Client registration provides standard forms and supports the addition and customization of data elements and screens to capture demographic and historical client information. Admission criteria and administrative processes that vary by level of care are fully supported.
Configurable options alert staff to clients’ previous encounters with the facility. The Master Patient Index (MPI) checks the most common variables (for example, last name, date of birth, social security number or alias) to warn staff that the client may already exist in the database.
Built-in rules prevent replication of information found (for example, social security number). However, for duplicate records created by treatment at multiple sites, the comprehensive client merge functionality merges the retired record into the retained record, maintaining the client ID as a reference number that the system does not reuse.
Staff can search for bed availability with such criteria as level of care, gender, age and admitting diagnosis. Bed assignment may be scheduled or a bed can be held for an upcoming admission. Comprehensive waitlists by unit indicate effective date of request, source and clinical priority.
The ClaimRemedi component verifies eligibility on demand or via scheduled batch verification based upon configurable cycles. Verify eligibility for Medicare, Medicaid and commercial payers—without having to contact each payer. Submit eligibility for multiple clients and the batch process automatically updates changes in eligibility while maintaining a history of coverage. In addition, the routine update payer cascade ranking and notes when “spin down” has been reached.
On-demand eligibility verification is particularly valuable at crisis intake. With basic client information, staff can submit and immediately receive verification directly from within the client record. This fully integrated process eliminates the need to exit the client record.
Authorization, tracking requests and matching claims to the authorizations for payment are simple processes. Submit documents to a payer or approved third party administrator (TPA) through a secure on-line process in the required formats. With electronic signature capability, all forms can include the specific provider’s authorized signature.
Authorizations are logged and tracked based on the number of authorized services, as well as the expiration date of an authorization. This information is readily available both to key administrative support staff and clinicians, ensuring authorization before scheduling services. Staff also can obtain new authorizations for services prior to the expiration date or final authorized service, avoiding delays in service for the client and ensuring payment for services provided.
Census monitors the census activity and history of inpatient units, residential facilities and other similar treatment settings.
A unique census recording feature allows a company to set and run census charges by selected timetables.
Schedule an admit, admit to unit and bed, schedule or document a leave of absence and monitor transfers and discharges.
Scheduling is connected to the centralized intake phone system to allow the user to schedule various types of services, monitor no-shows or cancellations and include alert codes specific to clinical or financial issues related to a client. Tracking and schedule such resources as conference rooms and equipment, as well as such non-client related activities as trainings, meetings and appointments. Track time in/out, assignment to various programs or wards and non-planned activities. Determine data element collection requirements based on operational needs and standards of practice.
Robust, comprehensive rule-based functionality eliminates common scheduling concerns. For example, when scheduling an appointment with a client, the system checks the patient’s treatment plan to ensure the service being scheduled has been planned, with the option of requiring it to be approved prior to being available for an appointment. Evaluate the clinicians to ensure they have the appropriate credentials to provide the service.
Two-way integration with Microsoft Outlook via Microsoft Exchange Server for Calendar and Task processes allows each provider to display his/her clinical appointments on an Outlook calendar, as well staff meetings scheduled centrally or by supervisors. In addition, with Outlook calendar sharing, program supervisors can view staff clinical calendars for complete staff and resource time tracking.
Identify additional benefit and eligibility opportunities for specific individuals as part of the pre-registration and scheduling process.
Group scheduling is easy to use, multi-layered functionality. Easily adjust rosters; appointment reconciliation is incorporated with progress noting functionality. This allows the clinician to create a standard note for the group activities and then prompt for an individualized statement for each patient in attendance to note their individual contributions within the template note. Completing the notes automatically links service details to billing, reconciles the appointment status and produces documentation to support the service provided — in a single step.
Quality Management allows your facility to document and develop an action plan for grievance follow-up and to report incidents and issues relating to an organization, program, clinical provider or client.
Integrated with client records, this feature offers a safe and secure location for documenting and monitoring incidents and investigations.
Alert and notification capabilities provide essential process monitoring assistance, keeping staff on top of risk management activities and requirements.
Completely electronic solutions adhere to HIPAA standards for the release of personal health information (PHI).
Produce custom consent forms eForms as needed. Configure alert criteria to notify staff automatically when the consents are required. In addition, track consent acquisition on a 100% auditing sample to ensure each facility is aware of consents needed and to confirm they have been obtained.
Print information and consents on demand in multiple languages with the language translator. Signature consents via electronic signatures and maintained within the electronic record. The consents also may be printed for a hard copy signature and scanned into the record.
The Billing and Receivables component:
It minimizes denials by enforcing billing, documentation authorization and charge completion rules.
The system houses multiple code sets, including, but not limited to: ICD-9-CM /ICD-10-CM, CPT, CDT, SNOMED CT, APC, and NDC. CoCentrix can install DSM electronically and maintain future updates of code set DSM-IV-TR (Axis I through V). All procedure and diagnosis codes automatically crosswalk to the billing system once the clinical notes/encounters are finalized. This information is used directly for billing the services rendered.
Billing and Receivables allows you to:
Coordinate and track information and behavioral health services provided to clients referred from the court system, including adult and juvenile detention centers.
The system maintains court directives for both group and individual counseling services, and documents regular progress and group session notes are documented.
Create individual and batch reports to meet court information and reporting requirements.