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User Guide - Care Management Plus

1. ori of 1 Figure 25 Page 22 of 26 CM Total Encounters by Enc Type Clicking on the CM Total Encounters by Enc Type button will bring up the following query screen Fig 26 This query displays the number of Care Manager Patient Encounters falling within the entered date range sorted by Type of Encounter in ele Edit view Insert Format Becorde Tools Window He 1 Johnson Harm Visa 1 Jobson Telephon Contact 2 Thomsen Class 2 Thomsen CM Othce Visit 2 Thomsen Nan Encounter Retaled 2 Thomsen Telephone Contact Figure 26 CM Total Encounters by Insurance Clicking on the CM Total Encounters by Insurance button will bring up the following query screen Fig 27 This query displays the number of Care Manager Patient Encounters falling within the entered date range sorted by Insurance Provider and Patient Status Eile Edit View Insert Format Records Tools Window Help i CM Total Pat Encounters by Insurance Select Query _ Care Mgr ID CM Last Name CM First Name Insurance Status Total Pat Encounters n 1 Johnson IHC Health Plans Active 1 Johnson Mailhandlers Active 2 Thomsen IHC Access Active 2 Thomsen Other 1X Only 2 Thomsen Private Pay Active Record 1 4 1 gt oi gt of 5 NN n 17 Figure 27 CM Total New Patients Referred Clicking on the CM Total New Patients Referred button will bring up the following query screen Fig 28 This query displays the
2. first name last name encounter date encounter type or encounter outcome E VES er ESA y List pe autos com v TE inim Care Manager Sort by Eos Name Figure 15 Click Run Encounter Summary to run the report Fig 16 fle Gd vew Jools wrew tele attent Encounter Scummor Care Manager Patient Encounter Summary For Time l er od 132 2004 m 1 1000 Arm Thomsen Fea one Phonefiumt r Encounte Date Encounter Type ates DIT NAVIA Mp ome ves Gotz CSS 203004 Teror Caimi Bate BONA INGA Telephone Contact i MOD ex Terr Cord Sey 800 222 2220 wanu CM Ofte vist S 78 222 7779 VIA 80022222222 12 9424 Roost 00 999 3998 101 2004 Aat Seen TA Robet Roses NOD Kobe eo eee BO Robet PON 1040s Figure 16 Page 18 of 26 Mental Health Reports PHQ List e Clicking on the PHQO List button will bring up the following PHQ9 List Parameters screen Fig 17 The PHQ9 List report generated is a list of PHQO scores for Patients assigned to the selected Care Manager Diabetes Educator This report can be sorted by date first name last name or suicide risk The report is especially helpful for viewing progress over time Figure 17 Click Run Patient PHQ9 List to run the report Fig 18 Care Manager Patient PHQ9 List i HHEEIEEPEEET ETT TI iitiiitittitiiitii Peewee Deum HGF Hew Sect Fan Dem QR hac Ste wa eee LO eee n mere OF eer OF fore oe Mn nay Ma Ae ere OF Mamm
3. mee Ma Care Mabe mt eee OF ome OF ore Cmm eee t uenen Cm Mea nts eo OF Deme ter HEEL FG r r T Li t T v r L Li r Li r t LJ MV M A NU V 9 e V 9 v 4 lJ oDesaeooaoasssoou i Figure 18 Page 19 of 26 Queries View Queries Clicking on the View Queries button will bring up the following Queries screen Fig 19 e Generate queries by entering a date range Start and End Date and choosing the button corresponding to the query you wish to run e These listed Queries are canned queries Any queries not listed here are not available to the users unless this screen is customized by a programmer Page 20 of 26 CM Total Encounters Clicking on the CMT Total Encounters button will bring up the following query screen Fig 20 This query displays the number of Care Manager Patient Encounters falling within the entered date range E CMT Eile Edit View Insert Format Records Tools Window Help i CM Total Pat Encounters Select Query Care Mgr ID CM Last Name CM First Name Total Pat messem gt 1 Johnson John la 2 Thomsen Ann Record 14 4 1 gt Lot gt of 2 Figure 20 CM Completed Calls Clicking on the CM Completed Calls button will bring up the following query screen Fig 21 This query displays the number of Care Manager Telephone Calls and Average Call Length for Care Manager Patient Encounters falling
4. within the entered date range E CMT Eile Edit View Insert Format Records Tools Window Help 2 CM Completed Calls Select Query Care Mgr ID CM Last Name CM First Name Total Completed cus Average Call Length mins Per peret n 1 Johnson John os 2 Thomsen Ann i Record 14 4 1 Lot gt of 2 Figure 21 CM Total Encounters by Diagnosis Clicking on the CM Total Encounters by Diagnosis button will bring up the following query screen Fig 22 This query displays the number of Care Manager Patient Encounters falling within the entered date range sorted by Diagnosis Please note In the CMT database encounters are not linked with specific diagnoses Therefore it cannot be deduced that there were 6 encounters geared specifically for Diabetes management in this time period see Fig 22 Rather it suggests that there were 6 encounters within this time period with Patients who have Diabetes in the Problem List CMT Ele Ede view insert Format garnrds Took Window tsip CM Total Pat Encounters by Diagnosis SE 1 Johnson Joh Anxiety Johnson CHF 1 Johnson Depres son 2 Thorsen Depressaon 2 Thomtan Diabetes 2 Thomsen Other Figure 22 Page 21 of 26 CM Clinic Visits Clicking on the CM Clinic Visits button will bring up the following query screen Fig 23 This query displays the number of Care Manager Patient Encounters of type Clinic Visit falling within the entered date range and th
