List Configuration: How to Setup Client Menus
The list configuration tool is found under the Configure Desktop. Each of the menu items within the client section correspond to a tab or section within the client record. This is where the selections within drop down boxes found in each of the corresponding desktop modules are managed.
Assessments: This is where all of the different types of assessments that will be tracked should be setup. Once it is established here, it is available for selection in the client record so that the date of the assessment can be entered, along with the score, due date and recommendations. The assessment can also be uploaded. Tasks can also be created to set alerts as reminders to renew the assessment. Click add assessment, key the description and click update.
Certifications: To add a certification, click on the add certification button and start entering a description. These certifications are associated with the client when it is necessary to enforce that any employee working with the client not only carries that certification but is also current with it. The "Enable MAR?" check box is specific to the implementation of the electronic Medication Administration Record (eMAR). With this checked, the system will ensure that the employee’s medication administration training (or similar type of certification) is valid and current before the administration of the medications can be documented under the MAR tab in the client record. If the certification is not up to date, they will not be eligible to document in the MAR.
Consents: All consents that will be tracked should be setup under the Consents section. Once it is established here, it is available for selection in the client record so that the expiration date of the consent can be entered, along with general comments about the consent. When the expiration date is entered, the system will then validate against that at the scheduling, notes and billing sections, meaning a warning message will be thrown if the consent has expired for the service date being worked. The consent can also be uploaded to the client record. Tasks can also be created to set alerts as reminders to renew the consent.
Contact Types: Contact types entered here are made available within the corresponding drop-down in the client record. All of the pertinent types of contacts should be entered here so the proper selection can be made and the basic contact information (phone numbers, addresses, etc.) can be keyed.
Cost Centers: Cost centers are typically distinguished by physical locations so that information about each cost center can be reported separately. Cost centers are typically set up and established at the onset of implementation and should be determined by a collective group in management. They offer valuable reporting criteria in each package for clinical, billing, payroll and accounting purposes. Each cost center will have a code and the code is just a unique identifier for each one. The description of the cost center is what is visible in the drop-downs when assigning clients and employees respectively to their cost centers and when reporting. The state code is important for payroll purposes; mainly when services are provided in multiple states using multiple state tax tables. Finally, a check box is provided for marking a particular cost center as inactive. Of all of the menu items in the client section, this one is required in the initial setup, as when clients and employees are being entered into the system, the system requires a cost center assignment.
Jurisdictions: A jurisdiction is the entity with authority over the client, which is typically the county of service origin. To add a jurisdiction, simply click on the add jurisdiction button and enter a description into the text field. This is often good reporting information.
Legal Statuses: Legal statuses are legal definitions of a client's state of being; for example minor child/self-guardian.
LMEs: LME is the local management entity or MCO governing services for the client. To add an LME, simply click on the add LME button and start entering a description into the text field. This is also good reporting information to understand how many clients are being served in respective catchment areas.
Primary Care Physicians: Primary care physicians are an important setup and should be considered a required setup at the onset of implementation if billed insurances require the PCP’s NPI on the claim as the rendering provider. If so, each PCP, usually found on the clients insurance card, should be setup here with their respective NPI’s. Once setup, then these are linked to the client's funding source record on the Insurance tab in the client record.
Target Populations: Target populations can be setup to track which demographic of service the client falls under. This can also be very valuable reporting information when clients are linked to their respective target pops.