Behavioral Health Electronic Health Records EDIT SERVICE INFORMATION MANUAL

COUNTY OF SONOMA Department of Health Services Behavioral Health Division AVATAR Behavioral Health Electronic Health Records EDIT SERVICE INFORMATION MANUAL For information and updates, email the BHEHR Team at BHEHR@sonoma-county.org MANUAL V.1.0

Table of Contents Lesson Objective 3 Lesson Scenario 3 Understanding Edit Service 3 Who Can Perform This Function? 4 Corrective Process In A Nutshell 5 Problem: Change Service Date 7 Duplicate Note, Delete Note/Service 18 Wrong Service Code, Duration, Location Code Or Ebp: If Not Claimed 26 Wrong Service Code, Duration, Location Code Or Ebp: If Claimed 33 Delete Last Movement 43 Change Admission Date 47 Duplicate Client 49 Sonoma County DHS Avatar Training Manual- Edit Service Information 2

Service Information Corrections In this lesson you will learn the steps to edit service information when an erroneous entry occurs in a progress note. You will learn to find the progress note that needs correction, and you will also learn that you can only edit progress notes that are in an open status. After selecting the appropriate progress note entry, you will make the necessary changes. Lesson Objectives Learn to locate the client, episode, and date range of the service to be edited Select and edit the service Lesson Scenario Keith Brown is an administrator at a BHEHR clinic. He finds making corrections to progress note entries in Avatar is easy. The Select Service(s) to Edit feature allows him to quickly locate a range of progress notes and zero in on the exact note he wants to correct. He can also quickly correct information usining the Delete Last Movement option. Understanding Editing Service Information With Edit Service Information, you can correct service information that appears in a progress note. You can change the service code, date of service, duration, practitioner, and location. IMPORTANT Edit Service Information Form Only used by Accounting Use this form for changing: Service Code Service Program Duration Location Incorrect Staff Incorrect note type will go through the program manager and accounting will not be involved. Who Can Perform This Function? Accounting, Clinical and Program Mangers are all part of the correction process. Sonoma County DHS Avatar Training Manual- Edit Service Information 3

Corrective Process In A Nutshell 1. Problem: Change Service Date Progress Note Viewer Delete Service Client Charge Input Attach Individual Notes to Existing Services Client Ledger) 2. Duplicate Note, Delete Note/Service Progress Note Viewer Void Progress Note Delete Service Client Ledger) 3. Wrong Service Code, Service Duration, Location Code or EBP: IF NOT CLAIMED Progress Note Viewer Edit Service Information Provider Appends Progress Note 4. Wrong Service Code, Service Duration, Location Code or EBP: IF CLAIMED Progress Note Viewer Delete Service Client Charge Input Attach Individual Note to Existing Service Client Ledger 5. Wrong Discharge Date Delete Last Movement 6. Wrong Admission Date Change Admission Date Sonoma County DHS Avatar Training Manual- Edit Service Information 4

7. Duplicate Client Admission for each ID Client Merge Delete Last Movement (for wrong client) Client Delete Sonoma County DHS Avatar Training Manual- Edit Service Information 5

Change Service Date For Incorrect Date clinical will need to pull up Progress Note Viewer and copy that note, create a new note with the corrected information and paste the body of the original note. Manager will need to void the incorrect/original note and notify Accounting. Accounting will need to delete the incorrect service in delete Service form. Hint: service duration, location, service code and practitioner can be corrected by using the Edit Service option (see Wrong Service Code, Service Duration, Location Code or EBP for Claimed/Not Claimed) 1. Select client a. Click name in Recent Clients/ My Clients b. Or type Last name in SearchClients, Select client from results 2. Open Progress Note Viewer form a. Avatar CWS Progress Notes Progress Note Viewer b. Or type Progress Note Viewer in Search Forms c. Or select from My Forms/Recent Forms Sonoma County DHS Avatar Training Manual- Edit Service Information 6

1 2 3. Select episode 4. Click OK Sonoma County DHS Avatar Training Manual- Edit Service Information 7

3 4 5. Select Practitioner to Display 6. Select Yes or No for Sort by Practitioner 7. Enter Start Date and End Date 8. Select Note Type To Display 9. Click Print Progress Note Sonoma County DHS Avatar Training Manual- Edit Service Information 8

7 8 9 6 5 10. Print or save to PDF for reference later Sonoma County DHS Avatar Training Manual- Edit Service Information 9

