HTS Express - Hi-Tech Software, Inc
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1. CITS Express Hi Tech Software Inc Uniquely Focused on Long Term Care Hi Tech Meets 2010 State and Federal Deadlines 2010 has been a marathon year for meeting state and federal regulations including e MaineCare billing through the MIHMS System e The MDS 3 0 for Nursing Care e The implementation of RUGS IV for Medicare A PPS billing We are happy to say that Hi Tech has crossed the finish line with a couple victory laps yet to go We continue to post Patches and new Releases to our web site to provide additional features and enhanced processing Hi Tech reviews these accomplishments for 2010 in the pages that follow and we are ready to move into the next decade with the following good news Hi Tech to Launch a New Website in 2011 After the first of the year our website will have a brand new look It will still be easy to navigate and provide a Clients button that leads you to familiar topics such as Downloads and Updates Important Instructions and the GoToAssist icon that helps you connect to Hi Tech Phone Support The new website will also include an Events Calendar that lists our workshops Webinars and other special events Hi Tech to Move into New Building in 2011 To better serve our growing client base we are building a new office to accommo date more staff and technology Our builders plan to work through the winter and we hope to move in the Spring You can track the progress of the construction via our2. 1 January 14 March 1 April 14 June 1 July 14 September 1 October 14 Contact Dana Wildes dwildes creative ig com 207 807 6284 cell Toll free 866 370 2999 www hi techsoftware com gt Hi Tech Clients gt Creative Imaging Cooperative Buying Plan E de bp Sp Sp Sp Sp Sp Sp Sp Sp Sp Sp Sp Se Sp Sp Sp Ip Spe Ip Ip Ip Sp Sp Sp Sp Sp Sp Se Can you Solve these Christmas Riddles 1 What do elves learn in school 7 2 What Christmas carol is a parent s favorite 4 3 Why does Santa have 3 gardens 4 How do sheep in Mexico say Merry Christmas de 5 What does a cat on the beach have in common with Christmas What do you call people who are afraid of Santa Claus See the answers at the bottom of Page 5 E de Se Se Sp Sp Sp Sp Ip Sp Ip Sp Ip Sp Ie Sp Sie Sp Sp Sp Sp Sp Sp Sp Spe Sp Spe Sp Se ae a Bee edie die Page 4 Clinical Systems News Do you Know this About the MDS 3 0 Available with Release 10 11 Enter additional information in the Section Z400 Sections column and it will be printed after the Z0500 Signature area on the MDS e When you print the CAA Trigger Test you can check mark MInclude CAA Resources to print both items Use these documents to decide if you will care plan a triggered Care Area Perform QA on the MDS by Census Date or by ARD Print Unresolved Conditions for the MDS 3 0 Compare specific items on residents two most re cent MDS 3 0 records to see which responses have n
3. Blog written by Hi Tech Business Manager RJ Anzelc who visits the site daily Access the blog from our website or go to http hitechsoftware wordpress com Hi Tech to Issue 2011 Hi Q Points in January When you use your Hi Q points to pay for training you learn more about the extensive capabilities of the Hi Tech systems Our trainers teach you ways to inte grate operations to reduce paperwork and save time This results in more complete records faster information retrieval and more informative reporting In January we award the points for 2011 and you can still use leftover 2010 points to obtain training Points awarded in 2009 expire at the end of 2010 Use Hi Q Points for the following types of training e On site training using your records 1 point for 1 hour no charge for travel time e Telephone appointments point buys 1 hour using a GoToAssist connection e Workshops for up to 6 members of your staff at our Hi Tech office focused on your agenda point buys 1 hour To learn how many points you have review your monthly invoice or call Hi Tech December 2010 Dates to Remember Hi Tech Christmas Party Thursday December 23 Office Closed 12 2 pm Christmas Eve Friday December 24 HTS open 8 2 New Year s Eve Friday December 31 HTS open 8 5 Martin Luther King Day Monday January 17 HTS open 8 5 In this Issue Client News Happy Thoughts Clinical News MDS 3 0 Processing ICD