5. 05 Care Manager Ann Thomsen Date Meo Stat SianiC nc Mhi Debetesfd CmeMgnt GetticEn SetDeenn Teaching Dnighep teen Bula PO WAI u a u E n 9 n g a Tea v D u a m u s Li u L 1n2005 n a n a o n n o 1130005 n n 0 a 140 o a a n 9 1250905 g v o 99 e o o n 9 o 1 b 0 6 e 4 0 5 0 es u 9 v u LJ v 6 130 5 Ed o 240 12m e o 0 o o Grane otak T 1 p E Figure 33 Page 26 of 26 Tips for Entry Data Integrity e Using drop downs Always drop down to select NEVER type in an entry If it needs to be added do so in Value List from the Main Menu or request a change from your database administrator programmer e Dates If typing in a date you must use the MM DD YYY Y format 03 instead of 2003 will generate an error or click on the button for a pop up calendar e Consult the Data Dictionary and or Data Manager for your program when in doubt as to what to enter into a field Technical Programmer Use Only Following are instructions for revealing and hiding the tables of the CMT software so that programmers may customize it 1 Right click on the title bar of the CMT Care Management Menu 2 Choose Form Design 3 Right click again on the title bar of the CMT Care Management Menu 4 Choose Properties 5 Scroll down to the Form s On Load property and click on the words Event Procedure Click the button with the 3 dots 6 Change all the False booleans
6. Care Management Tracking CMT Software User Manual Pediatric Eile Edit View Insert Format Records Tools Window Help amp CMT Care Management Menu Care Management Tracking Record Entry and Modification General Reports Queries Patient List View Queries Encounter Tickler Care Manager Table Entry Admin Time Diagnosis Table Entry cl lll Administrative Time Information Facility Table Entry Mental Health Reports Administrative Time List Insurance Provider Table Entry pS Medication Table Entry Physician Table Entry Page 2 of 26 Care Manager Tracking CMT Software Table of Contents Installins the Databases e stance cadets eat eb testes ts stn e e dl o efr 3 Si A A tet tree o PO re SOLE PO ee inner ee eee ETT ae 3 The CMT Care Management MenLUF 5o a Grace tup tite ed 3 Record Entry and Modification Section ii toii pe Gees pati dade ie on cade eee 4 Entering Values on Main Menu for Care Managers Diagnoses Facilities Insurance Providers Medic atl ons and PHYSICIANS d ee obi VI oido ies idas 4 Patient Information AE AAA AE EE e e eee SDE BER AER 5 General REPO tmb 15 VS O RO 15 Encounter l iekler ooa re aio I REB aS 16 Encounter Summit o o eost e Educ M E UE 17 Mental Health REPASA a Lu oiu Re E o a BAe Ra Ms 18 ides UE MOT E 18 UE o ee e AI Der cerco de c aot De e o kir ek E ces 19 VIEW QUEME NOCTEM EH 19 Admirm Die os e eosdebet i tv MUR 24 Adm
7. Date o Diagnosis Click the Save Diag Button to save the record and close the window to return to the main Patient Information screen 5 Patient Diagnosis x Patient Diagnosis Diag Date T Diagnosis Specialist um Status active Notes New Diag Save Diag Delete Diag Record 14 4 1 of 1 Filte Figure 4 Page 8 of 26 Encounter Clicking this button will bring up the following Patient Encounter screen Fig 5 Enter the Encounter information Please note that Scheduled Time must be entered in the format HH MM AM or HH MM PM For a future Encounter to appear on the Encounter Tickler Report accessed from the database Main Menu you MUST enter the top half above the line of the Encounter pop up entry screen This portion drives the report Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Scheduled Date Click the Save Encounter Button to save the record and close the window to return to the main Patient Information screen You will notice that the windowpane for Encounters on the Patient Information screen will display that Encounter as Pending Once the Encounter has been completed go back to the Encounter screen for the Patient to fill in the bottom portion below the line of the Encounter record Filling in an Actual Date will cause the windowpane on the Patient Infor
8. Diabetes Educator This report can be sorted by first name last name diagnosis insurance PCP Primary Care Physician or status El CMT Eile Edit View Insert Format Records Tools Window Help CMT Care Management Menu Care Management Tracking Record Entry and Modification General Reports once mame Blood Glucose Meter Table Entry amp Patient List a Patient List Parameters Care Manager Porn Diagnosis Table Entry Sort By Last Name m Facility Table Entry Run Patient List Insurance Provider Table Entry Medication Table Entry ADA Report Physician Table Entry Patient Goal Progress Report Patient Education Progress Report Figure 11 Click Run Patient List to run the report Fig 12 Bom Bie git View Tool Wiany Help Care Manager Patient List Care Manager John Johnson 1 tan ter Lati Mena Pennee Sidi Prorm Nunta Panay Cm ypc paps i Jerre Amen Adiw 18907773777 Davies ro o c Aon Aen Mitch Dart Men Mic Dew Men Mith hand G Durham Terry Jon aden Minh Trt Patierty E Pap aL Td sj mJ Figure 12 Page 16 of 26 Encounter Tickler e Clicking on the Encounter Tickler button will bring up the following Tickler List Parameters screen Fig 13 The Encounter Tickler report generated is a Tickler To do list for contact by date range for Patients assigned to the selected Care Manager Diabetes Educator Ed CMT Eile Edit View Inse
9. E OS 15 n o D S El S o S 9 2 lt iat SIS o a D lt n alale 5 pe 5 B 9 Check Adherence ollowing recommendations Patient following recommendations Patient taking medications Patient seeing therapist Patient practicing self management Patient Identified Goal Severity of Patient validated standard measure of impairment over time Include Patient at next MH Care Conference Was Patient referred to MH off site General MH Comments for Patient No aking medication Checkbox YesiNo No eeing therapist Checkbox YesNo 1 1 No elf Management Checkbox_____ Yes No__________ No dentified Goal Textbox JFreTe No No No N O o c D C D lt o a lt Care Conf site Texbox FreeTet No PHQ 9 Depression Symptom Count Drop down 0 1 2 3 Z O oa 2 e DIO el o 3 3 z ac alg Q9 U Es Depression Symptoms Score based on the personal health questionnaire nine symptom checklist PHQ 9 calculated by totaling the values for each depression symptom question Page 4 of 10 Care Manager Tracking Database Data Dictionary Pediatric Severity Score Textbox Numeric No Severity Score based on the personal health questionnaire nine symptom checklist PHQ 9 calculated by totaling the values for each severity question Functional Difficulty Not at all Somewhat Very Level of di
