Abstract: A complete release of the CHARTS software.

This is a complete CHARTS software release. All prior releases thru 02/06/2002 are included in this release. Some of these enhancements may already look familiar if you have downloaded all previous CHARTS patches from the internet. The highlights of the release are group by software module as follows:

Several new discharge types have been added to the Discharge program [GM, 1,2]. These include

   U - Discharge to Hospital Non Billable with Bed Reserved

   X - Therapeutic Discharge Non Billable with Bed Reserved

   E - Hospital Discharge to Emergency Room Less than 24 Hour Stay

If you will be using the Discharge to Emergency Room type of discharge we recommend setting a user parameter option not to bill those days in the hospital. This can be set from User Parameters Options II [UP, 13] - Field # 29 ‘ Bill 24 Hr Hosp Stay’ to ‘N’.

Census Program

The Census program [CC, 11] has been enhanced to show a detailed listing of all residents on bed hold as of the census from date.

The program has also been revised to allow for an option to include Non Billable Bed Hold discharges to be included in the census by entering a ‘Y’ in the field ‘Include Non Billable Bedhold in Bedhold Column’.

Several additional screens with demographic information have been added. These can be found in the Additional Master Information Screens [CC, 14] area. Additionally, from the Census menu selections 12 and 13 also can be used to track additional diagnosis and other resident information.

The software has been modified to allow for a 12 digit Medicare number.

A Deactivate Pre-Admissions function has been added [CC, 8, 3].

A new report, the Census Roster Report is available that provides a detailed listing of all active residents based on either bed or bill type in a column oriented format [CC, 15, 1].

The following new features were added:

List of Assessments: It is no longer necessary to identify the particular MDS by specifying both the resident's name and the date. If you type only the name (or number) and press ENTER the computer displays a list of all the resident’s assessments for the type of MDS assessment (AA8a) selected. (i.e., If you entered the program through number 1, Admission you will see only Admissions books.) You then tab to the appropriate date, press ENTER and the MDS is displayed for either viewing or editing. If you entered the program by specifying '15' Change Any Form a list of ALL assessments for that resident appears.

Triggers - Section V

When entering an MDS book it is STRONGLY recommended that you allow the computer to calculate the triggers by pressing function key 8 when you are at Section V (screen 19). If you insist on calculating it yourself, and it is wrong, the system will not stop you but your MDS will be rejected when you send it to the state.

Missing Fields: The current version of the missing field report is now much closer to the state's validation report.

The Missing Field/Inconsistency report for the current assessment can now also be invoked directly from the Add/Change/Delete MDS 2.0 program by pressing function key 6 and ENTER. As you make your changes you can repeatedly invoke the report to assure that all information is complete.

When running the Missing Field/Inconsistency report (not within the Add/Change/Delete program) the default setting is to only check those records that were not yet accepted or transmitted. If you wish to run a missing field report for records that were already transmitted or accepted set the Select option to 4 = All records on file.

MDS 2.0 Submission [M2S]

For batches where some records were rejected by the State, you can "Accept" and update only the accepted records, leaving the rejected records untouched and ready for re-submission after they are corrected. This may make Test submissions unnecessary. To invoke this feature type P for Partially Accepted when you are asked: You may Reprocess, Accept or Partially accept this batch (R/A/P). The program then displays a list of MDS batches that were sent. The most recent batch is auto-filled for you. By pressing ENTER you will then get a listing of all MDS records in the batch. Simply mark the rejected records with an X and press ENTER. A summary screen is displayed showing the total number of records in the batch and the total number of rejected records. If everything matches type P for Post and press ENTER.

When submitting a Test batch, the "Write Tag File" option is automatically turned off and no batch record is written. (If you want your Test batches to create a Tag File (NOT RECOMMENDED) please call RHS for a special option setting.) 

MDS Scheduler - Report 14

The scheduler had been updated to correctly schedule the assessment following a discharge. The program now looks at both the type of MDS Discharge and at the census record and determines the next assessment date based on HCFA's rules.

An option has been added that will prevent one user from modifying an MDS form while that MDS is being updated by another user. You can invoke this option by entering a ‘Y’ in the User Parameters Option II screen [UP, 13] field #32 ‘Warn if MDS is in Use’.

An option has been added that will write back the MDS diagnosis entered on the MDS form to the Patient Master file. You can set this option by entering a ‘Y’ in the User Parameters Option II screen [UP, 13] field #30 ‘Update Diag From MDS’. This option is not recommended for general usage and should be used with extreme caution.

The ability to print MDS forms with demographic information from Census is now available [MR, 5, 15] - Forms: Census Demographics.

An option exists that will allow a facility to modify the rugs grouper to add a point to the rug index calculation for any HIV type patients. Please call client services for details if your facility wants this option implemented.

Part B Billing

We have added a Start and Stop Dates for Part B Coverage. These dates can be entered in the Additional UB92 Billing Information Screen [CC, 14, 5].

A non covered UB92 bill for tracking purposes only can be submitted from the UB92 Demand / Gap / Discharge Billing program [AR, 3, 3, 5] by specifying a ‘T’ in the ‘Demand/Gap/Tracking’ field and entering a condition code of ‘04' in the ‘Override Conditions Codes’ field.

The software is compatible with the latest version of WinPCACE.

The Cash Receipts Room and Board Posting program [AR, 4, 2] now allows for two retro fields for automatic posting of cash receipts - one for code 3810 (eligible) and one for code 3812 (non eligible). If the rate for both 3810 and 3812 is the same the same number should be entered in both fields.

We have modified the Room and Board Posting program to allow for varying co-insurance amount allowed by HMO’s. For example in 2002 Blue Choice Senior Plan requires a Co-Insurance amount of $50 for coverage days 21- 100. Please see our web page www.ReliableHealth.com Accounts Receivable frequently asked questions problem P3150 for additional details. For NT and Novell systems a copy of this information in also included on your release CD.

5. Resident Funds

Several programs have been written to allow for the posting of recurring monthly resident funds items. The ‘Set Up Monthly Transactions’ [PF, 13, 1] program is used to set up the recurring items and the ‘Post Monthly Transactions’ [PF, 13, 2] program is used to post the items on a monthly basis.

A new program has been written to reconcile Resident Funds Checks written [PF, 12].

We now have the ability to download dollar amounts in addition to hours from a time clock data file.

A new program has been written that allows for a full screen of notes to be maintained for each employee [PR, 9, 6].

Both these programs have a new spot on the Accounts Payable menu that conforms to a more logical order.

An option has been added that will prevent a user from posting two invoices for the same vendor with the same invoice number in different months. To make use of this option in User Parameters Options II [UP, 13] - set field # 8 ‘No Duplicate Inv#’ to ‘Y’.

A report has been written that will list the users using the charts system currently and detailing the menu number or the report that the user is running. [Type ‘Users’ from any menu.] This program is accessible if you have access to Utilities based on your security level.

A new program VUTILRHS [SY, 14, 12] was included to help with the rebuilding of data files.