information for information about updating a guarantor’s address information.

To update client guarantors: 1 Access the Guarantors page (see Maintaining Client Guarantors).

2 Click the Select button that corresponds with the guarantor record you want to update.

The Guarantor page appears. All required fields are highlighted. See Adding Client Guarantors for field descriptions.

3 After making the desired edits, click Submit in the status bar. The updated guarantor record is saved and listed on the Guarantors page.

Deleting Client Guarantors This task includes instructions for deleting guarantor records that are not associated with active payers. If a guarantor record is associated with an active payer (for example, listed as the policy subscriber or linked to a co-pay claim), it cannot be deleted. Once a guarantor is associated with a payer, the Delete button on the Guarantors page is replaced by the text, “Payers Attached.”

To delete client guarantors: 1 Access the Guarantors page (see Maintaining Client Guarantors).

Point of Entry

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2 Click the Delete button that corresponds with the guarantor record you want to delete.

The Delete Client Guarantor page appears. 3 Select Yes to confirm you want to delete the guarantor. 4 Click Submit in the status bar.

The selected guarantor is deleted from the system.

Entering a Call in Crisis The Call In Crisis module is used to admit clients directly into treatment programs from the POE wizard, ensuring the client receives expedited care for a call in crisis.

Note: All users may not see the Call In Crisis option, depending on their staff privileges and organizational needs.

To access a call in crisis: 1 Access the Point of entry Wizard menu (see Starting the Point of Entry Wizard). 2 Click the Call In Crisis option. 3 The Call In Crisis page appears.

4 This page is used to perform the following tasks: Adding a Call In Crisis Deleting a Call In Crisis

Adding a Call In Crisis This task includes instructions for adding a call in crisis, admitting a client to programs, and scheduling service.

To add a call in crisis: 1 Access the Call in Crisis page (see Entering a Call in Crisis). 2 Click the Add a Call In Crisis button in the status bar.

The Program Admission page appears. All required fields are highlighted.


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3 In the Date field, enter the date the client enrolled in the program. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 In the Client Status field, indicate what the client’s status is. Note: This field is configurable and may not appear on your Program Admission page.

5 The Organization field is used to select the organization where the program meets for treatment. This drop-down list includes only the organization you are currently logged into and all child organizations. If you select a per diem program in the next step, you must select an organization in this field.

6 In the Program field, search for the program the client should be admitted to, and use the drop-down list to select the appropriate program.

7 In the Primary Staff field, use the drop-down list to select the primary staff member for the client.

8 In the Alert Staff field, search for any staff members who need to be alerted about this client, and use the drop-down list to select the appropriate staff member. Click Add to add the staff member to the Alert Staff list.

9 In the Alert Supervisory Group field, use the drop-down list to select a supervisory group that may need to be alerted about this client.

10Click Submit in the status bar. The Call In Crisis page appears. Important: The Call In Crisis page is a configurable form, and fields will vary depending on organizational

needs. For more information about configurable forms, see the System Administration Guide.

11After completing the Call In Crisis form, click Submit in the status bar. The Transfer Discharge Entry page appears.

12In the Effective Date field, enter the scheduled transfer or discharge date. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

13Indicate the type of discharge or transfer that is scheduled.

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Note: Depending on which option you select, more fields appear for you to complete. All additional fields are required.

14Click Submit in the status bar. The Electronic Signatures page appears

15In the Electronic Signature field, enter an electronic signature to complete the form. Once the form is submitted, the call in crisis form appears in read-only mode.

16Click Submit in the status bar. The Schedule a Service page appears.

17In the Service Date field, enter the date of service. This field will default to the current date, but it can be edited. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

18In the Time From field, enter the beginning time of the service. 19In the Time To field, enter the ending time of the service. 20Use the drop-down list to select the organization for the service. 21Use the drop-down list to select the staff member responsible for the service. This

entry defaults the current user, but it can be edited. 22Use the drop-down list to select the program the client was admitted to. 23Use the drop-down list to select the activity for the client program. 24Search for the service location, and use the drop-down list to select the appropriate

location. 25In the Description comment box, enter any information about the client and/or the

scheduled service. This entry can be up to 100 characters. 26Indicate if the message should be shown on the Front Desk. 27Click Submit in the status bar.

The client information has been recorded, and services have been scheduled.

Deleting a Call In Crisis This task is used to delete a call in crisis record.

To delete a call in crisis:


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1 Access the Call in Crisis page (see Entering a Call in Crisis).

2 Locate the call in crisis record you want to delete, and click the Delete button. 3 The Confirm Delete of Call In Crisis page appears. 4 Enter the reason you are removing the call in crisis. This entry can be up to 500

characters. 5 Deleting a call in crisis requires an administrative e-signature. 6 Click Submit on the status bar.

The selected call in crisis record is deleted from the system.

Maintaining Client Payers The client’s insurance provider is known as a payer. In addition to setting up the name of the payer, you must also set up information about the payer plan, which is the particular insurance plan that covers the client.

Unless a client is set up as self-pay on the Guarantor page (see Adding Client Guarantors), he must have an active payer set up in the system in order to bill for services. This section includes instructions for maintaining a client’s payer information.

To access client payers: 1 Access the Point of Entry Wizard menu (see Starting the Point of Entry Wizard). 2 Click the Payers option.

The Client Payer Administration page appears.

This page is used to perform the following tasks: Adding Client Payers Updating Client Payers Checking a Client’s Payer Eligibility Updating a Payer’s Active Date Range Adding Payer Messages Deleting Client Payers

Adding Client Payers

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This task includes instructions for adding client payers. In order to bill for services, the client must have at least one active payer set up in the system or the client must be marked as self-pay on the Guarantors page (see Adding Client Guarantors). If you set up multiple payers for a client, the payers can be prioritized to allow for waterfall billing.

Note: Once a client payer is added to the system, you can use the Select button on the Client Payer Administration page to update it (see page 29).

To add client payers: 1 Access the Client Payer Administration page (see Maintaining Client Payers). 2 Click the Add a Client Payer button.

The Payer Information Entry page appears. All required fields are highlighted.

