SAMS Nutrition Training - Typepad · 2011-05-26 · 6 SAMS Nutrition Training Care Enrollments SAMS automatically enrolls consumers into the default care program during record creation

Printed on 2 June, 2008

SAMS Nutrition Training 1.10.x

Copyright © 1997-2008 Harmony Information Systems, Inc. All rights reserved.

The software contains proprietary information of Harmony Information Systems; it is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited.

Due to continued product development this information may change without notice. The information and intellectual property contained herein is confidential between Harmony Information Systems, Inc. and the consumer and remains the exclusive property of Harmony Information Systems, Inc. If you find any problems in the documentation, please report them to us in writing. Harmony Information Systems, Inc. does not warrant that this document is error-free.

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of Harmony Information Systems, Inc.

Microsoft Word, Microsoft Office, Windows®, Windows 2000™ and later are trademarks of the Microsoft Corporation.

Harmony Information Systems, Inc. 25 New England Drive

Essex Junction, VT 05452

(802) 878-8514 Web site: http://www.harmonyis.com.com

i

Contents

Introduction 3

Typographical Conventions 4

Consumer Data Entry 5 Care Enrollments ..........................................................................................................................................6 Service Deliveries .........................................................................................................................................9 Consumer Data Entry Practice....................................................................................................................13

Assessments 15 SAMS Consumer Fields .............................................................................................................................16 Indicators ....................................................................................................................................................18 Assessment Data Entry ...............................................................................................................................19

Entering or Modifying a Response ..................................................................................................21 Required Questions .........................................................................................................................22 Narrative..........................................................................................................................................23 Assessment Data Entry Practice ......................................................................................................24

ii Contents

Routes 25 Creating a Route .........................................................................................................................................26 Adding a Consumer ....................................................................................................................................28 Removing and Suspending Consumers.......................................................................................................30 Route Refresh .............................................................................................................................................32 Printing Route Sheets .................................................................................................................................34 Route Practice.............................................................................................................................................38

Rosters 39 Creating a Roster Definition .......................................................................................................................40 Entering Service Data .................................................................................................................................46 Manually Adding Consumers to Rosters ....................................................................................................54 Roster Practice ............................................................................................................................................55

Service Delivery Confirmation Wizard 57 Delivery Confirmation Wizard Practice .....................................................................................................61

Reports 63 Creating Reports .........................................................................................................................................65 Running Reports .........................................................................................................................................66 Reports Practice ..........................................................................................................................................68

Thanks! 69

Glossary of Terms 71

3

Welcome to SAMS Nutrition Training! This training session focuses on the areas of SAMS related to the delivery of nutrition services.

During the course of this half-day session, you'll learn more about:

Consumer Care Enrollment Service Delivery Assessments Routes Rosters Service Delivery Confirmation Wizard Reports

This course assumes that you've already completed Advanced User Training or have a basic familiarity with SAMS. If at any time you have questions, please don't hesitate to ask them. We are here to help you learn.

Additional Resources

This training manual only provides an overview of SAMS. It does not attempt to provide complete system information.

Each SAMS version has an online help system and printable manual. After logging in, press F1, or use the Help menu to access an indexed help system with step-by-step procedures. The manual, supplied in PDF format, contains the same information as the online help system. If you need additional written resources, check the Harmony Web site for more information. Our web address is http://www.harmonyis.com.

If you need more help than the documentation can provide, check with your department's IT, MIS, or SAMS subject matter expert. Any questions not resolved by your organization can be brought to the attention of the EOEA through a formal escalation process. The EOEA will work with Harmony on questions that cannot be corrected or resolved at the state level.

Introduction

4 SAMS Nutrition Training

Before you start using this guide, it is important to understand the terms and typographical conventions used in the documentation.

For more information on specialized terms used in the documentation, see the Glossary at the end of this document.

The following kinds of formatting in the text identify special information.

Formatting convention Type of Information Triangular Bullet( ) Step-by-step procedures. You can follow these

instructions to complete a specific task.

Special Bold Items you must select, such as menu options, command buttons, or items in a list.

Emphasis Use to emphasize the importance of a point or for variable expressions such as parameters.

CAPITALS Names of keys on the keyboard. for example, SHIFT, CTRL, or ALT.

KEY+KEY Key combinations for which the user must press and hold down one key and then press another, for example, CTRL+P, or ALT+F4.

Typographical Conventions

Consumer Data Entry 5

Welcome! In Advanced User Training, you learned how to create new consumers through Consumer Registration. During this training session, we'll use existing consumers from the training database to review entering Care Enrollments and Service Deliveries.

Consumer Service Deliveries record the actual delivery of services to consumers. SAMS uses Consumer Enrollments to prevent users from creating service deliveries that a consumer is not qualified to receive. Consumers can be enrolled in several care programs at once.

Consumer Data Entry


Care Enrollments SAMS automatically enrolls consumers into the default care program during record creation. Let's enroll a consumer into an additional care program.

Important note for HOMIS users: In HOMIS, you could not enroll a client into a program until a service had been delivered. SAMS requires that consumers have a care enrollment before entering any services.

