CREATING A REFERRAL | REFERRAL SOURCE | FACE TO FACE PHYSICIAN | EDIT FACE TO FACE PHYSICIAN | DELETE FACE TO FACE PHYSICIAN | SEARCH FOR PATIENT | RE-ADMIT AN EXISTING PATIENT | ADD NEW PATIENT | ADD CONTACT INFO | CURRENTLY RESIDES AT | ADD SERVICE FACILITY | ADD PATIENT CONTACT | ADD PHONE | INITIAL PHYSICIAN ORDER | QUIZ
To create a new referral go to Patients > Add Referral/Patient
Choose your "Agency" if you have more than one.
Then choose your "Agency Type".
You can either click on the drop down and choose a recent referral source OR
Click on the <icon-magnify>xxx<icon-magnify> <udl-orange>Find Referral Source<udl-orange> Link to search for one. </udl-orange></udl-orange></icon-magnify></icon-magnify>
When searching for a referral source, you can search by:
The search dialog appears. From here you can:
You have the following options available to choose from:
Referral History is a good way to see the past referral history for the Referral Source you have selected. If you see that you are getting referrals from this referral source but there are not many admits, this may be a clue that you need to do some education with the referral source on Eligibility.
Select the drop down <btnw> < select method > ▾ <btnw> to the right of Method of Delivery to make your choice. You have the following choices available:
Select the drop down <btn> All ▾ <btn> to the right of Sales Rep and make your choice. The Sales Rep must be an associate of the agency in order to show in the list.
You can either choose the referral source from the drop-down of recently used referral source contacts, OR
add one by choosing the <icon-greenplussign>xxx<icon-greenplussign> <udl-orange>Add Referral Source Contact<udl-orange> link.
Enter the required information and select the <btnw> Save <btnw>.
Select the drop down <btnw> < select > ▾ <btnw> to the right of Payer Category and make your selection. You have the following options:
Enter the “Referral Date”.
The "Requested Start of Care" date populates the M0102 within the OASIS. If the physician didn't specify an admit date, leave this blank.
Select the drop down <btn> < select> ▾ <btn> to the right of Admission Source to enter where the referral came from.
Select the drop down <btn> < select> ▾ <btn> to the right of Admission Type to choose the type of admission. You can have the admission type automatically populate with "Elective" if you activate the agency rule for Referring Admission Type – default to Elective
To match availability of associates and make sure that you can provide staff to take care of your patient, you can search the zip code of the patient for possible matches. Enter a zip code and select <btn> Show associates in zip code <btn>.
This will drill the list down to only the associates that are available in that area.
You can either (1) decline the referral or (2) Continue Referral. Select <btnw> Save and Continue ▸ <btnw>
You can identify the Face-to-Face Physician and date as part of the process. You can search your physician file by first or last name and select the physician that performed the Face-to-Face for the patient. After you select your physician, a pop-up screen displays for Face-to-Face data collection. When you create your 485, this information will display in the Face-to-Face section.
(1) Enter a last name or first name for the physician that completed the patient’s Face-to-Face visit (optional – you can still collect this information as part of the 485) and select the (2) Search button
Select a physician from the list that displays (Face-to-Face Visit pop-up displays)
The F2F popup displays. You have the following information to fill out:
Face-to-Face Physician information displays; you can <udl-orange>[Edit]<udl-orange> OR...
<udl-orange>[Delete]<udl-orange> this information on this page.
NOTE: If the 485 Face-to-Face visit date matches the Face-to-Face visit date you entered during the referral process, then the Face-to-Face information will not print/fax or email to the physician.
Next you can "Search for Patient". You can search by:
This will allow you to do one of 2 things. Either you can select and readmit a discharged patient or create a new patient.
You can either "Re-admit an Existing Patient" by clicking on the check box to the left of the patients name and choose <btnw> Continue ▸ <btnw> or "Add a New Patient". You will notice here that several patient's had the name of "Smith", but only one is available to choose from. You can not re-admit an active patient. You only have the option to re-admit discharged patients.
