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HIPAA April 2003 Notes |
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Abstract
This is a complete release of CHARTS software that also includes the updates required by HIPAA.
Table of Contents
Highlights of this HIPAA April 2003 Release
This is a complete CHARTS release for software. The last full release of CHARTS was in February ‘02. All prior releases and updates thru 04/02/2003 are included in this release. Some of these enhancements may already look familiar if you have downloaded previous Charts patches from the internet.
Included in this update is the software required to submit Medicare HIPAA compliant 837 transactions for both inpatient and outpatient claims. We are among the very first few software vendors that are ready to start 837 HIPAA production. Please reference the Empire Medicare web site for the short list of hospital and long term care facility vendors that are able to process 837 claims http://www.empiremedicare.com/hipaa/vendors/vendors.htm. Once this release in loaded you will be required to bill Medicare using the new format unless your facility is using PC-ACE for Medicare billing. Please see the instructions provided.
If you are using PC-ACE then after loading the release continue to submit Medicare claims as in the past. You will be required to upgrade to the newest version of PC-ACE Pro 32 Version 1.54 sometime before the October 2003 deadline. Do not load your version of PC-Ace or WinPCAce at this time. You will be informed as to when it is appropriate to upgrade.
Census Control & Resident Information
Activity Log
When printing an Activity Log [GM, 1, 10], there is an option not to print the resident diagnosis by specifying ‘N’ in response to the question ‘Include Diagnosis’.
Change Medical Record (Chart) Number’
A new program Change Resident Chart Number [GM, 1, 5, 3] allows for the chart number to be changed in one program that will modify the chart number in both the Master and Activity files. In the past this had to be accomplished as a two step process.
Additional Resident Demographic Screens
Several additional screens with demographic information have been added. These can be found in the Additional Master Information Screens [CC, 14] area. One of these screens is the Privacy Instructions Screen [GM, 1, 14, 8 ] can be used to track that the resident has received HIPAA related information.
Update Auxiliary Resident Info
A new entry screen [GM,1.12] allows for the entry of an address for the emergency contact, as well as fields for the cell phone, the fax number and e-mail address for all contacts.
Census
[GM,1,11] A new option allows for non billable bed hold days to be included in the bed hold column..
Bed Utilization
[GM,2,13] This program will analyze each bed and display the dates that each bed was occupied during the year. Several clients are using this to analyze vendor bills for specialized beds
Resident Master Report Generator
[GM,2,7] Several new fields have been added. Press F1 and look for fields starting with an X. For example, X21 will look at all the diagnosis codes in a resident’s chart to check if there is a match. X41 will print emergency contacts business phone number.
Resident Memo Information
[GM,2,9]. This program allows users to enter miscellaneous information about a resident in a free format entry program. The information then can be shared with other users that have access to CHARTS.
MDS 2.0 MPAF Form
The new MDS 2.0 Medicare PPS Assessment Form is available in this release. This update was previously included in the July 31, 2002 Update.
To make use of the new MPAF form please see and print: P4389 - Using the New MDS MPAF Form.
M2ADD [GM,3, 5, 1]
Several enhancements have been made to the MDS entry program. When you select a specific type of MDS and you enter just the residents name and press enter, a listing will display all the MDS assessments of that specific type for the resident. If you go into change any forms
[GM, 5, 3, 1, 15], when you press enter on a specific resident, the program display all the forms that have been entered for that resident.
When you are entering MDS assessments, PF’6 will display the missing fields & inconsistencies report for that book.
Regarding Section V of the MDS form, RHS recommends that users use PF ‘8. This will automatically fill in all the answers for the raps. If users follow this method they will find they will have less trouble when they submit those MDS assessments.
MDS Scheduler
[GM ,5, 2, 14]. The MDS clinical schedule now will look at a discharged resident’s discharge form. If the discharge form is marked with a return anticipated, then the resident original schedule will not be broken by the discharge. If a discharge no return anticipated is entered then when resident is re-admitted, the schedule will restart with an initial book. A discharge record with the same date must exist in the census area for either option to work correctly.
