groupware technologies, inc. provide …€¦ · release 4.3 groupware technologies, inc. provide®...

Release

4.3

GROUPWARE TECHNOLOGIES, INC.

Provide® Enterprise Care Management Software

Broward County

Ryan White Part A User Guide

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Pro v i d e ® E n te rp r i se

Broward County Ryan White Part A

User Guide

2010 Groupware Technologies, Inc. All rights reserved. The GTI logo and Provide®

Enterprise are registered trademarks of Groupware Technologies, Inc. All other product and company names referenced herein may be trademarks or registered

trademarks of their respective companies.

Last Updated May 14, 2013

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Table of Contents

INTRODUCTION ............................................................................................................................................................................... 10

NAVIGATING PROVIDE® ENTERPRISE...................................................................................................................................... 11

LOGGING INTO PROVIDE®

ENTERPRISE .............................................................................................................................................. 11 WINDOWS TOOLBAR .......................................................................................................................................................................... 12

File Menu ...................................................................................................................................................................................... 12 Change Password ............................................................................................................................................................................................... 12 Lock .................................................................................................................................................................................................................... 14 Exit ...................................................................................................................................................................................................................... 14

Find Menu ..................................................................................................................................................................................... 15 Find Client .......................................................................................................................................................................................................... 15

View Menu ..................................................................................................................................................................................... 16 Actions Menu ................................................................................................................................................................................. 17

Register Client .................................................................................................................................................................................................... 17 Tools Menu .................................................................................................................................................................................... 17

Preferences ......................................................................................................................................................................................................... 18 Refresh ................................................................................................................................................................................................................ 24

Reports Menu ................................................................................................................................................................................ 24 Run ...................................................................................................................................................................................................................... 24

Windows Menu .............................................................................................................................................................................. 25 Layout Selection ................................................................................................................................................................................................. 25

Help Menu ..................................................................................................................................................................................... 27 FIELDS ............................................................................................................................................................................................... 27

Picklist ........................................................................................................................................................................................... 28 Multi-value field ............................................................................................................................................................................ 28 Required Fields ............................................................................................................................................................................. 28 Radio Button .................................................................................................................................................................................. 29 Check Box ...................................................................................................................................................................................... 29 Field Dialog Control Button .......................................................................................................................................................... 30

Provider Field Single Value .............................................................................................................................................................................. 30 Provider Field Multi-value ................................................................................................................................................................................ 31 Diagnosis Field Single Value ............................................................................................................................................................................ 33 Diagnosis Field Multi-value .............................................................................................................................................................................. 34 Procedure Field Single Value ........................................................................................................................................................................... 35 Procedure Field Multi-value ............................................................................................................................................................................. 36 Drug Field Single Value .................................................................................................................................................................................... 37 Drug Field Multi-value ...................................................................................................................................................................................... 38 Test Field Single Value ...................................................................................................................................................................................... 39 Test Field Multi-value ....................................................................................................................................................................................... 40

Button Bar ..................................................................................................................................................................................... 40 Print ..................................................................................................................................................................................................................... 40 Edit ...................................................................................................................................................................................................................... 40 Action ................................................................................................................................................................................................................. 41 Create .................................................................................................................................................................................................................. 41 Document History ............................................................................................................................................................................................. 41 Delete .................................................................................................................................................................................................................. 42 Un-Delete ........................................................................................................................................................................................................... 43 Saving Record Changes ..................................................................................................................................................................................... 43 Save and Create Another .................................................................................................................................................................................. 45

CENTRAL INTAKE PROCEDURES ............................................................................................................................................... 46

NEW CLIENT REGISTRATION .............................................................................................................................................................. 46 Registration Verification ............................................................................................................................................................... 46

Find Client .......................................................................................................................................................................................................... 46 New Client Registration ................................................................................................................................................................. 47 Schedule Intake Appointment ......................................................................................................................................................... 49 Client Profile Completion .............................................................................................................................................................. 50

Start a Client Profile Review............................................................................................................................................................................. 51 Completing the Client Profile .......................................................................................................................................................................... 51 Checking for Completeness ............................................................................................................................................................................. 73 End a Client Profile Review ............................................................................................................................................................................. 74

Completing Ryan White Certification ............................................................................................................................................ 75 Scanning Documents ........................................................................................................................................................................................ 76 Completing the Certification ............................................................................................................................................................................ 78

Setting Client Eligibility ................................................................................................................................................................ 79 Requesting Service Category Specific Eligibility Overrides .......................................................................................................... 80 Printing an Eligibility Summary for the Client .............................................................................................................................. 81

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RECERTIFICATION OF EXISTING CLIENTS ........................................................................................................................................... 82 INTAKE SUMMARY ............................................................................................................................................................................. 83

Certifications Tab .......................................................................................................................................................................... 84 Referrals Tab ................................................................................................................................................................................. 84 Other Activity ................................................................................................................................................................................ 86

Hospitalization ................................................................................................................................................................................................... 86 Letter ................................................................................................................................................................................................................... 88

ACCESS APPLICATION ..................................................................................................................................................................... 89 SERVICE DOCUMENTATION ............................................................................................................................................................... 91

Progress Log ................................................................................................................................................................................. 91 Summary Tab ..................................................................................................................................................................................................... 93 Medical Appointments Tab .............................................................................................................................................................................. 93 Goals Addressed Tab ........................................................................................................................................................................................ 93 Referrals Tab ...................................................................................................................................................................................................... 94 Completing the Progress Log ........................................................................................................................................................................... 95

Service Provided ............................................................................................................................................................................ 95 DISCHARGING A CLIENT .................................................................................................................................................................... 97

Client Service Category Profile Record ......................................................................................................................................... 97 Client Service Profile ..................................................................................................................................................................... 99

MEDICAL CASE MANAGEMENT PROVIDERS ....................................................................................................................... 102

INTAKE AND ASSESSMENT DOCUMENTATION .................................................................................................................................. 102 Client Profile ............................................................................................................................................................................... 102

Opening Existing Clients to your Agency .................................................................................................................................................... 102 Re-Opening Existing Clients to your Agency .............................................................................................................................................. 103 Opening Existing Clients to your Service Category .................................................................................................................................... 105 Re-Opening Existing Clients to Your Service Category ............................................................................................................................. 107 Assign the Case Manager ................................................................................................................................................................................ 109 Prescription Assistance Program Enrollment .............................................................................................................................................. 109 APA (AIDS Pharmaceutical Assistance) Program Status ........................................................................................................................... 109

Case Management Summary ....................................................................................................................................................... 110 Needs Assessment ........................................................................................................................................................................................... 111 Level of Care .................................................................................................................................................................................................... 122 Action Plan ....................................................................................................................................................................................................... 122

Requesting Service Category Specific Eligibility Overrides ........................................................................................................ 129 SERVICE DOCUMENTATION ............................................................................................................................................................. 131

Progress Log ............................................................................................................................................................................... 131 Summary Tab ................................................................................................................................................................................................... 132 Medical Appointments Tab ............................................................................................................................................................................ 133 Goals Addressed Tab ...................................................................................................................................................................................... 134 Referrals Tab .................................................................................................................................................................................................... 135 Completing the Progress Log ......................................................................................................................................................................... 137

Service Provided .......................................................................................................................................................................... 137 ONGOING DOCUMENTATION ............................................................................................................................................................ 139

Medications ................................................................................................................................................................................. 139 Drug Record..................................................................................................................................................................................................... 140 Filled Prescriptions .......................................................................................................................................................................................... 141

Test Results .................................................................................................................................................................................. 141 Adding a Test Result ....................................................................................................................................................................................... 142 Adding a Lab Panel ......................................................................................................................................................................................... 143

Referrals ...................................................................................................................................................................................... 144 Adding a Referral ............................................................................................................................................................................................. 144

Other Activity .............................................................................................................................................................................. 146 Appointments .................................................................................................................................................................................................. 146 Hospitalization ................................................................................................................................................................................................. 147 Letter ................................................................................................................................................................................................................. 149 Additional Ongoing Documentation ............................................................................................................................................................ 150

REQUIRED ACTIONS ......................................................................................................................................................................... 150 Monitoring Required Actions ....................................................................................................................................................... 151

My Tasks ........................................................................................................................................................................................................... 151 Client Profile .................................................................................................................................................................................................... 151

DISCHARGING A CLIENT .................................................................................................................................................................. 152 Client Service Category Profile Record ....................................................................................................................................... 152 Client Service Profile ................................................................................................................................................................... 154 Terminate the Provider Relationship ........................................................................................................................................... 156 Closing the Action Plan ............................................................................................................................................................... 157

MEDICAL CARE/PHARMACY PROVIDERS ............................................................................................................................. 159


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Opening Existing Clients to your Agency .................................................................................................................................................... 159 Re-Opening Existing Clients to your Agency .............................................................................................................................................. 160 Opening Existing Clients to your Service Category .................................................................................................................................... 162 Re-Opening Existing Clients to Your Service Category ............................................................................................................................. 164 Assign the Client Level Medical Care Coordinator ..................................................................................................................................... 166


Medical Summary ........................................................................................................................................................................ 167 Outpatient Medical Care Provider Service Documentation ....................................................................................................................... 169 Pharmacy Provider Service Documentation ................................................................................................................................................ 173

ADDITIONAL REQUIRED MEDICAL DOCUMENTATION ..................................................................................................................... 174 Diagnosis ..................................................................................................................................................................................... 174 TB Assessment ............................................................................................................................................................................. 175 Treatment .................................................................................................................................................................................... 177 Care Actions ................................................................................................................................................................................ 178 Test Results .................................................................................................................................................................................. 179

Adding a Test Result ....................................................................................................................................................................................... 179 Adding a Lab Panel ......................................................................................................................................................................................... 180

Pregnancies ................................................................................................................................................................................. 181 Vaccinations ................................................................................................................................................................................ 182 Referrals ...................................................................................................................................................................................... 184

Adding a Referral ............................................................................................................................................................................................. 184 Other Activity .............................................................................................................................................................................. 185

Appointments .................................................................................................................................................................................................. 186 Hospitalization ................................................................................................................................................................................................. 187 Letter ................................................................................................................................................................................................................. 188


My Tasks ............................................................................................................................................................................................................ 190 Client Profile ...................................................................................................................................................................................................... 190

DISCHARGING A CLIENT .................................................................................................................................................................. 191 Client Service Category Profile Record ....................................................................................................................................... 191 Client Service Profile ................................................................................................................................................................... 193 Terminate the Provider Relationship ........................................................................................................................................... 195

LAB IMPORT TRACKING ................................................................................................................................................................... 195 Reviewing Errors in View Lab Import Tracking .......................................................................................................................... 195 Normal Run – No Errors/No File Processed ............................................................................................................................... 197 Normal Run – With Errors........................................................................................................................................................... 198 Working Errors from the Lab Errors by Client View ................................................................................................................... 202 Linking Lab Errors to a Client in Mass ....................................................................................................................................... 202

ORAL HEALTH CARE PROVIDERS ........................................................................................................................................... 205


Opening Existing Clients to your Agency .................................................................................................................................................... 205 Re-Opening Existing Clients to your Agency .............................................................................................................................................. 206 Opening Existing Clients to your Service Category .................................................................................................................................... 208 Re-Opening Existing Clients to Your Service Category ............................................................................................................................. 210


Oral Health Care Summary ......................................................................................................................................................... 214 Episode of Care ............................................................................................................................................................................................... 214 Oral Health Care Provider Service Documentation .................................................................................................................................... 216

Other Activity .............................................................................................................................................................................. 217 Appointments .................................................................................................................................................................................................. 217 Hospitalization ................................................................................................................................................................................................. 218 Letter ................................................................................................................................................................................................................. 220

DISCHARGING A CLIENT .................................................................................................................................................................. 221 Client Service Category Profile Record ....................................................................................................................................... 221 Client Service Profile ................................................................................................................................................................... 223

FOOD BANK PROVIDERS ............................................................................................................................................................. 226




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Food Bank Summary ................................................................................................................................................................... 235 Service Provided .............................................................................................................................................................................................. 235

ADDITIONAL DOCUMENTATION ....................................................................................................................................................... 236 Food Bank Assessments ............................................................................................................................................................... 237 Referrals ...................................................................................................................................................................................... 238

Adding a Referral ............................................................................................................................................................................................. 238 Appointments .................................................................................................................................................................................................. 239 Hospitalization ................................................................................................................................................................................................. 240 Letter ................................................................................................................................................................................................................. 242




OUTREACH PROVIDERS .............................................................................................................................................................. 250



ASSIGN THE OUTREACH WORKER ................................................................................................................................................... 257 Requesting Service Category Specific Eligibility Overrides ........................................................................................................ 258

SERVICE DOCUMENTATION ............................................................................................................................................................. 259 Outreach Summary ...................................................................................................................................................................... 259

Episode of Care ............................................................................................................................................................................................... 260 Progress Logs ................................................................................................................................................................................................... 261 Summary Tab ................................................................................................................................................................................................... 262 Medical Appointments Tab ............................................................................................................................................................................ 263 Goals Addressed Tab ...................................................................................................................................................................................... 264 Referrals Tab .................................................................................................................................................................................................... 264 Progress Log Save Rules ................................................................................................................................................................................. 265 Completing the Progress Log ............................................................................................................................................................................ 268

ADDITIONAL DOCUMENTATION ....................................................................................................................................................... 268 Referrals ...................................................................................................................................................................................... 269




DISCHARGING A CLIENT .................................................................................................................................................................. 276 Client Service Category Profile Record ....................................................................................................................................... 276 Client Service Profile ................................................................................................................................................................... 278 Terminate the Provider Relationship ........................................................................................................................................... 280

LEGAL SERVICE PROVIDERS .................................................................................................................................................... 282




Legal Summary ............................................................................................................................................................................ 291 Service Provided .............................................................................................................................................................................................. 291

ADDITIONAL DOCUMENTATION ....................................................................................................................................................... 292 Referrals ...................................................................................................................................................................................... 292



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MENTAL HEALTH PROVIDERS ................................................................................................................................................. 304


Opening Existing Clients to your Agency .................................................................................................................................................... 304 Re-Opening Existing Clients to your Agency .............................................................................................................................................. 305 Opening Existing Clients to your Service Category .................................................................................................................................... 307 Re-Opening Existing Clients to Your Service Category ............................................................................................................................. 309 Assign the Mental Health Counselor ............................................................................................................................................................ 311

Mental Health Summary .............................................................................................................................................................. 312 Psychosocial Evaluation ................................................................................................................................................................................. 313 Brief Psychiatric Rating Scale ......................................................................................................................................................................... 315 CES-D Assessment ......................................................................................................................................................................................... 317 Goldberg Bipolar Screening Assessment ...................................................................................................................................................... 319 Hamilton Anxiety Scale................................................................................................................................................................................... 321 Action Plan ....................................................................................................................................................................................................... 323


Progress Log ............................................................................................................................................................................... 332 Summary Tab ................................................................................................................................................................................................... 333 Medical Appointments Tab ............................................................................................................................................................................ 334 Goals Addressed Tab ...................................................................................................................................................................................... 335 Referrals Tab .................................................................................................................................................................................................... 336 Completing the Progress Log ......................................................................................................................................................................... 337

Service Provided .......................................................................................................................................................................... 338 ONGOING DOCUMENTATION ............................................................................................................................................................ 339

Referrals ...................................................................................................................................................................................... 339 Adding a Referral ............................................................................................................................................................................................. 339

Other Activity .............................................................................................................................................................................. 341 Appointments .................................................................................................................................................................................................. 341 Hospitalization ................................................................................................................................................................................................. 342 Letter ................................................................................................................................................................................................................. 343 Additional Ongoing Documentation ............................................................................................................................................................ 345

RELEASING BEHAVIORAL HEALTH DOCUMENTATION TO ANOTHER BEHAVIORAL HEALTH PROVIDER .......................................... 345 REQUIRED ACTIONS ......................................................................................................................................................................... 346

Monitoring Required Actions ....................................................................................................................................................... 346 My Tasks ............................................................................................................................................................................................................ 347 Client Profile ...................................................................................................................................................................................................... 347

DISCHARGING A CLIENT .................................................................................................................................................................. 347 Client Service Profile ................................................................................................................................................................... 348 Terminate the Provider Relationship ........................................................................................................................................... 349 Closing the Action Plan ............................................................................................................................................................... 350

SUBSTANCE ABUSE PROVIDERS ............................................................................................................................................... 352


Opening Existing Clients to your Agency .................................................................................................................................................... 352 Re-Opening Existing Clients to your Agency .............................................................................................................................................. 353 Opening Existing Clients to your Service Category .................................................................................................................................... 355 Re-Opening Existing Clients to Your Service Category ............................................................................................................................. 357 Assign the Substance Abuse Counselor ........................................................................................................................................................ 359

Substance Abuse Summary .......................................................................................................................................................... 360 Psychosocial Evaluation ................................................................................................................................................................................. 361 Brief Psychiatric Rating Scale ......................................................................................................................................................................... 363 CES-D Assessment ......................................................................................................................................................................................... 365 Goldberg Bipolar Screening Assessment ...................................................................................................................................................... 367 Hamilton Anxiety Scale................................................................................................................................................................................... 369 Action Plan ....................................................................................................................................................................................................... 371


Progress Log ............................................................................................................................................................................... 380 Summary Tab ................................................................................................................................................................................................... 381 Medical Appointments Tab ............................................................................................................................................................................ 382 Goals Addressed Tab ...................................................................................................................................................................................... 383 Referrals Tab .................................................................................................................................................................................................... 384

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Completing the Progress Log ......................................................................................................................................................................... 385 Service Provided .......................................................................................................................................................................... 386

ONGOING DOCUMENTATION ............................................................................................................................................................ 387 Referrals ...................................................................................................................................................................................... 387

Adding a Referral ............................................................................................................................................................................................. 387 Other Activity .............................................................................................................................................................................. 389

Appointments .................................................................................................................................................................................................. 389 Hospitalization ................................................................................................................................................................................................. 390 Letter ................................................................................................................................................................................................................. 391 Additional Ongoing Documentation ............................................................................................................................................................ 393

RELEASING BEHAVIORAL HEALTH DOCUMENTATION TO ANOTHER BEHAVIORAL HEALTH PROVIDER .......................................... 393 REQUIRED ACTIONS ......................................................................................................................................................................... 394

Monitoring Required Actions ....................................................................................................................................................... 394 My Tasks ............................................................................................................................................................................................................ 395 Client Profile ...................................................................................................................................................................................................... 395

DISCHARGING A CLIENT .................................................................................................................................................................. 395 Client Service Profile ................................................................................................................................................................... 396 Terminate the Provider Relationship ........................................................................................................................................... 397 Closing the Action Plan ............................................................................................................................................................... 398

IMPORTING PROVIDERS ............................................................................................................................................................. 400

IMPORTING CLIENT RECORDS .......................................................................................................................................................... 401 Creating an Input File ................................................................................................................................................................. 401 Determine the Field Names ......................................................................................................................................................... 401 Formatting Excel Spreadsheet for Input File ............................................................................................................................... 402 Import Process............................................................................................................................................................................. 403 Field Name Validation ................................................................................................................................................................. 404 Import Test and Error File .......................................................................................................................................................... 405 Final Import ................................................................................................................................................................................ 406

IMPORTING CLIENT SUB-RECORDS .................................................................................................................................................. 406 Import Process ................................................................................................................................................................................................. 407 Advanced Options........................................................................................................................................................................................... 408

IMPORTING ACTIVITY RECORDS ...................................................................................................................................................... 409 Import Process............................................................................................................................................................................. 410

Advanced Options........................................................................................................................................................................................... 411

AICP (AIDS INSURANCE CONTINUATION PROGRAM)........................................................................................................ 413

ENROLLMENT DOCUMENTATION ..................................................................................................................................................... 413 Client Profile ............................................................................................................................................................................... 413 Payment Request Documentation ................................................................................................................................................ 419

Payment Request Processing .......................................................................................................................................................................... 421 DISCHARGING A CLIENT .................................................................................................................................................................. 423

AICP Enrollment ......................................................................................................................................................................... 423 Client Service Profile ................................................................................................................................................................... 423

INVOICING ...................................................................................................................................................................................... 426

INTRODUCTION ................................................................................................................................................................................ 426 RECONCILIATION ............................................................................................................................................................................. 426 CREATING AN INVOICE .................................................................................................................................................................... 428

PROCESSING INVOICES............................................................................................................................................................... 431

PROCESSING INVOICES ..................................................................................................................................................................... 431 LINE ITEM REJECT ........................................................................................................................................................................... 431

OUTCOMES REPORTING ............................................................................................................................................................. 434

BROWARD OUTCOME REPORT ......................................................................................................................................................... 434 Creating a New Broward Outcome Report Template .................................................................................................................. 434 Editing and Running a Saved Report Template ........................................................................................................................... 436

HAB OUTCOME REPORT .................................................................................................................................................................. 438 Creating a New HAB Outcome Report Template ......................................................................................................................... 438 Editing and Running a Saved Report Template ........................................................................................................................... 440

RYAN WHITE REPORTING (RDR/RSR) ..................................................................................................................................... 442

REPORTING OVERVIEW .................................................................................................................................................................... 442 Data Entry Requirements............................................................................................................................................................. 443

All Ryan White Providers ............................................................................................................................................................................... 443 Ryan White Medical Care Providers .............................................................................................................................................................. 444

Creating a New Program Data Report Template ......................................................................................................................... 447

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Editing and Running a Saved Report Template ........................................................................................................................... 453 Running Ryan White Reports from the PDR Template ................................................................................................................. 454 RSR Error Report ........................................................................................................................................................................ 455

Error Report Key ............................................................................................................................................................................................ 455

RYAN WHITE PDR CLIENT LEVEL FILE OUTPUT ................................................................................................................ 457

CLIENT ELIGIBILITY DETERMINATION ................................................................................................................................ 462

RECORDING SERVICES ..................................................................................................................................................................... 462 CLIENT PROFILE AND RYAN WHITE ELIGIBILITY ............................................................................................................................. 462 NIGHTLY MEDICAID ENROLLMENT CHECKING ................................................................................................................................ 464 NIGHTLY SERVICE ELIGIBILITY AGENT ........................................................................................................................................... 464 NIGHTLY MOST RECENT SERVICE DATE AGENT ............................................................................................................................. 464

Chapter

1

Introduction

In 1999, the Broward County Health Care Services Division (BCHCS) purchased the

Provide®

Care Management system under the direction of the Ryan White Planning Council.

