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WinCare User Guide

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1. 129 E ar a EE LI EE 130 MDS 3 133 MDS 3 Main CO tdt dd da iie dit 135 A n ede de Bic Ea M Lbs Lau oS de EA ELO Rte iia fru 136 Edita nee eee hene nto A Aera Dn ei fre 138 CMS Memo Use of Daslh s eet ns ree tete ed reete e a 140 Use of Dashes in Completing the MDS 3 0 Assessment coococonocccoconononononnninncnononanonnncn nennen eene rennen 140 RTE 143 Calculated Values in Sections C and D 144 section Gr Get EE 145 Section T Active Diagnoses ene pP e DURER OO RBIG BREED np 146 SecLIOD S sS bale ence cte eet pet Lh teen P bebe sch Lec eb e o EA 147 Section V Care Area Asggesgment nennen nn nn nre rentrer enses terere nnn 148 Section Z Assessment Admnistraton eene nnne rennen nn 153 Checking and Closinp eine opem tuto ineo Um e pn ERI user 155 MDS Data Entry Clerk none nO epe Reese Eege sets 156 Electronic Signatures 42522 Db DUREE PEOR EET nr eere 157 iv Notes cal2 CQI 3 Contents Calculators sissies nannte EE Scheduler EEN sn RAE EP A ERROR nee UE Create Transit Files isse rer ico Create Transmit Pile c Eme Create Batch Transit eere ete erre NEEN View Transmit File eene RENTA He E He c EE MDS 3 B AQ 5 uec ho erre EEN Progress Notes Main Screen ceste et eere dee ipit EEN Adda Note necatta IS bean lied COLD Main Screen tcn elite tiii ntes dette is COLS Maim Scteen nun ans edel e len deed e edo pedes CMS 6 2 Census inet pom D DIE R
2. eese 298 Change payor for Medicare Part B Co Day eee 299 291 293 Ancillaries Main Screen Enter all ancillary treatments or items prior to closing an accounting period by selecting the Ancillary button from the WinCare Control Panel The screen below displays the available billing periods with the current billing period highlighted View data from previous months or enter items for future months in advance rep Ey Lote dtf Anclas Me D n impor Mercure Systems ands Arcee impor Therapy Cages bom Casamba J Range Import Therapy Minuten Newby Perote Al Pere Es Use the Range option to display a different group of periods Ancillaries are billed by the batch Charges can be added to current batches from previous accounting periods If ancillaries that occurred in a prior billing period need to be charged they must be entered in the current batch Even though the issue date falls in a different period 1t will be billed with the batch in which 1t is entered Ancillaries use census records to charge to the correct account numbers If an ancillary has been added without a corresponding census record the messages will be displayed in the billing log to warn the user that the ancillary has been added outside of the billing period Recurring Ancillary Charges allows the entry of ancillaries that recur regularly Ancillaries are set for each resident and then each month they can be added to
3. Roeskdent Trust Alexander Tom A e Adm No 904 Type Date Ime Note Amourt Balarce ARTE L 1 25 2005 12 Depor 100 0 100 0 137 Hasen 1338 Sig Cream 5 0 gan or 13 Dep sic H 5 4 aiio TV yu tie 4 Maganne Sutoopton x i Ero geg y H gt B J Reports Ai Dres Resterna Jarras y Master from Date To Date Pepot Date 1113 2008 v 1 2 7 20 Update Enter Bank interest 1 vugteie ot Meagt e Fe ere garen Comp chensive B For Denim Above For AB Residente m 1 Click Add to unlock the fields in the grid and make a new entry 2 Select a transaction type from the drop down list in the Type column 3 Type a description for the transaction in the Note column 4 Enter the transaction amount in the Amount column 5 Balances are calculated when the user clicks in the Balance field and placed into the history of the account 6 Click Update for all changes to take effect 7 Click the Enter Bank Interest button to enter interest 8 Remove a transaction by highlighting the entry and click Delete 9 Click Exit to return to the Admit main screen or the WinCare Control Panel Reports This Resident Report includes all transactions plus the ending balance for the selected resident and date range Master Updates resident trust entries and prints all individual resident trust records and balances Summary Updates resident trust entries and prints the resident name room admission total individual balance
4. 1 The Rate is used for private pay residents and may be entered to take effect on a future date 2 Use the Search for Room field to find a specific room by entering the number of the room and the program will automatically scroll to that room 3 Click Setup to synchronize rooms that have been added from the clinical program to the A R program 4 Select Print to print a list of the rooms with the station care unit rates effective dates and revenue codes The date defaults to the current system date but is editable by making a selection from a built in calendar Click the drop down arrow to display the calendar 5 Click Add to open the Rate Detail screen to add a new room See Rate Detail Click Edit to make changes to the detailed information for a selected room This function displays the same screen as the Add function except the previously entered data is displayed 424 WinCare User Guide User s Guide Room Detail Access the Room Detail screen by selecting the Add or Edit button from the main Room Master screen Created By Parshey User on 08 08 06 09 24 Modified By System Admrastator on 08 11 06 13 14 1 Enter a Room Number and Bed Identifier Use the bed number or letter when there is more than one bed in a room A room may have more than one bed each with its own rate and associated data Example 9510A Enter a station identifier if applicable 3 Select a HCFA Revenue Code by clicking the drop dow
5. The following options are present Facility view the facility data same screen that is displayed in Master Files Facility Data See the help for Facility Data in Master Files for information about the screen Billing Provider enables the entry of required provider information Submitter this screen is no longer used and will be removed after January 1 2012 Receiver enables the entry of receiver information Setup Wizard used by WinCare Support to initialize the EDI Setup screens with information for Medicare and Medicaid Payor Groups is not implemented yet will be part of a future enhancement EDI Electronic Billing 331 Billing Provider Primary Bling Provider iO Fre fe SEN Secondary Eng Prowder Di 95 Mec me Barg Provader 10 Orgnization LastName url Heath Ces Mido initial Opona Frame Optional Entity Type Does name above regenient an Onganmation Jor an nda person A Joer 1 Pesch Oy Koran E for ap bes Contact Person has e 1 Manually enter the provider information or click the button Copy Facility to have the fields pre filled with data previously entered on the Facility Information screen in the Clinical Utilities module 2 Click the Save amp Exit button to return to the EDI Maint main screen Submitter Note this screen is no longer used and will be removed after January 1 2012 Receiver Select Receiver from the EDI Maint screen 1 Click A
6. Clinical ca Dee KARS AA 541 194 5404 Maectord Cit 3 504 734 0997 DR 37501 Integrated mi ca Ps 541 44 44 541 7 004 Medicsd OR 37504 Print Export Options Print List prints a list of items in the selected category 220 WinCare User Guide User s Guide Clinical Print in Full prints the list of entries plus address and phone numbers Print Labels is formatted to print the name and address on Avery mailing labels Label Types opens the Avery Label screen to display the non editable dimensions of the label types A statement is displayed in blue under the Print Labels and Label Types buttons to state which labels are currently selected Export to Text File will create a tab delimitated file with address information for all the phone book entries and categories This can be used for Marketing purposes and other mailings with Word Excel or other similar applications The first line of the file contains the column headers Category Last Name First Name Middle Name Title Position Company Department Street AddressLine2 City State Zip Email Address Phone 1 Phone 2 Phone 3 Fax The Category is the Phone Book Category Dentists Physicians Churches Hospitals Insurance Carriers Laboratories Mortuaries Pharmacies Transportation and other Open Folder will open the folder that contains the last Export File created Add Edit a Physician The physicians ent
7. 1 Highlight the desired file to view the contents 2 Click Copy to Clipboard and Exit to copy the file 3 Click Print to print a list of the files included in the transmission file MDS 3 FAQ s O We are getting Timeout error when checking our MDS 3 0 assessments What could be wrong A WinCare cannot get a response from the Validation Utility Tool VUT to complete the assessment check Below are possible causes and resolutions from most likely to least likely Cause 1 Validation Utility Tool not running If the Validation Utility Tool is local double click the Validation Utility Tool icon on your desktop Set sleep interval to 0 05 and click GO button When the VUT status bar says checking for files or Next check at then that means it is ready to go This usually takes about 60 seconds on most systems Then minimize the VUT If your IT department has it running on their server ask them to see if the Validation Utility Tool is running and did they remember to set the sleep interval to 0 05 166 WinCare User Guide User s Guide Cause 2 Validation Utility Tool is running but sleep interval is running at the default 5 minutes WinCare will time out after 30 seconds when doing the completeness check Click on the Validation Utility Tool on the taskbar see if the interval is the default 5 minutes If it is then click Cancel Change interval to 0 05 and click GO then minimize Do your check again Cause 3 Validatio
8. 162 WinCare User Guide User s Guide Scheduler Selecting the Scheduler button from the Calculator screen displays a list of active residents type of assessments and the dates that the assessments are due TTT Follow the steps below to display a list of assessments that are due for a specific month 1 Click the Date radio button 2 A Start Date and an End Date field are displayed 3 Change the Start Date to the first of the month 4 Change the End Date to the last day of the same month Click the Report button to print a report with the due dates for the selected month or specified date range MDS 3 163 Create Transmit Files WinCare allows MDS 3 transmission files to be created two different ways Create Transmission File 3 Create Tranamat F e Create Batch Transmit Lei 1 Create Transmit File Create Transmit File For routine submission of completed MDS 3 assessments that are ready for transmission Create Batch Transmit Create batch MDS 3 files for third party quality assurance companies See a historical view of assessments Create Transmit File Access Create Transmit File function by selecting the MDS 3 button from the WinCare Control Panel and click the Create button under the Transmit Files header then click Create Transmit File 1 Select assessments that are to be placed in a transmission file including all closed forms by clicking Select All and Select
9. Ady D Vwircae tn asit intog PAAT AAA Sach upr ONUS A VI E l SE OA Print Report prints a report of what is in the Electronic Remittance Advice for the selected imported file on the screen To select an ERA file to print click on the square in the first column of the row In the example above the square has an arrow on it pointing to the rest of the row Note The arrow does not mean the row is selected The row is selected when it is highlighted Now that the row is selected you can click Print Report 364 WinCare User Guide User s Guide Report Preview m gez again pa WinCare Nursing Home 835 Response File Report Report Date 050 772009 Payer Nane MEDICARE PART A Date OF LE Amount Or Payment 1000 CACA Trace IN KEE DE EE e amp erunt Use Orig Ces DE CO depardies upan lati M Zeiss The report loads in a preview screen To send the report to your printer click Print on the control panel at the top From this screen you can also apply the file as a payment by clicking Apply Payment on the control panel at the top Apply Payment processes the payment like Apply Payments from Selected Files does from the previous screen Payments Refunds 365 Apply Payments from Selecte Adv d File Payments From 835 AAA AAA EC LEE H Apply Payments from Selected File applies the selected file as payments To select an ERA file to apply as a payment click on the square in the first colu
10. Use the scroll bar to find the appropriate number Enter a room number in the Find Room field The program will automatically move to the number in the list by either method The list will display the word vacant if the room is currently unoccupied If the room is occupied the resident s admission number will be displayed next to the room number 1 Upon completion click Save to save the record and return to the Change of Status screen Click Exit to return to the Admit module to continue entering data into the face sheets Delete Records Integrated Click Delete to remove a change of status record a temporary discharge return anticipated or reentry record If you need to delete an Admit or permanent discharge record you will need to call WinCare Support at 1 800 889 2349 to have that done Also the user cannot delete Discharge continuation records look like Discharge If you need them deleted delete the corresponding temporary discharge record re add and also add the reentry or permanent discharge for the correct date This will remove the discharge continuation records 36 WinCare User Guide User s Guide Add Edit COS Integrated E ectvo Eiectwe Tee gue hen Poor Selection Acuity Paymer Level Show Occupancy Pera RU Set Faso Beem Occupant Ada Na d aes ey gt Feat fen v Dateie MI Medcaes Past f pepe Cart Pat A Day Cam Ure Z ren Das es Admon Tme Cancel pre Select the Payor and lev
11. You can have the seating order arranged any way you want by holding down the left mouse button and dragging the resident to the appropriate seat on the table Click Ok to save click Cancel to save no changes Tray Card Tra Card Te d Table Setup Tables Dee me tw Click Edit to change the seating assignments or table name or cart assignment for a Table Reports 209 Add Tray Card Table M tray Cara Tatio a Add the residents from the admitted list shown at left to the Residents at table column Note that you can add the residents by double clicking on the resident name under left hand column or highlighting groups of them by holding down Ctrl and left click and then click Add Remove any residents from the table by either double clicking on the name in the right hand column or highlighting the resident then clicking Remove You can have the seating order arranged any way you want by holding down the left mouse button and dragging the resident to the appropriate seat on the table Click Ok to save click Cancel to save no changes Tray Card Trey Cord taotao G Table Setup wie Get 0 Tablet mei Les a Ps Highlight a table and click Delete if you wish to remove a table You will be given a confirmation before it does the delete 4 Now that the Carts and Tables are setup you can now print the tables you want on the Select Tray Card Tables screen Double click the tables you want
12. 116 WinCare User Guide User s Guide 3 Click Put to display the problem in the field on the left side of the screen Both the problem date and review date are editable and default to the current date Problems are automatically numbered however the number field 1s editable RAP numbers are automatically entered when using the RAP s library 1 Click Save and Add Another to all numbers at one time or click Save to save the one problem and return to the main Care Plan screen If information is not in the box on the left screen in the problem field the care plan will display a blank line upon clicking Save Click Categories to activate the Care Plan Library There are 3 items listed in the Categories Medical Management Admission RAPs The Admission and Medical Management selections do not include data they are listed as a reminder that additional care plans may be developed in the Care Plan library in the Utilities module Review a Care Plan Review a care plan on the date that it was created by clicking Review Date The date can be set and the Reviewed check box can be accessed either on the screen after clicking New or clicking Edit The review date indicates the last time the user reviewed updated or edited the problem WinCare recommends careful review and updating of all aspects of the care plan especially goals and approaches Click Reviewed to update to the current date Click Apply to All to all
13. 40 serdata Recent Census Changes pdf e n 011 WiriCare Rugs IV History Summary pa Ent Total Number of Readers 25 If the message comes up click OK Q Thus operation has been cancelled due to restrictions in efect on tis computer Please contact your ste dret Now the Save As dialog is displayed 456 WinCare User Guide User s Guide In the window on the left under Computer the drive that says C on then your computer name is your workstations C drive If your computer has multiple drives or mapped drives they will all be listed Select the local drive you want to save the file the PDF document to by clicking the drive in the left window Then finding the folder in the right window In the above example I have my local C drive selected left window and the Wincare folder selected right window Now I double click on the Wincare folder to open it up and I see the Documents folder which I double click on to open it up Chapter 32 WinCare on the Cloud 457 In the example below I have another document already saved in the Documents folder SL wecare Resdert Roster December 302013 1 29 2014 1 229M Adobe Acrobat Coe If you are going to print the saved document right away and not need it later just click Save If you might want it later then you can change the file name so that you can find it later and distinguish it from the same report printe
14. 6 Click Update for all changes to take effect 7 Click the Enter Bank Interest button to enter interest 8 Remove a transaction by highlighting the entry and click Delete 9 Click Exit to return to the Admit main screen or the WinCare Control Panel Reports This Resident Report includes all transactions plus the ending balance for the selected resident and date range Master Updates resident trust entries and prints all individual resident trust records and balances Summary Updates resident trust entries and prints the resident name room admission total individual balances and the facility total This report can tally only the entries on or prior to that date Complete or Monthly Reconciliation for Resident Shown Above Prints all records since the creation of the selected resident s trust account plus the total deposits total withdrawals running balance and final balance Comprehensive Daily Reconciliation for All Residents Generates a list of transactions for a specified period 214 WinCare User Guide User s Guide Reports Resident Trust Five different reports can be generated from this screen and are listed below This Resident includes all transactions plus the total balance for the selected resident Master updates resident trust entries and prints all individual resident trust records and balances Summary updates resident trust entries and prints the resident name room admission total individ
15. Care Plan Main Screen The options listed below are available in the Problems section which allows users to design a care plan for the selected resident Access this module by selecting the Care Plan button from the WinCare Control Panel screen A Care Plan Allison Matilda e Adm No 365070601 5 peng Jul 14 2004 New Reactiyate 4 Impasred skin integrity Ape 14 2004 Jul 14 2004 e 3 Potential for injury Ap 14 2004 Jul 14 2004 Edit Archive 2 Stess incontinence Apr 14 2004 Apr 14 2004 elete Print 1 Bathing Hygiene Sell Care Deficit Apt 14 2004 Jul 14 2004 Long Term Goal Discharge Plan ee ILE m _Qterinto _ Repons zig zig tw New allows the user to begin a care plan problem Edit enables the user to make changes to previously entered data Delete removes the selected record Reactivate enables the user to return a previously entered record to the current screen from the archive Archive will remove the record and save the data Print a report that includes the Related Tos Goals and Approaches of the highlighted problem ONLY Problems New WinCare recommends the use of the provided library as a guide to design Individualized Resident Specific Care Plans and associated documentation The facility has the ability to add edit or delete items to this library in the Utilities module 1 Click the New button under the Problems section 2 Highlight a problem under Suggested Problems
16. would not normally be selected 348 WinCare User Guide User s Guide Select Date Range Normally you would use all dates If a payment only covers invoices in a certain time period then you could specify and Accounting Period or Date Range to exclude open invoices not in the time period Residents normally you would select All Residents Picking a Specific Resident will be similar to the Single Resident Payment with the ability to do Contractual Adjustments Click OK to continue Ade Mo Best Name treo pel invAmourt lorca Payer gum The Payment Distribution section of the screen will fill up based on the selections made Now you will want to complete the payment information in the center of the screen Batch Payment 11417 1171772009 E 11010 Checking Account 1 Se The Payment Description defaults to the current date and time you can change this to anything you wish Enter the date the payment was received in Payment Date Ideally payments are being taken in real time so the date will already be set with today s date If the payor is using EFT Electronic Funds Transfer you can set the payment date to the date the funds were deposited into your account Payments Refunds 349 Select the Payment Type Check ACH EFT Cash or Credit Debit If you select Check you must enter something in the Check Doc field If the payment is ACH EFT th
17. 23 24 25 Adjustments 385 In the Qty field enter a negative quantity The Description field will fill in automatically from the Ancillary section in Master Files as the Item No is selected The Price and Price Extended fields will fill in automatically from the Ancillary section in Master Files When entering a negative quantity the Extended Price field will be displayed with parenthesis to indicate a negative amount To reverse the charges the Debit and Credit Account Numbers must be reversed From the drop down box for the Debit account select the Credit account number that was used for the original charge Then tab to the Credit Account field and from the drop down box select the original Debit account number Since this is not a reversal for room and board the CMS Rm Code field may be left blank Tab again to generate a second line in the grid Repeat steps 9 11 Tab to the Qty field and enter a positive number Repeat step 14 Tab to the Price field and enter the correct charge for the ancillary and the Extended Price field will automatically fill in with that amount Tab to the Debit and Credit Account fields and reverse the original posting Click Exit to save the adjustment and return to the main Adjustment screen CHAPTER 28 AIR Reports In This Chapter A R Reports Main Screen ooooncccnoccnoconoccnonnnnnncnncnnnonnnaconenns 389 OA een dette dengue 390 BalanceslRecaps A 394 Report List Descripti
18. 318 B Backup Database 281 Balances Recaps 394 Batch Payment and C A 347 Bill Notes 309 Bill Notes Main Screen 311 Billed Ancillary by Charge Code 393 Billing 301 Billing Address 74 Billing Log 305 Billing Main Screen 303 Billing Provider 331 Billing Rules Set Definitions 408 Billing Rules Sets 407 Browse Payments From 835 362 476 Index C CAA Resources 151 Calculated Values in Sections C and D 144 Calculator 161 Care Plan 113 Care Plan Section V 150 Care Plan FAQs 119 Care Plan Frequencies 236 Care Plan Library 236 Care Plan Main Screen 115 Care Plan Services e 237 Care Plan Setup 236 Care Plan Tab 192 Census Accounts 425 Census Admission Integrated 34 Census Billing Estimate Summary 390 Change of Status Integrated 33 Change of Status FAQ s 39 Change payor for Medicare Part B Co Pay 299 Changing your cloud password 459 Chart of Accounts 404 Charts 112 Check Accounts 306 Checking and Closing 155 Claims 313 Claims Main Screen 315 Clear Passwords 255 Clear RAP Lock 271 Clinical 220 Clinical Reports FAQs 210 Clone a Security Level 255 Close Period 307 CMS 672 Census 179 CMS 802 Roster 182 CMS Memo Use of Dashes 140 Common Lab Tests 230 Compact and Repair Database 281 Completeness Check 75 Completeness Check Phone Book 223 Computers Care Units 263 Conf
19. 329 Create EDI Claim Files On this screen you select the payor s and the claims that you wish to place into an 837 Institutional claim file Cams Create EDI Claim Files Caen Reach tr EDI Fe Pays from sf Ge gp batre Stow geen MEDICARE PART A 2 2 MEDICARE PART A 1 5 2001 1 31 2011 2128 1212 Show Medeae A oriy MEDICARE PART A 1 1 20 N 2128 2 Orly Show thoes not abeady n Oam Fie Vrickade Ce that we rat ei EDI Ready Mate of Feiert n View Dese EDI Fi NI Ft EE ege EDI Fie For Use Sirge Fie Per Payor Selected Enten Parubmenng these ciam uncharged Resutmitng adusted dama t To create an electronic claim submission file Select the payor receiver that the transmission file will be created for Select the dates of the claims you wish to have available for selection using one of these options 1 Select the Accounting Period for claims to be included in the file 2 Select All Dates to include all of the claims ever created for the indicated payor 3 Click Date Range to indicate a starting and ending date If the claims being transmitted are for 5010 Testing or Production then click Use Version 5010 By default the screen will only list claims that have not already been placed in a claim file if you want to see all the claims or fixed a claim that was rejected then un check Only Show those not already in Claim File By default the screen only shows claims that were checked in the
20. Assessments Due Dates Tool used to allow MDS scheduling of residents where assessments have insufficient information for WinCare to schedule the next due assessment Assessments Due Calculator displays a schedule for OBRA and PPS due assessments Transmit Files Create enables the creation of a transmission file containing MDS closed assessments Transmit Files View enables the view of the assessments included in the selected file 130 WinCare User Guide User s Guide Blank Form prints a blank MDS form based on the assessment selected on the screen Edit The screen includes a total of 25 sections and allows data entry into each section and can be accessed by clicking the Edit button from the WinCare MDS 2 main screen Each page per section contain a Help button which accesses the RAI manual to assist the user with data entry 4 2222222222313 SkkEkkkkkkEK E quuuuuuuuuug uu RK M m Ri 5 Ri 5 Ki m WinCare automatically converts data including lower case or combination lower case to comply with CMS specifications for electronic transmission As each section is completed the checkboxes to the left of the section are activated Grayed out boxes will not allow data to be entered because such data is not needed or required Assessments do not have to be completed in order nor does the data have to be entered completely before moving to a different section or exiting the program Data is sa
21. Spouse change the indication button to Emergency or Spouse and select clone The information previously completed will re appear Edit the information as appropriate The information now appears with the correct data Screen D provides Social Services information User can select appropriate directives ie check if the candidate has a living will or perhaps the candidate has none of the directives Screen E has a field for free type comments which hold unlimited text If the candidate is admitted the entered comments will map to the Face Sheet 3 in the Admit module To change or add data of a Not Yet Admitted candidate select the name by highlighting it Select individual buttons for the PreAdmit Facesheets and PreAdmit MAR and enter necessary changes To View data of Already Admitted candidates click Already Admitted and highlight a selected resident Click individual buttons for PreAdmit FaceSheets and PreAdmit MAR to view the data Refer to Chapter 5 PO MAR section for the steps or instructions on how to Add Edit data for the PreAdmit MAR buttons Note In PO MAR the users will only be able to discontinue or invalidate but in the PreAdmit module users will use the delete button to remove a medication or treatment Pre Admit 27 Policy Forms A listing of various forms available for printing is displayed on screen These forms can be printed with the resident information in applicable fields or as generic blank forms Use the
22. To enhance the speed of entry there is a manual refresh instead of an automatic default To view changes to a resident s list of entered ancillaries the user must click the Refresh button The user may also click the auto refresh check box so the changes that are made on the lower screen will then refresh the upper screen Note The auto refresh setting is unchecked by default upon exiting the ancillary screen 106 000 100 om 025 5000 Inpatient Ancillary o coa Y Iren Adee C Code Billed Locked Descrphen Iesum Date Payer CA Oty Cont Mak Up Pace Ext Minter 504 nan Yer No AB RA G Y 1 10 00 100 304 art Ye No 1 500 om m 304 SIMOPT Yer No 1 500 00 3m 15 Wt mn ves No 1 m 000 m n 504 er Yes No 1 SO 006 3500 Ye Mo 1 0 om 20 Yer No 1 Ye No 1 T hato Beie Feber Mes A Arcas in Badh me E ge ov Dan Code 23342 SPEECH THERAPY ey SPECIAL WOUND CAFE M Ovenide Payor 10000 MEM CO a STERILE Ovemde CA KC L Geo LOA TREATMENT E Oveside Mah Deg Price Ext DoNot Bilt Pat B An Den Poa CA PatB Vel Th Mn HOPCS Moder Adin Mod Qv Cou Mako Pice 10214012 Zeche Pat A l zu GN sl 1 f 000 amp 2500 pa j ces wm c woe ge EL Apply Bees de Apply Recs Archena Arch Note Therapy notes entered in the Therapy Notes section of the PO MAR module section automatically create an ancillary record in the Ancillary module The visit quantity issue date and charge code fields are non editable on th
23. and Private Insurance Since these rules can vary State to State the facility is able to re define the rules as needed For non Medicare and Medicaid payors new rules can be created as needed Billing Rules are assigned to a payor in the Payor Definition screen of Master files They can also be assigned on the insurance detail screen of census records for backwards compatibility for how private insurance companies were used in older versions of WinCare Because WinCare was not originally designed with Billing Rule sets in mind We are stuck for now with this limitation When creating a UB Claim for a specific payor for a specific Invoice Billing Sub Period There are two possible sources for the Billing Claim Rules to come from The first is the Rule set used is that for the Payor of the UB Claim being generated The second if it exists will supersede the first The second is the selected Bill Method on the Insurance Detail screen if 1 There is an insurance detail for the primary payor 2 if on the insurance detail a Bill Method has been selected If there are more than 1 insurance detail records specified for the primary payor ie multiple census records in the sub period that each specify a different insurance detail our program does not and will not handle this The first census record in the sub period where the primary payor is the payor of the UB Claim being generated is the one that determines the billing method If the user must
24. file If multiple files had been imported they would show in the list The imported files showing on the screen have not been applied as payments You have the following options from this screen Browse Manually import an 835 ERA file from a location other than the ResponseFiles folder Print Report Prints a report of what is in the ERA for the selected imported file on the screen Apply Payments from Selected File Applies the selected file as payments If multiple files were imported you must do this for each file to have it applied as a payments Exit Returns to the Payments Received menu If you have un applied ERA files you can return to this screen by clicking Payments From 835 on the Payments Received menu 362 WinCare User Guide User s Guide Browse Payments From 835 Remit e Adv D Vwircae Dat Test intecKoGPAA AAA EC LEE H The Browse button lets you manually import an 835 ERA file from a location other than the ResponseFiles folder A standard Windows Open File screen opens when you click on Browse From here you can navigate to the location of the ERA file you wish to import When you find the file click on it and click Open If the file is valid it will be imported into WinCare A copy of the imported file will be placed in the ResponseFiles Backups folder The imported ERA file will then be available on the list to apply as a payment Payments Refunds 363 Print Report Payments From 835
25. following checkboxes under the Mask SSN on Following Reports option Admit Facesheet report Transfer Notice Report All other Reports Reports 191 Physician Orders Tab Access this screen to define a printer for the Physician Orders report by selecting the Printer Setup button from the Reports main screen Click the Phys Orders tab from the Printer Setup screen and use the scroll bar to move to the desired printer and click once to make the selection By default the setting Scale Report by is set at 100 This is an editable field and the percentage can be reduced to make the font smaller to minimize the amount of paper used or enlarged to make the font more readable The larger font will require more paper to print the physician orders Changing the setting does not affect the format of the MAR Leave the check box blank for PO Codes on New Page in Code Report and all codes are printed continuously without page breaks Enable the check box PO Codes on New Page in Code Report to print each physician order code on its own page 192 WinCare User Guide User s Guide Care Plan Tab Printer Setup Treatment Behavior Phaemacy Phys Duden Stick Teapland General MDS Coe MAR Care Deectores ADA Record Reports Porter Phases 846000 seniposl Moda gt Y Large V bake AN directive in repere Came Dwectiver sumber of days m ADL Record sepert rember el dag JI Care Plan Reports Pontes Phases BLDO
26. for printing and offers the following options Print Orientation Print Preview A Printer field displays the current default printer but additional printer selections can be made by clicking the drop down arrow to display a list of available printers 1 After selections are complete click OK to print or Cancel to return to the Audit Trail main screen Password 257 Use the password screen to change the Password of the current logged in user The login password can be changed and or the Electronic Signature password Setting the log in password for a new user is done the first time they log in to WinCare 4 Change Password Select Password from the Facility Information screen to open the Change Password screen Enter the old password Tab to the New Password field and enter the new password Tab to the Verify field and enter the password again If a user forgets the password the System Administrator can select the Clear Password button in Users and Security Levels to remove the forgotten password Room Master 259 The Room Master enables the users to add view or edit rate information for each individual bed or room This function can be accessed in the Utilities module for both clinical and integrated users The integrated version also includes it in the Master Files module fff 0 E 05 20 200 H 5 0 s 2 s 10 s 1 The Rate is used for private pay residents a
27. lt Spouses Mure Iren By Phone Book Every Dee By Resident Fant Dae Only Mabe List Make List Latet Print Order Label Types gt ee Mones ATT ben Drum Print Lint Em Lists can be created in Phone Book or Notification The Phone Book section prints all members of the selected categories or the notification section prints members that have been defined per resident Under the Phone Book section select the sort method 1 Click in all applicable check boxes 2 Click Make List and a list will be generated for preview Under the Notification section select the sort method 1 Select all items to be included in the list 2 Click Make List to generate a list for preview 3 Click Label Type and make a selection 4 Click Print Resident Names to add names in addition to the contacts organizations on the label 5 The Print List button will be grayed out until a list is created The printing order for labels has the two options listed below Across then Down Down then Across Once a list has been created individual addresses can be selected for printing using standard Windows selection methods i e Shift Click and or Ctrl Click The addresses in the list can either be printed on mailing labels or directly on Number 10 envelopes If you select Envelopes then an Envelope Setup option is available where the printer can be selected and whether or not a return address will be printed 198 WinCare User Guide
28. sent to NM109 of NM1 40 ReceiverID EDI Receiver Screen ID of who we are Receiver ID sending this file to NM103 of NM1 85 Billing Provider Bill Provider Screen Org Although this is the Name facility by Trading Partner Agreement it could be a different name still representing the facility NM109 of NM1 85 Billing Provider ID EDI Receiver Screen Although this now is the Billing Provider NPI Billing Provider ID NPI National Provider ID for the facility it was recently able to be specified by the Receiver as to what this was in NM108 i e 24 for EIN 34 for SSN etc now NM108 is hard coded to XX Payor Name Master Files Payor In order for the Facility Definition Paying to allow for a custom Agencies Payor Name Payor name on their for Claims and EDI reports and for use in WinCare the actual Payor name can be specified by Medicare or Medi Cal different from what the facility likes to call the Payor Payor ID Master Files Payor As far as we know Definition Paying assigned by CMS to the Agencies CMS Payor ID payor and good for anyone we send the file to 1 e all receivers 338 WinCare User Guide User s Guide NM103 of NMI PR This occurs in loop 2330B after the all the HI info the Physician names and is used for COB It appears that only one other payor the 2nd is put into the file per the spec Other Payor Name NM109 of NMI PR Other Payor ID Loop 2330B for COB
29. 04017010 MAR Reports 1 Click the checkbox next to the report 2 Use the Select Resident Set option to select one resident or all residents by several sort options 3 Click Print Follow the steps below to print a blank MAR or Treatment report 1 Click the Individual Reports tab 2 Select either the MAR or Treatment report 3 Under the MAR Reports options click Blank Form 4 Click Include Comments and Include Resident Info if needed Print multiple copies by typing a number on the Copies field underneath the Select Resident Set Printer Setup Printer Setup includes six tabbed screens with global settings that will affect reports for all residents and may be accessed in the report module or from the control panel of the Utility Module and allows customization of the appearance and contents of the reports 190 WinCare User Guide User s Guide General Tab Printer Setup 2 Treatment Behavior Phamacy Phys Dede Stick TeapCand General MOS Cue MAR MAN Troamert Preview Printer Pite ES v Pera Preview enabled Maude Fl egens Porter Deters w Pent multiple reports as one s 7 Genes al Reports Porter Phases 4900P urupool Moda ei Y Physicians signalune om Face Sheet Dei z i Monthly Report Date n Hegats Module Int of cument month 14 ef nest month Mack SSN on Following Reports Y Ades Facesheet report Transfer obice report MI other reports Set AB Reports to One
30. Acknowledgment files At this time the program only uses the 835 ERA files No Files Found There are no processed response files available In this case there are no files in the folder How it works In order to use this feature UB04 Electronic claims must be created in WinCare and transmitted to the Fiscal Intermediary for payment The Fiscal Intermediary must supply 835 ERA files if they do not do 835 ERA files then you cannot use this feature After the transmitted claims have been processed the Fiscal Intermediary will create the 835 ERA file and either send it to the facility or make it available for download Payments Refunds 361 When the facility receives an 835 Electronic Remittance Advice file from the fiscal intermediary the file will be placed in the ResponseFiles folder Then you would go into Payments Received and click Payments From 835 WinCare will then check to see if any valid files are present in the ResponseFiles folder If valid files are found they will be imported When a file is found a status bar will be displayed as the file imports Imported Files 1 The following file s have been imported 1 Payment Advice 0 Functional Acknowledgment 997 and 0 TAI Transaction Acknowledgment file s The Imported Files screen shows one file was imported To continue click OK Remittance Advice Files Payments mot yet applied In this example only one file was imported so the screen shows the one
31. Additional information for Entry Tracking Form Creation WinCare can now automatically make MDS3 Entry Tracking forms A1700 2 when users create a Reentry Census Record in Integrated Mode When making the tracking form WinCare checks the Entry Tracking form behind the scenes and closes it 1f the Completeness Check returns Assessment is Complete For Section states often WinCare cannot fill the entire Entry Record out automatically in which case 1t will be created but finished by a MDS Nurse The user doing the re entry doesn t need Add or Edit rights to the MDS the program will still create the tracking form in their name If you don t want their name to show on the printed MDS then open the assessment and go to the Z0400 screen and check Don t Print Z70400 Signatures Sections 42 WinCare User Guide User s Guide Discharge Use the Discharge screen if the selected resident is not expected to return to the facility is deceased or is being discharged prior to completion of the initial assessment Clinical facilities use this screen for Return Anticipated Discharges instead of the Integrated Temp Discharge screen Clinical Integrated 1 The Discharge Date field is pre filled with the system date but is editable by manually entering the date or clicking the drop down arrow to display a small calendar Note when Integrated If the resident is currently out on a Temporary Discharge with Bed Hold being charged
32. Adm N 71 Seere tor Den LJ mus Ben ees je d KDD Code Diegnosis tus 61 et Feen arap Deben T Dsabetes mellitus den to verh n condos Doux 04 chame ad aber zl drets aeus v is ren and EDA De aedes Ze br Sete tec Mack Disgnosis is Primary Secondary tyt EE In the Search for box you can enter the ICD 10 Code you want to add and then click ICD 10 Code to look up the code You can also enter part of the diagnosis description in the Search for and then click either Diagnosis or Keyword If you entered in multiple words for the Search for then Diagnosis will return codes that match what you typed and Keyword will return codes containing any of the words entered When you find the ICD 10 code you want to add to the resident you can select whether it is a Primary or Secondary diagnosis at the bottom of the screen above the complete description Then you can double click the selected diagnosis to add it to the list or click Select Diagnosis Then you can continue looking up other codes as needed Note ICD 10 codes with an asterisk are category headers not an actual diagnosis and cannot be selected One of the codes in the category can be selected If you came across the category using either the Diagnosis or Keyword search then enter the code for the category in the Search for box and click ICD 10 Code now all the valid ICD 10 codes for that EE will be below the dad with the asterisk
33. Assessments Due Calculator displays a schedule for OBRA and PPS due assessments Transmit Files Create enables the creation of a transmission file containing MDS closed assessments Transmit Files View enables the view of the assessments included in the selected file Blank Form prints a blank MDS form based on the assessment selected on the screen To add an MDS 3 assessment click Add on the MDS 3 Main Screen MDS 3 137 You can create both Nursing Home and Swing Bed assessments from this screen A proper combination of choices must be made to create an assessment An improper combination will result in an Invalid Assessment Type and no assessment will be created Refer to Chapter 2 of the CMS s RAI Version 3 0 Manual for coding instructions Starting with the April 2012 version of WinCare the Target Date for the assessment is set when the assessment is added 138 WinCare User Guide User s Guide Edit The screen includes a total of 22 sections and allows data entry into each section and can be accessed by clicking the Edit button from the WinCare MDS 3 main screen Each page per section contain a Help button which accesses the RAI manual to assist the user with data entry Adobe Reader is required to view the RAI manual KKK 3 A Identification and Information RL Oui Dental Status B Heating Speech and Vision F M Skin Conditions C Cognitiva Patter F N Medications D Mood H J
34. Care Areas Triggered Care Areas are indicated by a check mark in column A This is filled in by WinCare and cannot be directly changed by the user It can only be changed by changing answers on the assessment Column B should be checked by the user is the CAA is being addressed in the Care Plan The column of button on the far right under CAA Resources takes you to the CAA resource screen for the item The CAA Resources is based on Appendix C of the CMS RAI Manual The Care Plan button will add a problem to the care plan to be completed in that module for CAA items that have column B checked Care Planning Decision All or selected checked items can be added On screen 3 of Section V there are reports to print the CAA Summary and the CAA Resources The Location and Date of CAA Documentation field allows the entry of more text than will printout on the printed MDS to alert you that the text may not fit on the printout 1t will turn blue If the surveyors are only given the printout for review then you need to make sure that information fits on the printed MDS 150 WinCare User Guide User s Guide Care Plan Section V The Care Plan button on screen 2 of Section V will add a problem to the care plan to be completed in that module for CAA items that have column B checked Care Planning Decision All or selected checked items can be added Clicking Yes will add all the problems if they don t already exist in th
35. Diagnoses Prim Sec ICD 9 Diagnosis Primary 294 20 DEMENTIA UNSPECIFIED WITHOUT BEHA Primary 013 20 TUBERCULOMA OF BRAIN UNSPECIFIED t Secondary 003 22 SALMONELLA PNEUMONIA Secondary 790 2 ABNORMAL GLUCOSE Secondary 249 51 SECONDARY DIABETES MELLITUS WITH H _1coogunsient zm Eat petete ICD9 codes marked with asterisk require a 4th or 5th digit to be c Admit 53 Example ICD 10 Equivalent screens In this example the Translation Guidelines tell you that there is an exact matching ICD 10 code for the selected ICD 9 code You would select the ICD 10 code and click Add to ICD 10 Diagnoses list In this example the Translation Guidelines lists several options for the translation 1 to obtain an approximate translation pick 1 diagnosis from Groupl or 2 to obtain an equivalent translation pick 1 diagnosis from each group in Scenario 1 54 WinCare User Guide User s Guide You would review the resident s medical record to determine which of the options if any reflect the resident s actual diagnosis If none of the options work then you would cancel and manually look up and add the correct ICD 10 code Some diagnosis may have multiple scenarios and groups for each scenario As the ICD 9 codes are translated the ICD 10 panel is updated as below Admitting Diagnosis ze ICD 10 Fo3 90 r dementia without Huren distui Other Diagnoses PrimiSec ICD 10 Diagnosis Primary
36. E 110 Invalidate 2 eec eer ans deeg 111 Charts eoe esce A eere eebe 112 107 109 Vitals Main Screen Enter basic Vital Sign data per resident in this module Access this module by selecting the Vitals button from the main WinCare Control Panel screen Currest Vital Sigas werft 1700 Ackeeepgo System 09 122012 11 05 AM Blood Presse 120 00 Acbeetpgeo System 09122012 11 05 AM Temper S66 Admneihaior System 09122012 11 65 AM P ng 800 Adeeepgo System 09122012 11 46 AM Recpeakon 200 Adbeepge System 09 122012 11 46 AM Prowous Cerrent Charts Date 99 10 2012 Time 11 35 Date 99 12 2012 Time 1145 abies Weight 171 0 Lbs Weight 1700 be G i Heaght 720 Inches Weg 720 Inches Inglett Blood Pressure 120 75 Syut Dins Bloed Pressuse 120 00 Syst Dion Veggergiee WE Y Temperature 5t Puise 0 per mendes Putre 0 pes menden Respaa os 20 per mero Respsaton 20 pes menden Previoes BMI Curiosa BMI mM Ideal BMI at des BMI Ideal Weight Low BMI 19 0 1491 Ideal Weight Low BMI 19 0 1491 idoal Weight High EMI 24 0 1770 idoal Weight High EMI 240 1770 Weight Changes Check At Reserts Print Wortsheet The screen opens with the current vitals displayed at the top and two columns displaying Previous and Current information By clicking the ADD button the Current information becomes Previous to allow tracking of residents information and the Current changes to New as displayed in the screenshot above Once
37. Exit to save and return to the main MAR Setup screen 234 WinCare User Guide User s Guide Medication Categories The screen allows the user to enter Medication Categories that will be available for selection on the Medication screen Access this screen by following the steps listed below 4 3h Medication Categories Ri New Category j Add Categones Depot Drite Click Medication Categories from the MAR Setup screen Enter the name or abbreviation for a new category per a facility s policy and procedure and click Add The add screen allows free text typing and will be displayed wherever a Medication Categories drop down list is available on the screen in the PO MAR module Highlight a Category and click Delete to remove the item from the list Click Exit to save and return to the main MAR Setup screen The only characters allowed for a Category Name are Alphanumeric space dash and slash Medications that are assigned a Medication Category can be reported on the Medications by Category report The report allows the reporting of a single category or All categories The standard report Sort options are available The option to Sort Residents by Diagnosis sorts the Medications by the diagnosis assigned to the medication Related Diagnosis Fluid Balance Fluids The screen allows the user to enter Fluids that will be available for selection on the Fluid Balance Add Edit screen Access this s
38. Facility Data 436 Facility Information 241 File Maintenance 281 Fluid Balance 96 Fluid Balance Fluids 234 Food Intake 97 F Tag Report 181 G General Information 461 General Tab e 190 Goals 117 H Hemoglobin Hematocrit 98 Hemoglobin Hematocrit Ranges 235 HIPAA and HITECH ACT Compliance Tips 465 HL7 Sources e 265 HL7 Subscribers e 264 ICD 10 Edit screen 56 ICD 10 Effective Date 275 ICD 10 Equivalent 52 ICD 10 Panel 54 ICD 10 Transition 467 Immunizations 99 Import File Format for Ancillaries 472 Inactivate 159 Install amp Upgrade FAQs 5 Insulin Sliding Scale 85 Integrated 221 Integrated Overview 287 Invalidate 111 Invalidate Invalidation Screen 85 L Lab Orders 91 Lookup Transactions 358 Mailing Labels Envelopes 197 Manage Opening Balances 405 Manual Create UB04 323 MAR 228 MAR Notes 89 MAR Notes Std 230 MAR Setup 228 MAR Tab 193 Master Files 399 Master Files Main Screen 401 Max Case Optimizer 264 MDS 2 127 MDS 2 Main Screen 129 MDS 3 133 MDS 3 FAQ s 165 Index 477 MDS 3 Main Screen 135 MDS 3 Options 247 MDS Data Entry Clerk 156 MDS Options 243 MDS Tab 194 Medicaid Liability e 68 Medicare Adv Charge Summary For Year 394 Medicare Manual Edits 323 Medicare To Do List 75 Medication Categories 234 Medications 80 Medications Std 228 Modify 159 N N
39. Later The Cancel Changes made during this session button will close the batch without saving and changes that were made to it since you opened it 354 WinCare User Guide User s Guide Add New Line Batch Payment When you are making a Batch Payment and there is a resident missing or there is no invoices to apply a payment to then you use Add New Line to create an invoice However If there are invoices for the resident showing that this payment has paid them down to zero you can apply the remaining payment amount to an existing invoice Overpaying the invoice If there is no invoices matching the remittance advice or the resident doesn t show 1 e you received a payment for a discharged resident and had written off the balance in the past then click Add New Line to create an invoice to distribute the payment to Add Payment Line Select the Resident that you want to add a new line for under Resident Name Select the resident s Primary Payor which may be different than the payor the payment is being made for Select the resident s Care Unit The care unit showing may not be the correct unit so you do need to select the correct Care Unit Select whether the services being paid are for In Patient or Out Patient Click OK You will now be back at the Batch Payment and C A screen and can apply the payment to the invoice line that was just added Payments Refunds 355 Customer Credits The Customer Credi
40. Manual Bank Form Copy Dokte jasctivate Peng Cabowalm View RA Help Em The RUGs IV Summary button was not available in the initial release of WinCare Version 7 This features will be implemented in a future service release The following sections are included in this module Add allows the creation of a new assessment by answering the A0200 and A0310 questions Copy creates a new assessment that will have the information contained it the assessment the copy is made from Edit enables data entry into each section of the assessment Modify is used to create a modification for a data error if the assessment has been accepted by the state Inactivate is used to create a record for an incorrect type of assessment if it has been accepted by the state RUGs IV Summary displays a summary of information for skilled residents Print will provide a printout of the highlighted assessment In addition if users click the Page radio button after clicking Print on the MDS Main Screen users can also print a specific page or pages or range of pages Examples enter just 5 without quotes to print page 5 enter 4 7 to print pages 4 through 7 only or enter 1 2 5 to print just pages 1 2 and 5 136 WinCare User Guide User s Guide Add Assessments Due Dates Tool used to allow MDS scheduling of residents where assessments have insufficient information for WinCare to schedule the next due assessment
41. Note that both the electronic signing and the removal of a signature in a section are recorded in the WinCare Audit Trail Copy Copy an assessment if the selected type of assessment is not the correct assessment or that a significant change is required and the assessment has not been transmitted to the state The Assessment Reference Date of the copied assessment will be the current date 1 Highlight the assessment 2 Click Copy to change the reason for assessment without reentering data MDS 3 159 Modify Modify an assessment if a data entry error that has been discovered after the transmitted to the state IF the error does NOT affect the care plan for the resident in any way In other words if the error or errors would cause something to trigger in Section V that didn t trigger before OR cause an item that triggered before to no longer trigger that affects the care plan and is therefore inappropriate for Modification assessment If the error affects the care plan then user should do a Significant Correction of Prior Full Quarterly A0310A 05 or 06 1 Highlight the assessment to be modified Click Modify Click Yes to create modification record Fill in X0900 reasons for Modification then click OK You can now select a new assessment type or leave it as it was originally gt WinCare automatically copies the highlighted assessment Click Edit Edit the assessment as needed 9 Click Check and Close the
42. PO MAR module 2 Enter a rationale for the standard treatment in the comments field Physician s Orders Std Select a frequency from the drop down list Click the Customize button to create a schedule for the standard treatment The Customize option to designate a schedule works identically to the customize screen in the PO MAR module This feature allows the addition of Standard Physician Orders that will appear in the standard medications list in the PO MAR module Standard Physician s Orders E Bek tor wheel chas to Loop miden bon Labag out Coss HE TITAN Click Add to enter a standard physician order The field allows free text typing Select a code from a drop down list Codes are entered in the Physician Orders Code section which is accessible from the main MAR setup menu in the Utilities module The entry will be displayed in a drop down box in the standard physician order list in the PO MAR module 230 WinCare User Guide User s Guide MAR Notes Std This feature allows the addition of Standard MAR Notes to display in the standard medications list in the PO MAR module Standard MAR Notes Ei MAR Note On PO te Delete Frequency dechade la Patrie Orders kho e DEE Alinari ation Tames Ceery Day el Unnpectind If the note is an actual physician order enable Include in Physician s Orders check box and the order will automatically be included on the MAR MAR Treatments and Physician s Or
43. Payor and level of care by clicking the Set Payor APL button 2 Select the type of facility from the drop down list for the Admitted From field 3 Type the name of the facility institution in the Name of Institution field 4 Type the admission date and discharge date for the institution entered for step 3 in the From and To Date fields 5 Select the appropriate Care Unit from the drop down list Admit 41 6 Check the check box for Part B eligibility and select the resident s Part B Payor if applicable 7 Enter the Medicare day number in the field below Current Med Day field 8 If the primary payor is Medicare Part A click Qualifying Hospital Stay 9 The Room Bed was selected previously on the admit screen but if the selection needs to be edited at this time use one of the following methods Use the scroll bar to find the appropriate number Enter a room number in the Find Room field The list will display the word vacant if the room is currently unoccupied If the room 1s occupied the resident s admission number will be displayed next to the room number 1 Create MDS Entry Tracking Form is checked by default to allow the program to automatically create the MDS Entry Tracking form in the MDS 2 The A2400 Medicare Stay section allows you to enter the A2400 information for the Entry Tracking form Click Save and Exit to save the data and return to the Admit screen or the Change of Status screen
44. Print Print multiple copies by typing a number in the copies field Click Print Print multiple copies by typing a number on the Copies field located underneath the Select Resident Set PO MAR 81 Editable and Non Editable Fields If data has not been entered then upon reentry to the screen the following fields will be editable If data has been entered prior to exiting the screen these fields will become non editable upon reentry Frequency Route Quantity Strength Related diagnosis The following fields are always editable Start Date Sort Order Customize Upon exiting the medication screen the following fields are non editable even if blank PRN PRN Rationale PRN lines Drug related to comments Rx date If changes are needed to a non editable field there are two options Invalidation Discontinue D C 82 WinCare User Guide User s Guide Add Medication Selecting the Add button from the Medications screen displays the current drug List that is included with the WinCare software program There are three search options Sortby Trade default Sort by Generic Speed Search providing the closest option in spelling PO MAR 83 Highlight and double click the appropriate medication form and strength or click Select Drug at the bottom center of the screen The program notes when a medication has been entered and will continue to count the number of medicat
45. Section G the user may find it quicker to use Tab and the numeric keypad on the keyboard to enter data rather than the mouse When there are 2 columns as in Section G for data input the A column has an arrow pointing to it The B column has a dotted line surrounding the text of the statement MDS 3 139 Section is state specific items and are not required for some states WinCare will not activate those sections not required by your state 140 WinCare User Guide User s Guide CMS Memo Use of Dashes Use of Dashes in Completing the MDS 3 0 Assessment Serious Potential Impact to Beneficiaries and Nursing Home Facilities This memo seeks to convey to Nursing Homes and Swing Bed providers information on an early data quality issue the overuse of dashes and is intended to help health care providers understand both when to code dashes and the potential serious impact of excessive use of a dash in the MDS assessment While the recent CMS review of dashes was focused on the Discharge Assessment the proper coding of dashes is important for all assessments The new MDS 3 0 discharge assessment now includes clinical items for quality monitoring quality measure calculations and for communicating resident status at discharge to support coordination and continuity of care It is now more important than ever to have an accurately completed discharge assessment Our initial analysis of the first five months of MDS 3 0 data for
46. Section S form is not required for Medicare PPS assessments Therefore until further notice from the State every question on the CA Section S form must have a response to avoid a rejection of an MDS Any question left blank or with a dash filling is not allowed Use the following to guide your responses Updated with AFL 14 20 9 9 2014 If a resident has a POLST form enter the appropriate responses between S9040A and S9040H If resident does not have a POLST form enter the following S9040A 0 No S9040B 9 Not completed S9040C1 9 Not completed S9040D1 9 Not completed 148 WinCare User Guide User s Guide S9040E 0 No S9040F 0 No S9040G 9 Not completed S9040H 1 2 3 or 9 Answer according to resident s current Advance Directives Section V Care Area Assessment Screen 2 of Section V is the Care Area Assessment CAA Summary The CMS RAI Manual defines the section The MDS does not constitute a comprehensive assessment Rather it is a preliminary assessment to identify potential resident problems strengths and preferences Care Areas are triggered by MDS item responses that indicate the need for additional assessment based on problem identification known as triggered care areas which form a critical link between the MDS and decisions about care planning Whereas the MDS identifies actual or potential problem areas the CAA process provides for further assessment of the triggered areas by guiding staff to
47. Select Forms to indicate the options needed 1 2 3 Click the Policy Forms button from the Admit main screen Click All to print all the forms The button then toggles to None for de selection Select the Individual Forms to print by clicking the appropriate checkboxes Click Print Blank Forms to print blank forms Click on the Forward or Reverse radio buttons to select the printing order Highlight the candidate name and click Individual to print individual reports This report has basic demographic data insurance primary physician advanced directives and other information as entered in the module Click Summary and the report selection option will be displayed Click PreAdmission Candidates or Admitted Residents to display a report listed chronologically by the date of admission CHAPTER 6 Admit In This Chapter Admit Main Screen 31 Admit a New Resident 32 Change of Status Integrated oooooonoccnnncccnocccononannnnccnancnonnn 33 Temp Discharge Integrated esses 39 Reentry Integrated eese 40 KEE 42 Readmit Prior Resident esses 44 Delete RESINA a a 45 View Census Stats cider eu tote Has 46 Admission Face Sheets oooooonoccnnonccnnococonocononcnononacnnnccnancnonns 47 INE Kea m te 58 Physician VIS Eeer rre tete SES 59 Discharge Reports esee 61 ResTrust Main Screen 63 Policy BOrms iaa tee Ee 65 Tran