4. an ICD 9 code has an exact match to an ICD 10 code however because the ICD 10 coding system is more complex with more defined diagnoses than the current ICD 9 codes we are not certain that GEMs will be helpful CMS has published the following timeline to help providers comply with the changes For more information please visit www cms gov ICD10 January 1 2010 Payers and providers begin internal testing of Version 5010 standards for electronic claims December 31 2010 Complete internal testing of Version 5010 to achieve Level Version 5010 compliance January 1 2011 Payers and providers should begin external testing of Version 5010 for electronic claims CMS begins accepting Version 5010 claims Version 4010 claims continue to be accepted December 31 2011 Complete external testing of Version 5010 for electronic claims to achieve Level II Version 5010 compliance January 1 2012 All electronic claims must use Version 5010 Version 4010 claims are no longer accepted October 1 2013 Claims for services provided on or after this date must use ICD 10 codes for medical diagnosis and inpatient proce dures CPT codes will continue to be used for outpatient services a 4p 4p 4 he hp bp 5p he he 5p 4 he he 4 4 he he 4 4 he he 4 4 he he 4 4 4 he he hp hp 4 AAAA 4 4 4 4 he he 4 4 4 4 he he 4 4 4 4 Se he he Solutions to the Christmas Riddles on Page 3 1 The elf abet 2 Silent Night 3 So he can hoe hoe hoe 4 Fleece Navidad 5 Sandy
5. has been submitted Billing gt Preparation gt o Create Medicaid PPS Adjustment will calculate the end date as 92 days from ARD and not the start date o Create Medicare A PPS Adjustments and Create Commercial PPS Adjustments will use MDS 3 0 information in Medicare A and Medicare C claims for dates of service beginning October 1 o MDS Billing Diagnosis Review this new report lists the diagnosis recorded in the residents stay records and the MDS records so you can verify consistency between the two records e Medicaid gt Select Bills When selecting bills for ancillary charges you can access the Extract thru date if you uncheck Select Room Charges Release 10 09 Billing gt Preparation gt Assessment RUG Scores prints RUG categories from MDS 3 0 Section Z a December 2010 The HTS Express Page 7 MaineCare Billing Requires New Codes Resident Accounting and UB04 Exception Billing XB now accommodate MaineCare Occurrence and Span Code requirements When billing Nursing Home claims for members who are eligible for both Medicare and MaineCare you must use specific occurrence codes to indicate when Medicare will not make payment on a Nursing Facility claim When appropriate please use one of the following occurrence codes 22 Date Active Care Ended Include on the claim when a resident has been changed from a Skilled Nursing Facility to a Nursing Facility level of care during the period of time where Medicare
6. page 5 of the Release 10 11 Update Memo Contact your state s MDS Help Desk to learn the regulations for electronic only copies of the MDS 3 0 E CMS Releases 672 and 802 Survey Forms In October CMS released the CMS 672 and CMS 802 Survey Report forms and cross walk to the MDS 3 0 Hi Tech is now developing these programs and will pro vide them in a future update You can still print these two Survey Reports based on the MDS 2 0 and you can update the survey records for a resident whose current assessment is the MDS 3 0 You can also update these records for a resident with current MDS 2 0 but whose conditions have changed To learn which residents have current MDS 3 0 Edit 802 records select Reporting gt MDS gt Key Date List Then select MDS Care Plans gt MDS 2 0 Print 802 Misc to display the program options on the Edit 672 right Use Edit 802 and Edit 672 to update survey information You can then Print 802 Print 672 and Print 672 with current detail a Access MDS Information on our Website Find valuable information on the MDS 3 0 at www Hi TechSoftware com gt Hi Tech Clients z View Update Memos Select Update Memo Release 10 11 Release 10 09 Release 10 08 Release 10 05 Release 10 01 Instructions 10 09 Instructions 10 08 Instructions 10 01 December 2010 The HTS Express Obtain an MDS 3 0 RAI User s Manual If you do not already have one obtain an up to date MDS 3 0 RAI User s Manual You
7. to log your call and Support can respond to you more quickly E Hi Tech Exhibits at Annual Conferences Hi Tech Software representatives enjoyed talking with our clients at the following 2010 conferences Vermont Health Care Association VHCA September 21 22 New Hampshire Health Care Association NHHCA September 29 30 Maine Health Care Association MHCA October 20 21 New Hampshire Association of Residential Care Homes NHARCH October 26 27 In 2011 we will exhibit at North Carolina Health Care Facilities Association NCHCF Expo February 1 Greensboro NC Indiana Health Care Association IHCA May 10 12 Indianapolis IN amp The HTS Express Page 3 Hi Tech Posts Webinar Instructions to Website Before or after a Webinar Hi Tech sometimes posts instructions to our website The presenter will inform you if instructions will be available To find these instructions go to www Hi TechSoftware com gt Hi Tech Clients Webinar Instructions Does Hi Tech have Your HIPAA Contact Information We only release website Access Codes to authorized HIPAA Contacts who have signed an agreement with Hi Tech Software It is very important that we have current information on your HIPAA Contact so we can notify that person when we post an update to the website Please send any changes in this information to Joanne Hi TechSoftware com E Creative Imaging Sets Group Run Dates Order closes Delivery December