It was the software package selected to address the Plan of Care Information System (PCIS)

project requirements. In 2009, the Broward County database has been upgraded to the new

version of the software, Provide® Enterprise.

The system is being utilized to accomplish a number of goals:

Provide a care management tool to funded agencies that enables them to collect all data

and produce the Ryan White CARE Act Data Report and Client Level Data Extract.

Enable agencies to bill BCHCS electronically.

Improve the consistency and reliability of the data collected.

Reduce duplication of services to Clients.

Facilitate improved community planning with more accurate and comprehensive

information on the Clients being served and the impact of the services being delivered.

Coordinate care between provider agencies.

This User Guide is organized into sections to help you determine what data you need to enter

into Provide® Enterprise in order to meet your data collection and reporting requirements. It

also will walk you through the steps to produce your monthly invoices to BCHCS for the

services you deliver.

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Chapter

2

Navigating Provide®

Enterprise

Prior to accessing the Provide® Enterprise database for the first time, the system will need to

be installed on your computer. For Installation instructions, please see the Provide® Enterprise

Installation Guide.

Logging into Provide® Enterprise Any time you are going to log into Provide

® Enterprise, you will need to make sure that your

computer is connected to the Internet. The first time you log in, you will receive messages

that you will not see at any other time during your use of the system. These messages are

discussed in the Provide® Enterprise Installation Guide.

To launch Provide® Enterprise, you will want to double click with your mouse on the

Provide® Enterprise Client Icon that has been placed on your Desktop during

installation (similar to that in the figure below).

The Log In Screen will appear, similar to that in the figure below:

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Enter the User Name, Password, Server and Database provided to you by the GTI

Technical Support Team or your System Administrator. NOTE: After you have

logged on for the first time, the User name, Server and Database will be automatically

saved in the login dialog box. You will only need to re-enter your password.

Click on the button to log into the system.

As Provide® Enterprise

is loading you will notice a window similar to the following on your

screen:

As a security measure, Provide® Enterprise will automatically lock your account after three

consecutive failed logins. If this happens, you will need to contact your Provide® Enterprise

Administrator to reset your account.

Windows Toolbar If you do not have a Start up Action defined when you log into Provide

® Enterprise

for the

first time, all you will see is the Windows Toolbar, similar to the following. By clicking on

each of the menu choices you will have different choices for configuring, navigating or

viewing information. Some of the more important menu choices will be discussed below:

File Menu

The most common File Menu options (Change Password, Lock, Import and Exit) will be

discussed in greater detail below.

Change Password

You can change your password in Provide® Enterprise

by completing the following steps.

From your Windows menu choose “File” and then “Change Password” as shown below.

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The following window will appear:

Type your new password two times.

Next, click on the button. A message similar to the one in the figure below

will appear:

Next, click on the button. Your Provide® Enterprise software will

automatically be closed and you will need to log back in using the new password.

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Lock

If you wish to lock Provide® Enterprise

in order to prevent anyone else from accessing your

data when you are away from your computer, please follow these steps:

From your Windows menu choose “File” and then “Lock” as shown below.

You will notice that Provide® Enterprise

will immediately be minimized.

Click on the Provide® Enterprise Window on your Windows Taskbar (example shown

above) and the following window will appear:

Type in your password, and then click on the button. You will be

brought back to the same screen you were on at the time that you locked Provide®

Enterprise.

Exit

Using the File – Exit command will close Provide® Enterprise

and take you back to your

Windows Desktop.

When you click on the File – Exit command you will see the following window

appear on your screen:

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Select to exit or to continue working in Provide® Enterprise.

Find Menu

The Find Menu in Provide® Enterprise

has one action which is discussed below:

Find Client

You can bring up the Find - Client tool in Provide® Enterprise

by completing the following

steps.

From your Windows menu choose “Find” and then “Client” as the following shows.

A window similar to the one below will appear:

Type in one or more of the search fields and then click on the button. You

can enter an asterisk (*) as a wild card to do more general searches. If multiple fields

are entered, only those client records that match all of the values will be found.

After the search is completed, the Client records that match the search criteria are

listed and displayed below the search dialog in a view like the one below:

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Simply double click on the record that you wish to view in order to open the desired

Client Profile.

View Menu

The View Menu allows you to select a view of records to be displayed. Each Provide®

Enterprise customer has the ability to define their own views. Any time there is a in a

view, you can expand the sub categories that are defined as a part of that particular view.

Notice what happens in the example below when picking the “Reference” view:

The view expands to include a further break down of the Reference category.

When you click on “Codes” the view expands to include a further break down of the

“Codes” category.

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You now can see that there are three different “Codes” views to choose from.

Click on the one that you wish to display. Once the view has opened, you can

double click on any record that you wish to open.

Actions Menu

There is one available action here that is used to register a new client in Provide® Enterprise.

Register Client

In order to register a client in Provide® Enterprise go to the Windows Toolbar, select

“Actions” and then “Register Client”.

If your current user profile does not allow you to register clients, you will get the

following error:

If your current user profile does allow you to register clients, a window similar to the one

below will appear on your screen:

NOTE: This screen will be discussed in more detail later in this guide.

Tools Menu

From the Tools Menu, you can set user preferences or refresh design elements.

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Preferences

Provide® Enterprise allows for a variety of user preferences to be set. These preferences

include the following:

Default User Profile

Date Format

User Language

Default Diagnosis, Facility, and Provider

Common CPT and ICD-9 Codes

Opening the User Preferences Dialog

To open the User Preferences Dialog box in Provide® Enterprise, follow the steps below:

From the Windows Toolbar (in the figure below), select “Tools” and then

“Preferences”.

This will activate the User Preferences Dialog seen in the figure below:

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The User Preferences Dialog Box consists of four different tabs, which will be

discussed below.

General Tab

The General Tab of the User Preferences consists of the most basic preferences you can define

in Provide® Enterprise.

Security

The “Auto Logout Time (min)” field allows you to automatically lock Provide® Enterprise

after a specified period of inactivity. Simply set this to the desired number of minutes.

Current Profile

The Current Profile box allows you to select and/or change the User Profile that you wish to

enter and/or view information from. This will not be used in Broward County.

Current Reporting Scope

The Current Reporting Scope reflects the User Profiles that your System Administrator has

defined for you. This will not be used in Broward County.

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View Effective Date

The View Effective Date preference allows you to select how you want to view client

information – Current records or records as of a particular date range in the past.

To change the View Effective Date, follow these steps:

Click on the next to the View Effective Date field. Your two choices can be seen

in the following figure.

If you select “Past”, an additional field (seen in the figure below) will appear to allow

you to select the date that you wish to view information from.

Simply click on the appropriate date in the calendar. To scroll between months, click

on the or buttons.

Date Format

The Date Format user preference allows you to select the format of all date fields within the

Provide® Enterprise system.

To change your default Date Format, simply follow these steps:

Single click in the radio button ( ) next to the format that you wish to use.

A Sample of the selected date format will be shown in the Sample Date section.

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User Language

The User Language preference allows you to select what language should be used within the


To change your default User Language, follow these steps:

Click on the next to the User Language Field.

Single click on the language you wish to be the default. Your choice will then be

displayed in this field. Changing the User Language (such as from English to

Spanish) can change Field descriptions throughout the Client Profile and Activity

records to the Spanish equivalents based on Field Prompts set up in the Data

Dictionary by your System Administrator.

Defaults Tab

The Defaults Tab of the User Preferences allows you to define some of the values that will

default in various activity records throughout Provide® Enterprise. You can define a default

Diagnosis, Facility, Provider, Superbill and Appointment Length. These default values are

then used to populate fields on Activity records you create. For example, if you set the default

Appointment Length to 15 minutes, every time you create an Appointment the end time will

default to15 minutes after the start time.

Common Tab

The Common Tab of the User Preferences allows you to define some of the values that will

default in various activity records throughout the system. You can define a common list of

Diagnosis, Procedures, Providers, Drugs and Tests.

Other Tab

The Other Tab of the User Preferences allows you to define some additional values that will

be assigned to your preferences throughout Provide® Enterprise.

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Supervisor: This field allows you to define your Supervisor from the Provider’s List.

Administrative Support: This field allows you to define your Administrative

Support person from the Provider’s list.

Show/Hide Soft Deletes: This field allows you to specify whether or not you want to

see deleted records when reviewing a Client Chart.

Startup Action: This field allows you to define what happens automatically when

you launch the Provide® Enterprise Client. The options are “Find Client”, Action

“Register Client” or even open a view each time that you start up Provide® Enterprise.

Defining a Startup Action

To define a Startup Action, follow the steps below:

Click on the button in the upper right hand corner (seen circled in the figure below)

of the Startup Action box.

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A window similar to the following will appear:

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Scroll up and down the list as necessary and click on an Action or a View that you

wish to have opened each time you launch Provide® Enterprise. A black check mark

will appear next to your selection. Click on the “OK” button and the next time you

launch the system the setting will be applied.

NOTE: You can click on the button to expand your list of Views or Actions.

Refresh

Provide® Enterprise allows you to refresh certain design elements without having to log out of

the application.

If the System Administrator has made changes to your Data Dictionary, Keywords, Program

Profiles, Reports or available Views while you have been logged into Provide® Enterprise,

you can update them instantly by clicking on the Tools - Refresh menu and selecting one of

the options from the list.

After you have made a selection you will see the icon while the design element is

updating. Each time you log into Provide® Enterprise

these design elements are

automatically updated for you.

Reports Menu

From the Reports Menu you can either run a report or manage your report objects. Each of

these items is discussed below.

Run

Using the “Run” selection will allow you to run any “Stand Alone” reports that have been

added to your system. To do this, follow these steps:

Select the Reports - Run menu as shown below:

If you have reports that are available to be run as a “Stand Alone” report, they will be

displayed in a dialog box similar the one shown below:

- 25 -

Simply click on the Report name and then click on the button to run

the report.

Windows Menu

Clicking on the Windows Menu will present a few different options for you.

Layout Selection

The “Layout Selection” choice of the Windows Menu, will allow you to select how you

wish to view the open windows on your screen.

Cascading Windows

If you select “Cascade” from the Layout Selection menu, all of the windows you have

open in Provide® Enterprise will be opened, one on top of each other, and you will be

able to see the title of each open window at the top of that window. This can be seen in

the figure below:

Switching between windows is as simple as clicking on the window you want to

view.

Vertically Tiling Windows

If you select “Tile Vertical” from the Layout Selection menu, all of the windows you

have open in Provide® Enterprise will appear on your screen in a vertical tiled pattern,

similar to that in the figure below:

- 26 -


view.

Horizontally Tiling Windows

If you select “Tile Horizontal” from the Layout Selection menu, all of the windows you

have open in Provide® Enterprise will appear on your screen in a horizontal tiled pattern,

similar to that in the following figure.


view.

Viewing Open Windows

The final choice under the Windows Menu is a numbered list of all windows that are

open in Provide® Enterprise.

The window with the check mark by it is the active window.

- 27 -

You can select any of the numbered window choices to move to a different window.

Help Menu

From the Help Menu you can find more information regarding the Provide® Enterprise

version on your machine.

Clicking on “Help” and then “About” will bring up the following Window:

NOTE: You can see the current version of the Provide® Enterprise that is installed on your

machine.

Fields

There are several different types of fields used within the Provide® Enterprise system. They

will each be described briefly below.

- 28 -

When a field is editable, the text is bold. When not editable it is grayed out. It may be grayed

out because you are not in edit mode or because your System Administrator has locked the

field.

Picklist

For fields that contain a downward arrow like this , click on the arrow to display the

list of preset values from which to choose. You can also type the first letter of a value

if known and it will jump to the first keyword that starts with that value. Typing the

same letter again will scroll you to the next value that starts with that letter. For

example in a State field, typing “w” will bring up “WA”, typing a “w” a second time

will bring up “WI” and typing “w” a third time will bring up “WV”.

Multi-value field

There are some fields similar to the one shown below that allow multiple values to be

selected. To check an item on the list, click on the item’s name and a check mark will

appear to the left of the name. To remove a check mark, click on the name again.

Required Fields

A red asterisk (*) next to any field signifies that the field is required by Provide®

Enterprise in order to save the document. Some required fields already have a default

value while others are blank by default.

- 29 -

Date Fields

When you see a date field in Provide® Enterprise you can accept the default value, hit

the delete or backspace key to remove the current date and type in a different date, or

click on the button which will bring up a calendar window shown below.

Click on the day you wish to select. To move backward or forward a month at a

time, use the appropriate button.

You can also change the month by clicking on the name of the current month. This

will bring up a list of months. Simply select the month that you wish to navigate to.

You can change the year that is shown by clicking in the year (on the calendar) and

using the up and down arrows (circled in the following figure) to change the year.

Radio Button

An example of a radio button ( ) is shown below:

A radio button will allow you to select one or more choices. Simply click on the radio

button ( ) that corresponds to the choice or choices you wish to select.

Check Box

Some fields in the system have check box fields. To check an item, click on the box to

select it.

- 30 -

Field Dialog Control Button

Some fields have lists from which to choose a value. Most of these fields will have a

button to click that will activate the list. To select an item in the list, click on the item

name. To deselect an item, click on the item name again. Provider fields, Diagnosis fields,

Procedure fields, Drug name fields and Test name fields are examples where Field Dialog

Control Buttons are used. In some cases you are able to select only a single value and in

others you are able to select multiple values. Both types will be discussed below.

Provider Field Single Value

There are many fields within Provide® Enterprise where you can select a Facility,

Individual, Medical Group, Service Organization, Service Program or manually enter a

value. You will be able to view your available provider options when you click on the

button as the following shows.

Provider Type: The choices available for this field are set by your System Administrator in

the data dictionary field properties of Provide® Enterprise. Generally you will have the

ability to choose from a Facility, Individual, Medical Group, Service Organization or

Service Program. Both the “Provider Type” and the “Select” group that is chosen will

limit your choices in the “Provider Name” view.

Select: By default this field is set to Common and will display a list of common providers that

you have defined in your user preferences. If you have not defined any common

providers, the “Provider Name” view will be blank. You may also choose to change this

setting to “All” to display all providers that have been defined in Provide® Enterprise.

List of Items (Provider Name): This view will be limited by both the “Provider Type” and

the “Select” group that is chosen.

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Manual Entry: This field is used to manually enter a provider that you do not have defined in

any of your lists. If this is a provider that will be used more than once you should notify

your Provide® Enterprise Administrator so they can add the provider to your list of values.

Search: You may manually type a provider name such as “Smith” in the search

field and then click on the button. All of the provider names with the

first name or last name of “Smith” will appear. When searching for a word or

phrase you can use an asterisk (*) as a wild card. If used at the end of the string like

smith*, it will find all values that start with “smith”. If used at the front like *smith, it

will find all entries that contain “smith” anywhere in the string. You can also use a

wild card in the middle like s*h to pull values like “smith” or “seth”. You can also

search the entire database or just the subset of displayed results.

Clear Results: You can use this button to clear your search results.

Cancel: You can use this button to cancel out of the provider selection screen.

NOTE: Once you have the provider name in the “List of Items” you can select your provider

by double clicking on the provider name, by clicking on the provider name once with your

mouse and pressing the “Enter” key on your keyboard or by clicking on the provider name

once with your mouse and then clicking on the button.

You can also manually type in the provider name in the “Manual Entry” field shown below

and either press the “Enter” key on your keyboard, or click on the button.

You will then see the provider you have chosen in the provider field as in the example below:

Provider Field Multi-value

There are places within Provide® Enterprise where you can select more than one Facility,

Individual, Medical Group, Service Organization, and Service Program or manually enter

a value. You will be able to view your available provider options when you click on the

button as the following shows.

- 32 -

Provider Type: The choices available for this field are set by your System Administrator in

the data dictionary field properties of Provide® Enterprise. Generally you will have the

ability to choose from a Facility, Individual, Medical Group, Service Organization or

Service Program. Both the “Provider Type” and the “Select” group that is chosen will

limit your choices in the “Provider Name” view.

Select: By default this field is set to Common and will display a list of common providers that

you have defined in your user preferences. If you have not defined any, the “Provider

Name” view will be blank. You may also choose to change this setting to “All” to display

all providers that have been defined in Provide® Enterprise.

View By: In looking at the “View By” field above you will see that it is sorting the providers

by Name. You could also choose to view providers by “Role” such as Nurse or Social

Worker.

List of Items (Provider Name): This view will be limited by both the “Provider Type” and

the “Select” group that is chosen.

Manual Entry: This field is used to manually enter a provider that you do not have defined

in any of your lists. If this is a provider that will be used more than once, you should notify

your Provide® Enterprise Administrator so they can add the provider to your list of values.

Search: You may manually type a provider name such as “Smith” in the search

field and then click on the button. All of the provider names with the

first name or last name of “Smith” will appear. When searching for a word or

phrase you can use an asterisk (*) as a wild card. If used at the end of the string like

smith*, it will find all values that start with “smith”. If used at the front like *smith, it

will find all entries that contain “smith” anywhere in the string. You can also use a

- 33 -

wild card in the middle like s*h to pull values like “smith” or “seth”. You can also

search the entire database or just the subset of displayed results.

