Quality Assurance Tools

Transcription

1 Electronic Documentation, Communication & Billing Solutions for Long Term Services & Supports Quality Assurance Tools Meet State & Federal standards Be prepared for licensing surveys & external audits Assure all required documentation is present Meet Accreditation & Certification Requirements Aggregate agency wide data Display agency census in real time Conduct internal quality assurance audits Follow person-centered best practices Business Intelligence Dashboards Billing Summary Reports Utilization Reports Progress Charts Incident Reports and Trend Anaylsis Med Error Reports Outcome measures Monthly Summary Notes Health Tracking reports Detailed Activity Tracking Staff Management reports (203) Last update: 02/18

2 Table of Contents Business Intelligence Page 3 Staff Management Page 8 Demographic Dashboard Electronic Signature with Date/ Time Stamp General Event Reports (GER) Dashboard Detailed Staff Activity Tracking Data Driven Outcomes (DDO) Dashboard Staff Training Management Certifications and Reports Person Centered Planning Tools Page 5 Individual Support Plan Page 9 MAR-Integrated with Industry-Standard Drug Database ISP Agenda MAR & Medication History Reports Personal Focus Worksheet Individual Care Plan ISP Program Health Tracking Review and Detailed Reports ISP Data Goals Tracking and Outcome Measures Electronic Health Records Billing Solutions Page 6 Page 11 Attendance Summary Reports ISP Data Reports Billing Summary Report Case Notes Denied Claim Report Unclaimed Report Detailed Reports Page 7 Reconciliation Report Utilization Report Management Reports Incident Management Reports Behavior Event Reports Report Library Demographic Reports Staff Reports Therap Mobile Application GPS Location Tracking Date and Time Stamps Electronic Signatures Photo Upload About Therap Therap is the industry leader in providing electronic records and documentation in long-term care services for people with Intellectual or Developmental Disabilities. Therap is a web-based application suite designed to provide a comprehensive solution for the planning, documentation, reporting, communication and billing needs of organizations which support people with intellectual and developmental disabilities in home and community-based services (HCBS), and other Long Term Services and Supports (LTSS) settings. Using secure cloud technology, the Therap system improves the quality of service within day programs, assisted living facilities, ICF/IID facilities, community support programs and state organizations. Daily communication and reporting between the state agencies, administrators, health care professionals, case managers, quality assurance teams and families become seamless. Therap currently supports over 500,000 individuals across the United States and internationally. 2

3 Business Intelligence Therap has introduced the Business Intelligence platform for aggregating agency-wide data and serving meaningful reports for various modules. Using the Business Intelligence platform, providers are able to create meaningful aggregate data reports/ dashboards that allow for identification of trends, execution of quality assurance activities, and assessment of overall agency performance in supporting individuals. Three Business Intelligence Dashboards are currently available for agencies: the Demographic Dashboard, the GER Dashboard, and the Data Driven Outcomes (DDO) Dashboard. Each Dashboard allows users to: Meaningful reports and trends Mine data to present intuitive graphical dashboards Export data to multiple formats Identification of trends to evaluate agency-wide performance Demographic Dashboard The Demographic Dashboard provides aggregated reports on individual demographic data pulling directly from the Individual Data Forms (IDFs) of the individuals supported by the agency/state. This dashboard, allows for aggregation and comparison of data across providers and programs allowing the agency recognize and respond to patterns at different levels of their organizations. Aggregates demographic data for individuals receiving services from their Individual Data Forms (IDFs) Allows for analysis of data at the program, provider, and state level Allows for configurable representation of data in graphs, tables, and other formats Allows for export of raw data into Excel/CSV formats for further analysis GER Dashboard The GER Dashboard provides the ability to identify GER (Incident Reports) trends at the state, provider, program type, and program levels. Providers can perform comparative analyses of variables including type, cause, severity, and location of incidents to enhance overall quality assurance and reduction of incidents. Oversight Providers can view information for both the Oversight agency and Linked agencies in order to get a quick overview of incidents affecting all individuals receiving services. Aggregates GER/Incident report data captured from direct submission of incidents in Therap s application