3 In the Begin Date field, enter the first date the payer can be billed for services related to the client. This is the date the payer becomes active in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 In the End Date field, enter the last date the payer can be billed for services related to the client. This is the date the payer becomes inactive in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

Note: After the payer record is saved, you must use the instructions on task, Updating a Payer’s Active Date Range, to update the active date range for the payer.


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5 The Payer Name field contains two drop-down lists. The first drop-down list, which is optional, is used to select the name of the client’s payer. The second drop-down list, which is required, is used to select the payer plan that covers the client.

Note: If you select a payer in the first field, the second field is filtered to include only the payer plans that are available for the selected payer. If you do not select a payer, the second field contains all of the payer plans that are set up in the system.

6 In the Verification Permission field, indicate if the client has given permission to verify payer benefits.

7 In the Needs Authorization field, indicate if the client’s payer requires an authorization prior to delivering services to the client. By default, this option is set to the default that is set up for the payer plan (see the page 87 System Administration Guide). If desired, you can change the default for a particular client.

8 In the Policy Subscriber field, use the drop-down list to select the name of the policy holder for the insurance coverage. This drop-down list includes all of the active guarantors that are set up for the client (see Adding Client Guarantors).

9 If the insurance company name is different from the payer name, enter it in the Insurance Company Name field.

10In the Benefits Phone Number field, enter the 10-digit telephone number of the insurance company’s benefits department.

11In the MSP Code field, use the drop-down list to select the desired MSP code for this payer plan.

Note: This field only appears if you select a payer plan that has been designated as a Medicare Secondary Payer in the payer plan administration setup (see the System Administration Guide).

12In the Policy Number field, enter the insurance policy number that covers the client. 13In the ID Number field, enter the ID number associated with the client’s insurance

coverage. 14In the Group Number field, enter the group number associated with the client’s

insurance coverage. 15In the Plan Number field, enter the plan number associated with the client’s

insurance coverage. 16In the Comments field, enter any notes or comments about the payer plan. Your

entry can be up to 1000 characters. 17In the Add Another Record field, indicate if you want to enter another payer record

for the selected client. 18Click Submit in the status bar.

The payer record is saved and listed on the Client Payer Administration page.

Updating Client Payers Once a client’s payer plan is added to the system, you must use this task to update it.

To update client payers: 1 Access the Client Payer Administration page (see Maintaining Client Payers).

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2 In the Select column, click the button that corresponds with the payer plan you want to update.

The Payer Information Entry page appears. You can edit any of the fields on this page except the Begin Date and End Date fields (see page 30). All required fields are highlighted. See Adding Client Payers for field descriptions.

3 After making the desired edits, click Submit in the status bar. The updated client payer record is saved and listed on the Client Payer Administration page.

Checking a Client’s Payer Eligibility Once a payer is added to a client record, you can immediately check the eligibility status of the client if your system is set up to use Real-Time Eligibility functionality. This task includes instructions on how to check a client’s eligibility status.

To check a client’s payer eligibility: 1 Access the Client Payer Administration page (see Maintaining Client Payers).

2 Click the Check Eligibility button that corresponds with the payer you want check the client’s eligibility status for.

The eligibility request is transmitted and processed. Results of the eligibility check can be found by click the Transfers navigation bar icon.

3 Click the Transfers icon in the navigation bar. The Active Transfers pop-up window appears, displaying all current Real-Time Eligibility transactions in process or completed.


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The 5 possible real-time eligibility transaction types you can potentially see in this list are described below: Green checkmark. This icon indicates that Emdeon returned a client eligibility status. Click the client

name to access the client’s Eligibility Status list page to see the most eligibility check results (see the Clinical Record Guide for more information).

Red X. This icon indicates the client is not eligible for services through the payer plan submitted for a real-time eligibility check. Click the client name to access the client’s Eligibility Status list page to see the most eligibility check results (see the Clinical Record Guide for more information).

Red Exclamation Point. This icon indicates there is an Emdeon or CareLogic setup error. Click the client name to view the error popup.

Important: Be sure to record the Error Code from the pop-up to inquire about the issue.

Blue Transmission Signal. This icon indicates the real-transaction is currently in transmission. Yellow Hazard Sign. This icon indicates an error was returned in the eligibility response. Check/Cancel Buttons. These buttons indicate that the selected client’s eligibility has been checked in

the past 30 days. Important: Before resubmitting the real-time eligibility transaction, first access the client’s Eligibility

Status list page to see the client’s most recent eligibility check results. If needed, click the Check button to submit a new eligibility transaction request. Click the Cancel button if the most recent eligibility check from the client’s Eligibility Status list page was recent enough to not require a new submission (see the Clinical Record Guide for more information).

Adding Payer Messages This task is used to create client messages that appear throughout the system. When creating a client message, you can specify in which modules it will appear, such as Client Search Results, Schedule Display, Front Desk Schedule, Payer Information, or Caseload.

To add payer messages: 1 Access the Client Payer Administration page (see Maintaining Client Payers). 2 In the Message Board section, click the Add Message button.

The Client Message Entry page appears. All required fields are highlighted.

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3 In the Post Date field, enter the first date the client message will be posted in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 In the End Date field, enter the last date the client message will be posted in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

5 In the Directions field, enter any directions provided by the client relating to his address. This entry can be up to 500 characters.

6 In the Add Message field, select the modules you want the message to appear in. By default, the Payer Information module is selected. You can select as many modules as desired. The available options are Client Search Result, Schedule Display, Front Desk, Payer Information, and Caseload.

7 Click Submit in the status bar. The client message is saved and listed in the Message Board section of the Client Payer Administration page.

Updating a Payer’s Active Date Range This task is used to track the active date range for the client’s payer plan. In order to change a payer plan’s date range, the date range must cover all of the open and closed claims that have been adjudicated for the client. When you update the date range for a payer plan, the system checks to verify that the new date range covers all open and closed claims that have been adjudicated for the client.

To update a payer’s active date range: 1 Access the Client Payer Administration page (see Maintaining Client Payers).

2 Click the Date Change button.


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The Change Client Payer Plan Dates page appears. The top section of this page lists the client’s payer plan and priority number. The middle section lists the date change history for the payer plan. The bottom section is used to end date the current date range (see Step 3).

