Reference Table Companion - Amazon S3Table...Training School Instructor* ... Reference Table...

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HHAeXchange

Reference Table Companion A Guide for the Agency Reference Table


Table of Contents Overview ............................................................................................................................... 1

Fiscal ..................................................................................................................................... 2

Contract Service Code ............................................................................................................................... 2

Caregiver Pay Code ................................................................................................................................... 2

Collection – AR Notes Reason ................................................................................................................... 3

Deductions ................................................................................................................................................ 3

Delete Invoice Batch Reason ..................................................................................................................... 4

Delete Invoice Reason ............................................................................................................................... 4

Delete Invoice Visit Reason ....................................................................................................................... 4

Delete Payroll Batch Reason ..................................................................................................................... 5

Payment Adjustment Reason .................................................................................................................... 5

Collection – Representative* .................................................................................................................... 6

Collection – Follow Up Representative ..................................................................................................... 6

Collection Status ........................................................................................................................................ 7

Collection – Claim Status ........................................................................................................................... 7

Collection – Reason for Non-Payment ...................................................................................................... 8

Manual Hold Reason ................................................................................................................................. 8

Caregiver ............................................................................................................................... 9

Caregiver Absence Type ............................................................................................................................ 9

Caregiver Document Type ......................................................................................................................... 9

Caregiver Status Reason .......................................................................................................................... 10

Caregiver Note Subjects .......................................................................................................................... 10

Caregiver Payroll Info City Tax ................................................................................................................. 11

Caregiver PTO Accrual Type .................................................................................................................... 11

Caregiver Referral Source* ...................................................................................................................... 11

Caregiver Restriction Reason ................................................................................................................... 12

Declined Caregiver Reason ...................................................................................................................... 12

Caregiver Team* ..................................................................................................................................... 13

Evaluations .............................................................................................................................................. 13

Training School Instructor* ..................................................................................................................... 14

Expense Type ........................................................................................................................................... 14

In Service ............................................................................................................................. 15

In Service Instructor* .............................................................................................................................. 15

In Service Topics* .................................................................................................................................... 15

In Service No Show Reason ..................................................................................................................... 16


Patient ................................................................................................................................ 17

Contract Discharge Reason ..................................................................................................................... 17

Hospitalization Reason ............................................................................................................................ 17

Patient Document Type ........................................................................................................................... 18

Patient General Note Reasons ................................................................................................................ 18

Patient Team* ......................................................................................................................................... 19

Supply Type ............................................................................................................................................. 19

Patient – Emergency Preparedness ...................................................................................... 20

Priority Code* .......................................................................................................................................... 20

Evacuation Zone* .................................................................................................................................... 20

Mobility Status * ..................................................................................................................................... 20

Electric Equipment Dependency* ........................................................................................................... 21

Evacuation Location* .............................................................................................................................. 21

Visits ................................................................................................................................... 22

Visit Type ................................................................................................................................................. 22

Visit Edit Reasons .................................................................................................................................... 22

Visit Edit Action Taken ............................................................................................................................. 23

Visit Delete Reason .................................................................................................................................. 23

Missed Visit Reason ................................................................................................................................. 24

Missed Visit Action Taken ....................................................................................................................... 24

Overtime Override Reason ...................................................................................................................... 25

Clinical / MD Order .............................................................................................................. 26

Interim Order Category Templates* ........................................................................................................ 26

Clinical Advanced Directive* ................................................................................................................... 26

Physician Type ......................................................................................................................................... 27

Additional “Clinical/MD Order” Fields ..................................................................................................... 27

Clinical Documentation ........................................................................................................ 28

Lung Sounds ............................................................................................................................................ 28

PHQ – 9 Score .......................................................................................................................................... 29

DME & Supplies ....................................................................................................................................... 29

General ............................................................................................................................... 30

Contract Type .......................................................................................................................................... 30

Contract Note Type ................................................................................................................................. 30

Branch* ................................................................................................................................................... 31

Location* ................................................................................................................................................. 31

Emergency Contact Relationship ............................................................................................................. 31

Mobile Application Recipient .................................................................................................................. 32


Patient and Caregiver Preferences* ........................................................................................................ 32

Referral ............................................................................................................................... 33

Referral Source Type ............................................................................................................................... 33

Referral Source Note Type ...................................................................................................................... 33

Referral Status ......................................................................................................................................... 34

Lost Referral Reason* .............................................................................................................................. 34

Referral Submission Status* .................................................................................................................... 35

Rejected Referral Submission Reason ..................................................................................................... 35

Referral Note Type .................................................................................................................................. 36

The Enterprise System

Reference Table Companion Page | 1 A Guide for the Agency Reference Table Overview Proprietary & Confidential

Overview The Reference Table allows Agencies to setup unique values for a number of fields found in the HHAeXchange system. This comprehensive guide includes:

High-level descriptions of every item found on the Reference Table.