48. Terminal Services Remote Desktop and in Citrix environments on Wireless networks and or WANs 465 HIPAA and HITECH ACT Compliance Tips Each WinCare user should have their own individual login and password Do not share passwords with other users Log out of WinCare when you are away from the computer Make sure you are logged into WinCare as yourself when entering data into WinCare An emergency user should be created in the event information is needed and no one in the facility has a login to WinCare The emergency user id and password should be in a sealed envelope and in a secured locked area When the emergency user has been used then the password would be changed and the new information secured again Need to protect against data loss in patient records Daily backups should be created and a copy of the backup should be kept off site to prevent loss in a natural disaster Backups on external media USB drives CDs DVDs and portable hard drives should be encrypted WinCare does have a backup feature in Utilities that puts a copy of the databases into a single zip file The WinCare backup is not encrypted so you would need to use a third party encryption software before copying it to external backup media Anti virus software should be on all computers Use a Firewall to protect the Local Area Network from the Internet Stay current with software upgrades and patches for the operating system and applications Computer
49. The length of the line is limited to 75 characters Spread Credits Option is used to determine how credit balances are applied to open invoices There are three options Do not spread credits to open invoices Spread credits to open invoices in the same month Always spread credits to open invoices Billing Rules Set allows the selection of the billing rule to be used with this payor Billing rules determines how invoices and UB04s are created Payor Assigned Provider ID is used for electronic billing and needs to be entered before electronic claim file scan be submitted to the payor CMS Payor Type CMS has defined multiple types of payors select the correct type for the payor Pick The Intermediary For This Payor assigns the Intermediary the electronic claims files will be sent to This feature is used for electronic billing Intermediaries need to be define in the EDI module s Receiver screen before they can be selected on this screen The Red fields are required for electronic billing Click OK to save all changes and return to the Paying Agencies screen Account number changes on this screen do not trickle down to the Receivable Accounts Census Accounts and Ancillary Accounts modules in Master Files Those sections need to be updated with the account changes also 404 WinCare User Guide User s Guide Chart of Accounts Access this screen to view a list of the Accounts Receivable Income and Contra Revenue Offset accoun
50. Thee Abt a KT Ap Presto Pay Pi Metod PPS dighin BE Using APL Dee Not Room Rate r Th APL veer a Monthly Rate Provated dah Pte Deg Etectve Dale Daly Rate Daly Beet Da FE Ba Da Dn Ben Notes 006 006 0191 2008 1500 1500 add 4 Crestor Not Recorded Moxiiied By Spron Z ren on 07 99 06 14 23 1 Enter a short ID Code to identify the acuity payment level level of care This field is required max 4 characters 2 Enter a Name or Description in the required Acuity Payment Level field 3 Enable the checkbox for Skilled to automatically fill the settings skilled or intermediate in the level of care field on face sheet 2 4 Enable the checkbox Medicaid Pending if this level is to be assigned a rate specific to a Medicaid Pending status After assigning Medicaid Pending level of care to a resident a sign will be displayed in the MP column on the resident list for that selected resident 5 If applicable enable the checkbox to indicate if the level of care is PPS eligible 6 If applicable enable the checkbox to indicate if the level of care is an ICF MR 7 The checkbox This APL uses a Monthly Rate Pro rated daily is optional and can be used when the facility uses a monthly routine and bed hold rate for this level of care 8 The UB Rev Code for Room and Board is a required field and defaults to 0120 Room Board Semi Other choices are available from the drop down list 416 WinCare User Guide User s
51. There are two scenarios Days Off is the default scenario Click in Days on type 5 then press Tab and type in 10 for Days off An order reads XYZ medication 40 mg po qd for 5 days repeat every 2 weeks Click the radio button next to Cycle Click the radio button next to Repeat Every WinCare s default in this scenario is Week Click in the box for Days on and type 5 and then click Tab and type 2 weeks An order reads XYZ medication 40 mg po for 10 days repeat q3m Click on the radio button next to Cycle and click on the radio button next to Repeat Every Click in Days on and type in 10 click the radio button for month Click in Repeat Every and type 3 WinCare will automatically x out all the days the medication is not given 88 WinCare User Guide User s Guide Treatments This module is used to enter and edit Treatments for a selected resident Access this screen by selecting the PO MAR button from the WinCare Control Panel and click the Treatments button from the PO MAR screen Alexander Tom A nen Es Protocol Monthly PAN ceramen buldup apply GTIS per mera eareax somove Jan 90 2006 03 Use Mycolog cream tor fungal racer Mus 10 200 Leges ee pa al derturs ou when deep 05 Mot soaks da L foot p Pa Dato Start Date DC Date PPM PPN Rationale OOE Wen 06 Teen Ca TS Treatment related to Comments Tr
52. Time Formats for Administration Times Note that all valid time formats will automatically be converted to military time as soon as you tab to or click on another field If not a valid time the data will be considered as text Valid Time Formats Basically all normal time entry formats are allowed including the 4 digit military times without a colon A a P p and be used instead of AM and PM A space before the A P AM PM is optional Examples 11 00 am 11 00 pm 11 00am 11 00pm 11 00 am 11 00 pm 11a 11am 11 a 11 am 11p 11pm 11 p 11 pm 1130a 1130am 1130p 1130pm 1300p 1300pm 13 00 0800 1300 Invalid Time Formats Single or double digits only such as 1 or 11 Military time without a colon and without the leading 0 for example 800 Military time 24 hour Clock Military time or 24 hour clock notation counts the hours of the day from 00 to 23 rather than using the common am pm notation Hours and minutes are indicated by 00 00 or 0000 for midnight 01 00 or 0100 for 1 00 am 12 00 or 1200 for noon 13 00 or 1300 for 1 00 pm etc Continue Orders For This feature allows the user to set the length of time for the continuation of physician orders Access this screen by clicking Continue Orders For from the MAR Setup screen Continue Orders For E Contions Physics Orders lor RED dem wiert othermine specihed Leg The program s default is set at 30 days but the field is editable by clicking in the fi
53. Trust account can be recorded on this screen This information will appear on the Resident Trust Report for the residents The Resident Trust has two methods of distributing interest The Average Daily Balance is similar to a bank s method It takes the average account balance for every resident and then distributes the interest proportionately The Lump Sum method is simpler because it distributes interest proportionately as of the day of distribution of interest Therefore if there was 10 00 of interest on 1 31 2004 and Resident A had 100 and Resident B had 25 00 Resident A would get 8 00 interest and Resident B would get 2 00 interest using this method Enter a minimum balance for interest calculation greater than 0 00 otherwise the program will attempt to distribute interest to all residents with a 0 00 balance Access this screen to view the two methods of distributing interest and change the default if necessary by the following steps 1 Click the Utilities button from the WinCare Control Panel 2 Click the Facility button from the Utilities Menu Control Panel 3 Click the Resident Trust Interest button from the Facility Information screen Clear RAP Lock 271 In most areas of the program multiple users are allowed to be in the same screen at the same time Rap Rationales are locked when users are entering information to prevent possible data corruption If the power is interrupted or the network cable is
54. and the facility review it for content Care Plan Frequencies The screen enables the entry of new care plan frequencies in addition to the frequencies that are included in the WinCare software by selecting the Care Plan Frequencies button from the Care Plan Setup screen 1 Enter a new frequency and click Add to enable the entry to be displayed in the frequency list in the care plan module Care Plan Services ADL Items Utilities 237 To save time drag the frequencies from most frequently used to the least used to reduce the time selecting the desired frequencies WinCare defaults to the most common shift frequencies Click Exit to return to the Care Plan Setup screen Access this screen to add a care plan service that will be displayed in the service list in the Approaches section of the Care Plan module by selecting the Care Plan Services button from the Care Plan Setup screen 1 Enter a new service and click Add to enable the entry to be displayed in the service list in the care plan module Enter the abbreviated name into the New Service Abbreviation field which is limited to 25 characters Enter the full name of the service into the New Service Name field 1 e Restorative Aid Use the ADL Items screen to enter new ADL items in addition to the items included in the WinCare software All residents display the same ADL record so WinCare recommends using this section cautiously to prevent potential survey problems Th
55. and To dates ARE within the selected billing period no dates are needed If there are no census records for an individual to be billed the resident s name will not appear in the resident list on the Update Bills for Selected Residents screen Bills can be updated as needed during the selected period Once a new sub period has been billed the prior sub period will be closed and non editable If bills have been updated for a partial month sub period the user will be able to immediately print the invoice and create a UBO4 to transmit electronically Enter all census changes and ancillaries and click Update Bills for All Residents to process the records for the selected period The number of Residents in View field is non editable Click the check box Show Only Those not already billed to end of period to display the residents that had never had billing for the current month completed or had had partial billing done and were not billed to the end of the period Billing 305 Update Bills 1 Select apayor and use one of the selection options 2 Enter a date format mm dd yyyy under the Bill Through Date section A date is needed only the first time the date range is billed A date is not needed if when re billing for the same period 3 Click the Bills for Selected Residents button to create invoices for the current open billing period A message will display a confirmation message upon completion 5 Lock a bill to prevent ed
56. and allow editing as needed Access this screen by highlighting a previously created matrix and click the Replicate button Note User intervention is not required for the residents who will be added to the new matrix field or for the residents who will be removed from the new matrix field The resident list for each field is informational for the user 1 The Residents to be Generated field is required for the user to receive the correct information 2 Check the residents who have new MDS assessments since the last report creation 3 Uncheck the residents that do not have MDS assessments but have had manual edits on the previous assessment 4 A CommentField enables the entry of comments that are to be associated with the new matrix Click Generate Copy By default the rooms are not copied as they can be different from the original matrix However if rooms are desired after doing the replication edit the new matrix and click Include Rooms button to have the room field in the 802 matrix updated to the current room assignments This button only appears when all rooms are blank in the matrix Acuity Monitoring This screen is accessed by selecting the Acuity Monitoring button from the CQI 3 main screen This report is based entirely on MDS Coding so information is not generated on the screen The individual responses to a section can be generated in the report or the entire section of an MDS or in a combination of individua
57. automatically x out the days the medication is not to be given PO MAR 87 Sample Orders Times can be adjusted specific to the medication to reflect the time specified in the physician order Additional spacing can be entered between administration times A user can also insert text in the Administration Time to allow additional documentation on a MAR An order reads XYZ medication 40 mg po q3d gt Type a 3 in the box under Every The program automatically marks off the two days not to give the medication Remember on the main MAR screen to include the date this should begin If the resident was on this same medication with the same dosage prior to admission determine the day the resident should get the medication and type that date in the box For a resident admitted 4 26 2004 who had received the medication prior to admission on 4 26 mark 4 29 2004 in the Start Date box An order reads XYZ medication 40mg po qMWF Click the radio button next to Week and then click on Monday Wednesday and Friday On the MAR report WinCare will automatically x out all Sundays Tuesdays Thursdays and Saturdays An order reads XYZ medication 40 mg po on the 12 and the 24 q month Click the radio button next to Month and then click 12 and 24 An order reads XYZ medication 40mg po 5 days on 10 days off continually Click the radio button next to Cycle
58. be recorded in the Notes i e vaccine manufacturer and lot number See Federal Requirements below 7 Under the Reports section click Individual to print the immunizations records for the current resident Click Immunizations Due Report to print the immunizations record for the entire care unit or facility 8 Click Exit to save the entry and return to the PO MAR screen Linkage to other areas in WinCare If users enter flu immunizations then when creating MDS assessments W2a will be automatically answered 1f the flu shot was in the flu season applicable to the MDS assessment WinCare will notify the user that the program has set this value when entering Section W of the MDS Depending on the check boxes under Pneumococcal Vaccine WinCare may be able to answer W3a See the Pneumococcal Vaccine Booster check boxes help page In addition WinCare will use flu shots and pneumococcal shots recorded to answer columns 144 and 145 on the CMS 672 Census and Conditions report Federal Requirements Prior to administration of each dose of a vaccine the health care provider must provide to the resident or their legal representative a copy to keep of the relevant current edition Vaccine Information Statement that has been created by the CDC For an incompetent adult living in a long term care facility all relevant VISs may be provided at time of admission or at the time of consent if later than admission rather than prior to each immunizat
59. below with the following options Resident List Interface default Resident Search Interface WinCare Droe a ong Intetece Type fv Stat with Renderi Let betertoce C Stat ent Rent Search kr eis e FF Gus a ring sehen ertang peach without ciesa Piene Note Ary mo fw eng edi not take effect unti ees ege 1 Enable the radio button next to Start with Resident List Interface or enable the radio button next to Start with Search Interface 2 The checkbox Give a Warning When Entering a Search Without Criteria is enabled by default to remind users to enter the details for the search prior to clicking OK 3 The change will not be effective until the WinCare program is restarted 4 Click OK to return to the Facility Information screen 266 WinCare User Guide User s Guide Facesheet Options The Facesheet options screen allows you to populate the drop down lists for some of the items on the Admission Face Sheet with facility specific information Facesheet Options gt Church Alf ntion Fouen Langusge Corse ge Ree Ohuech Alfidssteosn a Delati Church Alfdesteon Ads Buddhest Catho Church of LDS Delete Much Protestant For Face Sheet Al additional choices can be added for Church Affiliation and the Primary Language For Face Sheet A2s ICD 10 Edit screen additional choices can be added for chronicity CAI Options The CQI Option screen allows WinCare to automatically complete F Tag 141 on the CM
60. coordination of benefits F50 of the UB Claim but originally comes from the Payor Name in paying agencies Census entries specify which Payor is 2nd when the UB Claim is created Upon creation of the UB Claim the 2nd and 3rd Payor ID s of the Payors in the Paying Agencies are recorded in the Claim When the EDI claim is created the CMSPayorID 1s looked up out of the Paying Agencies table If there is not a PayorID gt 0 listed then an attempt is made to find a payor in the paying agencies table that has a name that matches F50 of the UB Claim and then the CMS Payor ID of that payor is used We get this from F50 of the paper claim The value of this did not seem to be important for Medicare and Medicaid Claims for payors other than Medicaid as secondary In 5010 I am not yet sure if any receivers are going to really use the value we put in until COB becomes a reality CHAPTER 26 Payments Refunds In This Chapter Payments Refunds Main Screen esses 341 Single Resident Payment sese 343 Batch Payment and CA 347 AAA see es 355 Lookup Transactions eene 358 Overview of 835 Electronic Remittance Advice Import 359 Payments From 835 sss 360 View 835 Exceptions eeaneesnessnesnnnensnennennnnennennnnnne nenn 369 View Already Applied Payment Files and Logs 370 339 341 Payments Refunds Main Screen Select th
61. description of a code that currently appears in the list Click Delete to remove a revenue code from the list of codes that has been entered by a user Pre defined codes that are in the list by default may not be deleted Click OK to save the information and return to the main Master Files screen Add Edit Physician Taxonomy Codes Edit the Physician Taxonomy Codes by the following steps 1 Select the Physician Taxonomy Codes button from the Master Files screen Master Files 427 2 Highlight a Physician Taxonomy Code and click Edit The Add Edit Physician Taxonomy Code screen displays two fields that allow the entry or edit of the code Code Taxonomy Description Enter the information into the fields listed above and click OK to save the information and return to the main Physician Taxonomy Code screen 429 Ancillaries Master Files Add or Edit billing details for ancillary items or services by selecting the Ancillaries button from the Master Files screen Seach For Change Seach For Dennen Son Ut By Change C ode Rev Code T Descnphon H e Sch ME Im om mm ana 1 s 1 WinCare provides a list of editable pre defined ancillary items 2 To find an item in the list you can use the scroll bar or the Search fields You can start typing a code in the charge code field or a description in the Description field and the list will scroll to the closest match 3 The displayed list
62. disconnected the program may not have a chance to reset the RAP locks If that occurs the user will be unable to enter the RAP section This function will reset the rap locks to enable users to enter the RAP section successfully 1 Click Clear RAP Locks from the Facility Info screen to open the Clear RAP Locks screen 2 Click The Clear RAP button to automatically unlock the RAP Rationale 3 A confirmation message will be displayed informing the user that all RAP lock flags have been cleared Click OK to return to the Facility Info screen Clear RAP Locks Tha huacos n provided to allow clearing of all RAP Rabonale Add On Registration 273 This screen allows the user to enter a Registration Number given to the facility by WinCare Support to register the Add On modules These Add On modules are available for purchase Call WinCare Sales for more information and or demo at 1 800 423 1083 Add On modules include Swing Bed Pressure Sore Risk Behavior Monitoring Civil Rights Report Pre Screen Import Ancillaries Tray Cards Fall Risk Assessment Electronic Signatures Fluid Balance Food Intake Hemoglobin Hematocrit Outpatient Billing requires the integrated version of WinCare 275 ICD 10 Effective Date This is used to set an earlier ICD 10 effective date for testing Any screens with ICD 9 ICD 10 entry will default to ICD 10 as of the effective date As ICD 10 implementation is added to WinCare i
63. distribute the payment to the Invoices on the lower part of the payment screen If there are no invoices see Add New Line Payment Distribution Erro inv Date Uess Balance Payment Meno T SS 10804 05 31 2007 650 00 650 00 650 00 0 00 i 10844 06 30 2007 650 00 341 43 147 00 I 194 43 11458 07 31 2008 650 00 650 00 650 00 For each Invoice listed enter the amount being paid for the invoice from the payment You can click in the Payment field on the invoice line and type in the payment amount or if the whole invoice is being paid you can click on the mini button between the Payment and Memo fields You can enter a memo for each invoice if you wish The Balance for each invoice will go down as the payment is distributed Total Payment Amount 797 00 Paid On Invoices 797 00 Amount Remaining 0 00 When the Amount Remaining reaches zero then the payment has been distributed in full and the payment can be saved by clicking Save at the bottom of the screen The payment can be canceled at any point by clicking Cancel Changes at the bottom of the screen 346 WinCare User Guide User s Guide Add New Line When you are making a Resident Payment and there are no invoices to apply a payment to then you use Add New Line to create an invoice However If there are invoice showing that this payment has paid down to zero you can apply the remaining payment amount to an exist
64. etc The program has the ability to back up data to several types of media including 3 5 floppy disks the local hard drive mapped network drives CDs or DVDs It is recommended to enter a unique name for the backup Click Compact and Repair Database if the database becomes corrupted WinCare recommends using this option once each month Click Restore Database when a disastrous loss of data occurs and the data needs to be restored from a backup copy of the data Compact and Repair Database The Compact and Repair Database option corrects a corrupted database Backup Database WinCare recommends utilizing this option prior to every upgrade and once each month Click File Maintenance from the Facility Setup screen to open the Database Utilities screen 1 2 Click Backup Database to open the Backup Data screen By default the program will back up the data to the A 3 5 floppy drive WinCare provides a prompt as a reminder to the user to insert a disk in the floppy drive To change the target drive to the drive that is desired select a different target drive from the drop down field Once the target drive has been selected browse to the folder that the data is to be backed up under the Target Folder section If a backup folder exists enter the name of the file name for the backup in the File Name field By default it is wcdata zip If a folder does not exist enter the name of the desired folder in the File Name box
65. individual lab results and any notes are entered Immunizations Access this screen to record and track the following Immunizations Influenza Pneumonia Tetanus Diphtheria and PPD injections by following the steps listed below Type Date Kae IPPO 11 120 2011 Intron ee marere siaa 12 20 2010 Pneumococcal waccme 09 20 2010 Inrena manere sian 91 20 2009 Infisenza marras aion 01 17 2000 Iren 3 marere iam 90 23 27006 Inffhaenz 3 marras adon 60 30 2005 PPD E 93 20 2005 PPD E 02 12 2006 Preumococosl vorone 91 19 2005 Went Influenza De 17 29 291 Mea Tetanus Due 03 20 2014 Hest Pneumonia Due Uo lo Date Mes Dighthesa Due 03202014 P DS See guidelines ter Pneumococcal booster guidelines Readers PPV states it up to dale for thee biotina Pro WV Completo Reading Completa 82 Complete Reports Care Unit for Summary Aa Care Urata DR 3 Le 1 Click the Immunizations button from the PO MAR menu screen 100 WinCare User Guide User s Guide 2 Influenza due dates are automatically recorded as one year from the last administered date Pneumonia is due in 5 years and Tetanus or Diphtheria are due 10 years from the last administered date 3 Click Add to record when an immunization had been given Select the type of immunization vaccination from the list under Type 5 Enter the Date of the immunization Type appropriate Notes such as location and observed reaction The Federal Requirements can also
66. information for both sales and support This screen also has a button to take you to the WinCare website and another to send an e mail to WinCare using your Windows Default E mail software 20 WinCare User Guide User s Guide D PreScreen Main Screen This option is available upon purchase of the PreScreen Add On module Call WinCare Sales for more information and demo at 1 800 423 1083 The PreScreen module was designed so that LTC facilities using WinCare can quickly arrive at a cost of care for a potential Medicare resident prior to admission Information pertinent to the care of the prospective client is entered and the cost of care per assessment process 1s calculated against the income to be received Access this module by clicking the Pre Screen button from the WinCare Control Panel 1 Setup of the calculator must be completed prior to adding individuals to the pre screen database Follow the steps outlined in the next section Pre Screen Setup 2 Upon completion of the setup click New to create a new pre screening assessment for an individual or Edit to make changes to a previously generated record Pre Screening RUGs Calculator Leg Meme Ing em es De De A SH Preparer an el mem OR EI Kaes DEE mee Gt HS 1 ER mm Bee el i TA O ehte O eand ee me Z Edit Assessment Editing an Existing Assessment From the Main Screen highlight the resident name Click Edit to display the patient information s
67. invoice or invoices that have balances owing Type in amounts on the invoice s being credited until the Amount Remaining is zero and then click Save View Details View Details displays the line items that make up the selected invoice Payments Refunds 357 Apply Payments and Credits This option affects all the resident s payors not the selected payor and not just the overpaid invoices on the screen All overpaid invoice amounts will be spread to invoices with balance dues You will be asked to confirm that you want to automatically apply credits to open invoices for all payors Are you vore you want to automatically apply credits to open imvoswces for all payons Cx e jJ eJ To continue you must select Yes In Master Files there is an option to not allow the spread of payments for specific payors You will be asked if you wish to override that option Do you with to ovemde optiom and iprrad credits from one overpaid reg to anther foe thes payor If you wish to override the spread credit option click Yes otherwise click No Note the override only applies to the Payor selected on the Customer Credits screens the other payors will have the credits spread according to the rule assigned in Master Files Payor Definitions When the process is complete the message above will be displayed 358 WinCare User Guide User s Guide Lookup Transactions This is a quick place to view invoice payment and re
68. post date is the date the money is to be considered distributed Enter the total amount of received interest according to the bank statement in the interest field Click Done when data entry is complete A screen comes up that shows how the interest was distributed This is view only Click Exit to continue 5 6 ResTrust 215 Highlight the month and click View Detail to view which resident received interest for a specific month Redistribute interest if incorrect amount was entered by highlighting the month and click Redistribute Interest Enter the correct interest and click Distribute Interest to overwrite the old interest entries for that month All interest entries can be removed by clicking Remove All Int WinCare will display a small screen asking for confirmation of the removal CHAPTER 18 Phone Book In This Chapter Phone Book Main Screen 219 Print Export Options esee 219 Add Edit a Physician 220 Add Edit an Insurance Carrier eene 222 Completeness Check Phone Book sess 223 217 219 Phone Book Main Screen Setup of the phone book is required Access this screen to add physicians insurance carriers transportation etc Select the radio button next to a category to activate a section The Completeness is for integrated users All category entries names of physicians insurance carriers etc are displayed in drop down fields on the face sheets
69. readings Alexander Tom A re Adm No 904 mg imga Capilary Blosd Sugar aW 2 2008 Dele lasukn Dose Ste al Jen 18 2005 11607 b unes let m Feb 20 2005 1608 350 Bus sgh ems 1609 290 duis lef em Age 18 2005 11608 300 amp us lof eem zj irahidahion Report Pm mes we Individual Summary Deo mc To change or correct an erroneous entry highlight the record and click Invalidate This process will note the time and date creating an audit trail that cannot be edited Print the invalidation records individually or by summary 1 Click Add to record a new Blood Sugar reading 2 The Date and Time fields are auto filled but are editable 3 Enter the Blood Sugar Reading 4 Enter the Insulin Dose and Site click Save 5 Repeat for each administered dose The program will Chart and Graph the saved information automatically Click Print to print the current Diabetic Flow Sheet Use the Dates button to set specific report dates PO MAR 95 Allergies Access this screen to enter allergies for the selected resident by clicking the Allergies button from the Admit main screen Andrews Christopher W Adm No 10004 Aes per amenan Perucilin Sulla al Em Allergies may also be entered in the PO MAR module This screen allows free text typing and includes a Spell Check feature Click the red check when a misspelling is found and the screen will display spelling suggestions Multiple alle
70. rient ob nee bp ein 227 uunc N 227 MAR M 228 MAR ID 1 228 Medications Std 5e e ane bed ab Eat ep petu RH er 228 Freatments Std his eee let Aelita Ctt dee 229 Physicians Orders Std n noob D sad 229 MAR Notes ts dr DD T Eege E 230 Common Lab Tests ce t D seess 230 Administration RE 231 Continue Orders FOt eth D EO p CR UE SP OT KERN SEU Ce ERE IEEE TTE ER FERRO ER HERE dre NR 232 Routes of Administration iin etre RE Ea RETURN ESERG DO CHER FCR ER ERR ERU EST 233 Physician Codes one oO eee pap E ener 233 Medication Categories oho ss eglise p pne poem e RR Rete npn 234 Eluid Balance GA E 234 Hemoglobin Hematocrit Ranges essere enne tren trennen rennen 235 Care PlaniSetup i diia 236 Care Plan Library zn sets oi dele dais esee 236 Care Plan Frequencies Ae Aktie pede en PP REPRE PIDE 236 Care Plan Services o bee esee tt 237 ADIL Items er erp pert Eten ies a bee Pp e Ee re EY ete ena 237 Bai ee uae Renee Deae editos E 239 Facility Information eerte eem Ep inne e teo ener eode np sn inter beein 241 MDS Optlonss 2 744 shit ahi tee ihe spats eS Set nat 243 MDS3 Ops cui Sih eee iis nated re EE 247 WinCare Security Menu 2ER les aber e deer 251 IS DEE 257 IES A ON 259 Compu ters Care Units 5 eec et e SS Ee ss 263 Max Case Optimizer ec e ei ee irt ie
71. set RENA Coe Paninda ud ra Bo fen A PatB Moder Ad n Mod Extended EEN Medeae Pat A F a on 60 jur pm y 000X mm Created By Jane Blackbum on 10 05 12 1206 Modiied Ey Sytem Admniisaior on 10 17 12 1515 s ee uee vc Addn Mod Additional Modifiers Up to 4 HCPCS modifiers may be preset for a given charge code in the Ancillary Master file Setting these modifiers correctly can help avoid the need to make changes Modifiers can also be added to ancillaries on the UBO4 edit screen although all edits are lost if the UB04 is automatically regenerated for an unlocked bill Locking the bill preserves all edits Therapy notes entered in the Therapy Notes section of the PO MAR module section automatically create an ancillary charge record in the Ancillary module The visit quantity issue date and charge code fields are non editable on the Ancillary screen if the displayed information is a result of an ancillary entered in the Therapy Notes module Override options will be available for editing on the Ancillary screen for records that were created in the Therapy Note section in the PO MAR module All therapy notes which have a date in a past period are locked non editable and an asterisk appears next the locked note Note Use 0513 for the CMS 1450 Revenue Code when adding a psychological therapy ancillary 298 WinCare User Guide User s Guide Recurring Ancillary Charges The purpose of this module is to give a means to
72. set the rights to the MDS 3 sections on the 2nd account as View Print only with Edit on MDS 3 clearance to prevent editing with the MDS Data Entry Clerk option unchecked MDS 3 157 Electronic Signatures Electronic Signatures is a WinCare Add on This means it is not included with the base modules of WinCare but can be activated with a registration number if this add on is purchased Electronic signatures are available for items V0200B V0200C Z0400 and Z0500 of MDS 3 assessments When a user is done completing their sections in the MDS they can go to Z0400 and electronically sign off for the work they have completed To sign off click Signed to the right of the signature line When doing this WinCare authenticates the user before it marks it off as signed by asking for user name and password In Section V items VO200B and VO200C can also be electronically signed 158 WinCare User Guide User s Guide Then when the assessment is printed the user name title and sections they completed is printed The user name if it is electronically signed will have a ES symbol next to their name to show that this user already signed for it electronically CMS has stated that if a facility electronically signs a MDS then they do not have to sign the printed copy To remove the electronic signature un check the signed box and then the user must authenticate themselves before the signature can be removed
73. that is to be resent Click Resend Transmission Errors or Validation Report Errors If unable to connect to the state system call National CMS MDS transmission Help Line at 1 800 339 9313 If errors have been received on validation reports call WinCare Support at 1 800 889 2349 and fax a copy of the report to 1 541 776 3304 Create Batch Transmit Create Batch Transmit Many third party quality assurance companies like LTCO that assist nursing homes require a set period s worth of MDS data such as 2 years Facilities can also use this screen to make sure that all closed assessments have been put into a production MDS transmission file Making a MDS batch file with the desired information is easy to do Access Create Batch Transmit function by selecting the MDS 3 button from the WinCare Control Panel and click the Create button under the Transmit Files header then click Create Batch Transmit 1 Select the Sort order You can sort the data by last Name Date assessment reference date or Transmitted status All sorts are in ascending order The Transmitted status sort will start the list with assessments that are closed but have not been put in a transmission file Set the Date Range From and To for the report Click the Make List button Select the assessments to include in the batch transmission file SIS All assessments can be selected by clicking Select All All selected assessments can be de selected
74. that the height and weight map over to Section K as MDS assessments are created Enter the blood pressure systolic diastolic in the Blood Pressure field Enter the temperature in degrees Fahrenheit in the Temperature field Enter the pulse in number of beats per minute in the Pulse field Enter the respiration in breaths per minute in the Respiration field Verify the entries prior to saving Saved information may not be edited and will need to be invalidated if incorrect See Invalidate If information is correct click Save and the BMI will be automatically calculated if height and weight have been entered in the Current BMI fields including the Ideal Weight Low and the Ideal Weight High An additional feature enables the user to check individual or all active residents for a significant weight change The Check All Residents screen includes the ability to enter a rationale for the weight change The evaluation is based on the RAI guidelines 10 180 days 7 5 90 days 596 30 days Vitals 111 Invalidate This screen will display all vital sign records by date in descending order Allison Matilda ge none Adm No 365070601 Check a record to invalidate it Invalidated records wal not be used in reports and charts Y Date Time Lbs S D Temp Puse Resp v 09 30 2004 05 35 09 15 2004 1340 102 128 62 97 2 72 16 08 03 2004 11 29 1028 07 24 2004 1245 138 70 07 17 2004 1202 124 65 07 11 2004 16 07 1
75. the discharge assessment showed a large number of dashes up to 40 especially for QM items such as pain and pressure ulcers We need to take steps now to immediately correct improper coding of dashes these data quality issues have serious implications Excessive use of the dash in any assessment item impacts the accuracy of the quality measures reported on Nursing Home Compare and 5 Star Using a dash may reduce the size of the facility s quality measure resident sample and result in an inaccurate representation of the facility s actual resident population Important clinical information regarding resident condition may be missing and missing data will also skew the QM rates both positive and negative Facilities need to be able to demonstrate quality improvement and be able to accurately determine appropriate care for its residents Having the most accurate and up to date information on the discharge assessment is important for facilities to demonstrate quality improvement and assessing the most appropriate care for its residents MDS 3 141 Several Quality Measures use data from the sections of the MDS 3 0 that assess mental status depression and pain These measures also use data from the discharge assessment under certain circumstances In all cases these measures will use data from the resident interviews 1f those sections are complete If the resident interviews are not complete the measures will use data from the staff assessme
76. the Admit modules except for the following fields Member ID Insured ID Group Name Group Number 72 WinCare User Guide User s Guide Alexander Tom A Adm No 904 ME Medcae Pat amp Show Past Oecontinund Fees GA Ee j Delete View Ojeleted raaance mood Paper Type and Pros Authorization el Subrcte H Pat D Payer Member ID PD Ne Arsgred by Payer to Benefcian P tert fra Me Mate fe patert a the leue put the Member ID teg nd you may nave the Member ID on the insured Elective Date Dacorirue Date Subscnbes tab blank d nol thet it the lrewarce Pokey homn Mater hor Patient and you mat ME in the Subscaber s e Member ID on the insured Subicsber Lab Treat Adhonzahon Request TAR From Date Theough Date The Siding Fide Set weed a the one selected in the Paying f Agence Hate File Racord hor fei pavor 7 Request Pending TAR Request Date zl Renace of infomation Aignevsert of Beet zl zl 1 Click Add or Edit to enable data entry 2 Select the Payor 3 Enter the Effective Date that the Payor coverage begins for new Admits it can be the admission date 4 Tf the patient is the insured enter the number in the first Member ID field and the Member ID field in the lower section may be left blank If the patient is NOT the insured enter the insurance policy number in the first member ID field and enter the ID number into the Member ID field in the lower section 5 Click Save and Exit to
77. the Authorization Request date is prior to the Report Period If the user wants the Authorization s that were requested but not received from 1 to 30 days prior to the first of the current month they should print this report for the current month If the user wants just Authorizations that were requested at least 30 days ago they just print this report for a future month The Columns on this report are Resident Admission Number Resident Name Last First Middle Initial Request Date from Medicaid Liability screen Request Type Initial or Re Authorization Confirmation Number if user entered one Missing Prior Authorization Report The intent of this report is to show for the requested month any residents that need a Authorization number but do not have one for the days they need them Admit 71 Specifically this report shows for the requested month typically the current month or the month that just was completed all residents that have Census days where the primary secondary or tertiary payor is Medicaid Medi Cal and that also do not have an Authorization number that covers those days ie from and through dates of the Authorization cover the census days The Columns on this report are Resident Admission Number Resident Name Last First Middle Initial Census Start Date Census End Date Residents are listed as many times as they have census records for which a Authorization TAR record does not exist that covers th
78. the Bed Hold Rate The program does not bill Bed Hold for Medicare Part A as Part A consolidated billing rules do not allow billing Part A bed hold 4 Select the type of discharge status from the Discharge Status Code field 5 Primary Reason For Assessment can be entered by typing the number in the box or double clicking the item and the number 6 Resident Discharge Disposition can be entered by typing the number in the box or double clicking the item 7 Click Save and return to the Change of Status screen Reentry Integrated WinCare will not allow a resident s Reentry if they were not previously discharged correctly The procedures below will assume that the census is always correct It is Imperative that admits and discharges are completed timely and correctly Click the Reentry button from the Admit screen or the Change of Status screen when a resident is returning to the facility from a Temporary Discharge Return Anticipated o Pom Room Selection Pine Acuty Payment Level Show ccupancy Medicare Pat au Set Payo PL Deem Occupant Adm No Ten EE e Fed Room Medicae Day Create Zeen Ges on Fehde Cae Uri v Pat leida fala Fane os 126 wet Qualls Hogg d Stay ATI 2 Reentry Erised From ANOO Medicare Stay t From O Y Medcie covened iy ice the most vecent entry Acute hospes Start Gate of most recent Wedcare stry 0606 201 Los Gate of most recent Vedicare stay Ester danh f ns a opr 1 Select the
79. the Medicaid Liability the adjustment leaves the advance and reverse advanced charges on the original invoices The Return and Adjusting invoices do not include the advanced charges Sample Adjustments Sample Adjustments and topics regarding the Invoice Adjustment module are available in the online user guide accessed by clicking the Help F1 button on the main adjustment screen or by clicking the HELP button from the WinCare Control Panel Retroactive Change in Medicaid Recipient Liability Automatically adjust invoices in past periods for changes to liability 1 2 2 DAA A O Enter the resident s recipient liability amount and the date the rate will become effective in the Census module prior to creating the adjustment If multiple rates are needed enter them prior to the adjustment Check the rates and their effective dates assume that today 1s October 10 2004 and a resident was admitted in January as Medicaid with a recipient liability of 100 00 per month But actually the recipient liability was changed to 500 00 per month beginning 6 1 2004 however the new Medicaid recipient liability was not entered into the WinCare Financial Program See Medicaid Liability Click Adjustments from the main control panel Highlight a resident or enter the name into the search field Click New Census Change Adjustment Select the period from the drop down list for Period to Adjust Enter a brief Description of the adjustment Cl
80. the data is saved the columns revert to the original titles The Ideal Low and High Weight BMI for the previous and current record is displayed If the saved data is incorrect and needs to be changed click Invalidate to open the Invalidate Records screen Cancel Add will delete all newly entered data Select the Exit button from the main WinCare Control Panel screen Data entry outside of specified ranges are not allowed Ranges Weight 1 to 1000 Lbs Height 1 to 120 inches Blood Pressure both diastolic and systolic can be 0 to 400 Temperature 90 to 120 F Pulse 0 to 250 per minute Respiration 0 to 90 per minute Warning messages are displayed if values entered are in danger ranges Danger Ranges Weight less than 50 or greater than 400 Lbs 110 WinCare User Guide User s Guide Height less than 18 or more than 96 inches Blood Pressure diastolic less than 30 or greater than 180 systolic less than 50 or greater than 300 Temperature less than 95 or greater than 105 F Pulse less than 30 or greater than 130 per minute Respiration less than 6 or greater than 30 per minute Add Vital Data Enter new Vital data by clicking the Add button Under the New column the current date time are pre filled with the system date time but may be edited 1 4 5 6 Enter the weight in pounds in the Weight field Weight data maps to the MDS module Enter the height in inches in the Height field Note
81. the printer setup 3 Select a desired frequency from the Frequency drop down list Select a route of administration from the drop down list Once a drug has been added and the user has exited the medications screen for the selected resident the drug becomes locked It is recommended to enter all of the details before exiting the screen 5 Ifthis is a new order D C Discontinue the older order and add the new order 6 If there was an error Invalidate the order The user has the capability to edit the invalidated order 7 Click Pharmacy Report to print from this screen or from the Reports module The Pharmacy report can be faxed to the pharmacy by WinCare 8 Click Exit to return to the PO MAR menu screen Add a Drug to the Database Select the Edit Drug Database button to add a new drug to the database from the drug list screen 1 Click the Medications button from the PO MAR menu screen 2 Click the Add button to display the Drug List screen 84 WinCare User Guide User s Guide Click the Edit Drug Database button to enable the addition of a customized drug to the database 4 Editing a drug is only allowed for customized drugs Complete the fields as needed A therapeutic class is required for psychotropic drugs See Psychotropic Drugs The therapeutic class 682008 is used for Insulin Upon completion click the Exit button to return to the Medications screen Psychotropic Drugs The program requires the therapeuti
82. the user of entering an ancillary that recurs regularly one time rather than have to enter for the resident every month Good example of this would be a Cable TV charge The recurring ancillaries are added for each resident through this screen and then are added to the months ancillaries through the Apply Recurring Ancillaries button in Enter Edit View Ancillaries CTV Cable hv it very Montf on ate BiFa BARBER LE Su Z D Oh Payo OvendeCA DIO MEDICA SUPPUES DMSC MISCALLANEOUS 502 Stt One Sp Date CTRANS TRANSPORTATION kA eser aand oe h FEH E mx rap farce Votre Comte Des E To add a recurring ancillary follow these steps 1 Select the resident you want to add the recurring ancillary for via the WinCare Control Panel Select your ancillary Select Frequency You can choose every day every week on a specific day of the week or every month on a specific date of the month If you choose Every week then choose day of the week the first drop down under Day label Note that choosing the day of the week in that case would be required If you choose Every Month on then choose the 2nd drop down which will have the dates of the month required 4 Make sure the payor is what is wanted If this ancillary is contractually adjusted written off then be sure to enter Y under CA box You must enter a start and stop date Note that if the ancillary stop date is indefinite then just make the s
83. time View Already Applied 835 Payment Files and logs View Already Applied 835 File view a previous 835 file that was processed for payment View 835 Payment Application Log shows the log file created when the payment was applied listing what was automatically paid and what needed to be manually paid 342 WinCare User Guide User s Guide Chapter 26 Payments Refunds 343 Single Resident Payment The Single Resident Payment screen is for taking a payment for one resident Generally it is used when a resident makes a payment on their Private Pay charges It can also be used if you received a payment from an Insurance company that is only for a single resident C O A BET eg wee SEET EE GE che eo De Des Seed Sec Pamer Memo STO First select the resident the payment will be applied to by clicking the down arrow in the Resident Name field and finding the resident in the list You can also start typing the resident s name to find them in the list 902 Armstrong Eileen A v 904 Alexander Tom amp 908 Andrews Flossie S 902 Armstrong Eileen A Now select the payor the payment is being mode to you can click the down arrow in the Payor field to see the list of valid payors 344 WinCare User Guide User s Guide If you want to Include Zero Balance Invoices then check the check box Leaving the box unchecked will only include invoices with a balance owing Then click New Payment at the
84. to the box on the left side of the screen Changes can be made to make the data resident specific All WinCare libraries are suggestions only and should be modified to fit the needs of the resident 3 If additional items need to be added click Save and Add Another to continue adding items prior to exiting the screen 4 Upon completion of the data entry click the Save and Exit button to return to the main Care Plan screen Goals Add a goal for the selected problem by selecting the New button that displays when the user clicks to the right of the Goals section from the Care Plan main screen 1 Click the New button that will display when the user clicks to the right of the Goals section from the Care Plan screen The Suggested Goals screen will be displayed 3 Highlight an item in the Suggested Goals field and click Put or double click on an item in the Suggested Goals field to transfer it to the Goal box on the left side of the screen Changes can be made to make the data resident specific 4 The target date can be based on a specific date range by clicking 24 hours 1 week 2 weeks 30 days 60 days or 90 days This date is editable and allows the user to quickly create short mid range and long term goals 5 Ifadditional items need to be added use the Save and Add Another to continue adding items prior to exiting the screen 118 WinCare User Guide User s Guide 6 Upon completion of the data entry click the Save and Exi
85. uing the Date Range aci n and sing a date 30 days bom now N Peso e arg don morin eM er n he worth ha te omet c rs due tale e c Sieg e c omet Op idy Jan 15 ten erway Kine race cument D cente lt rer 5 diya November der October 20 days and September and pror is counted a 1 Date Range n chosen then d the day of the mort pochod e the stat date a the Tat then the aging In just as E you velected the Period ac explained in the above pasg Others d the day of the month n the stat date ret the 1 1 of the month then the aging u based upon 20 60 90 120 days a explained i the Al Dates parag ach above Howe oriy cbligatone with aging date of today date or later ane Cordadecmd Cument Li se For the Revenue Journal you have the options to Include Adjustments and Manual Invoices Include Per Patient Day Information Billed Ancillary by Charge Code Include all charge codes or the selected code only on this report by clicking the Billed Ancillary by Charge Code button from the Report Options screen It also enables the users to detail each ancillary charge or to summarize by displaying only the total quantity and price Charge Codes to Include in Report displays the specifically selected charge codes that will appear on this report by default Enable the option Include all Charge Codes to display all charge codes on the report Level of Detail displays the detail of each ancillary by default This option can be change
86. with contrasting shading to help identify which row the user has selected Enable Vertical Bars to emphasize the columns 194 WinCare User Guide User s Guide MDS Tab Medications Treatments will display on their own page when the PRN checkbox is checked Enable the Comments page as when PRN s were given and the reasons for archiving the information Enable Insulin Meds on New Page to display the insulin and other insulin related items on a separate page The Number of Days defaults to 31 but may be edited as needed Enabling the checkbox for Expanded Frequencies will include the detail of the frequency description per JACHO If left unchecked the frequency description will be abbreviated Setthe Number of MAR Lines for the medication and treatment reports The program will automatically adjust and print the lines that the medication treatment requires Enable the option Print Footer on First Page Only to either print the MAR footer on one page or all pages Enabling the checkboxes for Trade or Generic name will print for each medication added after the change Access this screen to define a printer to print the MDS reports that is different from the printer that was defined on the General Tab by selecting the Printer Setup button from the Reports main screen Click the MDS tab from the Printer Setup screen and use the scroll bar to move to the desired printer and click once to make the selection Reports 195 Re
87. 0 days by clicking the corresponding button on the right You may also type specific From and To dates If selected dates are correct click OK to save the entry and return to the Charts main screen Follow the steps below to determine the settings for a printed report of the table Data is generated from the Current column on the Vitals main screen 1 2 3 4 5 Edit the Start and End Date fields to reflect the needed range Click Reset Dates to display all of the dates in the table Scale the report to fit the entry to a page Click Scaling 100 and select the desired scaling and click Done to close the screen Click Print Table The report can be scaled to fit a page or a number of pages CHAPTER 9 Care Plan 113 114 WinCare User Guide User s Guide This module is used to design individualized resident specific care plans KEY FEATURES Editable library Reactivate archived care plans Print flow sheets for health care services Ineffective individual copenc Potential for injury Stress incontinence Bathing Hygiene Sell Care Deficit Reduced drug usage without increase in behavior Jul 14 2004 Assess behavior pattern for possible triggers In This Chapter Care Plan Main Screen 115 Problems New 115 Related Ve VE 117 TT 117 ADIOS E 118 Reports Care Plan 118 Other Resident Information eee 119 Care Plan FAQS 0ooocccconoccnononancnononancnccnnanononnnanonconnanccconnnnonos 119 115
88. 0072 REHAB HIGH 612 MDO ROOM BOARD RA BED E 0070 MED SUR SUPPLIES 1000 LABORATORY ce RAB 0420 PrtetiCAL TE 0620 SURGICAL SUPPLIES Prost F2 ter Selector Optone fer felts n Changes section Gad Abovel Fiewenue Code AUGS HOPC MODIRERS Double Chek a Call Pes bo edi i contends ASS Al Onscreen Details Column 44 has been expanded to facilitate more accurate data entry for manual UBO4s and AutoCreated UB04s There are separate data entry columns for the RUGs HIPPs HCPCS Modifiers and the Rate The user has the ability to enter a maximum of 4 modifiers for each ancillary Data can be typed into each modifier field or move the cursor to the field and click the F2 key from the keyboard to display a pick list Column 42 Revenue Code A revenue code is selected by placing the cursor into the field and clicking the F2 key from the keyboard to display a pick list Payor Information Claims 321 Creation Messager Oriy change when ge dation Checks Updated mhen Check For EDT Burton n pressed Creator Mersager Mri change when coasted dation Checks Updated nhen Check For EDT Button n pressed __ Patient into Codes Pres F2 har Selecion Dip tor Diagrama Fer Dreem Codes i 67 Principal n Code 67A 8 c D E F G 2 wm mn men mmm mm pm Ven mm i me m ES Adwitiro Diagnosis Code 70 Patent Reson 71 PPS Code 72E0 mn Note Press the F2 key on the keyboard to display a pick list for the Diagnos
89. 0B C1300C C1300D and J1800 information CQI FAQs O Can the 802 Roster report be manually edited A Follow the steps below to manually edit the 802 Roster report 1 Select CQI 3 from the WinCare Control Panel Click the CQI 802 Roster button Highlight the assessment Click Edit The report will be displayed and editable to enable data changes St tr e ES Click Exit to save the changes and leave the screen O How do I generate and print a new 802 Roster report A Follow the steps below to manually edit and print a new 802 Roster report 1 Select CQI 3 from the WinCare Control Panel 2 Click the CQI 802 Roster button 3 Enter a matrix name for the report and click Add to generate a new report for the current date Highlight the report and click Edit 5 Click Print Q Is there a way that the WinCare program can remember data that was entered in the prior 672 reports A The program contains a Replicate function that remembers information from a prior report Follow the steps below to use the Replicate function 1 Select CQI 3 from the WinCare Control Panel 2 Click CQI 672 Census CQI 3 185 3 Highlight the prior report and click Replicate 4 Verify the resident list and click Generate Copy to create a new matrix based on the prior information Q The total number of residents in my current census does not match with the number of residents that are displayed in the new generated 672 repor
90. 1 Registration Screen 3 Rehab Patient Discharge 66 Related To 117 Replicate 672 Census 181 Replicate 802 Roster 183 Report List Descriptions 396 Report Options 390 Reports 27 187 Reports Care Plan 118 Reports Resident Trust 64 214 Reports Utilities 277 Reports Main Screen 189 Required Windows Rights 471 Re Registration 4 Resident ID Labels Avery 6150 195 Resident List 16 Resident Pictures 441 Resident Trust Interest e 269 Restore Data 282 ResTrust e 211 ResTrust Main Screen e 63 213 Retroactive Change in Medicaid Recipient Liability 381 Retroactive Change of Payor 382 Revenue Journal 393 Reverse an Invoice e 384 Review a Care Plan 116 Room Detail 260 424 Room Master 259 423 Room Rate Detail 260 424 Routes of Administration 233 RUGs 249 RUGs III Utilities 245 S Sample Adjustments 381 Sample Orders 87 Saving Reports From the Cloud 455 Scheduler 162 S cores e 445 Screen colors for resident status 15 Screens A E 26 Section G Get ADLs 145 Section I Active Diagnoses 146 Section S State 147 Section V Care Area Assessment 148 Section Z Assessment Administration 153 Select HPCSC CPT Code 432 Set Payor APL Acuity Payment Level 37 Setup Wizard Electronic Billing 332 Single Resident Payment 343 Specify Aging Buckets 393 Spell Check All Free Text fields 76 Statement Opt
91. 1 292010 Admit Date Cument Mack ae 30 Day ARO 30 Day De Mone Found 12 20 2010 12232010 De Move OBRA Due Dates back by days Syrien Date nu Repon Scherben Em The PPS guidelines are used for displaying dates in the fields under the PPS Earliest ARD column The PPS Latest ARD column refer to the last dates that can be entered in A2300 for a PPS assessment See chapter 2 of the RAI Version 3 Manual for details of completion dates If the resident is currently receiving Medicare benefits click the box Resident is enrolled in Medicare and the program will automatically keep the Current Medicare Day updated beginning with the entry on face sheet 2 Clinical or in the Census Integrated and will fill in the dates as MDSs are completed and locked Note that if you are Clinical when the resident goes off Medicare benefits users need to go to face sheet 2 and uncheck the check box Enrolled in Medicare so that the PPS schedule is no longer shown for this resident Use Move OBRA Due Dates back by days to have the OBRA dues dates be earlier Click the Scheduler button to display a list of active residents type of assessments and the dates that the assessments are due Click Exit to save and return to the main MDS 2 screen WinCare does NOT support Change of Therapy assessment COT scheduling at this time Facilities will need to manually track their COT assessments see chapter 2 of the CMS RAI manual for the COT schedule
92. 1 changes 1 In all cases where an MDS End of Therapy EOT Other Medicare Required Assessment OMRA is completed SNFs must submit occurrence code 16 date of last therapy to indicate the last day of therapy services e g physical therapy occupational and speech language pathology for the beneficiary Please note that only one occurrence code may be billed on a single claim therefore you would use the final date therapy was provided in relation to the latest EOT OMRA applicable for the claim being billed Note If the HIPPS code for Rev Cd 0022 on the claim ends in 4 5 or 6 then the assessment was an EOT and you need to add the occurrence code 16 The date for the occurrence code will be the latest date for 0040046 O0400B6 or O0400C6 from the EOT MDS assessment 324 WinCare User Guide User s Guide 2 Therapy services that is revenue codes 042x 043x and 044x the units need to now represent the number of calendar days of therapy provided For example if the beneficiary received physical therapy occupational therapy and speech language pathology on May 1 that would be considered one calendar day and would be billed as one unit If a resident received physical therapy three distinct times on a given day it will be reported on the Part A claim as one unit of Physical Therapy CHAPTER 25 EDI Electronic Billing 325 326 WinCare User Guide User s Guide Use this module to create electronic bills from generated U
93. 20 64 381 72 16 sl Invakdation Rationale for selected invakdation Showlnvalidated Records Orly Summary F Preview Exit Follow the steps below to invalidate a vital sign record 1 2 3 4 Invalidate a particular record by clicking on the checkbox Enter a rationale for the selected invalidation s Click Exit to automatically save the invalidation The incorrect data will be removed and replaced by the correct data The incorrect data is not used to average results since the data would be skewed The screen will display all vital records by default To view only the records that have been invalidated enable the Show Invalidated Records Only checkbox in the lower left corner Click Individual to print a report for a single resident that includes all invalidations for the selected resident Click Summary to print a report for all residents that have invalidation records Click BMI Weight and BMI Height to access the Height and Ideal Body Weight fields If weights are entered the program can check for significant weight change Click Check This Resident or Check all Residents from the main Vitals screen 112 WinCare User Guide User s Guide Charts The Chart graphs the selected resident s vital signs to track trends of the resident s condition The chart provides an onscreen histogram Click Dates to change the date range that will be displayed on the chart 1 Table Select the last 7 30 or 9
94. 30 View Edit UB04s 1 Click Show only those already created 2 Highlight a resident 3 Click View Edit UB04 to view the currently displayed UB04 and recreated as needed View Edit UB04 from the UB04 menu screen enables access to all generated UB04s for a selected resident Click Auto Create Options to view options for Part B Therapies D Medicare Part B UB Claim Creation Options arcc 1804 FL33 4 41 Value Codes 50 51 52 Sum Part B Therapy by Select visits default Units or Dollars from the Enter Sum Part B Therapy drop down box to automatically generate onto the UB04 in fields 39 41 and Value Codes 30 52 Click OK to save changes and return to the AutoCreate UB04 screen 318 WinCare User Guide User s Guide AutoCreate Manual Create UB04 Log Click the AutoCreate UB04 log or the Manual Create UB04 log button from the UB04 Menu screen This text file is automatically created when a UB04 is generated to display errors that were found during the process Example Missing detailed insurance information for Client ID 4877 for coverage period 9 22 04 through 9 30 04 11 59 59 PM The UB92 bill has not been created for resident 4877 Payor MA Use the Clear AutoCreate UB04 Log button or the Clear Manual Create UB04 Log to clear the text from the file View Edit UB04 Bills Select the View Edit UB04 button from the Claims menu screen The screen displays only UB04s created for the current open period unless the ch