To create a new care enrollment

1 Click Consumers on the toolbar.

2 Let's find a consumer record to modify. Click Search .

3 Search for a consumer that matches your last name as closely as possible.

4 Click Find.

Depending on agency policy, you may or may not have the authority to create care enrollments.


5 Highlight the consumer you'd like to use. Make a note of the consumer's name. You'll use this consumer to enter and change data during the first part of this session.

6 Click OK.

7 Click the Care hyperlink on the Consumer Summary screen.


8 Click Add Care Enrollment on the toolbar.

-OR- Select Add Care Enrollment from the File menu.

9 Create a care enrollment as directed by your trainer. Do not include an

end date.

10 Click OK to close the Add Care Enrollment screen.

11 Click Save to record your changes.


Service Deliveries

Click the Service Delivery icon in the Navigation pane. SAMS displays Service Deliveries, where you can see, edit, and record services that have been delivered to a consumer.

Service Deliveries are a vital component of the SAMS system. SAMS uses service delivery records to generate invoices. Many SAMS reports are tied to service deliveries.

Most service deliveries in the Massachusetts Aging Network require a Service Order (service authorization). Care managers can create individual service orders or generate them automatically from service allocations entered in consumer Care Plans. Service allocations plan services for consumers but are not required for service deliveries.

For example, by their nature it is difficult to plan days for Congregate Meals. A congregate meal would require just an order (authorization) before the service delivery.

You can also record service deliveries in bulk by using either Rosters or the Service Delivery Confirmation Wizard. We'll look at these features later on.

To create a new service delivery record

1 If you haven't already, click the Service Delivery icon in the Navigation pane.

2 Click Add Service on the toolbar.

3 Enter 1/2008 as the service delivery date.

Use the list in the toolbar to total services on any of these fields: Provider, Service, Service Month, Care Program, Subprovider, and Fund Identifier.


4 Select a Care Program and Service as directed by your trainer. Enter 3 Units of service.

5 Select the Place of Service. You must enter a Place of Service for all

services that the EOEA bills Medicaid for.

6 Click Apply and Close after entering the information shown above.

Let’s add another unit of service, this time with Daily Unit Details. Daily unit details record the actual days the services were delivered.

To create a service delivery record with daily unit details



2 Enter a service delivery as directed by your trainer. Don't enter the number of Units quite yet.

3 Highlight the Daily Unit Details field.

4 Click Browse .

5 Enter 1 unit for each Friday of the month as shown above.

6 Click OK when you are finished. SAMS updates the Units field with the total entered into the calendar.


7 Click Apply and Close to save this service delivery record to the consumer.

8 Click Save to save the changes to the consumer record.


Consumer Data Entry Practice Edit one of the service deliveries you created by entering today's date as

the End Date of the care enrollment you created. (Highlight and click Edit

Care Enrollment .) Save your changes. Change the number of units on one of your service deliveries using quick

edit. (Highlight and click Quick Edit .) Save your changes.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

15

Harmony's comprehensive Assessments system offers quick data entry and flexible information storage. Assessments are stored in the Omnia Repository, which integrates the Omnia assessment system and SAMS.

The Omnia System, which includes Omnia Interviewer, OmniaCE, Omnia Designer, and Omnia Analyzer, is a standalone system used by organizations to design, store, and report on assessments. By using Omnia Interviewer and OmniaCE, agencies can avoid the work of transferring information from paper forms into SAMS/Omnia. Caseworkers can pre-load consumer information on to a laptop or Pocket PC (PDA) and enter assessments in the field. Mobile Assessment Training explains how to prepare and use laptops and Pocket PCs for assessments.

In this training session, you'll learn how to enter assessments into SAMS. Omnia Interviewer has the same assessment data entry screens, so this section helps you learn both systems.

Assessment Security

SAMS has two different types of assessment security: password and assessment expiration.

You can add an assessment password while creating a new assessment or at any time while editing. A password prevents unauthorized users who might ordinarily have access from changing or viewing that particular assessment. SAMS administrators can reset forgotten assessment passwords.

SAMS also offers assessment expiration. Set by user name, agencies can use assessment expiration to require that assessments be completed in a set number of days after creation. SAMS has separate Write and Read levels of access expiration. Please refer to the SAMS documentation for more information on assessment security.

Assessments


SAMS Consumer Fields SAMS can use the data entered into assessments to automatically update consumer records.

The table below lists the SAMS fields updated by assessments. All questions have a Question Identifier, used to link information between different assessment forms. You can view a Question ID (identifier) while editing an assessment. Just highlight the appropriate question and click Properties.

Item Name Question ID Notes Consumer - First Name 1128

Consumer - Middle Initial 1129

Consumer - Last Name 1127

Consumer - Name Prefix 3948

Consumer - Name Suffix 1407

Consumer - Birth Date 1134 Used to pre-fill assessments; value is not transferred from assessments to SAMS client record

Consumer - Age 1496

Consumer - Social Security Number 1131

Consumer - Alternate Identifier 1006 Does not pre-fill assessments

Consumer - Gender 1133

Consumer - Home Area Code 1495

Consumer - Home Phone Number 1495

Consumer - Marital Status 1010

Consumer - Number of ADLs 2118 Used to pre-fill assessments; value transferred to SAMS consumer record calculated using an indicator

Consumer - Number of IADLs 2119

Consumer - Nutritional Risk 2116

Consumer - Below Poverty 2115

By default, SAMS updates the consumer record after you save an assessment. To turn this feature off, select the appropriate option in Update Client Record? under Assessments in Options from the Tools menu.