8. would pay for a Skilled Nursing Facility You must also in clude the date that the level of care changed A3 Benefits Exhausted Include on the claim when a resident is still classified as needing Skilled Nursing Facility level of care but Medicare has paid their maximum number of days You must also include the date the Skilled Nursing Facility benefit was exhausted 74 Non covered Level of Care Leave of Absence Dates Include on claim when the resident has not been classified as needing Skilled Nursing Facility level of care Additionally enter the claim dates of service as the occurrence span dates Enter the code and the date on the Stay Table or Resi dent Medicaid Assessment screen Rehab Therapy Reports Types of Minutes Hi Tech to Provide EOY Instructions By the end of December Hi Tech will post End of Year Instructions to our website and inform our Update Contacts for our financial applications We will also repeat the following EOY Webinars e 12 16 Thurs 10 am General Ledger and Accounts Payable EOY e 12 16 Thurs2 pm General Ledger Budgeting e 12 17 Fri 10 am We send invitations two weeks before the Webinar date If you have not been receiving invitations to Webinars on the applications you use please contact Joanne hi techsoftware com Provide your name facility email address and the Hi Tech applications that you use Resident Accounting EOY See the Webinar Schedule on our website a R
9. 10 Timeline Financial News Medicare Billing MIHMS End of Year Payroll Find the Blue Swoosh hiding in this issue then email marti hi techsoftware com and tell her where you found it She will enter the first 10 responders in a drawing for a 25 L L Bean gift certificate Page 2 Hi Tech Welcomes Ohio With the addition of our new Ohio client Hi Tech supports long term care facilities in 10 states East Liverpool City Hospital East Liverpool OH Clinical Records System for Nursing Care Resident Trust Accounting Resident Referral We also Welcome Angel Haven Bangor ME UB04 Exception Billing Clinical Records for Residential Care Resident Referral The Woodlands of Cape Elizabeth Cape Elizabeth ME Resident Accounting Resident Trust Accounting Clinical Records System for Nursing Care Resident Referral The Wyndmoor Magnolia Health Systems Terre Haute IN Clinical Records System for Nursing Care Resident Trust Accounting Resident Referral General Ledger Payroll Accounts Payable Current Clients Add Capability Rehab Therapy System Narraguagus Bay Milbridge ME Mountain Heights Patten ME Country Manor Coopers Mills ME Greenwood Center Sanford ME UB04 Exception Billing XB Presque Isle Nursing Home Presque Isle ME IMAR St Joseph s Manor Portland ME Clinical Records for Residential Care Scarborough Terrace Scarborough ME CareTracker Interface Country Village E
10. Clause 6 Claustrophobia Fk kh hhh hh hhh kk Soe Page 6 Financial Systems News Please review the Clinical News on Pages 4 5 for informa tion on the MDS 3 0 that pertains to billing with the RUG scores calculated from MDS 3 0 records Also see CMS Defines Timeline for Version 5010 and ICD 10 Diagnosis Coding on page 5 E Why Integrate Resident Accounting amp Clinical If your Resident Accounting and Clinical Records Systems are not integrated consider the benefits of integration e Save time and increase accuracy by entering and main taining one copy of residents face sheet and demo graphic information Share facility profile information such as Provider num bers and Physician IDs and all resident face sheet infor mation including SSN Medicaid and Medicare numbers contacts ICD9 diagnosis codes MDS 3 0 schedules scanned documents and census changes When the Nursing staff prints and submits MDS records this will automatically update Resident Accounting Stay Tables with MDS dates and RUG scores required for bill ing Without integration billing staff must manually maintain the Stay Tables Use Hi Tech security to limit access to specific areas Use your Hi Q points to pay for Hi Tech s assistance in in tegrating these two systems Contact Hi Tech to make an appointment See more about Hi Q Points on Page 1 E The HTS Express December 2010 Have you installed the 2010 11 ICD file To veri