4 Business Intelligence Allows for summary and longitudinal analyses of adverse incidents at all levels of organization (including state level reporting) Provides comparison based analysis for trending of data across programs/providers/ etc. processes by reviewing performance, assessing outcomes, and reviewing satisfaction of service recipients. Administrators can improve allocation of human resources by analyzing the trends of received services and resulting outcomes. Data Driven Outcomes (DDO) Dashboard The Data Driven Outcomes (DDO) Dashboard provides outcomes trends on ISP Data. Providers are able to compare outcome data for provider directed domains. Data may be filtered by program, individual, domain, and service provider, and can be analyzed at the Individualized outcome data is mapped to common organizational domains which allows organizations to assess agency-wide performance while retaining the unique characteristics of an individual s service data. All analyses may be shown in various formats including bar charts, pie charts, line charts, and tables. Data and graphs may be provider, program, individual, or oversight level. Administrators may also compare service/outcome data of service providers in order to compare their relative strength in facilitating outcomes for individuals and to promote matching of staff to settings/individuals where they have demonstrated success in facilitating outcomes. The Data Driven Outcomes (DDO) Dashboard enables states and agencies to quickly assess and respond to patterns within their agency by comparing programs, services, and states. States and agencies will be able to demonstrate broad performance in supporting outcomes in completing documentation and utilize the information to better support the individuals they serve. Users can utilize the Data Driven Outcome module in existing accreditation process and review during state/regional review 4 exported for use in further analysis or inclusion in quality assurance reports/processes. Graphs can be exported to Excel, PDF, Powerpoint, CSV, and other formats.

5 Person Centered Planning Tools Individual Support Plan The Individual Support Plan (ISP) provides an enhanced workflow for planning and documenting supports for an individual. The support plan application captures: Individual s personal preferences Risks - for instance, at home/employment without support with unsupervised time or seizure activity Professional Services - look up contacts, add service providers Action Plans - link to ISP Programs, Personal Focus Worksheets Discussion records Service supports - add from a service directory Personal preferences can be added when setting goals, and establish networks of support. Major health risks and safety issues at home and community environments can be assessed and recorded as well. In the Therap Multi-Provider system, a Unified Search option is available for individuals who receive services from multiple Linked Provider agencies. ISP Agenda Personal Focus Worksheet The ISP Agenda allows the agency to develop an electronic agenda of topics to be discussed in the ISP planning meeting. The ISP Agenda gives ISP Team Members an account of the previous year s progress of an individual, providing a glimpse into factors that worked well and made sense to implement for the individual. The ISP Agenda links to the Individual Support Plan being reviewed as well as the Personal Focus Worksheet, which gathers pertinent information about the individual. Features include: Add Individualized Agenda topic, including topics from the Personal Focus Worksheet Record progress towards outcome of action plans Display regulatory items including hours of Employment/ School Attach external documents and add notes after the ISP meeting The Personal Focus Worksheet is built around the requirements of the Individual Support Plan to gather pertinent information about an individual. It is a questionnaire about the individual where you can fill out six sections to record and share information about the current state of the individual. Features include: Factors important to the individual including personal preferences, interests and aspirations Ongoing events, social interaction, living arrangement, employment, spiritual, religious, and cultural considerations Reflections/comments of others who know and care about the individual on how to improve the person s support needs Ways in which the person s quality of life can be enhanced through more independence, community involvement, and higher income capacity Conflict between desires and objectives for the individual s support needs ISP Program Therap s ISP Program module is used to design and document teaching programs that chart the goals or training objectives. It consists of scoring details, tasks and teaching methods that track an individual s progress towards an outcome and their specific goals. An ISP Program can include one or more tasks which can be evaluated by using various Scoring Methods including Yes/No responses, the level of independence in completing tasks, and approaches defined by users

6 Person-Centered Planning Tools These scores determine successful completion of tasks and the level of progress. ISP Data ISP Data is used to collect data for the associated ISP to track progress of individuals on a regular basis. ISP Data can be collected by: Entering the details of a program session Specifying begin and end times or time duration of services that were provided during a session Intuitive interface for recording data Goals Tracking and Outcome Measures ISP Data Reports Generate reports on the services provided to the individuals to track service delivery and progress towards goals. In planning future steps there are four types of reports: Programmatic Report Shows task scores and the calculated deviation from baseline for specific periods. Clinician Report Displays detailed information about the days and times during which training or supervision is provided. Data Collection Monthly Report Hab Documentation Record Displays documentation of programs and their tasks and scores combined Shows reportable entries made by staff along with their initials Case Notes The Case Note module is a private area to record information or counseling sessions. Provider Administrators can create templates for Case Notes with Location, Activity Type, Time, Format, and Questionnaire. Case Notes can be determined as billable and can be linked to the individual's Service Authorization. Persons who were present at the meeting can be noted down on the Case Note. Provides a monthly view of data entered Shows the scores selected for tasks along with staff initials 6

