Home

Generations® Home Care System Help and Support

1. M 12 CEIENTAANDEC ASBEOTIVER DIS TS eiectus istum et REN 12 FIRST OBJECTIVES ieaiesskt es eseseszaseZki uev eva ea eau a ada RUE va rae s uo 002 OyUPE TF aUe eas esae Roda Er UE CE oH su S asd Os NEUE raga sd a dan E EUCH E DN o UN OR PEE 13 COMPAR die eateries sec acetates RRRRETRRE P 13 Company Information Tab 13 COAG OOS Tab apicis ni aE EE E E TEED EEEN EE ASEAINENA EROE NENEA EAS EA E ENEE 14 B MOVIE E 14 8 I e dope RICE RSEN TSERTS 17 OI DD T c 19 DTPA CIN T AO T nema eee 22 SCHED UEING BAC UO RETRO 24 MAINTAINING TIMESHEET WEEKS 5 ieivossotes tus cusa Dux doc Dutaacsbubosed buo sexE UM duce ben erener ere sus bIM FM T S resene D ULL MM UE MM DPEUE CLER 27 VEST ES WS MERC cece scr tits I 27 NAVIGATING THE SYSTEM oiieieccnsidevuceodesws202dEN puso uv 5023320 RiEIENE 0400 1095 200022591000 19 0922392939220 0009 9040 EE Ea 34 MAN SCREEN PR TRRRRMPTRH L E u 8 T m 34 NE Im ORPHEUS 34 dA CREDI PERRENORRCRRPHECPHPI 36 CADECBNTED ae See ee E PLI PCS PII O DS A IE ORCI D ae eee re 38 SE Se ROM e a
2. Begin Processing Date 122 2008 i Date to begin importing call data Rounding interval 15 Determines how calls are rounded to update your schedules 1 30 Call in window 15 Mex deviation the login call can be from original schedule for auto match Call out window Do not update confirmed schedules 30 Max deviation the logout call can be from onginal schedule for auto match Round to Scheduled Time 0 Mex deviation allowed to round calls to original scheduled time d eae ae ITI ee eee MORAN Log File Logfile size KB 1000 Enable Missed Visit Alert Alert after Minutes Play Sound b A Config Mail Alert Interface Directories Log File Directory Cy 1 Database Connection e Server database User ID password IP Address and Port will default based on your settings in Generations e Most users will not have any values in IP Address or Port 2 Company Credentials e Customer ID and Customer Password Enter your company ID amp password provided by IDBS These are unique for each company and will validate your interface account Page 89 of 95 I GENER NIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual 3 Call Processing e Begin Processing Date Used the first time that you enable the interface Any call records received prior to this date will be ignored If you leave this field blank all records will be processed e Rounding Interval Round call
3. Open Windows gt x Timesheet Weeks Timesheets Sort Timesheets ist R Main Start Date End Date Allocated Stat Caregivers Y Chents v Recd v Caregwers Chants Calendar 04 27 2008 05 03 2008 x Ballard Paula Abbot Bud Delete Scheduling Grid 05 04 2008 05 10 2008 X Ingraham Thomas Korman Harvey n Help 05 11 2008 05 17 2008 X Krenning Missy Bond Jerry R Create Timesheets cores Timesheet Mass Update m Add Edit Tenesheets Moss Updote v Nest Previous Setectas Update Cone hourty 10 00 hourly 4 JI hourly 10 00 hourly 4 P hourty 10 00 hourly 4 JP hourly 10 00 hourly 4 P hourly 10 00 hourly 4 JI 70 00 Z Rec d Tenecards Report Close Form Page 79 of 95 Generations Home Care System Users Manual I GENERATIONS HOMECARE SYSTEM Wess care through time Reports There are many reports available in Generations and more being added all the time The entire list of reports can be seen by selecting Reports from the top of any Generations screen You may choose to see the entire list of report selections All or just those that are in the specific area you wish to have a report on ie Timesheet Payroll Caregivers Billing Clients Mailing Labels Badges Schedules or Telephony Reports can be emailed printed or exported to Word Excel an RTF or PDF file format Generations Home e Car e System Repo r Writer 2 Fie Edi Clients amghess interfaces Scheduling
4. e Manually type in the name of the server in the server list The name of the server should be the computer name followed by a backslash and SQLEXPRESSIDBS for example Workstation Ti GQLEXPRESSIDBS e Click the Get Databases button or Create New Database if applicable Page 7 of 95 I GENER NIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Configuring Firewalls Configuring Generations Homecare System to run with Windows XP and Vista Firewall Microsoft Windows XP Service Pack 2 and Windows Vista include many additional security features The XP and Vista Firewalls are now enabled by default and disable almost all inbound external connectivity to the computer Computers that are trying to connect to SQL Server will not be able to connect until SQL Server is set as an exception in Windows Firewall Additionally all computers must have file and print sharing enabled Follow the instructions below on the computer running the SQL Server database Configuring SQL Server Express for your firewall involves setting 2 programs as exceptions 1 sqlservr exe found in installation folder under MSSQL 1 MSSQL Binn sqlservr exe 2 sqlbrowser exe typically found in c program files Microsoft SQL Server 90 Shared sqibrowser exe SQLEXPRESS SQL 2005 only Step by Step Instructions inixj Fie Edt View Favorites Took Help a e Open the Windows Firewall control panel ER
5. 24c EMG Emergency Indicator 24d Procedures Services Supplies E CPT HCPS Enter in the Alternate Description field of the service code Service Code Master List Modifier MOD1 Service Code Service Code Master List 24e Diagnosis Pointer Enter at client CMS 1500 Service Code References 241 Charges 24g Days or Units 1500 Billing Defaults Company Settings line 24g Family Plan 24j Caregiver NPI Contact your billing company for appropriate entry here Federal Tax ID Company Settings Tax ID will not show on the client CMS 1500 but will print on the form 6 Patient Account 7 Accept Assignment 1500 Billing Defaults line 27 YES must be checked 8 Total Charge Total of current page Amount Paid BLANK Balance Due Total of current page Signature of Physician Date Enter at client CMS 1500 Service Facility Enter at client CMS 1500 if 24b 12 use patient name amp address Billing Physician Supplier Company Company Settings Company Name See Name note below Company NPI 1500 Billing Defaults NPI WO 1 N UJ 3a 33b Other ID 1500 Billing Defaults Group This must exactly match your name on file with the NPPES National Plan amp Provider Enumerations System Ul Page 65 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Michigan Medicaid Waiver nerations Home Care System Michigan Medicaid Waiver Inter
6. 05 00 PM f 02 00 PM 04 00 Personal Care 18 Basic Care Ph oe EN Monday August 27 2007 Clients AA L L AL L L B L L n Adams Dorothy n Adams Joe n Adams John hickassey Deborah Bouck Caral A Adams Mary 12 00 AM 12 00 AM 08 00 AM 04 00 PM Live In 250 Check In Davis Ashley n Alexander John 08 30 AM 12 30 PM HHA 25 Allen Stacey l Ellen Anthanie Robert Jane 0500 Anthony Mark n Anthony Robert Arey Able If the Scheduling Board is left open and changes are made elsewhere click on Refresh to see those changes get populated to the Board Clicking on Details allows you to toggle between a detailed view showing the client caregiver service times of the shift OR simply the caregiver client assignment You can navigate directly to the client or caregiver personal data screen by double clicking on their name At the far right end of the menu bar you will see a dark colored arrow following the Print menu item Clicking on that arrow will give you additional navigation options to the Call Center Scheduling Calendar or Scheduling Grid Page 43 of 95 I GENERATIONS HOMECARE SYSTEM Ws care through time Scheduling Grid Generationse Home Care System Users Manual This is a view of your schedules in grid format You can color code the grid to help you easily distinguish between the three t
7. Fill un ue out the fields on the form as required by your payer AERE A complete line by line description is located at au ee the end of this topic ME 4 Create timesheets as you normally would 5 Run a Billing Report by Client and use the CMS 1500 parameters Preview by putting a checkmark in the CMS 1500 box If using Gateway EDI a checkmark in the Print Image box prompts to save the file in a TXT format that can be passed along to them If you wish to have Generations mark the Timesheets as BILLED when you process the CMS 1500 s place a checkmark in the appropriate box NOTES e Diagnosis must be entered on the client 1500 Billing form and are associated with services your caregivers have provided for the client ie the service codes you ve scheduled with To associate a diagnosis to one or more services click on the Service Code Ref button and the Diagnosis Code to Service Reference form will open Here you can associate which Service Codes apply to the diagnosis for your client If more than one diagnosis is associated with a service use the Assign Multiple Diag button located at the bottom left of the form e When you are ready to print your forms for submission you must check the pre printed form option and use pre printed billing forms Pre printed CMS1500 billing forms use a special red ink that allows the forms to be scanned Page 62 of 95 I GENER NIONS Generationse Home Ca
8. display the date time the call was resolved or closed There is no limit to the length of text that can be entered in the description area You can assign the call to a specific user for follow up and assign a due date Items due are noted on the Main Screen with other Reminders Attach the note directly to the client or caregiver by clicking on the pushpin icon at the left of the call entry A Call Center report is available at the reports menu allowing you to specify the call type date range and call status To view a lengthy note in its entirety hover over it with your mouse and the full note text will be viewable The background and foreground color of closed notes can be defined at the top of the screen NOTE With security enabled you can make the notes entered into the Call Center read only by checking the Do not allow notes to be edited or deleted box located in the Company Settings gt Security tab When you make the note read only the only change that can be made is to mark the note as Closed NOTE With security enabled you must grant the user access to the Scheduling Group in order for them to access the Call Center NOTE When you put a checkmark in the closed box for a previously un closed call center item you will be prompted if you wish to attach the note to the caller Shift Search Use Shift Search to find a caregiver to fill a shift or a range of shifts matching client needs with caregiver skills The Shif
9. the timesheet for that invoice is marked as billed e Rollup QB Jobs to Single Invoice Use this option if you have clients in Quickbooks as jobs This creates a single invoice ie rolls up all jobs for those clients e Invoice Message Select an existing message from the drop down list or type in a new message e Add invoice details to memo field Check this box if you will be creating statements in Quickbooks and wish to have the shift details appear on the statement e Estimates Check this box if you wish to create Estimates in Quickbooks instead of Invoices Timesheets will still be marked as billed Page 55 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Auditing the Transfer of Invoices Timesheets and Bills When transferring invoices timesheets or bills to QuickBooks Generations runs audits against your QuickBooks company file to ensure that all clients caregivers service items and payroll rates are linked in QuickBooks and that the rates match If a discrepancy exists you will be alerted as to what action to take Common Audit Messages e Client is not linked with QuickBooks Use the Export Link to QuickBooks function to add and or link this client with QuickBooks e Client link is invalid Verify you have the correct QuickBooks company open If so use the Export Link to QuickBooks function to first remove the invalid link
10. 2008 Login cda ee a EE ee ee S all umm Ms apod am amm Filter Play Sound Aot 0 YS Confirmed Wrongln Masse sok a tate Me ty oe Oe mo Page 92 of 95 I GENER MIONS Generations Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Some notable fields Schedule Start Schedule End These are the start and end times of the actual shifts as scheduled in Generations Login Logout The calls from telephony are matched to your schedules and displayed next to them in the Login and Logout columns Confirmed Your schedule becomes confirmed and gets updated when both the login and logout match to your schedule and are within the call in and call out windows Wrong In Wrong Out This tells you the call in or call out was made from a phone number other than the clients as entered on the client Personal Data screen You can examine the actual caller ID number and name on the Call Data screen If shifts are not automatically confirmed you will need to manually confirm them Double click on any schedule at the Telephony Schedules screen to manually confirm the shift You will see a screen like this El Generation lelephony Interface Schedules of Anthony Robert on 7422 2007 System Configur Cal Data Manual Export Disable Processing View Log View Alert Log Send to Systray lt 3 Help Schedule Details for Schedule ID 72308 Last Updated 7 22 2007 217 35 PM Phone 989 555 1440 989
11. 555 1440 Matching Calls Dy Service Date ScheduledStet ScheduedEnd Corfamed Callin Cal Out Bom ae Robert Basic Care 11 7 22 2007 230FM 3 00 PM 2 30 PM 3 30 PM To manually assign call to schedule select the call and click Match to Schedule 3 CalfTime C RoundedT ime Purpose Called D CalleiD Name S cheduleM alch Sree Pal MAS loc PISARAT AAF NA 7 22 2007 330PM lagouk 3835464146 HmporTime 7 22 2007 3 26 PM 7 23 2007 2 14 AM Logout falls outside the call out window Confimed Stat Confirmed End 2 30 PM 330 PM Confim Schedule 1 Schedule Details Shows you the details of the schedule including when it was last updated 2 Matching Calls Summary Calls that match the schedule are shown here 3 Matching Call Details Details of the matching call including the original call time M SAL m z a an AM san A WAA a ae e M f m 4 am x dh usd ats n atm ma pul sas a aet P n s 49 SV We WM KT TS rounded time whether it was a login or logout caller ID information and the time it was imported 4 Reason for not confirming Lists the reasons the schedule was not automatically confirmed In this case the reason is the Logout falls outside the call out window Other reasons could include missing login logout or login falling outside the call in window 5 Confirm Schedule Manually confirms and updates the schedule with the value shown Page 93 of 95
12. 9 00 am NOTE Live in or flat rate schedules are always applied to the first day and will not be split Additional Timesheet Options e Pay Overtime after 40 hour work week Generations calculates the overtime rate as 1 1 2 times the rate earned after 40 hours was exceeded The exception to this rule is when you don t pay overtime at a fixed modifier time and a half double time etc or when you pay overtime using different rules like over 8 hours a day as opposed to over 40 hours per week If you do either then you will need to create overtime Payroll Items and then using those payroll items when you are entering your schedules e Enable Overtime alert System will alert you when scheduling if you get into an overtime situation e Create timesheets using confirmed schedules only Recommended setting is checked e Create timesheets for available shifts Check if you do Advance Billing before the service is performed Country oelect your country QuickBooks versions If you are using the Canadian version of Quickbooks indicate that here Page 15 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Accounting Options These are used when generating Generations Invoices amp Estimates If you are NOT generating invoices and estimates directly out of Generations you do not need to populate this area Attachments Options By default all attachments to clie
13. Adv Billing Checkpoint dates times Mark your verified schedules as Reconcile Advanced Billing Confirmed E 4 Create Timesheets for both the period that you have advance billed and the NEXT billing ceca cann a l aem P B ee period You will be prompted to uncheck the Do not update or delete timesheets that have been marked as billed or paid if you have selected the advance billed timesheet week Click CANCEL and remove the checkmark from the Do not update or delete timesheets box then click on Create Timesheets again Generations Home Care System 1 IF you ve set an advance biling checkpoint you l want to uncheck the Do not update or delete timesheets that have been marked as biled oe paid box Click Cancel to stop this process so you can uncheck the box or Ok bo continue 5 Atthis time the changes deletions additions to the advance billed schedules have been brought over to timesheets You will note that those records are no longer marked as Billed or Paid You will need to Mass Update the advance billed timesheets to re mark them as Paid 6 Run the Reconciliation Report by clicking on the Reconcile Advance Billing on the Create Timesheets screen The Reconciliation Report compares the current timesheets with the Advance Billing Checkpoint 7 Transfer invoices to Quickbooks for both the previously advance billed time period and the new advance billed time period This will mark all timesheets for both
14. Alicia 3a 11a Adams Alicia 3a 11a RR Piers 3a 11a Delilah Darby 4p Tip Hepburn Kathy 4p 11p Detlah Darby 4p 11p Kathy 4p 11p Dellah Darby 4p 11p hourly hourly haurly hourly 8 E 10 11 12 13 Adare Alicia 3a 11a dams Alicia 3a 11a dame Alicia 3a 11a Adare Alicia 3a 11a Cg Pcia dalla Hepburn Kathy 4p Tip Dellah Darby 4p T1p Hepburn Kathy 4p 11p Delilah Darby 4p Tlp hourly hourly hourly hourly 14 15 16 17 18 19 20 Adams Alicea 3a 11a Adams Alicea 3a 11a Adame Alicia 30 118 Adame Alcs 3a 11a Adams Alicea 3a 11a Adams Alicea 3a 11a Adams Alicea 3a 11a pe Dinh D 4p 11 Hd um K hy 4p 11 Dellah Darby 4 11 Hh um K hy 4p 11 Delish Darby 24 11 mo allah Danby 4p Tlp E Kathy 4pe1 1p e 4p Tlp Bg Kathy Ap llp 4Ap Tlp hourly hourly hourly hourly houily 21 22 23 24 25 26 27 iens Shift 3a11a Ls Shift 3a 11a icons Shift 3a 114 disci Shift 3a 114 pe Shift 3a 11a Mens Shift 3a11a ENDE Shift 3a 11a Delilah Darby 4p Tip Hepbum Katy 4p llp Delilah Darby 4p 11p Hepbum Kalhy 4p llp Delilah Darby 4p T1p i hourly hourly hourly hourly hourly Adame Alicsa 32 1 1a Adame Alicsa X3a 11a Adame Alicsa Sal 1a Adame Alca Ja 11a CHP CHP CHF CHP Dellan Darky Ap Tlp Hepbunn Kathy 4p 11p Della Darby 4Ap 1lp hourly hourly hourly Emery George 925 681 0003 3138 Oakland Clare MT 48617 This is a monthly view of your schedules from a client or care
15. Exclusions entered here are automatically synchronized with the exclusions tab on the client intake form and vice versa In Services Enter any in services or training for your caregiver has the date the training occurred and the hours or units earned Notes Use the notes tab to document the date time and communication with your caregiver Notes taken and entered at the Call Center and then attached to the caregiver record are found here Payroll Items This is where you assign pay rates to your caregivers You can have as many different rates as you need To add a new payroll item to the master list click on the Show Master button Reminders Use the reminders tab to track important date driven information that you need to follow up on The reminders due now and due in 30 days appear at the bottom of the main screen Skills This is for a brief description of the skills a caregiver has Skills from the Master List can be assigned to individual caregivers or assigned to several at one time by using Mass Update Supervised Visits If you need to perform supervised visits on your caregivers enter the visit date next visit date and any notes here Unavailable This screen is used to record pre scheduled re occurring days and times your caregiver is not available to work We strongly recommend you only put in times your caregivers absolutely cannot work The reason for this is if you need to fill a last minute call in you want the
16. Region 8 Master Code List If a Service Code is not cross referenced to a Region 8 code then that Service Code will not be used for billing Recommendations Assign a specific client type to each client participating in the Medicaid Waiver program If you have clients located in each region we recommend you assign a different type for those clients as well Doing this will enable you to filter the report list down to your Medicaid Waiver clients Page 66 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Generations Invoices amp Estimates To create invoices or estimates from within the Generations program In Company Settings go to the Other Options tab There you will see the Accounting Options section at the bottom left of the screen This is where you indicate what the next invoice number should be when you run Generations invoices Each time you run Generations Invoices these numbers will automatically change to indicate the next number in succession Company Information Calendar Options Other Options QuickBooks Security Telephony How do you want to identify your caregivers By default new caregivers are Social Security Number Required if using Quickbooks 9 Employees Caregiver Number Vendors use if your Caregivers are sub contractors Length 3 Create timesheets options Additional timesheet options Apply all hours to the starting date of the shif
17. Shift Search to return any possible matches so you can staff the case Page 37 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Miscellaneous Use this area to free write any additional caregiver information There is an Add Timestamp button you can use to enter the date and time however time sensitive notes should be entered on the Notes screen for reporting purposes Visit History The visit history tab is read only and is automatically populated based on your schedules and timesheets There are two options for display 1 Visit History summarizes all the clients your caregiver has worked for on or before today and shows total number of visits and 2 Timesheet History this can be useful if you need to verify shifts worked as this data pulls directly from the timesheets Scheduling See Scheduling below Call Center Think of the Call Center as a sophisticated note taking area It easily keeps track of notes that result from a phone conversation with either clients or caregivers In fact the Call Center contains the same note types that you have established for the clients caregivers or referral sources When you choose the name of the client caregiver or referral source Generations automatically enters the date and time the call was entered and the user who entered the call provided security is enabled When the call center item is resolved it will
18. Tinesheets Telephony Reports Winders Hep Report Writer I oer too saec Pees Tinte 2 joTo e If In the event you wish to create a men report that is not currently available in the list of formatted reports you may be able to create a custom report using Report Writer which is an option available at the Reports drop down list Once in Report Choose report source Call Center Caregiver Caregiver Absences Caregiver Exclusions Caregiver Inservices Caregiver Pay Rates Caregiver Reminders Caregiver Skills Caregiver Supervisory Visits Client Client Contacts Client Exclusions Client Interruptions of Service Client Needs Client Notes Client Reminders Creme Temeshects Report Writer Writer choose the area you wish to create a report from The drop down list shows you the valid choices Once you ve selected the report source click on Display Report Use Select Fields in the same way you use the Column Chooser at the a Gemera ionat Herme Care Lisi System Report Writer File Edt Clients Caregeers oO pen Windows 5 Choose report source Caregrver Absences Interfaces Scheduling Timesheet Telephony Repons Windows Help i Display Report Select Fields E gy ilu client and caregiver lists and select m Caregiver Absence Start E Absence End 2 Absence Comments Unscheduled I Create Timesheets E 1 1 E E the fields you wish to have appear A Green S