Clear Results: You can use this button to clear your search results.

Cancel: You can use this button to cancel out of the provider selection screen.

Add Button: Whether adding just one provider or adding multiple providers to your Selected

Items list you need to place a check mark to the left of their name as shown in the figure

below.

Diagnosis Field Single Value

There are several places within Provide® Enterprise where you can select a diagnosis. You

will be able to view your available diagnosis options when you click on the button as

shown below:

- 34 -

Select Menu: By default this field is set to your “Common” values. You can also

choose to see “All” DSM-IV Axis I, II or III diagnosis types. The “Search”,

“Clear Results”, “OK” and “Cancel” buttons work the same way as described in

the “Provider Field Single Value” except there is no option for manual entry.

Diagnosis Field Multi-value

There are places within Provide® Enterprise where you can select more than one diagnosis

record. You will be able to view your available diagnosis options when you click on the

button as shown below:

- 35 -


choose to see “All” diagnosis types. The “Search”, “Clear Results”, “OK”,

“Cancel”, “Remove” and “Remove All” buttons work the same way as described

in the “Provider Field Multi-value” except there is no option for manual entry.

Procedure Field Single Value

There are fields within Provide® Enterprise where you can select a diagnosis. You will be

able to view your available diagnosis options when you click on the button as the

following shows.

- 36 -


choose to see “All” procedure types. The “Search”, “Clear Results”, “OK” and

“Cancel” buttons work the same way as described in the “Provider Field Single

Value” except there is no option for manual entry.

Procedure Field Multi-value

There are places within Provide® Enterprise where you can select more than one procedure.

You will be able to view your available provider options when you click on the button

as shown below:

- 37 -


choose to see “All” procedure types. The “Search”, “Clear Results”, “OK”,

“Cancel”, “Remove” and “Remove All” buttons work the same way as described

in the “Provider Field Multi-value” except there is no option for manual entry.

Drug Field Single Value

There are fields within Provide® Enterprise where you can select a drug name. You will be

able to view your available drug names when you click on the button as shown below:

- 38 -


choose to see “All” drug types. The “Search”, “Clear Results”, “OK” and

“Cancel” buttons work the same way as described in the “Provider Field Single

Value” except there is no option for manual entry.

Drug Field Multi-value

There are places within Provide® Enterprise where you can select more than one drug name.

You will be able to view your available provider options when you click on the button

as shown below:

- 39 -


choose to see “All” drug names. The “Search”, “Clear Results”, “OK”, “Cancel”,

“Remove” and “Remove All” buttons work the same way as described in the

“Provider Field Multi-value” except there is no option for manual entry.

Choose Type: This Field allows you to sort drugs by Brand Name, by Drug

Name, Brand Name By Therapeutic Class or Drug Name By Therapeutic Class.

Test Field Single Value

There are fields within Provide® Enterprise where you can select a test name. You will be

able to view your test names when you click on the button as shown below:

Select Menu: By default this field is set to your “Common” values.

- 40 -

Test Field Multi-value

There are places within Provide® Enterprise where you can select more than one test name.

You will be able to view available provider options when you click on the button as

shown below:


choose to see “All” test names. The “Search”, “Clear Results”, “OK”, “Cancel”,

“Remove” and “Remove All” buttons work the same way as described in the

“Provider Field Multi-value” except there is no option for manual entry.

Button Bar

There are many places in Provide® Enterprise where you will notice a series of buttons

arranged at the top of records and views. Below is an example of a button bar from the Client

Profile record:

The kinds of buttons will vary from record to record. Some of the more common buttons are

described in detail below.

Print

The button will allow you to print data from the open record to a Crystal Report

template. The output can be set to either display on screen in order to review before

printing or it can be automatically sent to the user’s default printer.

Edit

The button places the record you are viewing into “edit mode”. Once in “edit mode”

you will be able to change field values and select items from drop down lists.

- 41 -

Action

The button allows you to select from a list of available actions. These actions

differ depending on what you are doing in the Client file. To see each available action click

on the and a list of actions will be displayed.

Create

Clicking on the button will show you a pull down list of all Activity Record

types you are able to create.

Document History

Every time changes are saved to a record in Provide® Enterprise, an updated version of

the record is created. The buttons allow you to view previous versions of the

record you have open in order to see what the record looked like at a particular point in time.

You can either pick a date from the drop down list or move backwards one change at a time

by clicking the “left arrow”.

When viewing a previous version of the record you will notice that “Historic View as of

…” will be displayed at the top of the record.

Fields that are highlighted in yellow are fields that are different from the most recent

version of the record. You are not allowed to edit a Historic View of the record. To edit

the record after referencing a Historic View you will need to switch to the Current view

as shown below:

- 42 -

Delete

Provide® Enterprise allows you to delete any Client Sub-Records and Activity Records. Only

the creator of the original document or their supervisor can delete the document. When a

document is deleted it is not truly deleted from the database. It will remain a permanent part

of the client record, but will be “marked” as deleted (similar to putting a line through an

incorrect entry in a paper record) and thus, will not be counted in reports. To delete a record,

follow these steps:

Open the Record in question.

On the Action Bar, you will see the button. Clicking on this button will

activate the following dialog box:

Select the reason you are deleting the chart note and then click on the

button. You will be backed out of the note.

Any time the record is opened in the future, you will see a message similar to that in

the following figure at the top of the record:

- 43 -

Un-Delete

Once a record has been marked as deleted, you have the ability to “un-delete” the record

within Provide® Enterprise. Only the creators of the record, their supervisor or System

Administrator can “un-delete” a record. To “Un-Delete” a record, follow the steps below:

Navigate to the particular record in question and open the record. Because the record

has been marked as deleted, you will see the button.

Click on this button to “Un-Delete” the record. The deletion information will be

removed, the record will be re-saved and you will be closed out of the record. You

will notice after refreshing your screen that the Delete flag has now disappeared from

the database views for this document.

Saving Record Changes

The button closes the current record you are viewing.

If you have changed fields, you will usually be asked if you want to save the changes

you have made as shown below.

If you have made changes that you want to save, be sure to select “Yes”.

You could also click on the button to see a list of all the changes that

were made while you were in the record. A sample of what you might see is

displayed below:

- 44 -

You can choose to save all of the changes that you made or you can delete changes

that you do not want by clicking on them individually and hitting the delete key on

your keyboard. If you double click on the change you will be taken to the Sub-tab that

contains the field that you modified. You can also select “Cancel” to return to the

document or “No” when prompted to save your changes, and the record you were in

will close.

Sometimes when you click on the button to save your changes you will see a

box that looks like this:

This can happen because the Provide®

Enterprise system does not “lock” records when

they are opened by users, so two or more users could be editing the same record at the

same time. Here is a scenario where this may occur. First, we assume that two users

open the same Client Profile at the same time. One person may make changes to the

“Ethnicity” and “Race - Primary Identified” fields in the Client Profile as shown in the

example above, and that person saves their changes. A second user may change the

“Ethnicity” field and “Citizenship” field, when the second user closes the Client

Profile they see the following message:

If they click on the button, they would see a screen similar to the one

below:

- 45 -

The following rules apply to the “Details” display when two users make changes to the same

record:

The first user to save their changes will have the changes applied without any warning

message.

The second user to save their changes will see the warning “Note: Changes were applied

to this document since you opened it. Do You Want To Save Changes?”

If both users make changes to the same field, the second user will only see the original

value of the field and the changes that they made. The “Changed By” box will be blank.

If only the first user changed a field (See “Race - Primary Identified”), the second user

will see both the original value and the new value of that field. The “Changed By” box

will show the name of the user who made the change.

The second user will always see every field they changed and the original value. The

“Changed By” box will be blank.

Any change that is deleted from the “Details” display will result in the original value that

is shown in the “Old Value” field being saved.

If the second user accepts all of the changes and clicks on the “Yes” button, they will

update every field they changed and all unique changes that the first user made.

If the second user selects “No” when prompted “Do You Want To Save Changes?”, only

the first user’s changes will remain.

You can choose to save all of the changes that you or the other person made by clicking on the

button, or you can delete changes that you do not want by clicking on them

individually and hitting the delete key on your keyboard. If you double click on the change,

you will be taken to the Sub-tab that contains the field that you modified. You can also select

“Cancel” to return to the document or “No” when prompted to save your changes and the

record you were in will close.

NOTE: You might also see the “Changes were applied to this document since you opened it”

if you make changes to the Client Profile and then edit the Current address record. This

happens because whenever you save changes to the “Current Address” record the Provide®

Enterprise program automatically updates the fields in the Client Profile then as well. This is

accomplished by saving a new version of the Client Profile with the same values as entered on

the Current Address record.

Save and Create Another

The Button is available in many of the Activity Records within Provide®

Enterprise. When you see this button, you can use it to close and save the current document

you are in and open a blank record of the same type.

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Chapter

3

Central Intake Procedures

The following procedures should be followed by Central Intake to document new client

registration, certification, eligibility verification, and recertification.

New Client Registration

The following procedures should be followed at the time a new client is to be entered in the


Registration Verification

Prior to entering the client in the Provide® Enterprise database, you should check to make sure

that the client has not previously been entered in the database. To verify that the client has not

already been registered, follow the steps below.

Find Client

The “Find Client” function will search the entire database to see if the client has previously

been entered in the system and, therefore, has received Ryan White Part A services in the

Broward County community in the past. To do this, follow the steps below:

Select the “Find Client” screen in the menu bar.

This will activate the “Search” criteria screen, seen in the figure below:

- 47 -

Fill out the search criteria as appropriate and click on the button to

complete the search. NOTE: You may not want to enter full SSN or names in the

appropriate fields, due to possibility of prior data entry errors.

You can enter an asterisk (*) as a wild card to do more general searches.

After the search is completed, the Client records that match the search criteria are

listed and displayed below the search dialog in a view like the one below:

Simply double click on the record that you wish to view in order to open the desired

Client Profile.

If, after reviewing the Client Profile, you determine that it is not the client that is

present at your agency to receive services, you can move onto the next steps and

actually Register the client in the system.

If you come to the conclusion that the existing Client Profile is that of the client that is

listed, follow the steps listed below under “Opening an existing client to your

Agency”.

New Client Registration

If, after searching the database, you determine that the client is NOT in the Broward County

database, you will want to Register the client in the system. To do that, follow the steps

below:

From the Menu Bar, select “ActionsRegister Client”.

The “Register Client” screen, similar to that in the figure below will appear.

- 48 -

Fill out the fields as appropriate. NOTE: The URN is automatically calculated based

on the First and Last Name, Date of Birth, and Gender of the client you are registering

in the system.

The “Agency Assigned Client ID” should reflect the ID number that is used at your

agency to identify clients. NOTE: You should always prepend your agency identifier

with the abbreviation of your agency (i.e. BH, SBHD, NBHD, MDEI, etc.). If your

agency is one of the medical providers that uses the URN as your agency identifier,

you can click on the button to the right of this field to compute the ID number. In

addition, if your agency uses a formula to assign ID number to your clients, GTI can

build the formula into this button (as long as the fields used to compute your ID

number are in the Register Client screen). Contact the Provide® Help Desk for more

information.

Once all appropriate fields have been entered, click on the button on

the button bar.

At this time, the system will start the Duplicate Check process to see if this client may

already be in the database.

If there is already a client in the system with the same Social Security Number,

Agency Assigned Client ID, or URN, a message similar to the following will appear

and your registration will be cancelled.

When this occurs, you should follow the steps under “Registration Verification”

(earlier in this chapter) to find the Client Profile. Once you have found the existing

profile, you can follow the section entitled “Opening an Existing Client to your

Agency” later in this guide to open the client to your agency.

- 49 -

If the system believes (based on the name, date of birth, gender or address) that this

client is possibly already in the system, a dialog box similar to the following will

appear:

If you are sure that the client you are registering is NOT one of the clients shown in the

duplicate check window, you can click on the button to proceed with the

registration.

If you believe that one of the clients listed in the duplicate check window IS the client you

are trying to register, simply place a checkmark next to the client that is a duplicate and

click on the button to go to that Client Profile rather than registering a

duplicate client.

If you continue with the registration, a new Client Profile will appear.

Schedule Intake Appointment

Once the client has been registered in the system, you should schedule the Client for a formal

intake process if the Client is not currently sitting in front of an Intake worker. Create an

Appointment record to document where, when and with whom the Intake will be completed.

Adding a new appointment record can be done by following the steps below:

From within the Client Profile, select the button and select

“Appointment” to open an appointment record similar to that in the figure below:

- 50 -

Fill out the fields as appropriate:

o Agency: Your agency name will default in this field.

o Status: Select the status of this appointment.

o Type: Select the type of appointment by clicking on the button to the right

of the field.

o Appointment Location Type: Select whether this appointment will occur at

the client’s home or at a provider location.

o Provider: This field will only show if “Appointment Location Type” is set to

“Provider”. Select the organization, facility or individual provider that will

host the appointment.

o Street Address Line 1/Line 2/City/State: These fields will only show if

“Appointment Location Type” is set to “Provider”. If the organization, facility

or individual provider have an address listed in the Provide® Enterprise

directories, these fields will be automatically populated.

o Client Home Phone: Automatically filled in based on the Client Profile.

o Appointment With: Enter the provider who the appointment is

scheduled/was made with.

o Funding source of appointment: Select the funding source that paid for this

medical encounter. Note: This field will only show if the Appointment Type

is “Medical Care”.

o Appointment Notes: Enter any additional comments or notes related to this

appointment.

After filling out the record, click on the button. You will be prompted to save

your changes. Click on the button to save your changes and

Client Profile Completion

To ensure that all sections of the Client Profile are reviewed, it is important to start a “Client

Review” of the profile. When the client shows up for their Intake Appointment, you will need

- 51 -

to complete the Client Profile. NOTE: There are a number of fields in the Client Profile that

are NOT required to save the document; however, they are required to determine eligibility

and bill for the client. Because of this, the “Check for Completeness” function, which will be

described later in this guide, was created.

Start a Client Profile Review

To start a Review, follow the steps below:

On the Client Profile Button Bar, select [Client Profile Button BarActionStart

Client Review].

The screen will refresh and a button will appear on each section of the profile, similar

to that in the figure below:

Review each tab and sub-tab of the Client Profile, filling out all applicable

information. The sections of the Client Profile will be discussed in the next section of

this guide. After reviewing each section and updating the appropriate information,

verify that a complete review of the section has been completed by clicking the

button. [Click Button

Click When Section Reviewed].

Completing the Client Profile

This section of the guide will review all of the sections of the client profile.

Profile Section - General Sub-Tab

The General Tab of the profile collects basic information related to who the client is.

- 52 -


Name Last, Name First, Name Middle: Enter the client’s Last Name, First Name

and Middle Initial.

AKA: Enter any alias that the client may go by.

Gender: Select the client’s gender.

SSN: Enter the Social Security Number of the client if it is available.

Birth Date: Enter the client’s date of birth.

URN: The client’s URN (Unique Record Number) will automatically be computed

based on their Name, Date of Birth and Gender.

Death Date: This is filled in only upon the death of the client.

Comments: Enter any comments in this field.

Client Service Profile Sub-Record

When the Client Profile is created a Client Service Profile record is automatically created for

your agency. Fields within the Client Service Profile allow you to track information specific

to your agency, including the client’s status at your agency, initial intake and referral

information.

To update the Client Service Profile, follow the steps below:

Locate the Client Service Profile for your agency in the view window, seen circled in

the figure below:

- 53 -

Double click on the Client Service Profile for your agency to open the record.

Click the button to bring the document into edit mode.

The Client Service Profile contains the Client’s status to your agency, as well as the Client

Identification Number used to identify the client at your specific agency.

If you did not enter the Agency Assigned Client ID at the time you registered the client, you

can enter it at this time.

Each change to Status is stored as a separate change on the Change History Tab of the

Client Service Profile, making tracking a client’s movement through a program much

easier.

Each change is stored as a separate record that can be opened by double clicking on

the desired line in the history window.

One advantage of this is that you can “Delete” one of these records (as long as it is not

the most recent record of that type) if a Status change was made in error.

Profile Section - Address Sub-Tab

The Address tab collects information related to the client’s current address.

- 54 -

Fill out fields as appropriate:

Date Effective: Provide® Enterprise asks the effective date of the address because it

will automatically generate an Address record (any time the address information is

edited and the profile is saved) to allow tracking of address history over time.

Housing Type: Select the type of housing related to this address.

Street Address 1 and 2: Enter the client’s street address. Line 2 is meant to track the

apartment number if needed. NOTE: Address one is highlighted in blue. If you click

on this highlighted field, the system will bring up Google Maps for this address.

[Click Field PromptStreet Address 1].

County/City/State/Zip Code: Enter the county, city, state and zip code related to this

address.

Commission District: Enter the client’s commission district. NOTE: Commission

District is highlighted in blue. If you do not know the client’s district, you can click

on this highlighted field and the system will open the Broward County Commission

web site to help you to determine the district.

[Click Field PromptCommission District].

Email Address: Enter the client’s email address.

Comments: Enter any other miscellaneous comments related to this address.

Profile Section - Mail Sub-Tab

The mail tab collects the client’s current mailing address information.


OK to Send Mail?: Select whether or not the client agrees to have mail sent to them.

NOTE: If you’re running mailing labels out of Provide® Enterprise and this field is set to

“No”, the client will not have a mailing label printed. In addition, if you select “Yes” in

this field and do not enter a Mailing Address, a blank label will be printed for the client.

Mailing Address Line 1/2/3/4: The mailing address fields should contain the address

that the client wants mail sent to. These fields should look exactly how you want them

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formatted in a mailing label. (For example, Line 1 should contain the Client Name).

If the client’s mailing address is the same as their street address, you can click on the

blue highlighted field, Mailing Address Line 1 to copy the Street Address into the

appropriate Mailing Address fields. [Click Field PromptMailing Address Line

1].

Profile Section - Phone Sub-Tab

On the Phone tab, you can enter contact phone numbers for the client.


Home Phone: Enter the client’s home phone number.

Home Phone Message Type: Enter what type of phone message can be left for the

client at this number.

Office Phone: Enter the client’s office phone number.

Office Phone Message Type: Enter what type of phone message can be left for the


Other Phone: Enter any other phone number for the client.

Other Phone Message Type: Enter what type of phone message can be left for the


Profile Section - Alert Sub-Tab

The Alert section of the client file is used to ensure any staff dealing with the client will

receive any vital information immediately upon opening the client file.

Client Profile Complete?: This field will be automatically computed, based on

whether or not all fields necessary for billing and reporting to BCHCS.

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Pop-up Alert Message: Information you place in the Pop-up Alert Message field

will appear in a dialog box that will pop-up as the client file is opened.

Client Required Tasks: Any Required Actions that are applicable for the client will

show in this section of the profile.

Profile Section - Special Populations Sub-Tab

The Special Populations Section of the Client Profile contains fields necessary for reporting

specifics related to the special populations served in the Broward County EMA.


Commercial Sex Worker – Status: Select whether or not the client has a history of

working as a Commercial Sex Worker.

Commercial Sex Worker - Date Last Worked: This question will only appear if you

selected “Current” or “Past” for the field above. Enter the Date the client last worked

as a Commercial Sex Worker.

Crack Cocaine Use – Status: Select whether or not the client has a history of using Crack

Cocaine.

Crack Cocaine User - Date Last Used: This question will only appear if you selected

“Current” or “Past” for the field above. Enter the Date the client last used Crack

Cocaine.

Injection Drug Use – Status: Select whether or not the client has a history of using

Injection Drugs.