3 In the Coverage End Date field, enter the last date the payer plan will cover services for the client. This is the last date the payer plan will be active in the system for the selected client. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 Click Submit in the status bar. The selected payer plan is updated and becomes inactive on the end date you defined. The Client Payer Administration page appears. Note: The remaining steps are used to create a new active date range for the payer plan.

5 Click the Date Change button. The Change Client Payer Plan Dates page appears. All required fields are highlighted.

6 In the Coverage Start Date field, enter the first date the payer plan will cover services provided to the selected client. This is the date the payer plan becomes active in the system for the selected client. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

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7 In the Coverage End Date field, enter the last date the payer plan will cover services provided to the selected client. This is the date the payer plan becomes inactive in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

8 Click Submit in the status bar. The system checks to confirm that the modified date range covers all open and closed claims that have been adjudicated for the clients who are covered by the payer. If the new date range falls within the range, the dates are saved and listed on the Change Client Payer Plan Dates page.

Deleting Client Payers This task is used to delete a client payer plan record. You cannot delete payer plans that have claims associated with them. You can only delete payer plans that have not been used in the system.

Note: If a payer plan was entered incorrectly, the billing department will need to back out all claims for that client and payer plan.

To delete payer plans: 1 Access the Client Payer Administration page (see Maintaining Client Payers).

2 Click the Delete button that corresponds with the payer plan you want to delete. The Delete Client Payer Plan page appears.

3 Select Yes to confirm you want to delete the selected payer plan. 4 Click Submit in the status bar.

The selected payer plan is deleted from the system.

Maintaining Payer Authorizations Some payer plans require you to obtain an authorization before providing services to clients. If a payer plan requires an authorization, the authorization number must be included on the bill or the payment will be denied. This section is used to set up the payer authorizations for the client’s payer plan.

Note: If the client’s payer plan requires an authorization, the Claim Engine runs a check to confirm that an authorization number is included before the system creates a bill. See the Billing and Accounts Receivable Guide page 10 for more information about the Claim Engine.

To access payer authorizations: 1 Access the Point of Entry Wizard menu (see Starting the Point of Entry Wizard). 2 Click the Payer Authorization option.


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The Payer Authorizations page appears, which lists all active, past or future, and inactive authorizations. For each authorization record, this page lists the payer plan name, the active date range for the authorization, procedures authorized, whether there are any additional criteria to the authorization (in regard to staff, organization, or treatment program), the authorization number, the number of units or dollars authorized, and the number of authorized units or dollars that have been used, scheduled, and remain available. Note: If your system is configured to display Modifiers, you will see procedure code-modifier

combinations in the Procedure Code(s) column.

Note: The number of authorizations (or dollar amount) available displays in the Authorized column until they are marked as kept, and then they display in the Used column. The Authorized minus the Used and Scheduled gives you the amount of units or dollars Remaining. Also, if a client has recurring appointments scheduled, the system automatically holds those authorizations as used unless the appointments are cancelled.

This page is used to perform the following tasks: Adding Payer Authorizations Viewing the History of Authorization Statuses Viewing the Activities Associated With an Authorization Viewing Services Not Authorized Updating Payer Authorizations Deleting Payer Authorizations

Adding Payer Authorizations This task is used to enter payer authorizations into the system. Depending on the client’s payer plan, an authorization may be required before your organization can bill for services.

Note: Once a payer authorization is added to the system, you can use the Select button on the Payer Authorizations page (see page 35).

Note: Once a payer authorization is added to the system, you must use the Select button on the Payer Authoriations page to update it (see page 36).

To add payer authorizations: 1 Access the Payer Authorizations page (see Maintaining Payer Authorizations). 2 Click the Add Authorization button.

The Payer Authorization Information page appears. All required fields are highlighted.

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3 In the Begin Date field, enter the first date the authorization is valid. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 In the End Date field, enter the last date the authorization is valid. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

5 In the Payer Plan field, use the drop-down list to select the payer you want to authorize.

Note: If you are viewing a previously entered authorization that is attached to a claim, the Payer Plan name appears in read-only text and cannot be modified.

Important: Depending on what you select in the Select Authorization Type field, the Total # Units Authorized and # Units Used fields dynamically change to reflect whether you indicated the payer authorization is in units or dollars.

6 The Type field is used to indicate what kind of authorization you are entering and is defaulted to Units, but you can modify this field selection to Dollars if the payer authorizes in monetary amounts, rather than units.

Note: Contact QSI Support if you would like to default this field to Dollars instead of Units.


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7 In the Total # Units Authorized (Total Dollars Authorized) field, enter the number of billable units or dollars that have been authorized by the payer. Every activity in the system is defined as a billable unit in the Activities module (see page 46 the System Administration Guide).

Note: If your organization is using the Admin>Client Payer Auth Statuses module (see the System Administration Guide), the Authorization Status field appears. This drop-down list is used to set the status of the authorization record.

8 Indicate if the authorization you are entering was a verbal authorization. 9 In the Authorization Number field, enter the authorization number that was provided

by the payer. 10In the Authorizations Given By field, enter the name of the contact person for the

payer who gave the authorization to treat the client. 11In the Comments field, enter any additional comments or notes about the

authorization. Your entry can be up to 500 characters. Important: If you are viewing a previously entered authorization, the staff member who created the

authorization and the date it was entered appears in read-only text. If the previously entered authorization was modified before being attached to a claim, the name of the staff and the date of that modification is displayed as read-only text.

12In the Authorized Region field, use the drop-down list to select the region in which the procedure(s) were authorized. This field is used for state payers who may authorize procedures based on regions within a state.

Note: This field is configurable and may not appear on your screen. If you need this configuration turned on, contact QSI Support.

13If the authorization is valid for a particular organization only, use the drop-down list in the Authorized Organization field to select the desired organization. If the authorization is valid for any organization, do not select an option in this field.

Important: If you are accessing Payer Authorizations from a client’s entire ECR, the programs available in the Authorized Program field display all programs in which the client is currently active. If you are accessing Payer Authorizations from within a specific episode of care type menu, the programs available in the Authorized Program field display only the programs in which the client is currently active for the selected episode of care.

14If the authorization is valid for a particular program only, use the drop-down list in the Authorized Program field to select the desired program. If the authorization is valid for any program, do not select an option in this field.

15If the authorization is valid for a particular staff member only, use the drop-down list in the Authorized Staff field to select the desired staff. If the authorization is valid for any staff members, do not select an option in this field.

