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PREVIOUS NOTICES ON THE BULLETIN BOARD
Client Menus
  • The Case Info menu is now gone. The Case Info page is now accessible from the Main Client page. All the other medical and pregnancy pages are accessible from the new Medical History page.
  • The Family Profile page is now accessed from the Actions/Events menu.

Medical History

  • A new page which lists all the medical visits, immunizations, pregnancies and medical providers is available from the Actions/Events menu. This page shows a condensed history with the most recent items visible. There are dropdown arrows (if there are more than one item in the history) that will show all the visits or other information once the arrow is clicked.
  • Each section has a New button that will create a new record for the given section. These buttons replace the previous menu items in the Case Info menu.

Main Client Page

  • The Main Client page now has a button menu bar above the cleint record for accessing the main client Demographics (the main client page), Family Information (Case Info) and the Referral.
  • On the right side of the screen, there is a history of important dates related to tthe record. Also listed is the consent history.
  • In addition to the history of dates, there is new button to Add Consent for the program. This button will take you to a simplified consent page.
  • The VISIT MY HOME IF UNABLE TO CONTACT ME option has been added to the Main Client page.

Case Info

  • This page is now the Family Information page.
  • You can add family members and caregivers.
  • You can also enter the Social and Living Arrangements if consent is given.

Child Page

  • The Immunization and Well Baby information has been moved to the Medical History page.

Pregnancy Page

  • The Prenatal Reasons and Postnatal Reasons have been removed from the Pregnancy page.

Date Validation

  • The date fields now include additional validation. Most date fields will now prevent dates from being saved that are in the future. This does not pertain appointments or follow up dates.
November 9, Build a List
1. Added options for Language and Phone numbers
2. Added ASQ months and Survey letter to Build a List output
September 30, Welcome Letters
1. Added the welcome letter status to the Intake and Intake History pages.
September 29, Referral Tracking
1. When cases are reassigned to another family coach, the "Assigned Date" for the case no longer changes.
2. The Referral tracking report for Lead Admin shows date of last transfer of the case.
 September 25, Outcomes Report
  1. Updated the failure listing for the Outcomes Report to list only cases that failed to meet the requirements.
2. Pregnancy Week appears in case header for mothers who are currently in secondary pregnancies.
September 22, Missing Due Date Notification
  Until an expected due date is entered for an ongoing pregnancy a reminder "EXPECTED DUE DATE IS MISSING" will appear on the Mother Information Page as indicated below. When a valid due date is entered in the Due Date field on the Pregnancy & Outcomes page the reminder notice will be removed from the Mother's Info Page.
 
September 8, 2008
Overnight encounters
  If an encounter occurs that is overnight the "Overnight" checkbox has to be checked. For all overnight encounters the start and end time and the overnight box must be checked. An overnight encounter is any time that the start time is PM and the end time is AM. This checkbox is necessary so that the system properly calculates the start and end time otherwise you will see a negative number in the Total Time result.
 
Documenting Additional Consent
  On the Case and Family Info page there is a new notes field to document names of additional persons that sign the consent form. This has been added so that in cases where both the MOB and the father sign the consent form it can be noted. Remember however that the MOB is the actual participant as far as the system is concerned and her name should always be selected from the "Consent By" list.
 
Adding Additional Pregnancies to an Existing Case
  There are instances where the mother may deliver from the initial pregnancy from when she was referred to HC and then become pregnant again while the case is still open. Additional pregnancies that occur in an ongoing (open) case are created on the Case & Family Information page by selecting "New Pregnancy". When additional pregnancies are created the initial pregnancy and the additional pregnancies are all viewed and managed from Pregnancies & Outcomes.
 
Documenting Encounters Before Consent to Participate
  The system has been adjusted to allow capturing encounters documented before the date of consent to participate however these are not counted as home visits on reports. Reports only count home visits once consent to participate has started.
   
August 16, 2008
PSA Short Form
  The PSI short form is now available on the system. This replaces the previous long version. If you have questions about the form contact your program director or LEAD.
   

July 29, 2008
Updates to the Home Safety Inspection Process
In order to better facilitate the Home Safety Inspection process the following updates have been added to the system so that Family Coaches have more flexibility in documenting required AND needed inspections.

1. In addition to the scheduled inspections Family Coaches can document additional inspections as needed by selecting "Random" from the menu options.Use this option if you are documenting an inspection that is an additional inspection to the scheduled inspections.
2. All inspections completed will appear in a list with the PERIOD, DATE COMPLETED, etc.
3. If the inspection is required because the participant moved or there was an injury that required medical treatment check the appropriate check box to note this.
 
March 10, 2008
CHANGES TO PROVIDED SERVICES
  The previous Provided Service "Prenatal and Postpartum Care Education" has been separated into two individual services "Prenatal Care Education" and "Postpartum Care Education"
   
Wednesday March 5, 2008

DELETING ENCOUNTERS
When requesting that an encounter is to be deleted:
1. Submit the Delete request for the encounter AND a delete request must also be sent for each service or assessment associated with that encounter.
2. Open EACH service or assessment for the encounter and send a Delete request for each one.
 