When you use the readmission process for a referral, you can pick which sections/areas of the previous admission that you would like to populate in the new admission. Options available include:
Select the <btnw> Continue <btnw> button </btnw></btnw>(pop-up screen closes and moves to the Contact Info page). Continue/complete the rest of the referral information, including Contact Info and Finish Referral pages.
You can "Add a New Patient". Enter the required information and select <btnw> Continue ▸ <btnw>.
If you choose to re-admit a patient, you will be taken to the "Add or Edit Contact Info" screen. You can edit this information by clicking on the <udl-orange>[Edit]<udl-orange> link either for:
If you choose to "Add a New Patient", the "Add or Edit Contact Info dialog appears. Select <icon-greenplussign>xxx<icon-greenplussign> <udl-orange>Add Contact Info<udl-orange> to enter address and phone information.
Here you can add the following information:
When you enter Patient demographic information, suggested address or no valid address information displays. Options based on type of message displayed include <udl-red>Suggested address found<udl-red> - select the <btn> Save <btn> button to use the suggested address
Or select the <btn> Continue <btn> button to use the original information you entered or you can make changes to the original information and select the <btn> Continue <btn> button
Or <udl-red>No valid address matches<udl-red> - select the <btn> Continue <btn> button to use the information you entered or enter new values and select the <btn> Save <btn> button
When adding Patient address and phone information you have an Address type labeled "Currently Resides At" that you can select when a Patient is not currently living in their own home (i.e., temporarily staying with family, friends, etc.). This address type also lets you enter a "start" date as well as an "end" date so that you will know when to use this address information vs. using their home address information.
Select "Currently Resides At" from the "Address Type" dropdown list (pop-up redisplays with the Start/End date fields) and complete the information requested.
The <udl>Contacts<udl> tab redisplays with this information listed as "Currently Resides At Address"
To add a Service Facility, select the <icon-greenplussign>xxx<icon-greenplussign> <udl-orange>Add Service Facility<udl-orange> link.
You can either search by name or click <btnw> Search <btnw> to see all.
From here you can:
Choose the service facility that you want to add or add a new facility source and select <btnw> Save <btnw>.
Once you have selected the Service Facility, you will be prompted the enter the following:
To add a Patient Contact, select <icon-greenplussign>xxx<icon-greenplussign> <udl-orange>Add Patient Contact<udl-orange>.
Enter the required information and select <btnw> Continue <btnw> when finished. Make sure to check "Family Portal", to give the Patient Contact Access to the Family Portal. Email address is required for Family Portal access. If the contact’s email address already exists in Careficient for a Patient, you will receive one of the following messages:
Enter the Patient Contact Information and select <btnw> Save <btnw> when finished. When you do not identify an option from the "Address Type" dropdown list, you only need to enter phone number information. If you select an address type, you will be required to enter an address.
To add an Ancillary Phone, select <icon-greenplussign>xxx<icon-greenplussign> <udl-orange>Add Phone<udl-orange>.
Here you can add the following:
To continue filling out the referral, select <btn> Continue ▶︎ <btn>
The "Finish Referral" screen will display. The physician should auto-populate from a previous screen. Select the drop down <btnw> < select > ▾ <btnw> to the right of Physician Type and choose option.
The "Requested Start of Care" date populates M0102 in the OASIS. If the physician didn't specify a specific date, leave blank.
You have a checkbox that you can select if the Patient was transferred from another Agency. If you are not sure, you can leave the checkbox blank as you will be able to update this information within the Patient Encounter, <udl>Referral<udl> tab.
NOTE: Agency Administrators, If you have the Org Payer Rule activated “Condition Code - Apply 47”, and you checked “Transferred from another Home Health Agency”, the invoice will require a condition code 47 on the UB04 invoice. Or if you need to bypass the invoice edit you can add an invoice note “Turn off edit for condition code 47”.
The remaining items are as follows:
Under Disciplines and Specialty Skills you have: