icare's Clinical, Care & Medication Management Solution

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1 icare's Clinical, Care & Medication Management Solution ACFI Enhancements Software Version 2.10 March 2012 Copyright This publication has been prepared and written by icare Solutions Pty Ltd (ABN ) and is copyright. Other than for the purposes of and subject to the conditions prescribed under the Copyright Act no part of it may in any form or by any means (electronic, mechanical, micro copying, photocopying, recording or otherwise) be reproduced, stored in a retrieval system or transmitted without prior permission from the document controller. Note: The contents of this publication are subject to change without notice. All efforts have been made to ensure the accuracy of this publication. Notwithstanding, icare Solutions Pty Ltd does not assume responsibility for any errors or for any consequences arising from any errors in this publication.

2 Contents ACFI Calculator Score Indicator... 3 ACFI Calculator Auto-populate... 4 ACFI Calculator Prompts... 5 ACFI Calculator Screen Changes... 6 ACFI Calculator Retaining Data... 7 Evidence Explorer Resident Documents... 7 Evidence Explorer Assessment and ACFI Forms... 8 Evidence Explorer Observation and Charting Tools... 8 Evidence Explorer Progress Notes & Care Plans... 9 Minor ACFI Enhancements

3 ACFI Calculator Score Indicator The ACFI Appraisal header has been replaced with a Score and Ratings Indicator. The Score and ratings indicator displays the score and rating of each domain for the current appraisal which is dynamically updated as you progress through the ACFI Appraisal. The Score and Ratings Indicator also contains the score and rating, where applicable, for each domain for the last appraisal, the current rating indicator for each domain together with points to the next category for each domain. The Score and Ratings Indicator provides a snap shot of how the score and rating is progressing as the ACFI Appraisal is being completed. The inclusion of the Points to the next Category used in conjunction with the Quick ACFI Review and ACFI Optimization Report may aid in providing information to increase funding. <Funding Management <Create New ACFI Calculation Funding Management Training 3

4 ACFI Calculator Auto-populate Where a specific ACFI form is required to be submitted for evidence the scores and associated checklists may be pre-populated for ACFI 5, ACFI 6, ACFI 7, ACFI 8, ACFI 9 and ACFI 10. When an ACFI Form has been completed for a resident within the last 6 months a View link will display within the Assessment Summary for the relevant ACFI questions. When the form is selected and linked as evidence the relevant checkboxes will be ticked automatically within the Assessment Summary section for the question. For the PAS and Cornell the scores will auto-populate with the scores from the selected forms and the appropriate checklist items will be autopopulated. ACFI 11 As the time administered is entered the total time will dynamically update and can be viewed immediately. An indicator will display to recommend a selection in the checklist based on the total time entered The auto-population of the score will reduce time spent entering data and also ensure consistency between the linked evidence and checklist responses. <Funding Management <Create New ACFI Calculation Funding Management Training 4

5 ACFI Calculator Prompts ACFI Prompts are displayed within the ACFI Appraisal. The prompts will display the number of progress notes linked to each question, the number of Assessment Forms linked to each question and the number of charts which have had observations entered within the last 12 months. The prompts can be used when completing the ACFI Appraisal to determine if further investigation is required. It could be noted that if a question has a high volume of assessment forms, progress notes and charts linked, that a discussion with the RN about this resident might be required prior to the ACFI being completed. Using the prompts together with the Optimization Report will also provide a clear picture as to potential scores and funding to be increased for this Appraisal. <Funding Management < Create ACFI Calculation Funding Management Training 5

6 ACFI Calculator Screen Changes The most distinctive change to the ACFI Calculator is the colour. The domain grouping by color is no longer required. Once a facility and resident has been selected it can be noted that the not completed and valid indicators (ticks and crosses) on the menu bar are more easily identified The ACFI Calculator window can be fully expanded to ensure full use of the screen can be made. Each ACFI Question has been modified to match the checklist as provided by DoHA. The cosmetic changes made to the ACFI Calculator will ensure an improved user experience and less time spent scrolling and viewing DoHA documentation. <Funding Management <Create New ACFI Calculation and <Funding Management < View Existing ACFI Calculations Funding Management Training 6