95. 304 Tel 1 800 889 2349 WinCare User Guide User s Guide WinCare Login WinCare Log In WinCare Nursing Home Log On Mame Password The WinCare Login screen is the first screen to appear when entering the program after registration Until the security system is activated type sys admin into the login field to enter the WinCare program and click the OK button A password is required for the sys admin login Enter WinCare as a default password not case sensitive If the password field is left blank the screen below will be displayed to enable the user to define a password The program assumes that the logged in user is the individual entering data and will audit all entries with that individual s name After security is activated enter a correct name and password if passwords are in use to start the WinCare program Re Registration If the facility needs to re register due to a change in the information select the Utilities button from the WinCare Control Panel and click the Facility button 1 Click Facility Information 2 Edit the necessary fields at the prompt click No to save the changes Click Exit to close the screen 3 Log into WinCare again to display the edited registration screen Click Print Registration Info to print the registration information and Fax it to WinCare at 541 776 3304 5 Call technical support at 1 800 889 2349 to receive a new registration number Registration
96. 473 Index 475 CHAPTER 1 Registration In This Chapter Registration Screen ona enee e anaia aoeeoe aitoo WinC re Login mientas EEN ENEE Re Registration Acca ienne i E E Eaa Install amp Upgrade FAQS eee Registration Screen WinCare Registration screen is displayed when the program is started by clicking the WinCare icon on the desktop Specific information must be completed in order to register the program This information is encrypted as a unique registration number for each facility WinCare Registration a 1 Complete the on screen registration form and click Print 2 Fax the printed copy to WinCare at 1 541 776 3304 3 Call technical support at 1 800 889 2349 to receive a registration number 4 Enter the registration number and click Proceed to WinCare and when the registration number is accepted the log on screen will appear Type the default login sys admin in the username field Enter WinCare as a default password not case sensitive A password is required for all users that are added in the Utilities module which is accessible from the WinCare Control Panel The WinCare system is programmed to open only ten times prior to registration and will stop working until formally registered If you have any problems comments or questions please contact WinCare at Mail WinCare PO Box 39 Medford OR 97501 Email support wincare com Fax 1 541 776 3
97. 5 Install 8 Upgrade FAQs O I am attempting to upgrade my program to the new version but is defaulting to the selection New Install A This problem occurs if one of the variables path lists or data which are located in the wincare ini points to a location that is currently unavailable The program will then default to the new install selection Verify that the machine with the currently logged in user can access all three paths successfully Follow the steps below to check the wincare ini Click the Windows Start button Click Run Type the text AppData Wincare wincare ini and click OK Verify the paths and if incorrect make the appropriate changes Verify the paths and if correct begin the install upgrade again and it should display the correct option O Do I have to install or upgrade the WinCare program on each client PC if networked A If the program and the database is being ran from the server then the upgrade needs to be done only on the server If the program is local and only the database is being ran from the server then the upgrade needs to be done on each workstation CHAPTER 2 WinCare Log In WinCare User Guide User s Guide To start WinCare double click the WinCare Icon on your Desktop AND are The actual description under the icon will include the version number and either Clinical or Integrated The first screen that comes up is the Log In screen GE WinCare Log In D Wi
98. A Exception Soen After an 835 Electronic Remittance Advice file has been processed as a payment remaining balances can be adjusted or written off as needed This screen allows the selection of the Ancillary item to use for the Adjustment Write off It will default to the WinCare default Chapter 29 Master Files 439 Payment Options a Coro Sates account ee nee Mary uier define one hie code hor Contacts Adgutenti Te Gelee Be aut m Tan ln 0 ean Ry they have selected On the Batch Payment Screen there is a column for entering an amount of an adjustment The amount placed in this column can apply to one of the two charge codes that are selected on this screen If you want this column to do a contractual adjustment then you must select a charge code that will apply to the account you wish to be affected Typically for a contractual adjustment this will mean a Debit to a Contra Sales account and a credit to the Accounts Receivable You get to select the Debit Account The program will automatically do the Credit to the appropriate Accounts Receivable account Many users define one charge code for Contractual Adjustments and one for Bad Debt Then when they are using the Batch Payments screen they make sure they have selected the appropriate one for the transactions they intend to do CHAPTER 30 Resident Pictures 441 442 WinCare User Guide User s Guide Adding resident pictures to WinCare We have a utility a
99. ADL Aggesaches Libiary Eating C _Cognmon 5s Em a O Preferences F su on D F T OOOO ADL Library F Mow 10 2005 Mow 30 2005 E Delete Agpesach Y lado Ordy Actordres as Block Ad Approach 7 Print Preview Print Ali Resident ADL Repost Edt Approach camaro om ze The ADL Activities column contains options to select resident specific ADL approaches The arrow shows the current active ADL The Complete check box tracks which field data has been reviewed The Approaches except preferences have an associated editable ADL library Select an approach and click the arrow to activate the Customize feature If the approach does not require a staff initial on the report the user can mark the box Information Only When the user clicks to a different ADL approach a check mark is placed in the box next to the approach in the column The bottom left side of the screen displays the ADL Approach Library Items Highlight a specific item and click Edit to make changes to the approach Ifan approach is not listed determine if the approach is a facility standard one or customized for this resident If it is a facility standard click Add Approach enter the value click OK then use the up arrow to move that approach to the resident If the approach is one customized for this resident then use Enter ADL Item to enter the approach for the resident Check Info Only Activities as Block to print only t
100. ARD 2 Enter the correct ARD date in the field next to Last Quarterly ARD 3 Enter the correct ordinal number in the field next to Last Quarterly Ordinal Number Le if first quarterly since the admission or last annual enter 1 The ARD date controls quarterly assessments Quarterlies are to be done within 92 days from the previous ARD date Annual assessment are controlled by the last comprehensive and last quarterly assessment ARD of previous OBRA comprehensive assessment 366 calendar days AND ARD of previous OBRA Quarterly assessment 92 calendar days As an example if the third quarterly is completed three weeks early the annual must be done early within 92 days from R2b date or a fourth quarterly can be completed to maintain the OBRA schedule without additional intervention after the initial setup MDS 3 161 Calculator The program will calculate the due dates for OBRA and PPS assessments by clicking the Calculator button under Assessments Due from the MDS 3 screen Ai OBRA Completo OSTA Dun Comp A O OBRA Aneroat 10 14 2010 19 15 2011 artery AND Date Mest Quartety Mone Found 01 14 2011 Adest Date PPS Complete PPS Eubos AND PPS Latest AND 1042 2010 05 Dag ARO 05 Day Gow m Kees ue Me ae ordent n emule 14 Day 7 in MedCare TE 10 12 2010 1013 2010 PP5 Sched Start Date 30 Day ARD 30 Day 30 Day 042 2010 10 222010 10 22 2010 19 39 2010 Dremmde Comus 68 Day ARD 68 Day 0 Day Medicae Day on 11 21 2010 11 20 2010 1
101. Accounts ee ee teen 434 UB or CMS 1450 Revenue Codes esse 435 Value Codes eee am sera 435 Custom HCGPGS CPT eee ret rp dee 436 Tele AR ie ee bee eee i eto 436 RA 835 OPTIONS ede A del ett aee 438 Payment Options Senenin e n E AN rennen 439 399 401 Master Files Main Screen Brian E pi __J today Seen Pages Opa Ss Ve Codes Custom This module contains settings and data for the facility that is used throughout the WinCare Financial program and can be accessed by selecting the Master Files button from the WinCare Control Panel Payor Definitions Access the Payor Definitions button from the Master Files screen to enable the user to Define Payors and indicate the accounts acuity payment levels levels of care and other billing information about each payor The Paying Agencies screen opens by clicking the Add or Edit button The defined payors displayed on this screen link to a resident with a payor and acuity payments level level of care Add payors as needed but do not delete or change the name of the pre defined payors MA MB S VA PP or PI The Delete option is only available for any payor that is not a pre defined payor Select Add to open the Edit Paying Agencies screen that will allow the addition of a new payor define the payment levels and assign the accounts that will be linked to the new payor 402 WinCare User Guide Us
102. As to save a copy of the report to your local drive as a PDF file You can also print from the PDFCreator we do recommend that you leave it as the default printer in WinCare The workstation s local printers will have slightly different names each time you connect to the cloud which WinCare doesn t handle well at this time PDFCreator handles the workstation s printers properly In This Chapter Saving Reports From the Cloud sss 455 Changing your cloud password esses 459 Chapter 32 WinCare on the Cloud 455 Saving Reports From the Cloud On the WinCare Cloud server PDF Creator is installed as the default printer This displays all reports printed in WInCare as PDF files These files can be saved to your local computer for sharing with other users or to be kept for archival purposes If you are going to save the file locally first create an easy to find folder to store the documents A suggestion is C Wincare Documents this will be easy to find To save the report to your computer after the report comes up in Adobe Reader click File than Save as Comment Seg In Care Nursing Home poeta a Resident Roster 0129 3004 O Send Fie Ap Sex BomNo Admin No Admin Date Y Get Documents Snes Qese Cre Proper tes IL m cu 1 Oc serdatal WenCare Reader Roster pol Zur WiriCare Resdent Roster pdf Apres WeCare Vital Sea pt e
103. B04s Key Features Automatically create electronic bills Date selection billing period or date range Generate Medicare Part A B and Medicaid bills View error log m NgwmMaeO MEDICARE PART A 1 5 2001 11 31 2011 2128 2 X5 Power GenM MEDICARE PART A 1 1 2001 11 31 2001 2129 212 KREE KILLING SE TENN Notes If your Fiscal Intermediary provides 835 response files then contact WinCare Support to enable this feature The imported 835 Remittance Advice can be automatically applied as payments in the Payments module In order to use the Electronic Remittance for payment you must lock the Invoices and UBO4s that are used to create the electronic claims Invoices are locked in the Update Bills screen and UBO4As are locked in the Auto Create UBO4 screen In This Chapter EDI Electronic Billing Main Rereen 327 5010 Technical Senge 335 327 EDI Electronic Billing Main Screen Select the EDI Electronic Billing button from the WinCare Control Panel to send claims electronically before or after closing the period WinCare creates 837 Institutional electronic claims from the UB04 Claims created in the Claims module to Main Screen Suda EDI 637 Osma To create claims select Submit EDI 837 Claims set change the EDI settings select EDI Setup Prior to creating and transmitting your first submission file the EDI Setup options must be completed by WinCare Support
104. Card Stock Number of Cards Across Plaen Papes l Pager into 1 642 Print renidenta sorted by does not appty to Tables Can a Print One Or More Residents Print Selected Carta Pent Selected Tabien f u eis 45 rela resents selected tables selected Select Residents Setect Carts Select Tables Prim Pret Pret There are two steps to print using Print One or More Residents first you select the residents with Select Residents and then you Print the cards Note if you want to include cart information for the selected residents you must set up the carts first in Select Carts Select Residents Select Tray Card Residents sen 7 e Selected Residents Resident To select the residents you want hold down the Ctrl key and click the left mouse button on a resident to select them or deselect them if they are already highlighted You can also highlight a group of them by clicking on the first one you want then holding down the Shift key and clicking on the last one and that will highlight those residents and all in between Once you have the residents you want selected click the Add button to add them to the print list You can also add them by double clicking on the individual resident name You also can remove any names from the selected list by highlighting the name s you want removed and clicking the Remove button If you have the residents you want to print click Ok Now you are ready to print click Print
105. D 15785 MOS 2 9 Section AB T of 2 Demoqeaphec Intermation Alerandes Tom A ate Change ARA Fosm Te 4 20 2003 11 09 35 AM System Admerirs alos Discharge Y Pace To Asst Roberonce Dele 04 10 2009 Anat ID 15705 EB HU 64 10 2095 Je 0420209 Made AB D Date Date i j T 5 Ba Residen A z a me 1 Click the Audit Trail button from the Security Options screen 2 By default the program will show the last 10 days of activity Change the date range by editing the From Date and the To Date Type in the last two fields to make the changes to the date fields Dates can be entered in a format of 1 31 2005 and it will be automatically converted to 01 31 2005 3 View all records for an individual by clicking the drop down arrow for User and click the name of the user The list of users is pre filled from the users that have been entered in the WinCare Security module 4 View the records for a specific module by clicking the drop down arrow next to the Module field Select the name of the module 5 View the records for a specific Resident by clicking the drop down arrow next to the Resident field Select the name of the Resident 6 View the records for a specific screen by clicking the drop down arrow next to the Screen field Select the name of the screen Click Refresh to display the selected information Click Print to display the Print Audit Trail screen The screen shows the number of records that have been selected
106. DP mniposi Meo sl Column style Signs ee Led age w Les spaces Inch Frequencies S hte todays date inche Ad musenS Medfeca Access this screen to define a printer for the Care Plans report by selecting the Printer Setup button from the Reports main screen Click the Care Plans tab from the Printer Setup screen to view the three basic styles for Care Plan Reports including Portrait default Columnar Landscape The following options for Care Plans are available The checkbox for Columnar Style or Landscape determines the orientation of the displayed report Note The Columnar Style selection forces the report into Landscape even when Landscape is not selected Both Columnar Style and Landscape need to be unchecked to print in Portrait Frequencies will always print on the care directives Select Include Frequencies to include them on the printed care plan Deselect the check box Include Today s Date if the date of printing is NOT to be on the care plan Enable the check box Signature if a signature is required for each care plan problem Click Extra Spaces to have spaces between care plan problems This is helpful if users wish to write additional remarks or approaches on the care plan Pharmacy Tab MAR Tab Reports 193 Access this screen to fax a resident profile MAR report directly to a pharmacy by selecting the Printer Setup button from the Reports main screen Select the Pharmacy tab
107. Exit to return to the MDS Options screen if Medicaid is not needed Medicaid These settings are state specific Contact your Medicare Fiscal Intermediary to verify the correct settings Version Model Classification CMI Set Click the Exit button to return to the MDS Options screen 247 MDS 3 Options This screen must be set up prior to transmitting MDS files MDS 3 0 Options gt ees Section Completed Checks end Um Allow Test Submission Files ivs Allem Section D ADL Suggestions ADL Setup Register DLL Completeness Check Mode I xri Use intemal Completeness Check Help pu Use CMS VUT Input Path 4 Validation Utility Toon Results Path bud lvo NV alabar Utility T Submit File Path Y Vwincee UPLOAD 77 The Use Section Completed Checks will track which sections are complete or incomplete This will require the user to click a check box for each section of each MDS assessment confirming which sections are complete To use this feature check the box Allow Test Submission Files If your facility uses a third party vendor for quality assurance example LTCQ click Allow Test Submission Files This will activate a new feature When in the MDS File Create Screen MDS 2 gt Create gt Create Transmit File a new option will open up Production and Test Use Test to send your files to your quality assurance vendor The advantage of this is that when using test mode your assessments will S
108. F03 90 Unspecified dementia without behavioral Primary A17 81 Tuberculoma of brain and spinal cord Secondary E08 311 Diabetes mellitus due to underlying conc Secondary E08 65 Diabetes mellitus due to underlying conc Add Edi Delete ICD 10 Panel On Face Sheet A2 the ICD 10 panel is where the resident s ICD 10 admitting and other diagnoses are entered and viewed ICD 10 codes for diagnoses are required for medical records MDS assessments and claims starting October 1 2014 There are options to view the resident s Active diagnoses or just the Resolved diagnoses or All diagnoses In the Edit option a diagnosis can be marked resolved if the condition returns you would add the code again so you maintain the diagnostic history The Admitting Diagnosis shows up on the claim when adding an admitting diagnoses make sure to also let WinCare add it to the Other Diagnoses list Admitting Diagnosis e ICD 10 ro3 90 dementia without oer distui Other Diagnoses PrimiSec ICD 10 Diagnosis i F03 90 Unspecified dementia without behavioral Primary A17 81 Tuberculoma of brain and spinal cord Secondary E08 311 Diabetes mellitus due to underlying conc Secondary E08 65 Diabetes mellitus due to underlying conc C Resolved All Add Edit Delete Admit 55 To add an Admitting Diagnosis click the ellipsis to add an Other Diagnosis click the Add button to bring up the add screen Andrews Shirley I TT
109. Guide 9 The Private Pay Bill Method defaults to the option Bill Using the APL Rates instead of using the room rates Enable the checkbox Write Off Room Rate APL to enable the program to bill by the room rate minus the level of care which will provide a write off 10 Enter a Daily and Bed Hold rate by clicking the Add button under the Rate Detail section Rate Detail Private Pay This screen enables the entry of the APL daily rate for the selected level of care Crested By on 12 07 06 15 06 Never Mixed 1 Enter a Daily Rate for this level of care in the APL Daily Rate field A dollar sign is not necessary but a decimal point is required 2 Enter a Daily Bed Hold Rate when billing a resident or this payor for the days away from the facility A dollar sign is not necessary but a decimal point is required 3 An optional Notes field is available to enter rate related information 4 Click Save to save the data and return to the APL screen Master Files 417 Add Edit Acuity Payment Level Medicare Part A Access this section by selecting the Add or Edit button from the main Acuity Payment Level screen Medicare Part A Medcad Pending Webe Df based on Roon Rate niea of Prate Pay Comespondir Rate On Dee Detal Thw APL a ET MR FUG Group v PPS ebible rx Modied By System Z reut n oe 11 24 09 08 46 1 Enter a short ID Code to identify the acuity payment level level of care This fie
110. Guide User s Guide During the process of Closing the Period information is being accessed from many areas of the program Therefore WinCare recommends that Close Period is completed when ALL users are out of the system If the period fails to close click View Closing Report to get details on why the period could not be closed View Closing Report Upon completion WinCare displays a message that it has closed the period The period changes to the next month Verification of the closing process can be viewed by clicking View Closing Report CHAPTER 23 Bill Notes In This Chapter Bill Notes Main Screen 309 311 Bill Notes Main Screen This screen contains the options to Add Edit or View correspondence and assigned tasks regarding resident billing by selecting the Billing Notes button from the WinCare Control Panel View Entries for Resident displays records for individual or all residents View Entries Assigned to displays records by the logged in user or by all staff that have entered billing notes View Status will display only Open billing notes or All billing notes Sort displays the records in ascending or descending default Date Selection enables records to display by All Dates or a date range Spell Checking is available for text fields by clicking the red check mark a hesaben Management Correspondance and Tasks Add Edit a Note Follow the steps outlined below to Add or Edit a billing not
111. M eee ee me _E Behavior PP Restraints E Ieren fos Customary Routine and 7 Q Paticipation in Assessment and Goal Setting G Functional Status H 5 State H Bladder and Bowel F V Cave Area Arvesamert CAA Summary 1 Active Diagnoses H X Conection Request _4 Heath Conditions H Z Amenmen Administration _K Smaliowing Mutstional Status Ei checking and Cosina Asressment is in a TRANSMISSION FILE WinCare automatically converts data including lower case or combination lower case to comply with CMS specifications for electronic transmission As each section is completed the check boxes to the left of the section are activated Grayed out boxes will not allow data to be entered because such data is not needed or required Assessments do not have to be completed in order nor does the data have to be entered completely before moving to a different section or exiting the program Data is saved automatically The space bar places check marks in the boxes when appropriate It will NOT place a check mark in the box when a number is required Only an appropriate number can be entered in the box In the example shown only 0 1 2 or 3 can be entered Type a number or click with the mouse successively until the appropriate number is reached Tab on the keyboard also moves the user through the modules The arrows on either side of the Exit button will move the user back to the previous screen or forward to the next screen In
112. None Select an individual assessment by clicking it once to highlight it Select a range of assessments by clicking on one assessment and hold down the shift key while clicking on another assessment Select multiple assessments by holding the Ctrl key down while clicking each assessment Click Create File to create a transmission file The program will name the file and store it in a folder called Upload in the WinCare directory The location of transmission files is controlled by the Submit File Directory in MDS Options After the file has been created a small screen will be displayed containing the name of the file and the option to Copy the File to the Clipboard Once the user has connected to the state system the file can be pasted into the appropriate field on the state screen The HELP button opens the online user manual to information detailing the steps to create and transmit a file correctly Click the Exit button to return to the main MDS 2 screen 164 WinCare User Guide User s Guide Note that if a resident s name and or assessments are not in the queue for transmission the assessment tracking form is NOT closed or the assessment has previously been put in a transmission file To remove one or more assessments from the send list highlight the assessments and click Remove Restore one or more removed assessments back to the transmission queue by exiting this screen and opening Checking and Closing of each assessment
113. O DUE EPRSD UU ROO E DII Edit Res ene iesst ore DR RR EO RE TER UTERINE ES EE seed Edit Tot Tot l siae ues oh Dit D D EBD DRE epa aT aS O Replicate 672 Census oue D eR D DEEP ODIT ORC DDR CMS 802 Roster cistitis li pde DOR OP m e DRE ERdERE Replicate 802 Roster eno o Bes tee e D pite poi BIER peni Aculty MORIOFTIDS E COLFAQS NN Reports GA O Printer EE General A o ERE ERROR HER rir ra te Re td Physician Orders Tab sa OE HER RE EE d Care Plan Tab urine PORE RR rede Ree Resident ID Labels Avery 6 150 ii eite rH REPRE ERE i ERE PH EORR rer ii Mailing Labels Envelopes eite deret ere Ye rer Pe Ina Nutrition Labels e err URGE Reini Tray Cards te aie eVendi Tray Cards Getting Started seen alien Tray Cards Main Screen eere alte IRRE DIR 169 171 171 173 175 177 179 179 180 181 181 181 182 183 183 184 Contents V Elinical Reports FAQS 5 nnne ette e re ipe qub bp Sen 210 ResTrust 211 ResTr st Main Screen us sl kei AANEREN 213 Reports Resident TUS NEE 214 Enter Bank Interestatal ERR EY 214 Phone Book 217 Phone Book Main Screen aussen ee tecto mie munter Ene ee esee UO pcd cote beet eese eed 219 Print Export Options erc iet NE RE URGERE RN HIA EI ER Ec ecd 219 Add Edit Physician EE 220 Ehel EE 220 Integrated A A 221 Add Edit an Insurance Cartiet EE 222 Completeness Check Phone Book 2 eret nes In Sie 223 Utilities 225 Utilities Control Panel nci ee e de te
114. Payor identifies the payor for this revenue code Revenue Account Number identifies the revenue account that is to be assigned Apply as Shown specifies only the indicated assignment Apply to all Payors uses the indicated account per revenue code for all payors Apply to all A R Revenue Codes uses the indicated account for all revenue codes for the indicated payor Click OK to save the entered information and return to the Ancillary Accounts screen Chapter 29 Master Files 435 UB or CMS 1450 Revenue Codes The UB or CMS 140 Revenue Codes screen contains the revenue codes and the RUGs III codes that are assigned to them Select Add to open the Add Revenue Code Item screen and enter a new code and description Click Edit to make changes in the code and description fields for a selected UB04 Revenue code Click Delete to remove a revenue code Pre defined codes that are in the list by default may not be deleted Click Exit to close the screen and return to the Master Files screen Add Edit Revenue Code ltem The Add Edit Revenue Code Item screen displays three fields that allow the entry or edit of the code Revenue Code Description Applies to RUGs III Enter the information into the fields listed above and click OK to save the information and return to the main UB or CMS 1450 Revenue Codes screen Value Codes The Value Codes screen contains the codes that populate the list available on th
115. Printer Beater DN Le Access this screen to define printer settings by selecting Printer Setup from the Reports main screen and clicking the General tab The Print Preview option allows preview of reports that normally do not preview ex Resident Roster Report WinCare recommends the purchase of Fineprint It is available at www fineprint com If Fineprint is installed click the checkbox Print Preview Enabled Selection of a printer is required prior to printing a report To simplify data entry click the drop down box for Set All Reports to One Printer to automatically fill in the selected printer for all printer selections on the tabbed screens The user must specify which printer is assigned to the following reports Care Plans Care Directives MDS Reports Pharmacy Report MAR Reports MAR Treatment Report Treatment Report Behavior Report Stick Tray Card reports Physician Order Reports and Other Reports The checkbox Print Multiple Reports as one job enables the program to combine multiple reports into one print job to save time for the user Enable the checkbox Physician s Signature on Face Sheet under General Reports if the signature of the physician is required on the face sheet Click the checkbox 1st of Next Month to enable the reports to default to the current month The complete Social Security number is displayed on reports by default but can be masked to only show the last 4 digits by enabling the
116. RP eee eh Seba ttl eee Ete Ross 264 HET Subscribers nein Denen 264 Hettinger AE 265 WinCare Startup Interface Clinical Only 265 Facesheet Options 22 22 it re Det etie EE tr eerte 266 COL Options EE 266 Payment SourceS inen ede edet ES it Hd prt etii en 267 Resident AA a ERE NIS LA Eee Eb subs eee dE 269 Clear RAP Docta eee e e NE ERE ht E eut cei babs EET Eee nd 271 vi Contents Add On Registration idas 273 ICD 10 Effective RE DIS SN NS 277 Prog ett EEN 279 File Maintenance seat ei es en ein NEE 281 Compact and Repair Database AAA 281 Backup Database eere ii ss Ds EMT ae 281 Restore Data EE 282 AR SECU nennen ee a u er ROO HA P EE RE 283 Enter Prior INVOICES ET P 284 Integrated Overview 287 Ancillaries 291 Ancillaries Main Screen AAA A TS 293 Add an Ancla 5 nappe eie Db paeem eedem 294 Editcan Ancillae EEN 296 Recurring Ancillary Charges tee dee tee ere rie rbi eins spa 298 Change payor for Medicare Part B Co Pay oooooccnccncoconocconoconoconocononnnonnnonnnonn nennen renes 299 Billing 301 Billing Mam Screens 303 Update Bills For Selected Residents tete kenn pedet ooes 304 Billing Lo oido ea isis 305 Transaction No Look Hlp eege as 305 ANTAD A NO 306 Create First of Period Census Records for Period Past Working Period AA 306 Create First of Next Period Census Records 307 Export Period to GE iine edt dee pee e eR OR ROMS e
117. Recaps eee i ta eI His A ets deca t e e IIR E es 394 Report Last Descriptions eeh deeg en in BEI ees 396 Print UB Claims ui a 397 Master Files 399 Master Files Main Sora anios 401 Payor De is 401 Edit Paying Agencies nario 402 viii Contents Chart of ACCOUNTS 22 tert mr Reken Kat er ANE cays Eet Dakar ERE as 404 Add Edit Chart of AccountS nennen sent anti dE Ee 404 Manage Opening Balances 55 rn nere pere ak lcd 405 SENNA NT 406 Billing Rules Ssets nn a COP ONU 407 Billing Rules Set Definitions ooonncnoncnonoconononcnononononnnnnnnnnn eR crono nono nooo re rennen tenete nenne 408 Acuity Payment Level Level of Care 414 Add Edit Acuity Payment Level Private Bav 415 Add Edit Acuity Payment Level Medicare Part A 417 Add Edit Acuity Payment Level OMedicad nono nono no nn nono nrnn cnn cnnnannnonns 418 Enter Rate Change for All APL s at Once essere 420 Room Mastroianni road EE 423 Room Detail ee eee eR EEN 424 Room Kate Detail serrer e ms Ee Io eene ERR E PER ern 424 EE T LEE 425 Edit EE UE E 425 Dischatge Codes iia in rn 425 Add Edit Discharge Codes inicie sn 426 Physician Taxonomy Codes nin ee 426 Add Edit Physician Taxonomy Codes sess nee nennen rennen 426 Ancillanes Mastet Files eee RE E RR I RENE RS MES 429 Add Edit an Ancillary comi et 430 Consolidated Billing ote tee tee e 432 Select HPCSC CPT Code toe dete tae eee eene eti e tee e 432 Ancillary
118. Resident Trust Bank Interest History screen will display the dates that have distributed interest the dollar amount and the resident s names Note Entry of a minimum balance to calculate interest must be entered in the Utilities module prior to distributing bank interest Utilities gt Facility gt Resident Trust 1 Click Add to open the Bank Interest Entry screen to enter the interest to be distributed Enter a Start date End date and the Post date The Post date is the date the money is to be considered distributed Enter the Total Amount of received interest Click Distribute Interest to display the Resident Trust Bank Interest Distribution screen The Resident Trust Bank Interest Distribution screen will inform the user which residents have received interest and the dollar amount 1 Enter a Start End and Post date The post date is the date the money is to be considered distributed Enter the total amount of received interest according to the bank statement in the interest field Click Done when data entry is complete A screen comes up that shows how the interest was distributed This is view only Click Exit to continue Highlight the month and click View Detail to view which resident received interest for a specific month Admit 65 6 Redistribute interest 1f incorrect amount was entered by highlighting the month and click Redistribute Interest Enter the correct interest and click Distribute Interest
119. Revenue Categories doe lebe dee ae Selina 433 Add Edit Revenue Codes es to ege tienen 434 Ancillary ACCOUDlS i e tete ie pt pi eit dir ad e dp dee uie E bt de leeren 434 Edit Ancillary Accounts et eee e tipi eee e deter eet 434 HR ot CMS 1450Revenue Codes ei tee ra ee e bene anheben un 435 Add Edit Revenue Code Tem nt eae hii e e RH eee ter eee 435 Valje P M 435 Add Edit Value Codes ette tir 436 Custom HCPCS CPT eire tt ehe bahn eee Pp run 436 Ies dB ira 436 a SRL as M P sees 438 Payment Opuons ae ee eite eT HU red etel er de AG e overdue 439 Resident Pictures 441 S cores 445 WinCare on the Cloud 449 Saving Reports From the Cloud ote eR ore pe e tete e t aeter etre 455 Changing your cloud password eric beet detect eto Do debo eee Seege o rero 459 General Information 461 Additional Requirements e 2 5 2 e ecrit o t e ed ho cadets e is et Mte e e e Per eee 463 HIPAA and HITECH ACT Compliance Tue 465 ICDELO DK E M 467 Configuration Ele Ha A e dee eet 469 Required Windows Rights eei ee tee eru nre dd ee eee 471 Import File Format for Ancillaries nennen en nnne enne en nnne tne innen nnt on nente enne 472 Contact Infor Io 473 Contents ix Mailing addresSS tontas dl did 473 Physical Address aient ree arp ratio aed
120. S 672 Census report for all residents based on their MDS assessment cal 2 0 ru Dommnant facility Language Select the radio button next to the desired dominant language for the facility to be set as the program default If the dominant language is not displayed enable the checkbox for Other and type the name of the desired language 3 Clear all checkboxes at once by clicking Clear Click Exit to return to the Facility Information Menu screen Payment Sources 267 Click Payment Sources from the Facility Setup screen to open the Payment Sources screen Payment Sources gt H we Priwate Pap e Set As Dela Add a New Payment Source 1 Type the name of the new source of payment in the new source field and click Add The item will be automatically added to the list in the Payment Sources drop down list 2 Click Exit to return to the facility info screen Edit a Payment Source 1 Highlight the source of payment and click Edit The payment source screen below will be displayed allowing the renaming of the source of payment 2 Enter the name for the source of payment and click OK to return to the main payment source screen 3 Click Exit to return to the Facility Information screen Selected Default 1 Sets the default Primary Payment Source on Admission Face Sheet A2 when a new resident is admitted 269 Resident Trust Interest The Bank name and account number for the Resident
121. Search for pum ICD 10 Code E ICD 10 Code Diagnosis F07 81 Postconcussional syndrome F07 89 Other personality and behavioral di In this example I searched for F07 8 and it has an asterisk so it is not a valid ICD 10 code however the codes below it that start with F07 8 are in the same category of diagnosis and can be selected The items below the asterisked code that start with the same numbers are more detailed diagnoses for that code For F07 8 I could select F07 81 or F07 89 whichever matched the resident s actual condition 56 WinCare User Guide User s Guide ICD 10 Edit screen The Edit screen allows extra information to be recorded for each ICD 10 diagnosis ACD AOCede Fern Diagnonis ir Mo 22 Jen 29 2013 Primary gt Secondary Deant Date Merolution Date Jan 27 2013 S Heseived Feb 15 2013 Cheorecty l v Eschede Medicae Par A Clama Diagnosis Salmos pros Subasta Diagnoses Wordeg tor Punting Galmonela preumeares al Comments oe a Cancel or Date Assigned defaults to the date the diagnosis was entered in WinCare Diagnosis is select ifit is a Primary or Secondary diagnosis Onset Date date the condition started Resolved inactive when a condition no longer applies to a resident click Resolved and enter the Resolution Date If this condition should become active again in the future Additasa new condition to maintain the resident s diagnostic history Chronicity select the c
122. Select the Edit button to open the Clearances screen 3 Reassign clearances as needed 4 From the Clearances screen the remaining steps to assign clearances are the same whether adding or editing the security level Assign Clearances Rights per module screen 1 Highlight the module screen 2 Enable or block users by checking or unchecking the checkbox located next to the radio buttons for the following functions Clear to View Clear to Edit Clear to Add Clear to Archive Clear to Delete Clear to Print Utilities 255 Upon completion click the Exit button to return to the Facility Information screen Clone a Security Level Use the Clone option if two or more users have similar rights 1 Click Clone 2 Edit the cloned security level as needed 3 Assign the cloned level to another group Clear Passwords User the Clear Passwords option on the Users and Security Levels screen to remove a resident s login user name and password It also removes the electronic signature passwords if applicable 1 Open the Utilities module from the WinCare Control Panel 2 Click Facility from the Utilities sub menu 3 Open the WinCare Security section from the Facility Setup Menu screen Click Users and Security Levels Click the Clear Passwords option 6 The program will ask for confirmation Are you sure you want to clear the login and electronic signature passwords for user name cannot be undone Click Yes to c
123. TAY IN THE QUEUE After making any corrections as your quality assurance vendor may suggest the assessments will still be in the queue so that you can transmit to the State without having to click Resend in Section R for each assessment which is what you d have to do if you do not turn on this feature Allow Section G ADL Suggestions when checked will activate the Get ADLs buttons for Section G items G0110A G0110J and G0120 on MDS 3 assessments This requires the subscription to a third party ADL capture application WinCare interfaces with several third party vendors S cores is a preferred vendor The ADL Setup button opens a screen to configure the interface with the third party ADL capture software Completeness Check Mode There are two completeness checks available the Internal WinCare Completeness Check and the CMS Validation Utility Tool VUT Both should give the same results but the WinCare Completeness Check is simpler to use and gives clearer messages However the WinCare Completeness Check only works with assessments that have an Assessment Reference Date of 4 1 2012 or later Use Internal Completeness Check is the default option 248 WinCare User Guide User s Guide With WinCare s initial release of the MDS 3 0 we used the MDS 3 0 Validation Utility Tool VUT provided by QTSO and CMS to check MDS 3 assessments This can still be used by selecting Use CMS VUT The VUT must be running to use this option to check assessme
124. The form may be saved Past transfers may be retrieved Click Retrieve to view a list of saved Transfer Notices Highlight the appropriate notice and click Print If data is missing in the required fields a prompt will display as a reminder to enter that data Rehab Patient Discharge Access this screen to discharge a resident from a Rehab Service by selecting the Rehab Transfer Discharge button from the main Trans Rehab Notice menu screen The resident may still remain in the facility The screen opens showing demographic information filled in automatically If this is a discharge being prepared for the current date and time click Now and it will auto fill Discharge Date Time and Discharge To are required fields and must be completed in order to proceed from screen 1 to screen 6 Note the row of numbers at the bottom right corner of the screen Screen 1 shows Demographic Information which the program filled in automatically If this is a discharge prepared for the current date and time click Now and it will auto fill Drop down boxes are used for Behavior Reason for Discharge Where the Patient is Being Discharge To and Transferred By The Summary box is for free text information When this screen is complete go to the next one Screen 2 allows the user to enter data in reference to Case Management The Comments Team Recommendations and Follow up Appointments fields are for free text information Admit 67 Sc
125. UB claim that is associated with the selected record Note The arrow does not mean the row is selected The row 1s selected when it is highlighted Cancel Closes this screen and returns you to the previous screen Apply Now Applies all the records in the ERA file as payments Record selection has no effect for this function if only one record is selected they are all still processed as payments Payments Refunds 367 Apply Now details When you click Apply Now the file will begin processing and a status bar will be displayed Payments When the processing has been completed the above message is displayed Click OK to continue Over Short amount for 835 RA 0 00 The 835 Payment Results screen will be displayed This details who was paid and how much it also lets you know if the whole payment was applied successfully Any amounts that it was unable to apply will have to be entered in via Batch Payment and C A You do have the option to print the results by clicking Print When you are done viewing the results click Exit to continue 368 WinCare User Guide User s Guide Now you are at the 835 Exceptions screen Any payments that did not pay the invoice to zero are displayed here for review You can return to this screen through View 835 Exceptions on the Payments Received main menu See the View 835 Exceptions help page for information on this screen Payments Refunds 369 View 835 Exceptions Exce
126. User Guide User s Guide ICD 10 Equivalent An ICD 10 Equivalent button has been added to the ICD 9 panel of face Sheet A2 which can be aid in translating ICD 9 codes to ICD 10 codes WinCare has incorporated CMS s General Equivalent Mapping table for this feature The ICD 10 Diagnosis codes are more detailed than the ICD 9 codes For any ICD 9 there may be an ICD 10 that is an exact match one of several possible equivalents no match or it may require multiple ICD 10 codes to replace the ICD 9 code If there is any doubt consult the resident s Medical Record physician and the ICD 10 CM Codebook De Diagnosis Lass mE 2 II UNSPECIFIED WITHOUT el D Primary 013 20 TUBERCULOMA OF BRAIN UNSPECIFIED Secondary 003 22 SALMONELLA PNEUMONIA Secondary 790 2 ABNORMAL GLUCOSE Secondary 249 51 SECONDARY DIABETES MELLITUS WITH _1CD 10 Equivalent add Edit Delete 1CD9 codes marked with asterisk require a 4th or 5th digit to be c The ICD 10 Equivalent button only works for diagnoses in the Other Diagnoses section The Admitting Diagnosis should already be in the Other Diagnoses section and when you get it s ICD 10 value you can manually add it to the ICD 10 Panel s Admitting Diagnosis To use ICD 10 Equivalent you must first select a diagnosis listed in the Other Diagnoses section Then click ICD 10 Equivalent pa Diagnosis un View ICD 10 Tx 20 Le femena uns UNSPECIFIED WITHOUT BEHAVIORAL D Other
127. User s Guide Nutrition Labels Access this screen by clicking the Nutrition Labels button from the main Reports screen This option is available upon purchase of the Tray Card Add On module Call WinCare Sales for more information and demo at 1 800 423 1083 Tray Cards Access this screen by clicking the Tray Cards button from the main Reports screen This option is available upon purchase of the Tray Card Add On module Call WinCare Sales for more information and demo at 1 800 423 1083 Tray Cards are designed to allow a facility to put residents dietary preferences and restrictions onto a 3 7 8 by 3 card This card can be printed on plain paper then subsequently cut up or on card stock Then this card can be placed on the meal trays of the residents Reports 199 Tray Cards Getting Started To use the Tray Cards you need to log each resident s diet in the Dietary screen in the PO MAR module Click PO MAR from the WinCare Control Panel and click Dietary When you do so you will see a screen like this POMAR Alexander Tom A SL S Adm No 904 Coren Diet Normal C Temporary Le Duet Type V kopir V Lon pat f Low Protein Uber ADA 7 Mh Fiber _ amon am aies Mo Added Sa y Low Calorie M mem 7 Lew Residue F Gee Ligue Gebete NCS Low Chale Sata Y Son o betont Restricted Low Sedan Mh Proteina v Low fat T Vegetariana Codise Date Preecribed Modified T zj Other D dem por Wei f Seege F Chep
128. User s Guide WinCare User Guide Contents Registration 1 Registration Screen e cerea ete HET e iei pt pra cete ou 3 WinCare Too Bim is ien pr RR ERE RR eh EDO RP DRE RU O 4 Re Resistration c trt rb PRORA ER ERR he rri PP EREXIT SER 4 Install amp Upgrade E 5 WinCare Log In 7 Current Census 9 WinCare Control Panel 11 Como Pa a Eet il eee eni 13 Screen colors for resident status ccccccesssecesssececeessececssseececseceecseaeeecseaaeeecseseeeseseeecseaeeesseaeaeens 15 Red e hts tle etait aA reba T 16 Control Panel Help B tton 2 nte eae pe RODEO REED 19 PreScreen Main Screen 21 Edit Assessment n oomen amentiam dae ir up ES 21 Pre Admit 23 Pre Admit Marin dd eee 25 Screens ASB eos 26 Policy NN NN 27 O NN 27 Admit 29 Admit MA its 31 Admita New Resident ds 32 Change ot Status Integrated siii 33 Census Admission Integrated e Retire ee mte e LU PR Ee eoe ER ERU Le ERE Rea 34 Delete Records Integrated eo oie ote eerte ne eng tete e cere te eite 35 Add Edit COS Integrated o nda tres isis 36 End MIN bene deet iS 38 Change OF Status FAQ Sieiro nare ep ia 39 Temp Discharge Integrated itte er Bine BEI BR EE ee sages 39 Reentry Integrated ener ertet EU RERO qr OE EES 40 Dischar Se igs EET 42 Readmit Prior Resident imc e 44 Delete Resident oleo Dacia eos 45 View Census Stats ehnp enemies niu E dS 46 Admission Face Sheet
129. _ Drown John A Mary s Funeral nome leese Peto _ r m Addmonn Pharmacy Raferred By Medicare Status Lasse rn Pharmacy Mi e PreferedMospta 0 Transteeredty m Medicare Medford General Hospmat v Admitting Diagoras ICDS Kose cre E DEMENTIA UN SPECEIED WITHOUT BEMANIORAL O Acute hos EN Ones groses ou Pnm tec cs Disgnos n Mame cf este e There Rivers ospital Premary 7420 DEMENTIA UNSPECIIO MITHOYT BENA Primary 412130 TUBERCULOMA Of BRAUN unaeeceeo from T pum Secondary 00322 SALMONELLA PMEYIIOMMA jotorz0M 0105 20 Secondary 72 ABNORMAL GLUCOSE Secondary MEM SECONDARY DUABETES MELLITUS WITH Level of Cave Kommen ml tar ps DD codos eased with asterish C require a din Or LIN dint 39 be compete Spem Data A weld Access this screen by clicking the A2 button from the Admit module Physician insurance pharmacy preferred transportation etc fields are populated from the Phonebook Primary Payment Sources are populated from the Utilities module The ICD9 Diagnosis Code list first can be accessed by clicking the elliptical button next to the ICD9 number field under Admitting Diagnosis or by clicking Add under the Other Diagnoses section See ICD9 Diagnosis Codes Click the arrow to select from the drop down lists for physicians insurance carriers pharmacy etc If the resident has Medicare Part A enable the checkbox u
130. a Medcaton Name erenc name fom Target Stat Cate AA 6 T 0 5 S 6 PISPLFDAL m FIT DI METRONDADOLE ME TRONIDAZDUE 07 ALTACE UML 15 Po PP y A x ALBUTEROL 06 ADVAF NOTA rea ASPAS TALA gen Sme PER MMM P May 0 7014 May 05 2014 Mey xa Il a PRI Unes Frequency Rau m Drug related 39 Comments o sl Po DN EEN B eem geng peard Gegen KOP en kee D 2908 0971 GAARDIASES Category an EE Gimis o kan vm PASTE Prett Meds imvapdstion Pot E The medications print in the order reflected on the screen Change the order by highlighting the medication the program will show the current sequence order In the Sort Order box change the sequence number and click Sort The program continues to count the number of medications each time a selection is made from the drug list screen Once a drug has been added and the user exits the medications screen for the selected resident the drug becomes locked It is recommended to input all of the details before exiting the screen Print a Blank MAR 1 Select Reports from the WinCare Control Panel 2 Click the Individual Reports tab and select the MAR report 3 Under MAR Report Options click the Blank Form checkbox 4 Click Include Comments checkbox if a comments page is to be included with the blank form 5 Click the Include Resident Info checkbox if the resident e info such as names admission etc is to be included on the blank form 6 Click
131. a row to be signed off on the MAR printout Upon completion click OK to return to the main Medications screen PO MAR 85 Invalidate Invalidation Screen Discontinue Drug Due to HIPAA regulations the WinCare program does not allow deletion of any medication that has been entered and saved Use the Invalidation screen to correct an error or when a change needs to be made to a medication after it has been entered The Invalidate amp Edit option invalidates the medication and records it on the invalidation screen after entering a reason for the invalidation The program automatically copies the medication back to allow the user to edit as needed Use the Invalidation Only option if an incorrect medication has been selected and needs to be removed and NOT copied after entering a reason for the invalidation Invalidation Screen All the fields are locked and do not permit data entry since it is view only This screen contains all the information for the medication that has been invalidated including the rationale Discontinuing medications can be completed by using the D C button Enable the checkbox when a change needs to be made or leave it unchecked when a copy 1s not needed and enter the D C date At the beginning of the next month the drug will be automatically removed from the medications list and recorded in the D C screen Insulin Sliding Scale Enter an Insulin Sliding Scale by selecting the PO MAR button from th
132. abe Chur ches Labs Rep Lan Nano Fust Nome Middis Heme Vale Porton Comp Vegara ahon Department Artea Health Inra ance Aces Slate Ze Cote 151 Farmington Avenue Hertford cr 06156 Address Line 7 d mad Adbor Phone 1 Phone 2 Phone 3 FAX DG 2730123 a CMS Pero ID e0700 F inswance Company Ci Commercial Insurance Ce Cancel fave Enter the company name in the Company Name Organization field 2 Type the address information for the Insurance Carrier into the address fields 3 Enter other Demographic Information regarding the insurance carrier as needed All fields not highlighted in red are optional and can be completed as needed Enable a Spell Checking option for the Comments section when clicking the button with the red check mark at the right of the Comments field 4 Enter the CMS Payor ID for the insurance carrier into the CMS Payor ID field If the ID is unknown contact the insurance carrier 5 Select a code for a Source of Payment type of insurance carrier for NSF and HIPAA The item Insurance Company F can be selected as a default for NSF Most states will only accept electronic transmissions in a HIPAA mode 6 Click Save to save the entry and return to the main Phonebook screen Completeness Check Phone Book The screen displays missing physician and insurance carrier information Medicaid PIN and Taxonomy Codes that are required for electronic billing submission If information is Complete a message Inform
133. accessed anywhere else in the program 7 Tf you wish to fill out the discharge form on the computer click Fill Out Discharge Report and enter the rest of the discharge information or you can print the report and have the physician or nurse complete paper report After completed if a print out is needed go to the Discharge Reports module to print the completed form 8 Click Print Discharge Report for a blank paper copy of the report to be filled out by hand 9 Click Print Face Sheet for the chart and or to send with the resident 10 Click Discharge Resident to move the resident out of the active list to the discharge list The discharge report can be viewed or printed later by going into Admit and clicking Discharge Reports A4 WinCare User Guide User s Guide Readmit Prior Resident The readmit screen is similar to a normal admission except it includes the checkbox Retain Medications from Prior Admission This box is enabled by default but can be unchecked to delete the medications from the resident s prior admission All required fields are highlighted in Red and a prompt will be displayed if left blank Care Unit is required and highlighted in Red in the integrated version MiRrcorde TwoYews Due Lr C fwwtHame C SS C Proe Adm C Disch Oste Besten 1 Enter an Admission number for the resident limited to 12 characters 2 Enter a Medical Record number if applicable limited to 12 c
134. aces dashes and slashes are accepted maximum 10 The Medicare number field is required for all Medicare assessments If unknown leave the field blank The Medicaid number is required for all Medicaid assessments If the number is unknown because the resident s status is pending enter a in the field The DMA Certified End Date field is state specific If required enter the date the resident s Medicaid coverage will end unless they apply for re certification The certification periods vary from state to state Use the Tab key to navigate into a drop down box type the first letter of the desired response and the program will select it automatically from the drop down list Click the next to the room and care unit fields to access the selected resident s change of status screen to add or edit the information Resident pictures can be added using the Resident Picture Linker See the Resident Pictures section for more information 48 WinCare User Guide User s Guide A2 Clinical Face Sheet Two Alexander Tom A ES Ac No 904 Preferred Transportation CO Primary Payment Source insurance Carrier z Medeae Pan A D D Physician 4 Denge Becondary Payment Sowce Insurance Policy Mumbar Paulson James j sveroort Richard Private Pay Physician Church Tertary Payment Source _ Brown John A rest Baptist Church c trwurarce Gene Adm Moten Adimonal Payment sources
135. achine d unable to contact Dand Tom onjoy kateseg to gen aa aaah be cesi criar hsh asha Mas th late om whom he s nepre Me does not Mus his eom to be completely qui a 4 ea gt 1 Enter information for the individual who is financially responsible for the selected resident 2 Highlight an individual s name and click Clone to make an exact copy of the data to speed data entry Enter information for the person who is financially responsible for the selected resident 3 Click Add Edit to access the Notification screen to enter required information regarding responsible party emergency contact and spouse or to make changes as needed 4 The fields highlighted in RED are required and must be completed Under Advanced Directives the program defaults to None of the Above If a resident has been admitted via the pre admission module the selected data will map to A3 automatically otherwise the data must be entered on this screen A4 Integrated Face Sheet Four This screen shows current payor status as of right now You see the Primary Secondary and Tertiary payors plus the current Pat B status and Medicare Day Making a change on the screen adds a new census record dated the current date If a change is needed prior to the current date today then make the changes on the CHange of Status Screen 58 WinCare User Guide User s Guide Allergies Type all known allergies for this resident on the Allergies fiel
136. ality assurance vendor The advantage of this is that when using test mode your assessments will STAY IN THE QUEUE After making any corrections as your quality assurance vendor may suggest the assessments will still be in the queue so that you can transmit to the State without having to click Resend in Section R for each assessment which is what you d have to do if you do not turn on this feature Submit File Directory WinCare saves the transmission file by default inside the Upload folder that is in the WinCare directory This option enables the user to select a different location from the default Click the elliptical button to the right of the Submit File Directory field A small screen will open and enable the user to select a different folder or drive RUGs III Utilities Access this screen by selecting RUGs Ill from the MDS Options screen RUGS III Setup MEDICARE MEDICAID v Stabe vequees T3b Version Version CECR 512 Model Model 53 Geoup 3 Group Classic oon Index si Hier si CHI Set CNI Set 53 Grup PPS Rural Medicaid 34 gau Ra oniy Cancel H Medicare The settings should be defined as displayed below Version 5 20 Model 53 Classification Index CMI Set There are two choices for this setting that include 53 Group PPS Rural or 53 Group PPS Urban Contact your Medicare Fiscal Intermediary to verify the correct setting 246 WinCare User Guide User s Guide Click
137. all the selected payor s APL rates at once instead of manually editing each APL rate one at a time a Rate Change for A APLS EU Payor MA Medeae Pat A L ecpog Date To Apply IR d Aoo To Al APUS EH Let tege sent nos eist nes oup us ues arto enun ss Br v B ED u Bw EM nc de Copy D De Pate to New Copy OM Marty Rate 1o New Copy Oif Dady Bees te New Cancel Cunert Session Cancel 44 Pending Danger Copy New Day Fate to New Becheold Cay New Marthly Rate Vo New Morin Bechet Save Al Orangen For Later Copy Old Day Bedroid to New Copy Old Monthy Becht Nom Copy Ok Morty Base to New Comet And Frakce 44 Change Steps to enter new daily rates for the selected payor s APLs i e yearly Medicare A rate change 1 Enter the date the rate change becomes effective in the box at the top of the screen and then click Apply To All APL s Enter the New Day Rate for each APL If the Payor allows billing of Bed Hold then enter the New Bedhold Day Rate If the bed hold rate hasn t changed for each APL then use the Copy Old Daily Bedhold to New button to get the old rates If there is no Bed Hold rate then leave them 0 00 The New Daily Basis is the Daily Private Pay Corresponding Rate on the APL Add Edit Screen If you are set up to use the Private Pay Corresponding Rate instead of the Room Rate for Write Offs then enter the New Daily Basis rate If the rates haven t ch
138. an Existing Assessment 1 2 From the Main Screen highlight the resident s name Click Patient Report to display the print selection with the name of the selected highlighted assessment Click Preview to view the report or click Print to print the report directly without a Preview To Exit the screen preview click the X in the upper right hand corner of the screen to return to the WinCare Control Panel CHAPTER 5 Pre Admit In This Chapter Pre Admit Main Screen 25 Screens Aca Asses EE 26 Policy Bor tenere Ie REPRE TER 27 Reports un te t ENEE 27 23 25 Pre Admit Main Screen The Pre Admit module is designed to set up a resident admission including pertinent data prior to actual admission The record does not have to be completed The module may be used as a resident waiting list PO MAR functions have been added for residents PreAdmit Pro Achinescsion Mot Vet Admitted Lant Hare Test tame zn Doonan Michael 539 044 2092 wor Stewe L 520 2310 Access this screen to enter the names and data of residents prior to admission by clicking the Pre Admit button from the WinCare Control Panel 1 2 Click New to enter data for a resident prior to admission Use the Tab key to move from field to field or click into the appropriate field and enter data Click on the arrows to move from screen to screen the left arrow moves one screen backward the right moves one screen forward Click Exit to sav
139. and Discharged Only WinCare Control Panel 17 This list can also be filter by Care Unit To select a resident to work with double click the resident in the list or select the resident in the list and click OK The list can also be closed by clicking the button again that opened the list Clinical Resident List an aa raus 4 9aB je xS Nele owe tw The Clinical resident list works like the Integrated It does have some advanced search capabilities on the Search tab You can look at either admitted residents default or discharged residents To see the discharged residents click View Discharge History 8 aaa aed al ZENTREN ji LI A re To go back to the list of admitted residents click Normal Operation 18 WinCare User Guide User s Guide Clinical Search Screen animado H eli a a a AB a3 8 ex3S Are we e Enter what you want to search for in the Search for fields and then click Load Resident List the matching residents are returned in the small box above Selecting a resident is the same as on the List tab WinCare Control Panel 19 Control Panel Help Button When you click the Help button on the WinCare Control Panel a Help Menu is displayed Exit User Manual System Requirements Release Notes Launch Screensaver Launch GotoMeeting About User Manual The WinCare User manual is available in a searchable format The User Manua
140. and a folder will be automatically created if you prefix the file name with a folder and separate it by a back slash For example if you wanted the backup to put the file named wcdata zip in a folder called 01 31 2005 enter the following in the file name field 01 31 2005 Wwcdata zip and click OK Click Auto if you want WinCare to create a name for the backup file automatically 282 WinCare User Guide User s Guide 7 Restore Data Enable the checkbox to Use Compression to save disk space on the type of media being used for the backups Note that this backup format is compatible with WinZip If backing up to 3 5 floppy disks WinCare can automatically format the disks for you To enable this option click the checkbox labeled Erase Disks Before Copy removable media only Note that this option is available for removable media only Click OK to create the backup file click Cancel to cancel this process and return to the Database Utilities screen If a disastrous loss of data occurs or in the event that Repair Database fails it may be necessary to Restore the database from the backup disks Data entered into the database since the last backup will be lost 1 2 Click Restore Database to open the Restore Data screen Click the drop down arrow for the Select Archive File field to select the drive that contains the backup folder Browse to the location of the folder that contains the backup file by using the drop down arrow in
141. anged then you can use the Copy Old Daily Basis to New button Once the rates are entered correctly click Commit And Finalize All Changes then Yes to confirm you wish to save the changes Master Files 421 Note For Medicare A the New Daily Basis is used on the UB04 so it should be set to the same value as the New Day Rate The APL Rate Wizard has many additional features The Wizard allows the entry of the day daily or monthly rate of the APL whether a rate is daily or monthly is determined in the APL Add Edit Acuity Payment Level screen Each APL can be Daily or Monthly 1t cannot be both When entering monthly rates you will need to scroll the screen to the right to see all the monthly columns Monthly rates are not available for Medicare and Medicaid Medi Cal Save All Changes For Later Since Medicare A has so many APL RUGs levels the wizard allows you to start working on the new rates save where you are and then come back and finish the rate change at a later time This action will save all changes you have made during the current session with the APL Rate Wizard and place those changes in a pending status for continued work at a later time These pending rates will not be established as the working rates for WinCare until they are Committed and Finalized Commit and Finalize All Changes This action will Commit and Finalize all rate changes you have made with the APL Rate Wizard and establish them as the working rates to
142. art dates are pre filled with the system date however both fields are editable A date due or a frequency must be entered but NOT both Use Date Due to enter a one time order Select the ordering Physician from the drop down list containing physicians that have been entered in the phonebook Select the appropriate lab tests from the drop down list under Common Lab Tests Click Customize to set specific dates for tests The order of Lab Orders can be changed by clicking on an order and dragging it to the desired position There are 44 common lab tests included in the WinCare program Additional lab tests may be added in the Utilities module 1 2 If the desired lab order is not in the list access the Utilities module from the WinCare Control Panel Select MAR and click the Common Lab Tests from the MAR menu screen Add the new lab order and it will appear in the list in the PO MAR module The date defaults to the current date but is editable To modify an order click Edit to make the necessary changes If a lab order is regularly re occurring ex once a year then use the start date as the first time that lab is done Enter a frequency such as QYear to have the lab re occur each year Enter the ordering physician and select the lab from the common lab tests list 92 WinCare User Guide User s Guide Telephone Orders The Telephone Orders module is designed to keep the MAR current It is a method to prepare an ord