Assessments 17

Consumer - Rural Status 2117 Used to pre-fill assessments; value is not transferred from assessments to SAMS client record

Consumer - AKA First Name 1493

Consumer - AKA Middle Initial 1494

Consumer - AKA Last Name 1492

Consumer - Mailing address - Street 1 1497

Consumer - Mailing address - Street 2 3750

Consumer - Mailing address - State 1499

Consumer - Mailing address - Zip 1500

Consumer - Mailing address - County 1715

Consumer - Residential address - Street 1501

Consumer - Residential address - State 1408

Consumer - Residential address - Zip 1409

Consumer - Residential address - County 1724

Consumer - Directions to Home 1505

Emergency Contact - Name 2400

Emergency Contact - Relationship 2401

Emergency Contact - Business Area Code 2403

Emergency Contact - Business Phone 2403

Emergency Contact - Home Area Code 2402

Emergency Contact - Home Phone 2402

Primary Physician - Name 1025

Primary Physician - Business Area Code 1028

Primary Physician - Business Phone 1028

Primary Physician - Home Area Code 1027

Primary Physician - Home Phone 1027


Indicators Many SAMS assessment forms have Indicators, which are formulas calculated based on assessment responses. Indicators prevent human errors in calculation and make it easy to report on important assessment data. For instance, indicators can be used to calculate monthly income levels and FILs.

Synergy Software is currently in the process of creating customized assessment forms for the Massachusetts Aging Network. The assessment forms will contain customized indicators.

Assessments 19

Assessment Data Entry The SAMS Assessment Data Entry screen has two panes - Assessment Navigation and Data Entry. The program displays the major sections and subsections of the assessment form in the Assessment Navigation pane. The questions and fields for response appear on the right, in the Data Entry pane.

Assessment Navigation Pane

Use the plus signs to expand section and subsection headings. Click a section or subsection to have the appropriate questions appear in the Data Entry pane. The Narrative section always appears at the very bottom of the Assessment Navigation pane.

Data Entry Pane

A question mark appears to the left of each question. All questions without responses appear with a blue question mark in a circle with a white background. Questions with responses have white question marks in a blue circle. A question with a pencil on top indicates that the response has a note associated with it.


Assessment Form Toolbar

The Assessment Form toolbar accesses several parts of an assessment and provides easy access to important functions:

Top Row Edit - access the Edit Assessment properties screen. Includes Assessor,

Comment, Date of Assessment, Next Assessment Date, and Password information.

Save - save the assessment. Save and Close - save the assessment and exit this assessment session. Print - access the Print dialog box to print the current assessment or

assessment form. Collapse All - compact the tree in the Assessment Navigation Pane to

show only major sections or headings. Expand All - expand the tree in the Assessment Navigation Pane to show

all sections and subsections. History - opens a History pane that displays all consumer responses to the

highlighted question over time. Notes - opens a Notes pane where you can enter notes about the currently

highlighted question. Properties - opens a Properties pane where you can access additional

information regarding a question, section, subsection, or indicator.

Second Row Previous - go to the previous question in the assessment. Next - go to the next question in the assessment. First Unanswered Question - jump to the first assessment question

without a response. Previous Unanswered Question - jump to the first assessment question

before the current one without a response. Next Unanswered Question - jump to the next assessment question

without a response. Find Question - search for a question within the assessment. Copy - copy the response from a previous assessment. You must have the

History pane opened with the appropriate answer highlighted in order to do this.

Clear - remove the information entered into the question. Go to Narrative - access the narrative section of the assessment. Refresh - re-create the screen with the newest information from the

database.

Assessments 21

Entering or Modifying a Response SAMS links assessment responses to data stored within a consumer's record. Depending on the option selected, SAMS automatically updates the consumer's record after saving the assessment.

To enter question responses

1 Click Assessments .

2 Click New Assessment on the toolbar.

3 Select an assessment form as directed by your trainer.

4 Note that SAMS defaults to today's date for the Date of Assessment. SAMS enters a default date for the Next Assessment Date, which you can control through Options under the Tools menu.

5 For additional security, you can enter an assessment Password. We'll skip adding a password to this assessment.

6 Click OK.

7 If necessary, click Yes to have SAMS save the assessment.

SAMS administrators can reset a forgotten assessment password.


8 Click Expand All to expand section headings in the Assessment Navigation pane.

9 In the Navigation pane, highlight the first section of the assessment.

10 Make up assessment responses by entering data and by using the lists and Browse [...] buttons. You can use the UP and DOWN arrow keys on your keyboard to quickly navigate within an assessment.

11 When finished with the section, click Save and Close .

Required Questions SAMS does not require you to enter questions in any particular order. However, most assessment forms, including the MA CDS, have required questions. If your department formally "closes" an assessment, turn on the Required Questions prompt in Options under the Tools menu. The required questions prompt tells you how many required unanswered questions the assessment still has.