19. a billing and shipping address assigned to your client in QuickBooks and the addresses are different then Generations will import the shipping street address city and state as the client s home address and the billing address as the Payor billing address in Generations If there is only a billing address then the billing address is assigned to the client s home address in Generations and no additional payor for the client is set up Note If you are importing data elements from Quickbooks the following items must be in place in Quickbooks 1 Employees must have a social security number 2 Vendors must have a tax ID number Generations imports this number into the social security number field and 3 Both Employees and Vendors must have a first and last name Note Service Codes with a type of Other Charge are linked to QuickBooks items classified as Other Expenses Page 53 of 95 I GENERATIONS HOMECARE SYSTEM Wes care through time Caregivers as Sub Contractors Vendors When your caregivers are considered sub contractors you can choose to have Generations caregivers interface with QuickBooks vendors and create bills or timesheets in QuickBooks based on your timesheet data in Generations You can set it up so that all caregivers default as vendors in Company Settings or select the Independent Contractor box on the Caregiver Personal Data screen Note Overtime is not calculated for independent contr
20. all functions can be accessed from the Main Screen The Company Seitings Mass Update and Help icons are at the top right hand side The windows that are most frequently accessed are listed on this screen in an easy to read format Click on an e Company Settings Mass Update Clients Caregivers Classifications Payroll Items QuirkRanks ps MapPoint Scheduling HS Reminders Client Due Now 2 Caregiver Due Now fawra Ennn icon once and it will Client Due in 30 days 4 Caregiver Due in 30 days open Another way to access other areas of the Status Connected to database julienewg8 on server SYSTEMAXFRONT EQI Security is disabled Minutes Connected O Idle 0 Last Backup 5 14 2008 2 2 system IS to click on the A start 3 QB we LivePerson ey Yahoo Mes Inbox Mir E Untitled N i eitbocumen amp acri by Sa amp Microsoft Ex corresponding menu on the Menu Bar at the top of the screen This will allow you to access all items of a particular area The drop down list for Clients is shown below pem ons Home Care System Main A Generatio 9 55 AM ENEAN hasten Muy Rev Wade Ho Open Windows Generations Home Care System E 4 0 ompany Settings Mass Update Client List Agencies Case Managers Client Note Type Chent Type Custom Fields Discipline Located on the left hand side of the main screen Open Windows me a
21. and then re link the client to QuickBooks e QB rate is not equal to Generations rate This can be for a caregiver pay rate or for a service Use the information provided to change the rate in Generations or QB to the correct rate e Caregiver is not linked with QuickBooks Use the Export Link to QuickBooks function to add and or link this caregiver with QuickBooks Deleting Data From QuickBooks If you make a mistake and need to re transfer timesheets bills or invoices to QuickBooks you will need to manually delete the existing information out of QuickBooks Generations can create these items in QuickBooks but cannot edit or delete them due to the restrictions QuickBooks places on external applications Page 56 of 95 I GENER NIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Miscellaneous Advance Billing If you pre bill your clients you will need a way to reconcile the billed amount against the work performed Generations will print a reconciliation report for you if you follow the steps below 1 Create Timesheets and invoice for the advance billing P 2 Create an Advance Billing Checkpoint by Advance Billing clicking the Create Adv Billing Checkpoint button on the Create Timesheets form This creates a copy of the timesheets as they currently exist 3 Asthe schedules are worked adjust them on the calendar as necessary to show actual Create
22. caregivers on the caregiver data form Use Mass Update to assign one or more skills needs to multiple clients or caregivers at the same time The better you define the various needs and skills of your clients and caregivers the better suited your data will be when utilizing the powerful Shift Search utility in Generations Paychex ID The Paychex ID master list is found by clicking the magnifying glass to the right of the Paychex ID field on the individual caregiver personal data tab If you do not use the Paychex system you do not need to enter data into this area Description POF dl e X 8 able to lift 150 Ibs X 9 able to lift 50 Ibs IL 1 alzheimers ax v assist with bathing X 9 basic housework X cancer X CNA X cook X 9 daily respite xe dispense meds X drive X wound care di o F a Page 30 of 95 x Generations Home Care System Users Manual P GENERATIONS HOMECARE SYSTEM ome care through time You can now set a Caregiver Comment Caregiver as an exclusion on the payor screen Caregivers entered here will be considered an exclusion for any client the payor is assigned to Payers Payers Payor Notes and Special Instructions an assigned lo Address 1 111 Agency Avenue f clients on the client z intake form and Address 2 maintained in the Payer Master List City Mt Pleasant A located under the f Clien
23. cdam ih a a Sa d an a i Qur su On the left you see the table of contents for the on Jine version of our help documentation Clicking on any of those topics will take you to more in Documentation j depth coverage of the subject matter You can also use the search function located above the table of contents pons You can also access the online help documentation by clicking on the Knowledge Base question mark Help located on the main menu then choose we Chat Documentation e Training Videos Our Forums are a great place to chat with others in the home health care GoToMeeting industry share ideas ask questions and get feedback from other Generations users You will need to register in order to post The Knowledge Base is typically a bit more technical in nature but you re welcome to search there as well for information regarding an area you need help with Of course when you re unable to find the answer in the documentation please come out to Live Chat and we ll be happy to help Page 10 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual System Navigation Overview t amp Home Care System Main n ns amp Ma in Scree n File Edit Clients Caregivers Interfaces Scheduling Timesheets Telephony Reports Windows Help The Generations Main screen is displayed when the software is first opened It is very graphical in nature and 90 of
24. client or caregiver go to their Personal Data screen and click on Calendar Navigating months is accomplished by using the button at the top of the screen or by clicking the Select Date button at the top of the screen There are also several buttons at the top of the Scheduling Calendar that can perform useful tasks All of these tasks can also be accessed by right clicking on the calendar If you hold your cursor over any of the buttons a popup description of what the button does will be displayed Adding Schedules at the Calendar 1 Select a date on the Scheduling Calendar when you want the schedule to start The date will be 4 Add Schedules Client Adams Dorothy bul Service Order Basic Care 11 Service Basic Care 11 we Caregiver Car Diane so B Payroll Item Hourly Rate start Date 09 04 2400 he Start Time 08 00 AM x End Date 03 04 2008 wt End Time 02 00 PM All Days Ss lie j Even 1 weeks Weekly Monthly C Sunday Monday Tuesday Wednesday Thursday Friday C Saturday highlighted when you single click on it This sets the start date on the next form 2 Right click and choose Add Schedules or click on the Add Schedules button 3 Fill out the Add Schedules information and click the Add Schedules button If the client you are scheduling for has a Service Order currently in effect it will appear in the Service Order field If you do not wish to use the Service O
25. ete Ah titan th n ain hh m ds tnm dn dan ete h Tiaa aih i m me anam dia nti mte emen i Main ii iaa n n Page 58 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Authorizations are established on the Authorizations tab on the service order form There is no limit to the amount of rules you can set up You will receive conflict alerts when attempting to create or edit a schedule that breaks these rules ICD9 Diagnosis Codes The International Statistical Classification of Diseases and Related Health Problems most commonly known by the abbreviation ICD provides codes to classify diseases and a wide variety of signs symptoms abnormal findings complaints social circumstances and external causes of injury or disease Every health condition can be assigned to a unique category and given a code up to six characters long ICD9 Codes are available for download at our website www idb sys com Download the codes to your Generations server computer and you will be able to search from any of your networked Generations computers via code or description for entry into diagnosis fields at the client personal data screen or at the Plan of Care Diagnosis screen Once you have downloaded the codes you may need to update them from time to time A utility to do this is located in Generations under Help gt Utilities gt Update ICD9 Codes This update must be done at your Generations se
26. incidents need to be initiated by Live Chat Live Chat can be found at our website http www idb sys com or by clicking on the Help menu in Generations Resource Live Chat E mail Phone Fax Discussion Groups Knowledge Base Industry News Software updates and utilities Number Link http www idb sys customers aspx support idb sys com 989 546 4512 ext 2 989 773 0099 http forums idb sys com http kb idb sys com http www idb sys com industrynews htm www idb Sys com customers aspx Description Live Chat button will display on line when operators are standing by You can request support via e mail Someone will return your call as soon as possible Support hours are Monday Friday from Yam 5pm EST If you have a system emergency please leave a message with our answering service at 989 772 6952 They will contact a support person to call you back Discuss topics related to Generations or the home care industry Resolve issues more technical in nature Stay on top of home care news Download software updates and access other software and materials Page 4 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time System Requirements Client installation hardware amp software requirements Microsoft Windows XP Home Service Pack 2 XP Professional Service Pack 2 XP Media Center Service Pack 2 Ser
27. regarding set up for Telephony Interface in the Miscellaneous Section of this user documentation Page 23 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Scheduling Backups Create the Scheduled Backup 1 To schedule a backup open the Backup Database form Backup Database under the File drop down menu 2 Click on the Scheduled Backup tab The Backup Database tab can be used to make a single backup at any time E Gen nerations Home Care System File Edit Chents Caregivers Interfaces Scheduling Timesheets Telephony Reports Windows Help Open Windows ae Main Backup DataBase List 2 Backup Database Scheduled Backup Main Backup Details Backup DataBase Database allnew Get Databases Location Backup Name Extension will automatically be added Start Time 05 gENO0 5 PM Days of week All Days Sunday 7 Monday Tuesday Wednesday Thursday 7 Friday Saturday Run as administrator Password RENRRRRR Username and Password for Windows are required for scheduling OK Cancel 3 Click the Get Database button id then disci the database to baci df you have multiple databases verify you are selecting the correct one 4 Select the backup location It has to be a drive on the local computer 5 Backup Name select the name to give the backup When a backup is created it overwrites the previous backup 6 Start Time Time t
28. the originally scheduled time This overrides the Round to Scheduled Time and Rounding Interval found in the Call Processing section of this configuration screen 7 Config Web Service This is where you enter the ID and password needed for the PATTI web service This is not the same ID and password that you use to login to the PATTI website IDBS will provide this web service ID amp password to you Once you ve entered the TPW ID amp password click Test and ensure that the connection is successful 8 Do Not Confirm List and then Close Brown Mary Budrey Wade Emery George The Do Not Confirm List button actually serves EE Do Not Confirm List two purposes DoNotConlim Alen 1 Specify here if you have clients that you Abbot Bud do not wish to have Telephony automatically confirm schedules for i YES 7 T 2 f you have Missed Visit Alerts turned on Asper Don iv a but have clients that you do not wish to See z Awil Mange Ci receive alerts on perhaps they are live in Belanger Ava a clients or do not have a phone you can lili v a Black Ralph a iv remove the alert setting for them here vp Brown Bobby i Once you have made changes here click Ok Brown Margaret a O Iv a 1 a Page 91 of 95 P GENERATIONS HOMECARE SYSTEM Wes care through time 9 Interface Status Generationse Home Care System Users Manual Once you have configured the interface you must Enable Processin
29. the same set of numbers to each batch of estimates If you are creating Generations Invoices you should indicate whether you wish to update the timesheets to a billed All Clients Clients Abbot Jill Abbot Mary Abler Mark Arkin Adam Asper Don Asper Helen Avrill Mona Belanger Ava Birchmeier June Black Ralph Bond Jerry Brown Bobby Brown Margaret Brown Mary Budney Wade Carr Nicholas Client Star Costello Lou Davis Gina Doe John Emery Geor ge Generationse Home Care System Users Manual Invoice Par ameters Client Type Location ID Date From Date Thru Invoice Date Select Specific Services ALL ALL 02 20 2009 02 20 2009 02 20 2009 Abbreviate Caregiver Last Names 4 4 ree Oe en ee TL we T Erickson Sharon Estimate Rec d Timecards Only Urrbilled Only Flower Thomas Update Estimate Numbers Update timesheets as billed e Foster Archie s Show Inactive Clients Export file path Select All Clear Selection MAS90 Export OK Close 5 asdf as k k VW a sx we hey l UV adi aas T T i i status in which case fresh next available invoice s will be generated for your invoices you are NOT marking the timesheets as billed new invoice numbers will not be generated and applied Invoices or Estimates will appear in report form and can be printed exported or emailed For more information on MAS90 Export see that topic in the Misc
30. timesheets in the week selected 2 Timesheets List Lists all the timesheets for the week selected To sort by client or caregiver click on the sort option next to the list or click on the column heading 3 Timesheet Details Details of the timesheets selected Tabs are described below Timesheet Hours Hours worked This is auto generated based on schedules Other Expenses Any other expenses like mileage and other non service items Check the billable check box if you want this item to appear on the billing reports and to be transferred to QuickBooks when you create invoices Other Expenses do NOT get transferred over when doing payroll Notes Enter any notes for documentation Service Orders Read only display of your service orders 4 Line ltem Status Indicators e B Billed This is checked if the timesheet line has been billed either it was already billed or it was sent to QuickBooks using the Invoices function in Interfaces This box will be automatically checked by Generations when invoices are transferred to QuickBooks If you manually check this box it will mark the shift as billed and will not be transferred to QuickBooks Page 47 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time e P Paid This is checked if the timesheet line has been paid either it was already paid or it was sent to QuickBooks Payroll Export or PayChex The box is ch
31. to the nearest interval specified here in minutes For example if you select 15 the calls will be rounded to the nearest fifteen minute interval Example A call in at 9 07 a m would be rounded to 9 00 a m A 9 08 a m call in would be rounded to 9 15 a m e Call In Call Out Windows This establishes the maximum deviation allowed to automatically confirm schedules If the call in or call out is greater than this value the call will be matched up but will require manual confirmation e Round to Scheduled Time This value is a number of minutes If the call in or call out is within the time you define here it will automatically be rounded to the scheduled time and overrides the Rounding Interval If the call falls outside the time you define here then it is rounded according to the Rounding Interval 4 Missed Visit Alert e Check this box if you wish to be alerted when a call in does not come within the number of minutes specified here Alerts can be sent to email addresses and or cell phones To configure the alert click on Config Mail Alert which displays E Alert Notification E3 P creer Day of Week Sunday w StatTime 12004M 2 EndTime 12004M LocabonlD ALL d Emal Typically you will only want Separate multiple email id s using semi colon to receive alerts during non work hours but you can configure your alerts Double click bo adt for any day of the week Day of Week during any time span ii
32. type For QuickBooks users Client Type in QuickBooks should match Client Type in Generations Note If you are interfacing with the Santrax telephony system use the Short Description because it interfaces with the Santrax Contract field The Santrax Contact field is limited to nine characters which is the same as the Short Description Page 28 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Custom Fields Generations allows you to define an unlimited number of custom fields to track information on your clients and caregivers that is unique and doesn t fit anywhere else To set up a custom field go to the client or caregiver form and select the Custom Fields tab Then select Define Fields which will be located on the right hand side of the screen to see the master list of custom fields You can also define your custom fields by entering them directly into the Custom Fields master list located under the Client or Caregiver drop down menus Enter the name of the field under abel check the client and caregiver boxes if you want the field to be accessible for either or both and check the Print on Information Summary box if you want it to print on the Information Summary By default the fields sort alphabetically If you want them sorted in a custom order enter a number in the Sort Order field Note that if you don t enter a sort order these will sort first If you e
33. you are ready to have the interface installed on what we will refer to as your Telephony Server computer Many customers choose to install the interface at their Generations server computer but that is not a requirement It does need to be installed on a computer that will be left turned on at all times has an internet connection and is on the same network as your Generations system Generations Technical Support will assist you with the installation and configuration Once the configuration is finalized processing will be enabled From that point on you will be receiving call data through the interface and your schedules will be being updated and confirmed per your specifications with the Telephony provider Page 85 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Telephony SANTRAX Installation amp Configuration Telephony How it works Every 15 minutes the Telephonyx application does the following e Sends any new or changed client and caregiver data to Santrax e Sends any new or changed schedules for up to 7 days in advance e Sends any deleted schedules in Generations any deleted in the prior 30 days or in the future e Receives call data from Santrax and uses this to update and confirm schedules in Generations Important Notes e Santrax requires that they have the current days schedules by 4am of the day PRIOR in order for the ale
34. you mark timesheets as received and distinguish timesheets that have been billed and paid Main Reports Scheduling Grid Add Edit Timesheets Timesheet Weeks Timesheets 1 2 Sort Timesheets by Start Date End Date Allocated y Caregivers v Chents v Rec d v O Caregivers Chents 04 06 2007 04 12 2007 x Andersen Susan Anthony Robert x New Timesheet Delete Timesheet 04 13 2007 04 19 2007 X Bandolino Elizabeth Anthony Robert X Recieved 04 20 2007 04 26 2007 x Born Myra Anthony Robert v 04 27 2007 05 03 2007 x Burgess Angela Anthony Robert messupdeto J o Ji e 05 11 2007 05 17 2007 X Bullard Kelly Behrens Anne Ned Previous Timesheet Hours Other Expenses Notes Service Orders 3 Timesheetfor Berry Wanda services performed for Behrens Anne Date Start Time End Time Service Total Hours Payroll Rem B p H OS X 05 07 2007 12 00 AM 07 00 AM Daily Respite 7 0000 2 Chent Rate AE v X d 05 01 2007 04 00 PM 07 00 PM Daily Respite 3 0000 Hourly Rate PE v X amp 05 07 2007 07 00 PM 12 00 AM Daily Respite 5 0000 2 Client Rate At ow X 05 08 2007 12 00 AM 07 00 AM Daily Respite 7 0000 2 Chent Rate Pe ow Total Hours forthis Timesheet 22 00 ge Total Hours All Timesheets for Berry Wanda 26 00 Rec d Timecards Report Close Form agito Apt ittm ge da mutilus mt aas prm aiio ud aee sg tetendit it ey a TOC WAR LL T 1 Timesheet Weeks List Use to select a timesheet week The Timesheets list will change to reflect all the
35. 3 Client Telephony ID this is the number that the caregiver will enter to indicate the client that they are calling in out from We recommend that you use the last four five or six digits of the client phone number so that it is easy to determine See 6 If you choose to use the Client ID it is auto assigned by Generations and is the number you see underneath the client photo area on their personal data screen This number is not populated to the Telephony ID field You will need to advise your caregivers of the client ID for each of the clients they will be calling from Page 84 of 95 I GENER ATIONS Generationse Home Care System OMECARE SYSTEM Users Manual E connecting care through time 4 Telephony Account PATTI only You have the option to import mileage via the interface directly to your timesheets First have PATTI turn on the mileage prompt With that prompt on your caregivers will be asked to enter their mileage when they are logging out Here select the mileage account other expense that the mileage should be imported as Once done the mileage will automatically be imported to the Other Expense tab of the timesheets when they are created 5 Update Caregiver Telephony ID to Last 4 SSN If you have chosen to use the last four digits of the caregiver social security number to identify your caregivers for Telephony then use this button to initially populate the Telephony ID field for each caregiver with tho
36. 5 care plan Information that does not fit onto the CMS 485 will flow over onto the CMS 487 Care Plan This is a care plan built into Generations typically used by many agencies for their private pay clients Note If you have a custom plan of care document that you wish to use we recommend you save it as an attachment to the clients record All Plan of Care reports are also available under Reports gt Client gt Plan of Care Generationse Home Care System Users Manual P t CMS 485 Report Care Plan Report Physicians DME Safety Nutritional Allergies Special Instructions CMS 487 485 Start Medications nagnosis Limitations Activities Mental Status Prognosis Orders 1 Patient s HI Claim No 2 Start Care Date 3 Certification Period 05 14 2008 07 12 2008 4 Medical Record No 5 Provider No 6 Patient s Name and Address 7 Provider s Name Address and Telephone Number 8 Date of Birth 9 Sex Page 82 of 95 I GENERATIONS HOMECARE SYSTEM Wess care through time Generationse Home Care System Users Manual Telephony Interface Getting Started Step One Configuring Generations In Company Settings ensure that schedules are being created as unconfirmed The interface will automatically confirm shifts for you based on the call data received Go to Company Settings and then click on Calendar Options Make sure that there is no check mark in the Default schedules as confirmed