143. ary payor for the co pay Complete this step even if the primary payor was Medicaid 1 2 3 Select Admit from the WinCare Control Panel Click Change of Status Highlight a census record that does not have Medicaid S as the secondary payor click Edit Click the drop down arrow for the secondary payor option and select Medicaid S and click Save 300 WinCare User Guide User s Guide 5 Repeat the last four steps for each census record that does not have Medicaid S as a secondary payor CHAPTER 22 Billing In This Chapter 301 Billing Main Screen 303 Update Bills For Selected Residents 304 Billing Log enne eee ann 305 Transaction No Look Up 305 Check Agut eegene 306 Create First of Period Census Records for Period Past Working Period eL 306 Create First of Next Period Census Records 307 Export Period to GL ee de eed 307 Close Period iei nentes 307 View Closing Report 308 303 Billing Main Screen The Billing module contains the functions required for generating invoices and closing an accounting period Access this screen by selecting the Billing button from the WinCare Control Panel Bang Main Screen 7 Man Billing Tasks P N Update Bite Leen Ve P rg Lop Cove Porod l View Closing Repon Expat Pesod t GL Adel Coste Fit of Med Period Census Create Fest of Porod Coran Records tor Recordi Pant Working Peod Tra
144. assessment in Checking and Closing Per CMS MDS 3 0 specifications effective 5 19 2013 modification assessments may not change the ISC item subset code of an assessment that has been accepted into the State System To determine which ISC an assessments is refer to Chapter 2 of the CMS s RAI Version 3 0 Manual starting on page 2 10 SS N If you really DO want to make a change that would change the ISC of this assessment then do the following instead 1 DON T do a modification assessment 2 Copy the assessment using the Copy button on main MDS 3 screen making the desired change to the reasons for assessment Make sure the target date is the desired date 3 Inactivate the original assessment and send the inactivation to the State 4 Complete and send the copied assessment Inactivate Inactivate an assessment if the assessment was transmitted and accepted by the state database but was later found to be the wrong type of assessment 1 Highlight the assessment to be inactivated 2 Click Inactivate 160 WinCare User Guide User s Guide Click Yes to create inactivation record Fill in X0150 Reasons for Inactivation then click OK Click Edit Click Check and Close the assessment in Checking and Closing DNA E gt Dates Access this screen to track the MDS assessments due date by clicking the Dates button under Assessments Due from the MDS 3 main screen The only residents that show on this screen are res
145. at the time the Accounts Receivable program is initially set up WieCare Nursing Home Facility Data Type of Facilty AE d A fe Mare Footy m gt Fosse Room Fates to be entered Federal Lan pc Date Irwocces the frst day ct the Pestini pend ter fan be Dotat Checking amp ccourt Number lost Medicaid Recipient Potion Pro Rate More p Medicare Part B Copay Pescert 0 Allow Adurtmert vaca to be Created dated n the penod of the Mamur Leave Days Aonad abner Delad Stat d Cunert Focal You Relaas of intormaton Assignment of Benefits 1 1 2014 ei Dein B rg Address For Nem Adm Une Renderi Address Perorabie Party Ure Dee Addons Une Gam ants ee or 1 Select the Type of Facility Taxonomy from a drop down list Chapter 29 Master Files 437 2 Identity ID is a numeric identifier that not being used at this time It can set to zero or left with the current value It cannot be blank 3 Enter the 9 digit Federal Tax ID number of the facility Select the GL account used for your Default Checking Account Number 5 Enter the Medicaid Recipient Portion Pro Rate that is the pro rated period for the resident s portion of the payment Medicaid Recipient Liability Share of Cost 6 Enter the percentage of the bill that Medicare Part B will not pay in the Medicare Part B Co Pay field 7 Require Room Rates be Entered enables billing by room rate instead of the level of care 8 Date Invoices the first day of the Period sub period rath
146. ation is Complete will be displayed If Incomplete the detail screen will open and a Print button will be available CHAPTER 19 Utilities In This Chapter Utilities Control Panel 227 AGING sn ne a M tuus s 227 KE 228 Care Plan Setup nun leere EEN EE 236 Te erraten 239 Reports Utilities eiit nee 277 Pros Set Info 22s i die Le Dc e e ree 279 File Maintenatice 5 2 edens 281 AIR SUD 3 i ee edere sala 283 225 227 Utilities Control Panel Unlike the screens in the rest of the program the screens in the Utilities module do not include a resident name in the upper left hand corner The absence of the name indicates that a global function is occurring which is available for all residents Select the Utilities button from the main WinCare Control Panel to display the Utilities Menu screen M Utilities Menu 5 IA y S v J 2 ex fen faciy Been rag Seile File Ugetenance A Soho The following modules include maintenance tools and setup options for the program Admit controls whether future dates can be used for Admissions COS and discharges MAR enables entry and customization of standard orders for the PO MAR module Care Plan contains a Care Plan library and enables the addition and customization of standard frequencies and services Facility contains security options and maintenance tools Reports enables the ability to select printers and determine how report i
147. ations are stored and run on a server in the cloud The server s drives show up as local drives to the applications The workstations drives are connected and available to the applications On the screen above the applications available are Adobe Reader view print PDF documents Clear Bill Lock Utility for Financial users WinCare the main WinCare program WinCarePic utility to add resident pictures to the Admit and MAR screens in WinCare Windows Explorer copy files from the server to the local computer WordPad view WinCare log files Chapter 32 WinCare on the Cloud 453 Single click an application to launch the application Do NOT double click This message comes up the first time you run one of the applications you will be asked if you trust the application click Connect A webate n trying do run a FimoteApp program Make sure that you trust the Tr nen before pou onet to nam the pogam Tha RemeteAge pogan could ham your local or remote computer Make sure that you trat the Ole bere you conned to nun thv program Publisher Tee Path Name Remate computer After clicking Connect a dialog box will appear while the connection is being established The very first time a user logs in this can take some time as their initial profile is created Subsequent logins will be faster For HIPAA compliance when a connection has been inactive for more than 10 minutes the user is disconn
148. be used starting on their effective date Cancel Current Session This action will erase all changes you have made during the session with the APL Rate Wizard and close the screen Any pending changes from previous sessions will not be lost Cancel All Pending Changes This action will erase all changes that have been made in this session and all previous sessions in the APL Rate Wizard and close the screen There are six copy functions that copy all the values of an old column to the related new column Note the Old Rate is the currently active rate in WinCare 1 Copy Old Day Rate to New APL Daily Rate 2 Copy Old Monthly Rate to New Monthly Routine Rate 3 Copy Old Daily Basis to New Daily Private Pay Corresponding Rate Copy Old Daily Bedhold to New Daily Bed Hold Rate 5 Copy Old Monthly Bedhold to New Monthly Bedhold Rate 6 Copy Old Monthly Basis to New Monthly Private Pay Corresponding Rate There are two copy functions that copy the new APL rate to the new bed hold rate This is used when the bed hold rate is the same as the APL rate 1 Copy New Day Rate to New Bedhold 2 Copy New Monthly Rate to New Monthly Bedhold 423 Room Master The Room Master enables the users to add view or edit rate information for each individual bed or room This function can be accessed in the Utilities module for both clinical and integrated users The integrated version also includes it in the Master Files module
149. bject to a contractual adjustment Qty Quantity records the number of items purchased The editable field defaults to 1 Medicare Part B is automatically enabled after entering the date if the resident is covered by Medicare Part B and the item is eligible under Medicare Part B This check box is view only non editable Cost contains the cost of the ancillary and is pre filled as recorded in the Ancillary Master File Mark Up contains the percent of mark up to which the cost is subject as defined in the Ancillaries Master File Enter a new percent and a check is automatically entered in the corresponding Override Mark Up check box When the mark up is changed the Price Extended field changes to reflect the new mark up Price Extended displays the total charge computed as the number of units x price x percent mark up to be billed to the resident for this entry Enter a different price in this field and the corresponding check box Override Price Extended will be automatically enabled Enable the check box Do Not Bill to Part B when the billing is a non covered charge and the bill will not be sent to Medicare 296 WinCare User Guide User s Guide After all data has been entered for the ancillary item click Add to add the entry to the database Add must be selected before exiting the screen to save the entry Recurring Ancillaries that have been set up for each resident are added to the monthly ancillary batch b
150. ble to be displayed 1 Adjusting Invoices are adjustments that have been entered into the system 2 Click Return Invoices to view details on invoices with reverse charges 3 Choose Existing Invoices to view the accounting details for an existing invoice Select Invoice clicking the drop down lists all the invoices that are available to be viewed After an invoice is selected the details are displayed in the grid below Adjustments 379 New Census Change Adjustment With a resident selected click the New Census Change Adjustment button from the main Adjustments screen to reverse incorrect charges related to a room rate or acuity payment level Then you will select the Period to Adjust and enter a description for the adjustment Veiracton Select he Bling SubPenod End Daes The dell in foc the New Adhating irvoces to be tiled uong the same cut off dates Vor which the ongnal roces mens billed H pou we not changng the mba damen the n fe choice you wu constancei nach cick on 7 15and 21 sub pesods vl perpe en en asl re Lara ir der pa Pri it da Ms De 21 and sr re er ide lo he end of the monti Bl fe New ice uong the same Sub Penods on foie bled Tha u the best choce d you e changng payor especially pou have previousy created for fus pened When the sciem the orgy bied sb prod eri dates we honn Te pre on the Calendis bat 7 Bil he New invoce using a tingle Sub Pesod Vor the morth Nacken eit poste a uo pagos
151. bottom of the screen This will populate the screen with the invoices for the resident Now you will want to complete the payment information in the center of the screen Pmt 1171772003 12 47 04 PM 11 17 2008 11010 Checking Account 1 m The Payment Description defaults to the current date and time you can change this to anything you wish Enter the date the payment was received in Payment Date Ideally payments are being taken in real time so the date will already be set with today s date Chapter 26 Payments Refunds 345 Select the Payment Type Check ACH EFT Cash Credit Debit or Resident Trust If you select Check you must enter something in the Check Doc field A payment can be made from the resident s Trust account but the trust balance must be equal to or greater than the payment amount If Resident Trust is selected a Withdraw transaction will be created in Resident Trust for the amount of the payment The payments by default go into the Default Checking Account which is set on the Facility Data screen in Master Files If a payment needs to go to another account select the other account in the Account list Enter the Total Payment Amount As payments are applied to the invoices listed on the lower screen the Paid On Invoices amount will go up and the Amount Remaining to be distributed will go down The amount remaining must be zero before the payment can be saved Now you are ready to
152. by clicking Select None Select an individual assessment by clicking it once to highlight it Select a range of assessments by clicking on one assessment and hold down the shift key while clicking on another assessment Select multiple assessments by holding the Ctrl key down while clicking each assessment 1 Click Create File to create a transmission file The program will name the file and store it in a folder called Upload in the WinCare directory The location of transmission files is controlled by the Submit File Directory in MDS Options MDS 3 165 2 After the file has been created a small screen will be displayed containing the name of the file and the option to Copy the File to the Clipboard Once the user has connected to the state system the file can be pasted into the appropriate field on the state screen The HELP button opens the online user manual to information detailing the steps to create and transmit a file correctly The Exit button returns to the main MDS 3 screen Note that if a resident s name and or assessments are not in the queue for transmission the assessment tracking form is NOT closed View Transmit File View assessments included in a transmission file and prepare the file to be transmitted by clicking the View button under the Transmit File section from the MDS 3 main screen All files are stored within the program and the user may select a file from the Transmission Files drop down list
153. c class number for the type of Psychotropic Drug when adding a drug to the database Search the drug database for the same classification of drug and add the number or use the numbers displayed on this screen Customize Medication Anti Psychotics 281608 Anti Anxiety Hypnotics 282408 Anti Depressants 281604 Use the Customize options described below to designate a schedule for medications for a specific resident by the day week or month with cycles for days on and off The screen works the same for treatments lab orders or MAR notes 1 A frequency code is required limited to 10 characters The same names as a pre existing code i e BID can be used as this customization will only apply to this particular MAR item Define the frequency for this MAR item by max 24 times per day It is set to every day by default but can be changed if the medication is to be given every seven 7 days 1 e Enter a seven 7 in the field under Every If specific administration times are entered and the PRN checkbox is enabled on the medication screen the program will display the following message PRNs do not use fixed administration times Specific times will be ignored Specify the times for the MAR item by editing the boxes in the At section The times begin in the upper left corner and move from left to right Non numeric characters are acceptable max 8 WinCare uses a 24 hour clock Midnight is 00 00 Note that each box represents
154. ce on the MAR or Treatment sheet Selected items have a letter in brackets to indicate the record type Deleting items will not affect the list the next time it is accessed Click Print The printed page s can be added to the current physician orders PO MAR 93 Dietary This screen is designed to allow a facility to enter a resident s dietary preferences and restrictions as displayed in the screen shot below and is accessed by selecting the PO MAR module from the WinCare Control Panel and clicking the Dietary button POMAR Alexander Tom A PL S Adm No 904 Coren Diet Normal Temporary WORMNLORT Det Type Degen F lows Low Protein ber ADA thigh Fiber d Te tel C oMoAd ed Sal Low Calorie 0 bend F tow Residue F Geer Let Debet CS Y Low ChoesSa Fa IV Son Leone Restricted a Low Sedu gh Protein Y Low te T Wegen Cardin Date Prescribed Modified Aen 11 700 zj e Other 1 dem pes le F Ropas F CheppedMes Pureed F Dysphage 77 Consistency As Toterated Ground Mew f kened Liquide T Ederntutous Mechanical Gon Dato Prescribed Modtied s zj Dike Dist Marat nita Snacks Toten 02 fo dr Other Dirks D tem pes tee Cofee Tos Mt Juice Om ar a p a j frus B rg punch p Om In the free text boxes enter only one item per line Information in the Dietary module will appear on the MAR Treatment Sheets and the Physician Orders 1 Determine if this entry will be for Normal or Temporary Diet Cl
155. ces go into Utilities A R Setup then click Setup When in the First Ever Period Initial message screen A E IMPORTANT The purpose of thes portion of the setup process is to update WieCare Financials wih previous invoice balances This The next screen asks if there is an existing General Ledger which already has the prior balances if so click Yes I have an mating Accounts Receivable Depending on how you answer the previous question and confirmation screen will come up A Prior Invoice Data WILL NOT BE POSTED to the General Ledger ps se IS Prior Balances Entry Screen Utilities 285 TT E E IS 777777 MA IMA UE E SS Conon Pia la U COC HL UE H E 5374000 To enter a prior balance select the payor Resident Primary Payor Aging Date and balance You should also verify the GL account numbers that are being automatically selected based on the Master File settings After the First Ever Period is Closed Prior Balances View Only Mode CHAPTER 20 Integrated Overview 287 288 WinCare User Guide User s Guide WinCare s Integrated Clinical and Financial Software gives an experienced biller the tools needed to easily bill Medicare and Medicaid WinCare s Billing is Census driven The Census Change of Status is controlled in the Admission Admit Module and includes admits discharges leaves room changes payor changes and Acuity Payment Level changes For Medicare A w
156. cillary is set Show APL Rate and Not PP Rate on Claim If selected will show the sum of the Room Charge and its corresponding contractual adjustment charge if any whether positive or negative as the net amount charged Normally the amount shown on the UB Claim is the private pay corresponding rate or just private pay rate If the invoice contains both an RBO and a corresponding RBCAPPS entry this option can be used Use Detail Description on Claim This option applies only to CMS Rev Codes gt 0200 If this option is not set the CMS description will be used for the CMS Rev Code If this option is set the Description in the Ancillary Master File will be used Normally this option is only used when Detailing all ancillaries Show Contractual Adjustments on Claims If selected will show both the Charge and it s corresponding Contractual Adjustment essentially reversing the charge on the UB Claim Does not apply to Room Charges Do not put Ancillaries on Claims If this option is set no ancillary charges will show on the claims Only items on invoices that are RBO or RBBH will be included on the claims Master Files 411 Do not show 099X Select this if you do not want ancillary items with CMS Rev code 0990 0999 to show on the claim Do not show the ancillary dates on the claim When using the option to Place 0022 entries PPS RUGS onto the claims then this option only applies to CMS Rev codes gt 0100 Ot
157. cked item provide supporting documentation regarding the basis or reason for checking the item including the location and date of that information symptoms possible causal and contributing factor s for that item etc Step 5 Obtain and consider input from resident and or family resident s representative regarding the care area Step 6 Analyze the findings in the context of their relationship to the care area This should include a review of indicators and supporting documentation including symptoms and causal and contributing factors related to this care area Draw conclusions about the causal contributing factors and effect s on the functional ability of the resident and document this information in the Analysis of Findings section Step 7 Decide whether referral to other disciplines is warranted and document this decision Step 8 In the Care Plan Considerations section document whether a care plan will be developed and the reason s why or why not 152 WinCare User Guide User s Guide From Appendix C of the CMS RAI Manual The CAA Resources screens are like the forms provided in Appendix C Alexander Tom A Adm No 904 amp Pain Te Pain Care Area Triggered review findings for relationship to r EE baraton record povubie E Adverse effect of pain on function 000A 705000 may be 1210 related to deen he 18 Diseases and conditions Gaqnous sgne rpmptoms F Growtatory Meart
158. claims module and marked EDI ready To include claims that have not passed the claim checking un check Only Include Claims that are marked EDI ready Select the claims you wish to have included in the transmission file and then click Create EDI File For Selected Entries If you want to send all the displayed claims you can just click Create EDI File For Entire List After creating the electronic file click View Last File Error Log to review any or all errors that occurred at the time of file creation 330 WinCare User Guide User s Guide EDI Setup Remove all entries in the log by clicking the Clear Error Log button The Go to EDI File Transmission Folder will open the folder in Windows Explorer The claims that were successfully added to the transmission file are recorded in a CSV file that can be opened with Excel Open Office or any other spreadsheet database application The CSV file is located in the NotForTranmission sub folder where the transmission file is located The file includes the Patients name payor being billed From and Through date Bill Date UB04 total and Payer Estimated Amount UB04 field 55 used for Medi Cal The check box options across the bottom of the screen will be part of a future enhancement Access this screen by clicking the EDI Setup button from the EDI Main Screen to open screens that have required fields to be filled in completely in order to create and send a successful transmission
159. count Medicare Expenses Billings by Month breaks down the Medicare charges into categories that are based on revenue codes for the selected month Posted Cash Receipts lists payments received from residents listed by the resident s last name The Type column lists the name of the payor Billed Ancillaries displays the ancillaries that residents purchased during the selected period AIR Reports 397 Print UB Claims Access this screen to select UB04s for printing Resident UBO4s can be displayed by payor Enable the radio button to Show generated UBO4s for all Payors or display the generated UB04s for a specific payor To print all the displayed UB04s click the Print All button To print only the UBO4s that the user has highlighted click the Print Selected button Note The UB92 04 printer must be defined on the Report Options menu screen CHAPTER 29 Master Files In This Chapter Master Files Main Screen sese 401 Payor Definitions nerenin edente dente seen 401 Chart ot ACCOUNTS x ora n ecce ete piden 404 Manage Opening Balances eee 405 Receivables Accounts ene 406 Billing Rules Sets inte Umen petet 407 Acuity Payment Level Level of Care 414 Room Master EE san ne 423 Census ACCOUNTS sr 425 Discharge Codes ida 425 Physician Taxonomy Code 426 Ancillaries Master les 429 Ancillary Revenue Categories sese 433 Ancillary
160. creen 3 Each screen will initially contain the information originally entered on that screen Edit each screen as desired and click lt button to save the changed information and proceed to the next screen until completed 4 Upon reaching the Pre Screening Admission Calculation screen the user may select one of the following options Click Get a Full Report to generate a complete report Click the gt button to return to the previous screen or click Exit to return to the main PreScreen screen Re Assessing an Existing Assessment 1 From the Main Screen highlight the resident name ER WinCare User Guide User s Guide Click Re Assess to display the Resident Information screen Each screen will initially contain the information originally entered on that screen Edit each screen as desired Click gt to save the changed information and proceed to the next screen Upon reaching the Pre Screening Admission Calculation screen select one of the following buttons Click Get a Full Report to generate a complete report Click the gt button to return to the previous screen or click Exit to return to the main PreScreen screen Deleting an Assessment 1 2 3 From the Main Screen highlight the resident s name Click Delete to display the confirmation screen Click Yes on the screen and the assessment will be deleted or click No and the user will be returned to the PreScreen screen Generating a Report on
161. creen by following the steps listed below 1 Fluid Balance Fluids Ri Ree Fhad J Aad Pina Water H es Cotter Tes Ha mw the Click Fluid Balance Fluids from the MAR Setup screen 4 3 Utilities 235 Enter the name or abbreviation for a new fluid type per a facility s policy and procedure and click Add Highlight a Fluid and click Delete to remove the item from the list The order the fluids appear in the listing can be changed by rearranging the list by dragging and dropping individual fluids Click Exit to save and return to the main MAR Setup screen Note When you enter this screen for the very first time and if the screen is empty you will need to follow these steps to get the predefined fluids added to the list automatically 1 DEA Ok Exit this screen and Utilities Go into the PO MAR and click Fluid Balance Click Add then Cancel Exit out of Fluid Balance and the PO MAR Go back into Utilities MAR Fluid Balance Fluids The predefined fluids are now available Hemoglobin Hematocrit Ranges The Hemoglobin Hematocrit Ranges screen allows the setting of the Minimum and Maximum values for both Males and Females The ranges are used for the Hemoglobin Hematocrit add on module in the PO MAR Hemoglobin Hematocrit Ranges Enter the normal range for Hemogloten and Hematocrit 1 Hemogtoten or Hematocrt values are out zide the ranges cb sied belom they wil be ILegge
162. d This is a free text typing field A spell check is provided and represented by a red check mark Andrews Christopher W nas Adm No 10004 ABesgei Mmenicilin Perncilm Sulla al EM The allergies will display on the Medication screen in bold red letters and will be included on the Physician Orders Treatments Telephone Orders Pharmacy and MAR reports Allergies has an 80 character limit However 1f more space is needed there is a work around Click PO MAR gt MAR Notes Click Add Enter ALLERGIES without quotes and then enter all allergies for this person You will have unlimited space Click Save Now use drag and drop method and drag it to the top of the list Now when printing MAR sheets the allergies MAR note will appear at the very top If full allergies needed in face sheets do this Click Admit from the WinCare Control Panel gt A3 gt Other Resident Info At the top of this free text field type ALLERGIES then list all allergies Now the entire allergies will appear on the face sheet Admit 59 Physician Visits The Physician Visits module allows physician visits to be scheduled and then updated during or after the visit with the results If a significant change occurs due to the visit the staff is alerted on the main control panel when the Physician Visit Change button turns red Then the appropriate staff can double check that any order changes have been made To Schedule Physician Visits or enter r
163. d 7 fa Standard fut RUGS 38 C State Std mu s 38 State Std maps 97 Options CAYOS 97 Optone Cu et Qphon MPA et Opbon 0 00 Assessments AA A 0 Sections T H amp V Additonal Info 8 mp tank set Options Ve Jg Sep F Ust Setup DO up 9 Sgt Options MPAF Use MPAF for PPS Axseximents AAR 0 AABb 1 5 7 8 Use MPAF for PPS Questerly Axiessments AASa 5 or 10 AABb 1 5 7 8 ru wth MPA ru wh M Amt Stat Date For Tranaman ion Other Setting Daly essessmenis created on or Use Section Completed Checks after Wen date wil be rated F Alk Test Submission Files un 01 1338 FiDi Em IT Vwi eset UPLOAD ul Select MDS Options from the Facility Info screen to open the MDS Options screen Standard This is the standard 2 page quarterly that most states use RUGS 98 This is also known as a RUGS III Optional Quarterly This has more sections than Standard quarterly This allows the quarterly to produce a RUGS score RUGS 97 This is also known as a RUGS III Optional Quarterly 1997 Update This is almost identical to a RUGS 98 with only 2 extra items on the form MPAF Some states allow the short form PPS Minimum PPS Assessment Form to be submitted for PPS assessments This form is not mandated by the government and is optional WinCare has made this module available for purchase as an add on module After registration complete the following checkbox
164. d Medications E sede Name Genere Nome Fom Strength Dele mmm p tale Gees PRN PAN Rationale Admiristiabon Timer Every 3 Daya of 00 00 T a Doug selstod to Comments B B Genee o Trade Add Edit or Delete entries throughout this section in the same manner as in the PO MAR module The Customize option to designate a schedule works identically to the customize screen in the PO MAR module See Customize Utilities 229 Add Edit a standard medication 1 2 3 4 Click in the PRN box if needed and complete the rationale If a different number of PRN lines are needed click in the box and type in the number of lines Select the desired frequency from the drop down list Select the route of administration by clicking on the ordered route Delete a standard medication 1 2 Treatments Std Highlight an item in the standard medication list Click the Delete button to the right of the standard medication list field to remove the standard medication item This feature allows the addition of Standard Treatments to display in the standard treatments list 1n the PO MAR module It allows the user to specify the rationale frequency etc and customize the schedule for standard treatments A comments field is included on the main screen 1 Selecting the Add button allows free text typing and enables the entry to be displayed in a drop down box in the standard treatments list in the
165. d at other times you may want to add the date to the file name as an example Then click save to save the document locally 458 WinCare User Guide User s Guide Ser Bale WinCare Nursing Home Adobe POF Pack D Resident Roster Corwen files to POS and essay compre them wien otter fle type wen a pd Reudect Zomme wbnmpbon 1 Demo Compamy 10 201310211 Selec File to Corwert t POS 3 Alexander va x P Mas Oh glenn Michael Roseanne AMA AAA AA A AR Whittaker Mae R ziegier Marcella want Ton Number of Resdenn 25 Now working on your computer go into File Explorer and browse to your documents folder Meme ran View T db TPC HEI gt Wincare Documents d Mer a Neve My Web Stes co MSN E Pwes da veer P mcr com Brew de AE Jeff de cacha de CompChecker U WieCare Resident Roster December 30 20 Ms WinCare Resdient Rosteriun 29 2094 pat vn FACTORY IMAGE D Zum Double click on your file to open it in Adobe Reader and then Print Chapter 32 WinCare on the Cloud 459 Changing your cloud password Changing your password for logging into the Cloud You must be logged into the cloud then start an application i e WinCare WinCare When WinCare comes up type Ctrl Alt End a screen will come up led cEN B Connected to A RemoteApp 460 WinCare User Guide User s Guide Then click Change a password 8 Con
166. d e the Hemoghober Hematocrit program and report Hematocnt Min Max Min Max Mae TE fiso oo wo Female 120 so mo wo u el 236 WinCare User Guide User s Guide Care Plan Setup The screen displays options that enable the setup of variables for the Care Plan module Care Plan Setup amp Core Plan Frequencies ADL Items Care Plan Services Exit Care Plan Library This screen provides a Care Plan Library for the RAPs The resident s individual care plan data is pulled from the library it is viewed and edited to provide individualization The individualization occurs in the actual care plan module for each resident The Categories field controls which library is viewed but the consecutive items will subsequently control the content 1 Click Care Plan Library from the Care Plan Setup screen 2 Highlight a RAP 3 Click Edit to make needed changes 4 WinCare displays the categories Medical Management and Admissions as a reminder that additional categories can be built by the facility There is no data in those two categories The bottom portion of the Care Plan Library screen has three printing options Print Library prints all the libraries in the program Print Category prints just the selected category In a new program the only library provided is RAP Print Condition prints whichever condition that the user selected WinCare strongly recommends that each condition is printed
167. d return to the Rate Detail screen The rate change will be effective on the date that was set unless the room is already occupied If the room is occupied the rate change will take effect at the beginning of the next accounting period 263 Computers Care Units Use the module to create Care Units that will divide residents into groups that can be used for reports After defining and assigning the care units to residents reports can be generated specifically per care unit Care Units Click the Add button to add a care unit Enter a care unit and assign it to one of the three types MDS IRF or Swing Bed Select which MDS Submission Requirement is needed for the type of care unit that was chosen Do assessments in this unit need to be transmitted to Federal Repository this answer will be the default answer on the Checking amp Closing screen for assessments attached to the selected Care Unit Mark the check box Use Care Units to enable a user to use the care unit in the admit module Check the box for Set View All Care Units to enable the program to view all care units Care Unit Add Edit Screen 264 WinCare User Guide User s Guide Max Case Optimizer HL7 Subscribers Max Case Optimizer is a WinCare product that helps to manage case mix by identifying subtle changes in resident care on a daily basis that impact the RUG score If you have Max Case Optimizer installed then you set the path to the mxcase ex
168. d to summarize the information only displaying the total quantity and price by enabling the radio button Summarize Click Save to save all changes and to return to the Report Options screen 394 WinCare User Guide User s Guide Medicare Adv Charge Summary For Year You have the option to include Per Patient Day Information on the report AIR Adjustments Journal Bad Debt Account No Select the A R Adjustments Journal Bad Debt Account No button to open a screen which allows the user to select the facility assigned bad debt account number The description field will automatically display the definition for the selected account number as entered in the Master Files module 1 Open the Reports module from the WinCare Control Panel 2 Select the Report Options button from the Reports Main screen 3 Click the A R Adjustments Journal Bad Debt Account No button from the Report Options Menu screen Make the account selection and click OK to save the entry and return to the Report Options menu Note Clicking the Cancel button will exit the screen and abort all changes Account Activity and Trial Balance Include or exclude advanced billing by selecting the Account Activity and Trial Balance button from the Report Options screen Exclude Advanced Billing is the default 1 Click the radio button to Include the Advanced Billing on the report 2 Click Save to save and return to the Report Options screen Expired Authorizati
169. day Integrated facilities also see a list of residents on leave expected to return with the number of days that have been out of the facility EN The Print button opens a printer friendly format that can be printed if needed 47 Admission Face Sheets A1 Face Sheet One Click the A1 button from the Admit main screen to enter demographic information for the selected resident Lost Name Fint Name Middle H age Race Alexander Tom A American Indian ec Sen Data of Dith Age Place of Bath Alaska Native Mate dan 20 1505 Color ado ra Steet Addos Address Line 2 Phone Black Aire ap 345 Lionstene Dere 503 040 3575 Americam Ch Zw County Y Hinparec ox Latino Sate sen Weihe H Social Secuity Mo Medcasd Mo DMA Cert End Date Medicare No P y 522 565 9040 125 24 Pal 24S AGRA v White Med Record 8 704 USA Mantel Stats Church Prima Dvvorced gt Protestant Enghsh Previous ccupaten Indastrr Surepos Timber Mitar Sorice Date of Service Adans rar No Adest Date Adest Time Rooted E 704 Mas 24 2012 1252 104 Cave Una As repeerg Lenath of Star Bb eat 53 4 Em Use a forward slash mark in all date fields e g 4 15 1936 For 1900 s use 4 digits for the year use 2 digits for 2000 The day and month do not require a zero if it is a one digit number Enter a Social Security number for the resident with or without dashes If a resident does not have a social security number enter a dash or NA Numbers sp
170. dd Enter the Payor Intermediary Receive and Receiver ID Select the Type from the drop down list Click the Save and return to the main Receiver screen SH E O If the payor is a Medicaid payor then select Linked to Medicaid If itis a Medicare A payor or Medicare A Advantage Plan the select Linked to Medicare If the payor is a Medicare payor or any payor other then Medicaid and Medicare A then select Not Linked To Either 332 WinCare User Guide User s Guide Reose Name ua Receiver Name For Tueuseefbe Ter Receiver soco Type Mack ond o A Bang Paid lO ene Cap NPT Faiy MaiboxAssgnediy On SuemeETN EE Cony NPY Lertei do Medowe Linked to Medcad Not Unked To Ether Pecera Zoe dien Interchange intonation o E what manber ISAC2 Load Vak a From Otd 4010 ISADO Faoi Serge Aufhongaon llo Thor eid o deis i 10 paces ISAM Specten what number ISADE regeesenti ISADA F city Specs Secunhy Inne Tha teki a deis ted to 10 spacer ISAD Specten wht number ISADE repeeienti ISADE Facility Specie Interchange Sende ISAD Sectas what number ISADE regeeventi ISADE F n Specie interchange Peace GSO Applicaton Sender s Code 6503 Appkcaton Recemels Code Fie Specs ges Element Separator Fei Pie Ewen Ec Load Vahues Fues Otd 4010 Sub Element Separator Mak es Tea Fo M Segeler Request TAT Acknoegemert Fal pel sl Click Edit to change previous data and follow the steps outli
171. de Anemia 10200 aj Cardiac lx Asthma os pu r of ed goos berg You analysis of ed gees berg You ers of ling ger berg You anal of finding goer berg Yow analysis of lid goer hass All free text boxes have spell check Supporting and Documentation sections have two icons to the right of the box The icon with the magnifying glass opens a screen with the assessment items and answers which pertain the items on the left This information can be pasted into the Supporting Documentation The top icon opens a re sizable window for the Supporting Documentation to make entry and review easier To have WinCare spell checking ignore equation type of data such as BO100 1 intentionally mistype something and click the spell check button Click Options and select Ignore words with numbers and click OK This will make CAA Resources area easier to use MDS 3 153 Section Z Assessment Administration Section Z provides billing information and who completed the assessment The first screen calculates the RUG values of the assessment and determines if the assessment is a Medicare Short Stay All the information on the screen is calculated when the appropriate button is clicked CMS wants Z0100 and Z0150 calculated on all assessments the items are active on not just Medicare residents Individual states have their requirements for Z0200 and Z0250 check with your state to see if they are required and what RUG is needed if
172. ders 1 Click Add to enter a standard MAR Note The field allows free text typing 2 Click the Customize button to designate a schedule for the standard MAR note This screen works identically to the customization screen in the PO MAR module 3 The entry will be displayed in a drop down box in the MAR Note in the PO MAR module 4 Click Exit to return to the main MAR Setup screen Common Lab Tests This feature allows the addition of common lab tests to display in the lab tests drop down list in the PO MAR module Access this screen by selecting the Common Lab Tests button from the MAR Setup screen 1 Enter the name of the new lab test and click Add 2 Review which lab tests are ordered most frequently and sort them into that order by highlighting the order and dragging it into the desired position 3 Changing the order will not cause any problems with existing lab orders in the Physician Orders 4 Remove a lab test by highlighting the entry and clicking the Delete button 5 Click Exit to save changes and return to the MAR Setup screen Administration Times Utilities 231 This feature allows the addition of frequencies to display in all frequency drop down lists Access this screen by selecting Administration Times from the MAR Setup screen Administration Times e Ve Every Day at 08 00 and 20 00 Add _Deiste Every Wu af e 7111113 i 11111 cU 1111111 fea eo zum T thon Ti
173. ders 24e one Ue nbi dd Mie EU DE 87 Treatments cnn antem ast 88 MAR Dotes a Ee EE n E 89 Physician Orders ii A ac 90 LADO a ds ei i es ee es 91 Telephone Order ein 92 Telephone Orders Report bora Re ORI ete das 92 Dietaty erroe tt E Ote eebe hao tetto e ERR 93 Diabetes Data t eee e ei E a et ie be ie ed fete sts 94 Allersies in ee eet ote eebe hao di 95 Blind Balance eR Eee e Een c tie be e eie ie eet e e a ee 96 Eood Intake genee ii gees 97 Hemoslobiw Hematocht uscar dicta PE 98 eet e EE 99 Pneumococcal Vaccine Booster Checkboxes eese nnne 101 Contents iii Therapy ee 101 POMAR TAO Susana is 104 Vitals 107 Val MA tae 109 Add Vital Data 110 Invalidate s 49 om oe Ee Ek ke 111 Chablis Cr e p n eM RAE I Le eM E ii eee ee 112 GK e cath ern MA pt MA ACE Ph ar n Th Eee Al da U ALLE rte 112 Care Plan 113 Care Plan Main Screen 115 Problems Ne Witt ee o e e a ab ted e bide he a ad heed o ee 115 Reviewa Care Plan tte da ee ee deta ao ed cL IO 116 AN ege be cs 116 A A ED 117 E E ce 117 Approaches 2 aaa uH pq 118 Reports Care Plan su ein EPA EE re E ERN CEPI REEF EATEN 118 Other Resident Information ccccccccnnnnnnnnnononnnnnnnononononononononononononononononononononononononononononononononononononininininnns 119 Care Plan FAO n ran teo meii eese tcu a 119 ADL 121 ADI Nam Eege E RERO RR e ee ei ee 123 Add an e 124 Edit ADL EN EE 124 MDS 2 127 MDS 2 Main Sereen 3 eege POT nen
174. des will not be accepted for MDS assessments or claims before October 1 2014 ICD 9 Panel Displayed Admit 51 To toggle between the two code set click the View ICD 10 or View ICD 9 button above the Admitting Diagnosis description mu Diagnosis iz 4 View ICD 10 Bes E pcm uns SE WITHOUT BEHAVIORAL D Other Niannnere _ Admitting Diagnosis en ICD 10 lt Vents 90 g unspecified dementia without behavioral distui Other Niannnere An ICD 10 Equivalent button has been added to the ICD 9 panel of face Sheet A2 which can be aid in translating ICD 9 codes to ICD 10 codes WinCare has incorporated CMS s General Equivalent Mapping table for this feature ee Diagnosis iz 9 View ICD 10 Ce 20 zl II UNSPECIFIED WITHOUT BEHAVIORAL D Primary 013 20 TUBERCULOMA OF BRAIN UNSPECIFIED Secondary 003 22 SALMONELLA PNEUMONIA Secondary 790 2 ABNORMAL GLUCOSE Secondary 249 51 SECONDARY DIABETES MELLITUS WITH ICD 10 Equivalent Add Edit Delete 1CD9 codes marked with asterisk require a 4th or 5th digit to be c In the example above ICD 9 Code 790 2 has an asterisk indicating that it is not and actual diagnosis but a section heading so it cannot be converted to an ICD 10 code With the ICD 10 WinCare no longer allows the selection of incomplete codes codes with the The ICD 9 and ICD 10 panels allow you to Add Edit and Delete codes form each list 52 WinCare
175. does occur then the Physician Visit Change button on the main WinCare control panel will turn red indicating a new change has occurred that has not been seen by the current active WinCare users zi az A id D tw Clicking the button brings up a list of all the visits in the last 7 days that resulted in a significant change and changes the button back to gray To view the details select the visit and click edit Physician visits resulting in significant changes to orders care plan or service plan In the last 7 days Mendel Titres Date of Vint Alexander Tom A Usaham Lady 5 19 2014 Admit 61 Discharge Reports In Q2 2014 WinCare added the ability to keep the discharge reports in the software prior to this they were paper forms printed by WinCare and filled out by hand When a discharge is done the discharge report can be filled out on the computer 05 15 2014 1079 AM The Discharge Reports module allows you to view or print a resident s prior or current discharge report complete a report started during the discharge or enter past discharge reports to move from paper to computer records The Preview check box allows printing to your preview printed If setup in Reports 63 ResTrust Main Screen Access this module to track the deposits and withdrawals of residents personal money by selecting Resident Trust from the Admit main screen or by selecting the Res_Trust button from WinCare Control Panel
176. e Care Plan An example results message form the add all Tf the Care Plan module is not already open it will open up and you can now fill out the information for the newly added problems The new problems show up as Add a New Problem For When you are done working in the Care Plan click exit to return to Section V of the assessment you were working on If you select not to add all the problems then a list of problems will be displayed MDS 3 151 You can select a problem by clicking on it on it the list to select additional problems hold the Ctrl key down and click on the problem When done making your selections click Add Problem s The added problems will disappear from the list you can add more or click Exit then if the Care Plan Module is not already open it will open for you to complete the Care Plan for the new problems CAA Resources The specific resources or tools contained in the CAA Resources are provided by care area The general instructions for using them include Step 1 After completing the MDS review all MDS items and responses to determine if any care areas have been triggered Step 2 For any triggered care area s conduct a thorough assessment of the resident using the care area specific resources Step 3 Check the box in the left column if the item is present for this resident Some of this information will be on the MDS some will not Step 4 In the right column next to each che
177. e WinCare Control Panel and clicking the Add button from the main Medications screen A resident does not need to be selected at this point 1 Select the Edit Drug Database button 2 Click Add and enter the term Sliding Scale in the Trade Name field 3 Enter 682008 in the Therapy Class field This will allow insulin related orders to appear on separate pages if needed Enter 00 in the Schedule field and click Add Click the Exit button from the next two screens 5 Select a resident for the sliding scale from the drop down list on the main WinCare Control Panel 6 Select PO MAR from the WinCare Control Panel and click the Medications button 7 Click Add from the main Medications screen Enter the term Sliding Scale into the search field Click Select Drug and exit the screen 86 WinCare User Guide User s Guide 10 11 12 Highlight the Sliding Scale item that was just entered in the medications list Enter an Rx date and Start date Type instructions as needed in the Drug related to Comments field Click the Customize button The Frequency Field may not be left blank but a character such as a period may be entered Enter the times that insulin and sites are administered in the fields in the At section of the screen Standard times that insulin is administered or checked may be entered in the Standard Frequencies section in the Utilities module Select the Exit button upon completion of this section of the scale Rep
178. e item being added might not be appropriate for some units These items are printed on a flow sheet called the ADL Record report in the reports module ADL Items amp ADL Hem Voequencer Suggested Feequencis Blader Continence Document C lor aj jt Ne Continent 1 los lacent PF los Foley Leg 311 pa 73 73 pa eg aa x it Click the ADL Items button from the Care Plan Setup screen Click New and type in the new ADL item into the New ADL item field Click OK when you are finished entering the item The item that has just been entered is highlighted and listed in the lower ADL item screen Review the entry and make needed changes Add the frequencies required for the item by highlighting an entry from the Suggested Frequencies screen Click the left arrow button to move the highlighted item s to the frequencies screen for the ADL item 238 WinCare User Guide User s Guide 8 If more items need to be entered repeat the steps that were outlined above 9 If the entry is complete click Exit to return to the Care Plan Setup screen Add a frequency that is not displayed on the list by clicking MAR from the Utilities Menu screen 239 Facility This screen displays a list of menu options to enable the user to make global settings and provide maintenance of the program Clinical Integrated Facility Information 241 Access this screen selecting Facility Info fro
179. e resident s records When a modification is created the Z0400 information is not changed from the original assessment unless a user makes changes in a section they did not originally work in Once an assessment has been placed in a transmission file future edits will not change the Z0400 dates if a user works on a new section then that section is added to Z0400 for that user keeping the original date When an assessment is copied to create a new assessment type then the automatically filled in Z0400 information is not copied into the new assessment MDS 3 155 Checking and Closing In order for an assessment to be transmitted it must first be Checked then Closed To check the assessment click Check If the check is successful then the assessment can be closed by clicking Close If the Check find problems they will be listed and you can print the messages then fix the problems listed By default WinCare checks the assessment with our built in Completeness Check however the CMS Validation Utility Tool can be used These settings are in Utilities Facility MDS 3 Options 156 WinCare User Guide User s Guide Is this assessment required to be transmitted to Federal Repository is an option to exclude an assessment from being transmitted This feature can be used for Medicare Advantage Plans that need the RUGs from PPS assessments but the assessments cannot be transmitted to the Federal Repository The defau
180. e Ancillary screen if that information has already been entered on the Therapy Notes screen Record a new ancillary charge 1 Highlight a resident s name and click in the Resident Name field 2 Select a Charge Code by one of the following methods Use the scroll bar to search for the item or treatment Ancillaries 295 Highlight an item and click in the charge code field Enter the code or description manually Tab through the following fields to fill in automatically from data stored in the Ancillaries Master File HCPCS CPT codes are pre filled as defined in the Ancillaries Master File Addn Mod Additional Modifiers check box if checked enables additional modifier fields to appear Up to 4 HCPCS modifiers may be preset for a given charge code in the Ancillary Master file Setting these modifiers correctly can help avoid the need to make changes Modifiers can also be added to ancillaries on the UB04 edit screen although all edits are lost if the UB04 is automatically regenerated for an unlocked bill Locking the bill preserves all edits Payor is pre filled with the primary payor on the issue date because this is the payor that will pay the 20 co pay The Part B check box is checked by the computer to give assurance to the user that the Part B invoice will have the net charge 80 of the Fee Schedule on the invoice No override is normally needed CA Contractual Adjustment indicates whether the resident is su
181. e Ancillary screen in the Master files and in the Ancillary module Select Add to enter a new code and description Click Edit to make changes in the code and description fields for a selected value code Click Delete to remove a value code from the list of codes that has been entered by a user Pre defined codes that are in the list by default may not be deleted Click Exit to close the screen and return to the Master Files screen 436 WinCare User Guide User s Guide Add Edit Value Codes The Add Edit Value Code screen displays two fields that allow the entry or edit of the code Value Code Description Enter the information into the fields listed above and click OK to save the information and return to the main Value Code screen Custom HCPCS CPT This section enables the customization of the HCPCS CPT Codes that appear in the drop down list for individual items in the ancillaries section of the Master Files module 1 Select Add or Edit to create a new entry or make changes to a pre defined code 2 Enter a new code and description or make changes to a pre defined HCPCS CPT code 3 Click OK to save the data to return to the Master Files screen Click Delete to remove a user defined CPT code Pre defined codes may not be deleted Facility Data Click Facility Data from the main Master Files screen to enter global billing settings that will affect all active residents in the facility It is completed
182. e PO MAR Wiemogiobia Jtemalos Tl BEEN Nomoglstun H ematecet Date Tsai eode 14 7 Homotecet 112 Notos 4 20 2009 17 45 21 PM Jase MAR Feod Intake Ade E d Alexander Tom e Ad Food Intake Date 4 20 2019 lioakfast Teen jc Saack by Jane Diech ben Notes 4 70 2009 12 41 35 PM Jane B ackibuss PO MAR MAed Balance dd E SA Alemandes Tom A Add Flusd Balance Roter Date 04 20 2007 Notes Namal 4 20 7005 17 41 35 PM Jane Blackbuss PO MAR Wihed Balance ld E dit Alesandes Tom A Add Fluid Balance Output Date 04 20 2001 Fhad Urine Amount 382 by Jane Blackburn 4 20 2009 17 41 35 PM Jane B ackbuss POMAR Whed Balance dd AE dit Alesandes Tom A Add Fld Balance Input Date 04 20 2007 Fhad Mat Amount 474 by Grace Lowe 4 20 2009 1241 75 PM Jase B ackbuss POMAR Fhad Balanced E at Alesandes Tom A Add Fluid Balance Input Date 04 20 7001 Fhad Jaco Amount gt 237 by Jane B ackbusn 4 20 2005 12 36 13 PM Jane Blackbuse WieCare We ag Leg la Leg la Logn Name jane A 270 20008 17 36 07 PH System Adar sien Wine eer eg Control Panel Leg Out AF2OF2003 12 27 14 PM System Adasnistealon winCare eied ag Log In Log In Login Name ap adem 4 70 7009 11 09 TS AN System Acbearor r sten Dipcharge H Zeen Te Ast Floberence Date 04 10 2009 Art ID 15705 MOS 2 6 Section AB 1 of 2ADemegsaphac Infermabon Alezandes Tom A Date Change ASS From To ah 4 20 2003 11 09 35 AM System Administrator Discharge D Pec To Arm Roberence Date 04 10 2009 Ane I
183. e Payments Refunds button from the WinCare Control Panel to apply money received on the account Payments can be applied Manually or by importing an 835 Electronic Remittance Advice file Paymerts Main Screen YA Single Renders Payment Papert From 835 Eech Payment and CA View 105 Cacephors View Appied 835 Paymari Fios and Loge te Single Resident Payment for taking Private Pay payments or an insurance payment for a single individual Batch Payment and C A for Insurance payments where a single check covers multiple individuals when the facility is not using the 835 import Customer Credits for applying credits from overpaid invoices to invoices with balances owing Lookup Transactions quick place to view invoice payment and refund information for residents Payments From 835 Payments From 835 is available for Batch payments from Medicare and Medicaid When 835 Remittance advice files for UB04 claims that were submitted to the fiscal intermediary through the WinCare EDI module are imported they can be applied as payments to the invoices Payments that cannot be matched automatically by the program to an invoice need to be manually applied through Batch Payment and C A View 835 Exceptions Exceptions are recorded for payments that were made when the payment amount doesn t match the invoiced amount After an exception has been reviewed it can be Marked as resolved or left unresolved and dealt with at a later
184. e Time Sop 75 2006 14 53 Subject ASS al is able te hanslam ivdegendentiy lod mobdty ix dependent au well at bang able to aove sell low sepamos and perrac redada o Dvere vell m street cloth ug dady Ures the Iubet mth ected continence he does wear bast as he has reported amar incontinence intnemdtertily leeds hamaell but needs to howe mealtune supermoon dee to ha mpuleve wating Ho seeds vd en oma Lan ae 1 compare Cate el ben own stall deer check mih ham lo assuse that he i apprapiately cinanung and Soli talety zue kmunalon patien is moedtered as well ax he intake No documentation of mood mend pahina Me centiunse do imd with stall and gepecht paren He has a somo of umor and bequeath reen Laughing aad poking with stall and other tromber 1 Select Add to fill in the logon name into the author field 2 Tab to Subject and make an entry into the required field max 30 characters 3 Tab and type the progress note and review the data Editing is not an option 4 Highlight an individual note and click Print One Click Print All to select all stored notes 5 Click View to display a previously entered note CHAPTER 14 CQI 2 In This Chapter CQI 2 Main Screen 173 175 CQI 2 Main Screen This module contains several sections that produce reports or graphs to display the current conditions and status of the residents Access this screen by clicking the CQI 2 button from the WinCare Control Panel These CQI repo
185. e User s Guide 2 Click Add to open the Add Discharge Code screen to enter a new code and description if the facility requires a code that does not currently appear in the list 3 Click Edit to open the Edit Discharge Code screen to make changes to a code and or description of a code that is currently in the list 4 Click Delete to remove a discharge code from the list of codes that has been entered by a user Pre defined codes that are in the list by default may not be deleted 5 Click Exit to close the screen and return to the main Master Files screen Add Edit Discharge Codes The Add Edit Discharge Code screen displays two fields that allow the entry or edit of the code AR Code Description Enter the information into the fields listed above and click OK to save the information and return to the main Discharge Codes screen Physician Taxonomy Codes Access this section which allows users to add edit the physician taxonomy codes that define a physician s specialty by clicking the Physician s Taxonomy Codes button from the Master Files screen The taxonomy codes are needed to populate the drop down field in the phone book section in the Admit module Click Add to open the Add Taxonomy Code screen This will allow the user to enter a new code and description if the facility requires a code that does not currently appear in the list Click Edit to open the Edit Taxonomy Code screen to make changes to a code and or
186. e allows partial month billing for payors that accept partial month billing Medicare should only be billed for full months unless the resident was discharged The created invoices can be previewed in the A R Reports module After the invoices have been checked the UBO4 claims can be created in the Claims module The claims that are created can be reviewed and edited in the Claims module Generally edits on the claims are only required in special situations Manual claims can be created if needed in the Claims module Manual Create UB04 i e Medicare No Pay or benefit exhaust claims Once all the claims have been reviewed an electronic 837 institutional transmission file can be created in the EDI module and transmitted to Medicare or Medicaid for payment If the Medicare and or Medicaid intermediary provides an 835 Electronic Remittance Advice file for the processed claims this file can be imported into WinCare and the payments can be automatically applied Other Financial modules allow the entry of Payments Received Refunds and Adjustments Notice for facilities that are submitting electronic claims to Medicare In May 2011 CMS announced two changes for Medicare A billing that went into effect on August 1 2011 WinCare does not automatically fill in values for these mandated entries A future service release will do these entries automatically however until then this is what you need to do 1 In all cases where an MDS End of Thera
187. e by selecting the Add button from the main Billing Notes screen 1 zl Ei Uv d DD Select a Resident from the drop down list Select the Primary Contact from the drop down list The Entry Date is editable and pre filled with the system date Complete a brief entry in the Entry Description field Type details of the note in the Entry Detail field Click Closed if complete Click Open to complete at a later time Assign the note to a user by selecting from the drop down list 312 WinCare User Guide User s Guide 8 Click Print to preview and print the note 9 Click Exit to save the note and return to the main Billing Notes screen CHAPTER 24 Claims In This Chapter Claims Main Screen 315 Auto Create UBO ua iii 316 AutoCreate Manual Create UBO4 Log 318 View Edit UBO4 Bulle 318 Manual Create UB04 oocoonncnnccnnnncnnnonnnnnnnnnnnnnnnonononononononos 323 Medicare Manual dite 323 313 315 Claims Main Screen Select the Claims button from the WinCare Control Panel to display the screen below Claims UB04s are created from the Invoices created in the Billing module UB04s can be printed for payors who still take paper claims or for the residents file They can also be electronically transmitted to Medicare and Medicaid through the EDI Module AutoCreate UB04 contains a list of residents who have billed invoices AutoCreate Manual Create UB04 Logs are text file
188. e not working with Part B claims then the Claim Type should be set to Room and Board After the claims have been created you need to select Show only those already created and then check each claim to ensure that the information is correct Any problems detected when the claim was created will be displayed in the note at the top of the UB04 screen Make any corrections that are needed and click Check for EDI to see if all the problems are resolved and to mark the claim Ready For EDI By default only claims marked Ready For EDI will appear in the list of claims to be transmitted in the EDI module Highlight a resident s to lock or unlock the UB04s to preserve the data when updating bills for the current period When Claims are going to be electronically transmitted and have Electronic Remittance Advice used for payments then the UBO4s need to be locked after they are AutoCreated and reviewed After you AutoCreate and review the claims for a payor select Show only those already created after the screen refreshes click Lock All If you need to change a UBO4 you will have to select it and click UnLock Selected Locking the Claims guarantees that they will be available to accept payments against Note Patient Status FL 7 must be compatible with the Type of Bill FL 4 If the TOB Type of Bill is 211 or 214 the Patient Status must be 01 03 20 50 51 61 63 65 71 72 If the TOB Type of Bill is 212 or 213 the Patient Status must be
189. e of primary vaccination If resident age lt 65 and resident was lt 60 when PPV administered then due date is resident s 65th birthday If resident age lt 65 and resident was gt 60 when PPV administered then due date PPV administered date 5 years If check box Pneumococcal Booster shots may be needed is not checked and resident has had PPV shot when aged 65 or older then scheduler says Up to Date When adding anew MDS assessment if a resident has had a pneumococcal vaccination PPV that is LESS than 5 years from the A3a date then resident s PPV IS UP TO DATE and the program will mark W3a as 1 Therapy Notes The Therapy Notes module enables therapists to easily log the following data Visits Date and Time of visit Total number of minutes per visit Type of Service Treatment Diagnosis Notes Units 102 WinCare User Guide User s Guide The program assumes that the logged in user is the individual entering therapy notes and will audit all entries with that user s name The program will automatically total the minutes and days when users click the Calculate Days Minutes button in Section P in the MDS module The observation period is determined by the reference date A3a in the MDS Therapy Notes for Tom A Alexander je atent Parikey User 772 Viet ther day put im a 1 for best visit 2 for second visit elc Date wo 1020 Tee 101 Code Description Type of Service ron y For Medicare Past A Th
