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Resources – Adding New Staff

Able to access using: Allscripts Homecare > Resources or by utilizing the Icon (looks like a man

reading a newspaper)

Resources are a critical piece to running Allscripts Homecare and allow you to:

Use the system as an Operator

Generate many different types of reports and documents in the software

Assign patients to resources

Create a database of resources for the agency

Document and enter services that resources perform

Resources are any entity that is not a patient or an insurance company

Examples of resources:

1. Employees of the agency

2. Physicians with type of specialty

3. Clinicians

4. Contractors

5. Friends and Family

6. Facilities

a. Skilled Nursing Facilities

b. Assisted Living Facilities

c. Memory / Alzheimer’s unit

d. Independent Living

e. Rehabilitation Facility

f. Military Hospital

g. Hospital

h. Hospice Inpatient Units

7. DME providers

8. Churches

9. Volunteers

10. Local companies

a. Pharmacies

i. Pharmacy – Compounding

ii. Pharmacy – IV

iii. Pharmacy – Long Term Care

iv. Pharmacy – Mail Order

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v. Pharmacy – Retail / Community

b. Coroners

c. DME and Medical Supplies

d. Home Health Agencies

e. Community Based Hospice

f. Wound Care Clinic

g. Laboratory

1. Search for the Resource

Before adding any resource first search to make sure they are not already in Allscripts.

To search for a resource click the yellow folder on the top Left of the screen. A search

box will pop up and you can search by last name and first name. (you can search by

partial of each as well)

To narrow your search you can click on the Advanced tab and search from there as well.

o Utilizing the Advanced tab allows you to search by:

Status – Any, Active or Inactive

Identifying Numbers: Federal Tax ID; State License; Social Security; UPIN;

Provider Taxonomy; Facility NPI; Part B Provider; Other Physician /

Provider; Additional Physician; Vendor / Employee; DEA; and Individual

NPI

Category: Any; Staff; Contractor; Family Member / Friend; Neither

Special Discipline: Pull by resource type

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If you cannot find the correct staff member by searching, you will need to click cancel

and proceed to add a new resource.

2. Add a New Resource

To enter a new resource click the white sheet of paper on the top left of the screen.

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The following box will appear titled Add New Resource.

Complete the add a new resource box, using Proper Case and not all capitalized letters,

specifying: Sex (Male or Female), DOB, First Name, Last Name, Middle Name, Address,

Resource Type, Status, Status Date, and Social Security Number (these are required

fields for ALL staff resources).

Name as it appears on their license

o You will have to verify their license to ensure you have their name as it appears

on their professional license exactly. This will become their electronic signature

when orders are generated.

o If the name on their professional license does not match the name on their

social security card exactly you will need to contact the Corporate HR

Department. This will either affect billing or it will affect payroll and is a huge

issue.

o When you verify the professional license, their license type or if there is a

specialty (for their taxonomy code) is usually supplied as well, which will be

added later in the adding a new resource process.

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Adding an address is critical as it will need to be on many forms and documents. This is

the employee’s home address. o There is NO punctuation used when entering an address

You will need to ensure you select the correct resource type o Employees that are PRN or “casual” are classified as less than 32 hours, or Part

time, and role is specified out by classification as well as discipline. See end for

list of clinician roles.

Status: Active

Status Date: this is the date the employee was hired.

Social Security Number: Enter New Employee’s Social Security Number

UPIN: is not applicable

Click Ok

Zip is 9 digit with

the “-“

(ex: 12345-6789)

No punctuation

will be used in

the address

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If the staff member you began creating is not selected already, click the yellow folder to

search for that clinician (same search process as the beginning of this training

document).

Open the HH New Staff Resource Workflow

Basic Screen

o Any information you entered on the Add New Resource screen will auto-

generate to here.

o Complete the add a new resource box, using Proper Case and not all capitalized

letters, specifying: Sex (Male or Female), First Name, Last Name, Middle Name.

o You will need to specify the Suffix/Professional title. (RN, LPN, PT, OT, ST, PTA,

etc.) for professional title however if their name on their professional license was

John J. Doe Jr., PT, then Jr., MD would be included in the Suffix/Professional title

space.) You have the ability to add in all of their professional titles in the suffix

field.

o Remember, the name entered has to match the Professional

License exactly. This will become their electronic signature when orders are

generated.

o Do not type anything in the Prefix space.

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Address & Phone

o You will need to review the address information you entered on the Add New

Resource screen.

o Description: You will need to specify what type of address (Street, Mailing, etc.)

You can also specify one for home address and one for office location

o Address: NO PUNCTUATION

Enter the Street number and Street name in Address 1

If there is an Apartment or unit number enter in Address 2

Zip must be full 9 digit zip code with the “-“ between the first 5 digits and

before the last 4 digits. Use the USPS.com zip code lookup or if it not

found on USPS.com ask the new staff member you are creating.

If you need to add an updated address for the staff member

Click Add New… (below the Address & Phones tab)

Enter in all information for the second address following

directions above (make sure the description of the address is

correct)

Mark the updated address as active.

There can only be one active address at a time.

Remember this must stay updated as this will be the information

that was once contained in your paper personnel file.

o Review the mailing label (Blue Box) to ensure that all information you entered is

correct.

o Email: This is their MSA Email address

Mailing

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o Phones: If there is not a place to enter in phone number, Click the add a Row

button on the right side of the screen in the phones section

o All phone numbers must include the “-“ (ex: 123-456-7890)

o To add additional phone nubmers click the add a row button

Work:

Click in the space under type on the new row and select Work

from the drop-down list.

In the number space type their ten digit work cell phone number

Home:

If the new employee provides you with a Home phone number for

them this can be added however DO NOT add in as a home

phone.

Add a row

Click in the space under type on the new row and select Other

In the number space type their ten digit home phone number

In the space under Ext type “HOME”

Roles

o Location Administrator, Location Human Resources and Corporate Human

Resources are the only people who can see all information for employees.

o Employees that are PRN or “casual” are classified as less than 32 hours, or Part

time, and role is specified out by classification as well as discipline. See end for

list of clinician roles.

o Employees that are classified as salaried office staff RN but also do visits after

hours or on the weekends for which they are Pay Per visit, those employees

must also be entered in as RN Part Time in Roles tab, (Click Add New on top left

to add additional role)

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o Resource Type: Populates from the Add a New Resource screen

o Can Be Assigned Tasks: Make sure this is checked

o Status: Populates from the Add a New Resource screen (Make sure Active is

selected)

o Employment Date: Date of Hire. This populates from the Add a New Resource

screen

o Termination Date: Will be the termination date if an employee leaves the

company or is terminated.

o Reasons for leaving: will state reason for employee discharge

o Branch: Must specify the employee’s Primary Branch.

o Team: If agency has teams that are designated, the team the employee is

assigned to is specified here.

o Default Service code: for role PT, OT, ST, PTA, COTA, RN PPV and LPN PPV are

assigned to default code of H300 – Routine Visit. MSW defaults to default code

of H210 – evaluation Visit.

o Default Service Duration: Leave Blank

o Need to verify that all of this information is correct

o Federal Tax ID is Not Applicable

o Specify State License Number – State and then license number

o Social Security Number will populate from Add a New Resource screen

o UPIN is not applicable

o Provider Taxonomy is specified on the License Verification.

o Department: This field remains blank

o Additional Physician is Not Applicable

o Employee: this is their payroll number, NOT THEIR ALLSCRIPTS ID NUMBER

o Point of Origin Code: This field remains blank

H300

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o Renewal Month: You must enter the month in which the selected resource must

renew certifications, enter the number corresponding to the month. For

example, January is 1, June - 6, and December - 12.)

o Payroll Workday: Currently leave blank

Qualifications:

o This is where we will specify information specific to the employee:

speaks any languages other than English

o You can specify whether they are afraid / allergic to dogs / cats

o Allergies / sensitivities – Allergic or Sensitive to cigarette smoke; perfumes or

lotions

o Qualifications

ST – DPNS; VitalStim

OT – Compression Stockings; Fabrication of Orthotics; Certified Hand

Therapist

PT – Compression Stockings; Enema; Staple Removal; Suture Removal;

Wound Care; Certified Hand Therapist

PT/PTA – TENS unit; Ultrasound;

PT/RN – Fingerstick PT/INR

RN – Drainage Catheter; Implanted Venous Access Device; Intravenous

Medication Administration; PICC line; Multi-Layer Compression Dressing;

Nasogastric and PEG Tubes; Negative Pressure Wound Dressing; Ostomy

Care; Trach care and Suctioning; Venipuncture;

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6

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Certifications: Certified Diabetic Educator; Certified Foot Care Nurse;

Certified Wound Care Nurse; Chemotherapy Certified; Lymphedema

Certification; and Wound Ostomy Continence Nurse

o Select qualification area on left side

o Then click drop-down box on right

Notes: Free text in additional information about the staff member in this block

Credentials:

o This is the HR piece of the resource – Medical and Personnel files, Certifications,

ID Documents, 90 Day Evaluation, Annual Performance Evaluation, PPD Records,

Annual Competency Assessment, CPR, Professional Licensure Information; etc.

o Make sure you are entering the credential for the correct role if the employee

has multiple roles. You will need to put in the credentials on each role if they

have multiple licensed roles. Ex: if employee is Salary RN and Part Time RN for

weekend/on-call you would have to enter the credentials for each role

o Credential: Select appropriate credential/license type

o Effective Date: Date credential/license is effective (exact date of issue from

license)

o Expiration Date: Date credential/license expires (exact date from license)

o License No: Exact number from credential/license

o Institution: Name of institution of where information was granted: (exact

licensing institution from license) Free text type

o Verified Date: Date credential/license was verified (should be today’s date)

o Verified By: Select resource that verified the credential/license.

Make sure to save all tabs before closing out of resource component.

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List of Clinician Roles

1A – Salaried RN

1B – RN Full Time

1C – RN 32 Hour

1D – RN Part Time

1E – Contract RN

1F – Administrative Staff RN

1G – LPN Full Time

1H – LPN 32 Hour

1J – LPN Part Time

1K – LPN Part Time

2A – Psych RN Full time

2B – Psych RN 32 Hour

2C – Psych RN Part Time

2D – Contract Psych RN

3A – Salaried PT

3B – PT Full Time

3C – PT 32 Hour

3D – PT Part Time

3E – Contract PT

3F – Administrative Staff PT

3G – PTA Full Time

3H – PTA 32 Hour

3J – PTA Part Time

3K – Contract PTA

4A – ST Full Time

4B – ST 32 Hour

4C – ST Part Time

4D – Contract ST

4E – Salaried ST

5A – Salaried OT

5B – OT Full Time

5C – OT 32 Hour

5D – OT Part Time

5E – Contract OT

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5F – COTA Full Time

5G – COTA 32 Hour

5H – COTA Part time

5J – Contract COTA

6A – MSW Full Time

6B – MSW 32 Hour

6C – MSW Part Time

6D – LBSW Full Time

6E – LBSW 32 Hour

6F – LBSW Part Time

7A – Aide Full Time

7B – Aide 32 Hour

7C – Aide Part Time

8A – RD Full Time

8B – RD 32 Hour

8C – RD Part Time

8D – Contract RD

AD – Administrator

DP – Discharge Planner

HR – Location HR

LB – Location Biller

MK - Marketing