Tuesday March 4, 2008
Check with your program director about how these changes may affect documentation processes.
CHANGES TO ENCOUNTERS
Documenting Referred Services
  To help make the documentation of Providing or Referring services more user friendly the Referred Services data entry tools will not be visible on the Encounter Page UNLESS a referred service is required to be documented. The text "If a service or services are required that you ARE NOT providing as indicated in "PROVIDED SERVICES" and must be referred, CLICK HERE." is now what is visible under the REFERRED SERVICES heading. When clicked as instructed the refer services checkboxes will appear for data entry.
Other Info Page
  For convenience information about the encounter (DATE, TYPE, WITH, LOCATION, START TIME, END TIME) have been added at the top of the Other Info page.
 
Breastfeeding Tickler on Main Page
  A new tickler has been added to the Main Tools Page titled "Breastfeeding". When the checkbox "BREASTFEEDING INITIATED AT BIRTH" is checked the case will appear on the list so that participants who are breastfeeding can be tracked.
 
Attempts to contact
  Travel time documentation only appears when Purpose of Attempt is to Perform encounter and the Result is Unsuccessful.
 
February 28, 2008
CASE MANAGEMENT
  Case Management HAS BEEN MOVED in the encounter process from the "About the Encounter" section to the list of PROVIDED SERVICES. When case management is selected it will now be documented just like any other service that is being provided and will appear on the Services List in the left column.
 
PNC-PP-WW Visits
  A new checkbox has been added to the process when Postpartum visit type is selected "Required PP medical check". Check this box to indicate that this visit is the required PP visit that is being captured for the reports. The previous drop down menu option for PP Months has been changed to PP Weeks.
 
Well Baby Visits
  The drop down menu for Months after Birth has been expanded to match the months displayed in the chart on the child information page.
 
Medical Insurance Checkboxes on Info Pages
 

The following checkboxes have been REMOVED from the info page

  • HAS MEDICAL INSURANCE
  • NEEDS MEDICAL INSURANCE

The value "No Insurance" has been added to the INSURANCE STATUS drop down menu. Select this when there is no insurance. When "No Insurance" is selected the text "NEEDS INSURANCE" will appear as a reminder that insurance is needed.
 
Employment Status and Type
 

The EMPLOYMENT checkbox has been REMOVED. "Unemployed" has been added to the drop down list "EMPLOYMENT STATUS".

 
Referred Services
 

New Referred Services have been added. Check with your program director for specific use of these services.

  • Household Needs
  • Parenting Education
  • Lactation Classes
  Interconceptional Education
The existing referred service "Interconceptional Education" has been merged into the other existing service "Interconceptional Care" and RETITLED "Interconceptional Education". "Access to Healthcare" has been included as one of the options of this service.
 

Parenting Education
The following items have been added as options for this service

  • Baby cues
  • Holding the Baby
  • Soothing
  • Quiet Time
  • Sleeping/Co-sleeping
  • Time Management
  • Early Nurturing & Positive Parent-Child Interaction
   
 
February 7, 2008
  How to Delete a Service
  If a service is documented in error and should not be on the list open the service and proceed with a request to DELETE the service. When the service is deleted it will also be removed from the encounter that it was associated with.

January 16, 2008
Revision to Case Closure Process
Closing a Case: General Overview
Closing a case requires that the Family Coach begins the closure process. Once this is done the Team Supervisor is notified that a case has been put on the Pending Closure list available from the Main Tools Page. The Supervisor can then review the case, enter notes and either approve the case for closure or cancel the closure process. If the case is approved for closure the case appears on the FC Pending Closure list where the record can be accessed and the closure can be completed. Once the case is closed the FC can review and print the Closure Form from the main MOB page. If the Supervisor cancels the closure request the case remains open.
   
Closing a Case: What the Family Coach Does
 

Starting the Closure Process
From the Client record menu Select Action/Events > Close Case. Fill out the form and "Request Closure". The case is marked for closure, the supervisor is notified and the status message "This Case is Pending Supervisor Approval For Closure" appears on the client's case closure page.

Completing the Closure Process
Cases that have been approved by the Supervisor for closure are available by clicking on the "Pending Closure" link on the Main Tools Page. From the "Cases Approved For Closure" list select the Mother's Name. Complete the Case Closure data. Make sure that ALL of the necessary information has been entered as the Closure Form will populate based on the data that is entered into the fields. Select . The closure will be complete and the case status of the client will change to closed.

Viewing-Printing the Closure Form
Once the case is closed the closure form is available to print from the Mother's Info Page. Click on "Closure Summary' and select the "Print" option.
   