190. e on this screen so the program can be launched from the main WinCare control panel Max Case Settings amp Poth of Max Cave Optimizer MCD 3 We ane fe To exchange ADT information between WinCare and other third party software WinCare uses HL7 ADT records Admissions face sheet changes and discharges can be sent to the third part software Currently we use this to keep third party ADL Capture software resident lists in sync with WinCare s resident list The information can be exchanged with multiple third party vendors The HL7 Subscriber information is setup by the WinCare Support Team The Send HL7 for all Residents creates HL7 messages for all the active residents and can be used to add the WinCare residents to the subscriber s database HL7Subscribers ML Subscebers D se eg UT The Edit screen allows the entry of the connection information for the HL7 subscriber Edit HL7 Subscriber m V Transmission Enabled m s mr Necemma Apobcaton 251 Scores Chest ID ru User Nome Password ac Utilities 265 HL7 Sources To exchange ADT information between WinCare and other third party software WinCare uses HL7 messaging HL7Sources HL Sowces 5 xu le Y WinCare Startup Interface Clinical Only Two Startup Interfaces are available for clinical users only to display the resident list Click the WinCare Startup Interface button from the Facility Info screen to display the screen
191. e selected record Note The arrow does not mean the row is selected The row is selected when it is highlighted View 835 Payment Application Log shows the log file created when the payment was applied listing what was automatically paid and what needed to be manually paid Bean Application of ERA File D Wincare D ata XT est inte HIPAA 2009 Response des Backups 0e021519 Total EFT Amount 8200 Payment Date 2 15 2008 EFT EFTO320192 From Payor MEDICARE PART A Types ACH Recorded Payment for Clienti D 904 Amourt Recorded Payment for ChertiD 906 Amourt 2000 Total Payments thal could not be apphed 0 00 Total Retunds M T Ms be applied 0 00 Over Short amount for 835 RA 0 00 CHAPTER 27 Adjustments In This Chapter Adjustments Main Screen see 375 New Manual Adjustment eese 376 New Census Change Adjustment eese 379 Sample Adjustments seen 381 373 375 Adjustments Main Screen Select the Adjustments button from the main control panel to enter the Adjustments module The adjustment process creates new invoices that correct a previously billed period The terms Adjustment and Invoice are used interchangeably throughout the module New Manual Adjustment use to adjust incorrect ancillary charge New Census Change Adjustment use to adjust incorrect values in a census record payor room rate etc Manual bemCg a N Manual Invoices a
192. e specific From and Through dates Payors Access this screen to enter Insurance Details for all payors from the Admit module main screen or from the resident s Change of Status screen All Payors need to be entered before they are available for selection in the census This screen displays the list of active Payors When a payor is no longer active for a resident enter the discontinue date for that payor The Include check boxes work like this Include past will show payors detail that otherwise is considered discontinued The reference date for a discontinued insurance is the start date of the first open period because they can still legitimately work and assign payors bill for that period and it makes sense to see that payor If this box is checked ones that were discontinued prior to the first open period will then also show Include deleted If include deleted is checked then 1 If include past is not checked then this will include deleted records that have not been discontinued as of the start of the first open period as well as present non deleted 2 If include past is checked then all details are shown present past and deleted whether past or not Data for a new record will be effective from that date forward All details from a previously created record will apply to a new record To reduce data entry for a user most of the required fields are highlighted in red and filled in automatically from the face sheets in
193. e the entered data and leave that section of the module Upon completion of the Pre Admission screens and when it has been determined that the candidate is to be admitted highlight the name click the Admit button from the main Pre Admission screen This brings up a screen with pre filled basic information Complete the admission data by assigning the room number admission number and care unit Click Admit and the data will be mapped into the Admit Module and into the active resident census list 26 WinCare User Guide User s Guide Screens A E A blank Pre Admission A screen appears upon clicking New which represents demographic information Complete the known information The facility specific drop down lists on the right of the screen which are for physician pharmacy hospital dentist mortuary and insurance carriers are obtained from the phone book If the resident does not have a Medicaid number enter an N This is prompted when you try to exit from the screen Screen B prompts the interviewer to obtain documents from family or candidate that are necessary to complete an admission Clicking on the white box or on the number marks the completion of a document Screen C contains additional information necessary for the admission The Notification screen brings up a screen indicating the Responsible Party Emergency Contact and or Spouse After the responsible party screen is completed and you want to add an Emergency Contact or
194. eR 307 lee BEE 307 View Closing Report iodo das 308 Bill Notes 309 Bill Notes Main cr re m ete pe etai aite eval oe 311 Add Edit lNote ag ur EES td 311 Claims 313 Claims Mam Screens to cr tr rr PER HER IR REP rrr EP E rhe 315 Auto Ereate UBOS 5 are rr PR e EE E HE HR Re hU ERE EES EE 316 AutoCreate Manual Create UB04 Log esses nre ennt nennen trennen eren en 318 View EditbUBO4 EE 318 EE 319 Manual Create UBOA o Wee e RR ERA TOR Ee ere ee E ess 323 Medicare Manual Edits cuco Here IHE RE PEN RR REREA EUH ERE cono E PER eS EUR 323 EDI Electronic Billing 325 EDI Electronic Billing Main Screen enne nennen entere enne entente nennen 327 Cr ate EDI Claim DEET 329 EIN 330 5010 Technical Setin 8 ciutat D Dg 335 A sed O D t DR eI 336 Contents vii O aie alan ethers Ane her ni 336 User Interface Location 3 nnne rtt oer n rr E eir PEE ds 336 ele 336 Payments Refunds 339 Payments R funds M in Screem scisccssccssc esipsssascesescessteiscesceviseess EERSTEN 341 Single Resident PA Men ilatina e eege Eecher 343 Add New Lime victor id seen 346 Batch Payment and C A oli DUI 347 Working with Saved Batch Payment Sessions nn 352 Add New Line Batch Payment 2 42 08 2248088208 58285 ree essen sts 354 Customer Credits otto 355 Lookup Transactions 5 enne besten mm DURER ODE Reed 358 Overview of 835 Electronic Remittance Advice Import 359 Payments E EE 360 Browse Payments From B38 occ nennen eene en eene eerte tener
195. eader for a description of each area To Edit a response highlight the box indicated and double click to add or backspace to delete a mark 6 Click Blank to produce a blank 672 form to use as a worksheet if needed If a resident does not have an open assessment the program will look at the most recently closed MDS assessment Highlight the newly created census form and if needed select one of the special options listed below Edit Res allows users to Edit F Tag information on each resident See Edit Res 180 WinCare User Guide User s Guide Edit Tot allows users to Edit F Tag totals re calculate all totals and click Save See Edit Tot Replicate copies the original and enables changes to be made prior to the generation of the report See Replicate F Tag Report enables the selection of F Tags to include in the report See F Tag Report Some of the 672 items cannot be answered from the MDS assessments and require manual entry 1 2 Edit Res F100 Bedfast all or most of time F110 Documented psychiatric diagnosis partially answered by the MDS need to manually check for a primary or secondary psychiatric diagnosis F111 Dementia partially answered by the MDS need to manually check for a primary or secondary dementia or organic mental syndrome diagnosis F113 Of the total number of residents with behavioral healthcare needs how many have an individualized care plan to support them F114 Receiving health r
196. eat the steps 9 12 for each part of the sliding scale The key is to enter special instruction in the Comments field of the Sliding Scale that is listed on the Medications screen Enable the Sliding Scale to be separated from the rest of the non insulin related orders by the following steps 1 2 3 Select Reports from the main WinCare Control Panel Click Printer Setup from the main Reports screen Select the MAR tab and check the option Insulin Med s on New Page This step must be completed for each computer that will print MAR reports Print the MAR Track Specific Type of Medication Follow the steps outlined below to track a specific type of medication in the WinCare program Print MAR 1 2 3 4 au Open the Reports module click the Summary Reports 2 tab Check the box for Medications by Resident and click Print Click Select by Trade name Click Select from List This list is all the medications that current residents are using Click OK select the printer you wish to use click OK again This will print a report that lists which residents are using which medication Print this report by selecting the Print MAR button from the Medications screen The number of days included on the report depends on the days specified in the MAR section of Printer Setup that is accessible from the Reports module Click OK to send the report to the printer The MAR is adjusted to reflect the order WinCare will
197. eck box for Limit List to only those with UB04s created for this period is unchecked The large text box on the right will display the bill date and payor name for all the UBO4s that were ever created for the selected resident Use Search For to find a resident quickly by entering the name or admission number into the field The method must be selected at the lower left corner corner in the Resident Selected By section Highlight the desired UB04 and click Edit to open the UB04 form screen See UBO4 E Leg Ust to arty geng sa UBMs cendi a pe a cxx el Renderi Selected By Let Name C Aiman Number La En UB04 Claims 319 The UB04 form is displayed in four tabbed sections which are available by clicking the tabs on the top of the screen The notes at the top of the screen will list any problems found when the claim was created that would prevent it from being electronically transmitted The notes are updated when Check For EDI is clicked Patient Info Codes Creation Messager riy change when created gingen Checks Updated when Check For EDT Button n pressed 3PUN MAN 1943 Osten Dae em IAE et ne aan Check For EDI Demi pue Gel e Charges 320 WinCare User Guide User s Guide Lieser Messager Ort charge han created wire Checks Updated when Check For EDT Button n pressed u HOCS MOO2 MODA 5 kd a kd RUGS HIPPS MOD MODE Rae Serv Date Serv Ure Total Owpes Non Covered
198. ected from the cloud server To reconnect and be back where you left off you must enter your password and click the blue button with the white right arrow A RemoteApp wr Windows Server Special Settings Instructions for Cloud Usage 454 WinCare User Guide User s Guide MDS transmission files should be created from the workstation that transmits the files to the State Users that create the transmissions from that workstation need to have the transmission file folder set to that workstation s local drive If you were using WinCare not in the cloud previously then the transmission files were being saved to C WinCare Upload so you will want to set it to the same folder To set the folder go in to Utilities Facility MDS 3 Options and set the Submit File Path to the workstation s folder In the cloud the workstation can be accessed using Wtsclient so if the files need to be stored in the workstation s C WinCare Upload folder you would set the Submit File Path to tsclient C Wincare UPLOAD MDS 3 0 Options gt p Section Completed Checks be ze F Alem Test Submission Files mug Altos Section G ADL Suggestion ADL Setup Regale DLL s Completenet Check Mode b xr Use bied Completeness Check Heb Dv The WinCare Support team can assist in making this setting The Cloud server has a printer called PDFCreator which allows all reports to be previewed and you can use Save
199. ed First Name Required Admission Number Required Payor i e Therapy 420 430 440 i e Therapy GP GO GN Required for Therapy CPT Code Ancillary Code Required as needed as needed as needed not imported Date of Service Required for therapies this can be used for the minutes Visit count for the day Units Required not imported not imported not imported not imported not imported not imported not imported not imported 473 Contact Information Contact Information Mailing address Physical Address Sales 1 800 423 1083 SAM 5PM M F E mail info WinCare com Support 1 800 889 2349 24 7 E mail support WinCare com Fax 1 541 776 3304 Website http www WinCare com WinCare LLC P O Box 39 Medford OR 97501 0241 WinCare LLC 11 North Peach Street Medford OR 97501 2639 Index 5 5010 Technical Settings 335 A A R Adjustments Journal Bad Debt Account No 394 A R Aging Detail 392 A R Balances by Client 392 A R Recap By Payor 392 A R Reports 387 A R Reports Main Screen 389 A R Setup 283 A1 Face Sheet One 47 A2 Clinical Face Sheet Two 48 A2 Diagnosis ICD 9 amp ICD 10 50 A2 Integrated Face Sheet Two 49 A3 Face Sheet Three 57 A4 Integrated Face Sheet Four 57 Account Activity and Trial Balance 394 Acuity Monitoring 183 Acuity Payment Level Level of Care 414 Add 136 Add a Drug to t
200. ehabilitation services for MI and or ID DD F118 Rashes F142 Who use non oral communication devices F143 With advance directives Access this screen to edit F Tag information on each resident currently assessed or being assessed in the facility by the following steps 1 2 3 6 Click the Edit Res button from the CMS 672 Census screen Click on a column header for a description of each area If the information is no longer current double click in the field to add or remove a mark WinCare will automatically add or remove a resident s name based on admissions or discharges from the last generation of the report The entire form with listed F Tags can be viewed on the screen by using the scroll bar Users can print this worksheet by clicking Print The 672 worksheet will automatically refresh the resident list each time it is generated to reflect a current census CQI 3 181 Edit Tot Total Access this screen to edit F Tag information on each resident currently assessed or being assessed in the facility by clicking the Edit Tot button from the CMS 672 Census screen CMS Census 672 Totals View z E Medcatons G Other D Skin Integrity E Special Care C Mental Status A Bowel Bladdes Status rs o e ndr oF external Catheter Ce i we naing a external catheter on don Jocanonaiy or bequently content of bladder Lec atonally or hequently ncorfinent of bowel Ye nerd satten biside tuning prog e rd venite b
201. el of care by clicking the Set Payor APL button Select the appropriate care unit from the drop down list under Care Unit Enable the checkbox for Part B eligibility and select the resident s Part B Payor if applicable Enter the Medicare Day if the primary payor is Medicare Part A Edit a room selection by one of the following methods Use the scroll bar to find the appropriate number Enter a room number in the Find Room field Select Show Occupancy to display the word vacant if the room is currently unoccupied in the list If the room is occupied the resident s admission number will be displayed next to the room number Click Save to save the record and return to the Change of Status screen Admit 37 Set Payor APL Acuity Payment Level Click the Set Payor APL button from the Add or Edit COS screen to change the primary payor or acuity payment level assigned to a resident When the primary payor is changed on this screen the code list at the top will change The resident s payors need to be added on the Admit Payor screen before they are available for selection The RUGs Group by MDS Assessment is filled in automatically If the RUGs score for a resident appears incorrect the MDS assessment must be edited to prevent billing for a rate that does not match the assessment Acuity Payment Level Selection To change the payer select the payor first then select an APL inthe bt The OS button vl en ae 1 Select a pr
202. eld and entering the desired number A change is global and will affect all residents in the current census Click the Exit button to return to the MAR Setup screen Utilities 233 Routes of Administration Physician Codes The screen will allow the user to enter Routes of Administration in addition to the routes included with the WinCare software Access this screen by following the steps listed below Click Routes of Administration from the MAR Setup screen Enter the name or abbreviation per a facility s policy and procedure and click Add The add screen allows free text typing and will be displayed wherever a routes drop down list is available on the screen in the PO MAR module Highlight a route and click Delete to remove the item from the list Click Exit to save and return to the main MAR Setup screen The screen allows the user to enter a physician code that will provide a report on the types of orders Access this screen by selecting the Physician Codes button from the MAR Setup screen PO Codes Ei Meat annt Click Add to enter a new physician orders code in addition to the codes included in the WinCare software From the Add screen a text box will activate enabling the user to type in the abbreviation A user can type the full name to print on the report rather than the abbreviation Click OK to save the new PO Code The new code will be displayed in the PO Code list Click
203. en you can enter the transaction number into the Check Doc 8 field The payments by default go into the Default Checking Account which is set on the Facility Data screen in Master Files Ifa payment needs to go to another account select the other account in the Account list Enter the Total Payment Amount As payments are applied to the invoices listed on the lower screen the Paid On Invoices amount will go up and the Amount Remaining to be distributed will go down The amount remaining must be zero before the payment can be saved 350 WinCare User Guide User s Guide Now you are ready to distribute the payment to the Invoices on the lower part of the payment screen If a Resident or invoice isn t available to accept a payment then one can be added with Add New Line see Add New Line Batch Payment Payment Distribution EE Pamen Mowe e f eatin OS DO 28 00 Pav nent 0 00 4266 78 2281 Payment 5 42 5782 05 578205 5762 05 Payment 20 00 236 38 236 39 171 Payment 65 39 an cal I an en For each Invoice listed enter the amount being paid for the invoice from the payment You can click in the Payment field on the invoice line and type in the payment amount or if the whole invoice is being paid you can click on the mini button between the Payment and Memo fields You can enter a memo for each invoice 1f you wish The Balance for each invoice will go down as the payment is d
204. ent 362 Print Report Payments From 835 essere eene rennen eene trennen 363 Apply Payments from Selected File Payments From ND 365 View RE ota gne epe batis iae eibi 369 View Already Applied Payment Files and Logs nennen een eene enne 370 Adjustments 373 Adjustments Main Screen iiie tte ie erp t rie es prt sa 375 New Manual Adjustment 2 neigen sn 376 New Census Change Adiustment esee neret enne nennen trennen ne en nest eee enne enne nns 379 Sample Adjustments EE 381 Retroactive Change in Medicaid Recipient Lab 381 Retroactive Change of Payor E 382 Reverse an Invoice tia 384 AIR Reports 387 A R Reports E AAA OO 389 Report Opos nano ee 390 Census Billing Estimate Summary sees eene enne ener tenere 390 UBO4 Prnter Setup 2ER ko ER ebenen 391 Statement Options ene 391 A R Balances by Client 2 2 2 Karen 392 A R Recap By Payor chases Reis alk alin E Rae eI RR I 392 AIR Aging Detal unse eis HER ee eS Sa 392 Specify Aging Buckets ini Rh eel oats 393 Revenue Journal eit ai fal oa eas R tel a ann ERIS 393 Billed Ancillary by Charge Code sees eene nennen rennen 393 Medicare Adv Charge Summary For Year 394 A R Adjustments Journal Bad Debt Account No uusseessessnesnnesnnesnnesnnnnnonnnensensennnnnnnennnennnn 394 Account Activity and Trial Balance sess nennen eene ene 394 Expired Authorization Setup 394 Balances
205. eports Options displays a screen that lists features that can change the default settings for reports See Report Options Print UB Claims will enable the selection to print UB04s for all or selected residents Print NC Share of Costs California facilities only prints the record of Non covered services for each resident who has non covered SOC ancillaries entered in the period This report does not preview and it prints to the default Windows printer Exit will return the user to the A R Control Panel screen Report Options Select the Report Options button from the A R Reports main screen to enable customization of several of the A R reports Census Billing Estimate Summary The program displays and prints this report without dollar amounts by default Checking the Print Estimate Dollar Value checkbox enables the program to print the dollar value on the report Lern Detal and Summary F Part f oege Dois Value AIR Reports 391 UB04 Printer Setup Access this screen to select a printer from a drop down list of available printers in order to print the UB04 forms by selecting the UB04 Printer Setup button Follow the steps below to select a printer 1 Highlight the desired printer from the displayed list under Choose Printer 2 Click Select and the highlighted printer will display in the Selected Printer field 3 Click OK to save the entry and return to the A R Utilities screen An additio
206. equency Porte Per sl tion Times Every Day at 2090 been pima wf Category zi Esc Za lge RARA el Add a new treatment by selecting Add and typing the treatment in the Treatment field Click OK and return to the main Treatment screen The new treatment will be displayed to enable the completion of the remaining fields If the D C date filed was utilized for a treatment WinCare will x out the dates after the D C date it appears as X s on the print out but it does not automatically remove the treatment from the PO and Treatment record and the treatment will be completely removed at the beginning of the next month The date can be added with a forward slash mark i e 8 01 2004 or utilize the calendar by clicking the drop down box The printed number of days depends on the days specified in the MAR section of Printer Setup in the Reports module Click OK to print To erase the existing or edited times listed in the grid click Clear Times in the Administration Times screen There are additional options at the bottom of the main Treatment screen The Treatment Record can be printed from the treatment screen or from the Reports module In addition it may be printed as a combined report When the Treatments or MAR Treatment are printed from this module WinCare provides two prompts the first is a Windows Print screen and the second screen is to supply a date for the report Click Add Std Treatments to include the standard t
207. er Tom en 900 00 11103 33139444 Lage otn Name Prone esa Summer 776 88 Mecki Pra Aufhonz son matar Medicos Been dengen Animo d Berea Type dea Redutertalon 3 y Dei Miegt e Zorn Enectve Date ba 00 50 43 zl 1 Enter the liability amount in the Monthly Amount field 2 Select the Effective Date A date in the future can be entered and the liability will change on that date 3 Click Save to return to the previous screen Admit 69 Prior Authorization Information TAR Information Medicaid Medi Cal Authorization numbers are tracked on the Medicaid Liability Screen The section is called Prior Authorization Information for all states except California where it is call TAR Information The functionality is the same for all states When a UB claim is created if a Medicaid Medi Cal authorization number is required by the state WinCare looks for the number on this screen Prior Authorization Information TAR Information The Authorization Request shows the most recent Authorization number received A historical record of TAR numbers is kept in WinCare to view the history or to add a new Authorization Number click the 70 WinCare User Guide User s Guide Prior Futforizabion History Fues Trough TAR D TRF lp iy D RE ES To Add an Authorization Number click Add then enter a From Date Through Date and Authorization number Authorization numbers are not allowed to overlap
208. er s Guide Edit Paying Agencies Highlight a desired payor and click Edit to view or change data that was previously entered for either a pre defined payor or a payor that had been added by the user Click Completeness Check to allow the view of a text file that lists all missing required payor information Reset Billing Rules to Defaults for All Payors resets all Payors to use their pre defined Billing Rule Set as originally shipped by WinCare Copy Medicare APLs to APLs for this Medicare Advantage Payor If you have added a paying agency that is a Medicare Advantage payor you can select the payor and click this option to copy all the Medicare APLs the selected payor This adds all the RUG levels as APLs Click Exit to return to the Master Files screen Change the default selection for each receivable or revenue account from the drop down list The account numbers should be Edited at the time of the Program Setup Accounts Receivable displays the default receivable account Advanced Billing Accounts Receivable is used when bills are sent a month in advance of provided services Level of Care displays an acuity payment level for the selected payor Ancillary Revenue Account is used for recording ancillary revenues Ancillary Contra Revenue is the offset revenue account for adjustments made in the Ancillary module Census Revenue Account is used to record room and board revenues Census Contra Revenue Account records the acco
209. er than the last 9 Select the appropriate code for the Release of Information and Assignment of Benefits to set the options globally for all residents 10 Default Billing Address for New Admits is set to Responsible Party If changed it will affect all residents 11 Allow Adjustment Invoices to be created dated in the period of the adjustment 12 Start of Current Fiscal Year allows the selection of the Fiscal Year for beginning balances on GL reports 13 Start of Current Fiscal Year the date of the start of your current fiscal year used for reporting 14 Use Phoenix Accounting Link is for information only it is set by WinCare Technicians if Phoenix Accounting is linked to WinCare Note about Medicaid Recipient Portion Pro Rate Pro Rate Monthly Yearly and yearly 365 A per day patient contribution is computed as follows Monthly Monthly Recipient Liability days in month Yearly Monthly Recipient Liability 12 days in the year Yearly 365 Monthly Recipient Liability 12 365 Eg If Monthly Recipient Liability is 300 and there are 30 days in the month and they select prorate monthly then 300 30 10 per day If they are there for 5 days they pay 10 5 50 For Pro rate none they would pay the actual per diem for that Medicaid APL until the Medicaid recipient liability is met 438 WinCare User Guide User s Guide RA 835 Options Options for the 835 Remitance Advice Aussee Zc ertrert Osten bo SIP
210. er to send for a physician s signature This procedure is utilized to note orders received during the month via the telephone It also prepares a sticker to apply to the MAR Use the Avery Label 5663 for the clear sticker for the MAR sheet Appleton Harriet a S Adm No 97033 A emm pu Sywheonize AB to Last pen wsos Ca Breet an Veteghene Orders Report Click Sync and double click which order s date that are to be mapped WinCare includes all orders on or after the sync date by start date To print new orders if the user is unsure which are new and which have been printed already click Reset for that category Enter the print date which will capture all new orders Using Avery form 5663 users can print clear labels Apply the labels to the MAR sheet This prevents reprinting of the MAR until the end of the month WinCare users can also print a MAR Physician Order style sheet with the new orders and attach the orders to the resident s chart A general heading is displayed on the Telephone Orders Screen that says Print records dated on or after along with 4 categories that allow users to update the following orders medications treatments physician orders and lab orders Telephone Orders Report Telephone Orders 1 Print new Physician Orders without replacing the current orders by highlighting the orders and clicking Telephone Orders Report Remove the printed sticker and pla
211. ered in this section will be included in drop down fields on the face sheet 2 screen Graham Emily ef Select Category for this Entry Physicans Insurance Camon Pharmac Other Search Dentats Mortuanes Tramportation NPI Mosptals Churches Labs Ropy Lan Mamo Fust Mamo Midde Mamo Grs bom End Tate Ponton MD Street Adder Car State Ze Code 3100 State Street Medio d oR wo Address Line 2 Emad Adder Phone 1 Dar Phone 2 Might Phone 3 Pager zl FAX 541 234 0587 541 234 8705 541 234 4301 541 234 1234 a Physician UPING FIN Tee scil AAA HIH 132837 1593454394 1 Enter the Physician s last and first name and other data as needed 2 Spell Checking is available for the Comments section 3 Enter the Physician s NPI number Phone Book 221 Integrated 1 Enter the Physician s last and first name and other data as needed 2 Spell Checking is available for the Comments section 3 Enter the Physician s NPI number The Internet Update button will access the NPI Registry and attempt to find NPI number If Internet Update doesn t return the correct results then the Search NPI Registry button will open the NPPES NPI Registry website in your web browser you can search for NPI numbers at this site 4 Click Save to save the entry and return to the main Phonebook screen 222 WinCare User Guide User s Guide Add Edit an Insurance Carrier Access the Insurance Carriers screen by clicking the radio button next to the insurance carr
212. es Use MPAF for PPS Assessments AA8a 0 AA8b 1 5 7 8 Use MPAF for PPS Quarterly Assessments AA8a 5 or 10 AA8b 1 5 7 8 Use Section S with MPAF PPS Assessments State Specific Use Section S with MPAF PPS Quarterly Assessment State Specific 244 WinCare User Guide User s Guide State Std Options Some states use a non standard quarterly assessment form In these cases define the quarterly in WinCare 1 Click the radio button State Std Options 2 Click Set Options to display a screen that lists items available to add to the selected assessment The items can be selected either by clicking Select All Deselect All or by clicking each specific item in any order for selection 3 Upon completion click Save Use Other State Qtrly AA8a 5 AA8b 6 if it applies to your state Select the option that applies otherwise ignore this section For explanations on what each selection means see the explanations under Partial Quarterlies Some states use special assessments where AA8a 0 These are non standard assessments In this case the user will need to tell WinCare which sections are included in this assessment Click Set Options for the quarterly assessment Some states require either Section T or Section U or both Some states require quarterlies to have RAPs The Asmt Start Date for Transmission should only change in rare circumstances If an assessment is created before it should be transmitted to the sy
213. esapy Martos PT EVALUATION me the MDS ee Type of mee FT Mond Cit 3 ection PI Fer MCPCS 37001 D I Therapy Minutes Units Total Minutes Treatment Diageo Ds View ICD 10 Ir 7 SALMONELLA PNEUMONIA Add a record 1 Click the Add button Enter the visit date and time and type of service The type of therapy and HCPCS and modifiers are filled in automatically by the ancillary definition These fields are non editable on this screen Enter the therapy minutes and units unit 15 min 5 Select the treatment diagnosis from defined diagnosis code that was entered on face sheet 2 A2 Both ICD 9 and ICD 10 diagnosis codes can be selected 6 Click OK to save the record and return to the main Therapy Notes screen PO MAR 103 Edit a record by highlighting a previously entered record and click Edit to make changes Highlight the record to be removed and click Delete Print records by clicking Print Selected or Print All to print all the notes for the selected resident To select multiple notes hold down the Ctrl key while left clicking on the desired notes to select multiple notes Special Note for Integrated Users Therapy notes entered in this section automatically create an ancillary record in the Ancillary module The visit quantity issue date and charge code fields are non editable on the Ancillary screen if that information has already been entered on the Therapy Notes screen WinCare allows up to 4 m
214. esults go to the Admit Module and click Physician Visits The Physician Visit Tracking screen comes up The box at the top of the screen shows a list of all scheduled visits past and future When a visit is selected the bottom part of the screen shows results of the visits On this screen you can Add Edit and Delete visits i Phpucias Scheduled Date of Appontment Gasham Les 0304 2014 1200 AM Results Progress Posted 03 04 2014 09 15 AM Mo change ence Rast wet Change Statu Mo significant change a sen of virt esi Es Dente tw To schedule a visit click Add by default the physician is set to the resident s attending physician The physician drop down will allow you to select any physician from the Phone Book If a Transportation service is being used this can be set the list os also populated by what is in the Phone Book s Transportation section Then you can set the appointment date and time and enter a reason for the appointment S NIE Traraportation Appoiniment Date and Time Dtm REN E gt 224 1200 4M Neasen las appoeniment H Nest Proges a 0 Mo segesiscanit change es result of wit 0 Oge to eders coro plan o zeen o plan ocomed Other 60 WinCare User Guide User s Guide During or after the physician s visit go back into the resident s Physician Visits and edit the scheduled visit filling in the Results Progress and selecting if a Significant Change has occurred If a significant change
215. ew Census Change Adjustment 379 New Manual Adjustment 376 Notes 169 Nutrition Labels 198 O Other Resident Information 119 Overview of 835 Electronic Remittance Advice Import 359 P Password e 257 Patient Transfer Notice 65 Payment Options 439 Payment Sources 267 Payments From 835 360 Payments Refunds 339 Payments Refunds Main Screen 341 Payor Definitions 401 Payor Groups 333 Payors 71 Pharmacy Tab 193 Phone Book 217 Phone Book Main Screen 219 Physician Codes 233 Physician Orders 90 Physician Orders Tab 191 Physician Taxonomy Codes 426 Physician Visits 59 Physicians Orders Std 229 Pneumococcal Vaccine Booster Checkboxes 101 PO MAR 77 PO MAR FAQs 104 PO MAR Main Screen e 79 Policy Forms 27 65 Pre Admit 23 Pre Admit Main Screen 25 478 Index PreScreen Main Screen 21 Print Export Options 219 Print MAR 86 Print Report Payments From 835 363 Print UB Claims 397 Printer Setup 189 Prior Authorization Information TAR Information 69 Problems New 115 Prog Set Info 279 Progress Notes Main Screen 171 Psychotropic Drugs 84 R RA 835 Options 438 Rate Detail Medicaid 419 Rate Detail Medicare Part A 418 Rate Detail Private Pay 416 Readmit Prior Resident 44 Receivables Accounts 406 Receiver 331 Recurring Ancillary Charges 298 Reentry Integrated 40 Registration
216. f reports Master Files contains settings and data for the facility MaxeCase Optimizer a WinCare add on to Optimize facility RUG scores Census Change turns red when and admission or discharge occurs at another workstation Clicking the button brings up the Current Census screen showing who was admitted or discharged and clears the red color on the button Switch to Outpatient Mode an Add on module to do outpatient billing Help displays a menu which includes User Manual System Requirements and Release Notes First Open Period displays the first billing period that is open Working Period allows the selection of an open billing period to be used as the default for the Integrated billing modules WinCare Control Panel 15 Screen colors for resident status The screen color is used to identify the current residents status as Admitted not in the facility on a temporary leave and discharged They gray screen identifies the resident is currently an active resident in the facility ana aloe raw 2j aa e ws e er ar E 7 Moo e When the resident is still active but out of the facility the screen changes to yellow Integrated Only The change is made by doing a temporary discharge Residents who have been discharged from the facility have a green screen 16 WinCare User Guide User s Guide Resident List To view the Resident List click the down arrow to the right of the res
217. f you want to print for all residents in the facility then another way to do that is to click Print All Residents instead of going to Select Resident Set then print 211 CHAPTER 17 ResTrust In This Chapter ResTrust Main Screen 213 Reports Resident Tuer 214 Enter Bank Interest cccccccccsssssevssccccscecscvveeccesenseens 214 213 ResTrust Main Screen Access this module to track the deposits and withdrawals of residents personal money by selecting Resident Trust from the Admit main screen or by selecting the Res_Trust button from WinCare Control Panel Roeskdent Trust Alexander Tom A gi Adm No 904 Tye Date Ime Note Amourt Balarce ARTE L 1 25 2005 12 Depor 100 0 100 0 137 Hasen 1338 Sig Cream 5 0 gan or 13 Dep sic H 5 4 aiio TV yu tie 4 Maganne Sutoopton x i Ero geg y H gt B J Reports Ai Dres Resterna Jarras y Master from Date To Date Pepot Date 1113 2008 v 1 2 7 20 Update Enter Bank interest 1 vugteie ot Meagt e Fe ere garen Comp chensive B For Denim Above For AB Residente m 1 Click Add to unlock the fields in the grid and make a new entry 2 Select a transaction type from the drop down list in the Type column 3 Type a description for the transaction in the Note column 4 Enter the transaction amount in the Amount column 5 Balances are calculated when the user clicks in the Balance field and placed into the history of the account
218. face sheet CHAPTER 7 PO MAR In This Chapter PO MAR Main Screen 79 Medications E 80 Treatments ita ia 88 O se ee es EE 89 Physician Orders ettet eee 90 Lab Orders enge RB RR EET 91 Telephone Otders 5 e el 92 Dietary ipae a 93 Diabetes Dita a Eire A 94 Allergener eee e eee 95 ltd Balance aria rinda ino 96 Nee Bet CN 97 Hemoglobum Hematocrt eene 98 IMIUNIZAtIONS oooccccccnnnnnnnonononononononononononononononononononononononos 99 Therapy NoteSuican ii inde ir 101 PO MAR IPA OSes oie ee cedro nia EE 104 77 79 PO MAR Main Screen Select the PO MAR button from the WinCare Control Panel to access the module that contains specific sections in which to enter medications treatments etc The physician orders are automatically generated when this section is completed Routes of Administration must be set up in the Utilities module Note that WinCare s suggested administration times may not be the same as facility policy and procedures and may be changed Standard orders are not included but can be added including additional routes and frequencies in the Utilities module 80 WinCare User Guide User s Guide Medications Access this screen to list medications and define the administration by selecting the PO MAR module from the WinCare Control Panel and clicking Medications from the PO MAR menu screen Allergies are shown in Red 2 m Umea el piane fe Allergien 1o Tape Sette So
219. fined in the Chart of Accounts WinCare recommends that users use this function for verification prior to closing a period 1 A message will appear to ask for confirmation whether to proceed with the check or cancel the process 2 This process is completed internally for the user and upon completion a message will display confirming the status of the accounts Create First of Period Census Records for Period Past Working Period Select the Create First of Period Census Records for Period Past Working Period button from the main Billing screen to create census records ONLY for the period following the working period to enable the user to bill for all residents or individuals without closing the previous period The following confirmation messages will be displayed after clicking the button Warning You should not perform this operation unless you are satisfied that the census ex 03 31 05 is accurate Residents present in the facility on this date will be marked as want to present Continue Are you sure you want to create census records on ex 04 1 05 is correct Billing 307 Create First of Next Period Census Records Select the Create First of Next Period Census Records button from the main Billing screen to create census records for the period immediately following the last open period only This will allow billing for residents without closing the previous period The following messages will appear Warnin
220. from the Printer Setup screen to view the following items needed prior to transmitting the report Install fax software on the computer The Fax software will automatically install printers that an application including WinCare uses to print the report The fax software sets the protocol to fax the report to the user s selected destination A fax modem and an analog phone line or access to a shared fax printer on the network is required Select a Fax Printer 1 Click Printer Setup Click the Pharmacy tab Select the Fax Printer from the printer drop down box Pep p Print the pharmacy report and the report will be faxed directly to the pharmacy Access this screen to determine the settings that affect the MAR reports by selecting Printer Setup button from the Reports main screen and clicking the MAR tab Printer Setup Treatment Behavior Pharmacy Phys Oeders Stick TeapCand Genet MDS Cue MAR MAR Troament MAR Report Porter Phase 40007 mnipool Met l vob andecape Y Vertical bars Disch keen z2 re CR Y PAN on now page Comments page Y iman Mod on nem page Number of dap 71 Y Expanded Frequencies Y Lad ems on Mask aliens Dsagnesis code belime medien Des dis ri der cota mih ger sian Use 4 Tas Demers bos rem mech ann Y Part footer on fiit page oniy The MAR report print portrait but this screen offers the option to print landscape WinCare prints horizontal bars
221. fset State HTH 41005 SNF Routine State EI 41027 SNF Routine Offset State 4CF ale nn D D Al Al Al Al Al Al D A A L Z Al Al Al A RI Al A RI RI A Ane 406 WinCare User Guide User s Guide Delete Fiscal Year Deletes the Fiscal Year that is selected on the screen and its balances Receivables Accounts The Receivables Accounts screen let you assign receivable account number by Care unit and Payor Each Care Unit and Payor combination can be assigned their own Receivable account numbers if desired The default values come from the Payor Definitions The Edit screen is shown below T d The Receivables Account No and Receivables Copay Account should be the same account number In the future the program will be updated and the Receivables Copay Account will go away on the screen and everything that refers to it will look at the Receivables Account No instead Master Files 407 Billing Rules Sets Billing Rules Set CC Add New Pant B Bling Pide Set Name PAE Rule Set D Mo mi anie Medicare A Standard Macicare Advantage Man Medicare 8 Standard d Private kappen Private Pay Pros A Started Reset to Dela Billing Rules define how an invoice is created for a payor when it is the Primary or Secondary payor on a claim The rules also define how the UB04 is created WinCare comes with some pre defined Billing Rules for Medicaid Medicare Private Pay
222. fund information for residents You can filter by resident payor dates and transaction types invoices payments refunds A listed item can be double clicked to open a detail screen or selected and click View Details to get the line detail of the selected item um engl AR Payments Refunds 359 Overview of 835 Electronic Remittance Advice Import Overview Most Medicare and Medicaid Medi Cal Fiscal Intermediaries provide an 835 Electronic Remittance Advice file to report what claims were paid or not paid and why not If the Claim File 8371 is created in WinCare and then transferred to the Fiscal Intermediary the resulting 835 ERA file can be imported into WinCare and used to create payments and adjustments to residents invoices The 835 ERA files can be imported through the EDI module or the Payments Module The 835 ERA can reside anywhere on the workstation or network and be imported through the EDI Module To import an 835 ERA through the payments module the file must be located in the active ResponseFiles folder Electronic Claims Folder Locations WinCare uses the HIPAA folder off the Data folder for storing the Electronic Claims files Inside the HIPAA folder is a year folder i e 2008 or 2009 which stores the file for that year The year folder i e 2009 has the EDI transmission files that are sent to the Medicare and Medicaid Medi Cal fiscal intermediaries The NotForTransmission folder in the
223. g You should not perform this operation unless you are satisfied that the census ex 03 31 04 is accurate Residents present in the facility on this date will be marked as present on ex 04 01 04 Continue Are you sure you want to create census first of period records on ex 04 01 2204 is correct Export Period to GL When the WinCare Financial GL software is being used the selected period is exported directly into the GL Otherwise a txt and csv file are created that can be imported into most GL packages The csv file is comma separated and has the Date GL Account Number Debit amount and Credit Amount The created export file is placed in the data folder Close Period Select the Close Period button from the Billing main screen to close the current open accounting period Prompts will display to remind users to check and verify census records and UB92s prior to the period close Payments can be applied to open invoices at any time WinCare recommends following the steps below when closing a billing period 1 Check and verify that all census records for the open month are correct 2 Update all bills and view the billing log for any items that need attention 3 Create and verify UB92 bills for errors or warnings that must be corrected Click Close Period to display a prompt asking for confirmation 5 Upon completion the user may click the Exit button to return to the WinCare Control Panel 308 WinCare User
224. haracters 3 Enter a Social Security number for the resident This number may be entered with or without dashes If a resident does not have a social security number a dash or NA must be entered 4 Enter the Last Name and First Name for the resident Middle Name is optional 5 This field is pre filled with the system date but may be edited by typing in the desired date The date may be entered in mm dd yy format and will be converted to the format ex Feb 24 2005 6 The Admit Time field is pre filled with the system time but is editable by typing in the desired time 7 Select a Room Bed from the drop down list under Room Bed The status of the room is displayed vacant or occupied next to the room bed number 8 Select a Care Unit from the drop down list under Care Unit Assignment The list is populated with the care units that have been defined in the Utilities module 9 Click OK to return to the Admit main screen Admit 45 Delete Resident This option will remove the resident permanently The program means what it says 1t 1s irreversible all records are erased they CANNOT be retrieved WinCare recommends keeping records on deceased residents in the database for seven years or as determined by state or federal regulations 46 WinCare User Guide User s Guide View Census Stats Opens up the Current Census screen with the current census status for the day Shows the Admits and Discharges for today and yester
225. hat is used to control access to the RAP and CAA sections of the MDS XP Pro AppData WinCare C Documents and Settings username Application Data WinCare Vista Windows 7 AppData WinCare C Users username AppData Roaming WinCare Help files These files include the User Guide and MDS Section Help XP Pro AllUsersProfile Application Data WinCare Help C Documents and Settings All Users Application Data WinCare Help Vista Windows 7 AllUsersProfile WinCare Help C ProgramData WinCare Help Spell Checker Dictionary Files User specific dictionary files for the spell checker XP Pro AppData WinCare C Documents and Settings username Application Data WinCare Vista Windows 7 AppData WinCare c Users username AppData Roaming WinCare 471 Required Windows Rights Users with limited Windows security rights will need to be granted the following rights to use WinCare Full rights to the directory where the WinCare program files are stored for temp files and creation of the Upload directory Full rights to the directory where the WinCare data files are stored When WinCare is being installed or a Service Release is applied the installer does need full rights to the Windows System 32 folder to update DLL and OCX files When WinCare starts up and prior to the login screen being displayed WinCare checks and makes sure that the user has the necessary Windows rights for the program t
226. have two different insurance details specifying two different billing claim methods then they must be sure to bill them in separate bill sub periods For example when they make the change to insurance detail 2 be sure to bill through the last day before that change thus creating two different billing sub periods 408 WinCare User Guide User s Guide Billing Rules Set Definitions The first two tabs of the Billing Rules Set Definitions screen control the creation of the invoices and the last tab control the creation of the UB04 Plan Details Page 1 Piste Table by tm E oh of Be bp Be ne ES sx sx WS ofa X fiw x fiw x PS PS x Covent Den pe Spice DO shim Jj Out of Pocket Leg Plan Details Page 2 JJ F Urkedis Medcad Use Medcad Rec Liatity and Medic and Runter Mech ad Pror Ahora Medica Pro Pale Doce I feque Pro ula Bang Metros Doce Pee Dem Wite Of Routine Arcia 17 Use Magie Rate Daly Pro File lretead of Daly Rate Plan pays Part A Copay enables the program to bill the payor instead of the resident for the copay 2 Plan pays Part B Copay enables the program to bill the payor instead of the resident for the copay Master Files 409 3 Always bill Medicaid recipient liability in full even if no Medicaid patient days are billed and even if no Medicare Part A Copay days are billed to Medicaid Medicaid must be a secondary or tertiary payor Advanced Medicaid Recipient Liabil
227. he Database 83 Add a Note 171 Add an Ancillary 294 Add an Approach 124 Add Medication 82 Add New Line 345 346 Add New Line Batch Payment 350 354 Add New User Assign Security Level 253 Add Vital Data 110 Add Edit a Note 311 Add Edit a Physician 220 Add Edit Acuity Payment Level Medicaid 418 Add Edit Acuity Payment Level Medicare Part A 417 Add Edit Acuity Payment Level Private Pay 415 Add Edit an Ancillary 430 Add Edit an Insurance Carrier 222 Add Edit Chart of Accounts 404 Add Edit COS Integrated 36 Add Edit Discharge Codes 426 Add Edit Physician Taxonomy Codes 426 Add Edit Revenue Code Item 435 475 Add Edit Revenue Codes 434 Add Edit Security Level e 254 Add Edit Value Codes 436 Additional Requirements 463 Add On Registration 273 Adjustments e 373 Adjustments Main Screen 375 ADL 121 ADL Items 237 ADL Main Screen 123 ADL Setup 249 Administration Times 231 Admission Face Sheets 47 Admit 29 227 Admit a New Resident 32 Admit FAQ s 76 Admit Main Screen 31 Allergies 58 95 Ancillaries 291 Ancillaries Master Files 429 Ancillaries Main Screen 293 Ancillary Accounts 434 Ancillary Revenue Categories 433 Apply Payments from Selected File Payments From 835 365 Approaches 118 Archive Reactivate 116 Audit Trail 255 Auto Create UB04 316 AutoCreate Manual Create UB04 Log
228. he box to bill while on leave for a temporary discharge to stop it the user needs to click Admit gt Discharge for that resident When you do that a new field Bed Hold Stop Date will appear Enter the final day of bed hold charges The original discharge date will map over automatically and then discharge the resident Temp Discharge Integrated Highlight a selected resident and click the Temp Discharge Temporary Discharge button from the Admit screen or Change of Status screen when a resident leaves the facility and is expected to return regardless of the type of payor Add Resident Terga ary Discharge Armstrong Eileen R NOTE MDS Tracking loms are not required for social leave of any length and therapeutic leaves loss thas 24 hours Dachaege Retum Acticpaled Temp Dach Date Tene Dach Time Duchage Information 728205 sl fiss Leave Type free rrIT d 8 Discharged par to completing intial arsrisment T Rendet Deche BE White On Leave 1 Prato home apt with no home heath vervces 2 An MOS Dache g rl be creed 1 The Discharge Date and Discharge Time are editable fields and are pre filled with the current system date and time 2 Leave Type allows selection of a type of leave 40 WinCare User Guide User s Guide 3 Bill While on Leave checkbox should be enabled if the billing is to be continued during the time away from the facility When this is checked the program will bill the resident at
229. he marked approaches If left unchecked the ADL activity ADL approaches and sign off boxes will appear on the printout but they will be all x d out since this option is information only The option to View and verify an ADL report is enabled if using a preview printer i e Fineprint which is available for purchase at www fineprint com 124 WinCare User Guide User s Guide If using a preview printer select the Print Preview check box to view and verify the ADL report prior to printing The ADL report can also be printed from the Reports module Add an Approach 1 Highlight the ADL Approach to be edited Use the scroll bar to find a specific item Highlight an item and click Edit Approach to make changes or click Delete Approach to remove it from the library Click Enter ADL Item to enter an item in the Approaches field that 1s not found in the ADL library The Arrow is equivalent to the Put button in the Care Plan module The item is automatically highlighted to enable the user to Edit if changes are needed The editable Start and End dates default to the system date When the start date is changed click the TAB key and the last day of the month will be displayed The prompt will always indicate which ADL category is selected The save feature works in conjunction with activating the Customize button on the right of the main ADL screen The specified date range will have sign off boxes on the ADL flow sheets Select Exi
230. he problem resurfaces users can reactivate it via the Reactivate button This saves reentering the data and users will be able to view problems that were previously resolved O How do I print a grid flow sheet for RNA A Add a problem in the Care Module by clicking Care Plan gt Add Problem gt enter your problem description or choose from the library gt click Save amp Exit Then click add for a goal for this problem gt enter the goal gt click Save amp Exit Then add all the RNA interventions for this resident what WinCare calls approaches and assign them to the RNA service Now click Reports gt select RNA gt click Print and you will get a grid flow sheet that will list RNA tasks for this resident and can be signed off Note that you can assign multiple services to the same task such as Speak clearly and slowly to resident 121 CHAPTER 10 ADL In This Chapter ADE Main Screen te ee et Reed 123 Add an Approach 124 Edit ADEL EE 124 123 ADL Main Screen Select the ADL button from the WinCare Control Panel to generate ADL records while the care plan is being developed Alexander Tom A c Adm No 904 ADL Activities Omtomire ADL Approaches Eating F tare a pala Bees GC Bathing Fo pes F ege Only o Continence P NH E Toeting G p E Moby F Evening BF Positioning e e weekly Kater AOL trem Doite ca __ Nearing ru T Vision rw Completo e f Seege ER
231. he rate that will be used on the UBO4 and generally should be the same as the APL Daily Rate 3 Click Save to save the data and return to the APL screen Add Edit Acuity Payment Level Medicaid Access this section by selecting Acuity Payment Level to enter the level of care and identified billing rates for each payor APL Code APL Desorption INTERMEDIATE Stiles Medomd Pondro Room Pate instead of UB Pie Code For Room and Bowed 10120 ADOMEDARO SE ME D Deg Pay Cosomendng Haa On Pata Data Daly Befok Day PP Sang Da Du Ben Notes 1937 120006 8006 1 Enter a required ID Code max 4 characters to identify the acuity payment level 2 Enter a Name or Description for the Acuity Payment Level 3 Enable the checkbox for Skilled to automatically fill the settings skilled or intermediate in the level of care field on face sheet 2 4 Enable Medicaid Pending if this level is to be assigned a rate specific to a Medicaid Pending status After assigning a Medicaid Pending level of care to a resident a sign will be displayed in the MP column on the resident list for that selected resident Master Files 419 5 Write Off based on a room rate or PP corresponding rate for non private pay APLs is optional and will be overridden when the checkbox to have the write off based on the level of care has been set globally on the Facility Data screen When this checkbox 1s left unchecked and the write off option on the faci
232. hen PPS assessments are closed the census is updated with the RUGs levels for billing All room and board charges are automatically generated based on the residents census when a period is billed Before Billing always review the census by printing the Census Detail report in A R Reports Change of Status Census screen MA lA MA 14 Ma lA Ma 1a Ma 1a MA 1a MA lA MA 1a MA E MA m MA m MA m Ma EI Ma m Ma The rates for the room and board are set in Master Files in Room Master and or Acuity Payment Levels Any charges other then Room and Board are entered in the Ancillaries module The ancillaries that are available and their rates are entered in Master Files Ancillaries Ancillary Charges Batch Entry screen a y E 7 7 mw Zen alas NEUREA RE EDUCATION E WV Sg wu o fos LA Lat Adited 11 28 2008 11 08 47 AM Payor 5 PPS RJ Ss l sel a el el EN Chapter 20 Integrated Overview 289 To enter an ancillary you select a resident select the ancillary enter an issue date and then tab over and enter the Qty then click Add All other fields are automatically filled out based on the the ancillary settings in Master Files and the residents census as of the issue date for the ancillary After the census has been checked and the ancillaries are entered and checked then the billing can begin The Billing module creates the invoices for the residents in the period that is being billed The Billing modul
233. herwise if this item is checked the date will not be shown Normally dates are not shown for summarized Revenue Codes as they carry no meaning unless the ancillary charges are being detailed Place 0022 entries on the claim Use this option when billing Medicare Part A or Medicare Advantage Plans Selection of this option will put the PPS RUGS scores onto the claim under CMS Rev code 0022 Generate warning message if there is a mismatch between covered days and PPS days Use this option only if also using Place 0022 entries on the claim When both options are selected this will generate a warning message in the UB Claim creation log warning of a mismatch if one occurs Report co pay in FL 39 Use this option for Medicare A and Medicare A like billing When selected the number of Medicare Co Pay days times the Medicare Co Pay rate will be entered into FL39 on the UB Claim Place admission hour in FL 13 Required for Medicare A Place discharge hour in FL 16 Required for Medicare A Record hospital stay in FL 36 Required for Medicare A Report all ancillaries on claim regardless of who they were billed to 412 WinCare User Guide User s Guide Some payors require that all ancillaries given to a resident be recorded on the UB Claim regardless of who will pay Eg Medicaid programs normally do not pay for personal purchase items yet some states require that these items be listed on the UB Claim Selecting this
234. his field Click OK Use the calendar to select the End Dates for fe Sub Penodi lor the Manual Adnatmernt you we creating Y you do be whole month f you do ret have any Changes dung be month malpie penodi for he morh Chch on fe dates on dich on the calendar below and select day 7 15 and 21 sub pesods vel be avadable tor creating roces Sub Pesod Ore Day 1 to 7 Sub Porod Two in Day 8 do 15 e Day 1619 Day 21 and finaly Sub Period Four i day 21 to the end of the morth Select the End Date for the Adjustment period and then click OK If the adjustment is for the month leave the default end date which is the last day of the month Adjustments 377 Select New and a payor screen will appear to identify the payor of the invoice and the primary payor Highlight the new invoice under Select Invoice The Invoice Date Payor Primary Payor and the Invoice Number fields below Select Invoice are pre filled with the original invoice date selected payors and the original invoice number 378 WinCare User Guide User s Guide The Invoice Detail grid will be activated to enable data entry Enter the date of the adjustment Contractual Adjustment CA indicates if subject to a contract adjustment Enter a Quantity to indicate the number of times to charge an item for the entry Enter a negative quantity if removing a charge When entering a negative quantity the Extended Price field will be displayed with parenthes
235. his information with facilities and providers to facilitate resolution of issues that detract from data quality accuracy and reliability Excerpts From the MDS 3 0 Manual Describing the Appropriate Use of a Dash Chapter 2 Assessments for the Resident Assessment Instrument 142 WinCare User Guide User s Guide For unplanned discharges facility staff should complete the discharge assessment to the best of their ability The use of the dash is appropriate when facility staff are unable to determine the response to an item including the interview items when the resident is unexpectedly discharged In some cases facility staff may have already completed some resident interview items on the assessment and should record those responses or may be in the process of completing an assessment Facility staff should complete the resident interview whenever possible However when there is an unplanned discharge it is understood that facility staff may not be able to complete any or all resident interview items In instances of unplanned discharges facility staff may dash the resident interview items and should complete the staff assessment items This is applicable only in instances of an unplanned discharge It does not apply to instances where there are resident interview scheduling issues the facility is responsible for ensuring sufficient time for resident interviews Chapter 3 Introduction to Chapter 3 Overview of the Item by Item G
236. hor Ra T Dep Pre Pup Commperdrg ae Bei um sum im x oin wb sm fra x celia wf f ox Cones Deyn pe Spates D I Out d Pocket Lina ES y The Add Edit Rates allows a history of Co pay rates so the correct co pay is billed for the correct billing period 414 WinCare User Guide User s Guide For Advantage plans you have the ability to have up to four rate tiers Acuity Payment Level Level of Care This section lists the level of care and identified billing rates for each payor by clicking Acuity Payment Level from the Master Files screen 1 A pre defined list of levels that link the type of care to a billing rate is displayed 2 Under Payor select a payor from the drop down list Medicare part B is not listed because levels of care pertain to room board 3 Highlight a level of care and click Edit Master Files 415 The Enter Rate Change for All APL s at Once button takes you to the APL Rate change screen This screen allows the changing of all the selected payor s APL rates at once instead of manually editing each APL rate one at a time Add Edit Acuity Payment Level Private Pay Access this section by selecting the Acuity Payment Level button from the Master Files screen The level of care and identified billing rates are entered for each payor Private Pay Pacs r em Sem Pew Room Stiles Medici Pending UB Flew Code For Room aed Bowed _ 0120 ROOMEOARD SEM e