Injection Drug Use - Date Last Used: This question will only appear if you selected

“Current” or “Past” for the field above. Enter the Date the client last used Injection

Drugs.

Incarceration History – Status: Select whether or not the client has a history of

Incarceration.

Incarceration History - Date Last Released: This question will only appear if you

selected “Current” or “Past” for the field above. Enter the Date the client was last

incarcerated.

Haitian?: Select whether or not the client identifies as Haitian.

Moved to Broward from Haiti due to earthquake? Select whether or not the client

moved to Broward County due to the 2009 Haiti earthquake.

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Demographics Section

The Demographic Section is where key demographic data related to the client’s race, ethnicity

and marital status is collected.


Citizenship: Select the citizenship of the client.

Country of Origin: Select the client’s country of origin.

Races – All Identified With: Select all races that the client identifies with.

Ethnicity: Select the ethnicity of the client (either Hispanic or Non-Hispanic).

Sexual Orientation: Enter the client’s sexual orientation.

Marital Status: Select the client’s marital status.

Primary Language: Select the client’s primary language.

Veteran? Select whether or not the client is a veteran.

Client Literacy: Document the literacy level of the client.

Comments: Enter any comments related to the demographics of your client in this

field.

Contacts Section

The Contacts Section of the client file is where all pertinent information about a client’s

personal contacts, such as family, friends and emergency contacts is maintained. This

information is collected in the Contact Sub-Record.

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The fields on this tab are as follows:

Household Member Definition: Clicking on this field will bring up a dialog box

similar to that in the figure below, providing you with the Ryan White Household

Member definition. Clicking on the button will close the definition.

Total Household Size: Clicking on this field will calculate the total household size

from any contact sub-records entered in the client file.

Creating a New Contact Record

For each household member and emergency contact, a Contact Sub-Record should be created.

To create a new Contact sub-record, follow these steps:

From within the Contacts tab of the Client Profile, click the button on

the action bar.

This will activate a blank Contact record (similar to the one seen below):

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The Contact Record consists of three different tabs. Click on the appropriate tab to

enter data on that tab.

Complete the appropriate fields.

Main Tab

Contact Status: When entering a new household member or emergency contact, the

status should be set to “Active”. Later, if this person moves out of the household or is

no longer the client’s emergency contact, the status can be set to “Inactive”.

First Name/Last Name: Enter the First and Last names of the emergency contact or

household member.

Relationship to Client: Select this person’s relationship to the client.

Okay to Contact?: Select whether or not the client gives permission to contact this

person.

Contact Method: Enter what method of contact should be used when contacting this

person.

Emergency Contact: Select whether or not this person should be listed as an

emergency contact.

Contact Comments: Enter any comments related to this household

member/emergency contact in this field.

Household Tab

Household Member Definition: Clicking on this field will bring up a dialog box

similar to that in the figure below, providing you with the Ryan White Household

Member definition. Clicking on the button will close the definition.

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Household Member?: Select whether or not this person is a member of the client’s

household.

The following fields will only show if the “Household Member” field is set to “Yes”.

Date of Birth: Enter the household members date of birth.

Gender: Select the gender of this household member.

Race – All Self Identified: Select all races that the household member identifies

with.

Ethnicity: Enter the household member’s ethnicity.

Monthly Income: This field will only show if the above field is set to “Yes”. Enter

the household member’s monthly income. If they do not have any income, simply

enter 0.

Social Security Number: Enter the Social Security Number.

Citizenship: Select the citizenship of this household member.

Marital Status: Select the marital status of this individual.

Attends School?: Document whether or not this person attends school.

Last Grade Completed: Select the last grade that this person completed.

Buys and eats food with you? Select whether or not this individual buys and/or eats

food with the client.

Address Tab

Enter the address and phone information for this contact person, if appropriate.

After all appropriate fields have been completed, select the button to save the

information and return to the client file.

NOTE: If you need to edit the Contact record in the future, navigate to the Contacts Section

of the Client Profile. In the Contact Records view window, double click on the record to edit

with your mouse. Once the record is open you can do such things as view, edit or delete the

record.

Providers Section

The Providers section of the client file is where you can identify various individuals,

organizations and facilities involved with the client’s care. You can associate an unlimited

number of providers to a client file.

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Creating Provider Relationship Records

To create a Provider Relationship record, follow these steps:

From within the Providers tab of the Client Profile, click the button on the

action bar.

This will activate a blank Provider Relationship record, similar to the one seen below:

Enter the appropriate information in the record.

o Provider Name: Select the name of the individual, organization or facility

that you wish to associate with this client. To enter the name, click on the

button to activate the Provider Selection Dialog. For information on how to

use this dialog box, see Chapter 2 of this Guide. NOTE: Once this record has

been saved, clicking on the Blue Highlighted Provider Name field will bring

you to the details related to this provider (such as phone number, email

address, etc.)

o Provider Relationship: Enter the relationship of this individual to your

client. To do this, click on the button to activate the picklist appropriate to

the type of provider you are entering.

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o Provider Relationship Start Date/End Date: Enter the date this provider

started working with the client. The End Date will remain blank while the

provider is actively working with the client.

Once you have finished, select the button to save the Provider Relationship

document.

The new Provider Relationship document will now appear in the Client Provider

Relationship Records view window.

NOTE: If you need to edit the Provider Relationship record in the future, navigate to the

Providers Section of the Client Profile. In the Client Provider Relationship Records view

window, double click on the record to edit with your mouse. Once the record is open you can

do such things as view, edit or delete the record.

Finances Section - Employment Sub-Tab

The Employment Sub-Tab of the client file is where all information relating to current and

past employment is maintained.

Provide® Enterprise allows you to track any changes the client might have in employment. In

addition, you can track detailed information about each employment using documentation

created as a separate Sub-Record.

Fill out the client’s current employment status. Any comments related to the client’s

employment status can be entered in the “Comments” section.

If the client is employed, document the employment in the Employment Sub-Record.

NOTE: You can NOT document employment income unless you complete an

Employment Sub-Record.

Creating New Employment Records

To create a new Employment Sub-Record, follow these procedures:

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On the Action Bar select the button to activate a blank Employment Record

similar to the one following.

Fill out fields as appropriate:

o Employment Status: Select whether this is a current or past employer.

o Date Started/Ended: Enter the date the client started working at this job. If

the status is set to “Past”, you can enter the End Date in this field.

o Employer Name: Enter the name of the employer.

o Monthly Gross Amount: Enter the monthly income for the client from this

employer.

o Employer Address/Phone/Title/Job Description: Enter more detailed

information in these fields if appropriate.

Once you have finished, select the button to save the Employment sub-

record.

NOTE: If you need to edit the Employment sub-record in the future, navigate to the Income

Section and Employment Sub-Tab of the Client Profile. In the Client Employment Records

view window, double click on the record to edit with your mouse. Once the record is open you

can do such things as view, edit or delete the record.

Finances Section - Income Sub-Tab

Information on any income the client may have is maintained in the Income section of the

client file, as the following figure shows.

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Provide® Enterprise will automatically generate an Income History record (any time the

income information is edited and the profile is saved) to allow tracking of income history over

time.

Enter income amounts in the appropriate fields, paying special attention to the fields that are

highlighted in blue:

Earned Income: Clicking the blue highlighted field will copy the monthly income

from previously entered Employment records into this field. NOTE: You cannot

enter anything in this field unless you first enter the Employment record.

Other Client Income: Clicking the blue highlighted field will open a dialog box

providing the definition of what should be counted in the “Other Client Income”

bucket. This will look similar to that in the following figure:

Clicking the button will close the dialog box and bring you back to the

Client Profile.

Other Household Income Definition: Clicking the blue highlighted field will

open a dialog box providing the definition of what should be counted in the “Other

Household Income” bucket.

Clicking the button will close the dialog box and bring you back to the

Client Profile.

Other Household Income: Clicking the blue highlighted field will total income

from all household member records and populate this field.

Income Verification in Chart?: Select whether or not you have documentation

of the client’s income in your paper chart.

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Income Verification Source: This field will appear only if the above field is set

to “Yes”. Select the source of income verification that you have on file for the

client.

Finances Section - Income Totals Sub-Tab

This tab will show the household monthly income total and poverty level.

Household Monthly Income: Clicking the blue highlighted field will calculate the

Household Monthly Income and Household Poverty Level based on the Income

amounts entered on the Income Sub-Tab and the Household Size entered on the

Contacts Section.

Did You Confirm Client Has Zero Income?: This field will only show if the

Household Monthly Income field is blank or set to 0. If the client has no source(s) of

income and you have verified such, set this field to “Yes”.

Comments: Enter any comments related to the client/household income here.

Insurance Section - Public Health Coverage

The Insurance section of the client file is where you track the client’s insurance status, as well

as detailed information about any private insurance or public benefits the client may have.

Checking Medicaid Enrollment

When you reach the Insurance tab of the Client Profile select the Check Medicaid Enrollment

Action. To do this, follow the steps below.

Within the Client Profile, select the Action Button and pick “Check Medicaid

Enrollment”.

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[Client Profile Button BarActionCheck Medicaid Enrollment]

If the Medicaid check completed successfully, you will get a message similar to that

below:

Simply click to continue. This function will issue a HIPAA 270

Eligibility transaction to the Florida Medicaid system to determine the Client’s

Medicaid (and if known Medicare) status.

The Medicare and Medicaid data fields will be filled in based on the response received

from Medicaid.

Complete the Section

The Public Health Coverage Sub-Tab collects information regarding the client’s enrollment in

specific public health insurance programs.

Fill out the rest of the fields as appropriate:

Medicare Coverage?: Select whether or not the client has Medicare coverage.

Medicare Type: Select what type of Medicare the client is enrolled in (only shows if

“Medicare Coverage” is set to “Yes”).

Medicare Member ID: Select what type of Medicare the client is enrolled in (only

shows if “Medicare Coverage” is set to “Yes”).

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Medicare Part D Coverage?: Select whether or not the client has Medicare Part D.

Medicaid Coverage? This field is automatically set when Medicaid Enrollment is

verified by Central Eligibility.

PAC Waiver Enrolled?: Select whether or not the client is enrolled in the Project

AIDS Care Waiver program.

KidsCare Coverage?: Select whether or not the client has KidsCare coverage.

VA Medical Services Coverage?: Select whether or not the client is covered under

the VA Medical Services program.

TRICARE (CHAMPUS) Coverage?: Select whether or not the client has Tricare or

CHAMPUS Coverage.

NOTE: Additional fields will appear for you to enter more detail related to the

insurance and/or benefit coverage if you select “Yes” for any of the above fields.

Insurance Section - Private Health Coverage Sub-Tab

The Private Health Coverage Sub-Tab collects detailed information related to a client’s private

health care insurance coverage.


Private Insurance Coverage?: Select whether or not the client has private insurance.

Private Prescription Coverage?: Select whether or not the client has private

prescription insurance.

A number of additional fields will appear if the above field is set to “Yes”. Four of these

fields are instrumental in determining eligibility. These are outlined below:

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Ambulatory Benefits: If this field is set to "Yes", the client will no longer be eligible

for "Ambulatory Outpatient Medical Care" services.

Mental Health Benefits: If this field is set to "Yes", the client will no longer be

eligible for "Mental Health" services.

Substance Abuse Benefits: If this field is set to "Yes", the client will no longer be

eligible for "Substance Abuse" services.

Private Prescription Coverage: If this field is set to "Yes", the Client will no longer

be eligible for Medications

Insurance Section – AICP Sub-Tab

The AICP Sub-Tab collects detailed information related to a client’s enrollment in AIDS

Insurance Continuation programs.


FL AIDS Insurance Continuation Program: Select the status of the client’s

enrollment in the FL AIDS Insurance Continuation Program.

Insurance Section – Private Dental Coverage Sub-Tab

The Private Dental Coverage Sub-Tab collects detailed information related to a client’s private

dental insurance coverage.


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Dental Insurance Coverage: Select whether or not the client has private dental

insurance. If this field is set to "Yes" the Client will no longer be eligible for any Oral

Health Care services.

NOTE: Additional fields will appear for you to enter more detail related to the dental

insurance coverage if you select “Yes” for the field above.

Insurance Section – Comments Sub-Tab

The Comments Sub-Tab collects allows you to enter any needed comments regarding the

client’s insurance information.

Simply enter any comments in the “Comments” field.

Benefits Section

The Benefits Section collects information regarding some of the other public benefit programs

that the client may be involved with.


Food Stamps: Select whether or not the client is receiving food stamps. NOTE: If

you select “No” to this field, another field “Reason Not on Food Stamps” will appear.

If you select “Yes” to this field, two fields will appear: “Food Stamps Recertification

Date” and “Food Stamps Monthly Amount”.

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AIDS Insurance Continuation Program: Select whether or not the client is being

served by the AIDS Insurance Continuation Program.

AIDS Drug Assistance Program: Select whether or not the client is being served by

the state AIDS Drug Assistance Program. Please note: when a client is added to the

ADAP Wait list, change this field to have a status of “Wait List”.

FL State HOPWA Program: Select whether or not the client is receiving services

from the state HOPWA program.

Women, Infants, and Children (WIC): Select whether or not the client receives

services from the WIC program.

Targeted Outreach for Women & Children (TOPWA): Select whether or not the

client receives services from the TOPWA program.

Children’s Medical Services (CMS): Select whether or not the client is involved

with the CMS program.

Comments: Enter any comments related to the client’s benefit program enrollments.

Prescription Assistance Program Enrollment

Within the Benefits section of the Client Profile, providers can document the client’s

enrollment in Manufacturer sponsored Prescription Assistance Programs (PAP). To do this,

follow the steps below:

Click the button. The Prescription Assistance Program

Enrollment form, similar to that in the figure below will open:


o Status: Select the client’s enrollment status in this program.

o Pharmaceutical Company: Click the button to select the program that

the client is enrolled in. This will populate the Pharmaceutical Company,

Program Name, and Enrolled Drug field.

o Date Applied/Date Enrolled: Enter these dates as appropriate.

o Date Next Review: Enter the date that the client will need to submit a re-

application or application update. You will receive notification prior to this

date to follow up with the client.

o Date Terminated: This field will only show if the “Enrollment Status” is set

to “Terminated”.

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Complete all appropriate fields and the click on the button to save your

changes and back out of the record.

NOTE: A separate PAP Enrollment record must be documented for each medication the

client receives from a Prescription Assistance Program.

APA (AIDS Pharmaceutical Assistance) Program Status

Within the Benefits section of the Client Profile, providers can document the various stages of

a client’s enrollment in the APA program. To document these, follow the steps below:

Click the button. The APA Status form, similar to that in

the figure below will open:



o Program Name: Automatically defaults to the Florida ADAP Program.

o Date Effective: This should reflect the date that this particular status is

effective (not necessarily when the client’s enrollment is effective).



NOTE: A separate record for each part of the application and enrollment process

needs to created. (So, for example, a client will have an APA Program Status record

when first placed on the Wait List, then one when Enrolled in the program,

Terminated, etc.)

Health Section

The Health section of the client file is used to maintain medical information related the client’s

HIV Status and primary care provider.

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Fill out the fields in this section as appropriate:

Primary Care Facility: Select the facility where the client receives primary care by

clicking the button, which will activate the Facility selection dialog. For

instructions on using this dialog box, see Chapter 2 of this Guide.

Current Disease Stage: Select the client’s current HIV Disease stage. NOTE:

Based on the disease stage chosen here, additional fields will appear within this

section of the profile.

Risk Factor(s): Select the risk factors that apply for this client.

Antiretroviral Therapy: Select what type of antiretroviral therapy the client has

been prescribed.

Date Antiretroviral Therapy Started: This field will be hidden only if the above

field is set to “None” or “Unknown”. Enter the date the client was prescribed

antiretroviral therapy.

Reason not on HAART: This field will be hidden if the “Antiretroviral Therapy”

field above is set to “HAART”. Enter the reason the client is not currently on

HAART.

Date HIV Diagnosed/Date AIDS Diagnosed: These fields will be hidden based on

the “Current HIV Status” listed above. Enter the Date of the HIV Diagnosis and, if

applicable, AIDS Diagnosis.

Comments: Enter any comments related to the client’s health status in this field.

RWA Eligibility Section

The RWA Eligibility Section of the Client Profile contains information regarding the client’s

eligibility for Ryan White Part A services provided by Broward County Part A funded

providers.

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This section will always show the most recent eligibility check that has been

performed in the client file. The “Client Eligibility History” window contains records

of each of the eligibility scans that have been performed in the client’s file.

Information in this section is automatically computed when an agency sets the client’s

eligibility based on the Broward County Ryan White Part A eligibility criteria.

Setting eligibility will be discussed later in this Chapter.

Checking for Completeness

At any time when you are working in the Client Profile, you can scan to see if all fields

necessary for invoicing and reporting have been completed. NOTE: If the Client Profile is

NOT complete, you will be unable to set the client’s eligibility level.

To perform a completeness check, follow the steps below:

From within the Client Profile, click on the Actions button and select “Check for

Completeness”.

The system will review your Client Profile and check to see if all fields necessary for

invoicing and/or reporting have been completed. If you have not filled out all required

fields, a dialog box similar to that in the figure below will appear:

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This dialog shows you the Section of the profile as well as the specific field(s) in that

section that need to be completed. To return to the profile to fill out the missing fields,

simply click the button.

If all required data is complete in the profile, you will see a message similar to that in

the figure below:

Simply click the button to return to the profile.

Remember, you can run the Check for Completeness at any time to verify that all

documentation is complete.

End a Client Profile Review

After reviewing all tabs and sub-tabs of the Client Profile, you can document that the

Review of the profile has been completed. To do this, select the End Client Review

Action. [Client Profile Button BarActionEnd Client Review].

NOTE: You will not be able to Complete the Review until all sections of the profile

have been reviewed. If you do not see “End Client Review” as an option under the

Actions button, one of the tabs or sub-tabs of the Client Profile was not marked as

reviewed. Simply review each tab and sub-tab of the Client Profile to find the “Click

When Section Reviewed” button on the tab or sub-tab that was not marked as

reviewed.

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After selecting “End Client Review”, a form, similar to that in the figure below will

appear:

Change the “Review Started Date” and enter any comments related to the Review of

the Profile under “Review Comments”.

Mark the Review as Complete. [Click Button Complete Review]. A dialog box

similar to that in the figure below will appear:

Enter the date the Client Profile Review was completed and click the

button.

The Review will be Completed and Saved and you will be returned to the Client

Profile.

Completing Ryan White Certification

Provide® Enterprise has a form for Central Intake to use to capture all of the supporting

documentation associated with the Certification/Recertification process. To document this,


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Click on the button and select “Ryan White Certification”. A form

similar to that in the figure below will open. NOTE: You can also access this via the

“Intake Summary” discussed later in this chapter.

Fill in the fields and then scan in the required supporting documentation for each tab.

o Income Doc.: Select the type of Income Documentation being supplied and

then scan in the supporting documentation.

o Residency Doc.: Select the type of Residency verification and scan in the

supporting documentation.

o HIV Doc.: Select the type of HIV Verification being provided by the client

and then scan in the supporting documentation.

o Consents: Select whether or not the client has signed PCIS Consent forms

and then scan in these forms.

o Miscellaneous: Scan in any additional documents.

Scanning Documents

To scan supporting documentation into Provide Enterprise, follow the steps below:

From within the appropriate section of the Ryan White Certification, select the

button, circled in the figure below:

Depending on the type of scanner attached to your computer, you will see a message

pop up on your screen telling you that the scanning is being completed.

Once the scan has completed, the scanned document will appear on your screen:

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If you wish to edit the document or work with it in any way, simply double click

on the document in the window. A separate window will open on the right side of

your screen similar to that in the figure below.