37. 5AM 24 E Arrive 4200 E Blue Grass Rd Mt Pleasant MI i i SUMMARY interface MapPoint must be installed on E ceu each machine that needs mapping M Sen capabilities E Bradway Rd Mage l ui 2 Once a map is generated it can be easily Te ces eus tme mc customized to suit your needs Most of S 8 estan ux the functions can be found by right t Information Summary Save Undo Update QB Audit Calendar Close 1 cl icki ng O n th e push pl ns or on the Service Orders Interruptions of Service Supervisory Visits Plan of Care 485 Reminders Needs Attachments map itself As these functions are Personal Data Custom Fields Contacts Visit History Directions Misc Notes Exclusions Preferengi part of the MapPoint control ple ase refer to Map Point Time Mile Instruction For Toward Summary 27 5 miles 28 minutes 1 1 9 00 AM 0 0 Depart 201 S Main St Mt Pleasant MI 48858 on E Michigan St East 0 5 mi documentations for more details 9 01 AM 0 5 Turn RIGHT South onto US 127 Bus M 20 34m 9 06 AM 3 9 Take Ramp onto US 127 230 mi U 127 9 26 AM 26 9 Keep RIGHT onto Kamp 02mi Washington Rd 4 9 27 AM 271 Turn RIGHT West onto US 127 Bus E Center St 0 2 mi 9 27 AM 27 3 Turn RIGHT North onto Industrial Pkwy 0 2 mi 5 In the example shown at the rig ht 9 28AM 27 5 Arrive 300 Industrial Pkwy Ithaca Mi 48347 1 directions were found for this client 2 275 mies
38. 89 775 1211 1234Bennett Clare Care Mailing labels can be printed gt Sree i open GI veers e esan for physicians from the Reports r Theodore Va 988 772 22 EI 53 2271 41 WW Crapo Mat Pleasant i Dr Steven Crane 989 773 3211 989 774 5454 1616 Morth St Ht f lind ral Dr Tom Whalen 989 775 5555 089 775 0027 6284 Sunday Rd Mt Pleasant Pry EARS CAN OE eine Co iral Dr Karl Enver 989 775 5555 989 775 555 5 7 Cherry Blvd Mt Ple Outlook address book by clicking on the Outlook button and emails can be sent directly to physicians from Generations p Dr A Suite 3014 TRUM Page 31 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Reasons Both clients and caregivers have a Reasons Caregivers Clients Sot Orde status field where they are specified as either ee l 4 being Active Inactive or in the case of clients xls deemed arpa Pending The Reason field can be used to Mili ending further describe the status of the individual X 9 services no longer needed z These Reasons are user defined and can be ate trwinsted company entered in the Reason master list found under xle c oye z either the Client or Caregiver drop down menu XI waiting for authorization For each reason entered specify whether it is dts am arme dau ail s valid for caregivers clients or both Referral Sources Use this area t
39. COMPANY ID PASSWORD x x GENERATIONS HOMECARE SYSTEM connecting care through time LICENSE KEY Integrated Database Systems Inc 2479 Rosewood Suite C Mt Pleasant MI 48858 Phone 989 546 4512 Fax 989 773 0099 E mail support idb sys com Web www homecaresoftware com Revised 4 1 2009 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Table of Contents GENERATIONS HOME CARE SYSTEM HELP AND SUPPORT seseesesecsesesccsesessesesecscsescosesecsesesecsesesecsose 4 VE REOLIRE MEN T aa E EE elansesestavascsbeseedeoetsceies 5 INSTALLATION STEP BY STEP INSTRUCTIONS esessesessesesecsesececseseosesescoseseoscsesecsesesecsesesecseseosecesecsesessesesesse 6 SHARING GENERATIONS ON A NETWORK ccccoccscsoscoccccccecssccsscsscscsscsccccscsccscscccssescesscessessscssessccccessccssscesese 7 TROUBLESHOOTING CONNECTION PROBLEMS cccccccccsccsccccccccccccccccccccccccccccccccccccccccccccccccccscccccccees 7 C ONRICURING FIREWALLE TU E E 8 Specific Problems and SOLMIONS Rm 9 HEEPTONC ITON sapere re tte ce ren tS eR ne ca Mee ia Ei 10 SYSTEM NAVIGATION OVERVIEW ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccecccccccocces 11 MAR Ns RT cess 11 OPE Vy MINI RR MH 11 UU qi VV TINT OV E ORE K
40. DX Status Reason Select TU 06 10 1925 Jl i Hire Date 11 10 2008 Term Date si Phone 889 145 4521 Da not Rehire O Gender F 7 Phone 989 544 1124 Class Mame 001 Eis la lida Telephony ID 2135 Paychex ID 106 WPI f pes Drew Active Caregrer Address 235 Gateway Drive O Independent Contractor Vendor f Address 2 7 Valid Drivers License L1 Smoker P City Clare State MI O Weight Restriction Limit j Zip 4061 7 county Clare v Background Check t Ld ee A PRR E E QM Page 36 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Personal Data Enter personal information regarding the caregiver at this screen First name last name and social security number are required fields Attachments Use the attachment screen to attach Word Excel PDF Rich text and text files which may concern your caregiver such as photocopies of drivers license or correspondence Absences Use to track scheduled or unscheduled absences from work like vacations or no shows If the absence is not scheduled make sure to check the Not Scheduled box This could be critical for documenting disciplinary cases or fighting unemployment claims Custom Fields If you have defined some custom fields you add them to the Caregiver record here and enter the appropriate data Exclusions Use the exclusions tab to track clients the caregiver is excluded from visiting
41. E T1 UPDATES TO GIENERATIONSQ BBTA UPDATES ecce esee eueume Exve Hoe EE Eo gaw se Eee See EE RE a S ve Paw SO OE REN a E aces FEE HEU RIDE NE T1 OOP IU DS LE T1 vjbdbo e 78 MA S UPDAT orere E E AAE EEEE AE A EAA EA A AAAA 79 PEOR T a A E EE ME ME I E E EAE AEE AOA A AEA 80 FE OPTA RI R a EEA EEA AME AA EA AE AAA 80 lue 10 G29 EN oa E NET A ARE Ee EAEE N EE E O 81 TELEPHONY INTERFACE GETTING STARTED ics ciccenccsdeuenedeteudescedeanasanieassapeloonastvieudeoseleanseaciucaremulsenoanetansesselauneseen 83 Step One Cont Pure Gene FOTLOFUS cases saves ya vi seas a c oS ETE Yu eO Na RU EX EU VE eu gala Y evs Pls a Sau be i eua qu aUe yao US 83 Step Two Installing the Telephony Interface ccccccccccccccccccccncsssssccceeecaaesssecceeeeeaessseceeeeaaaaasseeceeeeaauaseeseesssaagness 85 TELEPHONY SANTRAX INSTALLATION amp CONFIGURATION ccccccccescseccssccuccesceucceuccescescenccusseussesccesseuscenseuss 86 TELEPHONY PATTI INSTALLATION amp CONFIGURATION ccccscccsscscccssccsscsscenccesseuscenscessescenccessescesscussenscenseuss 89 NEED HEEL oirn EAE 95 Page 3 of 95 I GENERATIONS HOMECARE SYSTEM Wes care through time Generationse Home Care System Users Manual Generationse Home Care System Help and Support oupport hours are Monday Friday 9 am 5 pm EST All support
42. I GENER NIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Telephony Call Data The Call Data form displays all of the calls for the specified date range whether or not they were matched to a schedule Calls that were matched to a schedule will have the Matched column checked with a 1 and the unique ID of the schedule it matched to in the MatchedSchedulelD column This screen can also provide the Caller ID and CallerlIDName that was used to make the call Several fields are available for view here using the Column Chooser tool the magnifying glass icon Generations Home Care System Call Data File Edt Clients Caregivers Interfaces Scheduling Timesheets Telephony Reports Windows Help Increase Font 5 Decrease Font Export Start Date 11 01 2008 End Date 11 13 2008 SMODUIAA usado Last Refreshed 11 13 2008 2 43 17 PM f Client V Caregwer V Purpose Y CallerldName Y Matched Y MatchedSchedulelD Y b Hansen linda Hansen Linda 11 05 2008 05 47 AM logi Adams Dorothy Burgess Ang Burgess An 11 05 2008 06 51AM login Miller J James Bullard Kelly Bullard Kelly 11 05 2008 06 52 AM login Bennett Mary Gifford Aliaa Gifford Alicia 11 05 2008 06 57 AM login Harmony Sue First Cassie First Cassie 11 05 2008 07 09 AM login Cain Peggy Rourk Carat Rewek Carol 11 05 2008 10 09 AM lont Rrewn Ine tatus Connected to datab
43. NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Also in Company Settings go to the Telephony screen and complete your Generations set up there ES Company Settings gwers Interfaces Scheduling Timesheets Telephony Reports Windows Help wil Company Information Calendar Options Other Options QuickBooks Security Telephony Telephony System Telephony Account 9 PATTI 4 Import Mileage to Timesheets PATTI only Santrax Mileage Account mileage payable hi Caregivers Telephony ID Soh Last 4 Digits 9 Telephony ID Field 2 Update Caregiver Telephony ID to Last 4 SSN 5 Client Telephony ID Chent ID Auto Assigned by Generations 9 Telephony ID Field Update Client Telephony ID to Last 4 Phone Number A ee A N Fee te ee 104 EDU AP ET mes agite tho aia aif mt Is D 1 Telephony System Specify the system you are using PATTI or SANTRAX 2 Caregivers Telephony ID this is the number that your caregivers will be required to enter to identify themselves when they call in out from a client location Choose how you wish to identify your caregivers for the purposes of the Telephony We strongly recommend that you use the Telephony ID field See 5 If you choose not to use the last four digits of the caregiver social security number you will need to populate the Telephony ID field for each caregiver with whatever numbering system you wish to use
44. OMECARE SYSTEM Tome care through time Ger atio ET rr Fie Edt Clerts Pel Interfaces Scheduling Timesheets Telephony Reports Windows Helo 80 x Open Windows QuickBooks Customers Importing to Generations from QuickBooks m _ mms If your Data Elements clients cm caregivers etc are in QuickBooks but Pica are not in Generations follow this cire cp Ail Mona procedure to get them imported to eck a Generations arre Select mport from QuickBooks located in nterfaces QuickBooks f importing clients select one or more xt an Generations it v il be upc ae te ed Cook Cecelia Cook Cecelia D 3 clients and click the Import Update m button The clients will be added in cm Generations and linked ESSE Statue Connected to database GeneraonsDemo on server FRONTASDLEXPRESS Seoarfy amp dadisi Mrutes Connected 168 Xje 6 Lset Backup 5 19 2008 3 23 00 PM 1 day s See 47342 MB Notice that after you import the client into Generations the item name will appear in the column showing the item is in Generations If you import an item that already has the item name in that column Generations will be updated with current QuickBooks data Follow this same procedure for all Data Elements that you wish to import from QuickBooks to Generations Basic information such as address and phone numbers are imported as well as payroll items and rates for employees Note If there is
45. a RUE OD o OR rd soda NDA UNE 56 hil E DUBIE UTD LN m 57 ADVANCE BILLING ears escent eatenus oni cteestaasce peters stakes MU Edu ica S ERU E CUI M DI DM I MED CUIE DI EI EA 57 SIRE DEBIDO E 58 Ib NBI TENIS RIED RR RUE M 59 jd a 6 4G r E e HH 59 ATTACHING PHOTOS TO CAREGIVERS amp CLIENTS ccccscccsccssccsccenccesceucceuccesceuscenccesseussesccesseuscesccesseceescsessenseenseuss 60 CABECIVEPOB ADOS cece asncteses te dase Goce Nou ace ste cR IMP MS p UM M LM M uS MI MM M IR ME US NE EM I E ADI EE 60 CMS T5300 ODICK SERE a ten fuum P osuBeoss ouo Coma eliu a cue oL apu iss euge deo fusa FU toute RUE 62 COMES L300 Line Dy LANE M 64 MICHIGAN MEDICAID WAIVER prsesia a EE E a UNE 66 GENERATIONS INVOICES X ESTIMATES eeni pinsin aaia ieda aaa ai daai asat 67 NLASDO T ORT dos E E EE E E E ME UT REUE 69 MAPPOINT MICROSOFT MAPPOINT NORTH AMERICA cccccsccceccsccucccuccesceusceuccusceucsenceesceccesceusseseesceusceuscenseuss 70 ju do PI Ie quU r HS 71 PAYCHES INTERFACE OP TONA D ne E EEEE E E TENE T2 ADP IN TERE ACE SPECIFICATION eteceoretueibusddtetesei EE UL URL de eU GLA M POTE UE d DUE uE 74 CUSTOM FILTER ADVANCED SEAR CEI eiteesvoscetetveed t et rare i vta vv eu OE ER quie ESUe Falle E ERE EEE EE
46. actors vendors You can determine whether or not to have Users Manual a Larrratiara Heme Care System Compasy seilinger F rie Edt Chents Caegwers bterfates Scheduling Timesheets Telephony Reporte indie Help HN rico LEJ Company indoomaten Calendar Options Other Cptions m Vendor Options 5 Create bills for vendors GL Expanse Acct GL Other Exp GL Accoumls D creas limesheels for vendors bace Line Item Dersrripiti cens Dale Semice Caregiver Shift 3 1 2005 Pers Care ohn Doe 08 C De Service Canegheer 3 1 2005 Pers Cane John Doe Baie Service 7005 Pers a Daie Serve 03 1 2005 Pers Cane wilh sun Sere Sum ay Personal Care 3 1 2005 3 11 2040 CulrkBooks Securib Farol Expanpas E Farrell Expenses B P Accounts Payable E ary line per ser Generationse Home Care System Telephony Timesheet Habes in QuickBooks Leave blank Caregiver shift ex 8 am 10 am Wanda Benny 2 Transfer Generations timesheet notes bo QuickBaook Rem cie time from fat rate service ibems B Detaited logging with detail line ibems for ea Use the hem description in CuickBoocks overtime created for your employees by setting the Pay Overtime option on the Other Options screen in Company ET Grman Saas a aes FRONTEA ENPRES Securty is Gusti ros Connaci 139 Ide O Last backup 6 5 28 3 25 00 PM diy Settings We recommend that you create bills via the i
47. ames of the caregivers who are preferred or excluded by the client This information will be taken into account when scheduling as well as during the Shift Search and automatically synchronizes with the caregiver exclusions Service Orders Service Orders are typically used when a third party payer has put limits on the services to be provided to the client For example Medicaid has approved ten hours of services for a specific client If entered as a Service Order with the approved authorizations Generations will alert you if you schedule services for that client that go beyond what is authorized See Service Orders under the Miscellaneous section of this documentation for more information Interruptions of Service This is for when the client does not need service ie vacation family taking care of client etc These interruptions will appear as a green bar on the client calendar Supervisory Visit Use this tab to track and document when someone from the office supervises a caregiver visit When you have completed the visit check the completed box Run the Client Supervisory Visits Due report to find upcoming visits that have to be completed Plan of Care Generations supports three different Plan of Care POC reports Plan of Care entries are made by selecting the Plan of Care option for the client then clicking on the existing POC To enter a new plan add start and end dates then click See Miscellaneous Plan of Care for more inf
48. arah 08 12 2006 08 12 2006 N in the re port Re ports created in Ingraham Tho 05 21 2008 05 23 2008 N James Marcy 10 10 2006 10 10 2006 call aff sick Y Report Writer can be saved by James Mary 01 01 2007 01 01 2007 N clicking on the Save icon In the James Marcy 01 02 2007 01 02 2007 MN James Marcy 01 03 2007 01 03 2007 M upper rig ht of the screen Repo rts lames Mary 01 04 2007 01 04 2007 N can also be exported to Excel Or James Marcy 01 05 2007 01 05 2007 M James Marcy 7 27 2007 7 27 2007 M printed Once saved reports can lones Barbara 08 08 2005 08 10 2005 sick child N be loaded by clicking on the open Jones Barbara 12 01 2005 12 09 2005 vacation M g lones Barbara 02 06 2006 02 13 2006 vacation M file folder icon lones Barbara 02 13 2006 02 13 2006 N lones Barbara 02 14 2006 02 14 2006 M Jones Barbara 02 15 2006 02 15 2006 M Jones Barbara 02 16 2006 02 16 2006 M Jones Barbara 02 17 2006 02 17 2006 M Janes Barbara 03 20 2006 03 23 2006 M lones Barbara 07 10 2006 07 10 2006 M Jones Barbara 07 11 2006 07 11 2006 M Jones Barbara 07 12 2006 07 12 2006 M Page 80 of 95 Status Connected to database GereratiorriDemo on server TRONTISOLEXPRESS User adminietrator Minutes Connected 116 Ide 0 Last Backup 6 10 2008 3 23 00 Pf 1 deytt Sie 47214 MB Generations Home Care System Users Manual I GENERATIONS HOMECARE SYSTEM p care through time ations Home Care System C
49. as necessary date client type location Then click OK to begin the transfer Generations audits the invoices and transfers them to Quickbooks Terms will default to the terms you set up in each customer s information within QuickBooks Additional parameters include e Class Tracking This is only relevant if you have class tracking enabled in Quickbooks Leave Class Tracking as Assigned to Caregiver to use the class that is assigned to your caregivers in Generations Otherwise select a specific class from the list to apply it to all invoices In Generations Class is assigned to your caregivers on the Caregiver personal data screen Refer to Quickbooks Help for more information regarding this feature e Client Type You may filter your client list for invoicing by selecting a Client Type useful if you group clients for billing purposes Client Type is on the personal data screen for each client and is also found on each Customer s profile in QuickBooks e Recd Timecards Only Check this box if you want only timesheets that you marked as received in the Edit Timesheet screen to be used in creating invoices e Un billed Only Keep this box checked By removing the check from this box you are indicating that you want to send invoices to Quickbooks that have already been sent Duplicate billing is not advised Generations tracks what has been billed to ensure you don t bill more than once for the same shift When you create an invoice
50. ase GenerationsDemo on server LANCEOFFICE SQLEXPRE Security is disabled Minutes Connected O Ide 0 Last Backup Never Sorting and Filtering the Grid e Sort by clicking on any column name Click once to sort ascending click again to sort descending e Filter on the date range shown by specifying the dates and clicking on Filter Page 94 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Need Help The Help Menu in Generations is the most comprehensive and up to date resource for questions you may have Use the Index or Search function to search by a keyword or use the Contents function to read more about each particular area of Generations This Help Menu has very detailed descriptions of every area of the system Still struggling Contact Generations Support via Live Chat available in Generations under Help at www idb sys com or via e mail at Support idb sys com Tech Support is available Monday Friday from 9 5 p m Eastern Standard Time If calling outside of those hours and it is an emergency please call 989 546 4512 and leave a message with the answering service They will get the message to someone in Technical Support who will call you back as soon as possible Page 95 of 95
51. backup Troubleshooting Issue Backup fails to run and you are running the 2000 version of SQL Server NOTE If your server name ends in IDBS you are running SQL 2000 If the server name ends in SQLEXPRESSIDBS you are running SQL 2005 If you are running SQL 2000 you need to download and run a patch KB article 10088 http www idb sys com updates generations2007 components GenerationsSQLPrerequisites msi Issue User account exception errors or other errors indicating the user account is not valid when creating the backup e Verify you are using your Windows Username and password e Review KB article 10082 to verify Windows isn t using another account other than your login This can occur when a Windows user account was created then renamed http 72 52 152 139 article aspx id 10082 Issue Keyset does not exist error This is a Windows issue and is detailed in KB article http support microsoft com kb 246 183 Page 25 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Issue Backup Job is created in Task Scheduler but backup fails to run Verify the backup is to a local drive Change the SQL Server service to run under Local System If it is set to run under the Network Service account this could prevent backups from running do to the limited access the Network Service account may have to your computer Issue Auto Backup doesn t run with 64 bit O
52. box Company Settings Interfaces Scheduling Timesheets Telephony Reports Quick givers Other Options Company Information Calendar Display 9 Entire month Jan 1 Jan 31 Show entire pay period ending weeks in the month Additonal Options C Default schedules as confirmed show service arder short descriptian with schedules You should also unconfirm any schedules from this heduling Timesheets Telephony Reports Windows date forward or from ueguer je CG Expq Generations Help whatever date you are Forums turning on the interface Knowledge Base and beginning to use the Live Chat system There is a utility First Name City Classification Training Videos io acon ie al of ee p TRENIN TE GoToMeeting your schedules in oe aaa pa I Seer UNE e am Paula Mt Pleasant Physical Therz Check for Beta Updates you can find it by clicking Hefe mede Utilities on Help in the top tool Confirm Schedules lility View Updater Log File bar then click on Utilities Jncanfirm Schedules Utility View Lag File then on Unconfirm Upsize database to Generations net version Boia E Schedules Utility Enter Upsize Images the start date the date you Will begin confirming schedules via the Telephony and click OK Upsize Attachments Remove Cached Forms Optimize Images Reset GridLayauts st Table Infarmatians About Us A 989 773 6633 231 215 8422 989 773 7717 Page 83 of 95 I GENER
53. by clicking on Get Directions then so soe 1 1 Cost 2 34 rsh the results to the client s atoms a men ape s ae ems CO E E ey Oe You can also get complete routing and Generations amp HCS Routing directions for your caregivers based on their S Routing imom schedules P Custom Directions and Routing schedules at the click of a button Select one or all caregivers and specify the date or date range you wish to get routing for All Caregivers You can also build custom routing and ee lange directions by specifying the starting point the ending point and all waypoints in between End Date 12 16 2008 Start Date 12 16 2008 Y Select Map Format Map and Directions Map Only Directions Only Turn by Turn Send directly ta Printer Ok Cancel Page 70 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Payroll Export Generations is able to generate a file that can be used by third party payroll vendors to import time data into their payroll systems Payroll Export is located under the Interfaces menu Sett H u G e n erati O ns for Pa ro Il ompa Information Calendar Opttens Oihe Options ChulekSonks Security Telephony Export EE ey 1 i Campany Generations Home Care Pay Period End Day Enter your Agency ID in company A AIEE 04 1711382 Settings This is the ID used by your ue m pay
54. client first Generations will automatically select the skills you need based on what is entered on the Needs screen for the client Proximity Filters the search list to caregivers within the distance you enter to the client location This option is only valid if you are using MapPoint North America and have chosen a client from the drop down list For example If you need to find someone to work M W and F from 10 00 am 1 00 pm that can lift 150 lbs knows CPR and is five miles from the client you can easily do so When you click Search all caregivers who meet your criteria are displayed If no caregivers are returned then you can change one or more of the parameters to refine your search allowing you to quickly find all available caregivers NOTE The ability of MapPoint to determine distance between the client and caregiver depends on the accuracy validity of the addresses entered in Generations Page 45 of 95 x x GENERATIONS connecting care through time HOMECARE SYSTEM Timesheets e Timesheets are created using the parameters you set up in Company Settings and are based entirely on the schedules Generationse Home Care System Users Manual e Timesheet weeks are maintained by clicking on Timesheets then Maintain Timesheet Weeks e Billing and payroll reports are based on your timesheets not your schedules e f changes are made to schedules AFTER timesheets have been created re create timesheets t
