Standard Operating Procedure Client_Texas

Agenda Introduction Personal Section Admission Section Payors Section Additional Information Quiz

This document contains information on the Client area of VinCENT. Introduction This document contains information on the Client area of VinCENT.

Agenda Introduction Personal Section Admission Section Payors Section Additional Information Quiz

Entering a Client into VinCENT Add New Client through Wizard Review Client information Geocode Address Add Communication Information Review order of Communication Types

Entering a Client into VinCENT Add New Client through Wizard From the Client Search screen click the Add New icon and complete the Add Admission Wizard. *Please note: in the Company & Location Section the Company & Location MUST be clicked on to highlight the item in blue to select it.

Entering a Client into VinCENT Review Client information After completing the wizard the user will be taken to the Client's admission folder. Review information for accuracy and add remaining known information and press Save Changes.

Entering a Client into VinCENT Geocode Address Option 1 – allows the user to leave the address as is. The globe will stay blue. Option 2 – allows the user to leave the address as is without being prompted to geocode each time the record is saved, the globe will turn red. Option 3 – all possible address matches.

Entering a Client into VinCENT Geocode Address All addresses upon entry need to be Geocoded. After the Zip Code there will be a Blue Globe. Click on the globe to bring up the address selections.

Entering a Client into VinCENT Add Communication Information Click on Edit This List under the Save Changes Icon to bring up the Communication Info box. Enter types of communication. Use the ADD selection to add more lines. Allow Notification will send email/text messages (applicable for full software users) and Active allows the type to appear on the Admission Personal Screen.

Entering a Client into VinCENT Review order of Communication Types By entering a description within the Label field the user can track multiple communication types. By clicking the blue arrows the communication types will move up or down based on client contact preference. The Red X deletes the entry.

Entering a Client into VinCENT Review order of Communication Types Review communication information within Personal Section of Client Admission Folder

Assigning a Single Token Device Click Client Icon Client Search Screen Select Client Client Personal Screen Token Back Assign Token Save

Assigning a Single Token Device Click Client Icon Click the Client Icon in the top left hand corner of the screen to access Clients.

Assigning a Single Token Device Client Search Screen The Client Search Screen will open and a client can be selected from this screen.

Assigning a Single Token Device Select Client Select the Client that needs a token assigned by clicking on their name.

Assigning a Single Token Device Client Personal Screen The Token will be assigned in the Client Personal Screen by clicking the drop down next to EVV Token and then selecting Attach a New Token.

Assigning a Single Token Device Client Personal Screen

Assigning a Single Token Device Token Back Select a token to assign to the Client. The token number is on the back of the token device. This number will be assigned in the company inventory and will be available for selection in the EVV Token drop down menu.

Assigning a Single Token Device Assign Token Assign the token number from the drop down menu in the Token Serial Number data field. **Please note: Once the token number is selected and saved it will no longer show as an available token number in the drop down menu. This is to ensure the token cannot be assigned to more than one client by mistake. Choose the Justification from the Justification drop down menu. The Assignment Date will auto populate based on the date it is being entered into the system. Enter the Installation Date. The Installation Date is the date it is being installed in the home. Click Save in the upper left hand corner of the IVR Token Management Box.

Assigning a Single Token Device Save After assigning the token number, click Save Changes in the upper right hand corner of the Personal screen.

Replacing a Token Device Click Client Icon Client Search Screen Select Client Client Personal Screen Token Back Replace Token Save

Replacing a Token Device Click Client Icon Click the Client Icon in the top left hand corner of the screen to access Clients.

Replacing a Token Device Client Search Screen The Client Search Screen will open and a client can be selected from this screen.

Replacing a Token Device Select Client Select the Client that needs a token replaced by clicking on their name.

Replacing a Token Device Client Personal Screen The Token will be replaced in the Client Personal Screen. The user will click the drop down next to EVV Token and then select the token device that needs replaced. **Please Note: Do not click on Attach a New Token as that will add a secondary token device to the client's file.

Replacing a Token Device Token Back Select a replacement token to assign to the Client. The token number is on the back of the token device. This number will be assigned in the company inventory and will be available for selection in the EVV Token drop down menu.

