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Topical Webinar: Home Care Survey – Be Prepared! June 23, 2015 Please Mute your phone until question time. Please do not place phone on Hold. Bev Larson, RN, MPH, CPHQ Implementation Consultant/Trainer (608) 783-6473 bev.larson@champsoftware.com www.champsoftware.com Chris Atwood-Thorson, RN Rusk County, WI Home Care (715) 532-2215 catwood@ruskcountywi.us
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Advance Preparation- Keep On Your Toes!
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Advance Preparation Estimate Survey Visit Date Review the State Ops Manual for Updates Review Conditions of Participation (1/1/2015) Review any state Home Health /Hospice Licensure and Certification Survey Guide
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Advance Preparation Plan for private space Self Audits on a routine basis so no surprises – in the 6 months before they are due – Time sheets against charting… complete? – Admissions – Referrals – Discharges – Timeliness of OASIS, Physician orders signed – Audit for timeliness e-signatures if your policy – Keep updating but not printing
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Advance Preparation Practice pulling reports – changing range of dates – changing filters – who’s job will it be? – Print schedules – keep them printed & ready if due Prepare for what the surveyor will ask for – keep it together, for instance in a 3 ring binder Prepare staff – Staff Meeting item – Name tags – Focus on the visit – hands on care – Universal Precautions
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Today’s the Day… Hello Ms./Mr. Surveyor!
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Set the Tone – Act calm… remember you’re prepared! – They don’t want to wait.. execute your plan – Private space ready? Coffee? Doughnuts!
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Paper vs. Electronic – Ask if they want to use EHR to review themselves or have a staff member assigned to assist record review – If they will review, someone else sets up login/password for a read-only employee – “How do I setup a Home Care Surveyor to use Nightingale Notes” – Find under : Help>Knowledge Base>How do I?
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Paper vs. Electronic – If paper, consider a “mini-chart” for them to take on visit – Client Admissions/Referral Data – Medications and Allergies – Signed 485 (Physician Plan of Care) – To Go Report from last visit (Nursing Plan of Care) – Therapy signed Plan of Care – Home Health Aide Assignments
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Paper vs. Electronic If paper, to do record review, add the following: – OASIS & Omaha Systems Problem Report (integrated OASIS) – Demonstrate OASIS signature and visit signature until e-signature feature added – Visit Reports for range of dates asked for – Vitals History, if pertinent – Discharge Report, if any
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Entrance Conference – to choose visits – All unduplicated patients all disciplines for past 12 months, regardless of pay source (Admissions Report by Pay Source in Nightingale Notes) – Discharges with the previous 30-60 days, sorted in date order – Home Visit schedules for all disciplines for days of survey
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Entrance Conference – Agency Review – Personnel – List of personnel with hire dates (Nightingale Notes Report if using custom tab) – Personnel files – In-Service Education files (? Custom tab) – Current Licensure Report ( ? Custom tab) – Sample of a Time Report for 2 weeks maybe
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Entrance Conference – Agency Review – Agency Information – ID of the Services provided entirely and directly by agency employees – Policy and Procedures/OASIS Procedure/Records/E- signature, etc. – Last HH Agency Survey & Deficiency Report – Professional Advisory Meeting Minutes – Any State license of agency, if required – CLIA Lab License/certification – for agency
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Entrance Conference – Agency Review – Record Information – Admission Packets – Record Review Committee Minutes/Results – Adverse Event Reviews – OBQI Reports / Outcomes/ Corrections
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Get ready to make visits – If use Scheduler, plan how to view or print – As soon as clients chosen, print mini-chart if requested or review on screen – Keep it calm and flowing! You are prepared!
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Exit Conference – Encourage staff to attend if possible – Anticipate what else might be requested or required – If deficiency, can you provide info now? – Take lots of notes & ask yourself how Nightingale Notes reporting/charting might be improved for next time.
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Questions for Chris How did you do that? Why do you do that? How did that work?
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REPORTS FOR SURVEY – MANAGEMENT-BOARD – Let’s go look at some examples of reports Bev Larson Champ Software
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Reports – Multi-Purpose – Management Travel Report – for reimbursement and Medicare Cost Report Admissions, Visit/Time, Discharge- workload, financial Referral Reports – for outreach, relationship management CAHPS report – to do CAHPS survey – Board Meetings Visits by Pay Source Visits by Discipline Referrals by Source Visits by Service or Program Admissions this month by Pay Source
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Reports – Multi-Purpose – Record Reviews – Client On Demand Medications and Allergies Visit Compilation – on screen Completed Interventions Discharge Report – Record Reviews – Activity On Demand Client Problem List Vitals History Visits by Discipline – custom for this client only – Record Review – on Report Main tab 485 Not signed Oasis not signed/batched KBS Change Graph – this client only Home Health Aide Supervision visits to check for frequency
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Surveyor may want to vary diagnosis and age of client visits, as well as pay source
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How do I get an Unduplicated County of Clients for Home Care? Admissions by Pay Source exported to Excel
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After removed duplications, then can put in a formula to get Count Got the Unduplicated Count of “10” by entering in the cell “=CountA ( A2:A45) or click on last one and then top cell and Enter.
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Discharge Report For the Surveyor
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Discharge Report For the Board Use “Hide Details”
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Referral Report for Board… Maybe Surveyor?
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For the Surveyor - To Go Form for Client Visit
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For the Surveyor - Employee License Information
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For the Surveyor - Employee In-service Information
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Questions for Bev How did you do that? Why do you do that? How did that work?
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Here’s to your Success! Thanks, Chris Atwood-Thorson!
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