Closing a Case: What the Supervisor Does
 

Viewing the Request for Closure
Cases marked by Family Coaches for closure are available on a list by clicking on the "Pending Closures" link displayed on the Main Tools Page. The list displays the Mother's Name, Case Number, Closed By, Closure Request Date and the Reason for Closure.

Canceling the Request for Closure
Clicking "Cancel Closure" DELETES the request for closure, removes the name from the Pending Case Closures list and returns the client record to full open active status.

Approving the Request for Closure
Click "Mother's Name" to open the closure record. Check the "Approve" checkbox, enter notes (optional) in Supervisor Notes and . The case will transfer to the FC's "Pending Closure" list for closure completion.
Case Status on Individual Client Record (posted 1/7/2008)
On the header of each client record is a Case Status indicator. It is located under the client's name and phone number. Currently depending on the status of the case one of three indicators will appear:
     Open – Pending Consent (Displays until a case has been enrolled or closed)
     Open – Active Participant (Displays from the time of consent until the case is closed)
     Closed – 12/28/2007, "Reason for Closure" (Displays the date and reason for closure when the case has been closed)
 
My Cases List (posted 1/7/2008)
The "My Clients" list now includes the ability to list enrolled cases only by checking the "Only Enrolled Cases" checkbox. This applies to Administrators, Supervisors and Family Coaches
New or Updated Supervisor Processes (posted 1/3/2008)
There is now a tickler on the main tools page "Unreviewed Encounters". Clicking on the number will display a list of all encounters made by the family coaches on you team. When an encounter is opened from the list it can be reviewed. Click the yellow "Review Encounter" button on the encounter and that specific encounter will be removed from the list when it is refreshed. (Note: When the yellow Review Encounter" button IT IS NOT necessary to click the blue "Save Changes" button).
 
New or Updated Data Entry for Family Coaches (posted 1/3/2008)

Text Fields With Maximum Character Entry
Large text fields are now marked with the maximum number of characters allowed for data entry. As data is entered into a field the number of remaining characters allowed is displayed dynamically making it easier to track how much data can be entered into that text field. This process now works on the large text fields in the Family Profile and is being to all large text fields on all processes.

Modifying Consent Information
There is now an option to change an incorrect date of consent or delete a consent incident.

Data Reminders on MOB, FOB, etc. Pages
Each family member page that is created has an "Items To Be Entered" column, usually on the lower right of the page, that indicates required data elements that have not been completed. This is supposed to serve as a reminder that items listed are still needed.

CHANGE TO FIRST CONTACT Data Entry Process (posted 12/21/2007 6:20 PM)
DO NOT RECORD ANY FIRST CONTACTS BETWEEN FRIDAY 12/21/2007 AND MONDAY 12/24/2007.

Beginning Monday, December 24, 2007 the process to record a first contact will be different. There will NO LONGER be a "First Contact" process on the Action/Events menu. First contact will now be recorded from the Attempt to Contact process.

First Contact can only be documented once and will be recorded the FIRST TIME an attempt includes the following conditions:
     1. Purpose of Attempt is "Initial Contact"
     2. Attempt Results is "Contact Made"

When this occurs the system will automatically know that a first contact is being made. The attempt to contact process will automatically display the checkboxes
     "Explained the Health Connect Program" and
     " Identified Immediate Needs"
Check these boxes appripriately. (If needs were identified you will be directed to the encounter process and can document the notes there.)

When "Document Attempt" is selected the first contact record will documented AND DEPENDING ON THE CHECKBOXES WILL
     1. If "Identified Immediate Needs" IS CHECKED the process will go directly to a NEW ENCOUNTER
     2. If "Identified Immediate Needs" IS NOT CHECKED the process will go directly to the scheduler to set up the first home visit appointment.

Once a first contact is recorded in the manner described above the Attempt History will indicate that this attempt was the first contact and the ability to record a first contact again will be disabled.

Case Status on Individual Client Record (posted 1/7/2008)
On the header of each client record is a Case Status indicator. It is located under the client's name and phone number. Currently depending on the status of the case one of three indicators will appear:
     Open – Pending Consent (Displays until a case has been enrolled or closed)
     Open – Active Participant (Displays from the time of consent until the case is closed)
     Closed – 12/28/2007, "Reason for Closure" (Displays the date and reason for closure when the case has been closed)
 

Change to Provider Data Entry Process (posted 12/6/2007 3:20 PM)

Please note that a significant change has been made to the process of identifying a provider when associating a participant with a provider. Previously when the "Medical History" option was selected from a mother or other documented family member record the type of provider was selected by checking a box when creating a medical record. THIS DATA ENTRY HAS BEEN MOVED to the Pre/Postnatal > Providers & Enrollment process.

Now when you document a provider for a participant it will be done by selecting ONLY ONE type from the "PROVIDER CLASSIFICATION" menu list provided in the process of enrolling a participant with a provider.

This change in data entry has been necessary to properly populate the demographic reports to add up to a true 100% when counting the different type of provider types.

 

 
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