Replacing a Token Device Replace Token Assign the new token serial number from the drop down menu in the Token Serial Number data field. **Please note: Once the token number is selected and saved it will no longer show as an available token number in the drop down menu. This is to ensure the token cannot be assigned to more than one client by mistake. Enter the Replacement Date. The Replacement Date is the date the replacement token is being installed in the home. Choose the Reason Replaced from the drop down menu. Click Save in the upper left hand corner of the IVR Token Management Box.

Replacing a Token Device Save After replacing the token device, click Save Changes in the upper right hand corner of the Personal screen.

Deactivating a Token Device Click Client Icon Client Search Screen Select Client Client Personal Screen Deactivate Token Save

Deactivating a Token Device Click Client Icon Click the Client Icon in the top left hand corner of the screen to access Clients.

Deactivating a Token Device Client Search Screen The Client Search Screen will open and a client can be selected from this screen.

Deactivating a Token Device Select Client Select the Client that needs a token removed by clicking on their name.

Deactivating a Token Device Client Personal Screen The Token will be deactivated in the Client Personal Screen. The user will click the drop down next to EVV Token and then select the token device that needs removed. **Please Note: Do not click on Attach a New Token as that will add a secondary token device to the client's file.

Deactivating a Token Device Deactivate Token Click inside of the Token Serial Number data field and select the blank space at the top of the list of available serial numbers. **Please note: Deactivation of a Token device from a Client file will add the token serial number back into the company inventory and will allow it to be assigned to a new Client. Enter the Deactivation Date. The Deactivation Date is the date the token is being removed from the home. Click Save in the upper left hand corner of the IVR Token Management Box.

Deactivating a Token Device Save After removing the token device, click Save Changes in the upper right hand corner of the Personal screen.

Adding a Contact to the Client File If the user will be assigning more than 1 token device to a client, they would need to first add a Contact to the Client file. This procedure will be used when the Client is receiving services at more than one location.

Adding a Contact to the Client File Click Client Icon Client Search Screen Select Client Contacts Tab Add Contact Enter Contact Info Save

Adding a Contact to the Client File Geocode the Address Adding Communication Information Add New Line Entering Phone Number Save Save Changes

Adding a Contact to the Client File Click Client Icon Click the Client Icon in the top left hand corner of the screen to access Clients.

Adding a Contact to the Client File Client Search Screen The Client Search Screen will open and a client can be selected from this screen.

Adding a Contact to the Client File Select Client Select the Client that needs a contact added by clicking on their name.

Adding a Contact to the Client File Contacts Tab Click on the Contacts Tab on the left hand side of the Client Personal Screen.

Adding a Contact to the Client File Add Contact Click on Add Contact.

Enter the Contact's information in the fields provided. Adding a Contact to the Client File Enter Contact Info Enter the Contact's information in the fields provided. At minimum, the client's name must be entered. Additional information such as Gender, Birthdate, and Address may be entered if desired.

Adding a Contact to the Client File Save Click on the Save icon in the upper left hand corner of the Contact box.

Adding a Contact to the Client File Geocode the Address If the Contact's address had been entered, the Geocoding box will open allowing the user to Geocode the Contact's address. Option 1 will allow the user to leave the address as is. The globe next to the zip code will remain blue. Option 2 will allow the user to leave the address as is without being prompted to geocode each time the record is saved. The globe next to the zip code will turn red. Option 3 will show all possible address matches and the appropriate address may be selected.

Adding a Contact to the Client File Adding Communication Information Click on Edit This List after Geocoding to add communication information for the Contact.

Adding a Contact to the Client File Add New Line Click on Add to add a line of communication information.

Adding a Contact to the Client File Entering Phone Number Add a label if desired to title the method of communication. Select the type of communication method from the Type drop down menu. The Carrier field is not required. Enter the Contact's phone number. Click on Active to make that method of communication Active.

Adding a Contact to the Client File Save Click on the Save icon in the upper left hand corner of the Contact box.

Adding a Contact to the Client File Save Changes The Contact information will now be listed and the user must click on Save Changes in the upper right hand corner.

Assigning a Secondary Token Device This procedure will be used when the Client is receiving services at more than one location.

Assigning a Secondary Token Device Click Client Icon Client Search Screen Select Client Client Personal Screen Token Back Assign Token Save

Assigning a Secondary Token Device Click Client Icon Click the Client Icon in the top left hand corner of the screen to access Clients.

