Treatment Plans

Mary Jane -

A history of all communication between your clinic, HCAI and Adjustors will be stored within the patients Treatment Plan.

There are 3 ways to create a plan.  

1. From a Blank Treatment Plan.

2. From a Template Treatment Plan.

3. Cloning a Treatment Plan.


Create a blank treatment plan

1. Open the patients profile, select the Treatment Plan tab.

2. Select Create a Blank Treatment Plan.

Details tab

1. In a new plan are directed to the Details tab. Complete the rest of the details on the page specific to the patient.

2. The fields with an red asterisk must be completed.

3. The status of the plan will show as "In Development" until you have added all the relevant information and selected Development Completed.

4. The Default RHP (Registered Health Practitioner) must be set to the Primary Practitioner who is assessing the patient.  If it is not set correctly, when submitting the forms you will get an "Occupation" error.

NOTE: After you have selected Development Completed you cannot edit the treatment plan.

4. When you have completed the Details page go to the bottom and select Apply Changes or Save.

OCF Forms

Within OCF Forms there are ICD10, CCI and ICD9 Codes. You can update the list codes within Global.

1. To update a list of codes go to the Settings tab>ICD Codes.

2. In the top right corner of the page you will see 3 links:

*Add/Update ICD-10 Injury\Codes
*Add/Update CCI Codes
*Update ICD-9 Codes

Click each link to update the lists.

These codes appear on the OCF 18 and 23 forms.  These fields have a type ahead feature built in.  You start entering the code or the description and make a selection from the options provided.


OCF18

Information you enter in the treatment plan will auto populate to the form.

There are type ahead injury code fields provided on the form.

You can automatically submit the OCF18 tab after you have completed the Treatment Plan by selecting OCF18 under the Submit to HCAI section located on the Details tab on the right side of the page.

You can also create a PDF version of the form by selecting Create PDF18.

OCF23

Information you enter in the treatment plan will auto populate to the form.

There are type ahead injury code fields provided on the form.

You can automatically submit the OCT18 tab after you have completed the Treatment Plan by selecting OCF18 under the Submit to HCAI section located on the Details tab on the right side of the page.

You can also create a PDF version of the form by selecting Create PDF18.

Products & Services

a. HCAI Service Codes

These codes must be entered in the product or services item by going to the Settings. From below the View heading select Products & Services. Enter the HCAI service code in the Code field or start typing a description.  Save.


b. HCAI Unit of Measure

You will input the unit of measure in the product or services item by going to the Settings. From below the View heading select Products & Services. Enter the Unit Measure of Quantity and Unit of Measure then Save.

Example:

You create a service called "Travel".

Unit of Measure Quantity is 1.

Unit of measure: 0.25 HR

Retail: $20.00

When you are billing for 15 minutes of travel you will select: Quantity as 1 the total will be $20.00.

When you are billing for 30 minutes of travel you will select: Quantity as 2 the total will automatically calculate $40.00.


1. Enter each of the Products & Services for the treatment plan.

2. When you select Apply or Save the totals will update.

3. The Quantity of each product and service you enter is the quantity that will appear under the "Treatment Plan Hot Links".  The link appears when you book an appointment for the patient after selecting the appropriate treatment plan.

HOTLINK

After you have selected the Patients name and Treatment Plan from the "Schedule Appointment" pop up the Hotlinks will appear in the Products & Services section. When you hover over the Hotlink the quantity total will appear.  

The quantity will automatically count down as each item is used until it is exhausted.  You will be prompted the item has been exhausted.

Actions tab

You're able to add Calls & To Dos that will appear on your dashboard as well as set up alarms as reminders.

After saving the action you can hover over the item to view it where you'll be able to add a note, dismiss and complete the action.
You can also do this from your dashboard accessed on the Home page.

Insurance

You must first set up the patients insurance under their Insurance tab located down the left side of the patient profile in order for you to see the insurance company you will be billing HCAI.

NOTE: The MVA insurance company MUST be set as the default insurance or you will get an error when submitting to HCAI.

1. While in the Treatment Plan click the Insurance tab.

2. If there are more than 1 insurance companies on the plan, select the boxes beside the companies.  

TIP: The MVA insurance company MUST be selected as #1, Extended Health Insurance companies are selected 2 then 3rd etc. depending on the order in which they will be billed.

