Mobile App Guide - s3.amazonaws.com · password’ to re-set directly from the app. App version • The version of the app you are using is at the bottom of the log in screen (pictured

Mobile App Guide

Copyright © 2020 CubHub Systems Inc.

CubHub Mobile App Overview 1

Visit Statuses 3

Clocking Into My Visit & FAQ 4

Edit Visit Times 6

Working in My Visit 7

Intervention Overview & FAQ 8

Intervention & Medication Fields 10

Did you follow the MD Order 11

Interventions & Meds with Special Function 12

Taking Orders in My Visit 13

Order Fields & Frequencies 14

FAQ: Medications & Orders 18

Alerts & Warnings 19

Clocking Out & Submitting & FAQ 22

QA: Corrections to Visits 26

CubHub Support FAQ 27

Table of Contents


User Name and Password

• This is the username your company provided including the .company code • In this example clinician Logan Spruill works for company Mount Olympus, therefor her user ID is

lspruill.mo• If you forget your password after three failed attempts you will be locked out so use the ‘forgot

password’ to re-set directly from the app

App version

• The version of the app you are using is at the bottom of the log in screen (pictured here is 3.2.3)• We recommend having automatic update turned on so you will always be on the latest version

Devices

• CubHub Mobile App may be downloaded in the Google Play & Apple App stores

Diagnostics

• You may send CubHub diagnostics from the mobile app at any time by clicking the phone icon at the bottom of the log in screen. *this only sends information about the CubHub mobile app to assist developers in researching any issues

Mobile App Overview

Copyright © 2020 CubHub Systems Inc. 1

My Patients Screen

• When you log into the mobile app you will see your patients. A patient is visible if you are:

• a) scheduled with them today. Please note your visit will be visible 4 hour priors to clock in. Ex. If your visit starts at 11pm you will have access to it as of 7pm

• b) have working visits you have yet to submit• c) have corrections pending from QA

Download arrows

• If the office calls and says something about your patient has changed you can click the arrows to download new information from the web.

• Note: This is not for uploading any data

Mobile App Main Menu

• My Patients: a list of all patients you are assigned• My Schedule: Allows user to view their current schedule• Sign Out: will sign you out of the mobile app• Diagnostics: Another place you can send app diagnostics to the

CubHub team

App Overview Cont.

2Copyright © 2020 CubHub Systems Inc.

Visit Statuses

3

My Current Visits• When you click on a patient it will load your current visits with that patient• Visit dates go in order from most recent to oldest

Scheduled• Today’s visit that is ready for you to clock in and start

Submitted• A visit you have submitted to the office. You may click on this and delete from your app• CubHub automatically removes submitted visits limiting to the last three

Working• These are visits that you have clocked in to but have not signed and submitted• CubHub recommends completing your visit and submitting the same day

QA Notice• These are visits that have been reviewed by QA and sent back to you for corrections. • Click on the visit a pop-up will indicate why it has been sent back and you can correct

and resubmit to QA


How to Clock in

• From My Patients screen click on the patient picture

• From My Current Visits screen click on todays scheduled visit

• The clock in screen will appear. (pictured right)

• Select at least 2 patient identifiers & click Clock In

• You are now clocked in to todays visit!

Clocking Into My Visit


Clocking In FAQ


Q: What is the first thing I should do when I clock in? A: Review your intervention tab to ensure it matches the hours you are working today – if not use edit visit times to adjust. SEE NEXT SLIDE

Q: What if I got to work on time but couldn’t clock in right then?A: That is okay, the PCG will confirm your start and end time at the end of the visit when they sign your note and this will be the official record for payroll & billing

Q: What if I clock in but don’t have time to start charting because I’m caring for my patient? A: That is okay, the visit is now in working status and you will be able to chart when it’s convenient and not take time away from patient care!

Q: What if my blocks of time do not match what I’m working? A: The office has scheduled for you a specific time and if you are starting earlier/later or leaving earlier/later you must first go the main menu and edit visit times BEFORE CHARTING

Edit Visit Times


If your scheduled time varies from what you are actually working you MUST use the Edit Visit Times BEFORE YOU BEGIN CHARTING

In the example shown here: You were scheduled to work 2300-0700 but tonight you didn’t get to work until midnight

Go to Edit Visit Times: it will show you the visit start date & the current clock in and clock out time.

If your visit start date will not change leave it as is, however in the example shown here you were scheduled to come in at 2300 but didn’t start until midnight you must adjust the date to the next day.

You will then update the time(s) and click Submit. You will get a notice confirming what you are about to change including date, time and total hours.

If it is correct click yes and it will reload your visit according to this new information.