10. Y 7 N Vent type T Fomula p Feeding pump supplies T N G Tube GT GJ type size T Carseat Wheelchair T BP Monitor Other Home Care Comments Developmental Rehab Company Name Phone mo el m I Speech Vision Developmental Rehab Comments School Phone Community Resources Applied Accepted Denied DSPD Caseworker Phone ssl Waiver Program Technology Dependent Children TBI DDMR r WorkForce Service Food Stamps Child Care n WIC r r r m Housing Assistance Medicaid Caseworker Phone Medicaid Community Resources Comments Mental Health Phone Other Last revision date gt New Ped Save Ped Print Ped Delete Ped Assessment Assessment Assessment Assessment 71111111 LCM ICH a Record i4 4 2 gt t rl of 2 Filtered X ee 4 Figure 8 Function o Assessment Date Page 12 of 26 Clicking this button will bring up the following Function screen Fig 9 Enter the Function information Required fields are in blue Omitting these fields will generate a pop up error message when you save the form Click the Save Function Assess Button to save the record and close the window to return to the main Patient Information screen amp Function Function x Assessment Date 9 5 2006 Activities of Daily Living Score ADL Instrumental Activities Score IADL Able to do without help 1 Ge
11. ___________ __No_ Activities of Daily Living Score Values 1 to 6 Instrumental Activities of Daily Living Checkbox Yes No No IADL Question ls Patient able to Shop without Question 1 help Question 2 telephone without help Question 3 help Question 4 the home without help Question 5 Checkbooks Finances without help Question 6 Housekeeping without help IADL Question Is Patient able to Take Question 7 Medications without help Values 1 to 7 i MMSE Mini Mental Status Examination Score Pain Score Scale 0 10 Comments relating to Function Page 10 of 10
12. ail Non Encounter Related Diab Initial Diab Followup Diab Class 1 Diab Class 2 Diab Class 3 Diab Class 4 Diab Class 5 Diab Class 6 Diab Additional Class Diab Inpatient Diab Insulin Start Class Patient Education Non Encounter Related Filling out forms admin other charting etc Drop down Active Resolved No Status of the Diagnosis No Yes Page 2 of 10 Care Manager Tracking Database Data Dictionary Pediatric Enc Reason Drop down DEA Screen PHQ 9 F U Reason for the Care Manager Patient Encounter MHI F U DM F U Depression F U DM Depression F U Med Assist Medication Mgmt Agreement Status Check Resource Management New Patient Assistance Financial Assistance AAA eee EA Narcotic use Resource Management Assisting Patient with Referrals Procurement Research etc ex finding MDs or Nursing Home obtaining equipment Actual Date Date field Date MM DD YYYY Date Patient Encounter Actually took place Outcome Drop down Completed No Show Outcome of Care Manager Patient phone Cancelled Reschedule call visit Wrong Number No Answer Left Message Letter Sent Disconnected Deceased No Answer Includes Busy Signal Call Attempts to Pts 1 2 3 4 5 Number of tries to reach Patient by Phone Total Call Time for Day Textbox Numeric No Total Length of time on phone in minutes for the day for the Encounter Resource Time Textbox Numeric No Total Time spent on any prepa
13. d Anxiety Comments Textbox J FreeTet No Comments relating to Patient anxiety Sleep Assessment Sleep Difficulty Checkbox YesNo No Patient having difficulty sleeping Sleep Severit Textbox Numeric No Severity of Sleep Difficulty Scale of 0 10 Pediatric Onl Parent Vanderbilt Only if ADHD Parent Vanderbilt 1 9 Textbox Numeric No Parentreported Vanderbilt Questions 1 9 Parent Vanderbilt 10 18 Textbox Numeric No Parentreported Vanderbilt Questions 10 18 Parent Vanderbilt 19 26 Textbox Numeic No Parent reported Vanderbilt Questions 19 26 No No No Parent Vanderbilt 27 40 Parent reported Vanderbilt Questions 27 40 Parent Vanderbilt 41 47 Parent reported Vanderbilt Questions 41 47 Parent Vanderbilt 48 55 Parent reported Vanderbilt Questions 48 55 if ADHD D Oo o 2g Qo Bin lt SIS 315 oja E 2 oro Teacher reported Vanderbilt Questions 48 55 No No No No No No pepe AA No No No No No No No 4o o D Q o TE lt D 2 a e E o p A o cn nn A A 2 2 jojolo wv v v Oo O O O zo y Ren yd ea ud rn y OJOJO O al la sie lt lt lt lt Jo o 2 2 25 2 ajajaja jojojo p 13 a toa fea fon hina Jdo jo ALII NIOJ ing Scales Sx Dev Score 40 Developmental Intake Onl ymptom Rating Scales Sx Dep Score 100 Pediatric Depr
14. e Average Clinic Visit Time with those Patients Eile Edit View Insert Format Records Tools Window Help amp CM Clinic Visits Select Query Care Mgr ID CM Last Name CM First Name Total Clinic Visits Average Clinic Visit Time TET P Thomsen Am ag 1 Thomsen Ann Record KIRAI 1 gt ot pe of 1 4 Figure 23 CM Total Encounters by MD Clicking on the CM Total Encounters by MD button will bring up the following query screen Fig 24 This query displays the number of Care Manager Patient Encounters falling within the entered date range sorted by Primary Care Physician Ed CMT loj x Eile Edit View Insert Format Records Tools Window Help i CM Total Pat Encounters by MD Select Query f Johnson Allen Mitch 2 Thomsen Benson George 2 Thomsen Carmen Julie 2 Thomsen Durham Terr Record 14 4 Il 1 gt gt t gt of 4 4 Figure 24 CM Home Visits Clicking on the CM Home Visits button will bring up the following query screen Fig 25 This query displays the number of Care Manager Patient Encounters of type Home Visit falling within the entered date range and the Average Clinic Visit Time with those Patients E CMT Eile Edit View Insert Format Records Tools Window Help is CM Home Visits Select Query Bl xi Care Mgr ID CM Last Name CM First Name Total Home Visits Average Home Visit Time mins A So d 3D 1 Johnson John 30 Record 14 4 1 gt