Assessments 23

Narrative Entering a narrative on any assessment form is straightforward. The Narrative is always the last section of an assessment. You can also click Go

To Narrative on the toolbar at any time.

To review or change a narrative 1 Click the Narrative section at the bottom of the Assessment Navigation

pane.

2 Enter "Client was distracted during assessment."

3 To exit this assessment, click Save and Close .

Don't use narratives to create Journal entries or Actions. Narratives are for information about the assessment only.


Assessment Data Entry Practice Edit the Address in the assessment you just created by entering a new (or

adding) a street address. Change some of the responses you entered. Save and close the assessment. Save and close the consumer.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

25

Routes are lists of consumers that users can arrange in any order. Routes are most commonly used to organize and record driving routes.

SAMS creates lists of consumers for Routes using route filters. You can also manually add consumers to routes. Change the order of consumers on the list by "dragging and dropping" or using toolbar icons. SAMS offers several printing options, including Daily and Weekly route printouts

SAMS includes a kitchen report that tells drivers the number of meals to pick up, a route printout that includes meal delivery information, and a consumer suspension system that case managers can use to suspend consumer service orders, deliveries, and routes. We'll look at that when we get to reports.

Routes


Creating a Route To create a new route

1 Click Routes on the toolbar.

2 Click New Route .

3 Give the route a Name.

4 Enter information as directed by your trainer. A route must at least have an Agency, Provider, and Service.

5 Select a Town of Residence under the General Filters heading.

Routes 27

6 Click Generate Route List to see the list of consumers who match the route filters.

7 Click Save .

8 Highlight the first person in the route.

9 Click Move To .

10 When prompted, enter "10."

11 Click OK.

12 Click Save on the toolbar to save your work.


Adding a Consumer You can add new consumers to a route using one of two methods: Refresh and Add. Use Refresh to have SAMS add consumers automatically based on route filters. We'll discuss route refresh in the next section.

Add searches for consumers and adds them individually to the route. SAMS removes any consumers that don't match the route filters during a complete refresh. Enter any needed supporting data so that added consumers match the route filters to keep them permanently in the route.

To add a consumer or multiple consumers to a route

1 Click the Add button on the toolbar.

2 Enter the information shown above.

3 Click Find.

4 From the consumer names that appear, select some to add to the route.

5 Click Add.

SAMS does not automatically add consumers to routes after they are enrolled in nutrition-associated programs. Route filters and periodic refresh of routes can help automate the process.

Routes 29

6 Enter position "12" when prompted.

7 Click Close to remove the Add Route Consumers screen from view.

To move entries using the toolbar 1 Hold down the CTRL key. Highlight a few non-consecutive entries.

2 Use the Up and Down buttons on the toolbar to move entries up or down relative to their original position.

To move one entry at a time using drag and drop 1 Highlight row 9.


2 Click and hold the mouse button on the Order column.

3 Drag the gray box and line that appears up or down to a new row. Let go

of the mouse button. The consumer appears where the program displayed the gray line.

Removing and Suspending Consumers

You can add and remove consumers from the route list toolbar. You can also temporarily suspend a consumer without removing them from a route. A route suspension does not suspend service plans or service orders.

To remove a consumer 1 Highlight a consumer on the route.

2 Click Remove on the toolbar.

3 Select Yes at the prompt.

4 Click Refresh on the toolbar.

5 Select Add and remove consumers to existing list.

Routes 31

6 SAMS displays a route refresh summary.

7 Click OK to continue.

To suspend a consumer 1 Highlight a consumer on the route.

2 Right-click and select Add Suspension.

3 In the Add Service Suspensions dialog, select a Reason and an End Date. The other fields are populated for you.

4 Click OK. You'll notice that a check now appears in the Suspended

column of the Route list.

5 Click Save to record changes.


Route Refresh You can manage the adding and removing of consumers to a route by using one of two methods: Refresh and Add. Use Refresh to have SAMS add or remove consumers automatically based on route filters. You can refresh routes in one of three ways: by adding new/removing old consumers from a route, by adding only new consumers to a route, or by clearing and recreating the entire route list.

Unless you clear and recreate the whole list, SAMS saves your driver notes and current ordering. SAMS removes consumers who no longer match the route filters and adds matching consumers when replacing the list.

The consumers SAMS generates for routes also depends on the permissions assigned to your user name and your organization.

Let's see how changing consumer data changes the route list in a complete refresh.

To refresh the route list 1 Scroll through the route list and randomly choose a consumer. Make note

of the name you choose.

2 Click Save and Close to close the Route.

3 Click Consumers on the toolbar.

4 Open the record of the consumer you chose in step 1.

5 Access Locations. (Details and then click Locations.) 6 Change the city in the consumer's residential address so that it does not

match the Town of Residence you entered as a filter.

7 Save and Close the record.

8 Click Routes .

9 Click Refresh to see the route you just created.

10 Double-click the route to open it.

-OR- Click Edit Route on the toolbar.

11 Scroll down to see if you can spot your consumer in the route.

You can refresh multiple routes at once by holding down the CTRL key while you make your selections.

Routes 33

12 Click Refresh on the toolbar. The time and date to the right of Refresh displays the last time the route list was updated.