Where users may encounter the fields in the system.

Hypothetical values for each item.

If your Agency operates out of multiple, independent Offices, it is advisable to have each one setup the Reference Table items on the Office Setup page. Otherwise, the system will default to the values entered on the Agency Reference Table, setup on Admin > Reference Table Management. Items marked by an asterisk (*) appear on both the Office and Agency Reference Table. If you have any thoughts, comments, or concerns regarding this document or the Reference Table functionality, please contact HHAeXchange Customer Support.

mailto:[email protected]


Reference Table Companion Page | 2 A Guide for the Agency Reference Table Fiscal Proprietary & Confidential

Fiscal

Contract Service Code

Contract Service Codes are used to set the billing rate for a Visit. Each Service Code applies to a single Contract. Contracts can have multiple Service Codes attached to them. For example, you may create codes such as: PCA Hourly, PCA Daily, HHA Hourly, or HHA Daily

Navigation: |Patient Profile > Calendar > Create Visit > Service Code|

Note: The rates associated with a Service Code are set from the Admin > Contract Setup > Billing Rates section.

Caregiver Pay Code

Caregiver Pay Codes are used to set the pay rate for Caregivers. Different pay rates may be applied to each type of skilled or non-skilled Caregiver employed. Default Pay Codes may also be setup for Visits, In-Services, and Travel Time.

Navigation: |Caregiver Page > Calendar > Create Visit > Pay Code|

Note: The rates associated with a Pay Code are set on the Admin > Payroll Setup page.



Collection – AR Notes Reason

Collection – AR Notes Reason aids in the collection, recording, and tracking of billing transactions by allowing users to create detailed records in the system. For example, Write-Offs or Adjustments could be a type of AR Note Reason entered.

Navigation: |Patient Profile > Financials > AR Notes > New|

Deductions

Unlike the other Reference Tables, the Deductions item is used to create fields as opposed to values. These fields are used to capture information regarding deductions related to Caregiver payroll. If, for example, your Agency provides benefits to employees such as a flexible spending account, deductions for such benefits may be tracked with this item.

Navigation: |Caregiver Profile > Payroll Info > Deductions|



Delete Invoice Batch Reason

If an error was made when processing an Invoice Batch, the Batch may be deleted if it has not been exported or paid. The system will prompt users for a deletion reason before completing the request. Reasons for deleting an Invoice Batch may include: Wrong Dates of Service, Clerical Mistakes, or Change of Insurance

Navigation: |Billing > Invoice Search > By Batch > X|

Delete Invoice Reason

Invoices may be deleted before they have been exported or paid. The system will prompt users for a deletion reason before completing the request. Reasons for deleting an Invoice may include: Wrong Date of Service, Clerical Mistake, or Change of Insurance.

Navigation: |Billing > Invoice Search > By Invoice > X|

Delete Invoice Visit Reason

Specific invoiced Visits may be deleted before they have been exported or paid. The system will prompt users for a deletion reason before completing the request. Reasons for deleting an Invoiced Visit may include: Wrong Date of Service, Clerical Mistake, or Change of Insurance.

Navigation: |Billing > Invoice Search > By Visit > X|



Delete Payroll Batch Reason

Payroll Batches may be deleted if there are errors that need to be corrected before processing. The system will prompt users for a deletion reason before completing the request. Reason for deleting a Payroll Batch could include: Pay Code Error, Service Code Error, or Payment Issues.

Navigation: |Action > Payroll > Search by Batch > X|

Payment Adjustment Reason

Payment Adjustments Reasons are used to describe why a specific Visit has not been paid at the full amount billed on the invoice. Logging a Payment Adjustment will close out the open balance of the invoiced visit, but not deduct any money from the available balance of the payment. A few examples include: Wrong Pay Code, Authorization Breach, or Compliance Issue.