15. en Figure 30 Page 24 of 26 Admin Time Administrative Time Information Module to enter Care Manager time not spent on Patient Encounters such as meeting times education and vacation Fig 31 Enter the Administrative Time Information The total time for the day will be automatically calculated Each day should be entered separately Click the Save Day s Time Button to save the record and close the window to return to the CMT Care Management Menu Main Menu amp Administrative Time ES xl Administrative Time Daily Entry Date Care Manager A Meetings Time in minutes Medical Staff Meeting Staff Clinic Meeting Mental Health Integration Diabetes Education Case Management Meeting Geriatric Education Self Development Teaching Drug Rep Meeting Team Building Meeting Paid Time Off TITTEN Total Meet Time for Day mins Save Day s Time Record 14 4 191 gt of 19 Filtered Figure 31 Page 25 of 26 Administrative Time List e Clicking on the Administrative Time List button will bring up the following Admin Time List Parameters screen Fig 32 The Administrative Time List generated is a summary report for all Care Manager database users generated from the Administrative Time Information module Figure 32 Click Run Admin Time List to run the report Fig 33 Care Manager Administrative Time List Var fine Piro 177 2005 to 1 9 20
16. er or MH Instruments etc button at the bottom left of the screen This will pop up an entry screen All records entered of that type for the Patient you are currently viewing will be retrieved Once this screen appears you will see the latest most recent date entry record of that type for the current patient Be sure to click the New button to clear the screen or you will overwrite an existing record If you wish to you can navigate through these records using the navigation arrows next to the Record number on the bottom of the pop up screen if necessary Page 7 of 26 Click the Save button and close the window to return to the main Patient Information screen You will notice that the record you just entered will now automatically appear in the corresponding windowpane on the main Patient Information screen for that Patient if your database has that specific windowpane e Diagnosis Clicking this button will bring up the following Patient Diagnosis screen Fig 4 Enter the Diagnosis information Status has a default value of Active To enter multiple Diagnoses enter them separately even though they may have the same date instead of combining using the Notes field That way if one Diagnosis has a Status of Resolved and another Active they can be tracked separately Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Diagnosis
17. ession i S S m n lt s 8 2 S 3 QJ Lnd sl 8 5 3 a 3 99 pa zi 0 mptom Rating Scales Imp Dev YOQ Youth YOQ Youth Score Textbox Free Tet No Comments relating to Depression PEDIATRIC ASSESSMENT Individual Health Plan Ped Assess Date Date field Date MM DD YYYY Date of Patient s Pediatric Assessment core 20 Pediatric Depression core 20 Developmental Intake Onl YOQ Youth administered No No No No No No No No No No No No No No No No No No No No No No No No No No No No RRS ro lt 3 g S o S OIO olo g IE 3 ka 518 o 9 o 9 D n 3 o U D o Page 6 of 10 Care Manager Tracking Database Data Dictionary Pediatric Consultants Specialty Phone 6 Textbox Free Text No Consultants working with the Patient includes fields Consultant specialty and phone Home Care Nursing Services Ordered Services ordered from Home Care Nursing Agenc Home Care Equipment Home Care Equipment Company Home Care Equipment Company Name Name Trach Tube type size Textbox Free Text No If Patient has trach tube what is the type and or size of the tube Checkbox Is Patient using a cuff Checkbox Is Patient NOT using a cuff Checkbox Is Patient on formula Formula text If Patient is on formula formula name and or notes is Patient using Feeding Pump supplies Page 7 of 10 Data Element Other text Home Care Comments Developmental Rehab C
18. f 6 sections Record Entry and Modification General Reports Mental Health Reports Diabetes Reports Queries and Admin Time Page 4 of 26 Record Entry and Modification Section This section includes buttons to access the main Patient Information screen as well as table information for Care Managers Physicians Diagnoses etc which appear as selections in the drop down fields throughout the database Entering Values on Main Menu for Care Managers Diagnoses Facilities Insurance Providers Medications and Physicians e Click on the Diagnosis Table Entry button or other Table Entry button from the main menu A pop up window Fig 2 will appear with all of the values for that category currently in the database table available in the drop down menus To add a new one scroll down the window to the blank line Type in the new value and close the window It will now automatically save to that table and appear as an alphabetized choice in the drop downs within the database Please note If you are looking to add an entry for another category other than those listed on the Main Menu please contact your database administrator programmer These will need to be entered behind the scenes amp Diagnosis Entry x Diagnosis 4 Scroll to end of list to enter a new item Trach dependent WeShux E Figure 2 Page 5 of 26 Patient Information The Patient Information button brings you to the mai