237. hronicity of the condition Acute or Chronic Additional choices for chronicity can be added in the Facesheet Options in Utilities Non chronic conditions should be reviewed per the Physician s or Facility s policy and marked resolved when they no longer apply Exclude Medicare Part A Claims if the resident is on a Medicare Part A stay this can be checked for diagnoses that should not appear on the Part A claim Diagnoses that are not part of a Part A stay will cause the claim to be rejected 1f included on the claim Substitute Diagnostic Wording for Printing you can change what is printed on reports for the description of the diagnosis Comments any resident or condition specific comments can be entered here Admit 57 A3 Face Sheet Three Access this screen to enter responsible party and contact information by clicking the A3 button from the Admit main screen Required fields are highlighted in Red in the integrated version Alexander Tom A RE Adm No 904 G i Gei E KEE 010 783 3344 os Fees Bes Atoa ed Du ect ting wn O propa Request Y Dap te Power of Mesh Care 77 De Wat Resuci e feeding Restrictions Y Dur lge Power of Bon zeg Go Net Mospitelum 7v Medication hest ictionm Y Mmormey nd act T Organ Donation Other Treatment Restrictions Nose of the Above ren Hesadera lado Irs Dand los ary health changes and when sesi nat iebsin te cooperate eth the sall Leave mex tage om an mermg m
238. ick OK Leave the default Sub Period settings and click OK 382 WinCare User Guide User s Guide Alexander Tom A kappen The Top Ged thom pos sha the caga Censu mat You thoudd modiy the records n the pecond gd vo hey reflect the actual Census pou wah to bil fcr Click on a record im the second gid and press the Edit bution Modily the payor or level of cane or other fi ot recaer When you Mews irsshed Click on the Nest gt gt buton H you mih 80 abor Ore arte Click on the Cancel buon The screen is divided into two sections with the upper section showing a list of the existing census records for the selected month The lower section contains the census records that replace the original census records These adjusted census records will have the correct payor information so that the proper bills can be created 1 Since the census has not changed click the Next button 2 The detail screen illustrates the effect of the census change The Medicaid invoice should have the new recipient liability adjusted off and the new Private Pay invoice should have a charge for the correct recipient liability i e 100 00 is now 500 00 See New Census Change Adjustment Retroactive Change of Payor Follow the steps below to change a resident s payor from Private Pay to Medicaid for periods that have already been billed 1 Enter the resident s recipient liability amount and the date the rate will become effective into the Census module
239. ick Temporary to copy the normal diet to the Temporary Diet page Record the dietary information for each resident 3 Select each Diet Type and Diet Consistency as ordered by the Physician 4 Special notes for Diet Type and Diet Consistency may be typed in the Other fields 5 Select the type of Drinks by entering the amount of the drinks on the corresponding field for each meal time Other drinks aside from coffee tea milk and juice may be recorded on the Other Drinks field Enter the amount in ounces Up to 6 drinks per resident can be entered including the amount of each in ounces 1 Diet Nourishments or Snacks can be entered in the Diet Nourishments Snacks text field 2 Patient s food and drink Likes Dislikes Notes are entered in the Likes Dislikes field 94 WinCare User Guide User s Guide 3 Enter resident s Allergies if applicable in the Allergies field This field 1s different from the allergies section in the PO MAR module Allergies from the dietary screen print on the tray cards only and will display on the diet report in the Reports module Enter the Date that the information is prescribed for into the Date Prescribed Modified field A Cart number may also be indicated by filling out the Dietary Cart field Click Exit to save the information and return to the PO MAR Main Screen Diabetes Data This module sets up a Diabetic flow Sheet Access this screen to enter the insulin dose and blood sugar
240. ident name on the control panel een Anse Bling Ba Notes AP Atsssn en Tom A ge 1 Font Open Pesod The Integrated Resident List displays additional census information that is not available on the Clinical Only Resident List Integrated Resident List WinCare Nursing Home Zeus Arche Bling Ba Note GEI z Path 306 Der Wen Teno Dachi E THA S 2 Doan Heather L SIE SNF SAF Y 6191619 106 Frost Jacke G Dodi m ns m N MAR 16 Gara Foo L ne PPSN PP Y 7EB 436964 4B Papas Distribution MAA 3 P 12 PO Poth S ALD Fred im Let C R C Admited LAB Dach pued I Peceg Dach C Adnod Oriy C Beem C Cela C Pen CRO C Discharged Orly Sot by f Name C Adm C Fei C SSN Care Und AN Come Uate E or The Resident List displays the resident name admission number APL the primary secondary and tertiary payors SSN room number care unit then flags for Medicaid pending and Leave type hovering the mouse pointer over the column labels displays a key for the initials in the column heading The Find in List allows you to search for residents by name or admission number depending on the Sort by selected The Sort by has several other options for viewing the list The default view of the resident list is Admitted and Recent Discharged residents Recent Discharged means discharged residents since the last closed period You can also view Admitted amp All Discharged Admitted Only
241. idents which the program doesn t have enough information to schedule assessments This is normally used when using WinCare for the first time MDS 3 0 Assessments Due Unknowns Last Quasterty Date Let Date Last Herder Compeehenive Questerty Ordeal number Acmatrong Ede Mar 11 2010 Oet 26 2010 2 Besen Dan E Jan 14 2009 Oct 14 2009 3 Consors Ruth J Det 09 2009 Jul gs 2010 3 Davidson Will Jan 17 2010 Aug 15 2010 2 Donakisen Host May 22 2010 927 2010 1 gt Huey Mana T Cun nomm Cun novem Curb nomm Jormas Macha unknown unknown Cun new Kelly Evelyn M Cuni nomm unb nomm ark nomm Langiten Mane A unk nomen 7 erh nono unl nomo Levey Marge T unb nn unb nom ark nomo tLily John H cunk own unknown curi noce Mies Patch P unb nono Cubano Cuni nomm Mauren Mae D unknown unknown Card remm Powers Glenn M Conk nown unb nomm 1 Sah Posen A unknown cunk nen Curl nn Todd Lama R Conk now unknown Cuni renge Tonos Mena H Cun ncmo Cun novem Cur rengen Wesley Brien A unknown unknown Cuni now ARD Assessment Reference Date A2300 Resident Garcia Rowo L Last Comprehensive Arserament AND un own Let Quarterly ARD cun nomm Es Last Quarterly Ordinal mumbar cunknown Setup the three fields on the lower section of the screen to enable the scheduler to begin tracking the due dates for the selected resident 1 Enter the correct ARD date in the field next to Last Comprehensive Assessment
242. ier s category The carriers entered in this section will be available in a drop down box on Face Sheet 2 The fields highlighted in Red in the integrated version are required Clinical Picas Book PEMCO Insurance tuno Cartier t Edt Entry Select Category for this Entry Phyekians gt Insurance Cames Pharmac Other Search Dentats Mortui Traniportahion NPI Houp tate Churches Labs Heger Last Mano Fust Mame Middle Mamo Tithe Pouton Department PEMCD leausance Stent Albers Cty State Zo Cote 1000 Dek Grove Swie 5 Mediod OR 37501 Adios Line 2 Umad Address Phone Phone 2 Phone 3 FAX ATEM 541 TM S04 a Account Number s Cancel Seve Enter the company name in the Company Name Organization field 2 Type the address information for the Insurance Carrier into the address fields 3 Enter other Demographic Information regarding the insurance carrier as needed All other fields may be completed as needed Enable a Spell Checking option for the Comments section when clicking the button with the red check mark at the right of the Comments field 4 Enter the Account Number for the insurance carrier into the Account Number field If the account number is unknown contact the insurance carrier Phone Book 223 Integrated Phone Book Aetna Health Insurance kuer Carriers t Edit Entry Select Category for this Entry Ptyskians Insurance Camere Pharmacies Other Search Dentats Mortuanes Tran pastaton MPL West
243. iguration Files 469 Consolidated Billing 432 Contact Information 473 Continue Orders For 232 Control Panel Help Button 19 Control Panels 13 Copy 158 CQI 2 173 CQI 2 Main Screen 175 CQI 3 177 CQI 3 Main Screen 179 CQI FAQs 184 CQI Options 266 Create Batch Transmit 164 Create EDI Claim Files 329 Create First of Next Period Census Records 307 Create First of Period Census Records for Period Past Working Period 306 Create Transmit File 163 Create Transmit Files 163 Current Census 9 Custom HCPCS CPT 436 Customer Credits 355 Customize Medication e 84 D Date Values 143 Dates 160 Delete Records Integrated 35 Delete Resident 45 Diabetes Data 94 Dietary 93 Discharge 42 Discharge Codes 425 Discharge Reports 61 Discontinue Drug 85 E EDI Electronic Billing 325 EDI Electronic Billing Main Screen 327 EDI Setup 330 Edit 130 138 Edit ADL Items 124 Edit an Ancillary 296 Edit Ancillary Accounts 434 Edit Assessment 21 Edit Census Accounts 425 Edit Paying Agencies 402 Edit Res 180 Edit Tot Total 181 Editable and Non Editable Fields 81 Electronic Signatures 157 End MA Stay 38 Enter Bank Interest 64 214 Enter Prior Invoices e 283 284 Enter Rate Change for All APL s at Once 420 Expired Authorization Setup 394 Export Period to GL 307 F Facesheet Options 266 Facility 239
244. ill be effective on the date that was set unless the room is already occupied If the room is occupied the rate change will take effect at the beginning of the next accounting period Census Accounts Access the Census Accounts screen to define accounts based on the acuity payment level used by each payor by clicking Census Accounts from the Master Files screen When a new acuity payment level is added to the database WinCare automatically generates entries in this file and assigns them to default accounts View Edit the account assignments for payor or level of care by highlighting the item and clicking Edit Click Exit to return to the main Master Files screen Edit Census Accounts Edit the Census Accounts by the following steps 1 2 Select the Edit button from the main Census Accounts screen Click the drop down arrows for the Revenue Contra Revenue and Advanced Revenue accounts to display a list of accounts to select Click Apply as Shown to use the selected accounts for only the listed level To save time use Apply to all Levels of Care to apply the account definitions to all levels Click Exit to save all changes and return to the main Census Account screen Discharge Codes Access this screen to add edit the Discharge Status Codes that are displayed in a drop down field on the discharge screen in the admit module 1 Click the Discharge codes button from the Master Files screen 426 WinCare User Guid
245. imary payor from the drop down list under Current Payor 2 Highlight the an acuity payment level and click OK to save the entry 3 Click OK to save and return to the Add Edit Change of Status screen If an APL is either missing or wrong like the wrong rate the user needs to go to Master Files gt Acuity Payment Levels to make the needed changes 38 WinCare User Guide User s Guide End MA Stay When the users selects End MA Stay a COS record gets added as normal then enter the date the MA stay ended Effective Date and select the new primary payor and APL Then remaining MA census records after the end date are checked If any MA records that aren t part of a MA stay you will get this message These are MA census records that ane mot part of amy MA der and thus can not be used for bdling Would you lite to have them deleted automabcaby now Cx sl Answering Yes will remove the MA census records after the Stay End Day Note The MDS 3 Users are responsible for ensuring that A2400 A C are completed correctly on the MDS assessments Admit 39 Change of Status FAQ s O I am adding a new record and the date and time are already entered Can I change them A This field defaults to the current date when a new change of status record is created but is editable to allow the data change O I want to stop bed hold charges in WinCare after 7 days how do I do that A When doing bed hold checking t
246. inCare can be customized to make it easier to use In addition to the Allergies module it is also available in the Care Plans module Progress Notes and the RAP Rationale To add new words or abbreviations to the local Spell Check dictionary follow the steps outlined below 1 Enter any one of the spell check screens allergies care plans progress notes or rap rationale Enter the word or abbreviation 3 Click the F7 key and a small Check Spelling screen will appear Click Add and from that point on the spell check feature will recognize that abbreviation or word Admit FAQ s O We need to readmit a resident without a Social Security number A Enter a NA or a dash in the Social Security field O I need to enter more Allergy information than fits in the Allergies screen A Allergies has an 80 character limit However if more space is needed there is a work around Click PO MAR gt MAR Notes Click Add Enter ALLERGIES without quotes and then enter all allergies for this person You will have unlimited space Click Save Now use drag and drop method and drag it to the top of the list Now when printing MAR sheets the allergies MAR note will appear at the very top If full allergies needed in face sheets do this Click Admit from the WinCare Control Panel gt A3 gt Other Resident Info At the top of this free text field type ALLERGIES then list all allergies Now the entire allergies will appear on the
247. ing at one location on the network WinCare sends ADT changes to the HL7 Server program which then sends the changes to S cores S cores only requires that the Outgoing Message Processing Server be started 448 WinCare User Guide User s Guide Incomeng H Metsage Processing Start Server Stop Server e Praceta Files every 5 Second Dwectory contar incorma HL7 Messages fw NM V rE ewe Data WD Ps Sko Server O Procets Files eu 75 Second Statue Sort the HLZ ADT OUT 20120410130522001 ta to SCORES al 9 14 2012 22795 PM The green circle indicates that the Outgoing Message Processing Server is running If you need to exit the HL7 Server you must first click Stop Server to the left of the green circle When the circle turns red you can Exit the program The HL7Server has command line options To start the Outgoing Message processing use s to change the process interval from the default 5 seconds use 1 lt seconds gt i e HL7Server exe s 1 10 starts the outgoing message process and sets the send interval to every 10 seconds 449 CHAPTER 32 WinCare on the Cloud Accessing WinCare in the Cloud Requirements Microsoft Internet Explorer Remote Desktop Client version 6 1 or newer Net Framework 3 0 SP1 or greater Internet connection speed of 1 Mbps minimum A Windows 7 8 or 8 1 Pro computer meets all the requirements Connecting Open Internet Explorer Browse to https cloud wincare com http
248. ing invoice Overpaying the invoice If there are no invoices maybe the resident was just admitted and is paying an advance then click Add New Line to create an invoice to distribute the payment to Add Payment Line Care Ung Greer ast Patient Registrabon Dut Patient Cancel OK Select the resident s Primary Payor which may be different than the payor the payment is being made for Select the resident s Care Unit The care unit showing may not be the correct unit so you do need to select the correct Care Unit Select whether the services being paid are for In Patient or Out Patient Click OK You will now be back at the Single Resident Payment screen and can apply the payment to the invoice line that was just added 347 Batch Payment and C A The Batch Payment and C A screen is for taking a payment from a single payor that needs to be distributed to multiple residents i e a Medicare or Medicaid payment The screen also allows invoices to be contractually adjusted during the payment process and withdrawals and deposits to be made to the Resident Trust wn E mme Lc lli DM 8 IE IE IM 28 DD Fees NL Ke MACETAS lew Wo inv Gel irv Amount MO Memo O AA New Kal Now pick a payor and specify which invoice to include in the batch Payor select the Payor the payment is from Invoices with Balances Owing should be checked by default Invoices without Balances Owing
249. ion Vaccine Information Sheets are available from the CDC Web site http www cdc gov vaccines pubs vis http www cdc gov vaccines pubs vis The health care provider is required to record the following information in the resident s permanent medical record At the time Vaccine Information Sheets are provided l the edition date of the Vaccine Information Statement distributed 2 the date the VIS was provided When a Vaccine is given 1 the name address and title of the individual who administers the vaccine 2 the date of administration 3 the vaccine manufacturer and lot number of the vaccine used PO MAR 101 Pneumococcal Vaccine Booster Checkboxes Resident s PPV status is up to date for their lifetime check box If this is checked W3a will automatically be set to 1 when adding a new MDS assessment for this resident or when you go to Section W of an OPEN assessment In the latter case a message will also appear indicating why 1t was set to 1 Pneumococcal Booster shots may be needed check box If this is checked the program will schedule pneumococcal vaccinations every 5 years If this is NOT checked the program will use the following criteria a b c d e If Resident age lt 63 and there are no pneumococcal vaccinations on file one is due now If Resident age gt 65 a one time re vaccination is due if they were vaccinated gt 5 years previously and were aged lt 65 years at the tim
250. ion contains a description of the item activity or treatment Inventory ID Enter an alphanumeric inventory ID if appropriate Rate Detail lists the rates and their effective dates for the ancillary The Add Edit and Delete buttons are for the rate details See the Ancillary Rate screen below HCFA 1450 Revenue Code allows the user to choose a value code for the ancillary by clicking the drop down arrow to choose a value code for the ancillary Medicare Part A and Medicare Part B checkboxes should be enabled for covered items Override Part B Copay Percent and use this percent enables the user to enter a copay percent specific to the selected ancillary and override the default amount that was entered in the Facility Data screen Value Code allows selection of a code for the ancillary Entries for this field include Medicare co insurance and occupational speech and physical therapy 10 A R Revenue Code indicates an A R Revenue for the ancillary and places it in a category for billing purposes Chapter 29 Master Files 431 11 HCPCS CPT Code required for Part B Billing is pre filled with the CPT code for the selected ancillary Edit this code by clicking the elliptical button Use the search option or scroll to the appropriate HCPCS CPT code from the code selection screen and click OK to return to the Ancillary add edit screen Default Modifier for HCPCS CPT Code required for Part B Billing is pre filled with the primary m
251. ions 391 Submitter e 331 T Table 112 Telephone Orders 92 Telephone Orders Report 92 Temp Discharge Integrated 39 Therapy Notes 101 Therapy Onset 73 Time Formats for Administration Times 232 Track Specific Type of Medication 86 Trans Rehab Reports 65 Transaction No Look Up 305 Tray Cards 198 Tray Cards Print One or More Residents 201 Tray Cards Print Selected Carts 203 Tray Cards Getting Started 199 Tray Cards Main Screen 200 Tray Cards Print Selected Tables 206 Treatments 88 Treatments Std 229 U UB or CMS 1450 Revenue Codes 435 UB04 319 323 UB04 Printer Setup 391 Update Bills For Selected Residents 304 Use Medicare A like billing 413 Users and Security Levels 253 Utilities e 225 Utilities Control Panel 227 V Value Codes e 435 View 835 Exceptions 368 369 View Already Applied Payment Files and Logs 370 View Census Stats 46 View Closing Report 308 View Transmit File 165 View Edit UB04 Bills 318 Vitals 107 Vitals Main Screen 109 W WinCare Control Panel 11 WinCare Log In 7 WinCare Login 4 WinCare on the Cloud 449 WinCare Security Menu 251 WinCare Startup Interface Clinical Only 265 Working with Saved Batch Payment Sessions 352 Index 479
252. ions each time a selection is made from the Drug List screen All medications that have been added to the database will be listed here Some states require the facility to define the quantity in comparison to the strength of the actual medication Lasix 30 mg would require the quantity listed as 1 5 and the strength would remain as 20 mg Follow state and facility policy to complete this section Select the drop down box on the Related Diagnosis to highlight the diagnosis for which the medication is ordered to attach the ICD 9CM code to the medication on the MAR Diagnoses entered on Face Sheet Two will automatically map to the PO MAR module for compliance The ICD 10 can also be entered by clicking the View ICD 10 button Category allows the user to assign a medication to a pre defined Medication Category The Medication Categories are defined in Utilities MAR Medication Categories Medications that are assigned to a Category can be printed with the Medications by Category report in the Reports module Steps to Add a Medication Select the Add button to enter the Drug List screen to select a medication Details of each medication may be added in any order 1 Enter a D C date If it is an ongoing order leave the field blank 2 If the PRN box is used the rationale must be completed If a different number of PRN lines are needed click in the box and type in the number of lines of lines can only increase from the default set in
253. iously created record Click Show All to view all records since the original admission Records can be displayed in Ascending or Descending order If an entry is selected prior to clicking the Add COS button the entry will be used as a template and includes the data on the next record If the record is NOT selected prior to clicking the Add COS button the last record will be used as a template The Type column indicates the type of change Admit Record of Admission Change Change in status ex Room Payor APL Care Unit Month Monthly entries are generated to mark the beginning of the accounting period Disch Discharge Record Click Exit to return to the main Admit screen 34 WinCare User Guide User s Guide Census Admission Integrated After the initial admission of a new resident add the resident s Payors Then select Change of Status from the Admit main screen to open the Change of Status screen Click the admit record once to highlight it and click Edit or double click the record to open the Census Admission screen displayed below Sweat _ sere Use this screen to complete the following required fields Payor Level of Care Admitted From information Medicare Day if applicable Source and Type of Admission 1 Select the Payor and level of care by clicking the Set Payor APL button From the Acuity Payment Level Selection screen select a payor from the drop down list under Curre
254. is coded Additional 322 WinCare User Guide User s Guide Creator Merzage riy change when cesed Vabdabor Checks Updated when Check Far EDI Bon n pressed Patient Info Codes Charpes Resident Data View Only Lart Nome at Name Ld Tom San Rate of Beth _ Male tam Street Adhar Address Line 2 DES Loonatone Drva L Sie Ze Salem on ispum Source kreeg Number 112230 F Lock Ba Dech the bos d you do mot want the computer ho modify fe bill Thus ic the only way fo emase hard ek vl not be great Source Invoice Number in a View Only displays the source number from which the UB04 was created Lock Bill prevents the program from modifying the bill if the option to update bills is accessed Locking the bill is the only method to ensure hand edits will not be overwritten and will lock the other UB04 bills generated from the same invoice Clear Grid removes all data in the Charges section only Print allows the user to print only the displayed UB04 Print generated UBO4s for all residents for a selected period from the A R Reports module Check For EDI checks the claim to make sure that everything required for electronic claim submission is correct on the claim When the check passes then the Passed EDI Edits and Ready For EDI check boxes are updated If the check fails then the notes at the top of the screen will be updated with the current problems that are keeping the claim from being transm
255. is to indicate a negative amount Item No Item Number This field contains a charge code or other identifier for the charge Click the drop down arrow and select a code and the pricing fields will fill in automatically from the Ancillaries Master File plus entries for room and board that WinCare supplies If entering a change to a room and board rate choose the appropriate RB code The correct debit and credit accounts must be credited The CMS Rm Code does not apply to ancillaries but 1f selecting a room and board code the adjustment will not be saved until the CMS Rm Code is entered Description Automatically fills in with the item description Price Indicates the amount of the room and board charge Extended Contains the charge based on the price and quantity Debit Acct Debit Account Indicates the account to be debited Typically if adding an additional charge the quantity is positive Debit the AR account and credit a revenue account If subtracting a charge the quantity is negative Credit the AR account and debit the revenue account Debit Amt Debit Amount Indicates the amount to be debited Credit Acct Account Indicates the account that is to be credited Credit Amt Credit Amount Indicates amount to be credited CMS Rm Room Code This field is ONLY required for room and board Click Exit to save the entry and return to the main Adjustment screen View options controls which invoices are availa
256. istributed In the above example on the second line after the payment of 4 261 36 the new balance for the Invoice is 5 42 If the Remittance Advice shows that the 5 42 should be a contractual adjustment this can be entered into the CAIn field Note In this example the column is CAln but it will display the name of the charge code selected in Master Files Payment Options AA SA AA 8 00 28 oo Payment K 4268 a 4261 36 Payment 0 00 ARAMA n7R2 NAL Paument 2n nnl The Contractual Adjustment amount can be typed in the CAln field or you can click the mini button to the right of the field to have the remaining balance entered into the CAln field If needed payments can also be made from the Resident Trust or deposits made to the Resident Trust as part of the payment transaction The Pd Frm Trust field will create a withdrawal from the trust and the Dep To Trust will create a deposit to the trust Total Payment Amount Deposit To Trust 10270 98 0 00 Amt of Pmt Avail for Invoices Paid on Invoices not from Trust Paid Directly From Trust Total AR Paid Down 10270 98 10270 98 ooo 10270 98 Amount Remaining Net Trust Deposit 0 00 0 00 Total Paid Add New Line 10270 98 Note Payments Refunds 351 If the number of invoices listed on the screen is 100 or more than the totals at the top of the screen i e Amt of Pmt Avail for Invoices Amount Remaining will not automatica
257. item will place all ancillaries that are billed for a resident onto the UB Claim Report co insurance days times Medicare A co pay rate in FL 55 Required for Medicare A If secondary or tertiary payor have insurance detail option Pays Part A Copay set then if there are Medicare co pay days then the Co Pay amount is recorded in FL 55 Value of UB04 FL 66 as required on claim For Medicare A this is required to be 9 for ICD9 Warn if Ancillary Issue Date not during Stay Period Required for Medicare A If selected a warning message will be put into the Autocreate UB log when an ancillary charge exists for this payor where the issue date is NOT during the stay period Below are documented but not implemented at this time Include Bedhold Not implemented at this time Forced to be True Select this option if you wish BedHold charges to be included on the Claim Use CMS Descript for Rev Codes less than 200 Not implemented at this time Forced to be True This would modify the option Use Detail Description on Claim Master Files 413 Use Medicare A like billing The option Use Medicare A like billing is for Medicare Part A Medicare Advantage Plans and other insurance plans that bill like Medicare A and have a co pay schedule Urkedis Medcad Use Medcad Recio Liability wd Medic and Number Mech sl Prax da fhondhon Medicaid Pro Foie Choce I feque Pros Auen Bling Metros Doce Pee Dem Wite Of Rare Anc
258. iting Highlight a resident s name and select a locking option Census changes after the bill is locked will not be reflected in the bill Click Exit to return to the main Billing screen Lock Selected Residents After the invoices have been reviewed and are final ready to be made into Claims come back into Update Bills and select the residents for the payor you have reviewed i e Medicare or Medicaid then click Lock Selected Residents This is crucial when claims are being sent electronically and payments are going to be made from the Electronic Remittance Advice Billing Log Click the View Billing Log button from the Billing main screen to view errors discovered during the billing update WinCare records all discrepancies found during the billing process If there is an existing log WinCare will append the new entries and record the date of the entries The text file is saved in the data folder inside the WinCare Example Warning Posting Period 2004109 Client ID 4212 Charge Code 17910 8 7 04 Ancillary Issue Date is not within posting period Transaction No Look Up This function enables the user to search for a specific transaction by entering the transaction number from the Payments Received module The details of the transaction will be displayed 306 WinCare User Guide User s Guide Check Accounts Select the Check Accounts button from the Billing main screen to verify all accounts currently in use are de
259. itted When the check fails you do have the option to override the failure and have the claim marked Mark Not Ready removes the check from the Ready For EDI check box This could be used if the check had failed but you overrode the failure and selected that the claim should be marked ready Click OK to save data entry then Exit to return to the Claims Menu screen Claims 323 Manual Create UB04 Select the Manual Create UB04 button from the Claims Menu screen FLE Statement Covers From and Though D FomOste 77172006 TeowhOwel gt mace 1 Click the arrow under Resident Name The resident s MRN Medical Record Number or Admission Number will display on the right side of the field in addition to the name 2 Enter a date into the blank date field To speed data entry click Today to have the program automatically fill in the field with the current system date 3 Select aresident and the editable payor fields under the Payors section will fill in with data from the census 4 If private insurance is selected for the secondary or tertiary payor an additional field will be displayed to the right of the payor with the name of the insurance company that was entered in the census 5 Click Create to display the blank UB04 form See UB04 Medicare Manual Edits WinCare hasn t implemented some of Medicare billing changes made in 2011 and 2012 So some Medicare claims may need manual edits August 1 201
260. ity can be pre billed when Medicaid is the secondary payor by setting the Medicaid Billing Rules as follows Check Pre Bill Monthly Deductible to Private Pay and check Always Bill Medicaid Recipient Liability in Full UB Claim Options Billing Rules Set Definitions Edit Medicaid Standard Entry Create unique new B rg Fides Set dmopton Jus A ai Sd Plan Dotai Page Cam Opora Ute the CPT code d one is gem harese ees Te cm Desi al Ancillae on Dem Detal Room Changer on Oam Detal Therapy Drerges in Clam G Show APL Piste and Not PP Rate on Clam Use Detal Descnphon on Clam Show Cors actual Achreertz on Oam Do Not Put Ze Amen on Claes Do Nat show O33 Do Nat show the acil dates on the clam Fa Nan PPS Plan Ostal Page 2 Place 0002 ege on ciam Gere ste mare mer age dee amma between covered days and PPS dave Report copay n FL Pisce kamen hou e FLI Place docharge hour in FL 6 Record hospital say m FL 36 Repor al ancdare or ciam reparte of ehe Mey wee tet V Report corn days ee Medicare A copay de n FL vr Report Patert Est Aet Due e FLE Ure o Wahe ot UROL FL EE as med on UG Oses Open f Wan Ancilary hase Date not P Fed dug Stay Pes Use CMS Descsphon for Rev Codes esi har 200 W incida Bedii Use Medicare Status Codes Roon Revere Code based on Rev Code on APL detal taher than the Rev Code on Pe Room detal Pisce irasod Date of Brh on the c
261. l is updated for every release and service release This is the primary resource when you need a refresher on how something in the program works System Requirements Lists the computer and operating system requirements for the optimal performance of WinCare Release Notes Want to know what was new in the latest update Then this is the spot It lists the Service Release that is installed if applicable It also lists what is new or changed overall for WinCare and then lists changes for Integrated users Launch Screensaver This launches the Windows Screen Saver You must have a screen saver selected and active in your Windows Display Properties Windows has an option to require a password to clear the screen saver When that option is selected you can use the Launch Screensaver feature to protect confidential information from being seen if you need to step away from your computer When used with the Windows password this feature aids in HIPAA compliance Launch GotoMeeting GotoMeeting is a web based service that can be used when working with WinCare s Technical Support Team to allow them to see your computer screen WinCare has found that being able to see your computer screen greatly reduces the amount of time spent in resolving any problems or walking a user though how to do something The connection is encrypted for HIPAA compliance About Displays the current base version of WinCare that is installed Also displays contact
262. l items with other sections It can take a snapshot of the facility population or it can be used to gather statistics to support hypotheses 1 Highlight an MDS area on the left section of the screen 2 Select the directional arrow to move the selected item to the field on the right The user may also select an entire MDS section from the bottom of the screen If all items in the section are desired click All 3 Click the checkbox for Print Names if the facility needs to print the names of the residents associated with the response Example Print a report for a restraint that was specifically marked in the MDS trunk restraint 1 Highlight PO100B and PO100E on the left side of the screen and click the directional arrow to the right 184 WinCare User Guide User s Guide 2 Check Print Names to include the names of the residents on the report 3 Click Print to print the report The individual responses to a section can be generated in the report or the entire section of an MDS or in any combination of individual items with other entire sections of the MDS It can take a snapshot of the facility population or it can be used to gather statistics to support hypotheses For example Residents with memory problems with visual limitations that wander is there a correlation with accidents The Acuity Monitoring Report would have the following items checked on the first two screens B1000 B1200 C0500 C0700 C0800 C1300A C130
263. lam under occumance code A Use Type of Bill OSK when ET Cesto Not Recosded Neve Mode GA UB Claim Options and what they do Use the CPT code if one is given otherwise show the rate If the Revenue code is gt 200 and lt 400 then 1 without this option neither rate nor units will show 2 with this option if there is a CPT code it will be shown otherwise the rate will be shown If the Revenue code is lt 200 or gt 400 then no matter how this option is set the CPT will be used over the rate if it is specified Detail all Ancillaries on Claim Unless some kind of detail option is set normally the Claim will show a summary be grouping all the ancillary by CMS Rev Code reporting one line with the total of all the charges for the CMS Rev code Eg 0300 LAB 195 00 410 WinCare User Guide User s Guide One exception to this is that Accommodation Charges AKA Room Charges CMS Rev Codes 0100 0199 are NOT summed into a single line per CMS Rev code if the Room Rate is different regardless of the setting Detail Room Charges Also even if Detail All Ancillaries is not set and Detail Room charges is not set the Room Charges will be detailed if the rate changes Detail Room Charges on Claim Set this if you wish for the room charges to be detailed even if the rate does not change Detail Therapy Charges on Claim Therapy charges CMS Rev codes 041x to 044x are detailed only if this option or if Detail All An
264. ld is required and should be the RUG level max 4 characters Enter a Name in the required Acuity Payment Level field 3 Enable the checkbox for Skilled to automatically fill the settings skilled or intermediate in the level of care field on face sheet 2 4 Specify to enable the Write Off based on a room rate or PP corresponding rate for non private pay APLs by enabling the checkbox This option will be overridden when the checkbox to have the write off based on the level of care has been set globally on the Facility Data screen When this checkbox is left unchecked and the write off option on the facility data screen is left unchecked the write off will be based on the level of care 5 PPSeligible must be checked and the corresponding RUG s Group must be selected 6 The UB Rev Code for Room and Board is required and defaults to 0120 Room Board Semi 7 Enter a Daily and Daily Private Pay Corresponding Rate by clicking the Add button under the Rate Detail section Once a year the RUG rates must be updated by the facility Your fiscal Intermediary will send your specific facility rates by October 1 of each year 418 WinCare User Guide User s Guide Rate Detail Medicare Part A This screen enables the entry of the APL daily rate for the selected level of care Never Mise 1 Enter a APL Daily Rate in the APL Daily Rate field A decimal point is required 2 Enter a Private Pay Corresponding Rate this is t
265. lear the information or No to abort the change If clicking Yes the program will display a final confirmation Login amp electronic signature passwords for user name have been cleared The user will be prompted for new passwords at login Audit Trail This feature is designed to help users meet HIPAA requirements by tracking changes that are made to clinical WinCare data by the individual who makes the change and is accessed by selecting the Utilities button from the WinCare Control Panel 1 Select the Facility button from the Utilities Control Panel 2 Click the WinCare Security button from the Facility Setup screen 3 Click the Audit Trail button from the WinCare Security screen The Audit Trail includes the following modules Admit Ancillary Integrated Billing Integrated Care Plan MDS 3 0 PO MAR Room Master Vital Signs WinCare 256 WinCare User Guide User s Guide Audit Trail 4 20 2013 12 559 11 PM Jane Biackbuss PO MAR Memocfobus Cem al oci dd AE SA Menard Tom A Add L Memoglobunn Hemotecet Date 4 20 2009 Homogiotn 13 5 Homatscat 41 Notes within ange 4 20 2009 12 49 35 PM Jane Blackbuss PO MAR NHemoob Henao did AE dit Ale aridis Ten A Ni Date 3 17 2000 Hemogleten 11 9 Hema ocel 41 Motes Low Value 4 70 2009 12 68 37 PM Jane B sckbuse POMA NHemoghobehHemalocinidd E di Alesandes Tom A ate Change Homsiocst foom DZ To 402 4 20 2003 17 48 09 PM Jane Blackbus
266. lected A R Revenue code Click Delete to remove a revenue code from the list of codes that has been entered by a user Pre defined codes that are in the list by default may not be deleted 434 WinCare User Guide User s Guide Click Exit to close the screen and return to the Master Files screen Add Edit Revenue Codes The Add Edit A R Code screen displays two fields that allow the entry or edit of the code AR Code Description Enter the information into the fields listed above and click OK to save the information and return to the main A R Revenue Codes screen Ancillary Accounts Display the accounts charged when an ancillary assigned to that revenue is sold by selecting the Ancillary Accounts button from the Master Files screen When a new A R Revenue code is created WinCare creates a line for each payor that links an account to that revenue code 1 Highlight an account to be edited 2 Click Edit to redefine the revenue or contra revenue account for a selected revenue code 3 Click Exit to save all changes and return to the Master Files screen Click Delete to remove one of the revenue codes and defined accounts from the list Edit Ancillary Accounts Use this screen to Edit the account that is linked to each revenue code for each payor WinCare will use this account for ancillaries with that revenue code AIR Revenue Code contains the revenue code that was selected to edit the accounts linked to it
267. lecting RUGs from the MDS 3 Options screen Medicare The settings should be defined as displayed below Version 1 01 250 WinCare User Guide User s Guide Model 66 Group Classification Index CMI Set There are two choices for this setting that include 66 Group PPS Rural FY2012 or 66 Group PPS Urban FY2012 Contact your Medicare Fiscal Intermediary to verify the correct setting Click Ok to return to the MDS Options screen if Medicaid is not needed Medicaid and Medicaid Alternate These settings are state specific Contact your Medicare Fiscal Intermediary to verify the correct settings Version Model Classification CMI Set Some State Medicaid Settings NE State Medicaid 5 20 34 Group Index 34 Group Nursing Only OH State Medicaid 5 20 44 Group Hier Ohio Medicaid 44 Group PA State Medicaid 5 20 44 Group Index PA 44 group Norm Nurs Only TX State Medicaid 5 20 34 Group Index Texas Medicaid 34 Group TX Alternate State Medicaid 1 01 48 Group Index 48 Group Nursing Only WA State Medicaid 1 01 57 Group Index WA 57 Group 06 14 WA Alternate State Medicaid 1 01 48 Group Index WA 48 Group 12 10 251 WinCare Security Menu Click the WinCare Security button from the Facility Setup screen to open the Security Options sub menu Users and Security Levels Audit Trail Security Options 253 Users and Security Levels Select Users am
268. lergies screen On the Allergies field in the new Diet screen this shows the food allergies on the tray cards and eventually will also show on the Diet Report in the Reports module Enter likes dislikes into the Notes Likes Dislikes field pressing Enter key after each item Finally enter the Date Prescribed into the Date Prescribed Modified field then click Exit to save Once you have entered this information for your residents you are ready to print out tray cards To do so click Reports from the WinCare Control Panel and click Tray Carts 200 WinCare User Guide User s Guide Tray Cards Main Screen Tray Cards Prim Teen ren The Dietary Tray Cards can be printed three ways 1 by selecting residents Print One or More Residents 2 by selecting Carts Print Selected Carts 3 by selecting Tables Print Selected Tables Paper Info Currently you can only print to plain paper In the future you there will be the ability to select labels and other paper types and or sizes Number of Cards Across allows for 6 cards 2 across per page or 3 wide cards 1 across per page Sorting When using Select Residents or Select Carts you can pick a sort order for the residents that are printed The residents can be sorted by Cart Room or Name The sort options do not apply to Select Tables Reports 201 Tray Cards Print One or More Residents Using Print One or More Residents in Tray Cards Tray Cards Paper
269. lete and ready to be put into the transmission queue Note MDS 2 assessments are not used after 10 1 2010 This module is for viewing historical MDS 2 assessments Armstrong Eileen R m 2 Adm No 902 F em Sita Inn nai Y Quarterty MPA ma Hin nai CA Y Quarterty MPA 110005 114806 261147 CA Y Quarterty MPA 4144 ip nai CAD Y M 051006 Pip 070106 Y IBiechar ge 6 et Mot Anticip unos uno Y Y Ortus Mich aco 00 der 944195 481804 uns CAD an re Wem msns Ones eate po pen rom pm Quee meme pe camo ps m The following sections are included in this module Add contains a list of reasons for assessments and required codes Copy creates a duplicate of the assessment Edit enables data entry into each section of the assessment Modify is used to create a modification for a data error if the assessment has been accepted by the state Inactivate is used to create a record for an incorrect type of assessment if it has been accepted by the state RUGs Ill Summary displays a summary of information for skilled residents Print will provide a printout of the highlighted assessment In addition if users click the Page radio button after clicking Print on the MDS Main Screen users can also print a specific page or pages or range of pages Examples enter just 5 without quotes to print page 5 enter 4 7 to print pages 4 through 7 only or enter 1 2 5 to print just pages 1 2 and 5
270. lick on the Cancel button ema Corse Eris COS DATE Type Leave Hod Ps Sec Te Io Lopes Raw CaeUrt invoceNo DEE COS DATE Type leave Hed Ps Se te fe APURUG Rom CaeUr invoceNo The screen is divided into two sections with the upper section showing existing census records for the selected month 1 The lower section contains the census records to replace the original records Highlight the record and click Edit to make the needed change In this case we are changing the payor from Private Pay PP to Medicaid s Click Save to return to the Census Adjustment screen Click Next to access the detail screen that will illustrate the effect of the census change View the new invoices that have been by clicking Adjustment Invoices Click the invoice that was just created under Select Invoice Click Exit to return to the main Invoice Adjustment screen 384 WinCare User Guide User s Guide Reverse an Invoice Select Adjustments from the main control panel to reverse an Incorrect Ancillary Charge by creating an adjustment with the correct charge Imox e Ausiment Manual Apstment Garcia Roxio L View Aere reegen PesodToAdus army 2009 Adamet 1014 Panun ascet PeciToBa mu ADe am zez Ensing voces kreeg P nan Nw Piegatration Statue i Patere ioe Date 1 31 2000 Pay PP Phimary Payor 5 Com Und innen Note To Delete a som o ho exit da row has sec Click the mouse o
271. lity data screen is left unchecked the write off will be based on the level of care When this checkbox is checked and the option on the Facility Data screen is unchecked the write off will be based on the room rate 6 Indicate if the level of care is PPS eligible when applicable Indicate if the level of care is ICF MR eligible when applicable 8 The UB Rev Code for Room and Board is a required field and defaults to 0120 Room Board Semi 9 Enter a Daily and Bed Hold rate by clicking the Add button under the Rate Detail section Rate Detail Medicaid This screen enables the entry of the APL daily rate for the selected level of care Created By on 12 07 08 15 06 Modiled By Sprem breet ax on 11 24 08 08 53 1 Enter a Daily Rate for this level of care in the APL Daily Rate field A decimal point is required 2 Enter a Daily Bed Hold Rate when billing a resident or this payor for the days away from the facility A decimal point is required 3 Enter a Private Pay Corresponding Rate that would be charged to a private pay resident This field is required if the facility has enabled the option Write Offs Based on Level of Care in the Facility Data section in Master Files 4 An optional Notes field is available to enter rate related information 5 Click Save to save the data and return to the APL screen 420 WinCare User Guide User s Guide Enter Rate Change for All APL s at Once This screen allows the changing of
272. ll WinCare Sales for more information and demo at 1 800 423 1083 This module is used to record the amount of food eaten each day by a resident Information recorded in this module can be printed from the Foot Intake report of the Individual Reports tab in Reports The report flags entries when the percent eaten is less than 50 Armstrong Eileen R fosd intako Adm No 902 5 tecno Dettes fod stil testos tery 58 Sick food testes bad 48 aot footing we 100 ergoyed everything D I eo problems Records shown for the following dates feme of rz mae el tm n el Food Intake Main Screen For each day the food intake is tracked a record for the day is added Then during the day the record is updated with the percentage of the food eaten at each meal and snack Any complaints about the food are entered into the notes The information entered into this module can be used to help answer questions on MDS assessments Alexander Tom A S L it Adm No 904 Ender percentage ol the meal eaten BS EI mm m mm zum Food Intake Edit screen 1 Program does not allow entering a date gt today 2 Entering a date lt 30 days ago causes a msg asking if correct 3 Program removes leading amp trailing spaces from Notes 4 Program does not allow the lt Enter gt key to start a new line in the notes SH Program does not allow percentage values gt 100 6 Program only allows digits to be ente
273. ll medications have been edited click Exit to save the data PO MAR 105 Note All specific information about the medication frequency prn reason dosage can be edited O If I enter a medication into the Medications section of the PO MAR do I need to enter that medication order in Physician s order A The program automatically adds the medications on the Physician s Orders Q How do I setup customized standard frequencies A Setting up a frequency is the same as setting up a customized frequency with one difference The user needs to tell WinCare where to include the new frequency whether it is under the medication treatment list lab orders list or both Once created this frequency will appear in the dropdown boxes Follow these steps to add a frequency Click Utilities from the WinCare Control Panel 2 Click MAR 3 Click the Administration Times 4 Enter a name for the frequency 5 Select the desired frequency including the time of administration if needed 6 State which drop down list are to include this standard frequency 7 Click Exit to save the new frequency O I enter a lab order but is not appearing in the physician s order report for a particular resident Why A Generally this problem is caused when there is no due date or frequency entered on the lab orders To resolve this issue follow these steps 1 Click the PO MAR from the WinCare Control Panel 2 Click Lab Orders 3 En
274. lly calculate A red button called Update Totals will appear to the left of the Total Paid field clicking this button will recalculate the totals Having the program automatically recalculate when there were 100 or more invoices caused an unacceptable delay in the payment entry process When the Amount Remaining reaches zero then the payment has been distributed in full and the payment can be saved by clicking Record Transactions at the bottom of the screen Delete Cancel Changes made during this session Save Session For Record Recording Later Transactions The payment can be stopped at any point and removed by clicking Delete at the bottom of the screen If you are working on a large payment and need to finish it at a later time then you can click Save Session For Recording Later this saves all the work done up to this point and allows you to come back to it at a later time Once a Batch Payment has been recorded it can no longer be edited through the Batch Payments screen When a Batch Payment is recorded individual payments are created for each of the residents in the batch To make edits after the Batch is recorded you would pull up each resident in Single Resident Payment and edit their payment from the batch 352 WinCare User Guide User s Guide Working with Saved Batch Payment Sessions A feature of the Batch Payment and C A process is the ability to start a batch and if you are unable to complete it you can save
275. look for causal or confounding factors some of which may be reversible It is important that the CAA documentation include the causal or unique risk factors for decline or lack of improvement The plan of care then addresses these factors with the goal of promoting the resident s highest practicable level of functioning 1 improvement where possible or 2 maintenance and prevention of avoidable declines MDS 3 149 Alexander Tom A EEN S3 Adm No 904 5 A A 4 e Cove Plon View Trigger Jesper Ke GI Triggered Deciion Location and Date of CAA Documentation Resouces Nurses Slabon 2 AF damer noted by C DZ Nurses Slabon 2 AS dawn 9 25 10 Nurses Stadon 2 AS dame 4 25 10 Nurses Stabon 2 AS deamer 4 25 10 Nurses Stadon 2 AS dame 4 25 10 Nurses Stator 2 AS dame 1 75 10 Nurses Staton 2 AS desear 8 25 10 Nurses Staton 2 AF deseen 8 25 10 Nurses Staton 2 ASF dame 1 25 10 Nuses Stabon 2 AF deseos 8 25 10 Nurses Staton 2 AF deseas 8 25 10 Nurses Stator 7 AF dessen 8 25 10 Nurses Staton 2 AF deam 8 28 10 c rr RE MUR RKKKKKKRKKRKKRKKKKK z 5 3 Y J 2 i i When entering the screen WinCare reviews the assessment and then calculates which items are triggered based on how questions were answered in the assessment If the assessment is subsequently changed then you must come back into Section V to re trigger the
276. lt setting for this option comes from the resident s Care Unit settings MDS Data Entry Clerk The MDS Data Entry Clerk feature allows data entry users to enter information into an MDS assessments for another user so the other user is recorded in Z0400 The data entry clerk cannot enter MDS information as themselves Any regular user non MDS Data Entry Clerk can enter information as themselves or for another user by changing the Person you are entering data for on the assessment navigation screen To define a person as aMDS Data Entry Clerk go into Utilities Facility WinCare Security then Edit an existing User or add a new one On the Edit Add screen is the option MDS3 Data Entry Clerk only enters MDS3 data for another person which when checked makes the user an MDS Data Entry Clerk If there ever is a time where aMDS Data Entry Clerk will be viewing printing many assessments but NOT editing 1t is recommended to have that user have another account where MDS Data Entry Clerk is not checked in User Definition in WinCare Security By doing this this will avoid the prompt about who the clerk is doing data entry for which otherwise could appear on every assessment they tried to view If the clerk will be doing any editing of MDS 3 data they should ways use the login with the MDS Data Entry Clerk checked in their User Definition in WinCare Security so that the assessment s Z0400 will always be accurate Note that one could always
277. m the Utilities Menu screen and clicking the Facility Information button Facility Info Purchased By Juste Parker Tithe Adeeresti atos Facility Name Wi e Nur Home Address 11 N Peach Address 2 Cay Medod State OR Zip Code 37501 Medicare Provider Number 558775 Contact Hama Juste Parker Contact Phone 541 773 1906 Contact Ext Prior to creating transmission files enter information into the following required fields Purchased by Title Facility Name Address Address 1 not required City State Zip Code Medicare Provider Number Medicaid Medi Cal Number National Provider ID Contact Name Contact Phone Contact FAX not required If corrections to the information is needed the facility will need to call WinCare Support at 1 800 889 2349 and re register MDS Options 243 This was only used for the MDS 2 which was replaced by the MDS in October 2010 This screen must be set up prior to transmitting MDS files The MDS Options screen determines how WinCare creates the MDS assessment because different states have different assessment requirements Select the quarterly that your state uses You may contact your RAI coordinator to verify the type of quarterly The RAI coordinator s phone number and email address are available by accessing the CMS HCFA website http cms hhs gov medicaid mds20 raicoord pdf MDS Options gt Partial Quarterbes AABa 5 Other State Quiy AABa 5 AASb 6 enden
278. mes f Lab Orden List Em tm Use the following options to designate a schedule for a frequency A Frequency Code must be entered which is limited to 10 characters The same names as a pre existing code i e BID can be used as this customization will only apply to this particular MAR item Define the frequency for this MAR item by day max 24 times per day It is set to every day by default but can be changed if the medication is to be given every seven 7 days i e Enter a seven 7 in the field under Every Specify the times for the MAR item by editing the boxes in the At section The times begin in the upper left corner and move from left to right Entering non numeric characters in these boxes is acceptable max 8 WinCare uses a 24 hour clock Midnight is 00 00 Each box represents a row to be signed off on the MAR printout Include the selected frequency code on the medication treatment list of the lab orders list Click Exit to save and return to the main MAR Setup screen When a Frequency is changed here that change also affects all residents who have the same frequency except those that have been customized Example In Administration Times in Utilities QD time is changed from 0800 to 0700 Now all residents medications treatments behaviors which have QD frequency will be changed to 0700 EXCEPT the QD frequencies where the user click Customize when doing data entry 232 WinCare User Guide User s Guide
279. mize and record necessary information Click Exit to return to the Add Edit screen Click Save to return to the main PO MAR notes screen 5 If the facility has standard MAR Notes they can be added by clicking the Add Std Notes button The order of MAR Notes can be changed by clicking on an note and dragging it to the desired position The Std Notes list must be created in the Standard MAR Notes setup in the Utilities module 90 WinCare User Guide User s Guide Physician Orders The main Physician Order screen lists the orders received from Physicians It combines the Medications and Treatments which were entered in those separate modules These are orders that do not fall into the categories of Medications Treatments MAR Notes Lab or Dietary The Physician Order Codes allow the facility to track specific items such as catheters restraints yearly PPDs etc In this module a code can be added to define the type of order Physician Order Codes are set up in the Utilities module which can be accessed by selecting the MAR button from the Utilities Control Panel Click the Physician Orders button from the MAR menu screen and select the Physician Orders Code button There is no database for Physician Orders It allows free text typing for the order and includes a spell checking option The order is then defined by similar steps that were followed for medications and treatments The orders can be added one at a time and then defined or
280. mn of the row In the example above the square as an arrow on it pointing to the rest of the row Note The arrow does not mean the row is selected The row is selected when it is highlighted Now that the row is selected you can click Apply Payments from Selected Files 366 WinCare User Guide User s Guide 835 Remittance Advice the Sech Now button an geet val be made do apply all monetary amounts reprecerted n every response red below There we imporoe contared n te the Test irte PRA ZIP espana les Bo 08021513 tat EE erating the vim gt highlight pecie formation of riese ee eege Mom 835 RA Fie D OWincane Oaah 10408021513 tat Mi Bani NE ee m Mitin E E Bain Bon CC Beem Bebe nin Nowe Non Covered m m Change Dap National Provides ID L Cv MSP Patent I Pad toot The 835 Remittance Advice screen opens up showing all the payments in the file From this screen you can Print Report Prints the 835 Response File Report just like Print Report does on the previous screen Print Single Claim Payment Prints the 835 Response File Report for just the selected record Note The arrow does not mean the row is selected The row is selected when it is highlighted Print UB Claim Prints the UB claim to the printer that is associated with the selected record Note The arrow does not mean the row is selected The row is selected when it is highlighted View UB Claim Opens the View Edit UB screen for the
281. n Utility Tool is running on server or local but the user s Check Input paths are wrong When you check the Validation Utility Tool by clicking on it on the windows taskbar it shows you the input amp results paths You need to make sure WinCare is pointed to the same location To do so From the WinCare Control Pane click Utilities Click Facility Click MDS 3 Options Set input paths by clicking the buttons and browsing to the same location as your tool is pointing to Cause 4 Validation Utility Tool is running and input results paths are correct but logged on WINDOWS user doesn t have read write delete access to the Validation Utility Tool s input results paths The input path on a local machine by default is CAprogram files Validation Utility Tool assessments and results path is C program files Validation Utility Tool Results Note that your installation may vary If you checked MDS 3 Options Under Utilities gt Facility and your paths point to a server check with your IT to see if you have sufficient rights to these paths MDS 3 167 IMPORTANT Windows 7 Vista Users Users do not have rights to modify anything in the C program files subdirectories If you installed your VUT to this location you must uninstall it and install to a different location such as C Validation as WinCare must put in the XML file that it sends to the VUT and delete it and the VUT itself needs to post its result in the results folder O Whe
282. n arrow and scrolling to the appropriate code if the room is skilled The lower section of the screen contains the rate detail fields See Room Rate Detail Room Rate Detail Select the Add button from the Rate Detail screen to open the Room Rate Detail screen The current system date and a 0 00 room rate are automatically entered on the screen Etectve Date 01 2008 Room Charge Use e Daly Rate Monthly Rate NOTE Use the top Dady Rate oriy 1 Dady Rate Monthly Pte 1 00 Pecoded Modified By Pasihep User on 6 08 06 09 27 Dorcel 1 Highlight the newly entered item and click Edit to open the Room Rate Detail screen 2 Enter a date into the Effective Date field that the rate is to be changed A room rate can be changed in advance by using a future date for the effective date 6 Master Files 425 Enter a Daily Rate for the room for skilled in the daily rate field if applicable or enter a daily rate for the room if unskilled in the daily rate field next to the term unskilled in parentheses A Monthly Rate for the room can be entered instead of a daily rate and the daily rate fields must contain a 0 00 amount If applicable enter a daily or monthly rate for billing bed hold when the resident is temporarily out of the facility Notes related to the rate detail for the selected room may be entered in the Notes memo field Click Exit to save the entry and return to the Rate Detail screen The rate change w
283. n the Row Selector Button on the b of the roe Then press the Delete hey on pou head Eime al eve in l Ep 1 Highlight a resident s name to select it or enter the name into the Search field Click New Manual Adjustment Select the Period in which the adjustment applies Enter a brief Description of the adjustment such as ancillary reverse charge 5 Click OK Select the End Date for the Adjustment period and then click OK 7 Click New and a small payor screen will appear to allow the user to identify the payor of the invoice and the primary payor for the resident 8 Click the drop down arrow for the Select Invoice field and highlight the newly generated blank invoice 9 The Invoice Date Payor Primary Payor and the Invoice Number fields below the Select Invoice field are filled in automatically with the original invoice date selected payors from the payor screen and the original invoice number 10 The Invoice Detail grid will be activated with a blank line to enable data entry See New Manual Adjustment for explanation of the categories 11 Enter a Date for the adjustment and tab to each subsequent field to complete the data entry 12 Determine if this charge is subject to a Contractual Adjustment and enter Yes or No whichever is appropriate 13 Click in the Item No field and a drop down arrow will appear Use the scroll bar to find the appropriate item 14 15 16 17 18 19 20 21 22