-OR- From the View menu, select Refresh.

13 In Refresh Route List, select Add and remove consumers to existing list. This updates the consumers without changing your driver notes or current ordering.

14 Click OK.

15 View the summary that appears and click OK to continue.

16 Scroll down again. SAMS has removed your consumer from the route.


Printing Route Sheets SAMS has five different types of printouts from route lists: Daily Routes, Weekly Routes, Route Daily Status, Weekly Compact Routes, and Route Mailing Label.

Daily Routes prints out the list of route consumers with a Route Date. If you choose to include suspended consumers, SAMS marks the suspended consumers based on the date entered. Weekly Routes prints out a list of consumers with check boxes for each day of the week. Weekly Compact Routes prints out weekly information in a compacted layout and gives you the option of printing meal delivery information. The Route Daily Status prints a list of consumers suspended or resumed for a particular date based on their route status. Use Route Mailing Labels to label meals or send out mailings.

To print a route list

1 Click Print Route... on the toolbar.

-OR- From the File menu, select Print....

2 Select Daily Routes.

3 Use the default of today's date as the Route Date.

Routes 35

4 Select what to include on the report under Additional Options. Route reports can contain Suspended Consumers, Directions, Consumer Notes, and/or Driver Notes. Driver Notes are just a space on the report for driver comments - there is no corresponding field in SAMS. Make sure the options shown above are selected.

5 To preview the route printout, click Preview.

The consumer you suspended and the Notes you added print out on the route sheet. SAMS marks suspended consumers with an "S."

6 Click Close on the far left to close the Preview Print screen.

7 You just previewed the Daily Route printout. Let's preview the Weekly Route printout.


8 Click Print Route... again.

9 Select Monday - Friday Weekly Routes as shown above.

10 Click Preview.

11 The Monday-Friday Weekly Route sheet "Xs" out the weekends to indicate that no deliveries take place on those days. The Weekly Route sheet also shows suspensions and notes.

Routes 37

12 Click Close .

13 Click Save and Close to close the route.


Route Practice Create a new route. Select a Provider. Enter the Service. Select a Town of Residence to filter by. Preview the route list. Suspend a consumer for one month, effective immediately. Save and close your route.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

39

Entering service deliveries consumer by consumer is extremely inefficient. SAMS Rosters were designed to encourage efficient service data entry. Rosters are custom, filtered lists of consumers displayed in a spreadsheet fashion. By selecting large numbers of consumers at once, users can enter service delivery units quickly.

To access rosters, click Rosters on the main toolbar.

You can also add consumers in bulk using the Delivery Confirmation Wizard. We'll look at that after we finish with Rosters.

Using Rosters

Using rosters in SAMS is a two-step process: creating a Roster Definition and then recording service deliveries. After creating a Roster Definition, you can use it repeatedly to record service deliveries.

Types of Rosters

SAMS offers four types of rosters: Multi-Service, Service Plan (Multi-Service), Service Plan (Single Service), or Single Service. A Single Service roster records only one kind of service to the list of consumers. A Multi-Service roster can record different services to the same consumer list. Service Plan rosters prevent users from adding services from the Roster screen unless consumers have the service entered in their service plan.

During this training session, we'll create a service plan roster and enter services for consumers. The SAMS Overview Training Manual covers the different types of rosters in more depth.

Rosters


Creating a Roster Definition SAMS offers several options for filtering rosters. Roster filtering creates hundreds of different possible Roster Definitions. We'll show you how to create a simple roster definition: one based on care program enrollment and one based on one of the routes we just created.

To create a roster definition

1 Click Rosters on the main toolbar if you haven't already.

2 Click New Roster on the toolbar.

Rosters 41

3 Give the roster the Name of "Service Plan" and add your name.

4 Select a Care Program Name. Every roster requires a care program. The

care program determines both the type of services users can deliver with and the consumers SAMS selects for the roster.

5 Select a Provider to deliver the service.

6 Highlight the Service Properties field (under Default Service Properties) and click the Browse [...] button.

7 Select a Service as directed by your trainer and click Apply. This is the

default service that the roster uses to record, although you can record any care program service offered by the selected provider in a Multi-Service roster. You can continue to add services by clicking Add New, but for now we'll just select one.


8 Click Close.

9 At this point, you would usually enter information under General and Service Filters. SAMS uses criteria found in Filters to further limit the consumers selected for the roster. Leave these filters blank because we want SAMS to select all consumers enrolled in the care program you selected.

10 Click Save .

11 Click Preview . to display the list of consumers selected for the roster. Our example below includes all the consumers enrolled in the NAPIS - Title III care program.

12 Click Preview again to make the list disappear.

13 Click Save and Close to return to the roster list.

14 Click Refresh to see your new roster.

To create a roster based on a route

You can create rosters based on existing routes to simplify data entry.

1 Click New Roster on the toolbar.

Rosters 43

2 Give the roster the Name of "Route Based" with your name as shown below.

3 Use the same Care Program Name, Agency, and Provider you used

before.

4 Select Multi-Service as the Type.

5 Expand the Service Filters heading by clicking the plus sign .

6 Select Route for Based On.


7 Expand the Routes heading at the bottom. Select the route you created earlier.

8 Click Save .

Rosters 45

9 Click Preview . SAMS selects those consumers enrolled in the care program and who are on the route you created earlier.