10 11. Open Delete Service form (Avatar PM Service Maintenance Client Maintenance Delete Service) 12. Enter Client ID 13. Select Start Date and End Date 14. Click Display Client Sonoma County DHS Avatar Training Manual- Edit Service Information 10

12 13 19 14 15. Take a screen shot of this because once you delete, you won t have the service information anymore. 16. It is hard here to ensure you are choosing the correct service, because oftentimes the same service code can be used multiple times in a day. You can use the PracID column to help identify the practitioner. 17. Select the service to delete 18. Click OK Sonoma County DHS Avatar Training Manual- Edit Service Information 11

17 18 19. Click Delete 20. A report will pop up 21. Click OK 22. Click Yes at continue filing, and no if you re not sure you ve done things correctly 22 23. Click OK on popup 24. Open Client Charge Input(Avatar PM Services Ancillary Ambulatory Service Client Charge Input) 25. Fill in each field using the data from the note you ve printed off but use correct date 26. Click Submit Sonoma County DHS Avatar Training Manual- Edit Service Information 12

26 27. Click No on Return To Form popup 28. Open Attach Individual Notes to Existing Service (Avatar CWS Progress Note Attach Individual Notes to Existing Service 27 Attach an independent progress note to a service or appointment, after that service or appointment has been filed. The service must be added to the Workflow Service section in the CWS System Defaults form. A service must be scheduled for the client. The user must be the service provider for the client service. For appointments, the staff s schedule must be verified in Avatar PM (Verify Staff Member Appointments form), and posted (Post Staff Member Schedule form). Or use the Post Staff Activity Log form which verifies and posts the appointment. 29. Enter Client ID 30. Enter Episode Number Sonoma County DHS Avatar Training Manual- Edit Service Information 13

31. Click Select Note To Attach 29 30 31 32. Select note 33. Click OK 32 33 34. Select Link Note To Service 35. Select Appointments/Service 36. Click Submit Sonoma County DHS Avatar Training Manual- Edit Service Information 14

36 34 35 37. Click No on Form Return popup 38. Open Client Ledger form (Avatar PM Service Maintenance Client Maintenance Client Ledger) 37 Generate the Client Ledger report for viewing or printing. The report contains the following information: Posted services with liability distributed to guarantors Claim numbers Remaining balances Balance transfers Posted payments, payment reversals Balance adjustments Charges with a $0.00 usual and customary fee do not display on the client ledger, unless a payment is posted against them 39. Select Client ID 40. Select Episode 41. Select Episode Number 42. Enter Start Date and End Date 43. Click Process Sonoma County DHS Avatar Training Manual- Edit Service Information 15

43 39 40 41 42 44. If the service does NOT appear, then no further action needs to be taken 45. If the word DELETE shows up this means finance department has claimed the service to be paid for, and we have to send a correction to an outside agency 46 46. Click Print 47. Write correction slip for finance Sonoma County DHS Avatar Training Manual- Edit Service Information 16

Delete Note/Service Manager will need to void the incorrect Progress Note in Void Progress Note Form and notify Accounting. Accounting will delete the incorrect service in Delete Service form. 1. Select client a. Click name in Recent Clients/ My Clients b. Or type Last name in SearchClients, Select client from results 2. Open Progress Note Viewer form c. Avatar CWS Progress Notes Progress Note Viewer d. Or type Progress Note Viewer in Search Forms e. Or select from My Forms/Recent Forms 1 2 3. Select episode Sonoma County DHS Avatar Training Manual- Edit Service Information 17

4. Click OK 3 4 5. Select Practitioner to Display 6. Select Yes or No for Sort by Practitioner 7. Enter Start Date and End Date 8. Select Note Type To Display 9. Click Print Progress Note Sonoma County DHS Avatar Training Manual- Edit Service Information 18

7 8 9 6 5 10. Print or save to PDF for reference later Sonoma County DHS Avatar Training Manual- Edit Service Information 19

10 11. Open Void Progress Note form (Avatar CWS Progress Note Void Progress Note) Voiding a progress note removes the progress note from a client's Chart Review To-Do list, or Home View To-Do list. Voided progress notes information is stored in the 'SYSTEM.cw_notes_voided' SQL table. Progress notes that have Document Routing functionality enabled are not available for selection in this form. 12. Select Client ID 13. Select Episode Number 14. Enter Start Date and End Date: this date range searches on the DATE THE NOTE WAS WRITTEN 15. Select Note Type 16. Click Select Note To Void Sonoma County DHS Avatar Training Manual- Edit Service Information 20