19. fficulty or degree to which depression Extreme impacts daily activities ex doing work taking care of things at home or getting along with other people Dysthymia Checkbox Yes No No Does Patient have Dysthymia Steadman s defn A chronic mood disorder manifested as depression for most of the day more days than not accompanied by some of the following symptoms poor appetite or overeating insomnia or hypersomnia low energy or fatigue low self esteem poor concentration difficulty making decisions and feelings of hopelessness PHQ Suicide Q9 Drop down 0 1 2 3 Suicide Score based on the personal health questionnaire nine symptom checklist PHQ 9 calculated by totaling the values for each suicide question Suicide State Drop down 1 Thoughts Only 2 The state of risk for Suicide for the Patient Thoughts and Plans 3 Thoughts Plans Actions Suicide Risk Drop down No Risk Low Risk Medium Potential Patient has in taking his her own life Risk High Risk Mood and Anxiety Sleep Score 40 100 Page 5 of 10 Care Manager Tracking Database Data Dictionary Pediatric Data Element Type Control Definition ymptom Rating Scales Sx Anx Textbox Numerie____________ __ No__ Score 30 60 mptom Rating Scales Imp Mood Textbox Numeric No Score 10 20 ymptom Rating Scales Imp Anx Textbox Numeric No Score 10 20 Mood Comments Textbox Free Tet No Comments relating to Patient moo
20. ic Community No Entity Referring Patient Organizations Health Plans Home Health Hospital Medicaid Other Physicians Referred By Name of Person s Referring Patient Referral Phone Numeric 000 000 0000 Phone Number of Person s Referring Patient Referral Date Date field Date MM DD YYYY Date Patient was Referred Assigned to Care Manager Page 1 of 10 Data Element Primary Insurance 2nd Insur Care Mgr PATIENT DIAGNOSIS Diag Date Specialist tatus Notes cheduled Date cheduled Time Encounter Type Care Manager Tracking Database Data Dictionary Pediatric Drop down From Insurance Patient s Primary Insurance carrier Defaults to Table Values Unknown if not entered Care Manager assigned to Patient Drop down From Insurance Patient s Secondary Insurance carrier Table Values Drop down From Care Manager Table Values Date field Date MM DD YYYY Date Diagnosis Management began No No Yes Drop down From Diagnosis Yes Patient s Active Problem from Problem List Table Values From Physician Table Values No Physician managing the Diagnosis No No No Yes otes relating to the Diagnosis F Date field Date MM DD YYYY Yes ate for Patient s scheduled phone call visit Time field Time HH MM AM PM ime for Patient s scheduled phone call visit No Drop down CM Office Visit Class MD Type of Care Manager Patient Encounter Office Visit Home Visit Telephone Contact Group Visit MHI Conference Em
21. ide O Suicide Risk No Risk Diagnosis 2 28 2005 CHF Specialist Benson George Status Active Diagnosis 3 30 2004 Depression Status Active Diagnosis 3 30 2004 Anxiety Status Active Record 14 4 I 11009 gt of 1 Figure 10 3 To copy the text as much as you need to transfer to another program Click inside the box where the summary appears Highlight the text you want to copy Right click and choose Copy from the menu Not highlighting first and just right clicking will highlight everything and save time if that s what you want to do 4 Paste the text into the other electronic charting location Open the program into which you wish to paste your Note Once you choose your Patient in that system go to where you normally enter a Note to type in or copy in information and do a Control V sequence Hold down the Cntrl key in the bottom left of the keyboard and then press the V letter key on the keyboard This is a shortcut to the Paste command Your electronic charting system may not let you Right click and choose Paste as we did with Copy Please Note You may also print from this screen by clicking the printer icon on the top right of the screen Page 15 of 26 General Reports Patient List Clicking on the Patient List button will bring up the following Patient List Parameters screen Fig 11 The Patient List report generated is a list of Patients assigned to the selected Care Manager
22. indows when you need to go to another electronic charting method to enter a Note with results from Encounters Mental Health Instruments Diagnoses etc just entered into the CMT database 1 Choose a date Enter a date in the white text box to the right of the button OR click the asterisk button to the right of the date field to pop up a calendar for reference In case you are looking for Last Friday for example and don t know the date off the top of your head 2 Click the Generate Clinical Note by Date button and a Clinical Note Summary Screen window Fig 10 will pop up which will summarize all events for the day you selected for that patient the record you are currently viewing Any Encounters matching that date Any MH Instruments recorded matching that date and ALL Diagnoses for that Patient regardless of date will appear We included all Diagnoses for an at a glance reference you may not wish to copy and paste an earlier Diagnosis that doesn t relate to the date with which you are concerned Page 14 of 26 amp Clinical Note Summary X gt Summary for revens Daniel ID Number F amp Encounter Scheduled Date 1 26 2005 Actual Date 1 26 2005 Telephone Contact Depression F U Completed Call Attempts 2 Call Length 12 min Notes PHQ 9 1 3 Doing much better Not taking Depakote or Klonopin MH Packet 1 26 2005 PHQ 9 Symptom Count 1 PHQ 9 Severity 3 Funct Diff Somewhat Dysthymia Yes PHQ9 Suic
23. inistrative Time Information asszerint e n a a sdana 24 Administrative Linie 1st iet intet ate t eate editus a l ae 25 Tipsfot Entry Data dte PEIO o oco pU cotidie et oru edes hod eet ata a at Gud tedious 26 Technical Programme r Us Dd i eMe 26 Page 3 of 26 Care Manager Tracking CMT Software Installing the Database To install the database for a single user download and save the CMT mdb file to the desired folder on a local drive computer For multiple users install the database on a network drive Users can be given access rights permissions to that drive map the drive to their computer and create a shortcut on their desktop to access the live database Opening the Database To open the database double click the Shortcut to CMT mdb icon on your desktop The CMT Care Management Menu will appear Fig 1 Ed CMT z n x Eile Edit View Insert Format Records Tools Window Help amp CMT Care Management Menu Care Management Tracking Record Entry and Modification General Reports Queries Patient List View Queries Encounter Tickler Care Manager Table Entry Admin Time Diagnosis Table Entry eai alak Administrative Time Information Facility Table Entry Mental Health Reports Administrative Time List Insurance Provider Table Entry eee Medication Table Entry Physician Table Entry Figure 1 The CMT Care Management Menu The Care Management Tracking Database Main Menu is composed o