10 Click Save and Close to return to the roster list.


Entering Service Data SAMS does not automatically convert service orders (authorizations) into service deliveries. Rosters make it easy to enter service units quickly. Let's review recording service deliveries using rosters.

To record service data

1 Click Refresh .

2 Highlight your roster.

3 Click Record Service Data... .

4 Use the default Service Period of this month.

5 Click OK. SAMS displays the list of consumers that match the roster

filters.

Multiple users can use the same roster at once. However, when two users attempt to enter units for the same consumer on the same day or service month for the same service, SAMS saves the information from the user that saved last.

Rosters 47

6 To add units of service, click in a white cell that corresponds to the appropriate consumer and day. Enter the number of units needed.

7 Let's enter some service delivery units. Click column heading for the first

Monday of the month. Type "1." SAMS enters one unit of service to everyone on the roster.

Congregate meal sites can use rosters to record services as they are delivered if they have an Internet connection.


8 You can select every day in the month for a single consumer by clicking the service name, which highlights the entire row. Highlight a service under a consumer's name and enter "2" for the number of units delivered on each day.

9 You can also highlight a block of consumers. Scroll to the left. While

holding down the mouse button, highlight several rows and columns.

Rosters 49

10 Type "1" to enter one unit to all those consumers you selected.

11 Click Save to add the service delivery records to the database.

To see how care enrollments change rosters 1 Pick a consumer at random from the roster list and note or write down

their name.

2 Click Close roster.

3 Access Consumers.

4 Find and open your consumer.

5 Place an end date of the first Tuesday of this month on the care enrollment.

6 Save the changes to your consumer and close the record.

7 Access Rosters.

8 Highlight your route-based roster.

9 Click Record Service Data... .

10 Use this month as the Service Period.

11 Click OK.

12 Click Find Consumers .

13 Enter part of the name of your consumer.

14 Click OK. SAMS jumps down to and highlights your consumer.

15 Click another row to remove the highlight. SAMS dims all the days your consumer does not qualify for service deliveries based on the expiration of their care enrollment.

You can view all the service records created through Rosters in consumer Service Delivery.


To enter additional services

Thus far, we've recorded the default service for the roster. Let's take a look at how to enter multiple services on the same roster.


2 Click Select All to select all the consumer check boxes in the left pane of the Add Service screen.

3 Select a different Service.

4 Select 02 in Day to enter the units for the second day of the month. If you select "(Any)" as the Day then SAMS assumes that you are entering a monthly total. If you select "(All)" as the Day, SAMS adds the units you enter to each day of the month.

5 Enter "1" in Units.

6 Click Add.

7 At the prompt, click Yes to add the service delivery to the roster. The

Status bar at the bottom of the screen confirms that SAMS added the service units.

8 At this point, you can select a different Service, change the Day, and so on, to continue entering service data.

You cannot edit the roster's Agency, Provider, or Site. Multi-service rosters can record multiple services/subservices but only for one Agency/Provider/Site combination.

All information under the Roster heading is read-only.

Rosters 51

9 Click Close to remove the Add Service screen. SAMS refreshes the service delivery data on the roster.

10 Click Save to add the service delivery records to the database.

To change the display of service records on the roster 1 The roster's default view displays services grouped by Consumer. Select

Service from the Grouping list. SAMS reorders the list by service.


2 Select Consumer to return the roster to the default view. You also can

group records by Fund Identifier.

3 By default, Rosters show service records for each day within a service month or period. Rosters can display and record service units monthly. Change the Month in the upper left to "(Any)."

Rosters 53

4 Press F5 or click Refresh on the toolbar to refresh the screen. SAMS displays the monthly totals for all consumers and services.

5 Use the Month and Year list to select any service period while working in

the roster. Click Refresh after making any changes to the service Month or Year.

6 Use the Month list to select this month.

7 Click Refresh .


Manually Adding Consumers to Rosters

Add Consumers temporarily adds consumers to the roster for the current data entry session only. Enter the supporting data to match the roster filter to have consumers appear in every data entry session.

To temporarily add consumers to a roster

1 Click Add Consumers .

2 Enter the search criteria shown above in the upper part of the Consumers

window.

3 Click Find. SAMS only displays consumers that are eligible to be added to the roster.

4 Select some consumers to add to the roster.

5 Click Add to Roster. 6 Click Close to remove the Consumers dialog. SAMS displays the new

consumers in the list.

Rosters 55

7 Click Save and Close to save all service units to the roster. SAMS does not show the consumers you just added to the list the next time the roster definition is used to record service data.

Roster Practice Add a County filter to your roster definition (Highlight your roster and

click Edit Roster.) Record service data to your roster. Use the current month as the Service

Period. Specify that everyone received one unit of service on Wednesday of the

second week of the month. Enter one unit on every single day of the month for the first consumer on

the roster. Close the roster.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

57

Using the Service Delivery Confirmation Wizard is similar to using Rosters - you can add service deliveries in bulk to many consumers at the same time. However, you do not need to specify a care enrollment to deliver services. All consumers with planned services in their care plans (found in Care Management) are ready for the Wizard. SAMS automatically pulls the information from the consumer's care plan/service plan data.