Clicking the buttons circled in red in the above image will allow you to print,

rotate, re-size and edit the image.

Using Previously Scanned Documents

Each time a document is scanned into a record in Provide® Enterprise and the record is

completed, the document is actually stripped out of the record it was scanned into and saved as

a separate “Scan” record. This allows the system to pull records into future records of the

same type using the “Get Client Data” button.

Within the Certification (and in most records where scanned documents are attached)

you will see a “Get Client Data” button, similar to that in the figure below. Clicking

this button will look to see if the client has had similar documents previously scanned

into the database.

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If the client had previously had a document of that type scanned into the system, you

will see a message similar to that in the figure below:

Clicking on the highlighted “Is existing proof document(s) sufficient?” will open the

previously scanned document for review. If you believe that the previously scanned

document meets all guidelines and rules established by the grantee, then you can

answer “Yes” to the “Is existing proof document(s) sufficient?” question. If you do

not believe that the document is sufficient, you will be able to select “No” for this

field.

The record will then change and allow you to scan in a new document, following the

steps listed above under “Scanning Documents”.

Completing the Certification

Once you have finished documenting all information and scanning the supporting records into

the system, you want to mark the certification as Completed.

This is an important step, because until the Ryan White Certification is marked Complete, the

client file will ONLY be able to be accessed by Centralized Eligibility provider agency. Other

Ryan White Part A Network providers will NOT be able to view or work with this client

record until it has been marked as Complete.

Once the record is marked complete, you will not be able to edit or update the record.

NOTE: You can save the record as is at any point, by clicking the button sand

saying “Yes” to the “Do you want to Save Changes” message. You can view saved Ryan

White Certifications via the “Intake Summary” discussed later in this chapter.

To mark the Ryan White Certification as complete, simply follow the steps below:

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Click the button.

If you have not yet scanned in the appropriate documentation, you will see a message


This will occur for each of the “sections” of the Ryan White Certification if they have

not had supporting documentation attached.

Scan and attach all required documentation and you will then be able to complete the

record.

If you have already scanned in and attached all appropriate documentation, you will

see a message similar to the one below appear:

Select to save the status change and close the record.

Setting Client Eligibility

Provide® Enterprise allows users to determine client eligibility for Part A services directly

within the software system. NOTE: The current/most recent eligibility will always show on

the Eligibility section of the Client Profile.

See Appendix B for detailed documentation on the rules associated with the computation of

the Ryan White Part A eligibility.

To Set Eligibility, follow the steps below:

From within the Client Profile, click on the Actions button and select “Set Ryan White

Eligibility”.

If you have not yet completed all required fields for reporting/invoicing, the following

message will appear:

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Simply click on the button to return to the Client Profile. If you are unsure

of which fields are not yet completed, complete a “Check for Completeness”,

discussed above.

If the profile is complete, you will get a dialog box similar to that in the figure below:

Enter the Date eligibility is being set and then click on the button.

After the eligibility check has completed, you will see all of the fields of the Eligibility

Section of the Client Profile will be filled out (see screen shot below).

In the view window at the bottom of the screen, you will see the Eligibility determination

record is saved. To review the record, simply double click on it.

Requesting Service Category Specific Eligibility Overrides

Provide® Enterprise allows users to request overrides for client eligibility for Part A services

directly within the software system. NOTE: Only Broward County staff will be able to

approve these requests.

To request an Eligibility Override, follow the steps below:

From within the Client Profile, click on the button and select “Eligibility

Override”.

The form, similar to that in the figure below will open:

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o Status: This will be set to “Pending” initially and will change once you mark

the override as “Complete”.

o Eligibility Setting: Select whether the client should be eligible or not eligible

for the service category.

o Service Category: Select the Service Category that the override is valid for.

o Date Start/Date End: Enter the start and end date that this override is valid

for.

o Override Request Reason: Document the reasoning behind this particular

override.

o Support Doc Attachment Type: Select whether the backup documentation

you are using is an image file or a different file type.

o Images/Files: Attach appropriate backup documentation here.

Once all fields have been completed, you can submit this override. Please note: the

override will not take effect (meaning that it will not affect billing) until it has been

approved by the county.

To submit the override, simply click on the button. The override “status”

will change and the document will be saved.

Printing an Eligibility Summary for the Client

Once eligibility for Ryan White Services has been determined, a summary of the client’s

current eligibility can be printed and provided to the client. The client can take this summary

with them as certification of their eligibility on that date. NOTE: Provider agencies are

responsible for verifying the client’s current eligibility within the Provide® Enterprise system.

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To print an Eligibility summary, follow these steps:

From within the Client Profile, click the “Print” button and select “Ryan White Eligibility

Summary” choice.

The print out, similar to that in the figure below, will open.

Click the button to send the document to a printer.

Recertification of Existing Clients

The following procedures should be followed at the time an existing client needs to be re-

certified for Ryan White Services. The directions for completing each of these steps can be

found earlier in this section. This is simply an outline of the procedures.

Find Client

Schedule Re-Certification Appointment

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Client Profile Completion

Start a Client Profile Review

Completing the Client Profile

Checking for Completeness

Ending a Client Review

Completing Ryan White Certification

Scanning Documents

Completing the Certification

Setting Ryan White Eligibility

Print Ryan White Eligibility Summary

Intake Summary The “Intake Summary” is a form containing many of the most commonly used documents for

Centralized Intake and Eligibility Determination staff, including the services provided to a

client by CIED staff.

To get to the Intake Summary, follow the steps below:

Navigate to the Client Profile. Once in the Profile, select the “View” button and then

choose “Intake Summary”.

A form similar to that in the figure below will open:

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The Intake Summary contains four tabs of information, described below:

o Certifications: All Ryan White Certifications for this client will be listed in

this window. New Certifications can be created from this tab.

o Contacts and Services: This tab holds information regarding services

provided to the client, including Progress Logs and Services Provided records.

Progress Logs and Services Provided can be created from this tab. NOTE:

Progress Logs are used in invoicing Broward County for services provided to

individual clients. Service Provided records are used for documenting ONLY

non-client specific encounters and are documented against an “anonymous”

client. NOTE: These will be discussed in the “Service Documentation”

section of this Chapter.

o Referrals: Referrals made on behalf of the client can be seen on this tab and

also can be created from here.

o Other Activity: On this tab, you will see any Medical appointments for a

client, as well as Hospitalization history and Letters written on behalf of or to

the client. All three of these Activity types can also be created from this tab.

Certifications Tab

The Certifications Tab of the “Intake Summary” shows all Ryan White Certifications

associated with this client.

New Ryan White Certifications can be created by clicking the

button circled in the figure above.

Referrals Tab

The Referrals Tab of the “Intake Summary” shows referrals made on behalf of the client to

both Ryan White Part A providers as well as to other agencies within the community

The “Referrals” Tab looks similar to that in the figure below:

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The Referral record allows you to document specifics regarding referrals made on behalf of

the client. To create, follow the steps below:

Click on the button to activate the referral record seen in the figure

below:


o Agency: This field will be automatically filled out based on your agency.

o Referral Status: This field defaults to “Open” meaning that the referral has

been made, but the disposition of the referral is still unknown.

o Referring Person: This field will default to your name.

o Referral Date: Enter the Date the referral was made.

o Referral Type: Select whether the referral was an Internal (referral made to

another Ryan White Part A provider) or an External (made to a provider that is

not a Ryan White Part A provider).

o Referred To: Select the agency the referral was made to by clicking on the

button. NOTE: The picklist of agencies will be different based on the

“Referral Type” selected. For “Internal” referrals, you will get a list of only

Ryan White Part A providers, while for “External” referrals, you will get a list

of non-funded providers.

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o Referred for Service Type: Select the type of service being requested by

making this referral by clicking on the button.

o Referred for Service Description: Enter any description of why the referral

is being made in this field.

o Date Check Back: Enter a date to receive a reminder to follow up on this

referral.

o Referred to Assignee: If the organization the referral is being made to is in

the Ryan White Part A network and a specific individual has been selected to

receive referrals, their name will appear here.

o Disposition: This field is meant to be filled out when the referral is closed and

the status of the client’s receipt of services is determined.

o Disposition Comments: Enter any comments related to the status of the

referral in this field.

After filling out the record, click on the button. You will be prompted

to save your changes. Click on the button to save your changes and

return to the View Case Management Activity form.

Other Activity

The Other Activity Tab of the “Intake Summary” contains other information regarding the

client’s condition, including Hospitalizations, Letters and Appointments. These are not

required documentation for CIED staff, but may be helpful as needed. The “Other Activity”

Tab can be seen in the figure below:

Hospitalization

The hospitalization of a client can have an impact on their functioning and provides an

important intervention point for the Medical Case Manager. Additionally, it can provide

specific outcome related information to funders and can have an impact on the client’s

eligibility for specific services. To document that a client has been hospitalized, follow the

steps below:

Click on the button to activate the Hospitalization record seen

below:

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o Status: Select whether the client was Admitted or was Discharged from the

hospital.

o Admission Type: Select the Type of admission this hospitalization was.

o Stay Type: Select the type of condition this hospitalization was related

to.

o Facility: Enter the facility the client was hospitalized in.

o Date Admitted: Enter the date the client was admitted to the

hospitalization.

o Notes Admission: Enter any notes related to the admission.

o Date Discharged: This field will only appear if the “Status” is set to

“Discharged”. Enter the date the client was discharged from the hospital.

o Discharge Reason: This field will only appear if the “Status” is set to

“Discharged”. Enter the reason the client was discharged from the

hospital.

o Actual Length of Stay: This field will only appear if the “Status” is set

to “Discharged” and will automatically be computed based on the Date

Admitted and Date Discharged.

o Notes Discharge: This field will only appear if the “Status” is set to

“Discharged”. Enter any notes related to the client’s discharge from the

hospital.

o Date Notified of Admission: Enter the date you were notified of the

admission to the hospital.

o Length of Stay Authorized: Enter the length of stay authorized by the

insurer, if applicable.

o Admission ID: If applicable, enter the identification number related to

this hospitalization.

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Letter

Provide® Enterprise allows you to document letters written to or on behalf of a client. To

document a letter, follow the steps below:

Click on the button to activate the Letter record seen below:



o Get Provider Address: If you are writing this letter to a provider, you

can click on this button to bring up the Provider selection dialog

(discussed in Chapter 2 of this Guide). Simply select the provider you are

writing the letter to and the system will automatically fill out the Address

and Salutation fields.

o Subject: The subject of the letter will not be printed, but will help you

find the letter in the future.

o Date: Enter the date you are writing this letter.

o Address: If writing the letter to the client and a Mailing Address is listed

in the Client Profile, the address will be filled in for you. If you used the

“Get Provider Address” button, the providers address will be listed.

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o Salutation: This field will automatically be filled out based on who the

letter is to.

o Body: Enter the text of the letter in this field. You can also select

“sample text” or pre-defined letters by clicking on the

button. A window of the pre-defined letters will appear and you will be

able to select the letter that you wish to write.

o Closing: This field will automatically be set to “Sincerely”, but can be

changed if appropriate.

o Sender Name: This field will automatically default to your name, but can

be changed if appropriate.

o Postscript: The postscript is a paragraph, phrase, etc., added to a letter

that has already been concluded and signed by the writer.

To print this letter, simply click on the button. The letter print out will

open on your screen to be printed.




ACCESS Application Provide

® Enterprise collects all informant necessary to complete the Florida ACCESS

(Automated Community Connection to Economic Self-Sufficiency application for Medicaid,

Cash Benefits and/or Food Stamps. If applicable, you can create the “ACCESS Application”

within Provide® Enterprise and print it out to send to the Florida Department of Children and

Families for processing. To create an ACCESS Application, follow the steps below:

From within the Client Profile, click on the button and select “Access

Application”. The ACCESS application, similar to that in the figure below will open:

- 90 -

The ACCESS Application consists of eight (8) tabs of information, all necessary to

complete and submit an ACCESS Application to the Florida Department of Children

and Families. These tabs include:

Administration

Overview

Food Stamp

Household

Household – Continued

Assets

Income

Expenses

Fill out the fields as appropriate. Once you have completed filling out the application and

are ready to send it to the Florida Department of Children and Families, you can mark

the application as “submitted”.

To do this, simply click on the button. A dialog box similar to that in the

figure below will appear:

Enter the date the application was submitted to the Florida Department of Children and

Families and then click the button to continue.

The status of the application will be changed and you will return to the application.

You can print a hard copy of the application by clicking the button. The PDF file,

similar to that below, will open. You can answer any additional questions in the

application that were not documented within Provide® Enterprise.

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NOTE: Once you have saved an ACCESS Application for a client, any time you create

another application, the most recent ACCESS Application will open and will look

similar to that below:

Clicking the “Re-Apply” button (circled in the figure above) will copy all of the fields

from the existing application into a new ACCESS Application. An fields can be

completed at that time.

NOTE: You can save the record as is at any point, by clicking the button sand

saying “Yes” to the “Do you want to Save Changes” message. You can view saved

ACCESS Applications via the “View Application History” button in the Client

Profile.

Service Documentation

Documentation of CIED services is important to ensure all client needs are being address and

is required in order to bill Broward County for services provided to clients.

Progress Log

CIED providers must create a separate Progress Log for every encounter or contact with or on

behalf of a Client during a given day. Be sure to note the exact amount of time (number of

minutes) that was spent with or on behalf of the Client during this encounter as well as

the type of contact that was made. These Progress Log records will later be used to

report the amount of time spent by providers in different Contact Types as well as serve

- 92 -

as source records to help determine the amount of billable activity that was performed.

To create a Progress Log, follow the steps below to first navigate to the Intake Summary

and then add a Progress Log.

To navigate to the Intake Summary, follow the steps below:

Navigate to the Client Profile. Once in the profile, select the “View” button and then


The Intake Summary form will open.

Select the Contacts & Services Tab, seen in the figure below:

Click on the button. The Progress Log record, similar to that in the

figure below will open:

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Summary Tab

The Summary Tab of the Progress Log contains the specific details about the Case

Management encounter.



o Status: The status of the Progress Log will default to “In Progress” while you

are working on it. NOTE: It is important to mark the Progress Log as

“Complete” when you are done with it. “In Progress” Progress Logs will not

be counted in reports or billing. Once a Progress Log has been marked as

“Complete”, you will no longer be able to edit the note.

o Provider: This field will default to your name.

o Date: Enter the date of the encounter.

o Start Time: Enter the start time of the Encounter.

o Minutes: Enter the number of minutes of this encounter.

o Contact Category: This will default to be “Centralized Intake and

Eligibility Determination”.

o CIED Type: Select the type of encounter.

o Full Description: Enter detailed information to describe the encounter.

Medical Appointments Tab

This tab is not utilized by the CIED program.

Goals Addressed Tab

This tab is not utilized by the CIED program.

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Referrals Tab

The Referrals Tab of the Progress Log allows you to document referrals made on behalf of the

client during this encounter to the Progress Log. To create a Referral from within the Progress

Log, follow the steps below:


below:




















referral.

- 95 -











Completing the Progress Log

After completely filling out the Progress Log, it is important to mark the Progress Log as

Complete. Progress Logs that are not marked as Complete will not appear in invoicing or

reporting. Once a Progress Log has been marked as Complete, you will no longer be able to

edit that Progress Log. To mark a Progress Log as Complete, follow the steps below:

Click on the button.

You will be prompted to Save your changes and will be returned to the View Case

Management Activity window.

Service Provided

Service Provided records are used to document services that are not associated with clients.

These records will always be documented against a “dummy” client file. Contact your

supervisor if you need to document these types of services for direction on which client to use.



The Intake Summary form will open.


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Click on the button. The Service Provided record, similar

to that in the figure below will open:


o Agency: This field will default to your agency.

o Status: This field defaults to “Completed”. NOTE: Services Provided

records will not be counted in reports or invoicing unless they are

“Completed”. Once a Services Provided is marked as Completed, you will not

be able to edit the Services Provided.

o Provider: This field will default to be your name.

o Service Date: Enter the date the bus pass was provided to the client.

o Service Category: Select CIED and then select the specific service being

documented. This will also populate the “Service Provided” field.

o Units of Service: This number will automatically default to “1”. Change as

needed.

o Units of Measure: This field will automatically be populated.

o Unit Cost of Service: This field will automatically be populated.

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o Total Cost of Service: This field will automatically be populated.

o Comments: Enter any comments related to the provision of this service to the

client.

Click on the button to document the completion of this Service Provided.

You will be prompted to Save your changes and will be returned to the View Intake

Activity window.

Discharging a Client

A client should be discharged for a number of reasons based on Broward County Standards of

Care, including the client moving outside of the service territory, death and the client’s self

decision. When a client needs to be discharged from your agency there are several tasks that

need to be performed. These are outlined below.

Client Service Category Profile Record

When a client is no longer going to be served by your service category at your agency,

you must close the client’s Client Service Category Profile record. NOTE: If the client

is going to be discharged from your agency as a whole, you must also follow the steps

under “Client Service Profile” below.

To do this, follow the steps below:

First, Navigate into the Client Profile (via “Find – Client” or one of the “Views”

of Client information.

In the Profile Section – General Sub-Tab, location the “Client Service Profiles”

view (circled in the figure below.)

Double click on the “Client Service Profile” for your agency. It will open on

your screen and will look similar to that in the figure below.

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Double click on the Client Service Category Profile Record for your Service

Category. It will open on your screen and will look similar to that in the figure

below.

Click the button to bring the record into edit mode.

Next, click the button. A dialog box, similar to that in the figure

below will open on your screen:


o Status: Select the status to change the client to.

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o Reason for change: Click on the button to the right of the field ( ) to

activate the picklist and select the appropriate value.

o Date change effective: Enter the date that this change should be effective

from.

Once done, click on the button to save your changes.

Next, click the button to save your changes and back out of the record.

Click the button again to back out of the Client Service Profile.

Client Service Profile

Documenting that a client is being discharged from your agency as whole is done via the

Client Service Profile. NOTE: This should only be done when you are discharging the client

from all services at your agency.

This can be done by following the steps below:

Navigate to the Profile Section – General Sub-Tab of the Client Profile, seen in the

figure below:

Double click on the Client Service for your agency. The Client Service Profile

will open and will look similar to that in the figure below:

- 100 -

Click on the button. The Client Service Profile will be brought into Edit

mode.

Click on the button to activate the Status Change dialog box,


Complete all fields as appropriate:

o Status: Select “Closed” as the status.

o Reason for change: Select the reason the client is being discharged from

your agency.

o Date change effective: Enter the date the client is being discharged from

your agency.

Click on the button to save your changes. You will be returned to

the Client Service Profile.

After verifying the status change, click on the button. You will be

prompted to save your changes. Click on the button to save your

changes and return to the Client Profile.

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- 102 -

Chapter

4

Medical Case Management

Providers

This chapter outlines the tasks that need to be completed by Medical Case Management

Providers in Provide® Enterprise to meet all billing and reporting requirements. Over time, the

data elements outlined in this Chapter must also be kept current as things change for the client.

Intake and Assessment Documentation

At the time of Intake, and as required based on standards of care, there are a number of records

that must be entered into Provide®

Enterprise in order to meet all billing and invoicing

Requirements.

Client Profile

Within the Client Profile, it is important to keep all information updated as the client’s life

situation changes.

Opening Existing Clients to your Agency

If the client had previously been registered in Provide® Enterprise and served by another

agency, you will need to create a Client Service Profile to document that the Client is

now being served by your agency.






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If you do not see your agency listed, click the

button to open the Client Service Profile, seen below.

Complete the “Agency Assigned Client ID (if necessary). Make sure to append

your agencies abbreviation to the beginning of the Agency Assigned Client ID

number to help various agencies identify their own clients.