Assigning a Secondary Token Device Client Search Screen The Client Search Screen will open and a client can be selected from this screen.

Assigning a Secondary Token Device Select Client Select the Client that needs a token assigned by clicking on their name.

Assigning a Secondary Token Device Client Personal Screen The Token will be assigned in the Client Personal Screen by clicking the drop down next to EVV Token and then selecting Attach a New Token.

Assigning a Secondary Token Device Client Personal Screen

Assigning a Secondary Token Device Token Back Select a token to assign to the Client. The token number is on the back of the token device. This number will be assigned in the company inventory and will be available for selection in the EVV Token drop down menu.

Assigning a Secondary Token Device Assign Token Assign the token number from the drop down menu in the Token Serial Number data field. **Please note: Once the token number is selected and saved it will no longer show as an available token number in the drop down menu. This is to ensure the token cannot be assigned to more than one client by mistake. Choose the Contact that was added to the client file from the Place of Use drop down menu. Choose the Justification from the Justification drop down menu. The Assignment Date will auto populate based on the date it is being entered into the system. Enter the Installation Date. The Installation Date is the date it is being installed in the home. Click Save in the upper left hand corner of the IVR Token Management Box.

Assigning a Secondary Token Device Save After assigning the token number, click Save Changes in the upper right hand corner of the Personal screen.

Agenda Introduction Personal Section Admission Section Payors Section Additional Information Quiz

The section will review items contained in the Admission Section of the Client folder Review Admission Section Update status of Client

The section will review items contained in the Admission Section of the Client folder Review Admission Section In the Client Admission section, update the Region & Referral Source. Eligibility will be populated by the EVV Vendor and does not require any updates from the Provider. Save Changes.

Review for accuracy that dropdown options are populated correctly. The section will review items contained in the Admission Section of the Client folder Review Admission Section Review for accuracy that dropdown options are populated correctly.

Click on the Status to bring up the Admission Status pop up box The section will review items contained in the Admission Section of the Client folder Update status of Client Click on the Status to bring up the Admission Status pop up box

Select the appropriate option and enter the effective date. The section will review items contained in the Admission Section of the Client folder Update status of Client Select the appropriate option and enter the effective date.

The section will review items contained in the Admission Section of the Client folder Update status of Client Depending upon the current status of the client only specific options are available to select. If the current status is Referred – options are Active & Refused. If the current status is Active – options are On Hold & Discharged If the current status is On Hold – options are Active & Discharged If the current status is Refused – options are Referred If the current status is Discharged – options are Active

The section will review items contained in the Admission Section of the Client folder Update status of Client Client Admission is now updated to Active and the Started Date is populated with the effective date.

Agenda Introduction Personal Section Admission Section Payors Section Additional Information Quiz

The Payor Section contains information regarding the Payor and Authorizations Add Payor Add Authorization Enter Reference Number Add Authorization Detail Explanation of Authorization Detail Authorization: Format Authorization: Limitation

The Payor Section contains information regarding the Payor and Authorizations Authorization: Limitation by Day Authorization: Limitation by Week, Month, Year Authorization: Limitation by None Save Review Payor Screen

The Payor Section contains information regarding the Payor and Authorizations Add Payor Click on Add Payor

Click on Add Payor & the Admission Payor box will open The Payor Section contains information regarding the Payor and Authorizations Add Payor Click on Add Payor & the Admission Payor box will open

The Payor Section contains information regarding the Payor and Authorizations Add Payor From the Admission Payor Box select the correct payor for the client from the Payor drop down menu. The Customer No. & Contract No. must be entered with the correct information for the payor that has been selected. *Please note: When using the Medicaid ID as the Customer No. simply click on Use Medicaid ID in the Admission Payor Box and the Medicaid ID that was entered in the Add Admission Wizard will auto populate in the Customer No. field. **Please Note: MCO SDA, Service Group, and Service Code data fields will auto populate from other areas within the system and should not be filled in.

The Payor Section contains information regarding the Payor and Authorizations Add Payor Review the information that has been entered at the top of the payor tab. Click Edit Payor to make adjustments in the payor section.

