System Architecture Components

Security

• HIPAA Compliant
• Double password
• User view (data slice) based on roles (Administrative, Therapist, Program Manager, Practice Manager, Site Manager, System Manager
• Optional BIO-Metric Identification
• Roles: professional, adminstrative, site manager, program manager, practice manager, supervisor, auditor, accounting, billing, HRS
• Users restricted to assigned clients and folders by role
• Internal Audit trail records user actions and inactions

Access Management

• On Site -- Access via LAN
• Off Site -- from Laptop via internet
• Off Site -- from hand held (I-Phone, I-POD -Touch, Blackberry) via internet
• Multiple Sites via Internet

Ease of use

• On line documentation
• Streaming video tutorials, on menu
• Templates: programs, service plans, goals, progress notes
• Preloaded data: ICD9/10 Diagnostic codes, WHO meds list
• Document Wizards: Info & Consent, Evaluation Questionnaires, Logs, Checklists
• User defined evenst
• Entire client file and history accessible from a single form
• Set Up Wizard
• Tile Interface for Touch screens

Client Management

• Client Type: Individual, Group, Family
• Profile
• Demographic Data
• Notes
• Geographic Mapping
• Google directions
• File Access Log
• Family, friends, associates, Insurance, etc.
• Engagement/program history summary
• Chronological image file(s)
• Client Personal Possession Inventory
• Client Petty Cash Account Management

Intake

• Screening for initial Contact with prospective clients and assignment to pre-Admissions
• Clinic Interface supports centralized scheduling of appointments
• Check-IN / Check Out: Manages expected arrivals, attendance and walk ins with Image ID
• Optional: Integrated Web based Pre-Admission questionnaires

Client Notes

• Notes (SOAP , PIA, Group)
• Client Notes
• HIPAA Log
• Continuitity of care
• Shift notes
• Best Practices

Diagnosis

• Multi Axial Diagnostic Summary
• GAF
• BIO Psychologial Assessment
• ADL Assessment

Service Plans

• Therapy Service Plans
• ISP Service Plan
• Weekly Service Grid

Event Tracking,Scheduling & Reporting

• Document Events
• Attendance Events
• Appointments, meetings, travel
• Training
• User definable: Behavior observations, incidents, compliance, meals, disciplinary, work, social, points, etc

Calendars/ Scheduling

• Employee/Resource Team: Appointments, Training, Meetings, Personal, days off: drill down to day schedule
• Client: Appointments, Social, Medical Appointments, Days Out: drill down to day schedule
• Personnel: Staff per shift per location : dril down to work schedules
• HRS: Staffing: interviews, Management Reviews, personnel Training
• Buiness Office: compliance, filings certifications, licensing renewals etc

Practice Management

• Clinic, Residential and Day Center Operations Supported
• Define Products and Services per program
• Define any number of programs and Program Requirements
• Define Program Work Flow, rules, terms, etc.
• Administer Practice Members
• Define Member Roles (Administrator, Program Manager, Professional, Consultant, Clerical)
• Assign Client to Programs/Engagement
• Assign Member(s) to engagement steps(e.g. intake, Diagnosis, Treatment, Consult, Discharge)
• Track Members (Assignments, schedules, engagements, certifications, licenses)
• Create and assign Resource Assignment Teams
• "Statistical Subjectivity" - Graphical Progress Charting

Work Flow Management

• Administrate and define program requirements
• Requirements assigned to professional or resource teams
• Up to 10 assignees/teams per engagement/case
• Completion and progress tracking
• Event alerts
• Dynamically reassign case/assignments as needed with a single entry

User Messaging

• Secure person to person messaging for practice members
• Event Alerts
• Interfaces with Outlook email
• Optional WEB integration for secure messaging with Client Guardians

Engagement Management

• Enables professional to manage all their clients
• Diagnosis:ICD9  Codes
• Prompted work list
• Schedule / reschedule (appointments, meetings, personal time, training, etc)
• Service Plan/ Maintenance
• Progress Notes / History
• Chart progress by Service Plan Goal
• Individual and Group Sessions

Meds

• RX Manager
• OTC Authorizations
• E-prescription
• Allergies
• Formulary: WHO and OTC
• Wikipedia/Drugs.com/WebMd on-line reference

• Meds Administration

Billing

• Administer price per service or product / program
• Define BillCodes for split, bundled, co-insurance, copay, individualized rates
• Administer – professional fees payable per member and professional certification level
• Produce Billable/Payable events report
• Produce AR/AP Invoices and Payables – (requires accounting modules)
• Produce electronic EDI transmissions -- (requires EDI Module)

HRS

• Personnel Profile
• Certification tracking
• Job Descriptions
• Applicants
• Skills/assessments
• Attendance/ days off/ work schedule
• Performance reviews
• Staffing/ Scheduling

• Training

• Job history
• Incidents/ grievances
• Employee Photo Id /bar code badge
• Optional WEB integration for Job Applications/ Postings
• more..

Document Management

• User document wizards enable easy creation of information, consent and evaluation questionnaires
• internal and wizard documents can be on screen documents with signature capture
• Provides Printing of paper forms and documents
• Management of forms and document versions
• Forms can be bar coded and pre printed with client tracking data
• Paper forms issued – are tracked
• Paper forms signed and returned -- are tracked
• Paper files can be scanned, classified and digitally filed
• E-files (word, PDF etc) can be classified and digitally filed
• All Client/ engagement scanned and e-filed documents are filed in archive-able folders
• Optional Barcode document tracking
• Reuse all docx, pdf an delsx templates and automtaically file in assigend folders</li>

Technology

• 100% Microsoft Office Compatible
• Source Code Available
• MS SQL Server
• On-Site Microsoft Servers (32 and 64 bit)
• SaaS - Hosted

Web Portal -- Options

• Appointment Calendar
• Time Reporting
• Mileage
• On screen signature mouse or fingertip
• Case Manager - Bi-directional Notes and images
• Enter Case Progress Notes
• Addmission Forms
• Assessments
• Personnel Applications
• Follow Up Surveys

EDI Billing Interface

Optional EDI translator/ transmission module for sending/ receiving EDI 835/837 information to Medicaid and Medicare trading partners. Mapping to Insurace carrier trading partners is avaialble on a case by case basis

Accounting Interface

Optional UA Accounting System Module provides:

• HR records
• Payroll
• Customers / Third Party Accounts Receivable
• Invoicing, Statements, Payments, Deposits, Collections
• Vendors -- Bills / 1099 Employees
• Check printing, Bill payment, check book(s) reconciliation
• General Ledger -- Financial Statements/ Budgets