55. d 124 E Ridge St 123 Jennifer Lopez Lane 1235 Washington 127 S Mosher 125 Washington Ave 125 Washington Ave 109 Mayflower St Region VII Area on Aging 109 Mayflower St CNA Insurance Company 109 Mayflower St Address2 115 Brown St P O Box 305005 Zip 45656 465056 55060 45656 45056 45578 458558 45056 48708 19736 45705 18738 37 230 19738 Phone 989 333 2222 989 988 8355 989 898 5355 989 772 2509 679 757 6562 909 555 6674 909 555 5624 989 555 1212 989 555 2552 988 555 4121 989 555 7827 Column Chooser Address Address2 Ambulatory Case Manager CF Additional Diagnosis CF Allergies Y N CF Bill Rate 1 CF Bill Rate 2 CF Billing Frequency CF Blood Type CF Cell Phone CF Class CF client id CF Diet CF Diet Low Sodium CF Diet Normal Slats Group columns by dragging the column header to the area where it says Drag a Column Header Here to group by that column Page 12 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Sort Columns Clicking on column headers allows you to sort the entire list by that particular column in either ascending or descending order Search Columns Search within a column by typing in one or two of the beginning letters or numbers of the particular item you are trying to search for First Objectives Once Generations has been installed o
56. d Id 351 352 353 354 co i EU j mc Start Date 03 30 2007 04 06 2007 04 13 2007 04 20 2007 04 27 2007 05 04 2007 05 11 2007 05 18 2007 05 25 2007 06 01 2007 06 08 2007 06 15 2007 06 22 2007 06 29 2007 07 06 2007 07 13 2007 07 20 2007 07 27 2007 08 03 2007 08 10 2007 08 17 2007 Uo UU 03 07 2007 End Date 04 05 2007 04 12 2007 04 18 2007 04 26 2007 05 03 2007 05 10 2007 05 17 2007 05 24 2007 05 31 2007 06 07 2007 06 14 2007 06 21 2007 06 28 2007 07 05 2007 07 12 2007 07 19 2007 07 25 2007 08 02 2007 08 08 2007 08 15 2007 08 23 2007 09 13 2007 Adv Billing x x K XX 09 06 2007 5 XXXXXXXXXXXXXXXXXXXXX X gt cat ed Create Timesheets Create Timesheets Reset Timesheets Do not update or delete timesheets that have been marked as billed or paid Use the create timesheets button to update timesheets with changes made to your schedules Advance Billing Create Adv Biling Checkpoint 4 Reconcile Advanced Billing timesheets simply click Create Timesheets again and the changes will be sent to your timesheets Advance Billing see Miscellaneous Advance Billing Page 46 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Edit Timesheets The Edit Timesheets form enables you to change hours worked and add Other Expenses This is also where
57. des are synonymous with billing rates and define both the type of service and the cost of each service your agency provides By attaching a service code to each schedule you determine how much your client is billed You must create a unique service code for each billing rate Service codes can be manually entered into the Service master list or if you have been using QuickBooks they can be imported by selecting the Import from QuickBooks under Interfaces If the service is billed per shift check the F at Rate box If the service is billed hourly then do not check the Flat Rate box Service Code Fields Description This is what you will see when scheduling Short Description Used to display on the calendar in service order view and on the calendar if you choose the option to display the service order Alternate Desc 1 Ohio PASSPORT or Michigan Medicaid Waiver program goes here If you do not participate in these programs then do not enter anything in this field Page 32 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Type Service Applies to all scheduled services Work performed Only codes with a type of service can be selected when scheduling Other Charge Use for such things as mileage or supplies reimbursement Other charges are entered in the Other Expense tab of the timesheet Cost The amount billed to your client Status Active Servic
58. dited or deleted If this is enabled only a user that is assigned to the Administrators group can edit notes in the Call Center or on the Client and Caregiver Notes screens Step Two Create and Manage Users Create New Login Add a new user to Generations Each user can have a unique ID of up to 15 characters An apostrophe is not allowed You should come up with a standard for assigning user ID s Whatever method you use each ID must be unique E mail Enter an email address If using the Generations E mail option to e mail schedules and calendars the default From address is taken from the e mail address associated with the user logged in to Generations Disable Login This inactivates the user account They will no longer be able to log in Enable Login If a user types in the incorrect password too many times exceeding what you have set up on the security form they will be locked out This is to prevent someone from trying to guess a password To reset their account an administrator must enable their login here Reset Password This resets a users password Helpful when a user forgets their password Note you will not be able to see the original password as all passwords are encrypted in the database Page 19 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Step Three Assign Permissions Location ID Security Gives the user access to clients bas
59. documentation for more details e When creating timesheets or invoices in QuickBooks it is recommended that Generations is the only QuickBooks user at that time The first time you connect to Quickbooks you must be signed in as the Quickbooks Administrator e f you are using Vista you must have User Account Control UAC turned on User Account Control can be turned on by accessing the User Account properties in the Control Panel e Generations does not interface with on line versions of QuickBooks e QuickBooks needs to be open and running on the same computer with Generations any time communication between the two programs takes place Approving Generations to Interface GUERRA Ippica C a ilo uie is requesting access to the Following QuickBooks With QuickBooks ia Jen s company Access may include reading and modifying QuickBooks data as well as enhancing the QuickBooks user interface The first time you connect to QuickBooks ee et S The first time you access QuickBooks an ene Gee mess ae application certificate will be displayed If you have m boot aI teu cn e i F 5 soa Developer identity has been verified by logins set up in QuickBooks you must login as the esas Thawte Code Signing CA administrator in QuickBooks the first time you hoc Ooa CO nn ect WIt h G e n e rat O n c9 to al low access Search For information about this application at the QuickBooks Solutions Marketplace Do you want
60. e Quickbooks customer the client should be associated with Once you ve selected the Customer then click New Job You will be asked to confirm Generationse Home Care System Users Manual A Select QuickBooks Record to Link Generations Chent Grisham John SEER Select the matching QuickBooks item below and select OK QuickBooks ID Carr Nicholas Chent Star completed visit Cook Cecelia Costello Lou Davis Gina m ird ed ee ed m da District One Nursing Home Amber Frazier District One Nursing Home Archie Foster District One Nursing Home Arthur Fredericks District One Nursing Home Barry Freedman District One Nursing Home Babby Brown District One Nursing Home Clhent Star District One Nursing Home Dale District One Nursing Home Flow 5 District One Nursing Home Guthrig Stacy District One Nursing Home Me QuickBooks Type Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer 2 Custome Customer Customer Customer Customer Custamer m m 9 If there is a change to any Data Element in Generations or Quickbooks the link is automatically broken and the item MUST be re linked using this same procedure Page 52 of 95 Are vou sure you want bo add the cient s jab under District One Nursing Home IF you do mot want bo add them as a job select Cancel and use the New Ibem Generations Home Care System Users Manual I GENERATIONS H
61. e and select Optimize Database Page 77 of 95 z GENERATIONS HOMECARE SYSTEM ua care through time Styles Under the File drop down menu you will see Styles with a drop down menu of options Those options refer to color schemes for your Generations program These optional color schemes transform all screens the main Generations screen The default style is Office 2007 Blue You may change this to any of the other options Generationse Home Care System Users Manual Create New Database jE g Open Database Auto Configure Windows Firewall Backup SOL Database gt M Restore SOL Database Optimize Database Upsize database to Generations net version Company Settings Mass Update Hep Defaut Appletini ey Caribbean T e E Chameleon Ex G Electric Blue Harvest Obsidan Otfice2007 Black Otfice2007 Blue Office2007 Siver Page 78 of 95 I GENERATIONS HOMECARE SYSTEM eE care through time Mass Update Located on the Main screen the Mass Update Utility enables you to assign field values to many clients or many caregivers at the same time This can greatly decrease the amount of time it takes to modify your data and ensures accuracy For example if you have a case manager assigned to many clients and that case manager is replaced you can use the Mass Update Utility to change all the client records without having to visit each client
62. e files imports pay data for the period and the other file imports basic caregiver data You must contact your Paychex representative for help on importing the files to the Preview software The files were written to their standard specification and they will be able to assist you in the process NOTE Paychex In terface History Class All Caregivers All Caregivers Paid Status O Paid H Un Paid Use Custom Earnings Codes Select one or more timesheet weeks Pay 160 161 162 163 164 165 166 167 168 169 170 171 Feriod Id Start Date 09 28 2008 10 05 2008 10 12 2008 10 19 2008 10 26 2008 11 02 2008 11 09 2008 11 16 2008 11 23 2008 11 30 2008 12 07 2008 12 14 2008 Preview Rapid Directory Path Paychex Client Number 6546 CARAPID Timesheets amp All Timesheets O Received Timesheets End Date Allacated 10 04 2008 10 11 2008 10 18 2008 10 25 2008 11 01 2008 11 08 2008 11 15 2008 11 22 2008 11 29 2008 12 06 2008 12 13 2008 12 20 2008 a x Xx x x x x X x X xXx e canes If you do not use Generations to automatically calculate overtime you must place a checkmark in the Use Custom Earnings Codes box near the top of the screen Setting Up Generations for Paychex Add a PaychexID to your caregivers The first step in using the interface is to add the Paychex ID to each of your caregivers in Generations Open your first caregiver and locate the Paychex ID on th
63. e found under the Caregiver Menu at the top of the screen The Holiday Master List must be maintained annually NOTE It is recommended that you do not use the Holiday list if you have under Company Settings elected to apply all hours to the start date of the shift Doing so will apply hours worked on the actual holiday to the day before Users Manual Holiday X x 07 04 08 x 07 04 07 Xx 12 25 08 12 24 08 03 23 08 09 01 07 09 01 08 05 28 06 05 26 08 017 01 09 12 31 08 X KX X 0X 1X RK RO aM 1 27 08 Th Description Ath of July ATH of July Christmas Christmas Eve Easter Labor Day Labor Day Memorial Day Memorial Day New Year s Day New Years Eve sging d Generationse Home Care System Pay Factor 1 50 1 50 1 50 1 50 1 50 1 50 1 50 1 50 1 30 1 50 1 50 1 50 Umum P ome alin Location When you have multiple offices use Location to identify which office the client belongs to You can secure your database by Location ID in the Security area Needs amp Skills The user defined items in this list are utilized by the Shift Search function to match caregiver skills with needs of the client Skills and Needs are entered on the master list which is located under either the Client or Caregiver drop down menus Once defined assign needs to your clients and skills to your caregivers Needs are assigned to clients on the client intake form Skills are assigned to
64. e Codes are indicated with the letter A and Inactive with the letter Il If a Service Code is no longer to be used you may make it inactive Flat Rate Per Shift Use for live in type situations where you bill by the shift The entire shift will be billed as one unit at the amount you enter as the cost Do not check this box if you bill hourly for this service QB Status Displays Linked if your service code is linked to QuickBooks Service codes are automatically linked by name with corresponding QuickBooks items MOD1 MODA and the TOS fields are utilized in billing with the CMS 1500 See that area of documentation for more information Timespan Timespan calculates when the next supervisory visit is due to the client Set up your own Timespans in this master list available under the Client drop down menu or by clicking on the magnifying glass icon next to the Timespan drop down list when at the Supervisory Visits screen Page 33 of 95 I GENER MIONS Generations Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Navigating the System The current database you have open in Generations is displayed in the blue bar at the bottom of the main screen This bar also shows the security status enabled or disabled total number of minutes this user has been connected total number of minutes this user has been idle when the last backup was performed as well as the size of the database Main Scre
65. e Personal Data tab Click the magnifying icon next to the field and a form will open that enables you to add the Paychex ID s quickly to all caregivers Generations does not have fields for tax information Tax info needs to be established in Preview In the Paychex Preview System you must ensure that the following fields are set up E1 Always used for regular pay E2 Always used for overtime pay E3 Always used for holiday pay Page 72 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Optional use classes to link with Paychex departments The class field in Generations exports to the Paychex department field If class is not assigned to a caregiver then Generations will automatically use a default department number of 100 Paychex departments are limited to six 6 characters If you use class for your Caregivers we recommend you change them to six 6 characters or less to be compatible with the Preview software If the class is longer than six 6 characters Generations will use the default department of 100 Exporting the files Open Generations and click on the Paychex button located on the Main screen There are two key pieces of information you must enter here First select the Preview folder This is the Rapid folder which is named c rapid by default Next enter your Paychex client number which should be four 4 digits in length To export t
66. e ins Page 17 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Quickbooks Detailed Logging Enable this if requested to do so by Generations Technical Support Other Invoicing Options Using a Custom Accounts Receivable Account See information regarding this option in the Quickbooks section of this documentation Quickbooks comes with a default set of general ledger accounts already set up and ready to be used You may wish however to create your own Accounts Receivable account to be used for invoicing done through Generations If so you will need to tell Generations which account to use You will need to have your Quickbooks company file open in multi user mode 1 Go to Company Settings and choose the Quickbooks tab 2 Once there you ll see the Other i Invoicing Options area at the bottom of Other Invoicing Options the screen 4 4 Use default A R account assigned by QuickBooks 3 To use the default Accounts Receivable account in Quickbooks leave AIR Account the checkmark in the box No changes DN ee Te if of need to be made 4 To use a custom Accounts Receivable account for your invoices from Generations remove the checkmark from the box and click on the magnifying glass That will show you all available Accounts Receivable accounts in Quickbooks Select the account you wish to use and then click on OK Then close the Quickbooks tab
67. ecked automatically when transferring timesheets to QuickBooks e HzHoliday This is checked to indicate that the shift falls on a holiday specified in the Holidays Master List e OSzOvernight Shift This is checked to indicate an overnight shift and shows that line item is the portion of that shift starting at midnight Locking Timesheet Weeks Timesheet weeks can be locked to prevent updating Typically you will lock the weeks after running payroll and billing for the period To lock the week select the Jimesheets item from the top menu then select Maintain Timesheet Weeks From there select Add Edit Individual Timesheet Weeks Find the week you wish to lock and click the lock icon to the left of the pay period ID field When a week is locked it will display the lock icon in the status column A Generations Home Care System File Edit Main PEEN Timesheet Weeks Add Edit Individual Time Sheet Weeks Clients Caregivers Interfaces Scheduling Timesheets Telephony Reports Create Edit Timesheets Weeks Pay Period ID Start Date End Date Status 12 17 2005 12 24 2005 12 31 2005 01 07 2006 01 14 2006 01 21 2006 01 28 2006 02 04 2006 12 11 2005 12 18 2005 12 25 2005 01 01 2006 01 08 2006 01 15 2006 01 22 2006 01 29 2006 02 05 2006 02 11 2006 02 12 2006 02 18 2006 Lo 02 19 2006 02 254 A Ri 02 26 2006 E AM If security is enabled you must be an Administrato
68. ed on location ID Typically used by agencies with multiple offices Class Security Gives the user access to caregivers based on the class ID which links to the Class ID field in Quickbooks Typically used by agencies with multiple offices Group Security Built in system access levels Security Groups determine which part of the system each user can access After you create a user ID you must assign one or more groups to the user ID in order for them to have access to areas of Generations You cannot add to or modify the built in security groups See below for a list of the Security Groups and what they include Security Groups e Administrator Access to all areas of the system NOTE When you assign the Administrator group to a user they have full access to the system regardless of any other options e Caregiver Data Access to all caregiver tabs except pay rates Access to classification and class master lists e Caregiver Pay Rates Access to the caregiver payroll items tab Ability to see pay rates on scheduling forms and timesheets e Client Data Access to all client data Access to client list items including Referral Sources Payers Physicians Client Types and Case Managers Does not grant access to service codes and rates e Service Codes Access to service code list which contains billing rates e Integrated Apps Access to functions on the Interfaces menu item This includes QuickBooks functions for crea
69. eld headers Adding a Schedule at the Grid 1 At the top of the grid insert a new shift where there is an asterisk in the left margin An asterisk to the left of the record designates that record as new 2 Choose a Client and Caregiver from the drop down list Choose the appropriate Service Order or Service as well as Payroll Item and choose whether or not to confirm this added shift 3 Enter a date start and end time Deleting Schedules at the Grid Right click with your mouse in any field of the schedule and choose Delete Record from the drop down menu or use the red X to the left of the schedule You will be asked to confirm the deletion of a shift Editing Schedules at the Grid You can easily edit any of the schedules at the Scheduling Grid Simply select the information you want to edit and change it For example you may need to replace a scheduled caregiver that called in sick with another caregiver Simply select a different caregiver from the Caregiver drop down list and choose the appropriate Payroll Item for your newly assigned caregiver Page 44 of 95 d I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Shift Search Scheduling Finding a caregiver with skills to meet client needs and fill a shift is a snap with Shift Search When searching for a particular client select the client from the list first When you select a client Generations
70. ellaneous section of this manual lf Page 68 of 95 x GEN LR ATIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time MAS90 Export If you will be exporting a file for MAS90 accounting follow these steps to configure your Generations data Case Manager Cheryl Smith Family Care Assign an Accounting ID to each of your clients This field is located on the client Referred Ey Thomas Hale Personal Data screen The Accounting ID can contain 20 twenty alpha numeric characters Physician Select E TE TOUSE the M0 Export you mui Diagnasis Cade HEART DISEASE NOS 4299 first run Generations Invoices which will create the invoice numbers which will appear in the exported file Med Record f5412E See Generations Invoices amp Estimates in the Location ID ae i Miscellaneous section of this manual for more information Accounting ID 156497 Once Generations Invoices have been run you can set up the path for the exported file to be saved located on the Generations Invoices Estimates screen Click on the magnifying glass to the right of the Export File Path and point to where you want the export file to be saved Once the export file path has been determined click on MAS90 Export The file can be viewed in Excel An example follows CLippoard a Font L Al gnment al n fe Invoice Number C c E Accounting ID Locati
71. en Clients The client intake form has several tabs which organize the client data Personal Data Custom Fields Contacts Visit History Directions Misc Notes Exclusions Service Orders Interruptions of Service Supervisory Visits Plan of Care 485 Reminders Needs and Attachments At the top of this screen you will see additional options such as an Information Summary which includes basic information for this client compiled into one report ideal for your caregivers You can also navigate directly to this clients calendar export the client contact information to your Outlook address book or send this client an email i Information Summary Undo Update QB Audi Calendar E mail Outlook Close j Service Orders Interruptions of Service Supervisory Visits Plan of Care 485 Reminders Needs Attachments Personal Data Custom Fields Contacts Visit History Directions Misc Notes Exclusions Prefere First Name Middle Initial C Last Name Avril P Phone 983 775 5559 Date of Binh 04 11 1935 73 Weight M27 Status A M Gender F Senice Stat 07 06 2006 Semice End bi J Reasons Select Email monaayahoo com i Case Manager Cheryl Smith Family Care Ambulatory Yes Referred By Karl Bennett Referral DNR g a Physician Dr Steven Crane Cliant Type Private Pay x Diagnosis Code SSN 248 548 3211 s Med Record Private pay Priority M f Location ID 002 Teleph
72. enName o O 3 Patient DOB SX ClentDOB SEX 1 0 4 Isured sNam Enteratdient CMS 1500 5 Patient Address ClientAddress 6 Patient Relation to Insured Enter at client CMS 1500 8 jPatientStatus sf Enteratclient CMS 1500 9 Other Insured Name Enter at client CMS 1500 9a Other Insured Policy Enter at client CMS 1500 9b Other Insured DOB SEX_ Enteratcient CMS 1500 9d Other Insurance Plan Name Enter at client CMS 1500 employment accident accident 40d RESERVED Patient Signature on File 1500 Billing Defaults Company Settings line 12 RESERVED Payer Specific 1500 Billing Defaults Company Settings line 19 Outside Lab Charges Enter at client CMS 1500 Ui BR W N Page 64 of 95 x GEN FR NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time N 1 2 Diagnosis Enter at client CMS 1500 Medical Re submission Code Enter at client CMS 1500 11 characters Original Ref No Enter at client CMS 1500 18 characters Prior Authorization Enter any default at 1500 Billing Defaults N UW Company Settings line 23 and actual authorization at client CMS 1500 Summarized by Service or Daily by 1500 Billing Defaults Company Settings line 24 Service N i 24b Place of Service 1500 Billing Defaults Company Settings line 24b