Click on Payor, then Add Authorization to bring up Authorization box The Payor Section contains information regarding the Payor and Authorizations Add Authorization Click on Payor, then Add Authorization to bring up Authorization box

The Payor Section contains information regarding the Payor and Authorizations Enter Reference Number Enter Reference Number & Control Number if applicable. Then click on SAVE

The Payor Section contains information regarding the Payor and Authorizations Add Authorization Detail Click on Add Authorization Detail to bring up Authorization Detail window.

Add the Begin & End dates of the authorization. The Payor Section contains information regarding the Payor and Authorizations Explanation of Authorization Detail Add the Begin & End dates of the authorization. Choose the correct Service and Activity from the dropdown selections. There will need to be a different authorization for each Service on the authorization.

The Payor Section contains information regarding the Payor and Authorizations Authorization: Format Utilize the Format Dropdown Selections to select the format of the authorization.

The Payor Section contains information regarding the Payor and Authorizations Authorization: Limitation Utilize the Format Dropdown Selections to select how the authorization is limited.

The Payor Section contains information regarding the Payor and Authorizations Authorization: Limitation by Day When the By Day Limitation is selected the days of the week appear. If the authorization also dictates when the schedule must start there is an area to the right for time entry.

The Payor Section contains information regarding the Payor and Authorizations Authorization: Limitation by Week, Month, Year When the authorization is limited by Week, Month or Year the Limitation Value will need to be entered. The Limitation Value limits the amount entered by the Limitation. For example if the client is authorized for 10 hours a month then a 10 would be entered in the Limitation Value box. The Maximum box will display the amount available and amount used.

The Payor Section contains information regarding the Payor and Authorizations Authorization: Limitation by None When the None Limitation is selected place the total billable time for the Begin and End date in the Maximum box. Example: if the authorization states the client receives 156 hours a year; no restriction on how or when. The user would place 156 in the Maximum box.

The Payor Section contains information regarding the Payor and Authorizations Save After the authorization is complete select Save on the Authorization Detail and Authorization window.

The Payor Section contains information regarding the Payor and Authorizations Review Payor Screen The Authorization Line Item is now viewable from the Payor screen and can be clicked on at any time to reopen the authorization.

Adding Effective Dates for a Payor Click on the Payor Name Click on Add Dates Select the Payor Add Begin Date Add End Date Save View Effective Dates

Adding Effective Dates for a Payor Click on the Payor Name To add effective dates, the user will first click on the Payor Name to the left side of the Client Folder.

Adding Effective Dates for a Payor Click on Add Dates Next, the user will click on Add Dates.

Adding Effective Dates for a Payor Select the Payor The user will select the appropriate payor from the payor drop down menu.

Adding Effective Dates for a Payor Add Begin Date The user will add the appropriate Begin Date for the payor by clicking inside of the Begin Date field and selecting the appropriate date from the calendar provided. If desired, the user may also type a date in this field instead of using the calendar that appears.

Adding Effective Dates for a Payor Add End Date The user will add the appropriate End Date for the payor, if applicable, by clicking inside of the End Date field and selecting the appropriate date from the calendar provided. If desired, the user may also type a date in this field instead of using the calendar that appears. If no End Date is specified by the payor, this field may be left blank.

Adding Effective Dates for a Payor Save Next, the user will click on the Save icon in the upper left hand corner of the Payor Activity window.

Adding Effective Dates for a Payor View Effective Dates The user will now be able to see the Effective Dates that have been added. If a change would need to be made, the user may click on the Effective Dates to reopen the Payor Activity window.

Agenda Introduction Personal Section Admission Section Payors Section Additional Information Quiz

Direct questions about this document to: Agency System Administrator Contact Information Direct questions about this document to: Agency System Administrator

Agenda Introduction Personal Section Admission Section Payors Section Additional Information Quiz

How does a user add a new client to the system? A. Call the Agency System Administrator B. Click on Add New & Complete the Wizard C. Users are unable to add clients to the system D. Click on Client from the main menu The correct answer is B.

After updating information within the Client's folder what is the next step? A. Click on Save Changes B. Do Nothing C. Right Click Save D. Click on Delete The correct answer is A.

When entering authorizations for an authorization by day which limitation should be selected? A. By Week B. By Day C. By Month D. By Year The correct answer is B.