ALWAYS DO THIS BEFORE YOU START CHARTING

Main Menu

• Plan of Care: previews the current 485

• Med Profile: shows all current and discontinued meds including history & suggested times

• Initial Assess: head to toe assessment you complete at beginning of your visit

• Interventions: includes all ordered interventions & meds; including PRN

• Completed: a running list of all completed work; includes Input/Output record totals

• Orders: all current patient orders; where new patient orders are taken during your visit

• My Patients: takes user back to the main app page exiting working visit

• Sign & Submit: where PCG & clinician sign & submit visit

• Edit Visit Times: update start and/or end time if visit scheduled does not match actual time

• Diagnostics: Allows clinician to send CubHub app info from within a visit

Working in My Visit


Intervention Section Overview

Scheduled

• Daily To Do: orders that must be addressed during visit but not at a specified time or interval; includes blank narrative note & DME cleaning which never drop off the list

• Periodic Tasks: orders that do not happen every day and are being prompted due to their frequency of either: every [#} days or every week but on a specific day ***you will not see periodic tasks if none fall on your visit day

• Time windows: set on the hour starting at scheduled start time of your visit up until the end time

• (#) next to each group: a count of items that still need to be addressed; count decreases as work is completed

• Discontinued as of (date): This is to give visibility to meds that have been clarified, so the original has been discontinued or the med has been discontinued ***you will not see this unless you have created a clarification or a discontinue med order in your current visit OR you work the same day as another nurse who has created a clarification or discontinue order

PRN Section

• Input/Output: a ‘freestanding’ input/ouputt for any PRN recording • PRN Medications: Includes all non-routine medications • PRN Interventions: Includes all non-routine interventions


Intervention FAQ

FAQ

Q: What if I clock in and it says my first suggested time is 0700 but I’m working today at 0800A: use the edit visit times in the main menu to adjust this BEFORE you do any work

Q: What if something is not appearing under scheduled interventions that should be? A: If it is not a PRN intervention or medication contact your clinical supervisor & they can adjust

Q: What if something is appearing under scheduled and it is only PRN? A: Contact your clinical supervisor and they can adjust

Q: Why are some time windows red? A: There are still task that need to be completed and it is an hour past that time window


Intervention & Medication Fields

All interventions and meds have some common functionality

Time: you will indicate the time you completed the intervention/med

Order: The order is displayed exactly as written by MD

Did you follow the MD Order: defaults to yes; if you did not follow the order options are: no, did admin/perform or no, did NOT admin perform; will require additional details to submit

Additional Details: field to include narrative note regarding this order

PCG Button: to be used when an intervention was done by the PCG; will highlight this in QA; will require additional details to submit

Flag: a way to notify QA about this specific intervention/ med; will highlight in QA; will require additional details

Cancel: will take you back to the main intervention screen

Submit: saves this intervention as completed

History: shows the history for this intervention/ med


Did you follow the MD order?

Every single intervention and medication includes Did you follow the MD order?

Defaults to Yes indicating order followed as written If the order was not followed as written there are two options:

Performed/Admin or NOT Performed/Admin

If you did perform/admin but did not follow order exactly:• select performed/admin & include details as to why you deviated when completing this

intervention/ med

If you did NOT perform/admin (ex. Med not available to be admin) • select NOT performed/admin & include details as to why you deviated & did not complete this

intervention/ med

If order not followed = additional details are requiredIf order not followed = will highlight in QAIf a liquid value is saved outside ordered range app auto-marks as order not followed


Interventions & Medications with Special Function

INTERVENTIONS

• Interventions that record input/output valuerequire amount or count to be recorded

• Interventions that are tube feedingsrequire feed amount & flush amount; prompts for tolerance & residual

• Interventions that are vent settingsshow read-only view of settings & prompts for readings

• Interventions that are seizure precautionsprompt ‘Did Seizure Occur’ If yes prompts all seizure record fields

• Interventions that include vitalsPrompt vital signs fields

• Interventions with min/max liquid amountsif liquid amount falls below or exceeds the ordered min/max values user is warned that submitting will show deviation from MD order and send to QA *see also Deviation from MD Order

MEDICATIONS

• Medications that are liquidrequire liquid volume of med to be recorded

• Medications that are controlled substancesrequire med count prior to admin to be recorded

• Medications with connected Interventionswhen a med may also be admin with a connected order. Examples include flushes after meds & CPT with treatments

• PRN Medicationsrequires PRN Effectiveness/Reaction & Re-Assess Time be recorded

• Medications w/ min/max liquid amountsif liquid amount falls below or exceeds the ordered min/max values user is warned that submitting will show deviation from MD order and send to QA *see also Deviated from Order


Taking Orders in My Visit

Orders page shows all current patient ordersOrders are created from the Orders page within your visit

• To create an order click the green + • Select the ordering physician • Select the order type (see below) • Click Create

