Offline Forms App

PATH:
Settings
>
ROLE PRIVILEGES NEEDED: <udl-white>Offline Forms App Download<udl-white>
RULES: <udl-white>Use Offline Forms<udl-white>

INSTALL THE APP | GETTING STARTED | CREATE UNSCHEDULED SERVICE  | ADD SERVICE NOTE | EDIT SERVICE NOTE | DELETE SERVICE NOTE | VIEW SERVICE NOTE | SIGN SERVICE NOTE | ATTACH DOCUMENTS | VIEW PATIENT FACT REPORT | ADD FORM | EDIT FORM | DELETE FORM | SORT SERVICE NOTES / FORMS | CREATING SERVICE NOTES | UPLOAD SERVICE NOTE | TIME SLIP | ASSESSMENT INFORMATION | ATTACH SERVICE NOTE TO PATIENT -SCHEDULED | PATIENT SIGNATURE ATTESTATION | ATTESTATION RESPONSES IDENTIFIED - PRINT SERVICE NOTES | VOICE / AUDIO SIGNATURE | ACCESS TO VOICE / AUDIO PATIENT SIGNATURE | SERVICE DATES AND TIMES | QUIZ

INSTALL THE APP <returntomenu>menu ↑<returntomenu>

Your agency System Administrator must sign in to each individual device and install the application. The access path to install the application is Settings > Offline Forms App.

The following prerequisites are required:

• Windows Installer 4.5
• Microsoft.Net Framework 4 (x86 and x64)

If these prerequisite components are already installed, click the launch link.  If these prerequisite components are not installed, click the <btn>    Install    <btn> button at the bottom of the page.

The install file will download. You will need to double click the "Setup.exe" file to begin the installation.

You will then be presented with the option to "Run" the file.

Then select the "Install" option.

The application will install

You will then be presented with the Sign In screen where you will log in as you normally do.

GETTING STARTED <returntomenu>menu ↑<returntomenu>

If you are connected to the internet, Careficient automatically confirms that you have the most current version of Offline Forms. If you do not have the most current version (and you are connected to the Internet), Careficient automatically downloads it. When you initially sign in to Offline Forms, the Service List displays.  The Service List displays the patients scheduled and assigned to you.

CREATE UNSCHEDULED SERVICE <returntomenu>menu ↑<returntomenu>

You can use the Create New option when you have orders but the service does not appear on your schedule. Creating a new service note is the same if the patient is not on the Service List.
It is strongly suggested that you refrain from using the Create New option, or at least reserve its use for urgent situations. If you use this option and orders do not exist, the agency cannot process the service.

ADD SERVICE NOTE <returntomenu>menu ↑<returntomenu>

You can create a new service note by selecting <btn>    Add    <btn>.

EDIT SERVICE NOTE <returntomenu>menu ↑<returntomenu>

Edit a previously added service note

DELETE SERVICE NOTE <returntomenu>menu ↑<returntomenu>

Delete a previously added service note

VIEW SERVICE NOTE <returntomenu>menu ↑<returntomenu>

View a previously added service note

SIGN SERVICE NOTE <returntomenu>menu ↑<returntomenu>

Sign the service note

ATTACH DOCUMENTS <returntomenu>menu ↑<returntomenu>

A column labeled “Attach” displays with an <btn>   Attach   <btn> button you can use to attach/upload documents that you saved on your device to a specific Service Note (this button is only accessible when the Service Note is in a “complete” status). </btn></btn>

Do not change, move or delete the attached file from your device until AFTER you upload the Service Note.

VIEW PATIENT FACT REPORT <returntomenu>menu ↑<returntomenu>

You can view the Patient Fact Report.

ADD FORM <returntomenu>menu ↑<returntomenu>

Add a patient form

EDIT FORM <returntomenu>menu ↑<returntomenu>

Edit the form

DELETE FORM <returntomenu>menu ↑<returntomenu>

Or Delete the form.

SORT SERVICE NOTES / FORMS <returntomenu>menu ↑<returntomenu>

You can sort the Service List by any column heading.

CREATING SERVICE NOTES <returntomenu>menu ↑<returntomenu>

To create a service note for a patient, click the Add button next to the patient’s name in the Service List.

If you have orders, but the service note does not appear on your schedule or is not assigned to you, you can click the Create New button. Note that orders must exist before you use this option. If orders do not exist, the agency cannot process the new service.  When you click the Add button, the Create Service Note dialog displays.  From the drop-down list, select Service Form Type.