Navigation: |Billing > Cash Payment > Search Payment > Edit > Other Adjust|



Collection – Representative*

Collection Representatives are employees at your Agency that handle Claims once they have been invoiced/billed. They may also be responsible for following up with Payers if there is an issue with the Claim. Once entered, Collection notes can be tagged with the relevant Collection Representative, so your representative is aware of which open items must be addressed.

Navigation: |Action > Collection > Detail View > Search > Note(s)/Follow Up > +|

Collection – Follow Up Representative

The Collection – Follow Up Representative serves the same function as the Collection Rep. (they may be the same person depending on the Agency). If there are separate Follow Up Representatives, they are most likely responsible for following up on any disputed Claims.

Navigation: |Action > Collection > Detail View > Search > Note(s)/Follow Up > +|



Collection Status

This refers to the status of a claim that is undergoing review by your Collection staff. More specifically, it lets Agencies know whether a Claim is being processed or has been resolved. Examples of a Collection Status include: Under Review, Denied, or Awaiting Response.

Navigation: |Action > Collection > Collection Status|

Collection – Claim Status

This status is used for Claims that have been denied or partially paid. Agencies may want to resubmit the Claim after they have fixed any errors that stopped the Payer from providing a full Remittance Check. A few examples include: Partially Paid, Compliance Issue, and Authorization Issue.

Navigation: |Action > Collection > Claim Status|



Collection – Reason for Non-Payment

If a Payer refuses payment, setting a Reason for Non-Payment allows your agency to track the explanation. This may be caused by a number of issues, such as: Authorization Violations, Timely Filling Violations, or Incorrect Codes.

Navigation: |Action > Collection > Current Reason for Non-Payment|

Manual Hold Reason

If an Agency finds an issue that may stop a Payer from issuing a Remittance Check, they can manually hold specific Invoice numbers or Visits from being exported with a Batch. Reasons for Manually Holding an Invoice or specific Visits include: Pay Code Issues, Service Code Issues, or Authorization Violations.

Navigation: |Billing > Invoice Search > By Batch > Batch Number > Invoice # > E-Billing Manual Hold > N|


Reference Table Companion Page | 9 A Guide for the Agency Reference Table Caregiver Proprietary & Confidential

Caregiver

Caregiver Absence Type

Caregiver Absence Types are reasons a Caregiver is unable to work on a particular day. Some examples include: Religious Holiday, Inclement Weather, In Service, Illness, or Family Emergency.

Navigation: |Caregiver Profile > Absence/Restrictions > Add > Absence Type|

Caregiver Document Type

Uploaded files are assigned a Caregiver Document Type. Uploads in specific areas of the system are automatically assigned a Document Type (such as uploads specific for the I-9 field). This Reference Table allows your agency to add custom Document Types, for instances where no corresponding field in the system exists.

Navigation: |Caregiver Profile > Document Management > Add > Document Type|



Caregiver Status Reason

Caregiver Status Reason describes changes in a Caregiver Status. When creating a value for this Reference Table, Agencies may assign it to a specific Caregiver Status. Furthermore, Agencies may choose to require a Note when a certain Caregiver Status Reason value is selected. Examples of this Reference Table include: Medical Checkup Required, Sick Leave, or Probation.

Navigation: |Caregiver Profile> Profile > Edit > Status > Reason [OR] Caregiver Profile > Profile > Edit > Add|

Updated 01/05/17: Please note that this Reference Table was previously Caregiver Inactive Reason.

Caregiver Note Subjects

Caregiver Note Subjects are used to categorize notes in the Caregiver profile. Notes can be used to log informational records (such as logging a Patient Complaint on the Caregiver’s record) or as a message for Caregivers (sent through the HHAeXchange Mobile App). Some examples include: Cancellation, In Service Scheduled, Patient Complain, and Rescheduling.

Navigation: |Caregiver Profile > Notes > Add > Subject|



Caregiver Payroll Info City Tax

City Tax allows your Agency to track the city for which the Caregiver must pay taxes. This information is then included on Payroll export files to be sent to your Payroll Provider.

Navigation: |Caregiver Profile > Payroll Info > City Tax|

Note: This field is only required if your Payroll Provider does not track City Tax location in their own systems.

Caregiver PTO Accrual Type

This item allows Agencies to track different types of PTO accrual for Caregivers. For example, your Agency may track PTO accrual for Vacation separately from Sick Leave.

Navigation: |Caregiver Profile > Absences/Restrictions > Paid Time Off Accruals|

Note: If your Agency chooses to utilize the PTO tracking functionality, HHAeXchange will work with you and your Payroll Provider to setup these values.