Once done, click on the button to save your changes and back out of the

record.

Re-Opening Existing Clients to your Agency

If the client had previously been registered in Provide® Enterprise and served (and

closed) by your agency, you will need to re-open the Client Service Profile to indicate

that the client has been re-opened to your agency.




- 104 -

Double click on the Client Service for your agency. The Client Service Profile will

open and will look similar to that in the figure below:


mode, similar to that in the figure below:




- 105 -

o Status: Select “Open” as the status.

o Reason for change: Select the reason the client is being re-opened to

your agency.

o Date change effective: Enter the date the client is being re-opened to

your agency.






Opening Existing Clients to your Service Category

If the client had previously been registered in Provide®

Enterprise and served by another

agency or by other programs at your agency, you will need to create a Client Service

Category Profile to document that the Client is now being served by your agency and

service category. NOTE: If the client has previously been served by your Service

Category, follow the steps below under “Re-Opening Existing Clients to Your Service

Category”.






If you do not see your agency listed, follow the steps in the previous section to

“Open Existing Clients to your Agency”.



- 106 -

Click the button to open a Cleint Service

Category Profile record, similar to that in the figure below:


o Service Category: Select the category of service that you wish to open

the client to.

o Client ID: If your program uses a client ID number, enter this hear.

o Status Effective/Status Reason: These will automatically be computed.

o Client Service Category Profile History Records: This window will

track each change to the Service Profile History Status records over time.

This will automatically occur when changes are made to these records.

- 107 -


record. Click the button again to back out of the Client Service Profile.

Re-Opening Existing Clients to Your Service Category


Enterprise and served by your

agency and service category, you will need to re-open the client to your service category

(if they are closed). Please note that if the client was closed to your agency, you will

need to re-open the client to your agency as well. See the steps above under “Re-

Opening a Client to Your Agency.”








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below. (NOTE: If you do not see a Client Service Category Profile Record for

your service category, follow the steps earlier in the chapter under “Opening

Existing Clients to your Service Category”.









from.




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Assign the Case Manager

It is important to assign the Case Manager to the client and to keep this updated as necessary.

To Assign the Case Manager, follow the steps in Chapter 3, under “Creating Provider

Relationship Records”. The “Provider Relationship” should be set to Case Manager.

Prescription Assistance Program Enrollment

Within the Benefits section of the Client Profile, providers can document the client’s

enrollment in Manufacturer sponsored Prescription Assistance Programs (PAP). To do this,


Click the button. The Prescription Assistance Program

Enrollment form, similar to that in the figure below will open:



o Pharmaceutical Company: Click the button to select the program that

the client is enrolled in. This will populate the Pharmaceutical Company,

Program Name, and Enrolled Drug field.

o Date Applied/Date Enrolled: Enter these dates as appropriate.

o Date Next Review: Enter the date that the client will need to submit a re-

application or application update. You will receive notification prior to this

date to follow up with the client.

o Date Terminated: This field will only show if the “Enrollment Status” is set

to “Terminated”.



NOTE: A separate PAP Enrollment record must be documented for each medication the

client receives from a Prescription Assistance Program.

APA (AIDS Pharmaceutical Assistance) Program Status

Within the Benefits section of the Client Profile, providers can document the various stages of

a client’s enrollment in the APA program. To document these, follow the steps below:

Click the button. The APA Status form, similar to that in

the figure below will open:

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o Program Name: Automatically defaults to the Florida ADAP Program.

o Date Effective: This should reflect the date that this particular status is

effective (not necessarily when the client’s enrollment is effective).



NOTE: A separate record for each part of the application and enrollment process

needs to created. (So, for example, a client will have an APA Program Status record

when first placed on the Wait List, then one when Enrolled in the program,

Terminated, etc.)

Case Management Summary

Much of the data related to the client’s assessment as well as services provided to a client, can

be found within the Case Management Summary.

To get to the Case Management Summary, follow the steps below:


choose “Case Management Summary”.


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The Case Management Summary contains nine tabs of information, described below:

o Assessments: The Assessments tab contains information on the client’s

Needs Assessments and Level of Care Assessments.

o Action Plan: The Action Plan tab contains all Action Plan information.

o Contacts and Services: This tab holds information regarding services

provided to the client, including Progress Logs and Services Provided records.

Progress Logs and Services Provided can be created from this tab.

o Rides: This tab contains information related to van rides scheduled and

provided for the client.

o Procedures: This tab contains all medical and dental procedures documented

in the system by other Part A Medical or Oral Health providers.

o Medications: The Medications tab holds information on the client’s current

drug protocol as well as prescriptions the client may have had filled by other

Part A providers.

o Test Results: This tab displays all labs the client has had completed,

including CD-4 and Viral Load counts. You can also create an individual Test

Result or a Lab Panel from this tab.

o Referrals: The Referrals tab of the Case Management Summary displays any

referrals made for the client and also allows for creation of a Referral record.




Needs Assessment

The Needs Assessment allows you to track the client’s current needs and what types of

services the client is hoping to receive. In Provide®

Enterprise, the Broward County Needs

Assessment is listed as “Client Assessment”.

To create the Needs Assessment, follow these steps:

From within the Case Management Summary, select the

button.

- 112 -

The “Client Assessment” form, similar to that in the figure below, will open:

Get Client Data

Before entering any Data, click on the button to pull existing

information from the client profile. This will provide information that was already given

by the client and automatically fill out certain fields within the Client Assessment.

Medical Tab

When clicking on this tab a screen will appear similar to the one shown below:

NOTE: All fields marked with a red ( * ) are required. Fill out the fields as appropriate:

Overall Health: Fill out whether the client’s overall health is Stable to Fair

Health, Poor Health or Medical Emergencies.

Physician Treating HIV: In this field, select whether or not the client has a

physician treating their HIV.

Primary Care Physician: Select the client’s Primary Care Physician. This can

be done by clicking on the button to search for the Physician.

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HIV Care Physician: Enter who the client’s HIV Care Physician is. This can be

done by clicking on the button to search for the Physician. This may be the

same as the primary care physician.

CD4 and Viral Load in Past 6 Months: Select whether or not the client has had

both a CD4 and Viral Load test completed in the last 6 months.

CD4 Count and Viral Load Test Results

This window will show any CD4 and/or Viral Load test results that have been entered for

this client. You can also enter test results from this screen. To add a Test Result simply

click on the button. A screen will appear similar to the one shown

below:


Agency: This field will automatically be filled out the BCHCS.

Test Name: In this field simply enter the Test Name. This can be found by

clicking on the button and searching in the appropriate fields.

Test Date: Enter the date the test was completed.

Test Result Status: Enter the status of the test result. Typically this will be

“Final”.

Test Result: Enter or select the result.

Test Result Modifier: For most results, you will set this to “=”, except in the

case of HIV Viral Loads that are undetectable. In these situations, the Modifier

would be set to “<” and the “Rest Result” would be set to the lowest number of

copies used by the physician.

Test Facility: In this field enter the Test Facility where the Testing was

conducted. Simply click on the button to search for the facility.

Test Completed By: In this field enter who the Test was Completed By. Simply

click on the button to search for the person who completed the test.

Test Results Comments – In this field enter any additional comments on the Test

Results.

- 114 -

To Save the Test Result click on the button. A screen will appear asking you

if you would like to Save Your Changes. Click “Yes” here.

Taking Medication as Prescribed: In this field enter Yes, No, or No – Not

Prescribed.

Concerns About Being Prescribed HIV Medications: In this field enter if the

client has concerns about the HIV Medication. Select one of the following, No

Concerns and No Issues With Adherence, Client Self-Identifies Minor Concerns

About Taking Medications or Client Self-Identifies Major Concerns About

Taking Medications.

Current Drug Protocol

This window will show any Drug records that have been entered for this client. You can

also enter drug records from this screen.

To add a drug click on the button. A screen will appear similar to the one

shown below:


Drug Status: Enter the Drug Status either Active or Inactive.

Drug Started: In this field enter the date when the drug was started.

Drug Name: Enter the name of the drug in this field. This can be found by

simply clicking on the button and searching in the appropriate fields for the

name.

Drug Name Generic: This will be automatically filled out after you select the

“Drug Name” above.

Strength: Enter the strength of the drug in this field.

Route: In this field enter the Route.

Dosage Form: In this field enter the Dosage Form.

Frequency: Select the frequency.

Instructions – In this field enter instructions on how to take the drug.

Drug Comments: Document any other comments related to this drug.

To save the record, click on the button. A screen will appear asking you if you

would like to Save Your Changes. Simply click Yes to save the record.

- 115 -

Doctor Appointment in the Last Six Months: Enter if the client has attending

All, Some or None of their Doctor Appointments in the Last Six Months.

Recent Medical Appointments

This window will show all existing Medical appointment records. To add an

Appointment, simply click on the button. A screen will appear similar

to the one shown below:


Agency: This field will automatically be filled out to BCHCS.

Status: In this field enter whether the Status is Scheduled, Kept or Missed.

Type: In this field enter the Type of Appointment. Simply click on the button

to search for the appropriate answer.

Provider: Select the provider or agency the appointment is scheduled with.

Client Home Phone – Enter the client’s home phone number in this field. (If

applicable).

Appointment With – In this field enter who the Appointment is with. Simply

click on the button to search for the appropriate answer.

Appointment Date – Enter the Appointment Date in this field.

Appointment Notes – In this field enter any additional notes/comments on the

Appointment.

To save the Appointment, click on the button. A screen will appear asking you

if you would like to Save Your Changes. Simply click Yes to save your changes.

Pregnancy Tab


- 116 -

NOTE: The Gender field will automatically be filled out based on the information from

the Client Profile. (After you have clicked the “Get Client Data” button). If the client is a

male, no additional fields will appear. If the client is a female, the following field

appears:

Currently Pregnant?: Select whether or not the client is currently pregnant. If

this field is set to “Yes”, one additional field will appear, described below.

Receiving Prenatal Care?: Select whether or not the client is receiving prenatal

care.

If a client is pregnant, you must document details about the pregnancy. This is done in

the Pregnancy record.

Pregnancy Record

To create a Pregnancy Record simply click on the button. A

screen will appear similar to the one shown below:


Status: In this field enter the Pregnancy Status either Active or Inactive.

Estimated Conception Date: In this field enter the Estimated Date of

Conception.

EDC: Estimated Date of Confinement (Due Date) – In this field enter the

Estimated Due Date.

When Entered Prenatal Care: Enter when Prenatal Care was received; 1st

Trimester, 2nd

Trimester, 3rd

Trimester, Time of Delivery or Unknown.

Antiretrovirals Prescribed: In this field enter either Yes or No.

If the pregnancy record “Status” is set to “Inactive”, additional fields appear:

End Date: Enter the date the pregnancy ended.

Pregnancy Outcome: Select what the outcome of the pregnancy was.

If the pregnancy “Outcome” is set to “Live Birth”, additional fields appear:

Delivery Type: Enter the type of delivery.

Apgar Score: Enter the Apgar score, if known.

Birth Weight (lbs./oz.): Enter the birth weight in pounds and ounces, if known.

HIV Status of Newborn: Document the newborn’s HIV Status. This can be

updated after final testing has been completed.

Other Core Services Tab


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NOTE: All fields marked with a red ( * ) are required. Fill out the fields as appropriate:

Mental Health Concerns: In this field enter if the client has any Mental Health

Concerns.

Taking Medications as Prescribed: In this field enter if the client is taking

medications as prescribed.

Depression: Select the client’s self identified level of depressive feelings.

Drug or Alcohol Use and/or Abuse: Document if the client has any Drug or

Alcohol use and/or abuse.

Dental Needs: Select whether or not the client has any dental needs.

Dental Visits in Past Year: Enter if the client has had a dental appointment in the

past year.

Eating Habits Over the Last Month: Enter the client’s eating habits over the

last month.

Need for Nutritional Counseling: Select whether or not the client has a need for

nutritional intervation.

Vision Needs: Document if the client has vision needs or not.

Support Services Tab



Housing, Mortgage, Utility, and/or Emergency Financial Assistance Needed: Document whether or not the client needs financial or housing related assistance.

Support Group Needed: Document if the client needs a support group.

Legal Needs: Document the client’s need for legal services.

- 118 -

Food Bank/Home Delivered Meal Needs: Select the client’s need of food bank

or home delivered meals.

Rehabilitation/Job/Education Needs: Document the client’s need for

rehabilitation or vocational services.

Transportation Needs: Document if the client has any Transportation Needs.

Risk Tab



Knowledge of HIV: Document the client’s understanding of HIV Disease.

Knowledge of HIV Medications and how they affect HIV: Enter the client’s

understanding of HIV Medications and how they affect HIV.

Risk Assessment completed in last six months: Document whether or not the

client has had a risk assessment completed in the last six months.

Diagnosis of STD in last 12 months: Document if the client has received a

diagnosis of an STD in the last year.

Partner Notification assistance needed: Enter if the client needs assistance with

partner notification services.

Quality of Life Tab



Managing Monthly Bills: Enter if the client is able to manage their monthly

bills without assistance.

Cultural Factors: Document whether or not the client has cultural factors that

may impact their care.

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Culture Identified With: This field will only show if “Cultural Factors” is set to

“Cultural barriers to accessing services”. Enter information related to the culture

the client identifies with.

Linguistic Factor: Document whether or not the client has linguistic factors that

may impact their care.

Needs Interpreter: This field only shows if “Linguistic Factors” is set to

“Language barriers to accessing services”. Select whether the client needs an

interpreter when obtaining care.

Which to you prefer to write?: This field only shows if “Linguistic Factors” is

set to “Language barriers to accessing services”. Document the language in

which the client prefers to write.

Which do you prefer to read?: This field only shows if “Linguistic Factors” is

set to “Language barriers to accessing services”. Document the language in

which the client prefers to write.

Adaptive Equipment Needed: Document the client’s need for adaptive

equipment.

Needs Assist with ADL: Select whether or not the client needs assistane

completing their activities of daily living.

Domestic Violence Tab



Fear of harm regarding disclosure of HIV status: Document whether or not

the client fears actual harm when disclosing their HIV status.

Domestic Violence or Abuse in Current Relationship: Select if the client is

currently in a violent or abusive relationship.

Perpetrates Violence Toward Partner, Child, Others: Document if the client

is a perpetrator of violence.

Summary Tab


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Answers Completed

After answering ALL questions in the Client Assessment, you must document that you

have done so. This is done by clicking the button. Once this is done,

you will not be allowed to edit the Client Assessment.

Get Relevant Areas of Concern

The button can be used to evaluate the client assessment for

areas that may be of concern for the client and case manager. Click this button to find the

areas that, based on assessment answers, appear to be of concern for the client. This will

place the values in the appropriate field on the Summary Tab of your Client Assessment.,

seen in the figure below:

Select Areas of Concern

Once your assessment has been evaluated for the “Areas of concern” relevant for your

client, you can select which areas will be addressed as part of the client’s plan of care.

To select the “Areas of Concern” simply click on the

button. A screen will appear similar to the one shown below:

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Select the “areas of concern” that will be addressed with the client. Simply click in the

boxes of all of the fields that apply and then select the OK button. The Summary Tab

screen will now appear similar to the one shown below:

Create/Update Action Plan

Once you have selected the areas of concern, you can create or update the action plan.

Simply click on the button. A screen will appear similar to the

one shown below:

If the client is a new client that does not have an existing Action Plan, one will be

created. Action Plan Goals will be created for each of the “Areas of Concern” selected

above.

If the client has an existing Action Plan, but does not have goals for the “Areas of

Concern” selected above, new goals will be created. If they currently have existing goals

of the same type, no change to the Action Plan or Action Plan Goals will be made.

NOTE: Each goal needs to be “Edited” to update and include further detail, including the

“Target Resolution Date” and the specific Interventions for that goal.

- 122 -

Level of Care

In the past, the The Broward County Level of Care Assessment was completed for each client

receiving Medical Case Management Services. The Level of Care tracked information related

to how the specific needs of the client and determined the overall Level of Care. As of May,

2011, this is no longer required, so you will only be able to view previously created

assessments from this screen.

Action Plan

The Action Plan is used to document the Plan of Care for your client. It contains the specific

goals that the client and Case Manager will work towards while the client is being case

managed. To create an Action Plan (or to view the existing Action Plan), follow these steps:

From within the Case Management Summary – Action Plan Tab, select the

button.

The Action Plan will open, similar to that in the figure below:

Summary Tab

The top section of the Action Plan will be automatically completed as specific actions

are taken within the plan.

The “Life Areas With Identified Deficiency” field allows you to pick multiple values

to identify which life areas the client is experiencing difficulties in. To do this, simply

click on the button ( ) to the right of the field. A dialog box similar to that below

will appear:

- 123 -

Select the appropriate life areas by clicking on them while holding the CTRL

(Control) key down on your keyboard (if selecting multiple values). After selecting

the applicable life areas, click the button. The values will be placed into

the field on your Action Plan.

These additional fields show only on Medical Case Management Action Plans in

order to track information needed for outcomes reporting:

o Date Entered case management: Enter the date the client entered Case

Management services.

o Is Client in Medical Care: Select whether or not the client is receiving

medical care.

o Date of first medical appointment after entering case management: If

the client is in medical care, enter the date of their first medical

appointment after entering case management.

Notes Tab

The Notes tab of the Action Plan holds information related to the overall General

Action Plan, as well as Action Plan Progress Notes related to the plan. Simply type

any general notes in the “General Action Plan Notes” section.

Action Plan Progress Notes

Action Plan Progress Notes are meant to be used to document progress towards

meeting the goals that make up the Action Plan.

To create an Action Plan Progress Note, simply click on the button. The

Action Plan Progress Note, similar to that in the figure below will appear:

- 124 -


o Agency: This field will automatically default to your Agency.

o Review Date: Enter the Date of the Review of the plan.

o Reviewed By: This field will default to your name.

o Current Progress: Select the reason this note is being entered.

o Notes: Enter any notes related to this Action Plan Progress Note, such as why

the goal is being opened, closed or what specific progress has been made

towards meeting the goal.

Adding Manual Goals to an Action Plan

Provide® Enterprise allows you to create “Manual” Goals to associate with a client’s Action

Plan. Manual Goals are ones that you and the client develop to work on together. These are

different from the “Template” Goals which will be developed by a workgroup of Case

Management providers and will be available for all Case Managers to add to their Action

Plans (the workgroup is working on this in the near future). To create a “Manual” Goal,

follow these steps:

While in the Action Plan, click the button. The Action Plan Goal form,

similar to that below, will appear on your screen. You will notice that the Action Plan

Goal contains two tabs: Summary and Notes.


Summary Tab

o Agency: Automatically populated based on the Agency you work for.

o Goal Status: Automatically set to “Open”

o Goal Type: Automatically set to “Manual”.

o Goal Category: Select the category that matches the goal that you are adding

to the Action Plan (Access, Adherence or Retention).

o Goal Life Area: Select the life area that this goal most closely relates to.

o Goal Statement: Enter a brief summary describing the goal.

o Interventions: Type in the specific interventions that will be followed in

working towards meeting this goal.

- 125 -

o Date Goal Established: Defaults to the current date, but can be changed if

you developed the plan with the client on a previous date.

o Target Resolution Date: Enter the date that you hope to have resolved the

goal by.

o Provider Assigned: Defaults to your name.

Notes Tab o General Action Plan Goal Notes: Enter any notes related to this goal that

you wish to.

o Action Plan Goal Notes: This window allows you to create specific notes

related to this goal at the time the goal is opened, when a goal is closed or

when you want to document Progress towards the goal. To enter an Action

Plan Goal Notes, simply click the button. The form will appear

on your screen. Fill out the fields as appropriate, including the “Review

Date”, “Current Progress” and the appropriate “Notes”.

o Action Plan Related Progress Logs: This window will show all Progress

Logs that have had this specific goal linked to it.

