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<
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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