24. mation screen to display Completed and the Encounter to drop off the Encounter Tickler to do List amp Patient Encounter x Encounter Information Scheduled Date Scheduled Time Encounter Type X Enc Reason m Actual Date Outcome E Call Attempts to Pts Y Resource Time in minutes Total Call Time For Day in minutes Climic Visit Time in minutes Number of Phone Calls Home Visit Time in minutes Notes New Encounter Save Encounter Delete Encounter Record 14 4 1119 gt of 1 Filtered Figure 5 Page 9 of 26 e Meds Clicking this button will bring up the following Patient Medication screen Fig 6 Enter the Medication information Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Medication Click the Save Med Button to save the record and close the window to return to the main Patient Information screen amp Patient Medication x Patient Medication Medication Start Date NENNEN gt Medication End Date pooo Medication lc PRN Dose Motes i ji Save Med Delete Med Record 14 4 gt b gt of 2 Filter IS 6 MH Instruments Page 10 of 26 Clicking this button will bring up the following Mental Health Instruments screen Fig 7 Enter the Mental Health Instruments information Scores en
25. n data entry screen Fig 3 Here you will locate enter new Patients record new encounters assessments and diagnoses The top portion of the screen displays Patient demographics as well as information regarding the Patient s status with the Care Manager The middle section of the screen consists of several windowpanes which summarize and provide at a glance data entered via the navigation buttons on the bottom left of the screen Also indicated within a thick black box on the right side of the screen is the Patient Search section The bottom of the screen houses the navigation buttons for entering data for the selected patient creating new patients saving and deleting patients and generating clinical note summaries nixi Eile Edit Insert Records Window Help Adobe PDF amp Patient Information Form Patient Information ID Number 7 Last Name TEST First Name rest pog 8 16 1990 Sex M _y Medicaid Parents Mom Ginger Parents Dad Steve Other Guardian Email steve stevensQip com Patient Phone soo 800 8000 Cell Phone Work Phone Status active x Patient Search ID Number PCP fallen Mitch PCP Phone 800 888 8888 Facility asc Clinic FPP 2 Confused Chaotic ica EOS mz Referred From Hospital y Referred By Referral Phone Referral Date 3 30 2004 First Name mal Care Mgr z Primary Insurance Maihandlers E 2nd Insur E Care Mgr ohn T Search for Pa
26. number of New Patients referred to the Care Manager with a Date of Referral within the entered date range CMT Eile Edit View Insert Format Records Tools Window Help i CM Total New Patients Referred Select Query Care Manager Care Manager Last Name Care Manager First Name Total New Patients Referred hp Thomsen A 2 2 Thomsen Ann 2 Record 14 1 gt PL of 1 Figure 28 Page 23 of 26 CM Total New Patients Referred by MD Clicking on the CM Total New Patients Referred by MD button will bring up the following query screen Fig 29 This query displays the number of New Patients referred to the Care Manager with a Date of Referral within the entered date range sorted by Patient s Primary Care Physician fa CMT Eile Edit View Insert Format Records Tools Window Help 2 CM Total New Patients Referred by MD Select Query _ Care Manager First Name Care Manager Last Name Total New Patients Referred PCP Thornsen 1 Durham Terry Thomsen 1 Carmen Julie Record 1 gt DLP of 2 Figure 29 CM Resource Time Clicking on the CM Resource Time button will bring up the following query screen Fig 30 This query displays the Total Care Manager Patient Encounter Resource Time within the entered date range and the Average Resource Time for those Encounters E CMI loj x EA Edt Viow keart Format Bwcorde Toob Wxkw Heb M Resource Time Select Query 1 Johnson 2 Thoms
27. ogram DDMR Checkbox Has Patient Family applied for Waiver Program Checkbox Yes No No Has Patient Family been accepted for Waiver Program Page 8 of 10 Care Manager Tracking Database Data Dictionary Pediatric Waiver Program Denied Checkbox Yes No No Has Patient Family been denied Waiver Program Workforce Service Food Stamps Checkbox Workforce Service Food Stamps Workforce Service Child Care Checkbox Workforce Service Child Care Service Service Service WIC Applied Checkbox Has Patient Family applied for WIC WIC Accepted Checkbox Has Patient Family been accepted for WIC WIC Denied Checkbox Has Patient Family been denied WIC Assistance Assistance Assistance Medicaid Caseworker Medicaid Caseworker assigned to Patient Medicaid Caseworker Phone Numeric 000 000 0000 Patient s Medicaid Caseworker Phone Medicaid Applied Checkbox Has Patient Family applied for Medicaid Medicaid Accepted Checkbox Has Patient Family been accepted for Medicaid Mental Health Numeric 000 000 0000 Other UNCTION Assessment Date Date Field Date MM DD YYYY Date of Function Assessment Page 9 of 10 Care Manager Tracking Database Data Dictionary Pediatric Data Element TiveeIControl Values Required Definition Activities of Daily Living Question 1 Checkbox Yes No No ADL Question Is Patient able to Get out of bed help Shower without help without help without help meal without help Textbox Numerie