7 Detailed Reports Management Reports The Management Summary Report is a configurable and highly effective risk management tool, providing an efficient method of tracking trends along with aggregating and summarizing incident report and behavior specific data across programs. Using this data, the provider is also able to determine the response time from each discipline and decipher patterns and risk factors. This report is currently utilized in provider agencies, state and county entities nationwide by a variety of disciplines including but not limited to: administration, management, nursing, behavior analysts, quality assurance teams and incident review committees. behavior patterns and assesses the effectiveness of interventions within a span of time. Report Library Therap offers a wide range of custom reports to meet the requirements and demands of users at different agencies. These custom reports are made available for provider agencies under the Report Library feature of Therap Applications. Users are able to use these reports according to their needs by downloading them in Excel format and filtering necessary information. Additionally, the report is viewable on a detailed excel spreadsheet, where users can thoroughly manipulate the way the data is presented for review. Demographic Reports The Demographic Report is based on the information entered in the Individual Data forms. The report displays the relevant demographic statistics by active/inactive individual, gender, age, mobility, communication modality, top 10 diagnoses and others. Incident Management Reports The GER Event Summary report displays the list of the General Event Reports (GER) that were recorded for different caseloads within a certain period of time. It allows users to generate statistical reports for trend identification and analysis. Depending on their access privilege and caseload, users are able to create trend reports on different time variables within user defined time frames. Furthermore, users can also define output columns from a comprehensive list. Behavior Event Reports Behavior Event Summary Report generates the number of Behavior Event Reports submitted in weekly, monthly, and yearly intervals by caseloads. The reporting mechanism enables analysis of individual s Staff Reports Staff Reports allow administrators/ users to generate the complete list of users within the agency and allows users to filter the report by users name, login name, title, gender, and status. It displays the access rights of the users based on caseloads. 7

8 Staff Management Electronic Signature with Date/ Time Stamp Therap records all activities within the system and ties them to the staff performing the action of signing in with a 3-field user login. This way Therap provides an automated means of guaranteeing the electronic signature of the staff while also securely demonstrating their completion of various tasks. No longer do administrative staff have to track down a signature or find evidence that necessary training/ documentation review was completed, as Therap records these activities at the time of their completion, thus ensuring an efficient process for verification. Detailed Staff Activity Tracking Therap contains a library of reports and activity tracking to demonstrate acknowledgment of and adherence to policies, documentation of services provided, reconciliation of services provided, reconciliation of services provided to services billed, and much more. These functions may be used for internal controls while also being a tool during Quality Assurance review processes for efficiently verifying the agency s compliance. Certification Date From and Certification Date To. Users can get to know when Certificate was created, Certification Start Date, Certification Expiry Date of the class from this report along with reminders of certifications. Agencies can scan staff certificates to their training record. Training Hours Reports The Training Management System enables monitoring and management of training classes, courses and curricula based on state requirements and agency policies and procedures. Authorized users can track detailed information about agency wide staff training and certifications as well as records of staff credentials at the agency. Users can manage class notes and deleted records as well. Staff Management Reports Audits Tracking Errors Monitoring actions Preventing fraud Staff Training Management Certifications and Reports Training Certification Reports The Certification Report displays trainees who have been certified for certain classes. The report criteria can be restricted between 8 Staff Ratio Tracking Therap s staff ratio tool is designed to help agencies record in real time the ratio of staff to individuals easily and as often as required. The data collected is electronically signed and has the ability to be captured in real time. Supervisors can check in from a central office during the day to verify staffing ratios at central or remote locations.

