Therapistmate - Case Management Demo

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Autism Clinic SoftwareCase Management Demo


Introduction• Consumers interested in availing ABA therapy services go through the following steps:• The consumer’s information is entered in the system.• The consumer is assigned staff• The consumer is assigned a funding source• The consumer’s documents are uploaded• The consumer’s address is entered in the system• A case is created




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Create A Client / ConsumerSTEP 1


Step1 … Click ConsumersStep2 … Click Profile Step3 … Click New


Fill out the fields UCI, Last Name, First Name, Gender, DOB, and Office Branch.Then click AddA new client has been added and now you are ready to fill out all the remaining information about the client




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Assign staff to THE client / Consumer

STEP 2


Step1 … Click ConsumersStep2 … Click ProfileStep3 … Select ClientStep4 … Click Staff


Find required employee by typing Staff ID or Name in the Add Records – Employee List sectionOnce you have selected the desired employee, Click Add. Now the Staff has been assigned to Client. Please note the fields: Service, Hours Assigned, and Notes are optional and for reference only. These fields will not affect scheduling.




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How to Assign Funding source(s) to an existing client

STEP 3


Step1 … Click ConsumersStep2 … Click ProfileStep3 … Select Client under ConsumerStep4 … Click Funding


Find required Funding Source by typing Staff ID or Name in the Add Records – Employee List section. Once you have selected the desired Funding Source, Click Add. Now the FS has been assigned to the Client. You can assign multiple FS. Check mark the Primary FS. The assigned Primary FS will appear in front of Funding in Overview Tab.




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Assign Locations to THE clientSTEP 4


Step1 … Click ConsumersStep2 … Click ProfileStep3 … Select Client under ConsumerStep4 … Click Address


Click New Record and a Location Entry screen appears. Enter the data. Click Save. You can add as many addresses as needed by clicking New Record and the Save. Check mark the primary address.


The assigned Primary Address will appear in front of Prim. Address in the Overview Tab.




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How to Upload DOCUMENTS to an existing client

STEP 5


Step1 … Click ConsumersStep2 … Click ProfileStep3 … Select Client under ConsumerStep4 … Click Reports


You can Move (Cut) OR Copy available documents between Consumer and User Folders. Use Move Up to move document from User to Consumer Folder and Use Copy Up to copy document from User to Consumer Folder. You can Open or Delete the Document as well.


Once a file is in the Consumer Folder, you may link the file to an existing Authorization. This was designed to track if reports have been submitted.To do so, select file from the Consumer Folder, then select an Authorization from the dropdown menu. Name the report, apply a due date, and click Add Link.The file linked to the authorization will be shown on the top section of the screen

REPLACE THIS SLIDE ONCE AUTHORIZATION IS AVAILABLE




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create Address for RenderingSTEP 6


Step1 …. Select ‘Consumer’ from Drop down menuStep2 …. Click ‘Address’ tabStep3 … Click ‘New Record’ and enter the data in the pop up windowClick ‘Save’


The Primary Address is marked.


The Insurance Tab is used to maintain all the details to issue the Health Insurance Claim form … CMS 1500




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The Billing Tab keeps a detailed record of all the billable hours provided


Calendar Tab has already explained in Section titled ‘Create Appointment Desktop’.


Schedule Tab is used to add considerations


The ‘QA’ Tab will be used to track Client Feedback




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Create a new Authorization / CASE

STEP 7


Step1 … Click AuthorizationStep2 … Click AuthorizationStep3 … Select Client and Click Add


Enter all the Data into Authorization Information.Please note all the fields on this section are mandatory. Upon selecting Vendor descriptions the fields Services and Rates will be automatically completed


Change the ‘Authorization Dates’




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Based on the Funding Source setup, the option for hours or units will be enabled for the service selected. You need to enter Units under Period, then Monthly and Weekly units will be calculated automatically. You can enter ‘Restrictions’ as well.Now you can Save the Authorization.


Step1 … Click ConsumerStep2 … Click ProfileStep3 … Using Drop down menu Select Consumer and then Click ‘Open Notes’A window (next slide) will appear.


Once the Authorization is added, you can attach files to it, and they will be saved on the consumer folder (default folder for all documents uploaded to a client )Find the file you want to attach using Browse ( Marked with Blue Arrow). Notes are optional.


Once the Authorization is added, you can attach files to it, and they will be saved on the consumer folder (default folder for all documents uploaded to a client )

Find the file you want to attach with the Browse (icon) and then Add

Create a New Authorization – Step 3d of 4




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