11. can download the September 2010 version at no cost from the CMS website at www cms gov NursingHomeQualitylinits 45_NHQIMDS30TrainingMaterials asp Scroll down and select MDS 3 0 RAI Manual September 2010 ZIP 21 MB GM You can purchase a printed copy for 49 from www hcmarketplace com prod 9296 MDS 30 RAI Users Manual html CMS Defines Timeline for Version 5010 and ICD 10 Diagnosis Coding Electronic health care transaction standards are changing from Version 4010 4010A1 to Version 5010 which will accommodate the change in diagnosis coding from ICD 9 to ICD 10 CMS has announced that all payers should be ready to receive the new version 5010 files effective January 1 2011 and all payers must comply with Version 5010 files by January 1 2012 This means that most payers will begin accepting test files for Version 5010 in Janu ary 1 2011 After successful test transmissions facilities will send the new version In the first part of 2011 Hi Tech will provide an update with the required programs for test submissions in the new version format to prepare for live submission before January 1 2012 e ICD 10 coding must be used after October 1 2013 e ICD 10 codes must be used on all outpatient claims with a date of service 10 1 2013 or later e ICD 10 codes must be used on all inpatient claims with dates of discharge 10 01 2013 and later Hi Tech will research General Equivalence Mapping GEMs provided by CMS GEMs would be beneficial when
12. ccounting 10 Silver Street RJ Anzelc Business Manager Skowhegan ME 04976 Claire Bourque Product Training Consultant marti hi techsoftware com Connie Harmon Product Training Consultant We edit for clarity and space Kris Stewart Product Training Consultant l i ws See previous HTS Express and Hi Tech Hi Fives at Jackie Locke Software Design amp Development www Hi TechSoftware com gt Hi Tech Clients gt Newsletters Ed Fowler Director of Quality Assurance Rachael Murphy Client Support Manager Email new support issues to support Hi Techsoftware com Alicia Nichols Client Support Include your facility name and phone number l Several support people receive emails to this address Deanne Morrow Client Support If you fax an issue to HTS call to verify it has been received Marti McFadden Documenter Editor Webmaster We will log your issue in the order received a Nearly 30 Years if j ECI Uniquely Focused SOFTWARE NS on Long Term Care Hi Tech Software 10 Silver Street Skowhegan ME 04976 If this is not addressed to the correct person please notify us so we can correct our mailing list
13. elease 10 11 Enhances Payroll e Under Payroll gt Reporting gt Labels gt Facility you can print sheets of adhesive Facility Address labels The program will pull the address from the Payroll Profile and you can edit it for the labels to be printed e Under Libraries gt Facility gt Bank Profile if you enter an ABA number used by another bank the pro gram will display a warning e Print W 2 forms will print the 2010 form E The Daily Therapy Time Report now lists Individual Concurrent and Group Therapy Minutes and provides daily totals and discipline totals at the end of the report The Monthly Summary now includes Individual Evaluation and Group and Concurrent minutes in the daily columns of the monthly grid as shown below HI TECH NURSING REHAB sep 2010 THERAPY DOCUMENTATION SUMMARY RECORD Jech PP CETERE a ee CEE eseese eae e e E a Ta fef Fefe Se Hore refe re E E a Seo ee amasu maasouno ATOJSULTRASOUND Danena o N N eee O ee O A aa orsasnoue er mereise E E E a eg Ta ries A oe Group Minutes Total Concurrent Minutes Total Therap Units eo eT a a a HTS Staff Ue eee December 2010 is published by Rick Anzelc President Systems Analyst Hi Tech Software Inc Lynne Hammond Director of Marketing Sales Jeff Hadley Director of Support Services Letters to the Editor Marti McFadden Joanne Hewett Administrative Assistant Hi Tech Software Inc Gloria Collins A
14. fy that you have installed this file on the Hi Tech menu press the F1 key on the keyboard Under Downloads look for ICD9 with a date of 10 01 2010 or later If the date is before 10 01 2010 your authorized Hi Tech Update Con tact should download the file from our website Print and read the memo and after you download the file complete the instructions on Page 3 of the Memo to Print Invalid ICD9 Codes and Update An nual ICD9 File The Hi Tech System will not use the new ICD9 file until these steps are complete and your system will display a warning that the New ICD9 Library 10 01 2010 has not been updated Medicare News e Medicare A co pay amount is increasing to 141 50 for 2011 e Medicare UB 04 Revenue Codes and Other Codes have been updated as of September 2010 Find copies at NHIC website at www medicarenhic com PA PartA_index shtml Select Updates on the left Look for 07 October 2010 and then The UB04 Revenue Codes Card and UB 04 Other Codes Card have been revised Lal Do You Know about these MDS 3 0 Billing Features Release 10 11 For MDS 3 0 records that do not require submission the Stay Table will be updated with the Case Mix scores when the MDS is printed This is necessary for Commercial Payers that require the Medicare assessment sched ule but the state does not want the assessment to be submitted For MDS records that must be submitted the Case Mix score does not update the Stay Table until the MDS