73. enses is on file with ADP the pay rate in Generations for Other Expenses is not used e line3 amp 4 The employee has 20 hours with a rate of 9 50 hour and 10 hours with a rate of 8 hr If the employee had additional pay rates there would be additional records for each rate in the file e Line 5 The employee has 10 hours overtime at 12 hour e Line 6 The employee has 10 hours holiday at 12 hour 1 CoCode BatchID Files Reg Hours O T Hours Hours 3 Code Hours 3 Amount Memo Code Memo Amount Temp Rate a2 432 134 M 56 3 12 432 134 20 0 0 3 5 4412 432 134 10 0 0 al 1 12 432 134 0 10 0 12 3 6 12 432 134 0 0 H 10 2 ens genta intenta ea D MBs NONE N m n ate BOOS c ttt tn aan a Ante Page 76 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time F Fie Eon Clerts ne Werfaces Scheduling Timesheets Telephony Reports Windows Help Opes ax P Custom Filter Advanced Search us oearch for data regarding your caregivers or clients even when yourre not absolutely sure which field that data is entered in At both the client and caregiver lists you ll see an option for Custom Filter in the top portion of the screen where you can search for needed data Called Advanced Search in the older version of i Generations Custom Filters can really come in T lohn handy Updates to Generations amp Beta Updates From time to time you will be prom
74. ere you ll see the Other Invoicing Options area at the bottom of Other Invoicing Options the screen 4 Use default A R account assigned by QuickBooks 3 To use the default Accounts Receivable account in Quickbooks leave AIR Account the checkmark in the box No changes M grt mms as FIM need to be made 4 To use a custom Accounts Receivable account for your invoices from Generations remove the checkmark from the box and click on the magnifying glass That will show you all available Accounts Receivable accounts in Quickbooks Select the account you wish to use and then click on OK Then close the Quickbooks tabs and close Company Settings You re all set NOTE Quickbooks will always use as the A R account the one it LAST USED when creating invoices If you have been using a custom A R account and now wish to change back to the default A R account you must open Quickbooks and create an invoice using the default A R account AND ensure that the Use default A R account assigned by Quickbooks box is checked in Company Settings Quickbooks Page 51 of 95 I GENERATIONS HOMECARE SYSTEM Wess care through time Exporting and Linking Clients as Jobs in Quickbooks You can now export new clients to Quickbooks as jobs At the Export Link to Quickbooks screen select the new client and click Update At the Select Quickbooks Record to Link window that then appears above click Query All QB Items to locate th
75. es Existing Caregiver Gandolino Elizabeth New Caregiver Born Myra Payrall Item Hourly Rate Client Service Order Service Date Range Date From 08 27 2007 v Date Thru Dar27 2007 v Starting Time All Times Shit Start Time aa l Days of the Weak Sunday Thursday Monday Friday Tuesday Saturday Generationse Home Care System ial cw so Keep existing Keep existing All Future Dates Hew Times Change Scheduled Times All Days Wednesday Users Manual Editing Schedules at the Calendar Editing schedules at the Calendar is advised when you are making the same changes to multiple shifts for example changing the start or end time of a shift for a number of months or replacing a caregiver If you are making small changes to a single shift or a small number of shifts we advise making those changes at the Scheduling Grid See that documentation for assistance Steps to edit a schedule 1 Select a date on the calendar that corresponds to the first day you are going to make the changes The date will be highlighted when you click on it 2 Right click and choose Edit Schedules or click on the Edit Schedules button 3 Make the necessary changes in the Edit Schedules window and click OK Create schedule as confirmed To perform service order validations you must select a service order Note To specify an end date to your changes un chec
76. f Once you are set up processing should always be ON Add Database Establish a database for processing Edit Database Edit database connection parameters Delete Database Deletes a database you have set up for processing Tracing On Saves copies of the XML upload and download files It is recommended tracing is left on for troubleshooting purposes Page 88 of 95 x GENER MIONS Generations Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Telephony PATTI Installation amp Configuration The interface for the PATTI system needs to be installed on one computer which will act as your PATTI Server Once installed open the interface using the icon displayed on your desktop Users at other computers can access the call amp schedule data for the interface from within Generations TelephonyP F Generation Telephony Interface System Configuration dg Fle Widows Rapots Help i System Configuration Cal Data Schedules Manual Export Enable Processing ViewLog View Alert Log view Config Log Sendto Systray Ci Help Server FRONTYSQUEXPRES SIDES Daiabase generationsdemo O SSN Usar ID sa Password rem Last 4 Digits SSN Updais FEN Port Telephony ID Field p Customer D Generations Customer arererer Easra Client ID Auta Assigned by Generations Telephony ID Field Update Record tardy s in caregiver notes D after Min
77. f Generations has been installed on the computer Note If you have full blown SQL Server then enter the user ID and password you created when setting up the server CompanylD CompanyPwd these are your credentials provided by Generations If you do not have them handy you can contact Technical Support and we will look them up for you TelephonylD UserName Password Enter the credentials provided by Santrax Enable Tracing Recommended to assist in troubleshooting Set Download Days Sets the number of days in history you want Generations to be updated with edits made on the Santrax Visit Maintenance web page Set Upload Days Sets the number of days in advance to send schedules to Santrax Page 87 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Test the Setup Click the Manual Upload button Leave the default dates and click OK Then click the Manual Download button Leave the default dates and click OK Note If you receive a message containing a phase or similar to Received text html expected text xml then there is a configuration problem Let us know and we ll contact Santrax to have them adjust the configuration Other Functions Available on the Toolbar Manual Upload Uploads schedules to Santrax prompts you for a date range Manual Download Downloads any visits from Santrax for your date range Start Processing Toggle processing on and of
78. face This form is used to generate C00 ULNIS Pepa nda Hep l Zr monthly billing reports for the _ cients Region Michigan Medicaid Waiver program st J 9 and currently supports Region 7 and E Region 8 It will only generate wp M EVE Ne services performed not other ic expenses such as travel rm eut Region 7 Instructions ZE Set Up Service Code Master List mum See u Use the Alternate Desc 1 field in the Sean as nsns service Code master list to designate foie s which program the Service Code will um OT be charged to and ensure that aon gee eo Service Code is used when creating sean REGION VILAREA AGENCY ON AGING INC schedules If you have a client that p gets Waiver services and also private 16155 EUCLID AVE BAY CITY MI 48706 pay services then schedule the private pay using a service code aaa ic ere nie ae o Cancel without text in the Alternate Desc1 Saa Carraced dnte oera aierua on saver PROVT SGDPRESGC Seay s dutind rums Corrected 69 ide 1 ae Bach GA 2008 82820 PM 3 dey Sor 472 M field m Region 8 Instructions Region 8 Master Code List The billing rates code numbers and descriptions are used from this list when creating the Region 8 billing reports Click the Michigan Medicaid Waiver button on the Integrated Apps tab to access this form and make sure all values are filled in Region 8 to Service Cross Reference Use this to cross reference your Service Codes to the
79. g To do this click on the Enable Processing button found at the top of the interface screen At the bottom of the Interface screen you see two lines of information indicating the status of the Telephony interface check will take place TPW Login Should read Valid the proper ID amp password are entered there It lists the name of your PATTI server as well as the Generations server name and database the interface is connected to It also tells you when the next PATTI If it does not click on Config Web Service and ensure that Always Up Available in Telephony version 2 2 1 8 this can be enabled or disabled by clicking on the File option in the top tool bar Always Up ensures that your PATTI interface is always up amp ready to receive call data In case of a re boot or power failure as soon as the computer boots back up the interface will be started up again as well Process Status When the interface is turned on this must read Enabled Disabled Enable Processing Company Credentials Must read Valid above If it reads If it does not check the items noted in section two Now that the Telephony interface has been configured amp processing has been enabled you can begin having your caregivers use the system to clock in and out at their client visits during the day At each of your Generations computers you will see Telephony in the top tool bar clicking on that will give you the opt
80. giver perspective in the above screen shot you are seeing schedules for client George Emery The calendar can be used to create update and delete schedules and is particularly useful for long term changes The scheduling calendar can be accessed from the main Generations screen by clicking on scheduling It can also be accessed from the client and caregiver screens by clicking on the word Calendar at the top of the screen Page 39 of 95 Generations Home Care System Users Manual GENERATIONS Y HOMECARE SYSTEM connecting care through time Calendars for both clients and caregivers can be printed from this screen by clicking on the Print option In the upper right area of the Calendar you will see either Show Detailed Toolbar or Show Mini Toolbar The mini toolbar allows for more of the Calendar to show on the screen but the choice of mini or detailed is yours At the top left of the Scheduling Calendar screen is a drop down list that will show all of your active clients The list is sorted alphabetically and displays the total number of hours the client has scheduled for the current week selected The top of the list displays A Clients with total hours located immediately to the right At the top right of the screen is a list of active Caregivers with the total hours next to their names as well as if they are Preferred or Excluded for the chosen client Note To see previous schedules for an inactive
81. he backup will run The backup will run even if users are in the system 7 Select the days of the week to have the backup run 8 Run As Password Enter your Windows username and password here Must have Administrator privileges in Windows The user must remain logged into Windows in order for the backup to run We recommend you remain logged in and lock your computer Windows Key L Page 24 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time View the Scheduled Backup in Windows Task Manager The backup job is created in Windows Task Manager You can access Task Manager as follows e XP Start gt All Programs gt Accessories gt System Tools gt Scheduled Tasks e Vista Type Tasks in the Start Search and Task Scheduler will come up Test the Scheduled Backup You can test the scheduled backup by waiting until the backup runs and verifying the file is created in the folder you designated You can also test the backup at any time by manually running it in task scheduler Vista 1 Open Task Scheduler 2 Double Click your backup task 3 Select the Run option XP 1 Open Task Schedules 2 Right Click the Backup task and select Run When the backup is run a command window will appear The window will automatically close when the backup is finished BA taskeng exe ES x Starting Generations auto scheduled backup Stoping Generations auto scheduled
82. he files select the week and click OK Two files will be created XXXX ta and CVT1 TXT After you create the files contact your Paychex rep and provide them with the following information ooftware exported an employee file called CVT1 TXT in the Rapid folder ooftware exported a payroll file to the Time 0002 Specification which is located in the Rapid folder The import file uses a two character year When running the Time002 report the printer control string should be modified to use a 2 digit year NOTE e he Paychex interface does not link earnings codes If the caregiver has more than one rate of pay for the period Generations will still send them over as Regular Overtime or Holiday e Only active caregivers are imported Page 73 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time ADP Interface Specifications Overview Generations has the capability to export a file that can be imported into ADP s PayExpert The interface has the ability to send time worked as well as other expenses such as mileage For time worked Generations provides the rate of pay and hours to ADP For other expenses the rate is determined by ADP due to a limitation of their import specification Before initial setup you should provide these instructions to your ADP representative Please note that the interface only works with the PayExpert product Initial Setup Company Inf
83. hecked e Enable notes on scheduling grid and timesheets Checking this option enables you to enter notes via the scheduling grid and have those notes print on the basic billing report by client Other Options Tab How Do You Want to Identify Your Caregivers e SSN or SIN for Canada e Caregiver Number If you do not wish to use social security numbers please specify that here by putting a check in the Caregiver Number field and specifying the length of the ID you will be using maximum length of 9 This is not automatically generated and you must manually assign a unique number to each caregiver By Default New Caregivers Are e Employees or e Vendors use if your caregivers are independent contractors NOTE You are able to have both employees and independent contractors in your database This setting merely asks which setting you wish to default to when adding new caregivers Page 14 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Create Timesheets Option e Apply all hours to the starting day of the shift e Split all shifts worked at midnight Example Caregiver Tim Horton works a shift from 9 00 pm to 9 00 am Split all Shifts at Midnight creates two line items on your timesheet Tim Horton 9 00 pm 12 00 am Tim Horton 12 00 am 9 00 am Apply all hours to starting day of the shift creates one line on your timesheet Tim Horton 9 00 pm
84. hich is useful when scheduling e he Authorization tab is used to alert the scheduler when the schedule will cause the client to go over the authorized units or amount To add a new service order click the New Service Order button and enter the data required When you click OK you will be asked if you want to display this service order on the calendar as an Available Shift This will place the schedules for your newly entered Service Order on the calendar If you have multiple service orders for a client you can designate one as the default by selecting it and clicking the set as default button An X will appear in the column next to the default service item When you create a schedule and select the client the default service item will automatically fill in saving you extra clicks You can override the default if necessary Notes Authorization Total Approved units for this service order 500 Total Approved amount for this service order 6500 Authorizations Authorizations are typically used by agencies who get a contract from a third party such as the state to provide 4 services As a contractual condition the third party payer may have assigned limits to the total dollar amount or total number of units that can be performed Additional limits may be imposed on the number of units or dollars that can be used in a given time period day week month etc OK Cancel a inh an haih tomm m hna m d
85. ices or the Timesheet Detail by Pay Period report These reports can both assist you in ensuring your timesheet data is correct before it is sent to QuickBooks Once you are certain that the data is accurate then it is time to create invoices Important If changes or corrections need to be made make them to the actual schedules then Create Timesheets again This will refresh the Timesheets updating them with changes made in the schedules Page 54 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Transferring Timesheets or Bills for Vendors to QuickBooks Click on the Transfer Timesheets to QuickBooks item located on the QuickBooks menu under Interfaces Select the week or weeks of timesheets you wish to transfer to QuickBooks indicate other parameters as necessary and click on Transfer to QuickBooks Generations audits the timesheets and transfers them to Quickbooks NOTE Disable Auditing is used primarily by Generations Technical Support staff when troubleshooting It is recommended that you never disable auditing unless instructed to do so by Generations Technical Support Transferring Invoices to QuickBooks e Select the Create Invoices in Quickbooks option from the Quickbooks interface area of the main screen or from the Interfaces drop down menu You may transfer invoices for one client or all clients Choose other parameters that are available
86. interface you should provide the sample file layout to your ADP representative Field from Payroll Export Co Code AgencyID This is the 2 or three digit ID that identifies your agency to ADP Batch ID Generations automatically uses the payperiod ID for this If you select multiple pay periods they are combined If the total length of the batch is longer than 8 characters then only the first 8 characters are used File Payroll ID This is required and needs to be added in Generations on the employee form in the PaychexID field Total Units if REG Total regular hours O T Hours Total Units if OT Total overtime hours Hours 3 Code Total Units if HOL Used for Holiday pay an H is placed here if it is a holiday Hours 3 Amount Total Units if HOL Used for Holiday pay indicates the total holiday hours Memo Code Other Expenses Only Enter the Alternate description in the service code master list for the other expense Memo Amount Total units for the other expense item Temp Rate Rate Of Pay Rate of pay used for regular hours overtime hours and holiday hours In Generations if you have multiple regular hours with different rates of pay then a separate record for each item is created in the file The screenshot below shows the sample file produced opened in Excel This is a single employee s payroll items The employee number is 134 e Line 2 Indicates to pay the employee 56 units of Mileage The amount to pay for all other exp
87. ion of seeing the call data as it comes in from PATTI Telephony Schedules The Telephony Schedules form displays a list of all your schedules and matching calls As calls come in they are matched to your schedules and displayed on this form There are several fields that you can choose to display at this screen Use the Column Chooser magnifying glass to customize this screen InceaseFont 8 Decrease Font Export Start Date Auto Refre 11 13 2008 sh After Mew Files are Imported End Date P Double click on an un confirmed schedule to fix Client 11 14 2008 12 00 AM Abbot Bud Abbat Bud Frazier Amber Costello Low Faster Archie Arkon Adam Black Ralph Abbat Bud Abbot Bud Emery George Abbot Bud Caregiver Adams Alicia James Marcy Creary Ruth Crane Alice Hepburn Kathy Adams Alicia Available Shift Green Sarah Ingraham Tho Hepburn Kathy Adams Alicia scheduleStar LL 20d 12 00 AM LU 1208 Le AM 11 13 2008 12 04 AM LL 1a 20408 07 00 AM 11 13 2808 02 00 AM 1L 13 2008 08 00 ABA 11 13 2008 08 0 AM 11 13 2008 10 00 AM 11 13 2008 12 00 PM LU 13 2008 03 00 PM 11 13 2008 05 00 PM scheduleEnd 11 14 2008 17 00 AM 11 14 2008 12 00 AM 11 14 2008 07 00 AM 11 13 2008 12 00 PM 11 13 2008 1 00 PM 11 13 2008 03 00 PM 11 13 2008 17 080 PM 11 13 2008 82 00 PM 11 13 2008 11 00 PM 11 13 2008 05 30 PM 11 13
88. isk space 1 GB if installing on Windows Vista e CD ROM drive e SVGA 800x600 or higher resolution monitor Other Software Hardware Network Wired or Wireless Internet Connection is Required QuickBooks 2003 Pro or Higher Optional Required if using QuickBooks Interface Canada Quickbooks Pro 2005 Standard Edition or higher Multi currency edition not supported Microsoft MapPoint 2004 2006 or 2009 North America Optional Required if using Mapping and Routing components Page 5 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Installation Step by Step Instructions Step 1 Install SQL Express Single Computer Use the Generations CD to install SQL Server No advance configuration is necessary During the installation you are allowed to select the installation directory and data file directory We recommend that you leave the default unless you have a reason to change it Just click next when prompted you may need to re boot when the installation is finished Only install SQL Express on the computer you are designating as your database server Note The designated server must be running in order for the other computers in your network to access Generations For this reason a laptop is not a good choice for a server Tip The server processes requests for data so the more powerful the processor is and the more memory it has the faster yo
89. j K Telophoriy Select either PATTI or Santrax Telephony Account If using the PATTI system you have the option to import mileage to your timesheets First have PATTI turn on the mileage prompt Then when the mileage prompt is on the caregiver will be asked to enter their mileage when logging out Select the Mileage Account other expense the mileage should be imported as Mileage will now automatically be imported to the other expense tab of the timesheets when running the Create Timesheets process Caregivers Telephony ID This is the number that caregivers use when logging in and out of a shift Select the option to use as the caregiver telephony ID We strongly recommend the Telephony ID field Client Telephony ID If using PATTI select the Telephony ID option Client Telephony ID is not necessary when using Santrax We recommend that you select the last 4 5 or 6 digits of the client phone number so that it is easy to determine Page 22 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Update Telephony ID s Mass Update There are two buttons on the right portion of the form that can be used to update the Telephony ID with existing data These should only be used when initially populating your data e Update caregiver Telephony ID field to last 4 digits of SSN e Update client Telephony ID to last 4 phone number See more detailed information
90. k in the appropriate box You can even add brief notes about the task to be completed Status Connected to database GenerationsDemo on server FRONT SQLEXPRESS User administrator Minutes Connected 245 kde O Last Backup 6 11 2008 3 23 00 PM 1 day s Size 47214 MB Recording Completed Tasks and Running the Reports Manually record tasks by selecting Record Tasks from the Plan of Care screen on the Client Form The Record Tasks form enables you to record multiple tasks at once for multiple days You can also assign the caregiver who performed the task along with notes Record Tasks fx Category Tasks Selected Dates Homemaking November 2006 December 2006 January 2007 Select 11 30 2006 SMTWwWTFS SMTWwWTFS SM IW Fg Light Housekeeping 12 04 2006 1234 12 1234565 12 05 2006 567 8 91011 3456789 7 8 9 10 11 12 13 Personal Care 12 06 2006 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 Select 12 07 2006 19 202122232425 1718192021223 212223242526 27 Y Bathing 12 08 2006 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30 31 v Oral Care 12 09 2006 31 12 11 2006 12 12 2006 14 13 4006 Caregwer Bandolino Elizabeth 12 15 2006 12 18 2006 12 21 2006 Notes This ts where you enter noted Select All DeSelect All Collapse All Expand All Clear Close OK Page 81 of 95 I GENERATIONS HOMECARE SYSTEM Wess care through time CMS 485 POC Report This is for agencies that are required to use the CMS48