Caregiver Referral Source*

Caregiver Referral Source describes how the Caregiver was referred to your agency (if applicable). A few common sources of referral include: Newspaper Ad, Television Ad, Employee, Friend, or Job Fair.

Navigation: |Caregiver > New Caregiver > Referral Source|



Caregiver Restriction Reason

Caregivers may be barred from working with all Patients under a specific Contact. This may be due to poor performance history or compliance issues. Some examples include: Poor Performance, Theft, and Not Compliant.

Navigation: |Caregiver Profile > Absences/Restrictions > New > Reason|

Declined Caregiver Reason

Patients may refuse to cooperate with certain Caregivers depending on variables such as the Caregiver’s behavior or personality. These examples, alongside others such as Language Barrier, Chronic Tardiness, or Aggressive Behavior may be Caregiver Declined Reasons.

Navigation: |Patient Profile > Caregiver HX > Add > Reason|



Caregiver Team*

Agencies can divide their Caregivers into teams depending on attributes such as their certification, age, or location. Users can then filter pages and reports by Team if desired. Some examples include: Brooklyn Team, CPR Certified Team, and Blue Team.

Navigation: |Caregiver > New Caregiver > Team|

Evaluations

An Evaluation is any non-Medical compliance requirement that will be added and tracked via the Caregiver Compliance module. In addition to the name of the Evaluation, your Agency can also set an Expiration Date to require reevaluation within a specific timeframe. Examples include: 3 Month, Annual, Initial Competency, and Supervisory Visit.

Navigation: |Caregiver > Caregiver Profile > Compliances > Add > Code|



Training School Instructor*

If your Agency maintains its own Training School, the Instructors can be added here. This allows for easier tracking of a Trainee’s progress.

Navigation: |Caregiver > Trainee > New Trainee > Instructor|

Expense Type

The Expense Type refers to any personal overhead incurred by the Caregiver while providing service. Adding values to this value allows your Agency to track these costs and reimburse the Caregiver. This may include reimbursement for travel, or any supplies they have to purchase with their own money.

Navigation: |Caregiver > Caregiver Profile > Expenses > [Add] > Expense Type|


Reference Table Companion Page | 15 A Guide for the Agency Reference Table In Service Proprietary & Confidential

In Service

In Service Instructor*

In Service Instructors lead mandatory training sessions for your Caregivers. When scheduling an In Service, the system will prompt users for an instructor name.

Navigation: |Action > In Service > New > Instructor|

In Service Topics*

When scheduling an In Service, the system will prompt users for a Topic. The Topic refers to the material being covered in the training session. A few Topic examples include: CPR Training, Emergency Scenarios Training, or HIPAA Training.

Navigation: |Action > In Service > New > Topic|


Reference Table Companion Page | 16 A Guide for the Agency Reference Table In Service Proprietary & Confidential

In Service No Show Reason

In Services are mandatory training sessions. If a Caregiver does not attend or performs poorly, your Agency can record it in the No-Show/Unsatisfactory field. These Caregivers will not receive credit for the class. For example, No Show, Failed Assessment, or Tardiness could all be reasons created for the No- Show/Unsatisfactory field.

Navigation: |Action > In Service > New > Add > No-Show/Unsatisfactory|


Reference Table Companion Page | 17 A Guide for the Agency Reference Table Patient Proprietary & Confidential

Patient

Contract Discharge Reason

When your Agency stops providing service for a Patient, this is entered as a Discharge. While “Discharged To” reasons are hardcoded, your agency can log additional details through the Discharge Reason. Examples for a discharge reason include: Change of Insurance, Hospitalization, or Discontinuation of Service.

Navigation: |Patient Profile > Contract > Edit Discharge Date > Reason|

Hospitalization Reason

In the event of a hospitalization, a Patient’s profiles status can be updated to Hospitalized. To change the Patient’s status, a reason for their hospitalization must be provided. For example: Stroke, Pneumonia, or Cardiac Event could be reasons a patient is in the hospital.

Navigation: |Patient Profile > General > Update Status > Reason|



Patient Document Type

Uploaded files are assigned a Patient Document Type. Uploads in specific areas of the system are automatically assigned a Document Type (such as uploads specific for the Authorization field). This Reference Table allows your agency to add custom Document Types, for instances, where no corresponding field in the system exists.