Order Types• New: a new medication for the patient

• Clarification: Changes to an existing medication

• Discontinue: Discontinuing an existing medication

• Non-Med/Communication: new/change/dc for non-med orders

NOTE: when you start an order in the app it will need to be completed and signed or cancelled before you may submit your visit


Order Fields & Frequency Types

Order Fields

• Medication: required; select from database list or add custom• Strength: required• Route: required• Dosage: required• Indication: optional• Instructions: optional• Frequency Type: required; sets prompt for med admin• Order Date: defaults to today can be edited• Scheduled End Date: If yes end date is required• Controlled Substance: Yes will require count prior to admin• Is Med a Fluid: Will allow for liquid min/max to be set• Is Antibiotic: If yes reason is required• Verbal Order: Defaults to Yes; if you do not have the order switch to No

Setting the Medication Frequency Type

• PRN: will be listed under PRN medications• By Times: will prompt at specific time(s) • Daily: will be listed under daily to do (time(s) optional)• Weekly: will appear on day selected (time(s) optional)• Every [x] days: will appear every [x] days from order date (time(s) optional)• Every [x] hours: will appear every [x] hours


Daily & Daily plus Suggested Times

Daily

Daily: will be listed under daily to do in all visits regardless of time

Example shown: Daily will be list in all visit under Daily Task in all visit (AM/PM)


Daily plus Suggested Times

will show every day but only at time(s) selected

Example shown: Daily at 0700 will only be prompted at 0700 every day

Weekly & Weekly plus Suggested Times

Weekly

will appear on day(s) selected under Periodic Tasks in all visits regardless of time

Example shown: Tue/Thu will show under Periodic Tasks every Tue/Thu in all visits (AM/PM)


Weekly plus Suggested Time(s)

will show on selected day(s) only at the time(s) selected

Example shown: Weekly Tue & Thu at 0700 will only be prompted at 0700 on Tue & Thu

Every [x] Days & Every [x] Days plus Suggested Times

Every [x] days

will appear every [x] days from order date in Periodic Tasks

Example shown: Every [3} Days: Will show in Periodic Tasks every 3 days in all visits (AM/PM)


Every [x] Days plus Suggested Times

will appear every [x] days from order date only at the time(s) selected

Example shown: Every [3] Days at 0700 will only be prompted at 0700 every 3 days

FAQ: Medication & Orders

Q: What if I sign an order but made a mistake? A: Simply go to the orders, click on the order and click edit. You may edit and re-sign the order

Q: What if I took an order but don’t see the medication in my scheduled or PRN list? A: You may have selected the wrong frequency type (see previous page); click edit to review your selectionA: You may have selected Verbal Order = No & the med will not be available until after the office has approved the order

Q: What do I do if I took an order by mistake?A: Simply go to the orders, click on the order and click delete.

Q: What is the difference between Verbal Order NO and Verbal Order YESA: DEFAULT: Verbal Order YES: the order for this medication, verbal or in writing exists and you are ordered to administerA: Verbal Order NO: you DO NOT have the prescription; the actual order or a verbal order

Q: What if I took an order but haven’t submitted my visit yet? A: The nurse after you cannot see the order so it is important to submit your visit that day

Q: How do I know if an order was taken since my last visit? A: You will receive a notice at clock in and you should then review the Orders

Q: I know the nurse before me took an order, why can’t I see the med? A: If the prior nurse did not submit their visit you will not see the order

Q: What are non-med/comm orders for? A: Changes to orders that are not medications;( i.e feeds) or communication notes


Alerts & Warnings There are several checks along the way and you may receive one of these warnings

PCG: You are confirming that the PCG completed this and not you

FLAG: You have flagged an item to be sent to QA for review

Additional Details: This task requires additional details to save and they have not been entered

Deviated: You have indicated you did not follow the order and have not entered required additional details


Task Times: A task saved with the exact time as another; which is sometimes appropriate however the app will ask you to confirm

New Order: A new order has been taken for this patient since your last visit. Please review patient orders

Intervention & Medication Liquid Range Warnings

Med Liquid: The order for this med has an upper limit which you have exceeded. Clicking okay will notify QA & mark as deviated

Med Liquid: The order for this med has a lower limit & you are indicating a value lower than that. Clicking okay will notify QA & mark as deviated

Liquid Amount: This order has an upper limit which you have exceeded. Clicking okay will notify QA & mark as deviated

Liquid Amount: This order has a lower limit & you are indicating a value lower than that. Clicking okay will notify QA & mark as deviated


Task Times: You are attempting to submit a visit with completed tasks that fall outside of the clock in/ clock out the PCG confirmed. Go to the completed tab and edit any times that do not fall within your clock in and clock out times. ***REVIEW NEXT SLIDE***

Remaining Tasks: You are attempting to submit your visit to QA without completing all required tasks; go back to the interventions page to complete all work and then submit

Unsigned Orders: You are attempting to submit a visit where an order was started & not signed. Return to the orders page and sign or delete started orders.