91. k the A Future Dates box and enter an end date The time range default is All Times If you need to select a specific shift during a day un check the A Times box and enter a start time This feature is helpful if two or more shifts are scheduled per day Page 42 of 95 x GEN FR NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Scheduling Board The Board allows you to see everything happening today with all of your clients or caregivers in a view similar to a spreadsheet The board can display up to seven days of schedules and can be viewed by client or caregiver In the example below the clients appear vertically to the left and the bars indicate the caregiver who is working The date and time appear horizontally on top Just as at the Calendar or Grid schedules can be added deleted revised or confirmed here at the Board Tip The board supports drag and drop functionality to change and create schedules For example to extend a schedule click on the end and drag it to the new time Main Help Calendar Scheduling Board x 4 Add X Edit gt lt Delete T Date w Confirm Unconfirm Details Client View Caregiver View Y Location ID amp Refresh Days Shown Print Li L Li Li Li L Li Li Li Li Li Li 1 P Li Li 2P Li I 3P i L AP L Li Li Li Li Coldvyall Kay Taucher Suzel Coldweall Kay 03 00 AM 02 00 PM 12 00 PM
92. label 1 O Classification In this example we have indicated that we pa Class want the Caregiver Class and Classification O Custom Field blood type to be printed on the badge Click 22 Custom label 2 PREVIEW to see how it would look 74 Classification 9 Classification Lynne s Home Health Care Class 207 5 Main Avenue MI Pleasant MI 48858 s 903 772 2222 Custom Field blood type v Q Other Starting Position Row 1 v Column 1 ww Paula Ballard Private Pay Physical Therapist Lynne s Home Health Care 2018 Main Avenue Mt Pleasant MI 48858 989 772 2222 Page 61 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time CMS 1500 Quick Start Complete instructions for the CMS 1500 Health Insurance Claim Form are available at WWW NUCC Org 1 Begin set up of your 1500 billing forms by entering default entries in Company Settings Click on the CMS 1500 Billing Defaults tab located in the lower right of the Company Information screen 2 Update your Service Code Master List with anything appropriate ex Line 24d uses the MOD and Alternate Description fields in the master list 3 Fill out the CMS 1500 billing form for the individual Paranal Data client The billing form can be accessed on the ree Mi miia Personal Data tab by clicking on the CMS 1500 Cia Fines HER Billing button located near the bottom of the form
93. laris Export Link to Chuck Shes nites Select one or mone dem from the Int and dk epdate SiL Connecbed ro database voaneramonsDemmao on paneer FRONT SOLEXPRESS Senur Mare Filler MI Chee Mama Abbot Bud Abbot Ml Abbot Mary Aspes Lh Apes rete Ehime bone Wires Pana Erickeom Sharon Harper hirci dofna Fahy Lipdabe Remove Link Close Farm amp deablerd Minus Connected 152 Kier Last Backup VIAA 3 23 00 PM C1 dec See 47342 WB Page 50 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Continue to do this for each client in your list When new clients are added to Generations you will follow this same procedure to add and link them to QuickBooks Follow this procedure for each data element that you wish to export and link to QuickBooks ie employees vendors service codes payroll items classes client types other expenses etc Using a Custom Accounts Receivable account in Quickbooks Quickbooks comes with a default set of general ledger accounts already set up and ready to be used You may wish however to create your own Accounts Receivable account to be used for invoicing done through Generations If so you will need to tell Generations which account to use You will need to have your Quickbooks company file open in multi user mode 1 Go to Company Settings and choose the Quickbooks tab 2 Once th
94. lient Form Bud Abbot File Edit Clients Caregivers Interfaces Scheduling Timesheets Telephony Reports Windows Help F M PI n f C r POC Open Windows X information Summary Save Undo Update QB Audit Calendar Close a O a e Service Orders Interruptions of Serce Supervisory Visits Pian of Care 485 Reminders Needs un E Data Custom Fields Comacs Visit Hestory Direcbions Misc Notes Exclusions Preferences v n dit POC Copy Y ditTas Au Authorized End Date Start Care Date Generations supports three different ua uc eel ee C ican Calendar gt X Edit POC CopyPOC Edit Task Record Tasks 4 05 14 2008 07 12 2008 plan of care reports Plan of Care entries Hel o Oo E Client List are made by selecting the Plan of Care Client Form B option for the client then clicking on the existing POC or Edit POC to enter a new plan Task Driven Plan of Care This is where you can record what tasks were performed on which day and by which caregiver You can print a blank seven day task report to be taken to the client s home record tasks and then print a completed tasks report The first step is to establish a master list of categories and tasks for the system Categories are broad and basic types of work like laundry cooking pet care errands and so on With categories established add specific tasks that must be performed for each category Finally assign the tasks to an individual client by putting a check mar
95. ll be billing using the CMS 1500 enter your company default information here For more specific information see documentation for the CMS 1500 in the Miscellaneous section e f you will be utilizing the CMS 485 for your Plan of Care please enter your company Provider here Page 13 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Calendar Options Tab Calendar Display e Entire month displays all the days in the month like a traditional monthly calendar beginning with Sunday e Show entire pay period ending weeks in the month option displays the calendar by your pay period end or billing week For example if your pay period ended on a Friday the calendar for March would display an entire week for every Friday in March Additional Options e Default Schedules as Confirmed the recommended setting is to have this un checked Your schedules are then created as unconfirmed and you confirm them when you know the actual date and times Tip Telephony users must create schedules as un confirmed The telephony interface automatically confirms and updates your schedules based on the time the employee calls in e Show Service Order Short Description with Schedules This will display the service order short description on the calendar with the schedule such as Personal Care or Respite If you don t need it on the calendar leave it un c
96. llows you to see which I ro E 77 windows you have open in Generations Minimize the Open Windows panel when not in use by clicking on the pushpin icon at the top of the Open Windows panel Interfaces Timesheets You may also close the Open Windows panel entirely and use the Windows menu item at the top of the screen for navigation You will see the same list of open windows this is great for mar Creo tates aaa cene MOADE Se eai ace s o Larense saae aowa aoa se moving back and forth between frequently used screens CL career bueno Chent Due in 30 days 0 LJ Caregiver Due in 30 days A9 Page 11 of 95 I GENERATIONS connecting care through time Y HOMECARE SYSTEM Tabbed Windows Generations also allows you to have tabbed windows This feature can be enabled or Generationse Home Care System Users Manual disabled from the Windows menu item at the top of the screen and permits you to open multiple windows in some areas If you click on the Clients icon the Main screen tab as well as the Client screen tab will be displayed on the upper left hand corner of your screen You can open as many tabs as you like In the screenshot below the Main screen Client List a client and the client s calendar are open Simply click on the tab header to move to that particular screen Generations If you experience that issue In some cases the use of Tabbed Windows will
97. mesheets payroll to QuickBooks via the QuickBooks Interface Linking Generations to QuickBooks To begin linking your items to QuickBooks click on the QuickBooks icon on the main screen under nterfaces You will see a small menu box open up with several options in it Exporting Data to QuickBooks If your data is in Generations but not in QuickBooks then you choose Export to QuickBooks If your data is in Generations and it is also in QuickBooks same procedure Under Data Element you ll see that Clients are selected Click on Refresh and your entire list of active clients in Generations will be listed Select those clients that you wish to export and link to QuickBooks you may choose more than one at a time When you have selected them click Update at bottom of the screen For each client you selected you will be asked if it is a new item or if it already exists in QuickBooks If it is new then click on New ltem f the name of the client appears in the QuickBooks list then select it and click on Update You will receive a message that the item has been added and or linked to QuickBooks it just needs to be linked using this kibti aliii A F Fie Ed Clients Careqvers Interfaces Scheduling Timesheets Telephormy FRepots indows Help ae Open Windows Ox Data Elemeri t gt Cents Emplagees Vendors Mam L Client List Serena Payroll Rem Other Expanas Chant Type C
98. n all of your computers and they are all able to connect to your new database you need to start populating Generations with your data We recommend that you take the following steps Configure Company Settings Create Timesheet Weeks Enter Payroll Items into Payroll Item Master List Enter Service Codes into Service Code Master List Enter Caregivers and their Payrates Enter Clients Create Schedules oogsomco Tip Existing QuickBooks users can import clients caregivers service codes pay rates client types classes and other expenses into Generations leaving only the scheduling to be done For information on importing data from QuickBooks to Generations see section entitled QuickBooks Interface Company Settings Company Information Tab e Enter your company name and related information including custom logo if desired If using a custom logo must be in JPG format and no larger than 200K in size The logo should be square optimally 48x48 pixels but larger should be alright e as long as it is square e Select the Pay Period End Day for your company Make sure the correct pay period end day is chosen as this is used throughout the system to display total hours for a given week and to calculate overtime for payroll The Pay Period End Day is also used to base overtime calculations e f you will be utilizing the Payroll Export utility you will need to enter your Agency Payroll ID on this screen e f you wi
99. necceneceueceeeceeeneceaneees 50 LINKING GENERATIONS TO QUICKBOOKS ccccescccsecceeccescccenecceecceecceencccueceeueceseceseneceeeceeueceseeceseneeeanesss 50 EXPORTING DATA TO QUICKBOOKS O ieee said niner edt cnc NE ves a hc Saris tila ee EPI OF cb vee ETEA cee ela duit 50 USING A CUSTOM ACCOUNTS RECEIVABLE ACCOUNT IN QUICKBOOKS cscccseccceecccesccceneceaeceeeeceeeeceeeneceaeecens 51 EXPORTING AND LINKING CLIENTS AS JOBS IN QUICKBOOKS c cccccesecccsecccscccenecceecceeecesenecceneceeeeceseeceseneceeneees 07 IMPORTING TO GENERATIONS FROM QUICKBOOKS ccccccceeecccceseccccesececeecceeenececeusecseuuecsesueeceeeeseceseuecssuueeess 53 CAREGIVERS AS SUB CONTRACTORS VENDONRBS ees E eor ee rak pee eed o ER er Eee enu edvavewsnee sn sie leunti uted a VO OH ER Fav ou Tae vo eT ER EEUU E 54 ENSURING INVOICE TIMESHEET ACCURACY 22 ee vss so tuse vos uot Fea eas co eS tee te Soap ea vro su ERE OUnE EN UTR exa ROOM eb VEO SUP eriak e Pd 54 TRANSFERRING TIMESHEETS OR BILLS FOR VENDORS TO QUICKBOOKSQ ccccccesecccesecceceecceeeseceeaecseeueeees 55 TRANSFERRING INVOICES TO QUICKBOOKS YQ cccccccesecccceseccccscccecueccccesecsccuecsseeueceeeusecsscueccssuuecseeusecsseuecssseneces 55 AUDITING THE TRANSFER OF INVOICES TIMESHEETS AND BILLS cccccseccsecccssccesccesccecceesccusceessceusseusceeseeeesens 56 DELETING DATA FROM QUICKBOOKS sorrie iien AEE vens dian da v Raw peas URS IIAD N dati bou e
100. need to find the code in ADP and enter it in Generations as shown Page 74 of 95 Generations Home Care System Users Manual I GENERATIONS HOMECARE SYSTEM See care through time Step Four Creating the File From the main menu in Generations click on the Payroll Export Icon ao Timesheets Class e All Timesheets Caregivers All Caregivers z Paid Status Paid Un Paid Select one or more timesheet weeks Pay Period Id Start Date End Date Allocated 130 03 09 2008 03 15 2008 X 131 03 16 2008 03 22 2008 X 132 03 23 2008 03 29 2008 X 133 03 30 2008 04 05 2008 X 134 04 06 2008 04 12 2008 X 135 04 13 2008 04 19 2008 X 136 04 21 2008 04 27 2008 X 137 04 28 2008 05 04 2008 X 158 10 01 2007 10 31 2007 X 159 05 05 2008 05 11 2008 X 160 05 12 2008 05 18 2008 X 05 25 2008 X 162 08 01 2008 08 31 2008 X p 163 09 01 2008 09 15 2008 X E Export file path C Documents ADP andit nam a i enm On the export screen 1 Check the ADP Format box 2 Select a location for the file to be exported to and 3 If you wish the timesheets to be marked as PAID check the Update timesheets as paid box ea apes S Page 75 of 95 x GEN FR NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time File Layout and Sample File Filename EPICCCAA CSV ccc is the Agency ID from company settings Before running the
101. nter the same number in more than one field then the secondary sort will be alphabetical by the label name Reports that include Custom Fields can be created using the Report Writer utility Discipline If using Plan of Care POC UNIQUE ID enter the master list of aX r orders to be used X 4 W315 Walking 15 minutes 2x daily a These Disciplines are n only used on the M dioi Printed on the CMS 485 Report Orders tab of the Plan LL H901 Tum _ 21 Orders for Discipline and treatments Specify Amoun of Care and only x ig9ial2 applicable if you use the X A103 LIH ine arm Ped UTenits CMS485 The T Discipline master list is m located under the Client Spa 4 drop down menu or by i the magnifying glass in the POC Cn S LX Walkina 15 minutes 2x daily P Mona prefers to walk outside weather permitting Mona ng X Hot Tub once daily 10 minutes P Left knee pP E F a F i z Se E T B E muli Page 29 of 95 P GENERATIONS HOMECARE SYSTEM Tome care through time Holiday Any shift that occurs on the holiday will be paid and billed at the pay factor you set up in the Holiday Master List If you pay or bill holidays differently then you should set up codes for your holidays and schedule with those codes instead of using the Holiday Master List The Holiday Master List works best if you split all shifts worked at midnight The Holiday Master List can b
102. nterface to Quickbooks for your vendors Not only is it faster but it is also more flexible than creating Quickbooks timesheets for vendors You also have more flexibility creating bills in QuickBooks because your caregivers can be assigned many payroll items If you have two caregivers that are paid different rates or the rate varies depending on an emergency call in or holiday you can create multiple payroll items to handle this Generations will create the bill based on the payroll item rate for whatever account you specify in company settings If you choose to create bills for your independent contractors you must select the GL account for payables expenses and other expenses located on the QuickBooks tab of the Company Settings form Creating bills is faster because you can quickly and easily select all the bills to be paid after they are transferred On the other hand creating timesheets involves more steps in QB and requires you to set up a cost for each service item in QB This cost is always paid for that service regardless of the pay rate assigned to the shift in Generations Ensuring Invoice Timesheet Accuracy Ensuring that the information is correct prior to creating invoices in QuickBooks is recommended Verify that the timesheets created in Generations are accurate perhaps by comparing them to actual timesheets from your caregivers Review the Billing Report by Client with the same parameters you will be using to create invo
103. nts caregivers are stored within your database You now have the option to store these attachments in a separate file NOTE We recommend that you continue to store attachments in the database unless it is negatively affecting the size of your database To leave your attachments in the database check the Store in Database Recommended option To store your attachments OUTSIDE of your database check the Store in File System box You will be prompted to browse to the area in which you would prefer to store those items and the items will be moved WARNING Once attachments have been moved outside of your database there is no way to move them back into the database without attaching them again one by one Also all future backups of your database will not include the attachments you will need to back them up separately Page 16 of 95 I GENER NIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time 1 Company Settings Interfaces scheduling Timesheets Telephony Reports Windg Qu ickBooks Tab Company Information Calendar Options Other Options QuickBooks 3 a c Vendor Options Timesheet Motes Leave blank amp Create bills forveandors Vendor Options Select to Create Bills or Create Timesheets for your independent contractors We recommend that you select the Create Bills option as it is faster and more practical for home care and allows you to pay all caregi
104. o record information about the various referral sources Typically a new referral source is added to the master list which is accessed from the main screen or from the client drop down list Once on the master list the referral source is available in the drop down list found on the client personal data screen The Call Center is utilized to record notes on activities regarding your referral sources Reports on Referral Sources and Referrals by Date is available at the Reports menu as well as a utility to print mailing labels for these sources Contact information for referral sources can be exported to your Outlook address book by clicking on the Outlook button and emails can be sent directly to these individuals from Generations Reminders Use Reminders to track important date driven information such as TB tests client recertification caregiver reviews birthdays training and anything else you can think of Totally customizable this list allows you to create the reminders that fit your business Reminders due now and due within 30 days appear at the bottom of the main Generations screen When you no longer need to be reminded of the specific item remove the check from the Remind box for the desired client or caregiver Reports for Caregiver reminders include letters to send to your caregivers notifying them of their reminders like TB Tests as well as mailing labels Reporting can also be done on Client Reminders Service Codes Service co
105. o refresh them with the updates made to your schedules e Mark timesheets as Received when the timesheet has been verified as correct e limesheets can be locked to prevent changes to them after you have billed or paid Creating Timesheets From Schedules The Create Timesheets function in Generations creates timesheets based on your schedules Weeks that have been created allocated display an X in the Allocated column Allocated means they have been created from your schedules Note on Flat Rate Live In Shifts through Midnight If a shift has either a flat rate payroll item or a flat rate billing item the entire payroll and billing amounts are always applied to the starting day of the shift Reset Timesheets Function The Reset Timesheets function will delete all timesheets for the specified period of time If the checkmark is left in the space below the Heset Timesheets button which states Do not update or delete timesheets that have already been marked as billed or paid Resetting Timesheets will only delete those timesheets that have not been marked as billed paid If the checkmark is taken out of that box all timesheets will be deleted including any that may have been billed or paid Use of this function is not recommended unless advised by Generations Support If changes have been made to the schedules and you need to include those changes in your Main Help Add Edit Timesheets Create Timesheets Pay Perio
106. of shifts as available add the schedule using the Available Shift as the Caregiver This also comes into play if a caregiver quits or is unable to fill a scheduled shift you can replace that caregivers shifts with the Available Shift entry until a new caregiver is assigned When establishing a new Service Order you have the option to automatically place these shifts on the Calendar as Available Shifts As you are able to staff these shifts replace the Available Shift with your caregiver by selecting the beginning date of the Service Order on the Calendar Then right click and choose Edit Schedule Choose the appropriate caregiver in the drop down list make any other changes that are needed and click OK Note When terminating a Caregiver Generations gives you the option of making existing shifts for that caregiver Available This way you are still able to see the shifts in the system Deleting Schedules at the Calendar 1 Select a Client or Caregiver from the drop down lists on the Scheduling Calendar 2 Select the first date on the Scheduling Calendar you want to delete The date will be highlighted when you click on it 3 Right click and choose Delete Schedules or click on the Delete Schedules button 4 At the Delete Schedules window fill out the required parameters and click the Delete button at the bottom of the window Page 41 of 95 I GENERATIONS HOMECARE SYSTEM p care through time Edit Schedul
107. on ID ItemCode Extended Amount 2 14 01 25 2005 1111111115 1 respitel 100 3 14 01 25 2005 1111111115 1 billable mil 34 25 14 01 25 2005 1111111115 1 Product 15 75 5 14 01 25 2005 1111111115 1 Hair Service 14 6 7 Field Name Description Automatically generated by Generations based off of the Next Invoice setting in Company Settings Other Options The date defined when Generations Invoices were run Accounting ID Client Accounting ID entered at the Client Personal Data screen Location ID Location ID code for the client Client Personal Data screen ltemCode The Alternate Description for the service user defined in the Service Code Master List Extended Amount The gross billable amount in dollars per service For Other Expenses the Total Cost per billable other expense as entered at the Edit Timesheets Other Expenses tab Page 69 of 95 I GENER MIONS Generations Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time I8 Generations MapPoint Interface Print Map and Direction Print Direction Print Map Print Turn by Turn howlegend Show Route Close MapPoint Microsoft e rnnt es ng MapPoint North America T P EET Route Planner x BS mme Mie Instruction For Toward x Generations interfaces with MapPoint p g Srvc ttt ec 2004 2006 or 2009 to provide a ee S e a ml e S S m a p pi n g an d rou ting gsm m 0