HCAI tab

Click the HCAI tab.  The Communication and Adjustor Responses fields will open.  All the communication with HCAI will automatically populate into these fields.

Documents & Forms tab

You're able to upload all the relative Documents & Forms for the plan in this section. If you have selected to have attachments sent from the Details page these will automatically be sent to HCAI when you submit the plan.

How to create a template treatment plan

Create a template version of a treatment plan allows you to select the template with pre-populated Products & Services and Actions.  You can then modify the plan as needed.

1.  Go to Settings>Treatment Plans>New Treatment Plan.

2.  Complete sections of the plan you know will be identical for some of the treatment plans you create for patients.

3.  You can find the templated treatments plan for a patient  by going to a Patients Profile.

4.  Select Treatment Plans.

5.  Click Create from a Template, a pop up will open with a list of template plans you created.

6.  Select one of the template plans.

7. When the plan opens click Apply Template.

8. You will be on the "Details" tab.  Complete the rest of the details on the page specific to the patient.

9. The fields with an red asterisk must be completed.

10. The status will show In Development until you have added all the relevant information and selected Development Completed.

NOTE: After you have selected Development Completed you cannot edit the treatment plan.

11. When you have completed the Details page select Apply Changes or Save.


How to clone a Treatment Plan

NOTE: HCAI did an update to their OCF forms effective June 1, 2015. Due to their changes you will not be able to clone treatment plans created before June 1, 2015.

You are only able to clone your own treatment plan when you are logged in as a Practitioner.

1. Select Treatment Plans.

2. Select the Treatment Plan you want to clone.

3. The Clone button is located on the right side of the page beside the Delete button.

Development Completed

1. When you have completed creating the plan for the patient click the Development Completed button.

2. You will get a pop up confirming you want to complete the plan.

3. You will see options appear on the right side of the page as shown in the image below.

How to submit a treatment plan to HCAI

1. OFC Forms

After you have selected Development Completed you will have the option to view and Submit the OCF forms from the treatment plan Details page. 

2. OCF PDF version

Clicking the Create PDF button. A up will open.

Click Create at the bottom of the pop up. The form will populate and appear on the screen.  You will have the option to print the form.


3. Set as Submitted

When you select "Set as Submitted" a popup will ask you to confirm.

You're still able to edit the plan after submitting.  You will not be able to edit the plan after selecting "Approved".

4. Approved

When you select the "Approved" button you will be asked to confirm.  The status of the plan will appear as Approved.

5. Denied

When you select the Denied link you'll be prompted to confirm to set the status as Denied.  The status on the plan will appear as Denied.

6. Exhausted

When you select the Exhausted link you'll be prompted to confirm you want to set the plan to Exhausted meaning the plan has been completed by the patient.

7. Reset to Pending

When you select to reset to pending you will get a popup to confirm.  The status on the plan will change to Pending.

Invoicing a completed appointment

1. When the patients appointment is finished and you're ready to create the invoice.  Hover over the patients appointment on the schedule.

2. Select Complete and Invoice.

3. Click Check out and close.

4. These invoices will remain in the AR ready to be batch billed to HCAI.

Batch Billing to HCAI

How to create batch invoices

1. Go to Accounting tab>Print Batching>Create Batch Invoices. A pop up will open.

2. Give the batch a name.

3. Select the end date.

4. Include $0.00 transactions (this is for submitting the block $0.00 invoices for appointment tracking purposes).

5. Click the Third Parties button.

6. Select the insurance company from the Third Parties drop down menu.

7. Click Add.

8. Select Create Batch.

9. A confirmation pop up will appear, Confirm.

10. A popup will appear confirming the batch was created.

11. You'll be able to select a "Click Here" link for print options.

12. When you select "Click Here" you'll be directed to the list of created batch invoices where other options will become available.

Submit Batch Electronically link

When you select the Submit Batch Electronically link you will get a pop up.

Select the Submit All Outstanding button.

The Batch will switch from Pending to Submitted.

Receive Payment from HCAI

When you receive payment from HCAI you go pay all the invoices off in a batch by going to Accounting>Invoice Search, enter the parameters of the search or search by the Batch submitted.

NOTE: When paying off all invoices using the batch feature and need to delete/void 1 or more payments later with the batch the entire batch will be deleted.   

Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.
Powered by Zendesk