After filling out all appropriate fields, you can save this record and return to the Action

Plan by clicking on the button and saying to the “Want to Save

Your Changes” message.

If creating more than one “Manual” Goal, you can click on the

button. This will save and close the current record and bring up a brand new Action

Plan Goal record for you to fill out.

Adding Template Goals to an Action Plan

Provide® Enterprise allows your community to create “Template” Goals to associate with a

client’s Action Plan. These are suggested goals that can be integrated into a client’s Action

Plan. Basically, when you add a Template Goal to your Action Plan, you do not need to re-

write many of the fields within the Action Plan Goal, as they will be automatically filled-in

based on the information within the Template Goal. Currently, the Case Management

Workgroup is working on creating these goals for Broward County Case Managers to use.

They will be available in the near future. To add a “Template” Goal, follow these steps:

While in the Action Plan, click the button. The template selector

will open, similar to that in the figure below:

- 126 -

Click on next to the applicable Life Areas to expand the view and show the

Categories of goals that are available to be selected. Click on the next to the

“name” of the goal that you wish to add to your Action Plan and click on the

button.

The goal will be added to your Action Plan. Clicking the Refresh button ( ) will

refresh the embedded view of the goals and you will see the “Template” Goal appear.

If you wish to edit the goal, simply double click on the goal, click the button and

make any necessary changes.

Completing the Action Plan

Once you have added applicable goals to your Action Plan, it is important to mark the plan as

Completed with the client. Changing the status of the Action Plan is important because it will

be used in reporting and auditing. To Complete the Action Plan, follow the steps below:

From within the Action Plan, click on the button on the

Action bar. A dialog box similar to that in the figure below will appear:

- 127 -

Enter or Select the Date that the Action Plan was completed with your client and click

on the button. The Action Plan will refresh, with the “Action Plan

Status” changing to “Completed” and the “Date Completed” and “Completed By”

fields being populated (seen in the figure below):

The Completed button will then disappear and new buttons will appear. These will be

discussed below.

Reviewing the Action Plan

Once the Action Plan has been marked as Completed, you will be available to “Review” the

Action Plan at any time. Marking the Action Plan as Reviewed is certifying that you have

reviewed the plan with your client and made any adjustments and updates necessary. To

mark the Action Plan as Reviewed, follow the steps below:

From within the Action Plan, click on the button on the Action bar. A

dialog box similar to that in the figure below will appear:

Enter or Select the Date that the Action Plan was reviewed with your client and click

on the button. The Action Plan will refresh with the “Action Plan

Status” changing to “Reviewed” and the “Last CM Review Date” and “Last CM

Reviewed By” fields being populated (seen in the figure below):

- 128 -

Supervisor Review of the Action Plan

Once the Action Plan has been marked as Completed, the Supervisor will be available to

document their review of the Action Plan. To mark the Action Plan as having been Reviewed

by the supervisor, follow the steps below:



Enter or Select the Date that the Supervisor reviewed the Action Plan and click on the

button. The Action Plan will refresh and the “Last Supervisor Review

Date” and “Last Supervisor Reviewed By” fields being populated (seen in the figure

below):

NOTE: Only users set up with Supervisory level access will be able to see and use the

“Supervisor Review” button.

Closing the Action Plan

The Action Plan should only be closed when the client is being discharged from your service

and/or if the client is being transferred to another agency. To close the Action Plan, follow the

steps below:

From within the Action Plan, click on the button on the Action

bar. If you have not yet closed your Action Plan Goals, a dialog box similar to that in

the figure below will appear:

If this occurs, click on the button to return to the Action Plan.

Double click on each Open Action Plan Goal.


- 129 -

Click on the button. The goal will be closed and three

additional fields will appear:

o Actual Resolution Date: Enter the date the goal is being closed.

o Outcome Measure: Enter the reason the goal is being closed.

o Outcome Comments: Enter any comments relative to why the goal is being

closed.

Once all Open Action Plan Goals have been Closed, click on the

button on the Action bar.

Two additional fields will appear:

o Date Closed: Enter the date the Action Plan is being closed.

o Reason Closed: Enter the reason that the Action Plan is being closed.




Updating the Action Plan

Any time you need to update the Action Plan, simply select the Create button and pick

“Action Plan” from within the Case Management Summary. The Action Plan will open and

you can make any changes necessary.

Printing the Action Plan

To print the Action Plan, simply click on the button in the plan. You can then

select whether you wish to print the “Active Plan” which will print only open goals or the

“Entire Plan” which will print all goals associated with this plan. The print out will open on

your screen where it can be printed for the client to sign.






- 130 -


Override”.









for.


override.









- 131 -


Documentation of ongoing Case Management activities is important to ensure all client needs

are being addressed.

Progress Log

Case Management providers must create a separate Progress Log for every encounter or

contact with or on behalf of a Client during a given day. Be sure to note the exact amount of

time (number of minutes) that was spent with or on behalf of the Client during this

encounter as well as the type of contact that was made. These Progress Log records will

later be used to report the amount of time spent by providers in different Contact Types

as well as serve as source records to help determine the amount of billable case

management activity that was performed. To create a Progress Log, follow the steps

below to first navigate to the Case Management Summary and then add a Progress Log.

To navigate to the Case Management Summary, follow the steps below:



The View Case Management Activity form will open.


- 132 -



Summary Tab

The Summary Tab of the Progress Log contains the specific details about the Case

Management encounter.





- 133 -








o Contact Category: Select whether the encounter was a Medical Case

Management encounter or a Peer Counseling Encounter.

o Case Management Type: Select the type of Case Management encounter.

o Time Spent on PAP Application: This field will only show if the

“Contact Category” is “Medical Case Management” or “Peer Counseling”.

Enter the amount of time spent completing a prescription assistance

program application with the client. NOTE: This number must be less

than or equal to the number of minutes entered in the “Minutes” field

above.

o Is Client Adherent with Medications?: Select whether or not the client is

adherent with their HIV medications.

o Reason Adherence is N/A? This field will only show if the above field is

set to N/A. Select the reason this question is not applicable for this client.

o Brief Description: Enter a brief description of the encounter.



The Medical Appointments Tab of the Progress Log will show all medical appointments for

the past year. You can also add documentation of new appointments from within this tab.

Fill out the field as appropriate:

o Have recent medical appointments been documented? Select whether

or not you have documented the client’s recent Medical Appointments.


Click on the to open an appointment record seen in the figure

below:

- 134 -



o Type: Select the type of appointment. This field will automatically default to

“Medical Care”.








appointment.



return to the View Outreach Activity form.

Goals Addressed Tab

The Goals Addressed Tab of the Progress Log allows you to link in Goals from the Action

Plan that were addressed during the Case Management Encounter. To select the Goals that

were addressed during this Encounter, follow the steps below:

Click on the button at the lower right side of the “Action Plan Goals Addressed”

view window. A dialog box, similar to that in the figure below, will open displaying

all of the open goals related to this client’s Action Plan:

- 135 -

Click in the white column next to each of the goals addressed during the encounter. A

check mark will be placed next to each goal.

Click on the button to return to the Progress Log. The goals will be

linked into the “Action Plan Goals Addressed” window, similar to that in the figure

below:

NOTE: You will not be able to Complete the progress log, unless you have linked in at least

one Action Plan Goal in the “Goals Addressed” section.

Referrals Tab





below:

- 136 -




















referral.








- 137 -












Service Provided

Bus Passes are provided to Case Management providers by the Florida Department of Health

– Broward County. When a bus pass is provided to a client, the pass must be documented in

the system. This can be done by following the steps below:





- 138 -





o Status: This field defaults to “Completed”. NOTE: Services Provided

records will not be counted in reports or invoicing unless they are

“Completed”. Once a Services Provided is marked as Completed, you will not

be able to edit the Services Provided.



- 139 -

o Service Category: Select the category of the Service Provided, in this case

“Transportation Medical”, by clicking on the button. This will fill in the

both the “Service Category” and the “Services Provided” fields.

o Units of Service: This number will automatically default to “1” to document

that 1 bus pass was provided to the client.




o Bus Pass Voucher ID: Enter the identification number of the bus pass

provided to the client.


client.




Ongoing Documentation

Documentation of ongoing Case Management activities is important to ensure all client needs

are being addressed. The Case Management Summary should be used as a tool to help ensure

that all related documents are completed.

Medications

The Medications Tab of the “View Case Management Activity” shows information related to

the medications a client is taking as well as Prescriptions that have been filled by Ryan White

Part A Providers. To get to this information, follow the steps below.




Select the “Medications” Tab, seen in the figure below:

- 140 -

Drug Record

To document a client’s medication protocol, create a “Drug” record for each medication a

client is taking. To do this, follow the steps below to add a Drug Record:

Click the button to activate the drug record, similar to that in the

figure below:


o Status: This field will default to “Active” to indicate that the client is

actively taking this medication.

o Date Started: Enter the date the client started taking this medication.

- 141 -

o Date Ended: This field will only show if the “Status” is set to “Inactive”,

meaning that the client is no longer taking this medication. Enter the date

the client stopped taking this medication.

o Drug Name: Click on the button to activate the Drug selection dialog

(discussed in Chapter 2 of this Guide).

o Drug Name Generic/Drug Code/Strength/Route/Dosage Form: These

will all be filled out automatically after selecting the Medication, Strength,

Route and Dosage Form from the drug selection dialog.

o Frequency: Select the frequency of which the client is prescribed to take

this medication.

o Instructions: Enter any necessary instructions related to this medication.

o Reason Ended: This field will only show if the “Status” is set to

“Inactive”, meaning that the client is no longer taking this medication.

Simply select the reason the client stopped taking the medication.

o Comments: Enter any comments related to the medication.




Filled Prescriptions

The “Filled Prescriptions” window will show you any prescriptions that have been filled by

another Ryan White Part A network provider (if the client is receiving this service). You can

view these specific records by double clicking on the record in this window. You will not be

able to edit these documents.

Test Results

The Test Results Tab of the “View Case Management Activity” shows information related to

specific medical tests a client has been given, including CD-4, Viral Load, STI and OI

screening tests. To get to this information, follow the steps below.




Select the “Test Results” Tab, seen in the figure below:

- 142 -

NOTE: If the client is receiving medical care from a Ryan White Part A Network medical

provider, the Test Results for labs performed by that provider will automatically show in this

view window. You can view these specific records by double clicking on the record in this

window. You will not be able to edit these documents.

Adding a Test Result

To document an individual Test Result, create a “Test Result” record for each medical lab

performed on a client. To do this, follow the steps below:

Click the button to activate the Test Result record, similar to

that in the figure below:



o Test Name: Select the name of the medical test you are documenting by

clicking on the button.

o Test Date: Enter the date the test was performed.

o Test Result Status: Enter the status of the result.

o Test Result Modifier: Select the modifier for this lab. For the most part,

this will be = for medical tests (with the exception of tests such as a Viral

Load, where a result may come back as < 50 copies/ml).

o Test Facility: Enter the facility where the lab was completed by clicking

on the button.

- 143 -

o Test Completed By: Enter the provider who completed the test by


o Test Result Comments: Enter any necessary comments related to this

specific test.




Adding a Lab Panel

To document a series of Test Results performed on the same date by the same provider, create

a “Lab Panel”. To do this, follow the steps below:

Click the button to activate the Lab Panel record, similar to that

in the figure below:



o Lab Panel Name: Select the name of the Lab Panel you wish to

document by clicking on the button.

o Lab Panel Completion Date: Enter the date this panel was completed.

o Lab Panel Status: Enter the status of the lab panel.

o Lab Panel Test Facility: Enter the facility where the lab panel was

completed by clicking on the button.

o Lab Panel Test Completed By: Enter the provider who completed the

lab panel by clicking on the button.

o Tests: Test Name/Status/Modifier/Test Result: For each medical lab

included in this panel, enter the Status, Modifier, and Result in the

appropriate rows and columns.




- 144 -

Referrals

The Referrals Tab of the “View Case Management Activity” shows referrals made on behalf

of the client to both Ryan White Part A providers as well as to other agencies within the

community. To get to this information, follow the steps below.




Select the “Referrals” Tab, seen in the figure below:

Adding a Referral




below:

- 145 -




















referral.








- 146 -




Other Activity

The Other Activity Tab of the “View Case Management Activity” other information regarding

the client’s condition, including Hospitalizations, Letters and Appointments. To get to this

information, follow the steps below.




Select the “Other Activity” Tab, seen in the figure below:

Appointments

For Clients receiving medical care from non Ryan White Part A funded providers, you must

document every Medical Appointment kept. Client’s being served by Ryan White Part A

Providers will already have this appointment information documented in this section by that

provider. Additionally, in the near future, appointment records will be used to schedule

appointments with the Central Intake Department for Eligibility Reviews.

To create an appointment, follow the steps below:

Click on the button to activate the appointment record seen

below:

- 147 -



o Type: Select the Type of Appointment this was (either Medical Care or

Centralized Eligibility.

o Appointment With: Enter the provider that this appointment is with.

o Status: Select whether this appointment is scheduled, has been kept, or

was missed.

o Appointment Date: Enter the date of the appointment.

o Appointment Notes: Enter any other information related to this

appointment.




Hospitalization


important intervention point for the Medical Case Manager. Additionally, it can provide

specific outcome related information to funders and can have an impact on the client’s

eligibility for specific services. To document that a client has been hospitalized, follow the

steps below:


below:

- 148 -




hospital.



to.



hospitalization.






hospital.






hospital.







- 149 -




Letter









writing the letter to and the system will automatically fill out the Address








- 150 -


letter is to.
















Additional Ongoing Documentation

Additional documentation should be completed as changes occur in a client’s life. This

documentation is listed below.

Update the Action Plan as needed, adding new goals to address problems and closing

goals that are no longer applicable.

Update the Client Profile and associated records as needed to reflect changes in the client’s

life.

Required Actions

The Provide® Enterprise system has been designed to assist Case Managers in meeting many

of the Ryan White Part A Standards for Service Delivery. The system captures specific Client

information and then uses this information to determine if a Standard has been met. The

system will generate a list for you (My Tasks) of actions needed to comply with the Standards

of Care. NOTE: Items will appear on the list in advance of the date required by the Standard

and will continue to appear on the list until the required action has been taken.

Some of these Required Actions built into the system are listed below.

Client has missed their medical appointment (if the client no/shows or misses a

medical appointment that they have a van ride scheduled for, the system will

automatically notify the case manager of such. In these case, if you open the record by

double clicking on it, click the “Edit” button, and then click the “Acknowledge

Receipt” button, the record will be removed from your Task List).

Case Management Action Plan Review Due

- 151 -

Case Management Action Plan Supervisory Review Due

Case Management Needs Assessment Due

Client should apply for Food Stamps

Level of Care Brief Face to Face Contact Due Every 12 Months

Level of Care Brief Phone Contact Due Every 6 Months

Level of Care Intensive Face to Face Contact Due Every 1 Months

Level of Care Intensive Phone Contact Due Every Week

Level of Care Minimum Face to Face Contact Due Every 6 Months

Level of Care Minimum Phone Contact Due Every 3 Months

Level of Care Moderate Face to Face Contact Due Every 3 Months

Level of Care Moderate Phone Contact Due Every 1 Months

Monitoring Required Actions

Required Actions can be monitored in a few different ways. These are discussed below.

My Tasks

The “My Tasks” views will show you any Required Actions assigned to you. The “My

Tasks” views can be accessed via the Activity views in the database. These are found under

“View – Activity – My Tasks” and can be viewed By Client or By Due Date.

When opening these views, you can view the specific assigned tasks by expanding the view

by clicking on the next to the appropriate column.

Client Profile

Client specific tasks can be found within the Client Profile in the Profile Section, Alert Tab,


- 152 -

To view a specific task, simply double click on that task to open that record.
















- 153 -





below.

- 154 -









from.










figure below:

- 155 -




mode.



- 156 -




your agency.


your agency.






Terminate the Provider Relationship

When discharging a client from your agency, you must end your provider relationship with the

client. This can be done by following the steps below:

Navigate to the Providers Section of the Client Profile, seen in the figure below:

Double click on your Provider Relationship to open the record.

- 157 -

Click on the button and enter a “Provider Relationship End Date”.

After entering the End Date, click on the button. You will be prompted to save

your changes. Click on the button to save your changes and return to the

Client Profile.


When discharging a client from your agency, you must close the Action Plan. This can be

done from within the Case Management Summary.

To navigate to the Case Management Summary, follow the steps below:




Click on the button and select “Action Plan”.

o From within the Action Plan, click on the button on the

Action bar. If you have not yet closed your Action Plan Goals, a dialog box


o If this occurs, click on the button to return to the Action Plan.

- 158 -

o Double click on each Open Action Plan Goal.

o Click on the button.

o Click on the button. The goal will be closed and

three additional fields will appear:

Actual Resolution Date: Enter the date the goal is being closed.

Outcome Measure: Enter the reason the goal is being closed.

Outcome Comments: Enter any comments relative to why the goal

is being closed.

o Once all Open Action Plan Goals have been Closed, click on the


o Two additional fields will appear:

Date Closed: Enter the date the Action Plan is being closed.

Reason Closed: Enter the reason that the Action Plan is being closed.

o After filling out the record, click on the button. You will be

prompted to save your changes. Click on the button to save

your changes and return to the View Case Management Activity form.

- 159 -

Chapter

5

Medical Care/Pharmacy

Providers

This Chapter outlines the tasks that need to be completed by Medical and Pharmacy providers

in Provide® Enterprise to meet all billing and reporting requirements. Over time, the data

elements outlined in this Chapter must also be kept current as things change for the client.


At the time of Intake, and as required based on Standards of Care, there are a number of

records that must be entered in Provide®


requirements.

Client Profile


situation changes.




now being served by your agency. To do this, follow the steps below:





- 160 -







record.








- 161 -








- 162 -



your agency.


your agency.













Category”.










- 163 -





the client to.






- 164 -

















- 165 -














from.




- 166 -

Assign the Client Level Medical Care Coordinator

It is important to assign the Client Level Medical Care Coordinator to the client and to keep

this updated as necessary. The Client Level Medical Care Coordinator will receive all

medically related Required Actions for this client. To Assign the Client Level Medical Care

Coordinator, follow the steps in Chapter 3, under “Creating Provider Relationship Records”.

The “Provider Relationship” should be set to Client Level Medical Care Coordinator.







Override”.









for.

- 167 -


override.










As Services are provided to a client, it is necessary for billing and reporting to document all of

these specific services.

Medical Summary

Much of the data related to the client’s Medical Care can be found in the Medical Summary.

To navigate to the Medical Summary, follow the steps below:


choose “Medical Summary”.


- 168 -

The Medical Summary contains eleven tabs of information, described below:

o Condition: The Condition tab collects information related to the client’s

diagnosis, treatment and annual TB Assessments.

o Services: This tab holds information regarding services provided to the client,

including Care Actions and Service Provided records. Care Actions and

Services Provided can be created from this tab.

o Rides: Scheduled and provided van rides for this client can be viewed in on

this tab.

o CPT: The CPT tab collects information related to the specific CPT encoded

procedures provided to a client. These procedure records and Superbills can

be created from this tab.

o Medications: The Medications tab holds information on the client’s current

drug protocol as well as prescriptions the client may have had filled. Both

Drug and Prescription records can be created from this tab.

o Test Results: This tab displays all labs the client has had completed,

including CD-4 and Viral Load counts. You can also create an individual Test

Result or a Lab Panel from this tab.

o Pregnancies: This tab contains information related to when a client is

pregnant. All pregnancies must be documented.

o Vaccinations: The vaccinations tab contains information regarding the

client’s vaccination for Hepatitis A, B, HPV, Influenza and Pneumonia.

o Care Notes: This section will show Medical Case Management, Peer

Counseling, and Outreach related Progress Logs.

o Referrals: The Referrals tab of the Case Management Summary displays any


- 169 -




Outpatient Medical Care Provider Service Documentation


To navigate to the Medical Summary, follow the steps listed above. Outpatient Medical Care

services are documented on the “CPT” tab of the Medical Summary using either Procedure

Records (to document a single procedure performed on a client) or Superbills (used to

document multiple procedures performed on a client by the same provider on the same date).