16The Authorized Procedure Codes field is used to indicate how the authorization relates to procedure codes.

If the authorization is valid for all procedure codes, select the Authorize All Procedure radio button. If the authorization is valid for specific procedure codes only, select the Authorize the Following

Procedures radio button. When you select this option, twelve Procedure Code fields appear, by default. For each Procedure Code, you can assign up to four Modifiers.

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Note: The number of procedure code fields that appear on this page is an organization configuration. If desired, you can change this number to reflect the maximum number of procedure codes you want to associate with authorization records. Contact the Technical Support department for assistance. In order to reduce the size of the example screen on the previous page, only one procedure code field is displayed.

a Procedure Codes. In the text entry field, enter the full or partial procedure code name and press Tab to filter the drop-down list with the procedure codes that match your search criteria. You can then use the drop-down list to select the desired procedure code. You can associate the authorization record with up to twelve procedure codes.

b Modifiers. The Modifier fields allow you to select up to four modifiers that the Claim Engine will attach to the procedure code when this authorization record is used. The drop-down lists in these fields are populated by the Modifiers module (see page 38 the System Administration Guide).

Important: Once this payer authorization record is submitted, the Claim Engine will use it to generate successful claims as long as the following conditions are met: 1) the service date falls within the date range of this authorization record, and 2) the number of billable units, as defined by the activity, are available. If either of these conditions are not met, the Claim Engine will generate an error and move the claim into Failed Claims.

17Click Submit in the status bar. The payer authorization record is saved and listed on the Payer Authorization Information page. Note: When scheduling, statusing, or generating a claim for an activity the requires an authorization, the

system now looks up the organizational tree for an available authorization, if one does not exist in the current organization.

Viewing the History of Authorization Statuses Each time the authorization status is changed on a payer authorization record (see the Authorization Status drop-down list on Viewing the History of Authorization Statuses), a new record is created. The Status History button is used to view a history of the authorization statuses.

To view the history of authorization statuses: 1 Access the Payer Authorizations page (see Maintaining Payer Authorizations). 2 Locate the authorization record you want to view the history and click the Status

History button. An authorization status history appears for the selected authorization record. Each time a new status is assigned to this authorization record, a record appears on this page. For each record, this page lists the name of the authorization status, the date the status was assigned to the authorization, and the staff member who assigned the status.

Viewing the Activities Associated With an Authorization Once an authorization record has been used, you can use this task to view the activities associated with it.

To view the activities associated with an authorization: 1 Access the Payer Authorizations page (see Maintaining Payer Authorizations).


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2 Locate the authorization record you want to view the associated activities for and click the Activities button.

The Authorization Activity History page appears. The top of this page lists the payer plan name, the authorization number, and the date range of the authorization. This page also lists the activity history for the authorization and the failed activities associated with the authorization. For each activity record, this page lists the service date, the number of billable units, the staff member who provided the service, the treatment program, the activity, the procedure code, the organization, the appointment status, and whether the activity has been billed.

Viewing Services Not Authorized For each client, you have the ability to review any services that have been provided but were not authorized. Reviewing these services improves the Failed Activity Authorization History information for reporting.

Note: This report can be printed as an Excel file by clicking the Print as XLS button in the status bar.

To view services not authorized: 1 Access the Payer Authorizations page (see Maintaining Payer Authorizations). 2 Click Services Not Authorized in the status bar.

The Services Without Authorizations page appears. This page lists all unauthorized services that have been scheduled.for the selected client, including payer plan, date of service, number of units, the providing staff member, the program and activity, the procedure code associate with the unauthorized services, the organization at which the appointment was scheduled, the current status of the appointment, and the current status of the claim.

Updating Payer Authorizations After entering payer authorizations, you must use this task to modify them. The staff member who created the authorization record and the date it was created are displayed as read-only text. If the previously entered authorization was modified before being attached to a claim, the name of the staff and the date of that modification is displayed as read-only text.

To edit payer authorizations: 1 Access the Payer Authorizations page (see Maintaining Payer Authorizations). 2 Locate the authorization record you want to update and click the Select button.

The Payer Authorization Information page appears. You can edit any of the fields on this page until the authorization has been attached to a claim. All required fields are highlighted. See Adding Payer Authorizations for field descriptions.

3 After making the desired edits, click Submit in the status bar.

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The updated payer authorization is listed on the Payer Authorizations page.

Deleting Payer Authorizations Warning: You should exercise caution when deleting payer authorizations. If you delete a payer

authorization that has outstanding services which fall within the date range, the billing system will generate an error for the services. Therefore, it is recommended that you end date a payer authorization rather than delete it. Once services are attached to an authorization, the Delete button is replaced by the read-only text Services Attached, so you cannot delete authorizations with associated services.

To delete payer authorizations: 1 Access the Payer Authorizations page (see Maintaining Payer Authorizations). 2 Locate the authorization record you want to delete and click the Delete button.

The Delete Authorization page appears. 3 Select Yes to confirm you want to delete the selected authorization. 4 Click Submit in the status bar.

The selected payer authorization is deleted.

Maintaining Client Co-Pay Information This section is used to set up co-pay records for the client. The co-pay amount is determined by the client’s payer. A co-pay amount can be based on either a specific dollar amount or a percentage of the bill. The client is responsible for paying the co-pay amount at the time your organization provides a service.

To access client co-pay information: 1 Access the Point of Entry Wizard menu (see Starting the Point of Entry Wizard).

2 Click the Co-Pay option. The Co-Pay Information page appears.

This page is used to perform the following tasks: Adding Client Co-Pays Updating Client Co-Pays Deleting Client Co-Pays

Adding Client Co-Pays This task is used to enter co-pay records into the system for the selected client. The co-pay amount is determined by the client’s payer. A co-pay amount can be based on either a specific dollar amount or a percentage of the bill.


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Note: Once a co-pay record is added to the system, you can use the Select button on the Co-Pay Information page to update it (see page 41).

Note: Once a client co-pay record is added to the system, you can use the Select button on the Co-Pay Information page to update it (see page 42).

To add co-pays: 1 Access the Co-Pay Information page (see Maintaining Client Co-Pay Information). 2 Click the Add Co-Pay button.