Navigation: |Patient Profile > Document Management > Add|

Patient General Note Reasons

Agencies can create notes within the system to maintain a record of any Patient information. When creating a note, the system requires a reason before it can be logged. Reasons for generating a note could include: Change in Condition, Complaint, Case Denied, etc.

Navigation: |Patient Profile > General > New > Reason|



Patient Team*

The Patient Team option allows Agencies to categorize Patients. How Patients are categorized is entirely up to the Agency. Some examples of Patient Teams may include: Team Brooklyn, Team PCA, Team Blue, etc.

Navigation: |Patient > New Patient > Team|

Supply Type

The Supply Type field is used to record any expenses incurred by a Caregiver which is directly associated with the Patient’s care. Supply Type values could, for example, include: surgical gloves, facemasks, bandages, or gauze.

Navigation: |Patient > Patient Profile > Supplies > [Add] > Supply Type|


Reference Table Companion Page | 20 A Guide for the Agency Reference Table Patient – Emergency Preparedness Proprietary & Confidential

Patient – Emergency Preparedness

Priority Code*

The Priority Code is a value assigned to Patients depending on the level of care they require, primarily in emergency situations. This code could, for example, be numerical, with 1 meaning low priority and 5 being high priority.

Navigation: |Patient > New Patient > Priority Code|

Evacuation Zone*

In the event of an emergency, such as a Hurricane making landfall, evacuation may be required. The order to evacuate is typically issued on a zone by zone basis, due to a variety of factors. In New York City, for example, there are six Evacuation Zones due to the amount of flooding different parts of the city experience.

Navigation: |Patient > New Patient > Evacuation Zone|

Mobility Status *

Patients suffering from physical impairments may be assigned a Mobility Status so Caregivers may take the appropriate precautions to ensure proper transportation is available in emergency situations. For example, Patient mobility statuses could include: Full Mobility, Assistance Required to Stand, or Fully Reliant on Assistance.

Navigation: |Patient > New Patient > Mobility Status|


Reference Table Companion Page | 21 A Guide for the Agency Reference Table Patient – Emergency Preparedness Proprietary & Confidential

Electric Equipment Dependency*

Electric Equipment Dependency may refer to critical life support devices such as ventilators or less vital, but important, apparatuses such as Diabetes kits. Agencies can categorize these items, for example, by level of dependency, e.g., Full Dependency, Limited Dependency, or Not Dependent.

Navigation: |Patient > New Patient > Electric Equipment Dependency|

Evacuation Location*

Evacuation Locations are secure areas where people can safely wait out an emergency; it could be a building occupied by emergency services personnel, or a hospital (if a Patient requires live support equipment or advanced care). These locations will likely vary depending on the situation.

Navigation: |Patient > New Patient > Evacuation Location|


Reference Table Companion Page | 22 A Guide for the Agency Reference Table Visits Proprietary & Confidential

Visits

Visit Type

The Visit Type refers to the service being provided during an appointment. Visit Types could include: Check Up, Half-Day Physical Therapy, or Hourly Non-Skilled.

Navigation: |Admin > Reference Table Management > Contract Service Code > Add > Visit Type|

Note: Visit Type is linked to the Service Code, and will automatically be added to the Visit.

Visit Edit Reasons

When making a modification to a visit's confirmation details, the system can capture a reason. Contracts can be configured to require a New Reason for every manual confirmation. Reasons for modifying a visit could include: Updated Authorizations, Issues Contacting Patient, or Arrived Late.

Navigation: |Patient Profile > Calendar > V > Visit Info > New Reason|



Visit Edit Action Taken

When making a modification to a visit's confirmation details, you may enter an Action Taken with regards for the New Reason entered. Contracts can be configured to require an Action Taken for every manual confirmation.

Navigation: |Patient Profile > Calendar > V > Visit Info > Action Taken|

Visit Delete Reason

In the event that a visit needs to be deleted, the system will ask for a delete reason. For example: Cancellation, Termination of Service, or Hospitalization may be reasons for deleting a visit.

Navigation: |Patient > Search Patient > Visits > Go > Delete|



Missed Visit Reason

If an appointment was scheduled but ultimately not performed, the system will request a reason for the missed visit. A few examples include: Patient Unavailable, Caregiver Absence, or Transit Issues.

Navigation: |Patient > Search Patient > Calendar > V > Visit Info > Missed Visit > New Reason|

Note: Checking the Missed Visit box will change the fields found in the New Reason drop menu.