28. ompany Name Company Phone PT PT text peech Community Resources Speech text OT OT text Vision Vision text Developmental Rehab Comments chool School Phone DSPD Case Worker DSPD Case Worker Phone DSPD Applied DSPD Accepted DSPD Denied SSI Applied SSI Accepted SI Denied Waiver Program Technology Dependent Children Waiver Program TBI Waiver Program DDMR Waiver Program Applied Waiver Program Accepted Care Manager Tracking Database Data Dictionary Pediatric Other Home Care Equipment items notes Comments relating to Home Care Developmental Rehab Company Name Numeric 000 000 0000 Developmental Rehab Company Phone Patient in Physical Therapy Comments relating to Physical Therapy Patient in Speech Therapy Comments relating to Speech Therap Patient in Occupational Therapy Comments relating to Occupational Therap Patient in Vision Therapy Comments relating to Vision Therap Comments relating to Developmental Rehab ree Text Yes No ree Text Free Text Patient s School Patient s School Phone Patient s DSPD Case Worker Patient s DSPD Case Worker Phone Has Patient Family Applied for DSPD Has Patient Family been accepted for DSPD Has Patient Family been denied DSPD Has Patient Family Applied for SSI Has Patient Family been accepted for SSI Has Patient Family been denied SSI Checkbox Yes No No Waiver Program Technology Dependent Children Checkbox Waiver Program TBI Checkbox Waiver Pr
29. ratory work minutes for the Encounter Face to face Home Visit Time Textbox Numeric No Time spent on Patient Visit in Home in minutes Face to face Page 3 of 10 Care Manager Tracking Database Data Dictionary Pediatric Textbox Free Text No Notes relating to the Care Manager Patient Encounter Date Field Date MM DD YYYY Date Field Date MM DD YYYY Drop down Medications from Table Values i i Checkbox Medication PRN Yes No No No No No No No No No No No No No g S et 5 m 3 D 5 et U gt E m z par m 2 O gt a O z Date Medication Started Date Medication Ended Medication Name A ol lz O O O 2 ajaja OOO uoo ojojo e mo Y mid ajg ol U zm O10 Medication Dose Notes relating to the Patient Medication Notes Date Date field Date MM DD YYYY I m Z gt rm I m gt m z o A c m z o Date MH Instruments administered recorded CM Relational Isolation Assess Patient isolated from available support Patient unwilling to use available support Patient exhausted available support Patient has available support actively using Yes Check Support AAA AAA AA solated from available support Checkbox YesNo 1 1 1 1 Mo Checkbox YVesiNo Mo xhausted available support Checbox YesNo 1 Mo ing Checkbox YesNo No I Imicio D 5 o fo vige D olo
30. rt Format Records Tools Window Help CMT Care Management Menu Care Management Tracking Record Entry and Modification General Reports Queries Patient Information Patient List View Queries Blood Glucose Meter Table Entry Admin Time AA _ GENTES Iin xl WEE Tickler List Parameters agnosis le Entr E Start Date 4 1 2005 Facility Table Entry End Date 4 30 2005 Care Manager ohni T Insurance Provider Table Entry Run Encounter Tickler Medication Table Entry Physician Table Entry Patient Goal Progress Report Patient Education Progress Report Figure 13 Click Run Encounter Tickler to run the report Fig 14 CM la Say Edit yew Too Window Bias Care Manager Encounter Tickler List Care Manager John Johnson Sehat Di wel fime Encarte Type firman io Member Firet Neen e Led hnne free Hunter PCr Comments AnACUUS Heontnoowter Statue Ced 14 Aie wae POU 446 4448 Aen Mit des on tu Appt we Jo Amaro MD Otten Viet 13 Haai a RO 644 4444 Casters Terry SOO Tebom Cort Statue Cnet Owe Seen 5001 800 8000 Alen Mte Figure 14 Page 17 of 26 Encounter Summary e Clicking on the Encounter Summary button will bring up the following Encounter Summary List Parameters screen Fig 15 The Encounter Summary report generated is a summary of Encounters by date range for Patients assigned to the selected Care Manager Diabetes Educator This report can be sorted by
31. ssment Difficulty Severity 0 10 Only if ADHD Parent Vanderbilt B B B 3 B B 5 E D 44 A 1 9 10 18 19 26 27 40 41 47 49 55 Teacher Vanderbilt Only if ADHD LEM M M NN Vanderbilt Comments o Symptom Rating Scales 5x 140 A0 YOQ Youth 7 Imp 220 220 Score Dew Dep Developmental Pediatric Intake Only Depression Develop Comments Depress Comments Save Instrument Data Record 14 4 I Edi bl rl of 7 Filtered Figure 7 Delete Instrument Data xi Page 11 of 26 Pediatric Assess Clicking this button will bring up the following Individual Health Plan Pediatric Assessment screen Fig 8 Enter the Pediatric Assessment information Please note that you may also print a copy of this screen form by clicking the Print Ped Assessment button on the bottom left of the screen Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Ped Assess Date Click the Save Ped Assessment Button to save the record and close the window to return to the main Patient Information screen ini x Eile Edit View Insert Format Records Tools Window Help amp Pediatric Assessment SE EE Contact Phone Home Care Equipment Company Name Phone 02 stationary portable 02 oximeter SAT J Apnea monitor Suction machine supplies Trachtube type size Cuff
32. t out of bed or chair Y Y N 2 Walk VY M 3 Take a bath or shower P Y N 4 Get Dressed IVY MN 5 Go to the toilet VYP NW 6 Feed self a meal I EM NI ADL 4 Able to do without help 1 Shop MYP N 2 Use a telephone go sg 3 Cook MYP MN 4 Travel outside the home P Yp N 5 Bills Checkbook Finances 7 Y N 6 Housekeeping I EN BI 7 Take medications MYP N IADL 3 Total ADL or IADL score is the number of Functions the individual is able to do independently 6 full Function 4 moderate impairment 2 severe impairment Mini Mental Status Exam Score MMSE MMSE 15 Pain Score 0 10 Pain Score 8 Notes New Function Save Function Print Function Assess Assess Assess Record 14 4 it gt gt of 1 Filtered Figure 9 Delete Function Assess Page 13 of 26 e MODIFYING PATIENT INFO Search for the Patient first to see if he she exists in the database See above instructions o To change demographic and status information on the main Patient Information form modify fields and click the Save Patient button o On Diagnoses Encounters Mental Health Instruments etc click the Edit button on the corresponding windowpane to get a pop up directly to that specific record and click the Save button before closing the pop up window e GENERATE CLINICAL NOTE BUTTON This tool will save you from copying and pasting back and forth between w
