WinCare Integrated Key Features

Transcription

1 WinCare Integrated Key Features Printed on 16 August, 2011

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3 i Contents Clinical 3 Pre-Admit... 5 Admit... 6 PO/MAR... 7 Vitals... 8 Care Plan... 9 ADL MDS Progress Notes CQI Reports Resident Trust Phonebook Utilities Billing 19 Ancillaries Billing Billing Notes Claims EDI (Electronic Billing) Refunds Payments Received Adjustments A/R Reports Master Files G/L 30 Payroll Inventory Management A/R (Accounts Receivable) A/P (Accounts Payable) Bank Manager G/L (General Ledger) Add-Ons 41 Pre-Screen Electronic Signature Pressure Sore Risk Fall Risk Behavior Monitoring Civil Rights Report Swing Beds... 48

4 ii Contents Index 49

5 3 C H A P T E R 1 Clinical Use this book in conjunction with the downloaded trial version of WinCare to view key features and sample screenshots. Each module opens with one click of the mouse from the Clinical Control Panel as displayed below. In addition to the modules, the Resident List and Help button are accessed from the control panel. The Help button displays a menu which includes a user guide for all clinical, integrated (billing), add-on modules, system requirements, and release notes. Clinical Control Panel: In This Chapter Pre-Admit... 5 Admit... 6 PO/MAR... 7 Vitals... 8 Care Plan... 9 ADL MDS Progress Notes CQI Reports Resident Trust Phonebook Utilities... 17

6 4 WinCare Features

7 5 Pre-Admit This module is designed to set up a resident's admission prior to a physical admission. Module may be used as a resident waiting list Available PO/MAR functions Policy forms can be printed blank or with resident data Ability to print individual or summary reports

8 6 WinCare Features Admit The Admit module enables the user to admit and discharge residents, enter face sheet data, track resident's personal money, note allergies, etc. Record resident-specific demographic data (face sheets) including allergies Record admission/discharge/readmission resident data Generate and Print Patient Transfer notices Track resident's personal money

9 Clinical 7 PO/MAR The PO/MAR contains specific sections in which to enter medications, treatments, dietary, therapy notes, etc. EMR-Real Time MAR (Add-On module) Ability to enter customized drugs to the database Track specific items (ex. catheters, restraints, etc.) Record and track immunizations Diabetic flow sheet Allergy alerts Behavior Monitoring (Add-On module)

10 8 WinCare Features Vitals This module tracks a resident's vital information. Flows to MDS assessments Significant weight change alert Automatically calculate BMI from height and weight Track trends of the resident's condition

11 9 C H A P T E R 2 Care Plan This module is used to design individualized resident specific care plans. Editable library Reactivate archived care plans Print flow sheets for health care services

12 10 WinCare Features ADL Use the ADL module to generate ADL records as the Care Plan is developed. Customizable schedule Completeness Check tracks which data has been reviewed Customizable ADL library

13 Chapter 2 Clinical 11 MDS Use the MDS module to create assessments to transmit electronically. Electronic Signature - securely sign computer files (Add-On module) Assessments Due Calculator displays schedule for PPS assessments A Completed By feature tracks completed sections and the users that completed them

14 12 WinCare Features Progress Notes Use the Notes module to easily enter notes regarding the selected residents. View previous notes Print an individual or all stored notes

15 Chapter 2 Clinical 13 CQI The CQI module enables the user to produce reports and graphs to display the current residents' conditions or status. F-Tag report Replicate reports QI Crosswalk-generated report to reflect current census Acuity Monitoring - snapshot of facility population Pressure Sore Risk and Fall Risk assessments (Add-On modules)

16 14 WinCare Features Reports Open the Reports module to select and print from one of the three tabbed screens. Printer setup enables display printout customization 80+ Individual/Summary Customizable options on the main screen and printer setup screen Tray Cards and Nutrition Labels (Add-On module)

17 Chapter 2 Clinical 15 Resident Trust Use this module to track deposits and withdrawals of resident's personal money. Generate and print individual or summary reports Reports include deposits, withdrawals, running and final balance Daily or monthly reconciliation reports

18 16 WinCare Features Phonebook Store detailed information for categories such as physicians, insurance carriers, hospitals, etc. in the Phonebook module. Information flows to Face Sheet Two Print options for labels Ability to enter physician's NPI number in addition to the Medicare Provider ID per CMS schedule which is included in the online user guide

19 Chapter 2 Clinical 17 Utilities This module includes maintenance tools and setup options for the program. National Provider ID field (required 5/2007) Security Audit Trail File Maintenance functions to ensure the integrity of the data