The Co-Pay Entry page appears. All required fields are highlighted.

3 In the Begin Date field, enter the first date the client will be charged the co-pay amount. This is the date the co-pay record becomes active in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 In the End Date field, enter the last date the client will be charged the co-pay amount. This is the date the co-pay record becomes inactive in the system. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

5 In the Payer Name field, use the drop-down list to select the payer that requires the co-pay amount.

Important: In order to save the co-pay record, you must enter a value in either the Amount or Percentage field.

6 If the payer requires the client to pay a fixed dollar amount, enter the co-pay amount in the Amount field.

7 If the payer requires the client to pay a percentage of the bill, enter the co-pay percentage in the Percentage field.

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8 The Visit Range field is used to define the number of visits (services) allowed by the payer for the co-pay amount. For example, a payer may allow a client to pay a $10 co-pay for the first 10 visits but then requires a $20 co-pay for subsequent visits. In this scenario, you must set up two co-pay records for the client: one for $10 with a visit range of 1 to 10 and a second for $20 with a visit range beginning with 11.

9 If the payer set the client’s co-pay based on services provided by a specific treatment program only, use the drop-down list in the Program field to select the program. If the co-pay amount applies to all treatment programs, do not select an option in this field.

10If the payer set the client’s co-pay based on services related to a specific procedure code only, use the drop-down list in the Procedure Code field to select the procedure code. If the co-pay amount applies to all procedure codes, do not select an option in this field.

11If the payer set the client’s co-pay based on services provided by staff member’s with a specific licensure only, use the drop-down list in the Licensure field to select the licensure. If the co-pay amount applies to all staff members, regardless of licensure, do not select an option in this field.

12If the payer set the client’s co-pay based on services related to a specific activity code only, use the drop-down list in the Activity Code field to select the activity code. If the co-pay amount applies to all activity codes, do not select an option in this field.

13Click Submit in the status bar. The co-pay record is saved and listed on the Active Co-Pay Information page.

Updating Client Co-Pays After a client co-pay record is entered into the system, you must use this task to update it.

To update client co-pays: 1 Access the Active Co-Pay Information page (see Maintaining Client Co-Pay

Information).

2 Click the Select button that corresponds with the co-pay record you want to update. The Co-Pay Entry page appears. You can edit any of the fields on this page. All required fields are highlighted. See page 66 for field descriptions.

3 After making the desired edits, click Submit in the status bar. The updated co-pay record is saved and listed on the Active Co-Pay Information page.

Deleting Client Co-Pays This task includes instructions for deleting client co-pay records.

To delete client co-pays: 1 Access the Active Co-Pay Information page (see Maintaining Client Co-Pay

Information).


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2 Click the Delete button that corresponds with the co-pay record you want to delete. The Confirm Delete page appears.

3 Select Yes to confirm you want to delete the selected co-pay record. 4 Click Submit in the status bar.

The selected co-pay record is deleted from the system.

Searching for Free Beds Note: The Bed Search module is used to admit clients into in-patient and residential programs only. If a

client is being treated in an out-patient program, you must use the Schedule Appointment module (see Schedule an Intake Assessment).

The Bed Search module is used to assign clients to open beds. In order for the system to locate the right bed for the client, you must enter the first date the bed is needed, the total number of days the bed is needed, the treatment program in which the client will be enrolled, and the organization at which the client will receive treatment. Once a client is assigned to a bed, the client is automatically scheduled for an activity and assigned to the caseload of the default per diem staff member (contact Qualifacts for assistance setting this configuration).

To search for free beds: 1 Access the Point of Entry Wizard menu (see Starting the Point of Entry Wizard). 2 Click the Bed Search option.

The Open Bed Search page appears. This page is used to enter search criteria to locate an open bed for the client. All required fields are highlighted.

3 In the Search Date/Time field, enter the first date and time the client will need to occupy the bed. When you enter a date and time in these fields, the system searches for all beds that are open on or after the date and time you enter. The date and time entered in this field is used to filter the Organization and Program fields. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 In the Number of Days Needed field, enter the number of days the client will be in your treatment facility and need the bed.

5 The Organization field is used to select the organization where the client will be admitted to a bed and receive services. This drop-down list includes only the organization you are currently logged into and all of its child organizations.

6 In the Program field, search by partial or full name of the program and use the drop-down list to select the treatment program in which the client will be enrolled. This drop-down list is filtered to include only the per diem programs that are available at the organization selected in the previous.

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Note: If the client is already active in another episode type, you will only see the programs outside of the episode type the selected client is already admitted to.

7 Click Submit in the status bar. The system searches for all open beds that match your search criteria and displays the results on the Bed Search Results page.

8 Click the Select button that corresponds with the bed you want to assign to the client. The Residential Admission page appears. This page is used to reserve the bed for the selected client. All required fields are highlighted.

9 In the Admission Date/Time field, enter the first date and time the client will occupy the bed. The date entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window. The time entry must be in the following format: hh:mm. After entering the time, select either AM or PM.

Note: If you want to mark the status of the activity as Kept, select the Admit This Client Immediately check box. If the Admission Date/Time is in the past, the system automatically marks the status as Kept.

10In the Expected Discharge Date/Time field, enter the date and time the client is expected to leave the bed. The date entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window. The time entry must be in the following format: hh:mm. After entering the time, select either AM or PM.


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11In the Staff field, use the drop-down list to select the staff member who will be responsible for the client at admission.

12If the client has an inpatient status, use the drop-down list to select the client’s attending physician in the Attending Physician field.

Note: This field is configurable and may not appear on the page based on your organizational settings. This field is required if the service is to be billed as an institutional claim.

13In the Inpatient Admission Source field, use the drop-down list to select source of the client’s admission to your facility.


14In the Inpatient Admission Type field, use the drop-down list to select type of admission for the selected client.


15In the Admitting Diagnosis field, enter the full or partial name of the diagnosis, press Tab to filter the drop-down list, and then use the drop-down list to select the desired diagnosis.

16The ICD-9 Code field drop-down list is filtered based on the DSM code selected in the Admitting Diagnosis field. If there are multiple ICD-9 codes associated with the admitting diagnosis, use the drop-down list to select the desired ICD-9 code for this diagnosis

17In the Reason for Visit field, enter the full or partial name of the reason for the client visit, press Tab to filter the drop-down list, and then use the drop-down list to select the desired reason.