Access the Delivery Confirmation Wizard using either the Tools menu or the Routes list screen. Select Delivery Confirmation Wizard from the Tools menu to access the Wizard from any area within SAMS.

To quickly delivery services from within a route, click Confirm Delivery in the Routes list screen. When accessing the Confirmation Wizard through the Routes list screen, its field options are pre-populated so that the delivery and route listing match, expediting the delivery process in the system.

Filter Fields

The first screen of the Confirmation Wizard consists of nine filter fields, which are found on all service delivery records. Use the filter fields to limit the records that SAMS selects for service deliveries.

Based On - choose to use the Confirmation Wizard based on either existing service orders for a consumer (Weekly Service Plans with Service Orders), or for service plans (Weekly Service Plans). Required.

Service Delivery Confirmation Wizard


Agency - the agency responsible for services. Initially, this list defaults to your defined Default Agency preference (to change this default, see SAMS User Customization). Required.

Provider - the provider of the service deliveries. Required. Subprovider - the subprovider of services. Optional. Site - the location of service deliveries. Optional. Service/Subservice - the services offered by a provider; you can select

multiple services here. Optional. Start Service Day and End Service Day - the dates of service. Service

dates can be for 1 day, a week, or any time period up to 1 month within the same service period. Required.

Route - the service delivery route. The selection of a route automatically ensure that deliveries occur to those consumers that appear on the route. When you access the Confirmation Wizard through the Routes list screen, the organization information is pre-populated (Agency, Provider, etc.).

Using the Confirmation Wizard 1 From the Tools menu, click Delivery Confirmation Wizard.

-OR- In the Routes list screen, highlight the route to be confirmed and click Confirm Delivery on the toolbar. -OR- Right-click a route, then click Confirm Delivery. If you access the tool through the Routes list screen, the fields are pre-populated. Skip to step 3.

2 Select Based On, Agency, Provider, Start Date, and End Date as directed by your trainer.

3 Click Next. A screen appears indicating that the requested information is being gathered.

SAMS displays a date entry screen similar to the one below after the units have loaded.

To cancel the Confirmation Wizard at any point to prevent changes from being saved to the database, click Cancel.

Service Delivery Confirmation Wizard 59

4 You can adjust either the unit price or the units ordered for a consumer on a given day by highlighting the appropriate Client ID and making the necessary changes in the data entry fields to the right. A red S indicates a consumer suspension.

5 For the purposes of this training, we'll just go ahead and click Save unless

your trainer directs you otherwise.

6 Click Yes when prompted to have SAMS continue.

SAMS displays a Result screen during service delivery batch processing. The Print button at the bottom of the screen is unavailable until the batch processing is complete.

Two people should not work in the same service period for the same service provider/service at the same time. If you do so, you will get errors such as 'service already exists' when saving.


7 Ordinarily you'd probably click Print to print out the information SAMS displays on the screen once the batch processing is complete. We'll skip that for today by clicking Close to remove the screen from view.

You can click Stop at any time to stop the batch processing; however, once the processing is stopped you cannot begin it again.

The batch summary indicates units that were successfully delivered in black. Failed entries appear in red, along with the reason for the failure. In the example shown, no failed entries appear.

Service Delivery Confirmation Wizard 61

Delivery Confirmation Wizard Practice In the Consumers list screen, select Delivery Confirmation Wizard from the

Tools menu. In Based On, select Weekly Service Plans with Service Orders from the

list. Select an Agency and Provider. For the Start Service Day, enter 09/01/06. For the End Service Day, enter

09/01/06. Click Next>>. When the Data Entry screen appears, practicing adding and removing

units. When you are done, close the Delivery Confirmation Wizard. You do not

need to save the deliveries.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

63

Reports in SAMS offer both flexibility and ease of use. The SAMS reporting system has two parts: Reports and Report Definitions. A report, created by Harmony or your organization, has several grouping, filtering, and layout options. A report definition stores your filters and customizations to a report. Use report definitions to run periodic reports quickly and easily.

SAMS categorizes reports into eight areas: Assessments, Consumers, Services, Contracts, Care Plans, Billing, Activities & Referrals, and I&R Reports.

Reports


SAMS Report Categories Assessments - reassessment reports and blank assessment forms. Consumers - generate lists of actions, goals, consumer directories,

mailing labels, and service orders. Services - report on service deliveries with agency summaries, consumer

lists and summaries, NSIP Meal information, and kitchen information. Contracts - generate monitoring reports for service delivery records on

service contracts. Care Plans - monitor care plan services and totals. Billing - generate reports on payments and invoices, including open

invoice totals. Activities & Referrals - reports based on consumer actions. I&R Reports - reports intended for use with the SAMS I&R module.

Click the column headings to sort the Report and Report Definitions panes.

Reports 65

Creating Reports Let's create a report definition to see the services we entered earlier.

To create a report definition

1 Click Reports on the toolbar.

2 Click Services in the Category pane.

3 Highlight the NSIP Meals Recipient List.

4 Click New Report .

5 Enter "Monthly Recipient List" with your name as the Report Title.

6 As you can see, this report offers many options. Let's filter the report to

show all consumers who received NSIP qualified meals this month. Enter the first and last day of this month as the Service Start Date (on or after) and Service End Date.