7 ACFI Calculator Retaining Data If the selected resident has a previously completed ACFI Appraisal a message will display enabling the data from the previous appraisal to be retained. When selected and next is clicked all Assessment Summaries and Checklists for each of the ACFI questions will be populated with the selections from the previous ACFI Appraisal. Where applicable new documentation will be required to be linked and each question will require validation. Where an ACFI Appraisal has previously been completed and there is minimal change, this feature allows the next ACFI Appraisal to be completed in a timely manner. <Funding Management <Create New ACFI Calculation Funding Management Training Evidence Explorer Resident Documents All links to Resident Documents will be accessed through Evidence Explorer. The Resident Documents tab enables new Documents to be uploaded and linked without having to leave Evidence Explorer. When the Add New Document button is clicked the Resident Documents menu will display allowing a document to be uploaded. Once uploaded, the document can be linked as evidence. The changes to Resident Documents tab in Evidence Explorer will save time when completing an ACFI Appraisal. Enabling a document to be uploaded through Evidence Explorer will remove instances in having to close an ACFI Appraisal when a particular document has not been loaded. <Funding Management <Create New ACFI Calculation <Evidence Explorer Funding Management Training 7

8 Evidence Explorer Assessment and ACFI Forms Access to attached evidence for Assessment and ACFI Forms will be via Evidence Explorer. The Assessment and ACFI Forms tab contains a new filter to enable a search via All, Assessment Forms or ACFI Forms. When Assessment Forms (for example) is selected all Assessment Forms completed in the last 12 months which are linked to the selected ACFI question will display. Enables a search result containing the type of documents required reducing time spent finding the document which is to be linked as evidence or viewed. <Funding Management <Create New ACFI Calculation <Evidence Explorer Funding Management Evidence Explorer Observation and Charting Tools Access to view and attach Observations & Charts as evidence will be via Evidence Explorer. The screen will display search filters. The charts in the drop down list are the charts which are linked to the selected ACFI domain and have had observations written in the last 12 months. The date filter enables you to search for observations written in a specific date range. As the chart drop down list contains only the charts which contain relevant observations this will save time when completing the ACFI Appraisal as the data being used for the appraisal will be easily searched. <Funding Management <Create New ACFI Calculation <Evidence Explorer Funding Management Training 8

9 Evidence Explorer Progress Notes & Care Plans All Progress Notes linked to the selected ACFI question in the last 12 months will be able to be viewed through Evidence Explorer Progress Notes Tab. A read only version of the Care Plan can also be viewed through Evidence Explorer Care Plan Tab. Progress Notes and Care Plans cannot be linked as evidence. Adding Progress Notes and the Resident Care Plan to Evidence Explorer provides ease of access to all documentation which may need to be viewed as part of an ACFI Appraisal. <Funding Management <Create New ACFI Calculation <Evidence Explorer Funding Management Training 9

10 Minor ACFI Enhancements ACFI 12 will no longer be valid until the checklist and evidence is completed OR the new checkbox is clicked None of the complex health procedures listed below are required by this resident. On the occasion where an ACFI Appraisal calculates out to be (none) it will display as LOW (as advised by the Department of Health and Ageing) on the ACFI List page. When creating a New ACFI Appraisal if the select resident does not have a Care Recipient ID a prompt will display. The ACFI Appraisal can be completed without the Care Recipient ID however the File Upload button will disabled until the Care Recipient ID has been added. If the ACFI Appraisal is completed without a Care Recipient ID one can be added at a later time. Once added when viewing the ACFI Appraisal the File Upload button will now be enabled and a submission can be made to Medicare. Evidence Explorer has been enhanced to provide a prompt when selected documents have been successfully linked. A further prompt will display if the document link was not successful. A further Evidence Explorer enhancement provides a function to enable a Medicare Unique ID to be generated after an ACFI Appraisal has been finished. A Generate Unique ID button will display on the last page of the finished ACFI Appraisal if a Unique ID was not created on completion. Once the ID is generated a File Upload can be created and sent to Medicare. These changes will reduce errors, save time and help to increase funding. <Funding Management <Create New ACFI Calculation <Evidence Explorer Funding Management Training 10