Missed Visit Action Taken

Action Taken is an additional field that appears when entering a missed visit. It allows Agencies to track any notes or disciplinary measures taken in the event of a missed visit. For example: No Action Taken, Patient Inquiry, or Patient Dismissed may be reasons in the Action Taken menu.

Navigation: |Patient > Search Patient > Calendar > V > Visit Info > Action Taken|

Note: This drop menu will only appear if the Missed Visit box is checked off.



Overtime Override Reason

Overtime Override Reason allows Agencies to maintain a record of overtime approvals. For example: Patient Request, Pre-Authorized OT, or Necessary OT could be reasons for overtime.

Note: This window will only appear if your agency has enabled Overtime scheduling validations and your user is attempting to schedule the Caregiver for more hours than the Overtime Limit set


Reference Table Companion Page | 26 A Guide for the Agency Reference Table Clinical / MD Order Proprietary & Confidential

Clinical / MD Order

Interim Order Category Templates*

Interim orders are any physician orders that are made between the scheduled MD Orders, in place of creating an entirely new MD Order. Interim Order Category Templates allow your agency to save text and then quickly paste that text into an Interim Order of a specific Category. A Few examples include: increased physical therapy, decreased medication, etc.

Navigation: |Patient > Patient Profile > Interim Order|

Clinical Advanced Directive*

Clinical Advanced Directives, also known as living wills, are legal documents in which a person outlines directives if they are unable to make decisions on their own. Advanced Directives include documents such as DNRs, Power of Attorney, and Health Care Proxy.

Navigation: |Patient > Patient Profile > Info > Add|


Reference Table Companion Page | 27 A Guide for the Agency Reference Table Clinical / MD Order Proprietary & Confidential

Physician Type

The Physician Type field is used to capture the Doctor’s specialty. A few examples include: Cardiologist, Pediatrician, or Primary Care.

Navigation: |Admin > Physican Setup > New Physician > Physician Type|

Additional “Clinical/MD Order” Fields

Please note that the following Clinical/MD Order fields are only found on the Office level Reference Table:

Clinical Category Goals

Clinical Category Orders

Clinical Discipline Category

Clinical DME Supplies

Clinical Nutritional Requirements

Clinical Safety Measures

To create unique values for these fields, navigate to Admin > Office Setup > Edit Office and scroll down to the Office Option Setup section.


Reference Table Companion Page | 28 A Guide for the Agency Reference Table Clinical Documentation Proprietary & Confidential

Clinical Documentation

Lung Sounds

Values created for the Lung Sounds item apply to seven fields in clinical documents. They include:

Left Anterior

Left Posterior Upper

Left Posterior Lower

Right Anterior

Right Posterior Upper

Right Posterior Middle

Right Posterior Lower

A few examples of Lung Sounds include Wheezing, Clear, and Crackles.

Navigation: |Clinical Documentation > Vital Signs|


Reference Table Companion Page | 29 A Guide for the Agency Reference Table Clinical Documentation Proprietary & Confidential

PHQ – 9 Score

The PHQ – 9 Score item allows Agencies to specify what action should be taken with regards to the severity of a Patient’s depression. Values for this item do not appear in a dropdown, instead, they are listed next to their corresponding PHQ – 9 Score on the clinical document.

Navigation: |Clinical Documentation > Neuro/EENT/Psych|

DME & Supplies

Agencies performing Clinical Services for a patient can track the DME (Durable Medical Equipment) and Supplies they need. DME refers to items such as walkers, canes, and wheelchairs.

Navigation: |Clinical Documentation > DME/Supplies|


Reference Table Companion Page | 30 A Guide for the Agency Reference Table General Proprietary & Confidential

General

Contract Type

The Contract Type Reference Table item allows your Agency to further organize the Contracts entered in your system. For example: Private Pay, Medicaid, or Medicare could be a Contract Type.

Navigation: |Admin > Contract Setup > New Contract > Contract Type|

Contract Note Type

Agencies can create notes within the system to capture additional Contract information. When creating a note, you must tag it with a Note Type. Values for a Contract Note Type could include: Additional Contact Information, Miscellaneous Information, or Updated Terms of Service.

Navigation: |Admin > Contract Setup > Contract > Notes/Uploads > [Add]|



Branch*

Every additional office an Agency operates is considered a Branch. For organizational purposes, each Branch may have a different name. For example, in New York City, you could have: Caring Hands Midtown, Caring Hands Waterside, and Caring Hands Long Island City.