33. tered on this screen originate from corresponding instruments such as the PHQ 9 Patient Health Questionnaire which are available for download with the CMT database Data entered on this screen will display on the Care Conference List Report from the Main Menu Mental Health version of the CMT database only Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Date Click the Save Instrument Data Button to save the record and close the window to return to the main Patient Information screen Mental Health Instruments Check Support Isolated from available support Unwilling to use available support Exhausted available support Has available support actively using Date Check Adherence Global Severity j Following Recommendations 1 7 4 Care Conf Taking Medication Referred To MH Off Site Seeing Therapist Self Management Identified Goal General Comments Plan PHQ 9 Depression Mood and Anxiety Sleep Pediatric Only Symptom Count m Severity Score Functional Difficulty S Dysthymia PHQ Suicide Q9 x Suicide Risk S Clinician Aware Follow Up Required 7 Suicide Comments Suicide State y Mood Screen mans vn 1 2 3 Symptom Rating Scales 5x 40 100 30 60 Imp 10 20 103 20 Mood Anx Mood Comments Anxiety Comments Sleep Asse
34. tients Diag Date Diagnosis Status Sched Date Sched Time Encounter Type Status Show all Patients edit 2 28 2005 cur active Ede 4 30 2005 felephone Contact Pending Edit 3 30 2004 anxiety active Eat 1 30 2005 Homevst Resolved Med Start Med End Medication Edit 3 30 2004 Depression active Edt 1 26 2005 frelephone Contact Resolved eat 3 31 2005 pot Edit to 1e 200 Telephone Contact Resolved Edt fioriafznor TY fresolved m edit 9 1 2004 Telephone Contact Resolved En gt pp AA AAA d Pediatric New Save Delete i rea Diagnosis Encounter Meds arene Assess Function Patient Patient Patient srg Record 14 4 i gt I r of 1 Figure 3 Page 6 of 26 ADDING A NEW PATIENT Search for the Patient to see if he she exists in the database Go to the Patient Search section on the right side of the Patient Information screen Enter in an ID Number Last Name First Name or Care Manager Diabetes Educator from the drop down lists to search Typing the first letter of a name will bring you to the right place in the list quickly Click the Search for Patients button You may search using a combination of fields such as a first and last name to further narrow the search Please note that once you have searched you will be seeing a subset of the records in the database For example yo
35. to True 7 Close out of the database all the way 8 Open it again 2 more times The 3rd time you should see the database window After you make your changes Please go to Tools on the main Access toolbar Choose Database Utilities and Compact and Repair Database It may take a few moments but then your windows will pop back up Repeat the earlier steps to get to the code window or in Design view of the Main Menu choose View and Code from the main Access toolbar In the SetStartUp Properties change all of the True s back to False Close out of the database and go back in 2 more times 3rd time s a charm to make sure the database window is no longer visible Care Manager Tracking Database Data Dictionary Pediatric Data Element Type Control Definition PATIENT INFORMATION ID Number Textbox Numeric Yes Unique Number specific to a Patient in your organization Patient s Last Name M Male F Female Numeric 000 000 0000 Numeric 000 000 0000 pO Closed E Deceased Moved etc From Physician Table Values Patient s Primary Care Physician PCP Phone Numeric 000 000 0000 Patient s Primary Care Physician Phone Number Care Manager s Facilit Patient s Family Pattern Profile An assessment From Facility Table Values of the relationship pattern style that is most like FPP Drop down 1 Disconnected Avoidance 2 Confused Chaotic 3 Secured Balanced the family of the patient Referred From Drop down Clin
36. u may search on Brown as a last name There may be several Browns in the database Check the record indicator number at the bottom left of the main Patient Information form to see which record you are on and how many records you are viewing You may see Record 1 of 4 if 4 Browns have been found If the current record displayed isn t the record you are looking for you can use the VCR like 4 back and forward buttons to move to the previous and next records respectively until you find the record you are looking for Please note To get back to viewing ALL Patients click on the Show All Patients button in the Patient Search area You are now viewing ALL records in the database instead of just the subset of Browns If nothing comes up the Patient has not yet been entered into the database so click the New Patient button on the bottom of the screen to clear the screen fields and enter the Patient information Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Full Name Last and First Names o ID Number Number unique to a Patient in your organization o Care Manager Diabetes Educator o Date of Referral Click the Save Patient button on the bottom of the screen You must save the record before any other data can be entered on pop up screens ADDING DIAGNOSES ENCOUNTERS MH INSTRUMENTS ASSESSMENTS ETC Click the Diagnosis Encount

User Guide - Care Management Plus

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