Sign & Submit Alerts


• From the main menu select Sign & Submit

• The PCG Acknowledgement Screen will Appear (left)

• The PCG may review & then check to accept acknowledgement unlocking the PCG Signature Button

• Their signature page will load and they will confirm your visit times & Sign Your visit

• Please note that they are confirming your clock in and clock out for billing and payroll and once they submit these cannot be changed

• If your scheduled time matches what they confirm once they sign it will take you to your signature

PCG Signature (Clocking Out)


• When you do not use edit visit times before you start charting, if the PCG confirms different times than what you are scheduled for they will get a warning.

Example: • This visit was scheduled:

Tue 6/2 2300 – Wed 6/3 0700

• However you didn’t start your visit until midnightWed 6/3 0000 – Wed 6/3 0700

• The PCG must update the date first, to 6/3/20 and then clock in time to 0000 and sign.

• They will get a warning (right) showing what the visit was and what it is being changed to and asked to confirm.

• Please note that they are confirming your clock in and clock out for billing and payroll and once they submit these cannot be changed.

PCG Signature (When Scheduled Time Does not Match PCG Sign Time)


Submitting My Visit (segments OFF)


• After the PCG signs the My Signature page will appear (left)

• Once you check that you accept your company terms & conditions the My Signature button will unlock; click My Signature

• Your signature page will load and you will sign, indicate who you left the patient in the care of & click sign & submit (right)

Submitting My Visit (segments ON)


• After the PCG signs the My Signature page will appear (see previous slide)

• Once you check that you accept your company terms & conditions the My Signature button will unlock; click My Signature

• Your signature page will load and you will sign & indicate who you left the patient in the care of

• You will then be able to indicate segments for your visit

Example shown:0800-noon was school and Noon-1500 regular

If school was not attended today, remove the school segment (click X) and update the regular hours start to 0800

• Your segments must start and end to match what the PCG signed your clock in and clock out were.

• Click Sign & Submit

Clocking Out & Submitting FAQ


PCG Clock Out

Q: What if my shift is over and I need to get PCG to sign but I’m not done charting? A: The PCG confirming visit times and signing does not submit your visit – it only confirms they have acknowledged company policy & locks your clock in/out time for payroll & billing. You may still finish any charting before submitting

Q: What if the PCG is unavailable to sign? A: At the end of your visit the patient must be left in the care of someone & a signature is required

Submitting

Q: What if I got the PCG Signature but still have charting to do? A: You may still finish charting but please submit asap so the family & incoming clinicians can see the most up to date info

Q: What if I get a timeout error when I click submit? A: When you sign and submit the app must connect to the web to send your visit data, a time out error indicates a connection was lost, confirm wi-fi or cellular signal and try again

Q: When I tried to submit why did I get an error about completed tasks being outside visit times?A: Please see Sign & Submit Alerts page 18

Q: When I tried to submit why did I get an error that I still have tasks to completed? A: Please see Sign & Submit Alerts page 18

QA Corrections


• When you have visit that has been sent back to you from QA it will appear in your mobile app with a status of Pending Corrections and be Highlighted in Red (left)

• Clicking on this visit will show a pop up up of what needs to be corrected (right); click OK and the visit will open to correct

• Make the appropriate corrections and re-submit the visit to QA by signing & submitting

CubHub Support FAQ


Q: What if I cannot log in to the mobile app? A: Please ensure your log in contains the .company code; your user id is not case sensitive; your password is case-sensitive and requires numbers and a special character

Q: What if forgot my password? A: From the app log in screen click ‘Forgot Password’. You will need your user ID and be prompted to answer one of your security questions, then you will be provided with a temp password to log in, and will be prompted to create a new permanent password

Q: What if I got locked out? A: If you did not use forgot password and log in fails three times your account will be locked and you must contact your office administrator to have your account unlocked

Q: What if when I submit my visit I get an error? A: See page 17; auto-alerts when submitting indicate you have not met a requirement for submitting your visit. Follow it’s instructions & then try to submit again

Q: What if I am still having trouble? A: Your administrator may submit a support ticket to CubHub if they are unable to troubleshoot the issue but they will need the following or the support team will not be able to assist: your user ID & password; what the issue is including exact language of any errors (screenshots are helpful) and the time you sent diagnostics

Documents

Mobile App Guide - s3.amazonaws.com · password’ to re-set directly from the app. App version • The version of the app you are using is at the bottom of the log in screen (pictured