Select a Service and click Continue

The Service Note displays.  

TIME SLIP <returntomenu>menu ↑<returntomenu>

The Service Note Assessment Form displays. This form has two types of sections:

The time slip section of the service note has the following fields:

ASSESSMENT INFORMATION <returntomenu>menu ↑<returntomenu>

A service note can have several sections of assessment information. Each section can have several questions and fields. Items in bold text are for labelling purposes only and do not require a response.
The following options are available when you finish working with the service note:

Each service note has different requirements. Be sure to complete all necessary information based on your assessment and the services you provide.

UPLOAD SERVICE NOTE <returntomenu>menu ↑<returntomenu>

You can also upload the service note to Careficient.

When you upload a service note to Careficient, it becomes an online form and can be used in the clinical setting or in the field.  The Service list has the following information:

Uploading a Completed Service Note

You can upload service notes as you complete them. You can also upload a group of completed service notes. To use the Upload feature, you must already have access to the internet and Careficient.
To upload a service note, click Complete and Upload at the bottom of the service note. To upload multiple service notes:

  1. On the Service List, select each service note that has a Complete status.
  2. Click Upload. A message displays to confirm the upload.
  3. The Upload Successful message displays a list of patients and related service dates.
  4. Click OK

ATTACH SERVICE NOTE TO PATIENT SCHEDULED <returntomenu>menu ↑<returntomenu>

The final step to completing the service note is to attach the uploaded service note to the scheduled service in Careficient. To complete this process:

1. From the Home page, right-click the scheduled service on the calendar
2. Click the Add Service Note/Assessment link.
3. In the Add Service Note dialog, click Apply Uploaded Service Note.
4. Click Continue.
5. When the Apply Service Note page displays, select the service note and click Continue.
6. When you attach the service note, the Service Note Assessment Form displays with the
information you completed on the offline form.
7. Review the information and make changes, if necessary.
8. Click Complete/Approve.

Careficient Offline Forms icon displays on your desktop. To open the application, click the icon.

PATIENT SIGNATURE ATTESTATION <returntomenu>menu ↑<returntomenu>

Only available for select environments/clients

You can check one or multiple boxes on the Patient’s signature page for the following attestations:

You can add the Patient’s signature as follows:

ATTESTATION RESPONSES IDENTIFIED - PRINT SERVICE NOTES <returntomenu>menu ↑<returntomenu>

For locations that are using the Patient Signature Attestation feature, responses to the attestation will print within the Patient Signature section on the following Service Note formats:

Note:  The Service Notes “export” option does not include this information. This Feature is only available for select environments and clients at this time and will not be available to everyone.   Please contact our Careficient support team to find out if your agency qualifies to use this rule.

VOICE / AUDIO SIGNATURE <returntomenu>menu ↑<returntomenu>

Only available for select environments/clients

You can upload a voice/audio file that you can record and save on your device to replace an actual patient signature.  You can add the Patient’s voice/audio signature as follows:

Do not change, move or delete the audio file from your device until AFTER you upload the Service Note. To use this feature, the device you are using must have the ability to record and save an audio file.   Many newer model PCs that use windows have built in microphones.   You can find an audio recording application to use by searching the internet and downloading the application for your use. This feature is only available for select environments and clients at this time and will not be available to everyone.   Please contact our Careficient support team to find out if your agency qualifies to use this rule.

Also, if you select the Voice/Audio signature option and upload an audio file, the printed Service Note will read “Voice/Audio” has the Patient Signature.  The attestation information includes any of the following:

If no attestation information exists for a Service Note, then no boxes will print along with the Patent’s signature.

ACCESS TO VOICE / AUDIO PATIENT SIGNATURE <returntomenu>menu ↑<returntomenu>

Locations that are uploading a Voice/Audio Patient signature from “offline forms” can access and listen to the audio recording from the Patient Encounter, Service Notes tab.  To access and listen to the audio signature, use the following path:

Audio recording plays (depending on your browser and settings, you may have to open the downloaded file to play the recording)

SERVICE DATES AND TIMES <returntomenu>menu ↑<returntomenu>

Once the Patient signs the form, the Service Date and times can no longer be changed on the offline form

NOTE:  The offline Forms App does not work on iPad, iPhone or Android devices.
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