18The ICD-9 Code field drop-down list is filtered based on the DSM code selected in the Reason for Visit field. If there are multiple ICD-9 codes associated with the reason for the client visit, use the drop-down list to select the desired ICD-9 code for this reason

19Click Submit in the status bar. The Intake Assignment page appears, which confirms that the client has been successfully assigned to a bed. This page provides a summary of the intake assignment, including the client’s name and ID number, the organization that contains the bed, the bed number, the first date the client will occupy the bed, the time the client will be admitted to the bed, and the activity. Note: Once the appointment is marked as Kept, the client is assigned to the treatment program, the

caseload of the default per diem staff member (contact Qualifacts for assistance setting this configuration), and a staff relationship is set up in the ECR module (see the page 34 Clinical Record Guide).

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Intake Assessments Note: See page 14 the Introduction to CareLogic for an explanation of how the system assigns client

statuses.

This task includes instructions for scheduling intake assessments for clients. The first step is to define the client’s scheduling preferences, including the treatment program, the preferred organization, and the preferred staff member. After the client’s scheduling preferences are entered, the system returns all of the available appointment times that meet the client’s scheduling preferences.

Important: Only the staff members who have scheduled block activities for intake assessments are available for intake appointments (see page 23). See the Scheduling Guide for information about scheduling block activities.

Access the Schedule Appointment Module To access schedule appointments:

1 Access the Point of Entry Wizard menu (see Starting the Point of Entry Wizard). 2 Click the Schedule Appointment option.

The POE Scheduling Preferences page appears. All required fields are highlighted. Warning: If you want to bypass the intake assessment, you can click the Assign Client to Caseload button

in the status bar. It is important to understand that this button does not allow you to schedule an intake assessment. Instead, this button only allows you to enroll the client into a treatment program and assign the client to a staff member’s caseload. See Assigning Clients Directly to a Staff Member’s Caseload for more information about using the Assign Client to Caseload button.

This page is used to perform the following tasks. Schedule an Intake Assessment Select an Intake Appointment Time Assign a Client Directly to Staff Member’s Schedule

Schedule an Intake Assessment To schedule intake appointments:

1 Access the Schedule Appointment Module.


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2 The Requested Organization field is used to select the organization where the client will receive services. By default, this field is set to the This drop-down list includes only the organization you are currently logged into and all child organizations.

Important: If the client is already active in another episode type, you will only see the programs outside of the episode type the selected client is already admitted to. in the Program field.

3 If desired, select an activity to limit results by activity. 4 In the Program field, use the drop-down list to select the treatment program to assign

the client to. 5 In the Requested Provider field, use the search and add field to limit results by staff

member(s) selected. Note: The Requested Provider field is filtered by the staff member(s) in the list box. Any selection in the

search field will not be included.

Note: A more robust staff search is provided through the Find Staff link below the list box. This is enabled by configuration. Contact Qualifacts for assistance.

6 By default, the Desired Provider Gender field is set to Either. If the client has a preference as to the staff member’s sex, select the appropriate option. If a staff member is not selected in the previous field, this field is ignored.

7 In the Preferred Method for Patient Reminders field, use the drop-down list to select the client’s preference for how to contact them.

Note: This drop-down is populated by any contact information you entered on the Demographics page, including all phone numbers, physical and mailing addresses, and email addresses.

Important: If a client later moves from an un-enrolled status to an active status, you must discharge the client from the current program and begin a new episode of care with an active status for the client.

8 In the Client Status field, indicate if the client is actively enrolled in a treatment program (active) or is just accessing services (un-enrolled).

Note: This field is configurable and may not appear on your system.

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9 If the client has any other preferences regarding the treatment, enter them in the Other Preferences field. Your entry can be up to 500 characters.

10Click Submit in the status bar. The system attempts to match the client’s scheduling preferences with the staff members who have blocked off time on their schedules for intake assessments. The Available Intake Times page lists all of the available intake appointment times that match the client’s scheduling preferences.

11Select one of the available appointments. 12if an available appointment is declined, a reason can be entered in the Offered

Times field. This will be recorded in the Offered Intake History log, available below the POE Scheduling Preferences search form.

13Click Submit. The Select an Intake Time page appears. 14Select an Intake Appointment Time

Find Staff The Find Staff feature is an enhanced staff search with filters for age range, payer, credential, and specialty. Results are returned in the Requested Provider list box.

Note: Any type of future scheduling for a client will access the search feature. It does not apply to batch scheduling.

1)Navigate to Point of Entry Wizard → Schedule Appointment

2)Select the Find Staff link

3)Complete the form:

Patient Age: Populated from Client Demographics if a client is selected (optional) Payer Name: Select a payer plan, using the payer filter as desired to limit plan selections (optional) Secondary Payer: Select a secondary payer plan, using the payer filter as desired to limit plan

selections (optional) Desired Provider Gender: Select the requested staff gender (optional) Language: Select a language the client understands (optional) Provider Specialty Code: Select a specialty (optional) Specialty Sub-Type: Select a specialty sub-type (optional) Provider Credential: Select a credential (optional)

Note: Form selections are not required. Leaving all selections blank will return an unfiltered list of staff.


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1 Click Submit in the search form. All staff meeting search selections will be displayed 2 Select all desired staff. Selections will be entered in the staff entries area of the PoE

schedule search

3 Click Submit in the search form. Results are returned in the Requested Provider list box.

Select an Intake Appointment Time After entering a client’s scheduling preferences, the Available Intake Times page appears. This task explains how to the select an available intake time for the intake assessment.

Note: CareLogic offers a configuration that allows your organization to track intake assessment scheduling based on whether the scheduled appointments fall within a specified number of days for compliance purposes. The data collected can then be accessed via the ad hoc reporting tool. Contact your system administrator or QSI support for more information about this feature.

To select an intake appointment time:

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1 Access the Available Intake Times page (see Schedule an Intake Assessment). This page lists all of the available intake appointment times that match the client’s scheduling preferences.

Tip: If no available appointment times are found, you can click the Remove link to eliminate some of the client’s user preferences. Or, you can click the Assign Client Directly to Schedule link to schedule the appointment with a staff member who did not block off time on their schedule for intake assessments. See Assign a Client Directly to Staff Member’s Schedule for more information.

2 Click the Select button that corresponds with the appointment date and time you want to schedule for the client.

Note: Rejected appointments can be documented by entering an explanation in the Offered Times field and submitting. This will be recorded in the Offered Intake History log, available below the POE Scheduling Preferences search form. Refer to Schedule an Intake Assessment for details.

The Schedule an Intake Time page appears. The top half of the page lists general information about the appointment, such as the staff member with whom the appointment is scheduled, the schedule date and time, the activity, and the selected organization.

3 In the First Available field, indicate if the client was offered the first available appointment found in the POE Scheduling search.

Note: This field only appears if your system is configured to capture if first available intake appointments were offered to clients during admission.

4 In the Schedule this Time field, select Yes to indicate you want to schedule the client for the selected intake appointment time.


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5 If you want to display a message with the activity on the Front Desk Schedule, select the Show on Front Desk check box and then make an entry in the Description field. The maximum length allowed in this field is 100 characters.

6 Click Submit in the status bar. Note: If you encounter a scheduling error, see page 36 and page 41 the Scheduling Guide for instructions

about resolving scheduling errors and confirming scheduling conflicts.

The client is scheduled for the selected appointment. Once the status of the appointment is marked as Kept, the client is automatically added to the staff member’s caseload and a staff relationship record is set up in the ECR module (see the page 34 Clinical Record Guide).

Assign a Client Directly to Staff Member’s Schedule If the Available Intake Times page (see Schedule an Intake Assessment) is blank, or the desired staff member is not listed, you can use this task to schedule the intake assessment with any staff member. This task can be used when the results of the Available Intake Times page does not match the client’s scheduling preferences.

To assign clients directly to staff member’s schedules: 1 Access the Available Intake Times page (see Schedule an Intake Assessment). This

page lists all of the available intake appointment times that match the client’s scheduling preferences.

2 Click the Assign Client Directly to Schedule link. The Direct Caseload/Schedule Assignment page appears. All of the fields on this page are required, as indicated by the red highlight in the user entry sections.

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3 In the First Available field, indicate if the client was offered the first available appointment found in the POE Scheduling search.

Note: This field only appears if your system is configured to capture if first available intake appointments were offered to clients during admission.

4 In the Appointment Date field, enter the date of the intake appointment you want to schedule for the client. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

5 In the Begin Time field, enter the beginning appointment time you want to schedule for the client and select either AM or PM.

6 In the End Time field, enter the ending appointment time you want to schedule for the client and select either AM or PM.

7 In the Staff field, use the drop-down list to select the staff member with whom you want to schedule the client. Once this page is completed, the client is automatically assigned to the staff member’s caseload.

8 In the Program field, use the drop-down list to select the treatment program into which you are enrolling the client.

Note: If the client is already active in another episode type, you will only see the programs outside of the episode type the selected client is already admitted to.

9 The Organization field is used to select the organization where the appointment is scheduled. This drop-down list includes only the organization you are currently logged into and all child organizations.


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10In the Activity field, use the drop-down list to select the activity code you are assigning to the scheduled activity. By default, the drop-down list only includes the activities that are associated with the program. If desired, you can click the Show All Activities link to choose any activity that is set up in the system.

11The Service Location field is used to select the actual location where the client and staff member will meet for the appointment. Use the drop-down list to select the appropriate location. If desired, you can enter the full or partial location in the text field and press the Tab key to filter the drop-down list.

12In the Description section, enter the details of the client intake assessment scheduling, and indicate if a message should be displayed on the Front Desk by selecting the Show Message on Front Desk checkbox.

13If the client has an inpatient status, use the drop-down list to select the client’s attending physician in the Attending Physician field.


14In the Admission Source field, use the drop-down list to select source of the client’s admission to your facility.


15In the Admission Type field, use the drop-down list to select type of admission for the selected client.


16In the Admitting Diagnosis field, enter the full or partial name of the diagnosis, press Tab to filter the drop-down list, and then use the drop-down list to select the desired diagnosis.

17The ICD-9 Code field drop-down list is filtered based on the DSM code selected in the Admitting Diagnosis field. If there are multiple ICD-9 codes associated with the admitting diagnosis, use the drop-down list to select the desired ICD-9 code for this diagnosis

18In the Reason for Visit field, enter the full or partial name of the reason for the client visit, press Tab to filter the drop-down list, and then use the drop-down list to select the desired reason.

19The ICD-9 Code field drop-down list is filtered based on the DSM code selected in the Reason for Visit field. If there are multiple ICD-9 codes associated with the reason for the client visit, use the drop-down list to select the desired ICD-9 code for this reason

20Click Submit in the status bar. Note: If you encounter a scheduling error, see page 36 and page 41 the Scheduling Guide for instructions

about resolving scheduling errors and confirming scheduling conflicts.

The Intake Assignment page appears, which provides a confirmation that the client has been scheduled for an appointment. Once the status of the appointment is marked as Kept, the client is automatically added to the staff member’s caseload and a staff relationship record is set up in the ECR module (see the page 34 Clinical Record Guide). The begin date for the staff relationship is the same as the admission date to the treatment program. This page lists the client’s name and ID number, the staff member to whose caseload the client is assigned, the appointment date and time, the activity, and the organization of the appointment.

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Assigning Clients Directly to a Staff Member’s Caseload If you do not want to schedule an intake assessment for a POE client, you can use this task to assign the client directly to a staff member’s caseload. This process, which is typically performed in crisis situations, involves enrolling the client into a treatment program and assigning the client to a staff member’s caseload without scheduling services.

Once this process is complete, the client’s POE record is complete. This means all of the client’s POE data is moved to the ECR module and must be updated there. In order to schedule an appointment for the client, you must do so through the Schedule module.

To assign clients directly to a staff member’s caseload: 1 Access the Point of Entry Wizard menu (see Starting the Point of Entry Wizard). 2 Click the Schedule Appointment option.

The POE Scheduling Preferences page appears. 3 Click Assign Client to Caseload in the status bar.

The Direct Caseload Assignment page appears. All fields are required.

4 The Admission Date/Time fields default to the current date and time but can be modified as needed. Enter the date and time that you want the entered client’s effective admission date and time to be.