284. nCare Nursing Home SS a Enter your Log On Name and Password then click OK If your log in is successful you will be taken to the WinCare Control Panel If your log in isn t successful check the name you entered and try your password again If you still cannot log in then contact your facility s WinCare administrator To insure data integrity when WinCare starts it will check that the program files and the data files are the same version All workstations need to be running the same version and service release If the program detects that they are not the same version the problem must be fixed before access to WinCare will be allowed To inform users of WinCare updates the program will check the WinCare website for the current version of WinCare and display a message if there is a newer version If there is a newer version the user can contact their computer person IT professional to install the update After an upgrade or service release is installed the Release Notes are displayed once for each user To view the release notes again click Help on the main control panel and click Release Notes CHAPTER 3 Current Census Once a user logs into WinCare the Current Census is displayed The screen displays the Current Census residents in the facility any discharges and admits that occurred today or yesterday Users of our Integrated software will also see the residents that are on leave with how many days that have been out
285. nable the search description option to enable the first series of the codes to be displayed in the grid Once codes are displayed the user can use the scroll bar to move up or down through the list or a page at a time by using the up and down arrow buttons respectively Chapter 29 Master Files 433 MCPCSJ CPT Codes Sort Methods Sort the codes by Description or by Code click the corresponding radio button If the user knows the code that is to entered in the list click Jump To and select the desired code Enter a word s like Therapy in the Search by Description field and only the codes that have the word s that was typed will be in the list Select a code by clicking the buttons on the far left of the screen to highlight the item Codes or descriptions cannot be selected by clicking on the code or description area Click OK to save the changes and to return to the Add Edit Ancillary screen Ancillary Revenue Categories View category codes and descriptions for ancillary services or items purchased by residents by selecting the Ancillary Revenue Categories button from the Master Files screen Click Add to open the Add A R Code screen and enter a new code and description Example Create a code for the category Barber amp Beauty and WinCare will apply all income from Barber amp Beauty ancillaries to the specified account for each payor Click Edit to make changes in the code and description fields for a se
286. nal option from this screen is the ability to set coordinates for printing a UBO4 using pre printed forms Enter X and Y coordinates to align the text in the fields on the form Statement Options Statement Options changes the defaults that define how information is displayed Payors The payor information that is displayed for All Payors can be changed to show payor information for All Periods How Invoice Information is Displayed on the Statement Invoice Information does not show detail on the invoices without enabling the Show Detail checkbox Detail Invoice by Charge Code Detail Invoice by Category Revenue or Accounting Summarize Invoice Charges by Charge Code 392 WinCare User Guide User s Guide How Credit Information is displayed on Statements Credit Detail can be displayed or not displayed on the statement Advanced Billing Statements do not include the resident s advanced billing by default Edit this option to display the advanced billing How Payments are Displayed The statements will show check numbers of payments that were applied to the invoices by default Click the radio button for Do Not Show Check Number and the number will not appear Statement Date The statement displays the through date or the last day of the period by default Enable the radio button Always Display Today s Date to display today s date Click Save to save all changes and return to the Report Options screen AIR Balances by Clien
287. nd Adjusting Invokes Ub Emiro Adpaiment i Descmpton AdPe AdType Locked Owed 1 Highlight a resident s name to select it or use the Search field 2 Click New Manual Adjustment or Census Change Adjustment 3 Select the Period for the adjustment and enter a Description View a list of adjustment options to display in the Existing Adjustments field An additional option is the ability to remove all invoices in the adjustment Sample Adjustments and topics regarding the Invoice Adjustment module are available in the online user guide accessed by clicking the Help button on the main adjustment screen or by clicking the blue book icon from the WinCare Control Panel Lock Adjustment UnLock Adjustment once an adjustment is final you can lock it so it cannot be accidently changed in the edit screen If an change needs to be made then unlock the adjustment prior to editing Select the Help F1 button to open the Invoice Adjustment section in the Online User Manual 376 WinCare User Guide User s Guide New Manual Adjustment Select the New Manual Adjustment button to reverse incorrect charges not related to a room rate or acuity payment level rate A Click a resident s name to highlight it or enter the name into the search field on the Adjustments main screen B Click New Manual Adjustment Click the drop down arrow for Period to Adjust to select the period Enter a brief Description of the adjustment in t
288. nd may be entered to take effect on a future date 2 Use the Search for Room field to find a specific room by entering the number of the room and the program will automatically scroll to that room 3 Click Setup to synchronize rooms that have been added from the clinical program to the A R program 4 Select Print to print a list of the rooms with the station care unit rates effective dates and revenue codes The date defaults to the current system date but is editable by making a selection from a built in calendar Click the drop down arrow to display the calendar 5 Click Add to open the Rate Detail screen to add a new room See Rate Detail Click Edit to make changes to the detailed information for a selected room This function displays the same screen as the Add function except the previously entered data is displayed 260 WinCare User Guide User s Guide Room Detail Access the Room Detail screen by selecting the Add or Edit button from the main Room Master screen Die Perera Code 0110 AOOMEDARDAVT Created By Paie User on 08 08 06 09 24 Modified By System Administrator on 08 11 06 13 14 Geng 1 Enter a Room Number and Bed Identifier Use the bed number or letter when there is more than one bed in a room A room may have more than one bed each with its own rate and associated data Example 9510A Enter a station identifier if applicable 3 Select a HCFA Revenue Code by clicking the drop down arro
289. nder Medicare Status Enter the current Medicare Day on the Resume date Using the drag and drop method users can change the order of their ICD 9 codes on this screen The order of the ICD 9 diagnoses on this screen determines how the diagnoses print on the flow sheets such as MARs ADLs etc Admit 49 A2 Integrated Face Sheet Two The ICD9 Diagnosis Code list can be accessed by clicking the elliptical button next to the ICD9 field under Admitting Diagnosis or by clicking Add under the Other Diagnoses section See ICD9 Diagnosis Codes All drop down fields physician preferred transportation etc are populated from the Phonebook module Click the arrow to select from a displayed list The right side of the integrated screen displays non editable fields The upper section shows the original admission or the last readmission from a Return Not Anticipated The lower non editable section will display the resident s last reentry Return Anticipated All Payor and Medicare Day number information is completed on the Change of Status screen 50 WinCare User Guide User s Guide A2 Diagnosis ICD 9 amp ICD 10 Face Sheet A2 by default shows the ICD 9 Diagnoses for the resident Starting October 2014 the ICD 10 will be the default codes displayed and the ICD 9 codes will be available for historical reference ICD 9 codes will not be accepted for MDS assessments or claims starting October 1 2014 ICD 10 co
290. nected to cloud wincare com RER A RemoteApp Canon de Dess Enter your Old password then the New password twice then click the arrow to the right of the password box to save the changes Passwords must be at least 6 characters long and include at least one uppercase letter lowercase letter and number You cannot change your password to one that you have used before CHAPTER 33 General Information In This Chapter Additional Requirement eere 463 HIPAA and HITECH ACT Compliance Tips 465 ICD 10 Transition eene 467 Configuration Files eese 469 Required Windows Rights 471 Import File Format for Ancillaries esc eeeeeseeeseeeeeees 472 Contact Information cccoccnnnocncncnnonononunocicnnononinanicicicinanonos 473 461 463 Additional Requirements WinCare requires the Microsoft NET Framework version 2 0 The Net framework is available from Microsoft and it is included in Windows 7 In the MDS 3 the MDS help is in PDF format Adobe Reader is required to use the help The Adobe Reader is available at http get adobe com reader To print preview clinical reports WinCare recommends the purchase of Fineprint It is available at www fineprint com WinCare is not designed to work on Wireless networks or across WANs Using WinCare in these environments will cause poor performance data corruption and data loss WinCare does run in
291. ned above State and Federal Tax ID are pre filled non editable fields States or Fiscal Intermediaries may require optional settings in the Receiver Specified Interchange Information and File Specifications sections Setup Wizard Electronic Billing The wizard will assist the user to setup electronic billing and may also be used if the facility s name is changed Only use the wizard when the registered facility is BOTH the provider and the submitter Update the facility name in the facility information screen in the Utilities module prior to running the wizard In all other cases the setup will need to be completed manually The following information is required to complete the setup wizard Federal Tax ID for the facility Receiver IDs for the facility s Medicare and Medicaid or Medi Cal intermediary Verification that the clinical Facility information screen is correct An existing EDI setup will be replaced with the new data Additional receivers can be added manually EDI Electronic Billing 333 1 Run the wizard to insure all UBO4 claims that have been created will use the new name if not included in an electronic file 2 Click Yes to proceed through the wizard 3 Click Back to return to previous screens as needed 4 At the end of the wizard a message will appear for confirmation Click OK to return to the main EDI Maint screen Payor Groups This section is not implemented yet will be part of a f
292. nformation will be displayed File Maintenance enables data backup on a regular basis to maintain the stability of the database Prog Set Info provides options that enable WinCare Technical Support to assist the facility to resolve issues AIR Setup Integrated Only contains settings for the Integrated version of WinCare Admit Check box controls whether future dates can be used for Admissions COS and discharges Admit Options e v Do Mot Allen Future Dates los Adr uge COS and Deschages tm 228 WinCare User Guide User s Guide MAR MAR Setup Medications Std Click the MAR button from the Utilities Menu screen to display the MAR setup screen displayed below If the facility has standard orders that apply for most residents loading them into this section will save entry time MAR Setup Ri Medcatins Aimiishalion Timer Medication Categories Treatments Common Lab Tests Treatment Categorias Behavior Continus Orders Ese Ti Balanco Fhaide Phys Orders Hostos of teg Hamodebie Hemos MAR Noten Phos Orders Codes This feature allows the addition of standard medications to display in the standard medications list in the PO MAR module It includes a search function for the standard medication and the ability to specify the dosage route of administration etc This is the only screen that allows deletion of the user defined standard medications from the current list Standar
293. nsaction No Look Up Den Accounti The first Open period and Working period display on this screen The Working period is selected from a drop down list on the WinCare Control Panel The Open period is the first accounting period after billing is closed for the previous month The open period changes when the period is closed and automatically rolls to the next month 304 WinCare User Guide User s Guide Update Bills For Selected Residents Access this screen to process the records that calculate the bills for a selected accounting period by clicking Update Bills for all Residents from the Billing screen EN B Theoph Date Enter the Gate tor vach pou meh to none V3MAES Yer sadra and ancilaey charges Vor selected f cent Create New Inmincen Through Note No Date n green then bd ane updsod Aor the loot range bled the month including sy Serum changes Lidse Bla tor Selected Recent rc o Selection Paex 5 esci l Sedes al veulent that we ordy thes premary res Select all vellent that are ever fe Dee y peor Select Ai Select None Lock Selected Residents Urkick Selected Deeg ga The residents displayed have census records in the current billing period If a date is not entered bills are updated for the last date range billed including all ancillary or census changes If the From and To dates ARE NOT within the selected billing you will need to enter a date If the From
294. nt Payor All levels of care that have been defined for the selected payor will be displayed in a list with the current rate Click the appropriate level of care to highlight it and click OK See Set Payor APL 2 Only payors that have been added in the residents Payors screen are available for selection A Payor can be added to the resident s payor list by clicking All Payors however you will need to exit the Census record and come back in for it to be available for selection Admit 35 3 The Type of Admission is a required field pre filled with 3 Elective by default Select a Source of Admission from the required drop down list 5 Select the type of facility that the resident is being admitted from by selecting from the drop down list under Admitted From 6 Type the name of the facility institution in the field under Name of Institution 7 Type the admission date and discharge date for the institution entered for step 7 in the From and To Date fields 8 Select the appropriate care unit from the drop down list under Care Unit 9 Enable the checkbox for Part B eligibility if applicable 10 Enter the Medicare Day in the field below Current Med Day if applicable 11 If the resident s primary payor is Medicare Part A click the checkbox for Qualifying Hospital Stay 12 The Room Bed was selected previously on the admit screen but if the selection needs to be edited at this time use one of the following methods
295. nts If neither the resident interview nor the staff assessment is available for one of these three sections the resident may be excluded from the measure thereby reducing the facility s sample size when calculating the measure and potentially the accuracy of the quality measure It is therefore important on all assessments including discharges that facilities make every effort possible to complete the resident interviews and if this is not feasible to complete the staff assessments This will ensure that the sample used for the facility s Quality Measures is as representative as possible The following assessment guidance is applicable for resident interviews on unplanned discharge For the BIMS PHQ 9 and Pain interviews if the resident is discharged unexpectedly and the resident interview has not yet been completed the staff assessment should be completed if appropriate clinical record information is available Proper coding instructions will be added to this memo and posted very soon Future manual updates and other communication venues will provide more detailed guidance and training to appropriately code clinical items to accurately reflect care provided in our nation s nursing homes and swing beds In the meantime we stress to all providers that the assessments must be fully completed with all available information at the time of assessment CMS will continue to review the quality as data becomes available and intends to share t
296. nts Set the Input and Results paths to the folders being used by the VUT More information on the VUT is below and on our website at WinCare com faq faq mds3 html 37 http wincare com faq faq mds3 html 37 Item 9 Submit File Directory WinCare saves the transmission file by default inside the Upload folder that is in the WinCare directory This option enables the user to select a different location from the default Click the elliptical button to the right of the Submit File Directory field A small screen will open and enable the user to select a different folder or drive RUGs allows the setting of the RUGs versions used for calculating the HIPPS codes for Z0100 through Z0300 on MDS 3 assessment The Register MDS 3 0 DLL s button will register the INET DLLs used by MDS 3 if they failed to register during the WinCare installation or upgrade If you are Vista or Windows 7 then you will need to run WinCare As Administrator for the registration to work correctly WinCare does require that NET 2 0 is installed Validation Utility Tool VUT The MDS 3 0 Validation Utility Tool VUT provided by QTSO and CMS can be used by WinCare to check MDS 3 assessments This tool can be run on a Windows Server or Workstation The workstation that is going to be checking the MDS 3 0 assessments will need access to the folders used by the VUT The VUT is available on the WinCare website Extract Setup VUT exe from the zip file and run it to ins
297. o run correctly If it determines that the user doesn t have the necessary rights then a list of problems is displayed and can be printed for the Facility s IT personnel to fix the problem s If a critical right is missing then WinCare will exit and the problem will need to be addressed before WinCare can be used For checking MDS 3 0 assessments WinCare can use the CMS Validation Utility Tool Note that the following can be ignored if the MDS 3 Options Use CMS VUT is not marked Users need full rights to the Input and Output directories of the VUT If MDS 3 Options Use CMS VUT is marked then when an assessment is checked it is put into XML format and placed in the VUT Input directory The VUT processes the assessment and writes a results file in the Output directory WinCare reads the resulting file in the Output directory and displays a readable version of the results Then WinCare removes the files from the Input and Output directories of the VUT 472 WinCare User Guide User s Guide Import File Format for Ancillaries File type TAB or Comma delimitated file with CR LF record delimiter Field Name Patient Last Name Patient First Name Patient ID Payor Revenue Code Discipline Modifier HCPCS Code HCPCS Modifier 2 HCPCS Modifier 3 HCPCS Modifier 4 HCPCS Modifier 5 Tx Date Tx Time Visit Units Facility Rate Charges Med DX Treatment DX Med DX Onset Admit Date Provider Physician Description Last Name Requir
298. odifier for the selected ancillary Up to 4 HCPCS modifiers may be preset for a given charge code on this screen Setting these modifiers correctly can help avoid the need to make changes Modifiers can also be added to ancillaries on the UB04 edit screen although all edits are lost if the UBO4 is automatically regenerated for an unlocked bill Locking the bill preserves all edits Therapy Notes Screen PO MAR module The assigned modifiers will appear as non editable fields When using the Therapy Notes module to enter therapeutic ancillaries variations of the same ancillary may be created with the appropriate combination of modifiers as needed to simplify the data entry Example Billing for a therapy 97110PT with mutually exclusive procedures performed in distinctly different 15 minute periods would require a second modifier 59 in addition to the primary modifier GP Example Billing for a therapy 971100T with a therapy cap exception would require a second modifier KX in addition to the primary modifier GO Ancillary Rate Screen Created By on 11 11 09 0845 Modified By Ze Admisiealior om 11 24 08 08 32 1 Effective Date is the date this rate takes effect 2 Cost records the facility s cost of the ancillary for accounting purposes WinCare uses the cost field and the mark field to determine the final amount that will be billed to the resident 3 Mark Up stores a value for a percent The cost is multiplied by this
299. odifiers for a HCPCS CPT code on the UB92 The modifiers are assigned to the selected ancillary in the Ancillaries section of the Master Files module and display on the Therapy Notes screen as non editable fields When using the Therapy Notes module to enter therapeutic ancillaries variations of the same ancillary may be created with the appropriate combination of modifiers as needed to simplify the data entry Example Billing for a therapy 97110PT with mutually exclusive procedures performed in distinctly different 15 minute periods would require a second modifier 59 in addition to the primary modifier GP Example Billing for a therapy 971100T with a therapy cap exception would require a second modifier KX in addition to the primary modifier GO Note Modifiers may be added changed when entering ancillaries in the Ancillary module Modifiers can also be added to ancillaries on the UB92 edit screen although all edits are lost when updating unlocked bills Override options will be available for editing on the Ancillary screen for records that were created in the Therapy Note section in the PO MAR module All therapy notes which have a date in a past period are locked non editable and an asterisk appears next the locked note Note Use 0513 for the CMS 1450 Revenue Code when adding a psychological therapy ancillary 104 WinCare User Guide User s Guide PO MAR FAQs O Can I generate a report of everyone on routine
300. oe rung program Bei sde A T ots Caxe Aen Select each tabbed sheet to view or edit the displayed data Click Recalculate Totals to enable the program to automatically recalculate the totals F Tag Report Generate a report that allows the user to determine which F Tags will be included by selecting the F Tag button from the CMS 672 Census screen Print a specific item by highlighting the tags to deselect them or click Select None to deselect all of them utilizing the scroll bar on the right and click Print The program defaults to the selected All F Tags If F Tags not initially selected need to be printed prior to exiting this screen select Invert Selection and click Print The program can include the resident s social security number by clicking Include SS check box Replicate 672 Census Use the Replicate function from the 672 main screen if there have been only a few changes since the last creation to copy the original and edit as needed Note User intervention is not required for the residents who will be added to the new matrix field or for the residents who will be removed from the new matrix field The resident list for each field 1s informational for the user 1 Highlight a previously created matrix 2 Click the Replicate button 182 WinCare User Guide User s Guide Enter a Matrix Name and make a selection from the Care Unit drop down list The Residents to be Generated field i
301. of Ancillaries can be sorted by Charge Code or Description the order is controlled by the Sort List By radio buttons 4 Click Add to add a new Ancillary item Edit to edit an item that has been selected Delete to delete and Ancillary that has been selected Click Exit to close the screen and return to the Master Files screen 430 Add Edit an Ancillary WinCare User Guide User s Guide Add or Edit information to an ancillary item in the pre defined list to enable the items to appear correctly in the ancillary module A L er CMS 1450 Revenue Code DIJO OCCUPATION THER gt T Value Code OCCUPA TIONAL THERAPY VISITS AR Revenue Code XCDUPA TIONAL DAP HCPCS CPT Code Fequned kx Pat 8 B ngl Doina Modifer hor HCPCS CPT Code ERVICES DEUVEREO UNDER AN QUTPATIEN MedcaeA Y Medium vemde Pat B Copey X and use the Geet none Select the Add button to add a new ancillary or select a charge code from the drop down list and Edit Charge Code contains an alphanumeric code that identifies the ancillary Charge codes cannot be edited once they have been assigned If the charge code needs to be modified create a new ancillary item If you are going to be importing therapy ancillaries with Import Therapy Charges from Casamba then you must name the ancillary with the ZZC prefix followed by the CPT code followed by the Discipline Modifier i e Physical Therapy service 97530 would be coded as ZZC97530GP Descript
302. of the facility Screen can be displayed again by going into Admit and then selecting View Census Stats CHAPTER 4 WinCare Control Panel In This Chapter Control Panels ccccccsssssscsccccccscsnsvesccccscesssevsesceccnseees 13 13 Control Panels The WinCare program opens with either the Clinical or Integrated Control Panel as displayed below depending on which version has been installed The Clinical features are on the top row of the control panel and the Integrated Billing features are in the second row of buttons The second row also contains a button to launch Max Case Optimizer Clinical PreScreen is an add on module used to determine a cost of care for a potential Medicare resident PO MAR enables data entry and printing of all physician orders pertaining to residents Vitals enables entry of resident specific Vital information Care Plan is used to design individualized resident specific care plans ADL is used to maintain records for residents daily living activities MDS is used to assess resident conditions Use the top MDS 3 button for assessments with a reference date on or after 10 1 2010 Notes allows documentation of resident s progress CQl generates reports for Continuous Quality Improvement Use the top CQI 3 button to access the CQI reports based on the MDS 3 assessments Reports generates individual and summary reports Res Trus
303. on Setup Options for the Expired Authorizations report Show all Expired Authorizations in period No Exceptions Show all Expired Authorizations in period except those that have a prior authorization in a later period Balances Recaps The Accounts Receivable reports that contain Balance Forward and Net End Balance columns may not include advanced billing The following reports contain the option to display advanced billing A R Aging Summary By Client A R Aging Detail Account Activity AIR Reports 395 Summarized Trial Balance Period Trial Balance The advanced billing option is accessible by selecting the Reports Option button from the A R Report main screen Open the options screen for the reports listed above The following reports do not include the option to display advanced billing A R Recap by A R Account A R Recap by Payor When the A R Aging Summary by Client report is run to include advanced billing the Net Bal Fwd should match the Recap reports Balance Forward and the Net End Bal should match the Ending Balance If the advanced billing is excluded on the A R Aging Summary By Client then the amount will NOT match the Recap reports 396 WinCare User Guide User s Guide Report List Descriptions Listed below are some of the available reports from the main Reports screen Invoices Each invoice by payor prints on a separate page and includes a separate line for each charge or adjustmen
304. on the dates The from and through dates represent the days the facility may bill the state for the residents census days If the facilities State Medicaid Medi Cal program requires Authorization numbers then WinCare will not allow Claims to be created or Transmitted to the State without having the Authorization number On the main Medicaid Liability screen you can also track requests that have been made for Authorization Numbers To record a request click the check box for Request Pending and set a Request Date you can also set if the request is the Initial or Re Authorization request and you can enter a confirmation number for the request submitted if one was given The Request section only records the current status WinCare does not keep a history of the requests for new Authorization numbers There are three reports in A R Reports that use the Authorization information Expired Prior Authorization Pending Prior Authorization and Missing Prior Authorization Expired Prior Authorization Report This report prints out all the residents that have a Authorization number that has an expiration date in the report period When a facility prints out the report for the next calendar month they will know all the TAR numbers due to expire next month and they can assess which ones they want to renew Pending Prior Authorization Report This report will show a list of residents that have the Authorization Pending checkbox checked and for which
305. one order can be totally completed before starting the next one The date can be edited to reflect the date of the actual order To Add a Physician Order 1 Click Add and the Physician Order Add Edit screen opens 2 Select the Physician Order Code from the drop down box type the new Physician Order 3 Enter the prescribed order date 4 Click Save To Edit a Physician Order 1 Highlight the Physician Order to edit 2 Click Edit and make necessary changes 3 Click Save The orders print out in the same order as displayed on the screen To change the sort order highlight the Physician Order and edit the number in the Sort Order box Users can generate a report called Physician s Orders Code Report from the Reports module The date defaults to the current day If reprinting of previous orders is necessary manually change the date or utilize the drop down box to select the desired date from the calendar from the report main screen The number of days that prints out on the report depends on the days specified in the MAR section of Printer Setup in Reports Click OK to send the report to the printer Click the Exit button to return to the MaR main screen PO MAR 91 Lab Orders Access this screen to add change or remove a lab order for the selected resident by selecting the Lab Orders button from the PO MAR menu screen Click Add to open the Add Edit Lab Order screen 1 4 3 The order and st
306. ons coococonconcnnnnnnonininncnncnnninnanncrnnonnnn 396 Print UB Clans att a ran 397 387 389 AIR Reports Main Screen Access this screen to enable the user to print view and to specify options for residents and dates by selecting the A R Reports button from the WinCare Control Panel Age Auen Peso October MD gt Dgebeeei zu zn e Resident cx Care Lint MReodenis Specie Render Specie Care Ura Pays MPa Specie Pap AET Astra tegt irasarce Repos Deen Pari UB Case j te Print or Preview a report by clicking in the checkbox next to the name of each desired report Use the options listed below on the main screen to identify which residents or payors that are to be included and define a specific date period Date Selection All Dates will cover all periods for which WinCare has data about the selected residents or payors Accounting Period allows the selection of the month for the generated report Date Range allows the selection of a beginning and ending date of the period for the selected report Residents The All Residents options will include all residents in the report Specific Resident will only include the identified resident in the text field below the button Payors All Payors will include all residents in the report Specific Payor only includes the identified payor in the text field on the right side of the screen 390 WinCare User Guide User s Guide R
307. onsible Party option is selected the fields are pre filled with data from face sheet 3 in the Admit module Tf the User Defined Address option is selected the fields are enabled to allow data entry by the user If the Guarantor option is selected the fields are pre filled with the address of the party that is responsible for the bill Click Save to save the information Click Cancel to close this screen without saving or making any changes Admit 75 Medicare To Do List Select the Medicare To Do List button from the main Census screen to display a list of skilled residents that have exhausted their number of billable Medicare covered days The information includes the resident s admission number current Medicare day per latest census record and the date the payor needs to be changed Click Print to create a report that lists all the missing information Click Exit to return to the main Census screen Completeness Check The Completeness Check screen will display missing information required for electronic billing in the sections listed below Change of Status Phonebook Admit Module A2 Face Sheet Two Admit Module The displayed information can be printed for the selected resident or from the AR Reports module that will print all the residents that have missing required information 76 WinCare User Guide User s Guide Spell Check All Free Text fields The Spell Check feature in W
308. operating systems should be configured to Auto Logoff after a brief period of inactivity Especially in areas that are not secured to prevent unauthorized personal from seeing Protected Health Information 467 ICD 10 Transition The ICD 9 code sets currently used to report diagnoses must be replaced with ICD 10 code sets This is mandated by law the change will take place on October 1 2014 The transition is required for everyone covered by the Health Insurance Portability and Accountability Act HIPAA During summer 2013 WinCare made the ICD 10 available in the Admission Face Sheet We also introduced an ICD 9 to ICD 10 translation tool ICD 10 Equivalent These features will allow facilities to begin working with the ICD 10 coding system and assigning ICD 10 diagnoses to long term residents WinCare will expand the presence of the ICD 10 in the program as October 1 2014 draws nearer Areas of expansion include Therapy Notes Therapy Onset Medications Reports MDS 3 and Claims 469 Configuration Files Locations for WinCare configuration files WinCare ini Store the locations of the WinCare program data and List files Also stores the printer settings and other user specific settings XP Pro AppData WinCare C Documents and Settings username Application Data WinCare Vista Windows 7 AppData WinCare c Users username AppData Roaming WinCare Raplock txt CAALock txt Stores a unique id for the user t
309. ow updating all care plan problems for the resident quickly Archive Reactivate Access this screen to remove a problem that is no longer valid from active status by following the steps outlined below It is then stored in the archive database Use the Reactivate screen to restore an archived problem to active status Click the Archive or Reactivate button from the Care Plan main screen Archive 1 Highlight the problem to be archived Click Archive to open the Archive problem screen 2 3 The date will default to the current computer system date 4 Both the Problem and Archive Rationale fields are editable and offer spell checking Care Plan 117 5 Enter a reason for archiving the problem in the Archive Rationale field 6 Click Archive and the problem is now stored in the archive database Reactivate 1 Highlight the problem to be restored from the archived records 2 Click Reactivate 3 Click Exit and a message will be displayed as a reminder to set new target dates for each of the goals associated with the problem that was reactivated Related To Add a Related To entry for the selected problem by clicking the New button that displays when the user clicks to the right of the Related To section from the Care Plan screen 1 The Suggested Related To screen will be displayed 2 Highlight an item in the Suggested Related To field and click Put or double click an item in the Suggest Related To field to transfer it
310. p Security Levels from the Security Options menu to open the WinCare Security screen This screen enables an individual with administrative rights to assign logins security levels and areas of access for each user Use the Delete option to permanently remove a user and their security level option with administrative rights only WinCare Security Add New User Assign Security Level WinCare recommends that the facility assign at least one or preferably two individuals as the System Administrator and define a password required A prompt will display for a password if no password has been entered Users are listed with their assigned security levels in the upper white box The listed Security Levels are in the lower white box and include 9 default security levels When the user is added his her password will be blank To set the password Exit the program and login as the new user leaving the password blank you will then be asked to set the password for the user From the WinCare Control Panel click Utilities 1 Click Facility 2 Click WinCare Security 3 Click Users Security Levels 4 Click the Add button 5 Enter the user s full name log on name initials and security level as required 6 Check MDS 3 Data Entry Clerk if the user will be entering MDS 3 data only for other users If they won t be entering MDS data or will be entering MDS data as themselves then leave un checked 7 Click OK to retu
311. pain meds If so can the report print by care unit A The Medications by Resident Report can be used to generate that information Select the medications that are considered routine pain meds hold Ctrl key down while clicking the mouse to select multiple selection You will now be able to print a list by medication for the residents Follow the steps below to Print the Medications by Resident report by care unit 1 Exit the reports module after the medication selection 2 Click the down arrow on the main control panel to display the resident list 3 Near the OK button is a list to select a care unit 4 After the care unit selection click OK 5 Return to the reports module and select the report 6 The report will display each resident s medications by care unit Q Can frequencies be customized to be added to the general list A Follow the steps below to customize frequencies 1 2 3 From the WinCare Control Panel click MAR Click Administration Times Define a standard frequency Once defined it will appear in the list boxes for frequency O How do I add a standard medication A If there is a single medication or a group of medications that are commonly issued then they can be added to the standard medications DNA A From the WinCare Control Panel click Utilities Click MAR Click Medications Select a medication from the list Highlight the medication to add it to the standard list Once a
312. ped Mes Pureed Tapas e T Consistoncy As Totersted Ground Mew T Winden Ligue T bdentulous Dato Dieser frech Modded KE zj Drinks Drot Hens inburen Snackis Inter 02 for drin Other Dirks D rem pex Pei Cottes Tos Mix berg Dik E Drink ow zl meu hb h 7 frat ww B ug pen NM ro ww bh Id T zj Date Prosc Mod Aor 18 2005 7 mem per ine Mates Likes Otsthes gen pes me wwberrien creba shrimp a not Mee bwer cauliflower Dietery Cort s y y RS Fill out the Diet Type and Diet Consistency just as you may have done before If a Diet Type is not listed in WinCare s default choices put any other Diet Types under the Other field Note that if you enter more than one type in this field you need to enter one per line Same applies to the Diet Consistency Other field You can enter what drinks the resident is allowed preferred including the size of the drink in ounces Note that up can add up to 6 different drinks that aren t already listed Coffee Tea Milk or Juice along with any drink restrictions Enter the your Diet Nourishments or Snacks in the Diet Nourishments Snacks field One item per line which means you need to press lt Enter gt after entering any item Enter the resident s FOOD ALLERGIES in the Allergies field Note that this is SEPARATE from the Allergies screen under the PO MAR screen Just like before your MAR type reports will use the Allergies listed under PO MAR gt Al
313. percent to determine the price of the ancillary 4 Price indicates the amount to charge for the ancillary It is calculated based upon the entries in the cost and mark up fields 5 PartB Fee Schedule contains a maximum amount payable by Medicare Part B for the selected ancillary 432 WinCare User Guide User s Guide Consolidated Billing Steps to bill Medicare Part B for a service supply that is excluded from Medicare Part A consolidated billing for a Medicare Part A resident 1 Enable the Medicare Part B checkbox 2 Enter the Fee Schedule amount 3 The Medicare Part A checkbox should NOT be enabled The above steps tells the program that the selected item is not part of Part A consolidated billing and that the ancillary should be billed to Part B When the Medicare Part A checkbox is enabled the program will not bill to a Part B resident if they are receiving Part A benefits Select HPCSC CPT Code Access this screen to select a HCPCSC CPT Code by clicking the Ancillaries button from the Master Files screen 1 2 3 Select a Charge Code from the drop down list Click the Edit button from the main Ancillaries screen Click the elliptical button for HCPCS CPT Code Required for Part B Billing No records are displayed upon entering this screen for the first time during a WinCare session Once the code list has been accessed the screen will open with the list displayed until the program has been closed E
314. pplication called WinCare Picture Linker that allows you to select a picture and a resident then link a copy of the picture to that resident in WinCare At this time the picture shows up on the Admit Face Sheet 1 screen and on the Medications screen This feature is available for no additional fee Chapter 30 Resident Pictures 443 WinCare Nursing Home The WinCare Picture Linker is a Microsoft ClickOnce application which is installed from the WinCare website www WinCare com The program only needs to be installed on the workstation that deals with the pictures ClickOnce applications are installed per user so if multiple people login to the computer you will need to install it for each user The program requires that WinCare be installed on the same workstation The user does need a WinCare login and rights to edit the Admit section in WinCare Pictures can be selected by clicking the Browse button or by dragging the picture file to the display box Then you select the resident in the drop down box and click Apply to link the picture to the resident in WinCare The resident list is only Admitted residents The selected picture is left unchanged a resized copy will be placed in the ResidentPics folder of the WinCare Data folder Once a picture is linked it is viewable from all the workstations that have access to WinCare We recommend that you keep the original resident picture files Since our implementation of resident pict
315. prior to creating the adjustment if changing the payor to Medicaid If multiple rates are needed the user will need to enter them all prior to the adjustment 2 Check the rates and their effective dates Sample Scenario Assume that today is October 10 2005 and a resident was admitted January 2005 as Private Pay The facility was notified that Medicaid will pay for their stay retroactive to April 2005 The liability amount effective 4 1 2005 would be 400 00 The rate should be modified for each month up to the current month with the new 400 00 liability effective 5 1 05 6 1 05 7 1 05 8 1 05 9 1 05 s the month gets adjusted the program will know what recipient liability amount to bill privately 1 Click Adjustments from the main control panel 2 Highlight a resident s name to select it or enter the name into the search field Adjustments 383 Click New Census Change Adjustment Select a period by clicking the drop down arrow for Period to Adjust Enter a brief Description of the adjustment in this field Click OK Leave the default Sub Period settings and click OK Todd Laura R Vwiruchon The Top Gad thors you mha the Geer Cenas mai You indi modiy the iecondi in the second gd 10 hey reflect the actual Census you recto to bal for on a record m the second gid and press the Edit button Modify the payor ox level of care cr other When you Maree irshod Chick on the Mest gt gt Dutton H pou with 0 adot fa shaimeant C
316. ptions are recorded for payments that were made when the payment amount doesn t match the invoiced amount After an exception has been reviewed it can be Marked as resolved or left unresolved and dealt with at a later time UNE zm Tma I DEN Pad hncurt does rct equi invoced Anauri uvas Dna PEN ine was oe asi a ti From this screen you can View Remittance Advicet View UB Claim Contractually Adjust Write Off Customized Ajustment Mark as Resolved Exit Closes this screen and returns you to the previous screen 370 WinCare User Guide User s Guide View Already Applied Payment Files and Logs View Already Applied 835 Payment Files and logs AA AA ETOR A PUPA OE Prepara le Bachas View Already Applied 835 File view a previous 835 file that was processed for payment From this screen you can Print Report Prints the 835 Response File Report just like Print Report does on the previous screen Print Single Claim Payment Prints the 835 Response File Report for just the selected record Note The arrow does not mean the row is selected The row is selected when it is highlighted Print UB Claim Prints the UB claim to the printer that is associated with the selected record Note The arrow does not mean the row is selected The row is selected when it is highlighted Payments Refunds 371 View UB Claim Opens the View Edit UB screen for the UB claim that is associated with th
317. py EOT Other Medicare Required Assessment OMRA is completed SNFs must submit occurrence code 16 date of last therapy to indicate the last day of therapy services e g physical therapy occupational and speech language pathology for the beneficiary Please note that only one occurrence code may be billed on a single claim therefore you would use the final date therapy was provided in relation to the latest EOT OMRA applicable for the claim being billed Note If the HIPPS code for Rev Cd 0022 on the claim ends in 4 5 or 6 then the assessment was an EOT and you need to add the occurrence code 16 The date for the occurrence code will be the latest date for O0400A6 O0400B6 or O0400C6 from the EOT MDS assessment 290 WinCare User Guide User s Guide 2 Therapy services that is revenue codes 042x 043x and 044x the units need to now represent the number of calendar days of therapy provided For example 1f the beneficiary received physical therapy occupational therapy and speech language pathology on May 1 that would be considered one calendar day and would be billed as one unit If a resident received physical therapy three distinct times on a given day it will be reported on the Part A claim as one unit of Physical Therapy CHAPTER 21 Ancillaries In This Chapter Ancillaries Main Screen 293 Add n Anc llary a een 294 Edit an Ancillaty serei 5 4 igiene 296 Recurring Ancillary Charges
318. re can I print the CAA Triggers CAA Summary or CAA Rationale Reports A The triggers can be printed on the CAA Summary report You can also click View Triggers in Section V The CAA Summary and CAA Rationale Reports are both in the Reports Module Click Reports then click Individual Reports Tab and in the lower right hand corner you will see the reports you need CAA Summary and CAA Rationale Reports O When I do a completeness Check for a MDS 3 0 assessment the Validation Utility Tool gets a run time error Error in FormatCheck Also WinCare times out during the check How can I fix this A Check the Resident s Medicare number on the assessment this is item A0600B on the MDS 3 0 assessment If A0600B is a N without quotes we know this will cause the error If there is a no Medicare number for this resident A0600B needs to be blank CHAPTER 13 Notes In This Chapter Progress Notes Main Screen sees Add a Note 169 171 Progress Notes Main Screen Open this screen to enter notes for the selected resident by clicking the Notes button from the WinCare Control Panel Andrews Flossie S La Adm No 908 nat em pea Pint ne Donte re Editing the documentation is NOT an option A new note must be generated correcting and explaining the error Add a Note Add a new note by the following steps Davidson William T Tee Adm No 900 Augen System Admararto abor Dat
319. reatments on the resident s treatment record A list of pre set up Standard Treatments will open All of the treatments are checked Un check the treatments that are not appropriate for this resident PO MAR 89 Click Customize to customize the Administration times and enter specified times of treatment administration Print a blank Treatment Record 1 From the WinCare Control Panel click Reports to display the reports screen Click the Individual Reports tab and select the Treatment report Under MAR Report Options click the Blank Form checkbox Click Include Comments checkbox if a comments page is to be included with the blank form 5 Click the Include Resident Info checkbox if the resident s info such as names admission etc is to be included on the blank form BO 6 Click Print The user can print multiple copies by typing a number on the Copies field located underneath the Select Resident Set MAR Notes Access this screen to add a note that will appear on the Medication Administration record by selecting the MAR Notes button from the PO MAR menu screen 1 Click Add and enter the date the medication was ordered by the physician Rx date if applicable Enter the start date that the instruction will be effective 2 Check the box Include in Physician s Orders if the note will be included in the physician s orders printout 3 Select a frequency from the drop down list 1f applicable If needed click Custo
320. red for percentage 98 WinCare User Guide User s Guide Hemoglobin Hematocrit This option is available upon purchase of the Hemoglobin Hematocrit Add On module Call WinCare Sales for more information and demo at 1 800 423 1083 This module is used to record the Hemoglobin and Hematocrit lab values of a resident Information recorded in this module can be printed from the Hemoglobin Hematocrit report of the Individual Reports tab in Reports The report flags values that are out of range Values im ind indicate Hemogiobin lt 13 0 or gt 18 8 Hematocrit lt 48 0 oc 540 flecosds shows lor the following daten PO MAR 99 Hemoglobin Hematocrit Screen Allows the recording of the Hemoglobin and Hematocrit lab values Values outside the Normal Range are displayed in red on the screen The values used are different for males and females the high and low values are set in Utilities MAR Hemoglobin Hematocrit Ranges In order for the ranges to work correctly the residents gender must be set on Face Sheet Al in the Admit module This module can be used to help determine how J1c on the MDS assessment should be answered elevated hemoglobin and hematocrit values in the last 7 days can be a clinical sign of dehydration Alexander Tom A Mio S Adm No 904 Kc Date Hemoglobin Hematocrit Lab Doing Test 04 20 2009 0135 41 0 Blass Light Labs ER Hemoglobin Hematocrit Add Edit Screen The Add Edit screen is where the
321. reen 3 allows data entry for information and notes for Physical Therapy The therapist enters the dates of service type of services rendered discharge reason and goal s level Summary field is for free text information Screen 4 is for recording the information for Occupational Therapy Screen 5 is for entering information for Speech Pathology Screen 6 is used to enter FIM scores The user enters the Admit FIMs on admission Goal FIMs are entered at beginning of therapies and D C FIMs are entered on discharge The form can be printed and presented for the physician s notation and signature 68 WinCare User Guide User s Guide Medicaid Liability Select the Medicaid Liability button from the Admit screen to enter the amount for which the resident is personally liable or that Medicaid does not reimburse WinCare recommends completing this screen for all Medicaid residents even if your state does not require it for the UB92 Click the ellipsis button button with next to the effective date field to enter edit the liability California users who create bills for Medi cal are required to enter a TAR in the Prior Authentication Request TAR field The Release of Information and Assignment of Benefits fields for Medicaid and Medicare are required fields Enter a PCPCM Referral state specific Ad Alexander Tom A ENE Adm No 904 Uas wi Name On Fite Fest Name M Leg Name Deeg Lablty EBectn Date PEPON Retensi Nunb
322. return to the Change of Status or Admit screen Admit 73 Therapy Onset Onset date description and primary diagnosis code are displayed on screen after the therapy record has been entered Click Add to create a new therapy record uod de c b dE Di vir SEH ess Enter an onset date for the therapy Enter a description for the onset of the therapy Enter a primary diagnosis code Enter a diagnosis code for the treatment Enter a start date discharge date and certified through date Enter a date that the plan was established or last reviewed to enable WinCare to automatically add the appropriate occurrence code to the autocreated UB04 Use the Other 1 and Other 2 fields for additional types of therapy other than those listed above i e Respiratory Therapy Click OK to save the entry and return to the previous screen 74 WinCare User Guide User s Guide Billing Address Select the Billing Address button from the main Census screen to indicate or change the addresses on file for the resident Alexander Tom A c BN Adm No 904 B rg Adde Lact Name Fest Name Made Name Ea fee Lina Ten Die Rende iddei Use Responsible Paty Ute Guwantor Uses Detred A ter Camarin Lact Name Fest Name Steet Addes Oy Sate z Phone Addes Une Teo Reisteruhe If the Resident Address option is selected the fields are pre filled with data from the face sheets If the Resp
323. rgies must be separated by commas 96 WinCare User Guide User s Guide Fluid Balance This option is available upon purchase of the Fluid Balance Add On module Call WinCare Sales for more information and demo at 1 800 423 1083 This module is used to record the fluid intake and output of a resident Information recorded in this module can be printed from the Fluid Balance report of the Individual Reports tab in Reports Alexander Tom A Pm S Adm No 904 Heconds shown los the Dolly Anton LOEO WEE iii Fluid Balance Main Screen The Fluid Balance main screen shows the daily summaries of the Fluid Intake and Output A new Entry is added for each day that the fluid is measured During the day the daily entry is updated as the fluids are measured See the Add Edit screen below Alexander Tom A Adm No 904 Fluid Balance Add Edit Screen The Add Edit screen of Fluid Balance records the individual fluid measurements that occur on the given day For Intake entries the user selects what type of fluid was consumed and how many milliliters WinCare has predefined fluid types Juice Milk Water Coffee Tea IV and Other This list can be changed by the facility on the Utilities MAR Fluid Balance Fluids screen The fluid that has been output is recorded in milliliters Notes can be added for the day PO MAR 97 Food Intake This option is available upon purchase of the Food Intake Add On module Ca
324. rivate Pay The adjusted census entries show the payor be changed to Medicaid S 1 Click Add to display the change of status screen to create a new census entry if new entries are required 2 Highlight the adjusted entry by clicking the arrow at the far left of the selected entry and click Edit to make the necessary changes See Retroactive Change of Payor or Retroactive Change in Medicaid Liability for sample adjustments 3 Click Next to process the adjustment when the adjustment is completed you will be asked if you want to see the details Additional features on the Details screen View options controls which invoices are available to be displayed Adjustments 381 1 Adjusting Invoices are adjustments that have been entered into the system 2 Click Return Invoices to view details on invoices with reverse charges 3 Choose Existing Invoices to view the accounting details for an existing invoice Select Invoice clicking the drop down lists all the invoices that are available to be viewed After an invoice is selected the details are displayed in the grid below Erase All Invoices in Adjustment Highlight the adjustment to be erased and a message will be displayed asking to confirm the deletion of the adjustment and all associated invoices or canceling the operation Click Exit to return to the main Invoice Adjustments screen Note when the period being adjusted includes Advanced billing for Private Pay or
325. rn to the main WinCare Security screen Assign Clearances Rights per module screen 1 Highlight the module screen 254 WinCare User Guide User s Guide 2 Enable or block users by checking or unchecking the checkbox located next to the radio buttons for the following functions Clear to View Clear to Edit Clear to Add Clear to Archive Clear to Delete Clearto Print To improve the selection process there are two additional options Highlight the MDS 2 module and the button Apply to all MDS 2 Clearances will be displayed Clicking this option can save the user time since there are many sections in the MDS and the security settings defined for MDS 2 will be applied to all MDS modules for this security level Select Clone to copy the security functions from one level to another level without needing to reenter data Enter a new name for the cloned security level and click OK This action will create a duplicate copy of a level including all selected clearances but the new level will have a different name Add Edit Security Level Select the Add button next to the Security Fields section to open the Clearances screen Add a Security Level 1 Enter a name for the new security level on the clearances screen 2 Click the Clearances Apply to Discharge Records radio button next to Yes to enable users to edit discharged records 3 Click the OK button Edit a Security Level 1 Highlight the level 2
326. rt that is referred there is referring to the Cart in Print by Cart section of the Dietary Tray Card module 1 Click Select Tables to organize your tables 2 You must first setup at least one cart before you can setup the tables Click Cart Setup Reports 207 To add a new cart click Add The cart name number is limited to 4 characters Click Ok to save your new cart or Cancel to not make any changes To change the name of an existing cart highlight the cart you want to change and click Edit Make the change and click Ok to save or Cancel to not make any changes To eliminate a cart highlight it by left clicking on it with the mouse Click the Delete button WinCare will ask you to confirm 3 Now you are ready to setup tables Click Table Setup Click Add to create a table 208 WinCare User Guide User s Guide Add Tray Card Table PO Cord taste First enter a Table Name and Select the cart from the drop down menu The list of carts comes from the carts you setup in Instruction 2 Add the residents from the admitted list shown at left to the Residents at table column Note that you can add the residents by double clicking on the resident name under left hand column or highlighting groups of them by holding down Ctrl and left click and then click Add Remove any residents from the table by either double clicking on the name in the right hand column or highlighting the resident then clicking Remove
327. rts are created from the MDS 2 assessments Note MDS 2 assessments are not used after 10 1 2010 This module is for viewing historical COI reports CHAPTER 15 CQI 3 In This Chapter COT S3 Main Screen ariete ettet den naeihs 179 EMS 672 Census n adu id 179 CMS 802 Roster 4i sunshine 182 Acuity Monitoring sees 183 COL EE 184 177 179 CQI 3 Main Screen This module contains several sections that produce reports or graphs to display the current conditions and status of the residents Access this screen by clicking the CQI 3 button from the WinCare Control Panel These CQI reports are created from the MDS 3 assessments cal3 amp AdImonal Assessments Mer 2042 Specs 677 Consus Auty Montonng Pressure Sore Rak April 2042 Specs IQ Roster fat Rak Ausesument Ost 2010 Specs 882 Roster New 672 and 802 formats for the MDS 3 were released in the Fall of 2012 The top two buttons are the new format and the bottom two are the old formats for historical reference CMS 672 Census CMS 672 Census creates a new census report to display the conditions of the current residents and can be accessed by selecting the CQI 672 button from the CQI 3 menu screen 1 Click Add to generate a new matrix report 2 Enter a name for the matrix 3 A comment section has been added for the user s benefit that will allow unlimited text Click Generate to produce a worksheet with data from the MDS 5 Click on a column h
328. s cloud wincare com If asked to run the Microsoft Remote Desktop Service add on click Allow This usually only comes up the first time you go to the website 450 WinCare User Guide User s Guide The site needs to be in compatibility mode to load correctly Click the gear in the top right corner of Internet Explorer then select Compatibility View settings If wincare com is not list of websites added to Compatibility View click Add This only needs to be done once Ylrbates you ve added to Compatibility Ver en Sign in Screen for WinCare Cloud Chapter 32 WinCare on the Cloud 451 A WinCare Cloud WinCar e Powered ty P Serscer Demartuner came Leg caeci hathaway m Possncoo Ionnnunnnune Security hon eege This 4 a public o shares computer This na private computer Warning By velecong tis opto you confirm that thes computer complies with your organization wacurky pobcy Lasin j To protect ogerat unauthorized access your WinCare Ooud session will atomica bne out ster peros A inactivity H your session ends refresh your browser and ig eje NOTE Ths system mill be offline for mannenance every Gay from midnight to 2 am Pacific tme For technical mistance piense Contact Win are Sec Y our user name needs to be preceded by the domain name wnccloudW then enter your user name in the format firstname lastname 1 e wnccloud firstname lastname Domain u
329. s Rehab Repnortz 65 Medicaid Liability a eee trea 68 PayOIS4 en tee eei lee bulles e ite eee i retra t ind 71 Therapy Onset eue Eed ges sn 73 Billing Address deer Heu 74 Medicare To DO Eist cr ee ettet sa 75 Completeness Check 75 Spell Check All Free Text fields 76 Admit FAQS idee aia tra 76 29 31 Admit Main Screen The Admit main screen enables the user to enter face sheet information setup the phonebook track resident s personal money and add allergies Access this screen by selecting the Admit button from the main WinCare Control Panel Clinical Integrated 32 WinCare User Guide User s Guide Admit a New Resident Select Admit New Resident from the Admit main screen and complete all the fields Required fields are highlighted in red Care Unit is required and highlighted in red in the integrated version The admit date and time are pre filled with the computer system date Adams un Numbes Social Security Number Medical Hee Mum Ad ion Number Social Secus Number Medcal Hee Mm Last Name Fest Nome Middle Name Last Name Fest Nome Mode Name ss Data of Bet Den Data of Huth Adna Date Adm time Tritz Cann He Assignment Adad Date Adel line Neuwied Cas Unit Assignment Web 17 2014 1354 D D Feb 17 2014 1252 D Makrecfd o opse seniri Mabreght si eine tented Clinical Integrated Enter an Admission number for the resident 12 maximum 2 Enter a Social Security number for the residen
330. s and the facility total This report can tally only the entries on or prior to that date Complete or Monthly Reconciliation for Resident Shown Above Prints all records since the creation of the selected resident s trust account plus the total deposits total withdrawals running balance and final balance Comprehensive Daily Reconciliation for All Residents Generates a list of transactions for a specified period 64 WinCare User Guide User s Guide Reports Resident Trust Enter Bank Interest Five different reports can be generated from this screen and are listed below This Resident includes all transactions plus the total balance for the selected resident Master updates resident trust entries and prints all individual resident trust records and balances Summary updates resident trust entries and prints the resident name room admission total individual balances and the facility total This report can tally only the entries on or prior to that date Complete or Monthly Reconciliation for Resident Show Above prints all records since the creation of the selected resident s trust account plus the total deposits total withdrawals running balance and final balance Comprehensive Daily Reconciliation for All Residents generates a list of transactions for a specified period Click the Enter Bank Interest button from the Res_Trust main screen to enter the total amount of received interest according to the bank statement The