23 12 13 15 14 21 22 16 19 17. Click note to void Sometimes the only way to know if you are choosing the right note is by the time the note was written; otherwise match Note ID 18. Click OK 17 18 Sonoma County DHS Avatar Training Manual- Edit Service Information 21

19. Click Print Progress Note 20. Ensure the note in this Progress Note View matches the PDF of the original note you printed/saved, usually by matching the Note ID plus the first few lines of text 21. Select Reason For Voiding The Note 22. Enter Comments, write who submitted the request to delete progress note and the date it was requested 23. Click Submit 24. Open Delete Service form (Avatar PM Service Maintenance Client Maintenance Delete Service) 25. Enter Client ID 26. Select Start Date and End Date 27. Click Display Client 25 32 27 26 28. Take a screen shot of this because once you delete, you won t have the service information anymore. 29. It is hard here to ensure you are choosing the correct service, because oftentimes the same service code can be used multiple times in a day. You can use the PracID column to help identify the practitioner. 30. Select the service to delete 31. Click OK Sonoma County DHS Avatar Training Manual- Edit Service Information 22

30 31 32. Click Delete 33. A report will pop up 34. Click OK 35. Click Yes at continue filing, and no if you re not sure you ve done things correctly 35 36. Click OK on popup 37. Open Client Ledger form (Avatar PM Service Maintenance Client Maintenance Client Ledger) Generate the Client Ledger report for viewing or printing. The report contains the following information: Posted services with liability distributed to guarantors Claim numbers Remaining balances Balance transfers Posted payments, payment reversals Balance adjustments Sonoma County DHS Avatar Training Manual- Edit Service Information 23

Charges with a $0.00 usual and customary fee do not display on the client ledger, unless a payment is posted against them 38. Select Client ID 39. Select Episode 40. Select Episode Number 41. Enter Start Date and End Date 42. Click Process 43 39 40 41 42 43. If the service does NOT appear, then no further action needs to be taken If the word DELETE shows up this means finance department has claimed the service to be paid for, and we have to send a correction to an outside agency 44 44. Click Print 45. Write correction slip for finance Sonoma County DHS Avatar Training Manual- Edit Service Information 24

Wrong Service Code, Duration, Location Code or EBP: IF NOT CLAIMED Only Accounting will use the Edit Service Information Form. 1. Select client a. Click name in Recent Clients/ My Clients b. Or type Last name in SearchClients, Select client from results 2. Open Progress Note Viewer form a. Avatar CWS Progress Notes Progress Note Viewer b. Or type Progress Note Viewer in Search Forms c. Or select from My Forms/Recent Forms 1 2 3. Select episode 4. Click OK Sonoma County DHS Avatar Training Manual- Edit Service Information 25

3 4 5. Select Practitioner to Display 6. Select Yes or No for Sort by Practitioner 7. Enter Start Date and End Date 8. Select Note Type To Display 9. Click Print Progress Note Sonoma County DHS Avatar Training Manual- Edit Service Information 26

7 8 9 6 5 10. Print or save to PDF for reference later Sonoma County DHS Avatar Training Manual- Edit Service Information 27

10 11. Open Edit Service Information form (Avatar PM Services Ancillary Ambulatory Service Edit Service Information) Edit service information for several posted services. The Cost Of Service field can be edited for open services in the Edit Service Information (Charge Fee Access) form. Services are available for selection in this form when Yes is selected for the treatment program (Primarily Medical Program field, Program Maintenance form). The service must be required by a client, or a client and practitioner (Service Required By field, Service Codes form). 12. Enter Client ID 13. Select Episode Number 14. Enter Service Start Date and Service End Date 15. Click Select Service(s) To Edit Sonoma County DHS Avatar Training Manual- Edit Service Information 28

12 14 13 15 16. Select service to edit (Status cannot be Claimed) 17. Click OK 16 17 Sonoma County DHS Avatar Training Manual- Edit Service Information 29

18. Make any necessary changes 19. Click Submit 20. Click No on From Return popup 20 21. Provider - Open Append Progress Note (Avatar CWS Progress Notes Append Progress Note) Add information to a progress note. Added information displays with the progress note. A progress note that has been co-signed cannot be appended. Progress notes that have Document Routing functionality enabled are not available for selection in this form. If the progress note has draft/final functionality (Include Draft/Final Prompt registry setting), the progress note must have Final status 22. Select Client 22 23. Select Episode 24. Click OK Sonoma County DHS Avatar Training Manual- Edit Service Information 30