15. l all the efforts over the last 12 weeks as we moved to the new system This or ganization is very fortunate to have a vendor like Hi Tech during these times Also on MIHMS Jeff would like to thank you per sonally for all you and the programmers have done to make this process as seamless as possible I m sure all of you have put in endless hours addressing multiple issues Another thank you to the program support staff they were very helpful and called back with Status updates even if it wasn t fixed appreciate that effort E December 2010 Help Hi Tech Help You Hi Tech uses email for nearly all our regular correspondence with our users including e Important notices about how to prepare for regulatory changes e Update Emails that notify authorized Update Contacts that we have posted a new Release or Patches to our website e This newsletter the HTS Express e The monthly Hi Tech Hi Five that highlights five ways that Hi Tech makes your jobs easier e Invitations to our Webinars Please continue to provide us with current names and email addresses for your administrator HIPAA Contacts and staff who need to receive our commu nications and Webinar invitations E Please Identify your Facility in Emails Many email addresses do not identify the facility so when you email Hi Tech with a support issue please include your facility name and phone number in the message This will make it easier for us
16. ot changed Print the MDS 3 0 7 Column Worksheet to gather responses for multiple MDS records Print the MDS Billing Diagnosis Review to verify the consistency between diagnoses recorded in a resi dent s Stay Record and MDS 3 0 record Use the Case Mix Calculator to view how changes in an MDS 3 0 will affect case mix scores Available with Release 10 09 e CAA Trigger Test and CAA Resources for completing the MDS 3 0 Section V e MDS 3 0 Case Mix Worksheet e The new Assessment RUG Score report e QA for the MDS 3 0 Available with Release 10 08 e Restrict user access to the MDS 3 0 through Libraries gt MDS Care Plans gt MDS Security E Learn About the MDS 3 0 Read the Update Memos and Instruc tions to learn about the most recent changes to MDS 3 0 processing listed above On the Hi Tech menu simply click Update Memos to list the Update Memos and Instructions for Releases 10 08 10 09 and 10 11 shown on the right Select the System Update for that Release to display and print those pages E 7 z The HTS Express December 2010 Maintain Electronic Only Copies of MDS 3 0 If your facility has an Electronic Medical Record EMR Policy and a fool proof backup system you can main tain electronic only copies of your residents MDS 3 0 records You can print just the Signature pages for the chart which gives an MDS the Completed status re quired for submission To learn more read
17. states Madawaska ME Crestview Manor Madawaska ME Crescent Manor Bennington VT Durgin Pines Kittery ME Knox Center Rockland ME The HTS Express December 2010 Happy Thoughts on Client Support We thank all our clients for their appreciation and recognition of our efforts to provide excellent support during some challenging transitions in 2010 We are pleased to see that our GoToAssist Satisfaction Rates improved during these months GoToAssist Positive Neutral Negative Satisfaction Rates Sept November 98 28 1 72 000 We want to share the following comments that clients made about our efforts to prepare our users for the MDS 3 0 and MIHMS MDS 3 0 a BIG THANK YOU for everything you do and being on top of the changes CMS has made We are still stressed about the changes but not as bad as other Vermont Facilities that do not have Hi Tech as a vendor MDS 3 0 my staff members have been extremely impressed and full of compliments for your team s educational sessions Our facility has attended both live and web educational opportunities provided by your team and felt they were more informative than any other sessions attended In particular they ve mentioned Kris name on more than once occasion So here s to a job well done l as always remain extremely pleased with our relationship On the MIHMS transition Thanks for all your efforts on this one and overal
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