HIPAA 837 Medicare Billing
RHS has been successful in billing Medicare Part A and Medicare Part B billing using the new HIPAA 837 format since November 2002. This release includes the latest HIPAA 837 updates. Once the release in loaded you will be required to bill Medicare using the new format unless your facility is using PC-ACE for Medicare billing. Detailed instructions can be found in P3207- Submitting a HIPAA to Medicare.
Revised Room and Board Cash Receipts Program
The Cash Receipts Room and Board Posting program [AR, 4, 2] now allows for multiple retro fields for automatic posting of cash receipts - one for code 3810 (eligible) and one for code 3812 (non eligible), and additional retro amounts for vents or other rate codes. For example, the program can accommodate a $1.00 retro for regular Medicaid residents and a $3.50 retro for vent residents.
The program has also been updated to provide resident and screen totals and total amounts entered to help with the reconciliation process.
There is now a simpler method of entering individual cash receipts or exceptions with retro differences. For example if the facility billed $900.00 and the amount received was $901.10, there is no more a need to do the math. Simply enter 901.10 in the amount received and ‘R’ in the retro field. The retro will be calculated as the $901.10 - $900.00. This can of course not be used when there is a budget difference.
There is also a better way of write off ancillary charges. For example, if 9 items appear on the screen totaling $900.00 and you were paid $875.00. Enter 1-9 with an amount of 875.00 and ‘WO’ in the retro/write-off field. That will apply $875.00 and write off the balance on the screen, in our case $25.00.
Post Room and Board Charges
[GM,8,2]. The program now checks to see if budgets were deducted for the month. In the past if you posted budgets more than one time in a month the system would again deduct the budget. Now even if you ask for budgets to be deducted the program looks at the AR file and a budget was already taken for that month a budget will not be deducted twice.
Therapy and Other Ancillaries
A program now exist List/Delete Therapy File [GM, 8, 2,10, 4]. This program allows users to delete incorrect data in mass. The program also provides a list of what was entered and posted in the ancillary file .
Modify Posted Therapy Records
[GM,8,2,10,5] Allows users to make changes to specific residents therapies. For example, the user can change the minutes and the dates of service entered after posting.
Modify Service Dates
[GM,8,2,10,7]. This program allows users to change ancillary service dates in mass.
Print Resident Funds Checks
The program [GM, 9, 8] allow for the printing of one check to a single recipient (ie. Barber, NY Times) for multiple resident expenditures.
Maintain Funds Mailing Address
This program allows the facility to maintain mailing address’ for each resident indicating where the Resident Funds Check should be mailed [GM , 9, 14].
Print Payroll Checks - Sealed Mailers
We have an option in the print payroll checks program to print on a form that is a sealed check mailer [ GM, 10, 3]. There is a nominal set up charge to implement this feature.
Direct Deposit
We have added a third direct deposit account that can be used for any employee that desires multiple direct deposits.
Set Payroll Period [GM,10,1.1]
Program now requires user to indicate for each payroll if it’s the beg (B), end (E), or no (N) for the month option.
Cash Disbursements
A feature, based on a used defined option, has been added that can initialize the payment date for a given vendor’s invoices, based on a specific number for days as defined in the vendor master file, for example 30 or 60 days. This option is useful for clients that use the payment date field to control the payment of invoices.
Outstanding Invoice Listing
This new program [GM, 11, 3, 11] provides a listing of all invoices including amounts paid or a listing of open invoices only.
User Defined Passwords
Charts has a feature that requires each user to enter a password before having access to the Charts modules. Until recently, the password could only be assigned by a security administrator. This new release allows each user to modify his/her password directly. To access the modify password program simply type ‘Password’ from any menu.
System Access Based on Module
Assess to system programs will be allowed only for individuals that have system access and access to the specific module that the program is associated with. For example, to access the program that Deletes a Resident Funds Record, the user would need access to System and to Resident Funds. In the past anyone with access to system would have had access to any module within the system menu.
Logging of Access to Resident Information
Charts has been updat ed to include logging of access to resident information. The details required to implement this feature can be found in frequently asked questions P-5082 Setting Up the System Access Log.