9 Electronic Health Records MAR-Integrated with Industry-Standard Drug Database Therap s Medication History and MAR modules interface with an industry standard drug database First Data-Bank; one of the world s most comprehensive and trusted drug knowledge bases. This provides the modules with easy access to relevant drug information including drug image, drug indications, dosage information, precautions and many more to improve user workflow and enhance clinical decision making at the point-of-need. It also helps reduce the incidence of medication errors and adverse drug reactions and monitors for drug recalls. DRAFT Individual Care Plan The Individual Care Plan module provides a platform for documentation of standard Care Plans for individuals. It comes equipped with Standard Care Plans in the Global Template Library which had been approved by a panel of experienced nurses. Using this module, Care Plans can be created for each problem with clearly identified goals and required approaches. MAR & Medication History Reports Customized MAR reports The MAR module offers customizable reports to meet the varying needs of users at different agencies. A number of parameters are provided to users to select from; which includes Individual name, Medication name, Dose, Total Dose, etc. Users can also restrict the generation of information to display particular Medication Type, Record Type, Individuals, Medications and user administering the medication. Medication History Custom Reports Users keeping track of the medication history of an individual can use the custom report feature under the Medication History module to generate different types of reports each time. They can generate reports on scheduled or PRN medications, approved or discontinued medications, medications within a definite date range, home medications, amongst many others. This tool also allows registered nurses and licensed practical nurses to keep record of medications and update the medication information according to the required needs of the individuals

10 Electronic Health Records Health Tracking Review and Detailed Reports Health Tracking Review These reports allow users to view health record specific information of an individual such as summary, last updates, changed by and action on different health tracking modules. More Health Tracking Reports on: Blood Glucose Height/Weight Appointments Infection Tracking Intake/Elimination Lab Test Results Vital Signs Health Tracking Reports Users can generate Health Care Reports for given time ranges, with 10 summaries from an individual s approved data across different Health Tracking modules. The Health Tracking Monthly Report module allows users to produce a table for a chosen time period which reveals clearly illustrated trends and changes of an individual s medical issues over a period of time. The table contains high and low vital signs, along with seizure totals, wounds, menses, intake/elimination and respiratory treatment details. The report can also be exported to Excel spreadsheets. The report also allows users to view the aforementioned Health Tracking forms, along with key information such as allergies, dietary guidelines, medical diagnoses with summaries from an individual s data and General Event Reports. Once a report is generated, users can save the report within the system and add necessary comments.

11 Billing Solutions Reports to Track Service Delivery Billing and Utilization Reports to Track Authorizations & Units Export reports to PDF or Excel for further analysis Attendance Summary Reports View summarized information on individual s attendance and customize columns according to your preference for attendance type, attendance data form ID, and billable time slot among other fields. Reconciliation Report Reconciliation report generates reconciliation information with 42 elements including program cost center number, site cost center number, description/ code, account number, funding source vendor ID and so on. Reconciliation Reports also indicate total amount to be paid for a particular payer. The report also has the capability of showing information related to payments only after Remittance 835 files uploaded into the application have been processed. Billing Summary Report Utilization Report Enables ad-hoc reporting by selecting output columns from a range of options including service provider s name, agency name, contact number, begin and end date, billable/ non-billable units, unit rate, funding source, authorization number, service description/ code, and claim ID. Utilization report tracks service units utilized and remaining over a period of time. It can further chart percentages of total utilization and remaining service units, and provide a view into remaining days, expiration status, and unit costs. This report can be generated monthly or by date range. Billing Setup Funding Source Unit Calculation Rule Service Authorization Service Description/ Code Respite Services Billing Records Denied Claim Report Attendance Data ISP Data Unclaimed reports display the Billing Data count for unclaimed services within a specified service date range. This helps users to find out how many Billing Data was generated for a particular month or service duration for individuals in programs but have not been used for generating claims Day Supports Residential Habilitation Case Notes Denied Claim report displays Claim ID, queue date, and total amount for the list of denied 837 Professional and Institutional Claims. Unclaimed Report Companion Services Personal Care Assistance Billing Provider Therapy Services Job Coaching Services Claim Submission Claims Manual Claims Professional Claims Custom Invoicing Institutional Claims Medicaid Claims 837 Claim Submit 835 ERA Posting Medicaid 11

12 Electronic Documentation, Communication & Billing Solutions for Long Term Services & Supports Individual Support Goal/Outcomes Tracking Support Plans Personal Finance Daily Notes Incident Reports Employment History Document Storage Business Intelligence Dashboards Electronic Health Records MAR with Drug Database Nursing Care Plans Comprehensive Health Assessments Health Care Reports Pharmacy Interface Billing Support Electronic Billing Unit Calculations Electronic Claim Submission Denied Claim Report Billing Data Summary Utilization Reports Staff Support Staff Ratio Tracking Shared Calendars Certifications Training Sessions & Sign-up Secure Communication & Messaging Person-Centered Planning Outcomes Measurement/Reporting Improved Quality of Supports Mobile Application Real-time Notifications (203)