5 The default selection in the Organization field is the organization you are currently logged into. If the organization contains child organizations, you can use the drop-down list to select a different organization. This drop-down list includes the organization you are currently logged into and all of its child organizations.

6 The Program field is filtered to include only the treatment programs that are available at the selected organization. Use the drop-down list to select the treatment program in which you want to enroll the client.


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Note: If the client you are assigning directly to a caseload is active in another episode of care, only the programs not associated with his current episode type display in the Program field.

7 By default, the Staff field lists the staff member who is completing this form. You can use the drop-down list to select the name of the staff member whose caseload you want to assign the client.

8 In the Admission Date field, enter the date you want the client to be admitted into the system. This entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

Important: If a client later moves from an un-enrolled status to an active status, you must discharge the client from the current program and begin a new episode of care with an active status for the client.

9 In the Client Status field, indicate if the client is actively enrolled in a treatment program (active) or is just accessing services (un-enrolled).

Note: This field is configurable and may not appear on your Program Admission page.

10Click Submit in the status bar. The data on the form is saved and the client is enrolled in the selected treatment program and assigned to the selected staff member’s caseload. At this point, the client’s POE record is complete and all of the client’s data is moved to the ECR module. In order to schedule an appointment for the client, you must use the Schedule module.

Terminating Intake Records This task includes instructions for deleting POE records from the system and discharging the client from your treatment facility. Once a POE record is terminated, the staff relationship that was set up is also automatically deleted.

To terminate intake records: 1 Access the Point of Entry Wizard menu (see Starting the Point of Entry Wizard). 2 Click the Intake Termination option.

The Point of Entry TSO page appears. All required fields are highlighted.

3 In the Termination Date field, enter the date the POE record will be terminated from the system. This is the date the client will be discharged from your treatment facility. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

4 In the Reason field, use the drop-down list to select the reason the POE record is being terminated.

5 In the Authorized By field, use the drop-down list to select the staff member who is terminating the POE record.

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6 Click Submit in the status bar. The selected POE record is terminated, the client is discharged from your treatment facility, and the staff relationship that was set up is automatically deleted.


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Maintaining Point of Entry Records After adding POE records to the system, you can use this section chapter to review and maintain the POE records. In addition to searching for POE records, you can also access the incomplete POE records, and view the POE records that have been scheduled.

This chapter section includes the following topics: Searching for Point of Entry Records Maintaining Incomplete Point of Entry Records Accessing the Scheduled Point of Entry List

Searching for Point of Entry Records This task is used to access a client’s POE record. The POE search includes both the clients that have been admitted into the system as well as those with an incomplete POE status.

To search point of entry records: 1 Click Point of Entry in the navigation bar.

The Point of Entry menu system is loaded. 2 Click the Show Menu arrow in the shortcut bar and select POE Search.

The POE Search page appears. Note: You can enter as much search criteria as desired. The more criteria you enter, the more narrow the

search results will be.

3 If you want to access a POE record by first name, make a full or partial entry in the First Name field.

4 If you want to access a POE record by middle initial, make a full or partial entry in the Middle Name field.

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5 In the Birth Last Name field, enter the client’s last name at birth, if different than the current last name.

Note: Depending on how your system is set up, this field may or may not appear on your screen. Contact QSI Support about this configuration.

6 If you want to access a POE record by last name, make a full or partial entry in the Last Name field.

7 If you want to access a POE record by the client’s date of birth, make an entry in the Birth Date field. Your entry must be in the following format: mm/dd/yyyy. You can either manually enter a date or click the Calendar icon to select a date from the popup window.

8 If you want to access a POE record by social security number, enter the full number in the Social Security Number field.

9 If you want to access a POE record by the client’s ID number, enter the full number in the Client ID field.

Note: This field searches by client number, system-generated client ID, and any client ID numbers recorded to a client record.

10Click Submit in the status bar. The POE Search Results page appears. This page lists all of the POE records that match your search results.

11Click the Select button that corresponds with the POE record you want to access. The selected record is opened in the POE Wizard and the Client Demographics page appears (see Entering Demographic Information).

Maintaining Incomplete Point of Entry Records This task includes instructions for accessing all of the incomplete POE records in the system. Incomplete POE records have been started through the POE Wizard but the clients have not been admitted into your treatment facility. In order to complete a POE record, the client must be either scheduled for an intake assessment or assigned to a bed. The incomplete POE list provides a convenient reference for the intake staff.

To maintain incomplete point of entry records: 1 Click Point of Entry in the navigation bar.

The Point of Entry menu system is loaded. 2 Click the Show Menu arrow in the shortcut bar and select Incomplete POE.

The Incomplete Point of Entry List appears, which lists all of the incomplete POE records in the system. This page is used to perform the following tasks.


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Select. Click this button to open an incomplete POE record on the Client Demographics page (see Entering Demographic Information) in the POE Wizard. You can edit any of the information in the POE Wizard to complete the record.

Face Sheet. Click this button to view general information about the client, such as the client name and ID number, status, admission date, discharge date, gender, birth date, age, social security number, address, home phone number, and work phone number.

Accessing the Scheduled Point of Entry List Once a client has been scheduled for an activity or assigned to a bed, you cannot make any changes to the POE record through the POE Wizard. This task is used to view all of the POE records that have been scheduled for intake appointments.

To access the scheduled point of entry list: 1 Click Point of Entry in the navigation bar.

The Point of Entry menu system is loaded. 2 Click the Show Menu arrow in the shortcut bar and select Scheduled POE.

The Scheduled Point of Entry List page appears, which lists all of the POE records that have been scheduled. This page is used to perform the following tasks. Select. Click this button to open the selected record in view-only mode in the POE Wizard. The

selected record is in view-only mode because you cannot make edits to it once it has been scheduled for an activity. When you click this button, the Client Demographics page appears (see Entering Demographic Information).

Face Sheet. Click this button to view general information about the client, such as the client name and ID number, status, admission date, discharge date, gender, birth date, age, social security number, address, home phone number, and work phone number.

Documents

CareLogic Point of Entry User Guide - Ningapi.ning.com/files/Vkk0tXOVinb7Nmg3210bJBxr9ETflhRyLiqFRQz4g2... · information about the client, such as demographic information, client