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Brown County Community Treatment Center Avatar Procedure Manual

Chapter 6B ABC Staff Duties

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Chapter 6B ABC Staff Duties Nicolet Psychiatric Hospital and Bayshore Village Nursing Home RN on duty will complete the required fields on the “Admission” screen to admit the client/resident into an inpatient episode on Avatar. CTC Clinic staff will complete the required fields on the “Admission – Outpatient” screen to admit a client into an outpatient episode on Avatar.

AVATAR PM>CLIENT MANAGEMENT>CENSUS MANAGEMENT REPORTS

INPATIENT ADMISSION (Nicolet and Bayshore)

1. Admissions staff will run and print the following Avatar every morning to obtain the admissions and discharges Hospital and Nursing Home. Detail Discharge by Program Detain Admission

2. From these two reports the Admission staff will know new clients admitted that need to

have an intake interview. 3. Admissions staff will inform the Nursing Home Billing clerk if there are any Admissions

and/or Discharges showing on the reports for the Nursing Home. 4. Billing clerk will meet with Bayshore Village Social Worker to obtain information and

signed releases required for billing purposes. 5. Admissions clerk will go to Nicolet and conduct intake interview. (Clerk will complete

paper intake form and return to desk to enter information into Avatar until computer equipment is available to complete intake electronically on the unit.)

6. Admissions clerk will complete fields on Avatar Admission screen after intake interview. (Note: Each admission to Nicolet Hospital is a separate “episode”)



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AVATAR PM>CLIENT MANAGEMENT>EPISODE MANAGEMENT>ADMISSION



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7. Admission clerk will search and select client.



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8. Admission clerk will select correct episode and click “edit”.



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9. Admission clerk will verify data entered on required fields by Unit RN.



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10. Admission clerk will then proceed through the remaining pages and tabs to complete all

fields needed for correctly billing admission: a) Complete pages 2 and 3 on “admission” tab including

Facility chart number (old medical record number) Social security number Presenting problems



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b) Complete pages 1 through 3 on the “demographics” tab including:

Client address Client phone number Client race Ethnic Origin Marital Status Employment status Responsible County (County that brought admission in)



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IX. Alias (or former) names



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c) Complete pages 1 through 2 on the “other client data” tab including:

Current resident code Homeless indicator Living arrangements Veteran status (required for Hospital and Nursing Home) Military Branch of Service (required for Hospital and Nursing Home)



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a) Verify unit/room/bed and R&B service code on “inpatient/partial/day treatment” tab

(NOTE: 1:1 information and shifts will be indicated on the Daily Data Log. Billing Clerk will review Data Log and correct R&B charges daily as needed.)



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Admission Clerk will complete all required precertification calls to guarantors. Admission Clerk will then complete the Financial Eligibility screen in Avatar. AVATAR PM>CLIENT MANAGEMENT>ACCOUNT MANAGEMENT>FINANCIAL ELIGIBILITY



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Admission clerk will enter client name to: Search for correct client Select correct client Select correct client episode



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Admission clerk will go to the second tab “Guarantor Selection” and complete all required fields on pages 1 through 4.

1. Enter in guarantor and hit tab (address lines will fill in automatically). Note: If guarantor is not in selection list, have Department Supervisor add guarantor to Avatar before proceeding with entry of financial eligibility



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2. Complete on page 2 Eligibility verified Coverage effective date Clients relationship to subscriber If subscriber is not the client, enter in the subscriber address; social security #;

sex



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3. Complete page 3 including: Subscriber Group Name Subscriber Group # Subscriber Policy #

NOTE: If client has Medicare and/or Medicaid – must enter in the Medicare and/or

Medicaid number in both the Subscriber Policy # and the Medicare/Medicaid # field

Answer Subscriber Assignment of Benefits Answer Subscriber Release of Information Answer Coordination of Benefits



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4. “Subscriber Covered Days” and “Maximum Covered Dollars” should be filled in with 9’s



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1. To enter in additional guarantors, go back to page 1 of the “Guarantor Selection Tab”. 2. Click “add new item” to have additional lines for additional guarantors



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3. Complete pages 2 through 4 on each additional guarantor



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4. Click on “financial eligibility” tab and complete the correct order of the guarantors

5. Click on process to save changes



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1. Admission clerk will verify diagnosis has been entered into Avatar for the episode.

AVATAR PM>CLIENT MANAGEMENT>CLIENT INFORMATION>DIAGNOSIS



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2. Admission clerk will choose correct episode



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3. Admission Clerk will choose “admission” and the Date of Diagnosis will auto fill in. 4. Admission Clerk will verify:

Diagnosis Axis I is completed Principal diagnosis is completed Diagnosing practitioner is completed

NOTE: Diagnosis is completed by HIM Department staff



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OUTPATIENT ADMISSION

1. Admissions staff will receive notice --------(THIS NEEDS TO BE DETERMINED ON HOW WE ARE NOTIFIED THERE IS AN OUTPATIENT ADMISSION TO ANY CLINIC PROGRAM) -------- there is an admission to an outpatient program (such as clinic; case management; csp; crisis).

2. Admissions clerk will conduct outpatient intake interview upon arrival of client for outpatient appointment prior to service delivery.

3. Admissions clerk will complete fields on Avatar Admission screen after intake interview in the same process as instructed above except the clerk will complete the “Admission Outpatient” screens for clients admitted to any outpatient program.

4. Admissions clerk will complete the “Financial Eligibility” in the same process as instructed above for clients admitted to any outpatient program.

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