23 24 25. Select Note Type 26. Select note from List of Notes 27. Enter New Comments to be Appended to the Original Note 28. Click Submit 28 25 26 27 Sonoma County DHS Avatar Training Manual- Edit Service Information 31

Wrong Service Code, Duration, Location Code or EBP: IF CLAIMED 1. Select client a. Click name in Recent Clients/ My Clients b. Or type Last name in SearchClients, Select client from results 2. Open Progress Note Viewer form a. Avatar CWS Progress Notes Progress Note Viewer b. Or type Progress Note Viewer in Search Forms c. Or select from My Forms/Recent Forms 1 2 3. Select episode 4. Click OK Sonoma County DHS Avatar Training Manual- Edit Service Information 32

3 4 5. Select Practitioner to Display 6. Select Yes or No for Sort by Practitioner 7. Enter Start Date and End Date 8. Select Note Type To Display 9. Click Print Progress Note Sonoma County DHS Avatar Training Manual- Edit Service Information 33

7 8 9 6 5 10. Print or save to PDF for reference later Sonoma County DHS Avatar Training Manual- Edit Service Information 34

10 11. Open Delete Service form (Avatar PM Service Maintenance Client Maintenance Delete Service) 12. Enter Client ID 13. Select Start Date and End Date 14. Click Display Client Sonoma County DHS Avatar Training Manual- Edit Service Information 35

12 13 19 14 15. Take a screen shot of this because once you delete, you won t have the service information anymore. 16. It is hard here to ensure you are choosing the correct service, because oftentimes the same service code can be used multiple times in a day. You can use the PracID column to help identify the practitioner. 17. Select the service to delete 18. Click OK Sonoma County DHS Avatar Training Manual- Edit Service Information 36

17 18 19. Click Delete 20. A report will pop up 21. Click OK 22. Click Yes at continue filing, and no if you re not sure you ve done things correctly 22 23. Click OK on popup 24. Open Client Charge Input(Avatar PM Services Ancillary Ambulatory Service Client Charge Input) Enter services (charges) for a client. Entering a service posts the service fee to the client ledger, and adds the services to the client s treatment history. The Cost Of Service field can be edited in the Client Charge Input (Charge Fee Access), and the Client Charge Input (Charge Fee Access and Medical Diagnosis) forms. A managed care authorization must be setup for the client in the Managed Care Authorization form. Sonoma County DHS Avatar Training Manual- Edit Service Information 37

25. Fill in each field using the data from the note you ve printed off but with changes corrected 26. Click Submit 26 27. Click No on Return To Form popup 27 28. Open Attach Individual Notes to Existing Service (Avatar CWS Progress Notes Attach Individual Notes to Existing Service/Appointment) Attach an independent progress note to a service or appointment, after that service or appointment has been filed. The service must be added to the Workflow Service section in the CWS System Defaults form. A service must be scheduled for the client. The user must be the service provider for the client service. For appointments, the staff s schedule must be verified in Avatar PM (Verify Staff Member Appointments form), and posted (Post Staff Member Schedule form). Or use the Post Staff Activity Log form which verifies and posts the appointment. Sonoma County DHS Avatar Training Manual- Edit Service Information 38

29. Enter Client ID 30. Enter Episode Number 31. Click Select Note To Attach 29 30 31 32. Select note 33. Click OK 32 33 34. Select Link Note To Service 35. Select Appointments/Service 36. Click Submit Sonoma County DHS Avatar Training Manual- Edit Service Information 39

36 34 35 37. Click No on Form Return popup 38. Open Client Ledger form (Avatar PM Service Maintenance Client Maintenance Client Ledger) Generate the Client Ledger report for viewing or printing. The report contains the following information: Posted services with liability distributed to guarantors Claim numbers Remaining balances Balance transfers Posted payments, payment reversals Balance adjustments Charges with a $0.00 usual and customary fee do not display on the client ledger, unless a payment is posted against them 39. Select Client ID 40. Select Episode 41. Select Episode Number 42. Enter Start Date and End Date 43. Click Process 37 Sonoma County DHS Avatar Training Manual- Edit Service Information 40