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21 19 C H A P T E R 3 Billing In This Chapter Ancillaries Billing Billing Notes Claims EDI (Electronic Billing) Refunds Payments Received Adjustments A/R Reports Master Files... 30

22 20 WinCare Features Ancillaries Ancillaries enables the entry of all ancillary treatments or items prior to closing an accounting period. View data from previous months or enter items for future months in advance Add items from past billing periods to a current batch Ability to interface with a third party bar coding system

23 Chapter 3 Billing 21 Billing Contains the functions required to generate bills, automatically or manually create UB04s and open/close accounting periods. Bills can be generated anytime Locking/Unlocking option Ability to apply overpayments prior to closing a billing period

24 22 WinCare Features Billing Notes Enter billing correspondence and assign tasks to specific users. Displays records individually or by all residents Date selection by All Dates or by Date Range Primary contact is automatically pre-filled from the face sheet when adding a new record Spell Checking

25 Chapter 3 Billing 23 Claims This module contains the functions for UB04 creation. Autocreate UB04s Locking/Unlocking options Create blank UB04s View error logs

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27 25 C H A P T E R 4 EDI (Electronic Billing) Use this module to create electronic bills from generated UB04s. Key Features Automatically create electronic bills Date selection (billing period or date range) Generate Medicare Part A, B and Medicaid bills View error log Notes: If your Fiscal Intermediary provides 835 response files then contact WinCare Support to enable this feature. The imported 835 Remittance Advice can be automatically applied as payments in the Payments module. In order to use the Electronic Remittance for payment you must lock the Invoices and UB04s that are used to create the electronic claims. Invoices are locked in the Update Bills screen and UB04s are locked in the Auto Create UB04 screen.

28 26 WinCare Features Refunds Issuance of money to be refunded to a resident in a current billing period. Account numbers and the monetary amounts are filled in automatically Edit existing refunds

29 Chapter 4 Billing 27 Payments Received Access the Payments Received module to apply money received on an account. Individual or Batch Enter a single payment transaction for multiple residents and invoices Enter an overpayment when there is no invoice for the payment Pay invoice balance with one click Batch

30 28 WinCare Features Adjustments Use the Adjustment module to correct errors and override entries in the census. Retroactive census adjustments View/Edit types of adjustments Sample adjustments are accessible from the Help button on the main adjustment screen

31 Chapter 4 Billing 29 A/R Reports Use this module to Print, View and define specific printing options for each report (when applicable). Preview all reports Customizable report options Print statements by batch Exclude statements with a zero balance Resident's UB92s can be displayed and printed by payor EDI Completeness Check for electronic billing

32 30 WinCare Features Master Files This module contains settings and data for the facility that are used throughout the program. Customize the default Chart of Accounts and define the accounts for each payor Enter billing details for ancillary items or services Identify the levels of care and billing rates Payors can be billed by APL or room rate Enter global billing settings that will affect all active residents in the facility G/L

33 Chapter 4 G/L 31 Use this book in conjunction with the downloaded trial version of WinCare to view key features and sample screenshots. The WinCare GL program is accessed by clicking the General Accounting button once from the Integrated Control Panel as displayed below. In addition to the module, the resident list and user guide can be accessed from the control panel. The Help button displays a menu which includes a user guide for all clinical, integrated (billing), add-on modules, system requirements, and release notes.

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35 33 Payroll The Payroll module supplies the user with all the tools to do the complete payroll processing and maintain detailed employee files for the Payroll and HR departments. Track and maintain employee's earnings, withholdings, deductions, accruals (sick hours, vacation hours, etc.), checks, and W-2 information Autopay payroll checks Print reports to a printer, screen, file, or Break out information by pay period, month, quarter or year Payroll information is automatically updated in the G/L and checkbook Program will split employee expenses by departments if more than one department is assigned when setting up the Payroll Sample reports are available from our website at

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37 35 Inventory Management The inventory module maintains information on the Inventory, Services and Messages that appear on Purchase Orders, Sales Orders and Invoices. In addition to maintaining the inventory, this module assists the user in making adjustments to the units in stock. Print bar code labels for items Indicate whether an inventory item is taxable All products can have the same sales account number or the items may be grouped by account number Use the Inventory Adjustment option to update or correct the units on hand Print a variety of reports which include Inventory Sales Analysis, Profit Margin, Physical Inventory, Price Sheet Sample reports are available from our website at