108. one at a time Generationse Home Care System Users Manual A Generations Home Care System Mass Update Utility F File Edit Clients Caregivers Interfaces Scheduling Open Windows ax Select Area to Update List Main Mass Update Utility Caregivers Class Caregivers Classification Caregivers Skills Client Case Manager Client Client Type Client Needs Client Priority Client Location ID 9 Caregivers In Services Reminders Timesheets Telephony Reports Windows Help EX Status Connected to database GenerationsDemo on server FRONT SQLEXPRESSIL User administrator Minutes Connected 72 Idle O Last Backup 8 27 2008 4 00 00 PM 1 day s Size 49444 MB There is also a Mass Update function at the Edit Timesheets screen You can rapidly and easily update all timesheets for a given week to billed not billed paid not paid received or not received A Generations Home Care System Add Edit Timesheels c 1J File Edit Clients Caregivers Interfaces Scheduling Timesheets Telephony Reports Windows Help 0x 9 Billed Paid Not Billed Not Paid Reread Not Recewed X 06 10 2008 07 00 AM X 06 11 2008 07 00 AM x 06 12 2008 07 00 AM X 06 13 2008 07 00 AM X 06 14 2008 07 00 AM Total Hours for this Tenesheet 05 00 PM 05 00 PM 05 00 PM 05 00 PM 05 00 PM Total Hours All Timesheets for Ballard Paule
109. onsideration existing d Billing esl availability and caregiver absences Caregiver Badges Customizable name badges with pictures Requires Avery label template 5390 e Clients oo L MA 4 1 4 x 3 1 2 ee Birthdays List caregiver birthdays that occur in a gwen month O Mailing Labels Badges Caregiver Directory Prints a directory style listing of Caregivers classification addresses and phones ei d Vif P ERAS a NP T amr vul pe a Mailing Labels for Caregivers Employee Adams Alicia Ballard Paula Crane Alice Creary Ruth Delilah Darby Dine Jane Drew Nancy Grace James Green Sarah Hepbum Kathy Ingraham Thomas James Marcy Jones Carol Jones Susan Krenning Missy Marker Madeline Martin Larry Messer Rachel v Class ALL 7 Mailing Labels Hold Ctrl and click to select multiple tems Hold shift and click to select all items between Select All Remove All TPN nsion Product 390 Badge Manufacturer Humber Across Avery 5163 x X E amp wery 5260 Avery 5251 1 x4 Avery Soe Print Badges Once you have selected the caregiver and selected the Avery 5390 Badge option click OK and you will be able to further specify customization to the badge Page 60 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual Badge Customization Form Avery Badge 5390 2 1 4 X 3 1 2 Custom
110. ony ID 5559 Delete Picture Accounting ID 1111111132 Mona Arill 44 Active Client Home Address Billing Address If different from home address Address 1 1069 Isabella Vista St Payor Care 4U Agency Address 2 Address 555 Water St City Lake Isabella State fmi Address 2 dee ovem w n nee Pf Enable Client Specific 1500 Page 34 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Personal Data Enter basic information regarding your client ie name address phone email address billing address etc Custom Fields If you have defined some custom fields you add them to the client record here and enter the appropriate data Contacts Enter emergency and other contact information for the client Visit History Data on this screen is automatically generated by Generations based on schedules Directions Misc Enter driving directions to the clients home OR if you are using the MapPoint North America interface click on the Get Directions button This will open the mapping and routing interface so that you can get custom directions and routing from MapPoint Items entered here automatically print on the Caregiver Assignment Report Notes Use the notes tab to document the date time and communication with your client Notes taken and entered at the Call Center and then attached to the client record are found here Exclusions Enter here the n
111. ormation Page 35 of 95 I GENER NIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Reminders Use the reminders tab to track important date driven information that you need to follow up on The reminders due now and due in 30 days appear at the bottom of the main screen Needs This screen allows entry of specific assistance the client needs These are used in conjunction with skills entered for your caregivers to assist in matching caregivers with clients Attachments Use the attachment screen to attach Word Excel PDF Rich text and text files which may concern your client such as spreadsheets or correspondence Caregivers The Caregiver Data form has the following tabs which organize the caregiver data Personal Data Attachments Absences Custom Fields Exclusions In Services Notes Payroll Items Reminders Skills Supervised Visits Unavailable Miscellaneous and Visit History Refer to the Generations Help System located under the Help Menu at the top of your screen for more details on each of the areas R i Information Summary Undo Update OB Audit Calendar Email Outlook Close Hotes Payroll Items Reminder Skills supervised visiti Lina ailable Vit History Personal Data Attachments Absence Miscellaneous Custom Fields Exclusions In Services Nanc pM Im RIN i First Name ancy ML Classification Last Name Drew GG 148 54 2135 ul Mui Fin lA Bi
112. ormation Calendar Options Other Options QuickBooks Security Telephony Step One Enter the CompanyName Harbor Home Care Fay Fenod End d Agency ID that was Tax Id 36 4552225 Sunday s assig ned to you by FIRES 2479 Rosewood Monday T ADP in the Agency ID pom Nm field in Generations e The Agency ID field is ais oe in Company Settings Zip 48658 Ded igi Frida If you have a two digit Phone 989 123 5555 riday Saturday e E ID enter an Provider Number 3634546 i underscore after the _ ID ex if your ID is SELON Meteo 12 enter 12 j Logo Default No Logo E li abi ah a S I Et Step Two Addthe eas Pm rtm a amt ae anu em unique ID for each caregiver provided by ADP to the caregiver Paychex ID field ADP refers to this ID as the File Number Step Three Adding Mileage and Other Expenses to the Export If you have other expenses ex mileage that need to be added to the export note the following Export Show Inactive Close e ADP does not accept the rate in Generations The Description Short Desc Alternate Desc rate for the item on file with amp mil k A ADP will always be used X 5 e You must add the ADP X E code to the Alternate Mileage Mileage M Ow Description field of the Cle agi hs e Ar a PP t M aal AP t ERAI aas il MS IF a service in Generations Service Code master list In the example shown below the code M is set up in ADP for mileage You
113. owser exe il i Files ol type Appbcahons exes com icd j General Exceptions Advanced Windows Firewall i blocking incoming network connections except pogan m aee aeiio asro nan Check the File and Printer Sharing box Check this ERAN Do this step on all computers accessing the box c database Your Windows XP Firewall should now be emet configured to allow Generations connections from other UP Fare workstations Problem firewalls Some firewalls will block SQL Server arom wm __ even if it is correctly set up Zone Alarm is one of these v Display a notification when Windows Firewall blocks a program firewalls and is not supported Specific Problems and Solutions Problem The server can connect to the database but no one else can Solution Verify the Windows firewall is not on Even if it was previously turned off it is common for it to get turned on by accident or when running Windows updates If it is on either turn it off or configure it for Generationse following the instructions under Configuring Firewalls Problem You can get the server from the list but when you click Get Databases you get a message similar to SQL Server does not exists or access denied Other computers on the network are able to connect to the database Solution A third party firewall like Norton Security Center or McAfee Personal Firewall may be running on the computer that cannot connec
114. perating System If you are running a 64 bit operating system and the scheduled backup does not run the fix is to download and install the SQL Server 2005 management components from the link below http download microsoft com download 4 4 D 44DBDE61 B385 4FC2 A67D 48053B8F9FAD SQLServer2005 XMO x64 msi Other Problems 1 Search the Knowledge Base for similar issues http kb idb sys com 2 Contact support with the following information a Any screenshots of error messages b Steps to reproduce the error C Logfile i Windows XP 1 C Documents and Settings All Users VApplication Data Generations ScheduleLogNScheduleLog txt li Vista 1 C ProgramData Generations ScheduleLog ScheduleLog txt Page 26 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Maintaining Timesheet Weeks Timesheet weeks should be set up to correspond with your pay periods If you are using Telephony then set the timesheet weeks up according to your pay periods If you are not using telephony and use paper timesheets instead set the weeks up according to when you receive the timesheets Itis recommended that if you receive timecards weekly that timesheets are set up weekly If paying bi weekly you simply select two of the weekly timesheet weeks To set up your Timesheet Weeks go to the Timesheets Menu and choose Maintain Timesheet Weeks Follow the instructions carefully For Help go
115. periods as Billed Page 57 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time 8 In Quickbooks make the adjustments to the new invoices as necessary using the Reconciliation Report as your guide If you do not already have one you will need to create a new item in Quickbooks to allow for entry of credit debit adjustments Another way to accomplish this is to create estimates in Quickbooks and create the invoices when you re ready for the final billing Service Order Notes Authorization Service Orders Service orders are typically used when a third party payer imposes limits to the number of hours or dollars you can bill You may enter an Service Code Authorzabon Number Date and Time Start Date 03 10 2008 v Stat Time 04 00 PM unlimited number of service orders for each EnDae nume Z Feibe ine End Time 08 00 PM client and enter an unlimited number of authorization rules for each service order r peer oars Generations will alert you when creating ES d Sunday v Monday Tuesday schedules if you exceed those limitations You E Thus E fid 7 Saturday can also elect to create service orders for private pay clients but it is not required To enter a Service Order for a client choose the Service Order tab when at any data screen for the client General e Data on this tab is displayed in the service order drop down list w
116. pted to run an update to your Generations program We highly recommend that you run all updates when prompted to keep all of your Generations computers running with the most current version Itis very important that all of your Generations workstations are using the same version of Generations variances in versions on your computers creates instability in the system and could cause error messages Once a single computer in your network has run an update to Generations the system will prompt all other users at their next login to ALSO run the update NOTE BETA UPDATES are program changes that are currently being tested and are not ready for general use Do not download any Beta Updates unless you are requested to do so by Generations Technical Support At any time you may see what version of Generations you are currently using by clicking on Help then About Us There you will see an Application Version as well as a SQL Version To see what has been included in recent updates click on Help then About Us and choose the item named Update History Optimize Database Optimizing your database defragments indexes updates database statistics and shrinks the size of your database This process should be run every two or three months in order to keep your database running at the highest efficiency Optimizing more frequently than that is not necessary Optimize your database at your Generations server computer by clicking Fil
117. r of Generations to lock or un lock timesheet weeks The lock icon is also visible on the Edit Timesheets and Create Timesheets forms Page 48 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time QuickBooks Interface Generations has been designed to integrate seamlessly with QuickBooks by creating a direct communication channel which integrates with your QuickBooks company file Client and caregiver information can be synchronized bi directionally and at any time Timesheets bills and invoices can be transferred to QuickBooks from Generations If you are new to Generations but have your client caregiver payroll items and service codes entered in QuickBooks vou can import that data into Generations saving a great deal of time in entry QuickBooks Requirements e QuickBookse Pro 2003 or higher or Canada 2005 Pro or higher must be installed on the computers running the interface You must be in Multi User Mode in QB click on File make sure it says Switch to Single User Mode This means you are in Multi user Mode e Quickbookse Multi Currency edition is not supported e To transfer timesheets you must have Time Tracking enabled in QuickBooks and the Time Format must be set at the decimal setting These items can be found in QuickBooks under the Edit Preferences menu Please refer to your QuickBooks
118. rder for this shift choose the appropriate service in the Service drop down list Note Service Orders are typically used when a third party payer has put limits on the services to be provided to the client See Service Orders for more information Page 40 of 95 x GEN LR ATIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time At the lower left corner you will see a Confirmed box this is a default setting that you determine in Company Settings When schedules are unconfirmed they appear on the calendar with a question mark Confirming Schedules at the Calendar E To manually confirm schedules right click the date on amp onim schedules the Scheduling Calendar select Confirm Schedule You only need to enter a start time if you have multiple schedules per day otherwise leaving the start time blank will confirm all schedules for the chosen client Client caregiver and date range caDeLDUu Bonnell Lei vt Confirming schedules identifies that the schedule was worked and the times are correct If you are using a Telephony interface your schedules will be updated aa and confirmed automatically If you are not using telephony you can manually confirm schedules on any Thru 0gi27 2007 w of the scheduling screens _ Specify Start Time Available Shifts All available shifts are displayed on the Scheduling Calendar as Available Shift To designate a range
119. re System HOMECARE SYSTEM Users Manual eE care through time A Billing Report Parameters e The Print Image option at the Billing Report SON Ee ele rom 10 08 2007 v ru 10 31 2007 Parameters window prints the form to a file i ocation Id All v that can be used by some clearinghouses for Group By Fre electronic billing Chents SALTED OS l Service Q Received Timesheets Date 7 Billed 7 Un billed NOTES For the Gateway EDI Interface las anc Gronped sz hens uan Firanwibre e Box 27 Accept Assignment Company 1500 L Detail with sub totals by service C Summary with sub totals by service Defaults must be checked yes If you do E Bub totale by date nar sanice not check yes you are giving permission for 7 alee sonclae aia the payer to send the payment directly to the CMS1500 Parameters patient not your office zcMS1500 C e Box 33 Company Name pulls from Company oettings This must match exactly your name Billing Report Grouped by Service Additional Parameters on file with the NPPES National Plan amp LL Sono wn sub totals Gy een Provider Enumerations System Dios lavak alor each ciu Detail reports oe Cancel See next pages for CMS 1500 Line By Line Page 63 of 95 I GENER ATIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time x CMS 1500 Line by Line 1a MedicalRecordt Clint MedicalRecordh 2 jPatientNam Ci
120. roll company to identify you city MI Pleasant Tuesday PIE MI Wednesday Thursday Postal Code 498590000 Friday Phon 999 T72 1111 Saturday Pravider 032470 u IC Lege 123456 Default Ho Logo Accounting System erp Use company name on reports Cece Bocce Peachtree CMS 1500 Billing Defaulte Enter your Paycode ID in the Payroll Export Show Inactive Close Items master list optional Payroll Item Mame Third Party Paycode 51 If you require a Paycode to be sent in the d file you add them to the Payroll Items uk 2T DUE SINE P10 master list in the Third Party Paycode anon Bno A field If a Paycode is not entered a zero 0 will be added to the file Running the Export 1 Open the Payroll Export screen from the Interfaces drop down menu 2 Select the parameters to use in running the report at the top 3 Select the path name and export file name in the Export File Path 4 Check the Update Timesheets as Paid box to mark those timesheets as paid when running the export 5 Click on Export Complete file specifications for the Payroll Export file can be found in the Generations on line help system Page 71 of 95 I GENERATIONS connecting care through time Y HOMECARE SYSTEM Generationse Home Care System Users Manual Paychex Interface optional Generations interfaces with the Paychex Preview system The interface creates two text files for import into the Paychex Preview software One of th
121. rt system to work For this reason you should leave the telephony system on at all times and verify it is running when you leave the office Additionally you should set the Upload Days parameter to 3 days or more e Your calls for the current day will not update Generations until the next day e Visit Maintenance Web Page Santrax e Incomplete calls need to be edited on the Santrax Visit Maintenance web page e After the calls are edited they will be pulled into Generations within 15 minutes e Training on how to use Visit Maintenance is provided by Santrax Page 86 of 95 I GENER MIONS Generations Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Santrax Interface Configuration Generations Telephony Interface for Santrax File Help Manual Upload Manual Download Set Download Days Set Upload Days Start Processing Add Database Edit Database Delete Database Tracing On Connection Parameters Server FRONTSSQLEXFPRESSIDBS Telephony ID RR Database GenerationsDemo User Mame _ a User ID fs 1 1 Password SSS Password ee eal Status bo Company ID generations Company Frad A Cancel Processing Statue Processing is stopped Invalid Company ID a Installation Path C Program Filegsudbs T elephonuss 2 0 0 URL a Click the Add Database button Enter the Server name Database name User ID and Password This information should auto populate i
122. rver computer Photos Photos of caregivers and clients can be added in Generations and will appear on the personal data screen Generations requires that photos be in jpg format Rules of thumb for photo size are as follows square photos are better than rectangles 300 KB or less aresolution of 750x800 works well too For best results use the following tips 1 When you save the images from your camera resize them to be a SQUARE instead of a rectangle 2 If photos appear distorted Optimize Images this is found in Generations by clicking on HELP top tool bar then UTILITIES then OPTIMIZE IMAGES Page 59 of 95 Generations Home Care System Users Manual I GENERATIONS HOMECARE SYSTEM p care through time Attaching Photos to Caregivers amp Clients To attach a photo to either a client or caregiver record open the personal data screen and click on Add Picture T A e Classifictis LPN Mp7 A Ad l SSN 298456522 Browse to the location of the saved photo and select it The photo will now appear on the Birth Date 03 16 1963 55 personal data screen Term Date Do not Rehire O Gender T Class Name 003 bi Telephony iO 6522 NPI 5465555 Caregiver Badges MEEN WECONM Activ er Badges can be printed for your caregivers Locate 9 anna adel gael this option in the Reports menu a SUE P de Caregwer Availability Caregiver availability by date range peres into c
123. s The class tracking enables them to report on the expenses and revenues by each class assigned Classes in Generations integrate with QuickBooks class tracking The Class master list is located under the Caregiver drop down menu by clicking on the Class List icon on the main screen or by clicking on the magnifying glass next to the Class field at the caregiver personal data screen Page 27 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Caregiver Classifications Classification Use the Classification Master List vers Interfaces Scheduling Timesheets Telephony Reports to maintain caregiver classifications such as RN 1 LPN and Home Health Aide Maintaining Hx un classifications for your caregivers allows you to ane RA use Generations powerful shift search engine to X Case Manager BEEF narrow your shift searches by classification This X 4 CENA master list is located under the Caregiver drop Xl Companion down list by clicking on the Classification icon at F the main screen or by clicking on the magnifying Xi HHA glass at the caregiver personal data screen Use X LPN the mass update utility to assign a classification to X 4 Occupational Therapist i multiple caregivers at the same time X Physical Therapist r X 4 RN 4 Client Note Type Note Types for example X Speech Therapist cancellation compliment sched
124. s and close Company Settings You re all set NOTE Quickbooks will always use as the A R account the one it LAST USED when creating invoices If you have been using a custom A R account and now wish to change back to the default A R account you must open Quickbooks and create an invoice using the default A R account AND ensure that the Use default A R account assigned by Quickbooks box is checked in Company Settings gt Quickbooks Page 18 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Security Tab Security should be enabled to protect patient data and limit users people in your office that use Generations to certain parts of the system There are three steps to implementing security enabling security creating users and assigning permissions Step One Enable Security Turn on user security and auditing When enabled this option forces users to log in In addition audit flags throughout Generations show which user created and last updated the record Auto Logout users out after minutes of inactivity Forces the user people in your office that use Generations to log in after they have been inactive the number of minutes specified here Account Lockout after too many incorrect log in attempts The account will become locked if the user fails to log in successfully after a specified number of attempts Do not allow Notes and Call Center to be e
125. s 1 00 AM 11 00 PM oet up each day using the start time end time and enter the email addresses see below for cell phone formats Use the Test Mail button to verify that the addresses are set up correctly Note You can have alerts sent to more than one place just separate the multiple addresses with a semi colon Page 90 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Proper formats for email alerts to cell phones Provider Email format AT amp T AreaCode Mobile ixt att net ex 6167229388 Qtxt att net Verizon AreaCode Mobile vtext com Nextel AreaCode Mobile page nextel com T Mobile AreaCode Mobile tmomail com Sprint AreaCode Mobile messaging sprintpcs com Cingular 1 AreaCode Mobile mobile mycingular com 5 Caregiver Client Telephony ID This is set in the Telephony tab of Company Settings in Generations and displays what is used to identify caregivers and clients 6 Other Options e Record Tardy s in Caregiver Notes this option will place a note with a Note Type of Tardy on the caregiver record in Generations if the call in falls outside the time frame specified here e Do Not Update Confirmed Schedules if you place a check mark here the interface will not update any schedules in Generations that are already marked as confirmed e Round Early Login to Scheduled Time if you place a check mark here any early login will round to