331. s oe eege EE tive FI HIS 47 AT Face Sheet One sect eonnetteee tem mand 47 A2 Clinical Face Sheet Twoi enne entrer en tnn n nennen intense EE 48 A2 Intesr t d Face She t TWO BE 49 A2 Diagnosis ICD 9 amp TOL 2 00 tette a 50 ii Contents A3 Pace Sheet Three RR aid as See eh na 57 A4 Integrated Face Sheet Four eee eee eese eee enne enne enne tenente tete enne tete enne nennen 57 Allergies E E ebe SEENEN db eere en 58 Physician VisllS cc ao 59 Discharge Reports ini o iodo 61 ResTrust Main eteen 212 63 Reports Resident TU een nannten 64 Enter Bank Interest ae nie ai Ren Rissen 64 Policy EE Trans Rehab Reports Patient Transfer Noticia nenne anal 65 Rehab Patient Discharge nee nette see nr 66 Medicaid Liabilit AA x 68 Prior Authorization Information TAR Information nennen 69 IST EE 71 Therapy Ost EE 73 Biling Add EE 74 Medicare Lo Do E E 75 Completeness Check ettet oie Pete ette isis 75 Spell Check CAll Bree Text fields eee eii 76 AMM R E ertet cs 76 PO MAR 77 POMAR Maii Screen dd 79 Medications 22 2 A iie niei eid 80 Editable and Non Editable Helde 81 Add Medication A a 82 Customize Medica RASA ATL n UI d 84 Invalidate Invalidation Screen 85 Discontinue KN eee eee EA et eMe ic ege te tete centi read 85 Insulin Shding Scale Eee eee ertet ee DE I delete Ed 85 Track Specific Type of Medication essere ene een eene tenete 86 Print MAR nor A ee 86 sample Or
332. s required for the user to receive the correct information Check the residents who have new MDS assessments since the last report creation Uncheck the residents that do not have MDS assessments but have had manual edits on the previous assessment An optional Comments field enables the entry of comments that are to be associated with the new matrix Click Generate Copy CMS 802 Roster Access the CMS 802 Roster screen to create a report with the current data from the MDS module by selecting the Add button from the main 802 screen 1 2 3 Te Title the report in the data field under Matrix Name Select the type of Care Unit Enable the Use Open Assessment checkbox to use only closed MDS assessments A Comment section has been added for the user s benefit that will allow unlimited text Click Generate Click on a Column header for a description of each area To Edit a response highlight the box indicated and double click to add or backspace to delete a mark Click Blank to create and print a blank worksheet if needed The 802 will automatically refresh the resident list each time it is generated to reflect a current census One of the 802 items cannot be answered from the MDS assessments and requires manual entry 19 Need for Increased ADL Help CQI 3 183 Replicate 802 Roster Use the Replicate option if there have been only a few changes since the last 802 creation to automatically copy the original
333. s that are automatically displayed after the creation of the UB04 or UB92 View Edit UB04 92 Bills displays UBO4 or UB92s for all or selected residents for current and past periods Manual Create UB04 enables the user to create a blank UB04 or UB92 except residents census information is filled in automatically Note the UB92 is no longer accepted after 5 22 2007 The UB92 Operations allow the viewing of old claims 316 WinCare User Guide User s Guide Auto Create UB04 Select the AutoCreate UB04 button from the Claims Menu screen to display a grid containing a list of residents who have billed invoices ege Tei ST Corrons Mud SR MA em upon Be o AAA CE 1 3 0012 1 Period displays the current open period to create UBO4s from current invoices Past periods can be selected for View Only 2 Select a payor under Payor Options to display the residents that have current invoices for that payor Show Medicare A Only is selected by default 3 Click AutoCreate All to create UB04s for all residents listed in the grid or highlight a resident s and click AutoCreate Selected Claims 317 The Claim Type option limits the type of claims displayed to Room and Board or Part B at the time this feature is redundant and may change in the future For now to see your Part B Claims you must select the Claim Type Part B Charges and the payor either Show all Payors or Show Medicare B only If you ar
334. sent to Emergency Room or Physician to another facility or home 1 Click the Patient Transfer Notice button from the main Trans Rehab Reports screen The top section of the screen displays the demographic data for the selected resident which is filled in automatically by the program This data is included in the report in addition to the physician orders 2 Click on the Transfer To drop down box and select the entity who will be receiving the patient 66 WinCare User Guide User s Guide 3 Indicate the Reason for Transfer by clicking on the drop down box and choosing the reason 4 Select the mode of transfer by clicking Transfer By drop down box 5 Select the patient s current Behavior The Transfer Memorandum is free text typing and will auto wrap Enter notes that will assist the Ambulance crew or transferring individual the Emergency Room Staff or the Physician Office staff in accommodating the patient i e HOH face the client as he read lips and speak loudly and distinctly New Vital signs should be entered by clicking Add New Vital Signs button Enter the current information All medications entered in the PO MAR module are included in this report and may include comments and day time of the last dose of the medication The prescribed date of the treatment is displayed on the screen and may be printed The form may be printed by one copy or several copies Indicate the number of copies desired on the print screen
335. ser name wnccloud carol hathaway Per HIPAA and the HITECH Security Act requirements each user must use their own user name and password a user s password must never be given to anyone else When personnel changes occur the facility should contact WinCare Support to have new user accounts created or accounts removed Allow 24 hours for the creation of new accounts Then select if this is a public or private computer based on the following criteria This is a public or shared computer Select this option if you use WinCare Cloud on a public computer Be sure to log off when you have finished using WinCare Cloud and close all windows to end your session This is a private computer Select this option if you are the only person who uses this computer Your server will allow a longer period of inactivity before logging you off 452 WinCare User Guide User s Guide A work or home computer where each user of the computer has their own Windows user account and password would be considered private A computer where multiple user use the same windows account is not HIPAA compliant and would be a public or shared computer When private computer is selected the site will cache your information for the next time you visit and when public or shared is selected no information is saved cached Click Sign in to enter the site and bring up a list of the WinCare Cloud apps WinCare The cloud applic
336. sh if the year is left off it defaults to the current year If a date value is active on the screen then a date is required there are exceptions for ongoing unknown dates and not assessed no information dates The following are valid dates 11 1 2010 11 1 11 1 10 11 1 Nov 11 2010 Nov 11 and November 11 2010 Ongoing and Unknown Dates Some of the MDS 3 question ask the date something ended if the item hasn t ended as is ongoing then entering a dash will signify that it is ongoing Items that can be ongoing are A2400C 0040046 00400B6 and O0400C6 For Item M0300B3 if it is unknown then it requires a dash On the printed MDS 3 form the dates will show as eight dashes Not Assessed No Information If an date item is Not Assessed or there is No Information then leave the date field blank on the screen The following items allow a Blank value M0300B3 00250B O0400A5 O0400B5 O0400C5 0040046 O0400B6 and O0400C6 For item M0300B3 if MO300B1 is unassessed and has a value of dash then M0300B3 must be left blank 144 WinCare User Guide User s Guide Calculated Values in Sections C and D WinCare will automatically calculate the totals for C0500 DO300 and D0600 following the CMS guidelines The calculated value for C0500 can be changed to 99 if the interviewer determines it is appropriate by clicking the Enter 99 button Once Enter 99 has been selected the button changes to Calculate which
337. sident ID Labels Avery 6150 On the Summary Reports 2 tab is the Resident ID Labels Avery 6150 report Moethiy Reports Report Date 03012014 7 MAR Reports par Form cede Comments etude Resident inte f Prit Comments Orby FT ode Resident inte Printer zen The report prints the Resident s name primary physician room and Medical record on a label The labels print by default for all residents Select Resident Set is used to print labels for a specific resident or residents When you click Print an screen comes up that lets you select which label to start printing with so partial page of labels can be used for the first page If Select Resident Set was used the first prompt will be to confirm the use of the set 196 WinCare User Guide User s Guide If a single resident is selected you have an option to specify how many labels to print for the resident O e AT this point if you need to cancel the printing enter X for the quantity and click OK otherwise enter the number of labels to print default is 1 and click OK Reports 197 Mailing Labels Envelopes Access this screen to determine the settings for printing mailing labels by clicking Mailing Labels from the Reports main screen Mailing Labels Envelopes Print Labots Envelopes Phone Book Notite aon lt Pires Los Respondido Parties Dertats Cima ches lt Emergency Contacte Hospi ate Phaemaces
338. stem it would not be transmitted which is correct If your state requires Section T for other assessments in addition to regular PPS assessments which are included in the program check Use T and click T setup Check the appropriate check boxes to enable Section T on assessments the state requires Ifthe user s state requires Section U check the box and click U setup Check the boxes for each assessment that uses Section U For confirmation which assessments are required call the state RAI coordinator If using Section V for an assessment that does not require Section V select the V Setup button Now check the boxes for the appropriate assessment For example if you wanted to add V to quarterlies only you would check the first box because a quarterly AA8a 5 and the AA8b are normally blank Utilities 245 Other Settings The Use Section Completed Checks will track which sections are complete or incomplete This will require the user to click a check box for each section of each MDS assessment confirming which sections are complete To use this feature check the box Allow Test Submission Files If your facility uses a third party vendor for quality assurance example LTCQ click Allow Test Submission Files This will activate a new feature When in the MDS File Create Screen MDS 2 gt Create gt Create Transmit File a new option will open up Production and Test Use Test to send your files to your qu
339. t A The number of residents may not match because the 672 report only counts the MDS assessments that have been completed CHAPTER 16 Reports In This Chapter Reports Main Screen 189 Printer Setup uet EE ENEE 189 Resident ID Labels Avery 6150 sss 195 Mailing Labels Envelopes eene 197 Nutrition Labels cui t 198 Fray Cards EE 198 Clinical Reports FAQS serene 210 187 Reports Main Screen 189 Access this screen by selecting the Reports button from the WinCare Control Panel Print a report from one of the three tabbed screens by clicking in the checkboxes next to the desired report and clicking the Print button Summary fleports 1 Ressbeot Roster Ressbeot Rostes w Med Rec Num Besten Work Sheet Report Deg depor Resoschtaton Regen far fot ope Drug egent far fot opc Drug Aut Regent Vie agit Beer Sagre Change Wesght Report Largest Weight Change Report W e sit broek sheet Wein Paar Report Onampreo ss Repent Amores Report men Pepe 2 rbd egos Care Pan Library Report Leng ot Wer Census Sammary Report Census Comslatiwe Report Census Detad Report Census Total Cum Report AAA he ge Report Soniy v Date C Nome MOS 20 Compieton Report MOS 20 Assess Shed Report T MOS Open Assess Report Meda UGS Status Report MOS Race Report Perales Mor Ingradual Reports Print Qne Resident Pret Al Rese ents Monthly Reports e Report Date
340. t This report displays and prints the private pay balance for residents To include all payors on the report enable the checkbox for When All Payors is Selected Show All Payors Balances a AR Balance Report Options Paon When A Payor a selected pat show the Eege pay balanced Corcel C When Ad Payon a selected Show al payori balances m AIR Recap By Payor You have the option to include Per Patient Day Information on the report AIR Aging Detail This report displays the advance billing This option can be changed from this screen by clicking the radio button Exclude Advanced Billing Click Save to save the change and return to the main Report Options screen Specify Aging Buckets AIR Reports 393 This option determines how the aging is displayed on three reports Statements AR Aging Detail by Client and the AR Aging Summary Revenue Journal Al Reports var Agri Morty Agro Ahsap utt morthi agr Much en Zi schedule 10 that he cument mort e o mort Detore the marth the Fio D ate Lat ny Use 30 60 90 and 120 dap aging n aieo ra thet ave 30 days in eng Cumert 23 60 er we 1 30 WA and over 12 20 days ShA schedule 10 Ver wert gan sit Fran Date mes 0 Ed Une Mead Aging depending upon Date Selection on ment ge V Ai Dates n chosen From Date a the computer cunert Gate and agna v upon 30 60 0 90 dee Ad obligations deen X days ot leis poor te oe da courted at onet Note The in closed te
341. t When finished click Ok or Cancel If any cart needs to be deleted highlight that cart and press Delete Special Carts You can add remove residents from special carts by highlighting them and clicking the Move Return to from Special Cart y Select the special cart that you want the resident to be on and click Ok Note that if you have multiple residents selected then all those residents will be added to the cart Also note that you won t see this screen if you are moving residents OFF a special cart In that case they will revert to the carts they were assigned before if any If you want to view what residents are on what special carts click View Special Carts and select the cart you want to see When finished click Ok Residents Assigned am To Special Carts Reports 205 206 WinCare User Guide User s Guide Tray Cards Print Selected Tables Using Print Selected Tables There are two steps to print using Print Selected Tables first you select the tables with Select Tables and then you Print the cards Select Tables Please keep in mind that the CARTS mentioned in this section of the program are INDEPENDENT of the carts mentioned in the Print by Cart section In the Print by Cart section the carts are associated by residents In this section Carts are associated by their tables which in turn are associated with residents Also in the PO MAR gt Dietary screen the Dietary Ca
342. t Each line indicates the date description and amount of the transaction Statements can be mailed to the responsible party for a resident s charges Each line on a statement references the invoice for the charges AIR Balances lists the total accounts receivable by resident The user can specify which residents which payors to include by using the option fields Census Detail estimates the census and billing amounts for the indicated period It lists each admitted resident and acuity payment level level of care payor and the dates that the resident was in the facility Census Summary contains the total amount due from each payor for room and board for the indicated period Daily Census Detail lists the current residents and display their latest admission date and room number on the date indicated Cumulative Census summarizes the number of residents in the facility per day by payor AIR Summary by Source summarizes the accounts receivable by payor by a date range Revenue Journal lists the amount collected and the amount due from each resident Resident Ledger lists the amounts and the items charged for each resident on the date incurred by the payor Cash Receipts Journal displays payments for each resident for a specified period AIR Adjustments Journal lists the adjustments for a specified period AIR Aging by Patient Name displays the transactions for each resident and the status of the entered payments on their ac
343. t button to return to the main Care Plan screen Approaches Each selection requires an Approach with an associated service and frequency More than one service and or frequency may be appropriate for the approach 1 Select the New button that will display when the user clicks to the right of the Approaches section from the Care Plan screen The Suggested Approaches screen will be displayed Highlight an item in the Suggested Approaches field and click Put or double click on an item in the suggested approaches field to transfer it to the approaches box on the left side of the screen Changes can be made to make the data resident specific To add the approach to the Physician Orders click the Add to Physician Orders check box Click the arrow buttons Add Add All Delete or Delete All to move all suggested services and frequencies to the services and frequencies fields on the left side of the screen or return the items to the suggested fields on the right side of the screen If additional items need to be added use the Save and Add Another to continue adding items prior to exiting the screen Click the Save and Exit button to return to the main Care Plan screen Reports Care Plan Access this screen to generate three types of Reports from the Care Plan module Print an individual problem instead of the entire care plan Care Plan Report prints the entire care plan for the resident This report displays the problem goals and
344. t to return to the main WinCare Control Panel Select an approach to activate the Customize feature If the approach does not require a staff member s initial on the report the user can mark the box Information Only Additional items may be entered for this field saving each one after the customize feature is complete Click Complete When the user clicks to a different ADL approach a check mark is placed in the box next to the approach in the column Note that WinCare will default to two lines For a long written approach WinCare will increase the number of lines without user intervention The other options are generally used when the staff is required to initial a specific approach i e turn and reposition a resident Q1h The ADL report separates approaches as designated into each shift category Edit ADL Items Enter new ADL items in addition to the items included in the WinCare software These items are printed on a flow sheet called the ADL Record report in the Reports module Add a new ADL item 1 2 i Click the New button to the right of the ADL items field Type the ADL Item into the New ADL Item field Click OK after the item has been entered ADL 125 4 The item that has just been entered is now highlighted and listed in the lower ADL Item screen Si Review the entry and make needed changes 6 Add the frequencies by highlighting an entry from the Suggested Frequencies screen 7 Click the Left Arrow bu
345. t tracks the deposits and withdrawls of resident s personal money Phonebook includes data per physician insurance carrier etc Utilities contains options for security and customization of the program Census Change turns red when and admission or discharge occurs at another workstation Clicking the button brings up the Current Census screen showing who was admitted or discharged and clears the red color on the button Physician Visit Change turns red when a Physician Visit change has been made from another workstation Clicking the button shows significant changes that have occurred in the last seven days Help displays a menu which includes User Manual System Requirements and Release Notes 14 WinCare User Guide User s Guide Integrated an ra OR Paden Puls Sin BONAR Ancillaries contains the charges for ancillary items Billing can generate invoices which are needed to generate UB04s and EDI files in other modules Billing Notes enables users to maintain correspondence and tasks regarding resident billing Claims enables generating viewing and locking UB04s EDI enables the electronic transmission of the generated UB04s Payments Refunds records payments refunds and adjustments Refunds allow the issuance of a resident s refund in a current billing period Adjustments enables users to correct entries in the census for closed billing periods AIR Reports enables customization o
346. t will be controlled by this feature 277 Reports Utilities This module enables the user to select printers and determine how information will be displayed on reports by clicking the Reports button from the Utilities Menu Control Panel The Reports menu offers two screens Printer Setup Click Printer Setup to open the setup screen which is also accessible by clicking Reports from the WinCare Control Panel This enables the user to select printers and gives options for MAR reports Pharmacy reports Care Plan reports etc Report Coordinates Coordinates refer to moving the image relative to the paper All units are in 1 100ths of an inch 279 Prog Set Info This section includes three options that assist the facility and WinCare Technical Support with verification of the version of exes currently in use in the program and the paths to the program and data to expedite the resolution of problems These options display information that can expedite resolution of problems Call WinCare Technical Support to receive assistance at 1 800 889 2349 281 File Maintenance WinCare recommends data backup prior to an upgrade and then on a weekly basis minimum to maintain the stability of the database Access this function by selecting the File Maintenance button from the Facility Info screen Use the Backup Database function to protect critical data from power failures hardware failures accidental file deletion
347. t with or without dashes If a resident does not have a social security number enter a dash or NA Numbers spaces dashes and slashes are accepted maximum 10 Enter an optional Medical Record number 12 maximum Enter the Last Name for the resident Enter the First Name for the resident Enter the Middle Name optional for the resident Select the gender Sex of the resident Enter the resident s Date of Birth The Admit Date is editable and pre filled with the system date The date will be converted to a mm dd yy format 10 The Admit Time field is editable and pre filled with the system time 11 Select a Room Bed from the drop down list under Room Bed ft The list displays the status of the room vacant or occupied 12 Select a Care Unit from the drop down list Required for Integrated SB po OV E ng 13 Upon data completion click OK to return to the Admit main screen Admit 33 Change of Status Integrated f a i g f EXEXE EE EE EE ZE KAKAKAkKAk G tt BARARARRARAR 2333333333333 ly em co tout ii SS pa Sot im Show Orly last 12 monta Show 4 This screen summarizes changes to a resident s status that may affect billing Highlight a resident from the resident list and click the Change of Status button Use the options Temporary Discharge and Reentry for a resident who is expected to return to the facility Click Add COS or Edit COS to make changes to a prev
348. tall the VUT If you are running Vista Windows 7 or Windows 8 then you cannot use the default install path for the VUT During the install the setup program will suggest a destination folder of C Program Files Validation Utility ToolV change this to C Validation or another location that is not in the Program Files path The VUT must be running in order to Check an MDS 3 0 assessment in WinCare We recommend a sleep interval of 05 3 seconds if it is longer than 30 seconds then WinCare will time out while checking the assessment Click Go to start the utility in about 60 seconds it will be ready to process assessments You will need to set the sleep interval every time you start the VUT Then it can be minimized and let run in the background Utilities 249 After installing the VUT on a workstation that will be completing MDS assessments in WinCare go into Utilities Facility MDS 3 Options and set the Input and Result paths to the folders being used by the VUT ADL Setup This screen is used to configure the interface with the third party ADL capture software This screen is normally maintained by the WinCare Support Team The ADL software name is determined based on the third party ADL capture vendor being used The rest of the information is used to identify the facility for the third party software the login information and web URL to connect to the software package RUGs Access this screen by se
349. target date for each goal Care Directives Report enables the selection of an appropriate discipline and print the month s care directives Items that appear on this flow sheet include all the approaches for the selected service Example Select RA Restorative Aide and click Print to print a flow sheet of approaches for this service Care Plan Archive Report displays all archived items with the date the item was archived including rationale related to problem goals and approaches Care Plan 119 Other Resident Information Access this screen to enter Discipline Specific Goals and Scores for Skin Risk Restraint Level Management Minutes and Safety Level by selecting the Other Resident Information button from the Care Plan main screen Currently online forms are not an option 1 Click on the desired field and enter Discipline Specific Goals Scores may be entered for the following items Skin Risk Restraint Level Management Minutes Safety Level 1 Click the Exit button to save the entry and return to the Care Plan main screen All fields include spell checking click the button with the red check mark There are no library items associated with new entries in this section The program recommends editing existing data so all data associated with the original data remains available Care Plan FAQs O How is the Archive button used in the Care Plan A The Archive button stores problems that are inactive If t
350. ter the missing frequency or due date Q Why the primary diagnosis does not appear in the related diagnoses field on the medications screen in the PO MAR module after adding a primary diagnosis on Face Sheet 2 in the Admit module A Follow the steps below to resolve this problem 1 Select the resident Click Admit Click Face Sheet 2 Click Add under the Other Diagnosis field Highlight the desired diagnosis code to select it Qu Um oue DD Make a selection from the options at the bottom of the screen to select either primary or secondary diagnosis code for the resident 106 WinCare User Guide User s Guide 7 Click Exit to save the information Q How can we track which patients are diabetic in WinCare A There are a couple of ways a facility might do that One way is using the CQI gt Acuity Monitoring Report Select I1a and have Print Names checked then click Print This pulls from the MDS assessments for the residents Other way is that users can use Physician Orders codes or Medication Category and make code category called Diabetic Then assign any Diabetic related order medication to this code category Then when printing either the Physician Code Report or Medication Category Report which ever facility decides to use it will print a list of diabetic residents CHAPTER 8 Vitals In This Chapter Vitals Main Screen 0 sccccccccsssssevssccecsceccssvessccceeseees 109 Add Vital later het He AL
351. the Discharge Date is not editable and is set to the date of the Temporary Discharge The Bed Hold Stop Date becomes available for entry and defaults to the system date set the Bed Hold Stop Date to the date you wish the billing for Bed Hold to end Admit 43 2 The Discharge Time field is not required and is pre filled with the system time but may be edited by entering the date in mm dd yy format 3 Select the status by clicking the radio button next to Alive default or Deceased The discharge status controls the options on the right side of the screen If deceased is selected only selections 8 and 9 will be available This option also controls the discharge report If Deceased is marked there are additional questions The report will have different information based on the alive decease status 4 Select the appropriate code from the displayed list in the Discharge Status Code field If the facility needs a discharge code that 1s not listed the code can be added to the database in the Discharge Status Codes section in the Master Files module and the codes will be added to the list on this screen 5 Enter the number for the Primary Reason for Assessment and Resident Discharge Disposition or double click the type of disposition for selection 6 Enter additional information in the Other Discharge Information field What is typed here will appear on the Discharge Report under Other Discharge Information It is NOT stored or
352. the Folder section Click OK to begin the data restoration Note that the database you restore to and the current program version must match If the database was from a version of WinCare prior to your program call WinCare Technical Support at 1 800 889 2349 for assistance in upgrading your database After clicking OK the file restore progress screen will be displayed Upon completion a message will display the name of the file and confirmation that the restoration is complete 283 AIR Setup The A R Setup is used by the facility to enter prior balances before they begin using the billing The A R Setup also has options that are used by WinCare Support to setup the Financials prior to the facility using the software The actual facility will see one option Setup which which allows the entry or viewing of the Prior Balances MATT a je fer When the user clicks Setup a menu comes up where the user can select Enter Prior Invoices CT lx Erin Pace invoices Le 284 WinCare User Guide User s Guide Enter Prior Invoices Prior Balances can be entered prior to starting to bill in WinCare All GL Accounts and Master File Account settings need to be setup prior to entering the prior balances Prior balances must be enter before any billing is started in WinCare Prior Balances can only be entered during the first ever billing period After the first ever period Prior Balances is view only To access Prior Balan
353. the activity that ever occurred for an account the account balances can be set so the just reflect the activity of the selected fiscal year The current fiscal is selected in Master Files Facility Data Add New Fiscal Year Allows the entry of the starting date of a fiscal year New Fiscal years can be added as they come up or historical ones can be entered for the reports Edit Opening Account Balances Allows the Opening Beginning balance for each account to be set for the selected fiscal year The Last Year value is the balance at the end of the previous fiscal year Most of the opening balances will be left at 0 00 so the report will reflect only the activity for the current year To copy the Last Year balance to the opening click on the button between the two values on the screen Fiscal Year Start 01 01 2011 Opere Balances LL el CT CC A 11010 Checking Account 1 12010 Accounts Recerabie 12000 Allowance ls Bad Det 12200 Wath Account 12210 AR Private 12220 AR Medicaid 12230 AR Medowe 1228 AR Medcare B 12260 Advance Baling 1220 AR runge Managed Care 12280 AR VA 12230 AR Hopee 12320 Mesceliarecus Recerabies 21010 Dela acht L To Paper Account 41010 SNF Routine Private 41011 SNE Routine Offset Private 41013 Nur Home Income 41020 SNF Routine State SK 41021 SNF Routine Offset State SK 41022 SNF Routine State SK HC 41023 SNF Routine Ofset SK HC 41024 SNF Routine State ET H 41005 SNF Routine O
354. the ancillary batch by clicking Apply Recurring Ancillaries in Enter Edit View Ancillaries Click Import Resource Systems Ancillaries to display a screen that will allow selection of a file to be imported by interfacing with a 3rd party program called Resource Systems The Resource Systems program is capable of bar coding ancillaries that can be exported into the WinCare program via the Import Ancillaries function This feature is an Add On feature to the basic WinCare program For additional information contact the WinCare Sales Office at 1 800 423 1083 or sales wincare com Click Import Therapy Charges from Casamba to import therapy files We have an option for therapy companies to pass the therapy minutes in the time field of the import file when this is the case check Import Therapy Minutes prior to importing 294 WinCare User Guide User s Guide California Facilities have the option Non Covered SOC Ancillaries for Medi Cal this feature works the same as Enter Edit View Ancillaries instead of being billed they are used to reduce the Medi Cal Share of Cost After the accounting period has been selected click Enter Edit View Ancillaries to open the Ancillary Charges Batch Entry screen Add an Ancillary Access this screen to record new ancillary items that residents have purchased by selecting the Enter Edit Ancillaries Click Change Sort Order to change the search method that the user can use for aresident or a charge code
355. the work done so far and come back and work on it at a later time While working on a batch payment click Save Session For Recording Later to save all the work done up to that point To return to a saved session go back into Batch Payment and C A and the click the down arrow in Batch ID in the upper right of the screen Batch ID Li Clicking the Button opens up the Select Batch screen By default this screen shows the Un recorded Batches To select a batch to continue working on highlight the batch by clicking on it and then click OK You can also select the batch by double clicking on it The saved batch will then open up in the Batch Payment Screen The other option of the Select Batch screen is to Show Recorded batches To see recorded batches click the radio button Show Recorded at the bottom of the screen this updates the screen and then you could select a reordered batch to view on the Batch Payment screen Once the selected batch payment opens in the Batch Payment and C A screen you can continue working on it Payments Refunds 353 KT s e TTT ee 11010 Checking Account 1 00 0 andere El de J E gt a a A KE EI E EI When you complete the payment you can Record Transactions to save the payment batch If you need to stop working on the payment you can save the session again to finish later by clicking Save Session For Recording
356. they are required The RUG used is set in Utilities Facility MDS 3 Options RUGs If you make changes to an assessment after calculating the RUGs you need to come back into Section Z and calculate the RUGs again to pick up the assessment changes The second screen records who worked on the assessment and which sections they worked on and the date the completed their work on the assessment WinCare by default tracks what sections the user has made changes in and records this with the most recent date in Z0400 The user is determined by how they login to WinCare 154 WinCare User Guide User s Guide A user can enter information and have it recorded as another user 1 e a data entry clerk can enter data for the nursing staff See the information on MDS Data Entry Clerk for more information If for whatever reason information was entered into the MDS assessment while logged into WinCare as the incorrect user there are two options to address the invalid entry 1 Do manual Z0400 entry when this is checked then Z0400 can be edited as needed The edited values and the original values are saved with the assessment and checking or un checking the option will show the appropriate entries 2 Dont Print Z0400 Signatures Sections when this is checked and the assessment is printed Z0400 will be blank on the printed copy and can be completed by hand as needed The hand completed Z0400 page of the assessment would need to be kept in th
357. tion data the Implementation in ISA02 Guide published by the Receiver IS AO Author information EDI Receiver Per IG or blank ISA03 00 or 01 00 if no EDI Receiver Per IG Qualifier for meaningful info in what is in ISA04 ISA04 and 01 if there 1s ISA04 Security Information EDI Receiver ISA05 Qualifier for ISA06 EDI Receiver Per IG often 30 for Fed Tax ID or ZZ for mutually defined ISA06 Interchange Sender EDI Receiver Per IG ID Often Fed Tax ID of Facility ISA07 Qualifier for ISA08 EDI Receiver Per IG often 28 for Fiscal Intermediary ID assigned by CMS ISA08 Interchange Receiver EDI Receiver ID GS02 Application Senders EDI Receiver Per IG mutually agreed Code upon GS03 Applications EDI Receiver Per IG mutually agreed Receiver Code upon NM109 of NM1 41 Submitter NM1 EDI Receiver This is the Submitter Submitter ID ETIN Electronic Submitter ID Transmitter Identification Number by Trading Partner Agreement NM108 should be 46 to say this is ETIN number EDI Electronic Billing 337 PERO2 of PER IC Submitter Contact Bill Provider Screen Who the Receiver Person Contact Person should contact 1f there are problems with the transmission PERO4 of PER IC Submitter Contact Bill Provider Screen Telephone Number Telephone Area Code plus number NM103 of NM1 40 Receiver Name EDI Receiver Screen Labeled Intermediary Intermediary Name Name on screen Who this file is going to be
358. to Pv pay oF when pou mand the let rumes of new green the New retten I n eeng Fach Cleri below to te r yo lem io Ou oli day see example n metructona above When the pen Int appen he gnay bled nd pesod end dates we honn hghighted on the calendas below There are three options for selecting sub period end dates By default WinCare is going to use the same periods that were originally billed in the month If the month had originally been billed every week then by default the program will suggest the adjustments be done every week The second option is to have the new Adjustment invoice be for the whole month The third option is to create new sub periods for the adjustments You can click on days of the calendar to select or de select period end dates The first period of a month begins on the first and goes through the first highlighted date the second period starts on the next day and goes through the next highlighted data and so on This screen opens with the existing census entries section at the top The census information displayed is for the selected period to create census adjustments The adjusted census entries section at the bottom are the entries that will be used to create the adjustments 380 WinCare User Guide User s Guide NRKS ep E jiv GA A A Tue ace Tues ex Tm Tim ie re v mm Ja Je LPIt2012008 Imom is ee A 10690 In the screen shot above the original existing census entries shows the payor was PP P
359. to overwrite the old interest entries for that month 7 All interest entries can be removed by clicking Remove All Int WinCare will display a small screen asking for confirmation of the removal Policy Forms A listing of various forms available for printing is displayed on screen These forms can be printed with the resident information in applicable fields or as generic blank forms Use the Select Forms to indicate the options needed 1 Click the Policy Forms button from the Admit main screen 2 Click All to print all the forms The button then toggles to None for de selection 3 Select the Individual Forms to print by clicking the appropriate checkboxes Click Print Blank Forms to print blank forms 5 Click on the Forward or Reverse radio buttons to select the printing order Trans Rehab Reports Patient Transfer Notice Includes face sheet data medication and treatment orders and vital signs when the resident is being transferred to another facility or home Note that if you use this feature you will then have data for the Resident Transfer Summary Report in the Reports module Rehab Transfer Notice was designed to provide documentation for rehab discharged residents Patient Transfer Notice The Patient Transfer Notice is designed to quickly complete a current history of the client s current medications vital signs last dose of medications and behaviors It can be given to the transferring individual to pre
360. to print from the Table List column or highlight the table s and click Add Once the tables are in the Final Print List column you may drag and drop the tables to print in the order desired If any tables need to be removed from the print list highlight the table and click Remove 210 WinCare User Guide User s Guide 3 Select Tray Card Tables saa macn ms am Final Print List IT Quem ct o o Teba Tobari ee ei m Sart he Take by amp pun ewe wath the are Exit the Select Tray Card Tables screen and click Print under Print Selected Tables frame to print your tray cards organized by tables Clinical Reports FAQs O How do I print a report in WinCare Clinicals for multiple residents All Residents A To print a report for all or multiple residents 1 2 3 4 LN First go to Reports on the WinCare Control Panel Click the Individual Reports tab Select the report s that you want to print Click Select Resident Set and select the residents you want in the report Click the All button if you want all residents You can also hold the CTRL key down while you select This selects them if they are not highlighted or unselects them if they are selected After highlighting the residents you want to print the report for such as a MAR then click OK Click Print When WinCare asks Use selected resident set Yes No click Yes and the reports for those residents will print I
361. top date far in the future The HCPCS will populate based on your Ancillary definitions in Master Files but you can change if needed 9 Ancillaries 299 Enter QTY NOTE You cannot change the cost or mark up here If this is needed you must change the Ancillary definition in Master Files Click Add To Change or Delete a recurring ancillary 1 2 3 Select the resident you want via the WinCare Control Panel Highlight the ancillary and click Edit Now you can click Delete to remove the ancillary or make changes then click Update to modify it Change payor for Medicare Part B Co Pay Select one of the following methods to enable a different payor to be charged for a Medicare Part B Co pay than the default Private Pay Change the payor when adding a new ancillary for the selected resident 1 ON At apre uar 9 Select Ancillaries from the A R Control Panel Click Enter Edit View Ancillaries button on the selected period Type or select the name in the list click TAB Select the Part B ancillary for the selected resident click TAB Enter an issue date click TAB Change the payor from the Payor drop down list MA Medicare Part A S Medicaid PP Private Pay PI Private Insurance HMO VA Veteran s Administration Repeat the above steps for each Part B covered ancillary that is to be changed from PP to the payor responsible for the co pay Enable Medicare Part B ancillaries to default to Medicaid as the prim
362. ts Click Add to define a new receivable or revenue account Click Edit to change the data on an existing account Click Exit to return to the Master Files screen Add Edit Chart of Accounts Select Add to define a new receivable or revenue account 1 2 3 Enter the account number in the Account ID field Use the Description field to enter a description of the account Enter IN for income or AS for asset in the Type field Accounts Receivable Asset Assign AS in the Type field and C in the Class field Income Revenue Assign IN in the Type field and R in the Class field Contra Revenue Offset and Expense Assign IN in the Type field and D in the Class field The Class field contains the account class C Current Accounts Receivable D Deduct from Revenue Offset or Expense Accounts R Revenue Income Accounts Do not change an account s type or class if it has an existing positive or negative balance or the balance may become incorrect Click Edit to make changes to the description of an account by following the steps above The Account ID field is non editable if editing an existing account Master Files 405 Manage Opening Balances Fiscal Years are created and beginning balances are entered or zeroed out for each fiscal year in this module The following Ledger reports use this feature Summary Trial Balance Account Activity Report and AR Recap by AR Account Instead of balances based on all
363. ts screen is used when a resident s invoice s have been overpaid The amount overpaid can be refunded to the resident or applied to other invoice s that have not been paid in full yet Payor DNH Balance 77 2008 000 703 10335 08 31 2007 SA SS 15 19952 0907 2007 4000 04 4X0 A 11016 0930 2007 940 00 50 00 what ovempad roce goer weh what underpad nace but just let the computer do After a resident and payor has been selected the screen is populated with invoices that have a credit balance The first three options apply to a single invoice and you must select the invoice prior to selecting an option To select an invoice you must click on it in the screen shot above the top row is not selected even though the selection arrow is in the first column A selected row will look like the second row in the picture below i irw Na riv Date lew Amourt T gt 108 IONE 123 weo x 9e on The three options that apply to a selected invoice Refund to Customer Use Credit to Pay Another Invoice View Details Refund to Customer The Refund to Customer option is used when the overpaid amount of the invoice is being refunded to the resident 356 WinCare User Guide User s Guide To do the refund you only have to enter the Paid From Check ACH EFT Cash Credit Debit and the Reference then click Save Use Credit to Pay Another Invoice The credit amount of an overpaid invoice can be applied to an
364. ts the reporting of Human Immunodeficiency Virus HIV and Acquired Immunodeficiency Syndrome AIDS information on the MDS NFs shall not input the International Classification of Diseases 9th Revision Clinical Modification ICD 9 CM code 042 for people who are HIV positive or for those with a diagnosis of AIDS in item 18000 on the MDS 3 0 NFs also shall not input the ICD 9 CM codes for AIDS Related Complex 042 Exposure to HIV V01 79 Asymptomatic HIV infection status V08 or Nonspecific serologic evidence of HIV 795 71 Providers can complete MDS 3 0 item 18000 for other sexually transmitted diseases STDs that are not HIV or AIDS or related diagnoses Washington Washington State does not allow collection of HIV STD information The following ICD 9 codes should not be submitted on an MDS 042 054 1 079 51 079 52 079 53 079 59 099 0 099 1 099 2 099 4 099 8 099 9 795 71 V02 7 and V08 Section S State has State required items for those states that have a section S The following States have a Section S on one or more assessment types CA CT FL IL LA MD ME MS ND NE NY OH PA SD VA VT WV Notes California The California Department of Public Health All Facilities Letter 10 25 specifies that the CA Section S form is mandatory CA agreed to require its MDS 3 0 Section S form completed on all assessments including the Medicare PPS However this did not occur Therefore the CA MDS 3 0
365. tton to move the highlighted item s to the frequencies screen 8 If additional items are to be entered repeat the previous steps 9 If the entry is complete click Exit to close the screen Edit an ADL item Highlight the ADL item to be edited under ADL Items The selected ADL item is displayed from step 1 Make any needed edits for the ADL item To remove a frequency from an ADL item click on the frequency in the Frequencies screen A Frequency Delete button will disappear clicking Delete will remove the frequency ER er E 5 Frequencies can be added to the ADL item by highlighting an entry from the Suggested Frequencies screen 6 Click on the Left Arrow button to move the highlighted items to the frequencies screen This screen is also available from the Utilities module by clicking the Utilities button from the WinCare Control Panel 1 Click the Care Plan button from the Utilities Menu screen 2 Click ADL Items from the Care Plan Setup screen CHAPTER 11 MDS 2 In This Chapter 127 129 MDS 2 Main Screen Access this module to enable the user to create and send assessments electronically by selecting the MDS 2 button from the WinCare Control Panel Assessments are considered locked by CMS when the assessment has been transmitted and accepted into the state database WinCare assigns closed dates which are never transmitted to the state The closed dates inform the WinCare user that assessments are comp
366. ual balances and the facility total This report can tally only the entries on or prior to that date Complete or Monthly Reconciliation for Resident Show Above prints all records since the creation of the selected resident s trust account plus the total deposits total withdrawals running balance and final balance Comprehensive Daily Reconciliation for All Residents generates a list of transactions for a specified period Enter Bank Interest Click the Enter Bank Interest button from the Res_Trust main screen to enter the total amount of received interest according to the bank statement The Resident Trust Bank Interest History screen will display the dates that have distributed interest the dollar amount and the resident s names Note Entry of a minimum balance to calculate interest must be entered in the Utilities module prior to distributing bank interest Utilities gt Facility gt Resident Trust 1 Click Add to open the Bank Interest Entry screen to enter the interest to be distributed Enter a Start date End date and the Post date The Post date is the date the money is to be considered distributed Enter the Total Amount of received interest Click Distribute Interest to display the Resident Trust Bank Interest Distribution screen The Resident Trust Bank Interest Distribution screen will inform the user which residents have received interest and the dollar amount 1 Enter a Start End and Post date The
367. uide to the MDS 3 0 Almost all MDS 3 0 items allow a dash value to be entered and submitted to the MDS QIES ASAP system The dash is appropriate in those instances where information cannot be obtained because information was not available to the assessor for that assessment time period A dash value indicates that an item was not assessed This most often occurs when a resident is discharged before the item could be assessed Dash values allow a partial assessment to be submitted when an assessment is required for payment purposes There are five date items A2400C M0300B3 O0400A6 O0400B6 and O0400C6 that use a dash filled value to indicate that the event has not yet occurred For example if there is an ongoing Medicare stay then the end date for that Medicare stay A2400C has not occurred therefore this item would be dash filled The few items that do not allow dash values include identification items in Section A e g reasons for assessment resident name assessment reference date and ICD 9 diagnosis codes Item 18000 To determine whether a specific item allows a dash value or not refer to the MDS 3 0 Data Submission Specifications at www cms gov NursingHomeQualityInits 30_NHQIMDS30TechnicalInfo rmation asp MDS 3 143 Date Values Entry for Date Values On the entry screen dates must be entered in one of these standard formats MM DD Y Y Y Y MM DD YY Month Day Year Instead of you can use a da
368. under Print One or More Residents 202 WinCare User Guide User s Guide Reports 203 Tray Cards Print Selected Carts Using Print Selected Carts There are two steps to print using Print Selected Carts first you select the carts with Select Carts and then you Print the cards Select Tray Carts If you do not see any carts listed then no carts are defined Click Cart Room Setup and follow the instructions below Otherwise select the cart s you want by holding down the lt Ctrl gt key and left clicking on them Then click Add to add them to the final print list If you want to take any residents out of the list highlight the residents on the right hand column and click Delete You may instead or also highlight a cart on the left most column and click Delete to remove those residents from the print list Cart Room Setup 204 WinCare User Guide User s Guide am te aeiae If you see none in the list then no carts are defined You will need to click Add and then add the rooms that are assigned to that cart Just like other areas of WinCare you can select rooms by using shift left click or ctrl left click on the room s you want assigned to that room Note that you will also need to assign a cart designation in the upper right hand corner then when finished click Ok To Edit a cart or to view all the rooms assigned to it highlight the cart on the screen shown in figure 6 and click Edi
369. unts used for contract adjustments or credits for room and board expenses Advanced Billing Revenue Account is used for income from advance billing Patient Liability Deductible Rev Acct is to record Patient Liability Revenues Master Files 403 Sample screen for Medicaid payor Eon Paying Agency Pages Marne tor Clare and EDI Pawlo Pagos Descsption Veit JOR me Dein Account Number t Descnphons Akten Accounts Receivable Account Number 222 wer ek si 500 Summen St NE Advanced Bing Accounts Recevable 11775 eterne Eno Level of Cwe Kr E NTEFMEDIATE Oy Arcay Free rias Account 4 wj MevS spSuxhes Sate ms Arcilary Contra Revere Account 4 Sae Zo CIF on 97301 03 AS 117 zum Advanced Ding Perrera Account 42588 SECH Patari bl Deductible Rev Acct aa j Y Asea Code Number te echt Lablty To Paper Account AN sd Dersa Facit Gabity To Pay 900 FE 336 Print the Message on lvoe fire 1 Port the Message on irvoce fire 2 Port ge Statement 1 Message on fre il Oed 0 E Port the Message on Statement fine 2 Do rat pied credits to open oce D 265 Peet 1L feste 0 L ne n m Piin D Utia VOORN Hedh Pin D Posen to song meo ge Pyae A4 Tiros a fe feier g n Vor MA Provides for MC NHC Cancel Qr KA The lower section of the screen includes the following billing fields Use the Print this Message on Statement and Print this Message on Invoice fields to include one or two comments at the bottom of the invoice or statement
370. ures is still in the testing phase we may make size or format changes in the future to make the pictures compatible with partner software If changes are made then you may have to re link the pictures for optimal quality CHAPTER 31 S cores 445 446 WinCare User Guide User s Guide S cores is a software program that actually captures the correct ADL scores This is a one of a kind software that makes documentation of ADL s easy painless and fun It is browser based so it can be used from many different devices to record bedside care v Redwood Lane Topics gt gt Shirley Andrews News Units Resident List Reports Admin menu Logout The WinCare ADL interface allows admissions and discharges to be done in WinCare and WinCare will update the resident list in the ADL software You record the resident information from the bed side with the ADL software When it is time for an MDS assessment you can go into Section G and click the Get ADLs button to load the suggested values from the ADL software based on the entered information and the assessment reference date If you agree with the suggested values then you click accept to have the values loaded in for the items Currently WinCare can import information for Section G items GO110A GO110J and G0120 Chapter 31 S cores 447 To keep S cores synchronized with WinCare the HL7 Server program needs to be running The HL7 Server only needs to be runn
371. uture enhancement 335 5010 Technical Settings WinCare s EDI 837 version 3010 Technical User Guide The facility must set up at least one Receiver in order to do EDI transmissions For each payor that they wish to send claims to they must specify which receiver will be used as an EDI file is created for a single receiver The Receiver is specified in the Payor Definition Screen Some Receivers may be designated as only receiving claims for one type of payor and that payor type 1s specified as the CMS Receiver Type It might be typical for the receiver of the Medicare Part A claims to only receive claims of this type For the WinCare 5010 version of EDI this designation will not mean that claims from other payors cannot be sent to that receiver The database upgrade program has been enhanced as of 4 15 2011 and will copy most all the items automatically from the old 4010 information however you will still have to do the following There are a few edits that have to happen to get the 5010 to be correct 1 Edit the Payor Medicaid for example Type in the Payor Name For EDI File likely the Receiver Name for Medicaid 2 Type in a payor address city state zip phone number 3 Type in a CMS payor ID which can be Receiver ID 336 WinCare User Guide User s Guide Segment Element User Interface Location ISAO1 00 no data in EDI Receiver Screen Authorization ISA02 or 03 under EDI Maintenance Information specified in Authoriza
372. ved automatically MDS 2 131 The space bar places check marks in the boxes when appropriate It will NOT place a check mark in the box when a number is required Only an appropriate number can be entered in the box In the example shown only 0 1 2 or 3 can be entered Type a number or click with the mouse successively until the appropriate number 1s reached Tab on the keyboard also moves the user through the modules The arrows on either side of the Exit button will move the user back to the previous screen or forward to the next screen In Section G the user may find it quicker to use Tab and the numeric keypad on the keyboard to enter data rather than the mouse When there are 2 columns as in Section G for data input the A column has an arrow pointing to it The B column has a dotted line surrounding the text of the statement In Section T the Medicare or State RUGs Level may be manually calculated in Section T3a The RUGs level will be automatically calculated when closing the assessment The HIPPS modifier in Section T3a will pre fill in if entered on the Add screen For off cycle Medicare assessments the user can manually change the HIPPs Modifier by clicking on the Select button The user may manually enter a selection as needed by clicking the radio button in front of the selection Bolded selections are additional HIPPs codes Sections S T and U are state specific items and are not required for some states WinCare
373. w and scrolling to the appropriate code if the room is skilled The lower section of the screen contains the rate detail fields See Room Rate Detail Room Rate Detail Select the Add button from the Rate Detail screen to open the Room Rate Detail screen The current system date and a 0 00 room rate are automatically entered on the screen Efectvs Date TET ER Roon Charge Uie Dei Bas Monthy Rate NOTE Use fa top Dady Rate oriy 1 Dady Patel Room Rates Dady Ase Monthly Rate 10 00 131 50 Day Pare Diech led 110 00 Cresta Not Recorded Modied By Pooh ey User on 08 08 05 09 27 Dee 1 Highlight the newly entered item and click Edit to open the Room Rate Detail screen 2 Enter a date into the Effective Date field that the rate is to be changed A room rate can be changed in advance by using a future date for the effective date 6 Utilities 261 Enter a Daily Rate for the room for skilled in the daily rate field if applicable or enter a daily rate for the room if unskilled in the daily rate field next to the term unskilled in parentheses A Monthly Rate for the room can be entered instead of a daily rate and the daily rate fields must contain a 0 00 amount If applicable enter a daily or monthly rate for billing bed hold when the resident is temporarily out of the facility Notes related to the rate detail for the selected room may be entered in the Notes memo field Click Exit to save the entry an
374. will not activate those sections not required by your state CHAPTER 12 MDS 3 In This Chapter 133 135 MDS 3 Main Screen Access this module to enable the user to create and send assessments electronically by selecting the MDS 3 icon from the WinCare Control Panel Assessments are considered locked by CMS when the assessment has been transmitted and accepted into the state database WinCare assigns closed dates which are never transmitted to the state The closed dates inform the WinCare user that assessments are complete and ready to be put into the transmission queue The main screen list the resident s assessments showing the description of the assessment the provider NH for Nursing Home SW for Swing Bed the Assessment Reference Date ARD the Completed Date the Closed Date for PPS assessments the Medicare RUGs and HIPPS and if the assessment has been placed in a transmission file WinCare doesn t know if or when the assessment is actually transmitted Tiaan Ausesament Provider Reference Complete Closed RUGs MPPS Mile Made a woe Ma MAA nou en ew Y w dmanen4 day ter 1046 12 MEN mA m Y sam tas 100942 154942 0921012 RUA 10 Y Leary Record ter 10 06 12 092102 Y wi Dach Return Not Arecipated ter 16 QUT S 09121102 Y X der ter am H nn 1226000 ma X Y Admis sonta day tas mn nen mA D basy ter an 49 1 123840 RA 16 Y Aneren Due Tramami Files Help Add Es Machi y BUG IV Sum Dates Creste User
375. will take you back to the calculated value MDS 3 145 Section G Get ADLs WinCare interfaces with several third party vendors that gather ADL information in real time When Interfaced with a third party vendor like S cores the GET ADLs buttons in Section G for items GO110A GO110J and G0120 will query the third party software and load the suggested ADL values The values are displayed in red boxes next to the item entry boxes To have the program load the suggestions for you click the Accept button Example of GO110A items 146 WinCare User Guide User s Guide Section Active Diagnoses Section Lis Active Diagnoses Check the diagnoses that apply For Item 18000 you can add additional active diagnoses NSPI mia A A N IT 1515 AND 5C vn 739 0 Get D SCOLO 34583 UNQUALIMIED VISUAL LOSS BOTH EYES Currently diagnoses have to be manually entered in the future they will carry over from the Face Sheet To add a diagnoses click Add Diagnoses with an Asterisk in front of them are not valid for inclusion on the MDS assessment The asterisk means the diagnosis requires a 4th or 5th digit to be complete I e 002 has an asterisk so you would have to code one of these instead 002 0 002 1 002 2 002 3 002 9 You may need to check with the physician to get the correct diagnosis Exceptions Texas Section State MDS 3 147 Texas Health amp Safety Code 81 103 preven
376. y clicking Apply Recurring Ancillaries If a problem is found with the recurring ancillaries they can be removed from the batch by clicking Undo Apply Recurring Ancillaries Then the recurring ancillaries can be fixed in the Recurring Ancillary Charges module and added again Edit an Ancillary Select the Enter Edit Ancillaries button to open the Ancillary Charges Batch Entry screen 1 Highlight a record and click Edit to make changes to an entry 2 The entry s data will be displayed in the Issue Date and Pricing fields Make the desired change 3 Click the Update button to save the changes to the record Click Exit to return to the previous screen 5 Click Delete to remove the highlighted entry from the database or click Clear to clear the existing data Ancillaries 297 Note The auto refresh setting is unchecked by default The Move button allows an ancillary that has not been billed to be moved to another open ancillary batch period Inpatient Ancillary Y SF Ain C Code Bied Locked Descmphen imm Date PayxCA Qy Cot MakUp Puce Miste IV Seege Rhee 17 3 IT ABLE di Zeche Charges Du Code Di _ _ _ _ _ _ _ _ 0 0 0 0 05 304 Almen Tom A 23331 OCCUPATIONAL THERAPY E M Dvede Payor xe tender Forse S 54578 DPSITE 2X 2 FLENGRID Ges CA S tC SS Ser SC at Oe vd Hmm ORTHOTIC FITTING amp TRAINING nde Mat e 2 Chaves Rogeto A 9750401 ORTHO x TTING amp TRAINING r ide Pico Est Owen
377. year folder has the error logs and readable transmission files that are created when an 837 electronic billing file is created The ResponseFiles folder in the year folder is where WinCare expects to find the 835 ERA files that are received from the Fiscal Intermediary Once an 835 ERA has been processed it is placed in a Backups folder inside the ResponseFiles folder An individual 835 ERA file can only be imported and processed once 360 WinCare User Guide User s Guide Payments From 835 Payments From 835 is available for Batch payments from Medicare and Medicaid When 835 Remittance advice files for UBO4 claims that were submitted to the fiscal intermediary through the WinCare EDI module are imported they can be applied as payments to the invoices Payments that cannot be matched automatically by the program to an invoice need to be manually applied through Batch Payment and C A man seen GR Batch Payment and Lit View EE Ceceptone Customer Credits Agghed 835 Payment Se ard Loge Lochup Transaction La The Payments From 835 is on the Payments Received Main Menu When clicked it checks the ResponseFiles folder as described in the Overview of 835 ERA any files in the folder will be processed Imported Files d Weeer 0 Functional Acknowledgment 997 and 0 TAI Transaction Acknowledgment file s A screen will be displayed with the results of the processing WinCare will process 835 ERA files 997 files and Transaction

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