38 36 WinCare Features A/R (Accounts Receivable) Accounts Receivable is the part of the accounting system that handles customer related tasks. Create A/R transactions to adjust customer balances without creating an invoice or a payment Enter finance charges Process A/R recurring entries Print statements Receive customer payments Maintain customer transaction histories and balances Customize paper statements, including option to print company logo Customizable reports including A/R Aging, Customer Statements, A/R Transactions, etc. Sample reports are available from our website at

39 G/L 37 A/P (Accounts Payable) This part of the program is used to maintain the information on Accounts Payable. KEY FEATURES Track bills and user is informed when bills are due from the A/P Transaction report The vendor file, checkbook, accounts payable and general ledger are automatically updated during the posting process Ability to issue 1099 forms to vendors at the end of the year Vendor Maintenance screen will list all A/P and Purchase Order transactions from those modules Create and print checks Print vendor mailing labels Customizable reports that include A/P Transactions, Vendor invoices with Balances Due, A/P Aging, etc. Sample reports are available from our website at

40 38 WinCare Features Bank Manager The Bank Manager is used to manage checking and savings accounts. Track deposits, bank charges and interest charges Receive deposits for payments from the A/R, POS, and P/M modules Reconciliation of bank statements Ability to distribute (or split) a check to multiple General Ledger accounts Reports include Detailed and Summary Reconciliation, Transaction Detail, Check Register, etc. Sample reports are available from our website at

41 G/L 39 G/L (General Ledger) The General Ledger is the heart of the accounting system. The data from all modules are posted to this system. The General Ledger consolidates the postings from all the modules into one file Users do not need to open/close months. Create journal entries to affect the account balances in the Chart of Accounts Ability to generate recurring G/L transactions Available budgeting tool to compare current revenues and expenses with allocated or projected amounts by any accounting period Several available General Ledger reports including a Budget Comparison, Journal Register, Account Activity, Summarized Balance, etc. Sample reports are available from our website at

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43 41 C H A P T E R 5 Add-Ons In This Chapter Pre-Screen Electronic Signature Pressure Sore Risk Fall Risk Behavior Monitoring Civil Rights Report Swing Beds... 48

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45 43 Pre-Screen Designed to enable Long Term Care facilities to quickly arrive at a cost of care for a potential Medicare resident prior to admission. View the resident's level of care (Medicare RUGs score) without creating a full assessment Preview reports prior to printing Export residents to Pre-Admit module

46 44 WinCare Features Electronic Signature This additional module enables users to securely sign MDS computer files Users are authenticated to enable signing off individual MDS sections Once a section is signed, it is locked to prevent other users from changing the data without first unsigning the section

47 Add-Ons 45 Pressure Sore Risk Monitors the residents in the facility who are at risk for skin breakdowns or pressure sores. Flags residents with a score of 8> for skin risk Invalidation allows tracking of resident changes Create a Care Plan problem directly from the Pressure Sore Risk module

48 46 WinCare Features Fall Risk This module is a tool that is used to determine the residents who are at risk for falls. Flags residents with a score of 10> for Fall risk Invalidation allows tracking of resident changes Create a Care Plan problem directly from the Fall Risk module

49 Add-Ons 47 Behavior Monitoring This add-on enables users to add standard behaviors to the program. Print a separate flow sheet for behaviors Behaviors are displayed in their own category on the physician order's printout for easy reference Civil Rights Report This add-on is a report which tracks and displays the residents by age, gender, and race. A sample is included in our Sample Reports book which is available to download from our website at www. wincare.com/software/samplereports.html

50 48 WinCare Features Swing Beds Swing Beds is designed specifically for rural hospitals. Automatically calculates the case mix group Prints the form and data without requiring pre-printed forms Create transmission file per CMS specifications for Swing Beds

51 49 Index A A/P (Accounts Payable) 37 A/R (Accounts Receivable) 36 A/R Reports 29 Add-Ons 41 Adjustments 28 ADL 10 Admit 6 Ancillaries 20 B Bank Manager 38 Behavior Monitoring 47 Billing 19, 21 Billing Notes 22 C Care Plan 9 Civil Rights Report 47 Claims 23 Clinical 3 CQI 13 E EDI (Electronic Billing) 25 Electronic Signature 44 F Fall Risk 46 G G/L 31 G/L (General Ledger) 39 I Inventory Management 35 M Master Files 30 MDS 11 P Payments Received 27 Payroll 33 Phonebook 16 PO/MAR 7 Pre-Admit 5 Pre-Screen 43 Pressure Sore Risk 45 Progress Notes 12 R Refunds 26 Reports 14 Resident Trust 15 S Swing Beds 48 U Utilities 17 V Vitals 8