Navigation: |Patient > New Patient > Branch [OR] Caregiver > New Caregiver > Branch|

Location*

Location refers to the actual residence of a Branch. To continue the example from the Branch description: Caring Hands Midtown would be in Manhattan, Caring Hands Waterside in Jersey City, and Caring Hands Long Island City in Queens.

Navigation: |Patient > New Patient > Location [OR] Caregiver > New Caregiver > Location|

Emergency Contact Relationship

An Emergency Contact Relationship could be anything from a Child to an Estranged Spouse. This field is used to capture the Emergency Contact information for Caregivers and Patients.

Navigation: |Patient > New Patient > Relationship [OR] Caregiver > New Caregiver > Relationship|



Mobile Application Recipient

Mobile Application Recipients are internal employees at your Agency, such as Coordinators or HR. Caregivers attempting to send a message through the HHA Exchange Mobile App will see these individuals as potential recipients for their communication.

Navigation: |Admin > Reference Table Management > Mobile Application Recipient|

Note: Mobile Application Recipients may only be set from the Reference Table.

Patient and Caregiver Preferences*

This tool is useful for scheduling, as it allows Agencies to create a list of preferences for both the Caregiver and Patient. Some Patients, for example, may only be comfortable receiving service from a male Caregiver, whereas some Caregivers do not want to work in a home with an animal.

Navigation: |Patient > New Patient > Patient Preferences [OR] Caregiver > New Caregiver > Caregiver Preferences|

Note: Any Preference that is Used for Scheduling will appear as a filter in the Availability Search module under then Action tab.


Reference Table Companion Page | 33 A Guide for the Agency Reference Table Referral Proprietary & Confidential

Referral

Referral Source Type

When entering new Referral Sources (entities where potential cases are coming from), your Agency can assign each Referral Source with a Referral Source Type. This allows you to run reports on specific types of Referral Sources. For example, you may wish to assign a Referral Source Type of “Doctors Office” for all relevant Referral Sources.

Navigation: |Patient > Referral Management > Referral Source > New Referral Source|

Referral Source Note Type

To help keep track of interactions with a Referral Source, Agencies can add notes of any nature to a Referral’s profile. The system requires that each note have a type before it is saved. A few examples of a note type include: Request for Info, Follow-Up Communication, Primary Contact Person, etc.

Navigation: |Patient > Referral Management > Referral Sources > Search Referral Sources > Add > Note Type|



Referral Status

As with Patients, Referrals can have a status attached to their profiles. This status can be used as a quick reference point to see if a Referral has been accepted or denied. For example: Admitted, In Progress, and Lost are Referral Statuses.

Navigation: |Patient > Referral Management > Search Referral > Referral Info > Status|

Lost Referral Reason*

In the event that a Referral has been lost, Agencies can document the reason for the rejection. A few reasons a referral may have been lost include: Insurance Issues, Referral No Longer Eligible, or Referral Offered to a Different Agency.

Navigation: |Patient > Referral Management > Search Referral > Referral Info > Status > Lost > Reason|

Note: The Reason and Note options will only appear if the status of a Referral is Lost.



Referral Submission Status*

Agencies can send a Referral’s information to multiple Payers in the hopes of providing service. In addition to tracking the overall Referral Status for the individual, specific Submission Statuses can track the progress of each submission to different Contracts. By default, the status of submissions can be: Submitted, Accepted, and Rejected. Other status could include: Pending, Received, Resubmitted, etc.

Navigation: |Patient > Referral Management > Search Referral > Referral Info > Status|

Note: Selecting Rejected as a status will generate fields to add a Reason and a Note. Selecting Accepted creates a button to convert the Referral into a Patient.

Rejected Referral Submission Reason

If a Payer rejects a Referral, the system will prompt users for a reason. Reasons a Referral may be rejected could include: Insurance Issues, Individual Declined Service, or Referral Offered to Different Agency.

Navigation: |Patient > Referral Management > Search Referral > Referral Info > Status > Reason|



Referral Note Type

Any and all relevant information concerning a Referral can be stored in the system. When entering this information, or note, the system will request a Note Type. A few examples of Note Types include: Clinical Notes, Patient Preferences, Insurance Provider, etc.

Navigation: |Patient > Referral Management > Search Referral > Notes > Add > Note Type|

Reference Table Companion - Amazon S3Table...Training School Instructor* ... Reference Table...

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