126. se digits This should only be used when initially populating that field Once you have done this you may receive a message that you have duplicate Telephony ID s Run the report to see which caregivers are involved and make appropriate changes to their Telephony ID s so that each one is unique 6 Update Client Telephony ID to Last 4 Phone Number Next If you have chosen to use the last portion of the phone number to identify your clients then use this button to initially populate the client Telephony ID field with those digits If you choose to use the last five or six digits of the phone number you should update using this button then add the additional digits to the Telephony ID field for each client as appropriate Once you have done this you may receive a message that you have duplicate Telephony ID s Run the report to see which clients are involved and make appropriate changes to their Telephony ID s so that each one is unique A client Telephony ID is not a requirement for Santrax however if this field is populated it will be passed to Santrax along with your client information Duplicate Telephony ID Report Do one final check to ensure that you do not have any duplicate Telephony ID s in your Generations database by going to the Reports menu and choosing Telephony Run the Duplicate Telephony ID report If you receive the message Sorry no data then you re all set Step Two Installing the Telephony Interface Now
127. slow navigation in lease turn off the Tabbed Windows and use Open Windows instead n Generations Home Care System File Edit Main Clients Caregivers Interfaces Scheduling Timesheets Reports Help p Generations Home Care System Client and Caregiver Lists You can choose which fields to display on the Client and Caregiver lists Click on the AL Company Settings Mass Update Help magnifying glass to the very left of the screen and then choose the fields you want to display from the Column Chooser Below is an example of the Client List with the client name address and phone number You may choose to include in your list any of the fields allowed in the Column Chooser including Custom Fields Export Print Preview Close Form First Name City Dorothy Joe Mary John Mark Robert Tiffany liza Anne Mary Elizabeth Jack Edward Mary Ann Cecille Richard Client List New Client E Last Name 1 Adams 2 Adams 3 Adams 4 Alexander 5 Anthony 5 Anthony 7 August 8 Avatar g Behrens 10 Bennett 11 Bertshire 12 Black 13 Born 14 Breuer 15 Brisbane 16 Briskey i Brooks Group Columns Wanda Mount Pleasant Mount Pleasant Owatonna Mount Pleasant Mount Pleasant Midland Mount Pleasant Mount Pleasant Bay City Grayling Bay City Grayling Nashville Grayling Address 123 Mosher Drive 2e 3 48 S Isabella Rd 315 Highlan
128. stablish a connection to your SQL Server database 2 Click Get Servers wait for the hourglass then click on the server drop down list and select your ia server 3 Click Get Databases wait for the Servers VAIO_IDBS VIOBS2 Databases 2 Get Datab HHC2Upsized hourglass and then select your database from the list 4 Click Open Database The next Sanaa fee time you start Generations it will n A A E 00 AAMMPS eran a EREE ae TE automatically connect Sharing Generations on a Network Generations was designed to operate efficiently over various network topologies and speeds Wireless networks are fine and the database is efficient enough to access the database over the internet with a broadband connection Generations communicates over a port so it is not necessary to share the folder that contains the database This is more secure and helps protect your data because people on the network cannot make unauthorized copies of the database Troubleshooting Connection Problems Generations communicates with SQL Server over a port Most firewalls block access to all ports unless you specifically allow access Therefore if you are having problems connecting to your server and the server is running it is most likely that the problem results from a firewall blocking connectivity General Troubleshooting steps e Verify that SQL Server is up and running e Configure the server computer firewall or turn it off
129. sz gacrnsnc oct asc r eae caneme sabe ce teaiaa ces ohounand Gat r E a r A SR 38 IN D 39 s G1 HS GN Be rese BEI Nm 39 PN WIE SIND ELIO RR T 41 SCHEPDUEING BO BE eters E em screws nics mdi see ic ens EM LL MC ME DIM MD EM D MEE IE MER MEE 43 AGE BOBS DIU CI G7 22 B Repeat nate ne gtr TR E 44 ST RAR CH SCIHBDULEINGO eee MM D EI MM EI Ae M RO OL 45 dL da OM CEST 46 CREATING TIMESHEETS FROM SCHEDULES ccscsccsceccsceccsceccecsccscsccscscscscesescsseecesescssescscscscascscesescssescesescesescecess 46 RESET TIMESHEETS PUNCTION ase tcc desea tesicesnsvasia nase cuiu iutesiniimbduisen aE AE ai 46 FONA NME HEET er ga gE I M ME M ere 47 LOCKING il UNA Ait on a Re a Te re eee eee 48 OUICRBOORSSGINTEREACUE iota errr EEEE Se ere ere errr ne 49 Page 2 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time QUICK BOOKS REQUIREMENTS csisusscdsedsaucsebiussdeguasevostwinadcosuadatsandiaedcweuaevldeabudesdduduadededsesaadcne dos tur aaia na iaia 49 APPROVING GENERATIONS TO INTERFACE WITH QUICKBOOKS ccccccccccescccesecceececeececeneccenecseueceeeeceeeneceaneees 49 INITIAL SET UP OF QUICKBOOKS INTERFACE OVERVIEW cccccsscccesecccecccescccenecceecceeecece
130. t Split all shifts worked at midnight 4 Pay Overtime After 40 hr work week Enable Overtime Alert n d nui i i niu L Create timesheets using confirmed schedules only Create timesheets for Available Shifts for advance billing Country 9 United States Ireland Canada Australia Quick Books versions Canada 2008 Accounting Options Attachments Options Ment Invoice 1 Store in Database Recommended Store in File System Next Estimate r W aming Generations will not backup attachments stored in the file system You must ensure the folder and data are regularly backed up Then create timesheets in Generations Do this by clicking on Create Timesheets from the main screen or selecting Timesheets from the top tool bar then selecting Create Timesheets from the drop down menu See Timesheets Create for more direction in this area Once timesheets have been created and items on them have been verified and or marked as received you are ready to create Generations Invoices or Estimates Page 67 of 95 P GENERATIONS HOMECARE SYSTEM ome care through time Access the Generations Invoices amp Estimates screen by clicking on Timesheets in the top tool bar then selecting Create Invoices Estimates To print Estimates check the Estimates box If you wish Generations to use the next available Estimate s for your estimates place a checkmark in Update Estimate Numbers Otherwise Generations will apply
131. t You should either disable your firewall or configure it so that it trusts the server computer This can be done by setting the server with a static IP address and entering the IP address in the firewall settings For troubleshooting purposes turn it off completely Page 9 of 95 I GENER NIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Help Functions There are several places to get assistance with Generations not the least of which is our Live Chat available 9 a m 5 p m EST We suggest that you first check the online help documentation or this user manual to see if you can find the answer you need Both of these sets of documentation are kept up to date and provide indexes and searching capabilities to help you find the answer you need when you need it To access the online help documentation click on Help in the top tool bar and then click on Siderits Help vers Interfaces galeoule Timesheets Telephony Reports Windows Help i Generations Help Forums Knowledge Base Live Chat Training Videos GoToMeeting Generations Home Care Syst Initiate all support request using Live Chat Check for Updates Check for Beta Updates Resource Number Link Litlibes mim LIVE H ELP View Updater Log File ue LL View Log File software License About Us f eoe een Phone 989 546 4512 ext 2 a C2 ase Export
132. t Search screen can be accessed from the Scheduling Calendar or from the main menu See Shift Search Scheduling for more in depth information Page 38 of 95 I GENER NIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Scheduling Create update view and delete schedules using the Scheduling Calendar Scheduling Board or Scheduling Grid view Generations is designed to create schedules long term so if the case is continuing indefinitely we recommend scheduling for six months to a year in advance Making changes or deleting schedules is very easy The three scheduling screens all pull from the same table so making a change in one area will automatically be reflected in the others Scheduling Calendar Edi Add Client Notes Highlight Available Shifts Decrease Day Height e increase Day Height B Call Center TI Shift Search Per X Delete 2 Confirm Schedules amp Increase Font Sae X Filter by Location ID Refresh Calendar Scheduling Board j Print Show Service Orders Decrease Font Size T Set of Months Displayed 2 Scheduling Grid Scheduling Functions Display Options Scheduling Views and Search Functions Emery George lt gt SelectDate lt 2008 gt All Caregivers E Pp Show Mini Toolbar sun Mon Tue Wed Thu Fn Sat Nov 30 08 Dec 1408 2 a 4 5 5 rmm Alicia 3a 11a Adams Alicia 3a 114 Adams Alicia 3a 11a Adams Alicia 3a 11a PRIM
133. t drop down State MI menu A Payer is an individual or Zip 48858 organization you i are billing for services provided to a client Payor Exclusions 2 Temporary exclusion as on paperwork pee ato e A ade Payroll Items The Payroll Items Master List is where you define the name of the different types of pay your caregivers receive the actual pay rate for any given caregiver is applied in the individual caregiver Payroll Items tab As each caregiver can have multiple pay rates based upon what type of care they are giving most agencies choose to use several different payroll items You must have Payroll Items if you wish to create timesheets in either Generations or QuickBooks Note that you can also indicate if the payroll item is a Flat Rate or not flat rate means the pay is calculated per shift If you calculate pay hourly then do not check the Flat Rate box i Add New Eat Delete Audit E mail Outlook Close Physicians The Physician master A list IS where you store contact Physician Phone Alt Phone Address Tity information on the physicians your t Flavin Dr Gary 989 784 5447 9387 W 3rd St Mt Pleasant agency works with Physicians are Jones Dr Sally 989 546 4512 989 654 2154 10432 Westmin Mt Pleasant i assigned to clients on the client Dr Eric Taylor 089 463 3333 714 Alice St Alma intake form as well as the Plan of Dr Susan Marks 989 555 1212 9
134. ting timesheets and invoices Michigan Medicaid and Payroll Export Page 20 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Security Groups cont d e Scheduling Access to scheduling functions shift search and call center e Timesheets Access to timesheet functions including create reset and edit e Reports Billing Access to reports in the billing category e Reports Caregivers Access to reports in the caregiver category e Reports Client Access to client reports e Reports Mailing Labels Access to mailing labels e Reports Schedules Access to schedule reports e Reports Timesheets Access to timesheet reports Page 21 of 95 I GENER NIONS Generationse Home Care System HOMECARE SYSTEM Users Manual connecting care through time Telephony Tab If you have not purchased the interface for Telephony then this section does not apply and does not need to be configured Company Information Calendar Options Other Options QuickBooks Security Telephony System Tele pho ny Telephony Account a PATTI Import Mileage to Timesheets PATTI only 5anitrax Mileage Account mileage payable E Caregen Telephony ID SSM Last 4 Digis SSN e Telephony ID Field Chent Telephony ID Client ID Auto Assigned by Generations Telephony ID Field Update Client Telephony ID to Last 4 Phone Number f
135. to Helo gt Generations Help gt Timesheets gt Setting up your Timesheets Master Lists Master Lists play a large role in saving you time and allowing you to customize Generations to meet the specific needs of your agency There are several ways to access Master Lists including an icon located on the main screen a magnifying glass located to the right of drop down boxes as well as the drop down lists under Clients and Caregivers at the main screen Agencies When you enter a case manager you can associate them with an agency The Agency Master List is where you maintain all of the agencies associated with your case managers If you have many case managers working for the same agency you only need to enter the agency data one time Case Managers You can use this to maintain your list of case managers In order to assign a case manager to a client they must be entered in the master list either by selecting the Case Manager master list located under the Client drop down menu the Case Manager icon on the main screen or by clicking on the magnifying glass icon next to the Case Manager field at the client personal data screen Case Managers contact information can be exported to your Outlook address book by clicking on the Outlook button and emails can be sent directly to your case managers from Generations Class Caregiver Each caregiver can be assigned one Class in Generations Classes are typically used by agencies with multiple location
136. to allow this application to read and modify this company File Check the box to allow the application to access O No Social Security Numbers and other personal data 5 7 comp fle open Also check the box to allow access Yes whenever Yes always allow access even if QuickBooks is not running this QuickBooks Company File is Open v Allow this application to access personal data such as Social Security Numbers and customer credit card information i Tellme more Click Continue On the next pop up screen click continue Done Page 49 of 95 P GENERATIONS HOMECARE SYSTEM Wes care through time Generationse Home Care System Users Manual Initial Set Up of QuickBooks Interface Overview oet up the following items before using the interface e Link Generations Clients to QuickBooks customers e Link Generations Caregivers to QuickBooks employees or vendors if you use sub contractors e Link Service Codes with QuickBooks service items In most cases if you are new to Generations but have been using QuickBooks for your invoicing and or payroll you will be able to IMPORT data from QuickBooks to Generations Items that need to be in both programs and LINKED are clients caregivers as either employees or vendors service codes payroll items other expenses client types and classes Once those items are linked between Generations and QuickBooks you will be able to transfer invoices and ti
137. uling issue service inquiry are user defined and set up in the Client Note master list To add a note type a Rao uu d either click on the magnifying glass icon next to the Note Type drop down list or enter them in the Client Note Type In the security set up there is an option to prevent notes from being edited or deleted once they are entered If this option is selected only a user with administrative access can edit or delete notes Issues from the Call Center can be automatically posted to the client or caregiver note screens Caregiver Note Type Note Types for example call off vacation request scheduling issue injury are user defined and set up in the Caregiver master list To add a note type either click on the magnifying glass icon next to the Note Type drop down list or enter them in the Caregiver Note Type master lists In the security set up there is an option to prevent notes from being edited or deleted once they are entered If this option is selected only a user with administrative access can edit or delete notes Issues from the Call Center can be automatically posted to the client or caregiver note screens Client Type Client type is used in Generations to separate clients for billing purposes For example you may want to separate Medicaid waiver clients from private pay There is no limit to the number of client types you can create All billing functions allow you filter by client
138. ur system will run Step 2 Install Generations All Computers 1 Insert the Generationse Homecare System CD 2 Approve and continue through the installation of Visual J and Visual C if prompted 3 Read the licensing agreement and click Agree to continue 4 Click through the installation prompts Most users can leave the default settings 5 Enter your License Key found on your CD case or provided by support The license key will be the same for all of your computers If you have more than one office you will have a separate key for each office A Generations Please enter license key l Step 3 Creating Your Database Once Generations has been installed create a database Follow the directions below at your Generations Server Select Create New Database from the File menu 2 Click Get Servers wait for the hourglass then click on the server drop down list and select your server Server name should end in SQLEXPRESSIDBS 3 Click on Create New Database enter a name for your database and click OK Generations will create your database and connect to it Page 6 of 95 I GENER ATIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual connecting care through time Step 4 Connecting to your database Once a database has been created all of your Generations computers should connect to it by using the following steps 1 Select Open Database from the File menu E
139. ver 2003 Standard Edition Server 2003 Enterprise Edition Server 2003 Web Edition 2003 Small Business Server operating systems all Server 2003 need Service Pack 2 Windows 2008 Server all editions 3 GHZ processor and 2 GB RAM minimum Microsoft Windows Vista Home Basic Vista Home Premium Vista Business Vista Ultimate Vista Enterprise e Minimum 600 MHz Pentium Ill or equivalent processor e Minimum 512 MB RAM e Minimum on Windows Vista and Recommended on XP 1 8 GHz Pentium IV or equivalent processor e Minimum on Windows Vista and Recommended on XP 1 GB RAM e Minimum 1 GB of available hard disk space e CD ROM drive e SVGA 800x600 or higher resolution monitor Database Server Installation Using Microsoft SQL Server 2005 Express Edition Hardware amp Software Requirements Microsoft Windows XP Home Service Pack 2 XP Professional Service Pack 2 XP Media Center Service Pack 2 Server 2003 Standard Edition Server 2003 Enterprise Edition Server 2003 Web Edition 2003 Small Business Server operating systems all Server 2003 need Service Pack 2 Microsoft Windows Vista Home Basic Vista Home Premium Vista Business Vista Ultimate Vista Enterprise e Minimum 600 MHz Pentium Ill or equivalent processor e Minimum 512 MB RAM e Minimum on Windows Vista and Recommended on XP 1 8 GHz Pentium IV or equivalent processor e Minimum on Windows Vista and Recommended on XP 1 GB RAM e Minimum 500 MB of available hard d
140. vers at once rather than individually If you do not have any independent contractors then you do not need to set this up Canegreer igi GL Expense Acct Ask My Accountant Transfer Gener GL Other Exp Acct Ask My Accountant GL Accounts Payable Accounts Payable J Create timesheets for vendors F Invoice Line Bem Descriptions ii t D es mee qal Invoice Line Item Descriptions These options determine the level of detail on your invoices there are several to choose from Sample Invoice line items using option 2 Date Service Caregiver Item Quantity Description Rate Amount Personal Care 7 1 1 2003 Personal Care John Doe 9 50 66 50 Respite 5 1 7 2003 Respite Lisa Franks 11 00 55 00 Sample Invoice line items using option 5 Service Summary Item Quantity Description Rate Amount Personal Care 13 Personal Care 1 1 2003 1 72003 9 50 123 50 Respite 5 Respite 1 1 2003 1 7 2003 11 00 55 00 Timesheet Notes in QuickBooks e Leave Blank e Caregiver Shift oummarizes each shift in the notes section of the timesheet with the caregiver name and hours of the shift e Transfer Generations timesheet notes to QuickBooks This option moves notes entered on individual timesheet days in Generations to the caregiver timesheet in Quickbooks Remove time from flat rate service items Check the box here if you wish to not show the actual times of your flat rate services such as overnight shifts or liv
141. we VES ea eS provided by Windows XP SP2 Start gt Control O AL db sen Cnm 1o X 19 ET Panel gt Windows Firewall switch to classic view of control panel if necessary e EA Accessibilty Add Hardware CT or atiwe Automati Date and Time Options Lipdates a w we Display Folder Options Fonts Internet Keyboard Cirtedni Options Connections Wiz ard nd Modem Fa Windows Firewall 3 5 e g gii Scanners and Scheduled Security m Language Cameras Tasks Center re 49 A 8 Q System Taskbar and User Accounts VMware Too Start Menu General Exceptions Advanced sabe and eivai rere sei raise except for the ams and services punters greats suite born haan teenie acne e io eo beer AR nicht increle VOU boR sak et Sharing F Remote Asssstance U Remote Desktop CI UPnP Framework o Click the Add Program button C E Display a notification when Windows Firewall blocks a program Page 8 of 95 I GENER NIONS Generationse Home Care System Y HOMECARE SYSTEM Users Manual COUNSEIE COUP AN TN Browse Look inc 0 Binn OFN Browse to the sqlservr exe executable file C Program Files Microsoft SQL Server MSSQL 1 MSSQL Binn salservr exe The sqlservr exe should now be displayed under Programs and Services and have a check mark designating that it is enabled Click the OK button when finished Repeat Steps 1 5 to configure the sqlbrowser exe using the path for sqlbr
142. will check to see if any client needs have been Open Windows a x entered If they have they will be ETC Pin Case r Li L List R selected in the Skills List Caregiver Shift Search Client Johnson Betty v Classification Al v Skils Q ancer coo 1 County All Counties v City All Cities a Searches can be performed using ar f Date From 07 17 2008 Date Thru 07 17 2008 ove any combination of the following er Start 08 00 AM Q End Time 04 00 PM O disabled ot allergic to pets Proximity 15 Caregiver classification All Days Sunday Monday Tuesday Wednesday Thursday Friday Saturday Co u nty Pref Last Name First Name Phone 1 Phone 2 City County Distance prio t 1 p Delilah Darby 989 300 0202 Mt Pleasani t Isabella 0 70 0 City 2 P Summer Ally 989 774 4441 Weidman Isabella 13 60 0 3 P Grace James 989 967 8012 Remus 13 70 0 Date From 4 5 Taylor John 989 463 0000 Shepherd Isabella 14 60 0 5 HO Ger Ruth 9897131320 MtPleman Isabela 250 0 d 6 EB wie May 989174444 Mt Pleasant 460 0 Date Th ru 7 fp Messer Rachel 989 773 3333 Mount Plea 48858 650 7 8 p Tayl Janet 989 859 7188 Mt Pleasant Isabella 9 00 0 m 9 amp Roosevel It Eleanor Unknown 0 Start Time BED Sama eee End Time Days of Week Skills to select multiple skills Sta ormin atb Saeaon naese Eo Pe ee hold down the CTRL key and click m the skills you need If you have selected a
143. ypes of schedules e Available Shift e Unconfirmed Shift e Confirmed Shift Examples of where you may prefer to use the Scheduling Grid to edit schedules e you need to replace a caregiver for a single shift e you need to change the start time or end time for a single a O Al A 4 Pa o sot ni ron Dei ReEeresn E agni E Sees e maa ar ecan aU Clients v Caregivers v Service Ord v Serice Y PRItem Y Confirme Y Date Y Start Time Y End Time e i i X ESTEE X Adams Dorot Coldwall Kay Respite Respite Hourly Rate 09202007 0200PM 0400PM X Adams Dorot Coldwall Kay Personal Care Personal Car Hourly Rate 09212007 0800AM 0200PM amp x X Adams Dorot Coldwall Kay Respite Respite Hourly Rate v 09 21 2007 0200PM 04 00PM _ X Adams Joe Available S Homecare3 v 08 27 2007 0300PM 07 00PM X Adams Joe Beny Wanda Homecare30 Hourly Rate v 08 9200 0300PM 07 00PM X Adams Joe Berry Wanda O Basic Care Hourly Rate v 08 30 2007 O700PM 1100PM X Adams Joe Available S Homecare3 v 0801200 0300PM shift ex re EAC meme SSS SESS PN EET EET ES e you have a large number of caregivers working for a client on a single day that can t all be displayed on the Scheduling Calendar Quickly sort and filter the items displayed on the Scheduling Grid by clicking once on any of the fi

Generations® Home Care System Help and Support

Contents

Download Pdf Manuals

Related Search

Related Contents

Generations&reg; Home Care System Help and Support

Contents

Download Pdf Manuals

Related Search

Related Contents

Generations® Home Care System Help and Support