43 39 40 41 42 44. If the service does NOT appear, then no further action needs to be taken 45. If the word DELETE shows up this means finance department has claimed the service to be paid for, and we have to send a correction to an outside agency 46 46. Click Print 47. Write correction slip for finance Sonoma County DHS Avatar Training Manual- Edit Service Information 41

Delete Last Movement Delete the last client movement in an episode. This can be used if a client was admitted to an incorrect program or discharged with an incorrect date. For clients with inpatient episodes - deleting the last movement will remove the client's bed assignment. If a bed assignment is required it must be re-entered in the Bed Assignment form. For clients with episodes that contain program transfers - deleting the last movement transfer the client to their last treatment program. For clients with one episode containing a program transfer - deleting the last movement deletes the client's episode. 1. Select client a. Click name in Recent Clients/ My Clients b. Or type Last name in SearchClients, Select client from results 2. Open Delete Last Movement form a. Avatar PM System Maintenance Client Maintenance Delete Last Movement b. Or type Delete Last Movement in Search Forms c. Or select from My Forms/Recent Forms Sonoma County DHS Avatar Training Manual- Edit Service Information 42

1 2 3. Click OK on Confirm 3 4. Select Episode Number 5. Click Submit Sonoma County DHS Avatar Training Manual- Edit Service Information 43

4 5 6. Click OK on Information popup 7. Now you can admit client to correct program or discharge client with correct date. 6 Sonoma County DHS Avatar Training Manual- Edit Service Information 44

Field Episodes Number Client Information Description Select the client episode. Displays basic client information for the episode, including movements from one treatment program to another. Sonoma County DHS Avatar Training Manual- Edit Service Information 45

Change Admission Date 1. Select client a. Click name in Recent Clients/ My Clients b. Or type Last name in SearchClients, Select client from results 2. Open Change Program/Admission Date form a. Avatar PM System Maintenance Client Maintenance Change Program/Admission Date b. Or type Change Program/Admission Date in Search Forms c. Or select from My Forms/Recent Forms 1 2 3. Select Client ID 4. Select Episode Number 5. Enter New Admission Date Sonoma County DHS Avatar Training Manual- Edit Service Information 46

3 5 4 6. Click OK on popup 6 Sonoma County DHS Avatar Training Manual- Edit Service Information 47

Duplicate Client 1. Select client a. Click name in Recent Clients/ My Clients b. Or type Last name in SearchClients, Select client from results 2. Open Admission(Outpatient) form a. Avatar PM Client Management Episode Management Admission(Outpatient) b. Or type Admission in Search Forms c. Or select from My Forms/Recent Forms 2 1 3. Print screen to show all programs that will need to be merged 4. Open Client Merge form (Avatar PM System Maintenance Client Maintenance Client Merge 5. Select Source Client Id (wrong client) Sonoma County DHS Avatar Training Manual- Edit Service Information 48

6. Select Target Client ID (correct client) 7. Select Source Client Episode 8. Click File 5 6 7 8 9. Click Yes on popup 9 10. Click OK on popup 10 11. Repeat steps #7-10 for each program to merge except Accounting 12. Open Delete Last Movement form(avatar PM System Maintenance Client Maintenance Delete Last Movement Delete the last client movement in an episode if a client was admitted to an incorrect program or discharged with an incorrect date. For clients with inpatient episodes - deleting the last movement will remove the client's bed assignment. If a bed assignment is required it must be re-entered in the Bed Assignment form. Sonoma County DHS Avatar Training Manual- Edit Service Information 49

For clients with episodes that contain program transfers - deleting the last movement transfer the client to their last treatment program. For clients with one episode containing a program transfer - deleting the last movement deletes the client's episode. 13. Select Client (wrong client) 14. Click OK on Confirm 14 15. Select Episode Number for Accounting (should be only episode listed) 16. Click Submit Sonoma County DHS Avatar Training Manual- Edit Service Information 50

15 16 17. Click OK on Information popup 18. Open Client Delete form(avatar PM System Maintenance Client Maintenance Client Delete Deleting a client does not discharge that client. The client s record is completely removed from Avatar Cal-PM. 17 Sonoma County DHS Avatar Training Manual- Edit Service Information 51

Deleting a client with balances for services rendered in a closed accounting period can create issues in the current accounting period. All client movements must be deleted before the client can be deleted 19. Enter Client ID 20. Click Display Client and verify you have correct client to delete 21. Click Submit 22. Click OK on Confirm popup 21 19 20 Sonoma County DHS Avatar Training Manual- Edit Service Information 52