7 Click Save and Close Report .


Running Reports Now we're ready to run the monthly NSIP report.

To run the report 1 Highlight your report in the lower Report Definitions pane.

2 Click Open Report Definition .

3 At this point, you can make any changes you need to the report filters. For now, we'll leave all the information alone.

4 Click Print Preview . SAMS displays a new pane on the right side of the screen.

5 Use the percentage list at the top of the screen to zoom in. Try 150% to

read the report on the screen.

6 Let's change the report to see what happens.

Tip: Hover your mouse over the vertical gray line dividing the two panes. When the cursor changes to a double arrow, click and hold down the mouse button. Drag the line right or left to resize the panes.

Reports 67

7 Select Yes for In Poverty in the NAPIS heading.

8 Click Save Report .

9 Click Refresh Report . SAMS changes the data based on your changes to the report filters.

10 Click Close Report to close the report.


Reports Practice Create a new report definition using the Consumer Services List Report. Title the report "Congregate Meals" with your name. Under the Service Delivery heading, select Congregate Meals as the

Service filter. (Highlight and click Browse .) Save the report. Preview the report. Close the report.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

Thanks! 69

____________________________________________________________

We hope that you have enjoyed learning about SAMS. If you have any questions, please don't hesitate to ask.

As you begin working in SAMS, remember that you can access additional information from the Help menu or by pressing F1.

Thanks for attending and we look forward to working with you!

Thanks!

71

A Actions Meetings, phone calls, or other similar events with a consumer.

Agency (EOEA: Provider) An organization contracted by a state or other government body to oversee/supervise the care of consumers within an area. Agencies can contract with service providers or act directly as the service provider.

Allocation Type A service plan represents a planned allocation of one or more services a consumer should receive. The allocation type dictates the frequency of the planned service. SAMS offers 'Monthly,' 'Care Plan,' and 'Duration Specified.' A future customization will include 'Weekly' to meet the needs of Massachusetts agencies.

C Care Enrollment The association of a consumer with a care program. A care enrollment record tracks status and key dates. All services are planned, ordered, and provided to a consumer under a care enrollment. Users can enroll consumers into multiple care programs.

Care Plan Section of a consumer record that records care management activities. Users associate a care plan with a care enrollment. Each care plan includes a service plan, goals, journal entries, and a planning worksheet. Care plans have start and end dates that typically coincide with a consumer's eligibility determination date and required re-assessment date.

Care Program A unique combination of a level of care and service program. A care program may have the same name as the service program, depending on the setup of the organization.

Care Recipient A consumer who receives services from another consumer.

Caregiver A consumer who provides services to another consumer.

Consumer Group A collection of several consumers treated as one consumer. Members of a consumer group usually have something in common, such as attendance at an event or the use of a facility. Individual consumer information such as Name or Social Security Number are not known.

Contract An agreement between a single Agency and Provider over a fiscal period for the delivery of services to consumers. SAMS contracts store fund source (fund identifiers) and unit rates.

I Invoice A billing for services delivered to consumers. SAMS can generate invoices for Consumers, Third Parties (Insurance), and Agencies. Also see Ledger Item.

Glossary of Terms


L Ledger Item Called an Invoice by the EOEA. A method for Agencies to report back to the State Unit or other government body any expenses incurred by cost center and expenses category against a budget.

Level of Care A top-level classification defining the type of care required by a consumer. Upon completion of an assessment, a consumer should be assigned a Level of Care. Service administration and data entry begins with a Level of Care classification.

Location Address information with additional data such as Directions, Neighborhood, and Municipality.

P Progress Notes Progress notes are entered as SAMS journal entries. SAMS has two areas for creating journal entries: one associated with each care plan and a general consumer journal. Which area you use to enter progress notes depends on agency policy, the relevancy to the care plan, and the sensitivity of the data.

Provider Also see Agency. A vendor or subcontractor in EOEA terminology. An individual or organization providing services to consumers under the direction of one or more agencies.

R Roster Stored filters used to generate lists of consumers. Users can quickly enter service delivery data using the consumer lists.

Route A list of consumers, usually with one or more common attributes, that users can custom sort.

S SAMS Social Assistance Management System - consumer/client-based software that tracks services.

Service Plan Found within a care plan, service plans identify one or more services required to meet the needs of the consumer. Services can be provided by informal supports, third parties, or providers who work directly with the agency. Users can enter frequencies and optional caps with each service.

Service Programs A group of services that can be delivered to a consumer, based on eligibility requirements. Also see Care Program.

SIMS Senior Information Management System

Sub-provider Individual or organization that delivers services directly to the consumer under a Provider.

Subservice A further classification of services. For example, the service "Home Delivered Meals" could be associated with "Chinese" or "Kosher" subservices.

V Vendor An individual or organization providing services to consumers under the direction of one or more agencies. SAMS calls vendors Providers.

Documents

SAMS Nutrition Training - Typepad · 2011-05-26 · 6 SAMS Nutrition Training Care Enrollments SAMS automatically enrolls consumers into the default care program during record creation