Additionally, Service Provided records are used to document Medically Related Phone Calls

and Multi-Disciplinary Staffings.

Procedure Records

Procedure Records are used to document single procedures performed on a client. To create a

Procedure Record, follow the steps below:

From within the Medical Summary, CPT Tab, click on the button.

The Procedure record, similar to that in the figure below, will open:


o Agency: This field will default to your Agency.

o Date Completed: Enter the date this procedure was completed.

o Procedure Code: Select the Procedure Code for the procedure being

documented. Clicking on the button will activate the Procedure field

selection dialog, discussed in Chapter 2 of this Guide.

o Procedure Description: This field will automatically be filled in when the

Procedure Code is selected.

o Place of Service: Enter the location that the procedure was performed at.

o Associated Diagnosis Code: Select the Primary Diagnosis code associated

with the specific procedure provided to the client. Clicking on the button

- 170 -

will activate the Diagnosis field selection dialog, discussed in Chapter 2 of this

Guide.

o Diagnosis Description: This field will automatically be filled in when the

Diagnosis Code is selected.

o Facility: Select the facility that the procedure was performed at.

o Provider: Enter the provider that performed this procedure.



return to the View Medical Summary form.

Superbill Records

Superbill Records are used to document multiple procedures performed on a client by a single

provider on a given date. When saving the Superbill, an individual Procedure record will be

created for each procedure documented in the Superbill. To create a Superbill, follow the steps

below:


The Superbill record, similar to that in the figure below, will open:


o Agency: This field will be populated with your agency.

o Superbill Name: Click on the button to select which Superbill you wish

to enter.

You will get a message similar to that in the following figure:

- 171 -

Click on the button to continue. Another dialog box will

appear for you to select the Superbill you wish to load. Double Click

on the Superbill you wish to load. The screen will load and the

“Procedures” tab will look similar to that in the figure below:

Select the Procedures provided to the client on this date by clicking in

the Qty column for the specific procedure and enter the quantity of that

procedure provided to the client on this date.

o Date Completed: Enter the date the procedure(s) were performed.

o Facility: Enter the facility where these procedure(s) were performed.

o Provider: Enter the name of the provider who performed these procedures.

o Comments: Enter any comments related to the procedures performed.



return to the Medical Summary form.

NOTE: If your preferences are set to load a Specific Superbill (Tools – Preferences –

Defaults Tab – Superbill field), the Superbill will pre-load for you.

Service Provided

Service Provided records are used to document Medically Related Phone Calls and Multi-

Disciplinary Staffings. When one of these services is provided to a client, the service must be

documented in the system. This can be done by following the steps below:



The View Medical Summary form will open.

Select the Services Tab, seen in the figure below:

- 172 -




o Agency: The Agency will default to your agency.

o Status: Defaults to “Completed”. NOTE: Service Provided records will not

be counted in reports or invoicing unless they are “Completed”. Once a

Service Provided is marked as Completed, you will not be able to edit the

Service Provided.



o Service Category: Select the category of the Service Provided, in this case

“Ambulatory Outpatient Medical Care” , by clicking on the button. This

will fill in the both the “Service Category” and the “Service Provided” fields.

- 173 -

o Units of Service: This number will automatically default to “1”. Change if

needed.





client.


You will be prompted to Save your changes and will be returned to the Medical

Summary window.

Pharmacy Provider Service Documentation

Pharmacy Provider services are documented on the “Medications” tab of the Medical

Summary using Prescription records. These can be created and viewed within the Medical

Summary. To navigate to the Medical Summary, follow the steps listed earlier in this

Chapter. To create a Prescription record, follow the steps below:

From within the Medical Summary, Medications Tab, click on the

button in the “Filled Prescriptions” view window. The Prescription record, similar to

that in the figure below, will open:



- 174 -

o Status: The “Status” field defaults to “Filled”. Only “filled” prescriptions are

included in invoices.

o Date Filled: Enter the date the prescription was filled.

o Refill: Select whether or not this was a refill.

o Drug Name/Drug Name Generic/Strength/Route/Dosage Form/Drug

Code NDC/Drug Code: These fields will automatically be computed based

on the drug, dosage, and NDC codes selected by clicking on the button.

This will activate the Drug selection dialog, discussed in Chapter 2 of this

Guide.

o Frequency: Enter the frequency this medication is prescribed for.

o Instructions: Enter any necessary instructions related to this medication.

o Quantity Prescribed: Enter the quantity prescribed.

o # of Days Prescribed: Enter the number of days medications were prescribed

for.

o Prescription End Date: Enter the end date of the prescription.

o Number of Refills Authorized: Enter the number of refills authorized by the

prescribing physician.

o Prescribed By: Select the provider who prescribed this medication.

o Pharmacy: Select the pharmacy that filled this prescription.

o Dispensed By: Enter the name of the provider who dispensed this

medication.

o Prescription ID: If appropriate, enter the identification number for this

prescription.

o Lot ID: If appropriate, enter the Lot # for this prescription.

o Prescription Price: Enter the price of this prescription.

o Dispensing Fee: Enter the dispensing fee associated with this prescription, if

applicable.

o CoPay Amount: Enter the amount of the copay paid by the client, if

appropriate.

o Prescription Comments: Enter any comments related to this prescription.




Additional Required Medical Documentation

Ryan White requires that specific information be reported based on medical conditions,

diagnoses and treatments related to clients that receive medical care from Ryan White funded

providers.

Diagnosis

Diagnosis records are used to track medical diagnoses a client may have received. To create a

Diagnosis record, follow the steps below:

- 175 -

From within the Medical Summary, Conditions Tab, click on the

button. The Diagnosis record, similar to that in the figure below, will open:


o Diagnosis Status: Select whether this diagnosis is Active or Inactive.

o Date Diagnosed: Enter the date the client was diagnosed with this condition.

o Diagnosis End Date: This field will only show if the “Diagnosis Status” is

set to “Inactive”. Enter the date the client no longer had an active diagnosis.

o Diagnosis Code/Description: Select the diagnosis code from the Diagnosis

selection dialog (discussed in Chapter 2 of this Guide). This will fill in both

the Diagnosis Code and the Diagnosis Description fields.

o Diagnosed By: Enter the name of the provider who diagnosed the client with

this condition.




TB Assessment

HRSA requires that the client’s TB status be assessed at least annually. This is documented

within the TB Assessment record. To create a TB Assessment record, follow the steps below:


button. The record, similar to that in the figure below,

will open:

- 176 -

NOTE: Many of the fields shown in the above figure will be hidden until certain

fields are filled out (i.e. PPD Status, PPD Result, etc.).


o Agency: This field will automatically be populated based on your agency.

o Date Assessed: Enter the date the client’s TB status was assessed.

o Clinically Indicated Action: Select the action that was clinically indicated

for this client.

o PPD Status: This field will only show if the “Clinically Indicated Action” is

set to “PPD”. Select the status of the client’s PPD.

o PPD Reaction Size/PPD Result: These fields will show only if the “PPD

Status” is set to “Completed”. Enter the reaction size and/or the result of the

client’s PPD skin test.

o Chest X Ray Status: This field will only show if the “PPD Result” is set to

“Positive” or “Indeterminate”. Enter the status of the client’s Chest X-Ray.

o TB Type: This field will only show if the “Chest X Ray Status” is set to

“Completed”. Enter the type of Tuberculosis indicated by the client’s Chest

X-Ray.

o PPD Treatment: This field will show only if the “TB Type” is set to

“Active” or “Latent”. Enter the status of the client’s treatment for

tuberculosis.

o TB Treatment Started/TB Treatment Ended: These fields will only show

if the “PPD Treatment” is set to “Started” or “Completed”. Enter the

applicable dates in these fields.

o Treating Provider: This field will only show if the “PPD Treatment” is set to

“Started” or “Completed”. Enter the provider who is treating the client for

tuberculosis.




- 177 -

NOTE: Only 1 TB Assessment Record should be created annually. As a client

moves through the screening and treatment process, you can update the existing

TB Assessment record as needed.

Treatment

Documentation of a client’s treatment for a number of conditions is required to meet Ryan

White reporting requirements. These conditions are listed below:

Chlamydia

CMV

Gonorrhea

Hepatitis A

Hepatitis B

Hepatitis C

Herpes

HPV

MAC Prophylaxis

PCP Prophylaxis

Syphilis

Toxo Prophylaxis

Documentation of treatment for these conditions is done within the Treatment record. To

create a Treatment record, follow the steps below:


button. The record, similar to that in the figure below, will

open:



o Treatment Status: Select whether or not the client is currently being treated

for this condition.

o Treatment Type: Select the condition the client is receiving treatment for.

o Date Treatment Started: Enter the date the client started treatment for this

condition.

o Date Treatment Ended: This field will only show if the “Treatment Status”

is set to “Active”. Enter the date the client’s treatment for this condition

ended.

- 178 -




Care Actions

Care Actions are used to document the completion of key clinical or dental interventions that

are required for HAB Clinical Outcomes reporting. These interventions may or may not have

been provided by your agency, but need to be documented when they occur. They include:

Adherence Counseling

Dental Treatment Plan

HIV Risk Counseling

Mental Health Evaluation

Oral Health Education

Oral Health Exam

Oral Health History

Substance Abuse Evaluation

To create a Care Action, follow the steps below:

From within the Medical Summary, Services Tab, click on the

button. The record, similar to that in the figure below, will open:



o Date: Enter the date the interventions were performed.

o Provider: Enter the name of the provider that provided these interventions.

o Care Action(s): Select the interventions that were provided to the client.




- 179 -

Test Results

The Test Results Tab of the “Medical Summary” shows information related to specific

medical tests a client has been given, including CD-4, Viral Load, STI and OI screening tests.

At a minimum, each the following Tests need to be documented when a client has them

performed:

CD-4 Count

Viral Load

Syphilis Screening

Hepatitis B Screening

Hepatitis C Screening

PAP Smear

Other STI Screenings

To get to this information, follow the steps below.



Select the “Test Results” Tab, seen in the figure below:

Adding a Test Result

To document an individual Test Result, create a “Test Result” record for each medical lab

performed on a client. To do this, follow the steps below:

Click the button to activate the Test Result record, similar to




- 180 -

o Test Name: Select the name of the medical test you are documenting by


o Test Date: Enter the date the test was performed.

o Test Result Status: Enter the status of the result.

o Test Result Modifier: Select the modifier for this lab. For the most part,

this will be = for medical tests (with the exception of tests such as a Viral

Load, where a result may come back as < 50 copies/ml).

o Test Facility: Enter the facility where the lab was completed by clicking

on the button.

o Test Completed By: Enter the provider who completed the test by


o Test Result Comments: Enter any necessary comments related to this

specific test.




Adding a Lab Panel

To document a series of Test Results performed on the same date by the same provider, create

a “Lab Panel”. To do this, follow the steps below:

Click the button to activate the Lab Panel record, similar to that

in the figure below:



o Lab Panel Name: Select the name of the Lab Panel you wish to

document by clicking on the button.

o Lab Panel Completion Date: Enter the date this panel was completed.

o Lab Panel Status: Enter the status of the lab panel.

o Lab Panel Test Facility: Enter the facility where the lab panel was

completed by clicking on the button.

- 181 -

o Lab Panel Test Completed By: Enter the provider who completed the

lab panel by clicking on the button.

o Tests: Test Name/Status/Modifier/Test Result: For each medical lab

included in this panel, enter the Status, Modifier, and Result in the

appropriate rows and columns.




Pregnancies

The Pregnancies Tab of the “Medical Summary” shows detailed information related to a

client’s pregnancy. In order to meet reporting requirements, each pregnancy must be fully

documented.




Select the “Pregnancies” Tab, seen in the figure below:

To add a new Pregnancy record, simply click on the

button. The Pregnancy record, seen in the figure below will open:

- 182 -

(Note: Not all fields seen in the above figure will show unless certain values are

set within the record).


o Status: Enter the status of the pregnancy (either Active or Inactive)

o Estimated Conception Date: Enter the estimated date of conception.

o EDC Estimated Date of Confinement (Due Date): Enter the due date.

o End Date: Enter the End Date of the pregnancy. This field will only

show if the Status is set to “Inactive”.

o Pregnancy Outcome: Enter the outcome of the pregnancy. This field

will only show if the Status is set to “Inactive”.

o Delivery Type: This field will only show if the “Pregnancy Outcome” is

set to “Live Birth”. Select the type of delivery.

o Apgar Score: This field will only show if the “Pregnancy Outcome” is

set to “Live Birth”. If applicable, enter the newborn’s Apgar score.

o Birth Weight (lbs)/Birth Weight (oz): Enter the newborn’s birth weight

in pounds and ounces. This field will only show if the “Pregnancy

Outcome” is set to “Live Birth”.

o When Entered Prenatal Care: Select when the client entered prenatal

care.

o Antiretrovirals Prescribed: Select whether or not the client was

prescribed antiretroviral therapy to prevent transmission of HIV to the

infant.

o Week When Antiretrovirals Started: Enter the week (#) of the

pregnancy in which the client began taking antiretrovirals. This field will

only show if the “Antiretrovirals Prescribed” field is set to “Yes”.

o Antiretroviral Names: Select the name(s) of the antiretrovirals the client

was prescribed. This field will only show if the “Antiretrovirals

Prescribed” field is set to “Yes”.

o HIV Status of Newborn: Select the HIV Status of the newborn infant.

This field will only show if the “Pregnancy Outcome” field is set to “Live

Birth”.

After filling out the record, click on the button. You will be prompted to

save your changes. Click on the button to save your changes and return

to the Medical Summary form.

Vaccinations

Information related to the client’s vaccination for the following conditions must be

documented:

Hepatitis A

Hepatitis B

HPV

Influenza

Pneumococcal

- 183 -




Select the “Vaccination” Tab, seen in the figure below:


o Vaccinated for Hepatitis A? Select whether or not the client has completed

the Hepatitis A vaccination series.

o Date Vaccinated for Hepatitis A: This field will only show if “Vaccinated

for Hepatitis A is set to “Yes”. Enter the date the Hepatitis A vaccination

series was completed.

o Vaccinated for Hepatitis B? Select whether or not the client has completed

the Hepatitis A vaccination series.

o Date Vaccinated for Hepatitis B: This field will only show if “Vaccinated

for Hepatitis B is set to “Yes”. Enter the date the Hepatitis B vaccination

series was completed.

o Vaccinated for HPV? Select whether or not the client has received the HPV

vaccine.

o Date Vaccinated for HPV: This field will only show if “Vaccinated for

HPV” is set to “Yes”. Enter the date of the HPV vaccine.

o Date Last Influenza: Enter the date of the last Influenza Vaccination.

o Date Last Pneumococcal: Enter the date of the last Pneumococcal

Vaccination.




- 184 -

Referrals

The Referrals Tab of the “Medical Summary” shows referrals made on behalf of the client to

both Ryan White Part A providers as well as to other agencies within the community. To get

to this information, follow the steps below.





Adding a Referral




below:


o Agency: The Agency field will be automatically filled out based on your

agency.

o Referral Status: Defaults to “Open” meaning that the referral has been made,

but the disposition of the referral is still unknown.

- 185 -

o Referring Person: This will default to your name.















referral.











Other Activity

The Other Activity Tab of the “Medical Summary” shows other information regarding the

client’s condition, including Hospitalizations, Letters and Appointments. To get to this






- 186 -

Appointments

Every medical appointment Kept MUST be documented in the system. Additionally, in the

near future, appointment records will be used to schedule appointments with the Central

Intake Department for Eligibility Reviews. To create an appointment, follow the steps

below:


below:



agency.





was missed.



appointment.




- 187 -

Hospitalization


important intervention point for the Medical Provider. Additionally, it can provide specific

outcome related information to funders and can have an impact on the client’s eligibility for

specific services. To document that a client has been hospitalized, follow the steps below:


below:



agency.


hospital.



to.



hospitalization.






hospital.






hospital.

- 188 -










Letter






agency.




writing the letter to, and the system will automatically fill out the Address


- 189 -








letter is to.
















Required Actions

The Provide® Enterprise system has been designed to assist medical providers in meeting

many of the Ryan White Part A Standards for Service Delivery. The Provide® Enterprise

system captures specific client information and then uses this information to determine if a

Standard has been met. The system will generate a list for you (My Tasks) of actions needed

to comply with the Standards of Care. NOTE: Items will appear on the list in advance of the

date required by the Standard and will continue to appear on the list until the required action

has been taken.

Some of these Required Actions built into the system are listed below.

Client needs a CD4 Test Completed.

Client should be assessed and counseled for adherence.

Client should be evaluated for and/or undergoing MAC Prophylaxis.

Client should be evaluated for and/or undergoing PCP Prophylaxis.

Client should be evaluated for and/or undergoing Toxoplasmosis Prophylaxis.

Client should have a Pap screening completed.

Client should have annual Lipid Panel completed.

Client should have annual Syphilis Screening completed.

Client should have annual TB Assessment completed.

- 190 -

Client should have Hepatitis B Vaccination Series.

Client should have Hepatitis C Screening Completed.

Client should receive annual HIV Risk Counseling.

Client should receive annual Oral Exam.

Medical Care Visit Due.


Required Actions can be monitored in a few different ways. These are discussed below:

My Tasks






Client Profile




- 191 -


A client should be discharged for a number of reasons based on Broward County standards of

care, including the client moving outside of the service territory, death and the client’s self

decision. When a Client needs to be discharged from your agency there are several tasks that














- 192 -



below.






- 193 -




from.










figure below:



- 194 -


mode.






your agency.


your agency.






- 195 -




Navigate to the Providers Section of Client Profile, seen in the figure below:





Client Profile.

Lab Import Tracking Provide

® Enterprise has the ability to automatically import labs from your laboratory

provider (i.e Quest or Lab Corp). If interested in this functionality, please contact the

GTI Help Desk.

If you have activated Lab Tracking for your agency, you can ensure all labs are processed

and you can track lab import errors by following the instructions in this section of the

User Guide.

Reviewing Errors in View Lab Import Tracking

Tracking and viewing of Lab Imports jobs and any associated errors is done in the

Provide® Enterprise views. These views include: “View\Activity\Lab Import\Import

Tracking” and “View\Activity\ Lab Import\Lab Errors by Client.

- 196 -

The view is sorted by import date in descending order so that the most recent

results are at the top. It is important that when reviewing the results and working

the errors, you start with the oldest (items lower in the list) and work to the

newest.

There can be 1 or many Lab import result documents for a given day, depending

on how many lab result files were received and processed.

Each lab result file will create a Lab Import Results tracking document that

includes the name of the file that was processed, the date of the import, number of

Labs (Lab Panels) loaded, number of Test Results loaded and the total number of

errors that occurred.

If errors occurred the Lab(s) and the associated tests will be listed in that Lab

Import Result document as shown below.

- 197 -

Normal Run – No Errors/No File Processed

If the import completed with no errors, the Lab Import Tracking will report 0

Errors.

There is nothing to do with these documents and they can be deleted using the

button at the top of the document.

Example of Normal Run No Errors

Example of Normal Run No files Processed

- 198 -

Note: that the file name is blank and the Lab and Tests report 0 and the Error record

report 1 that being the Import Tracking document.

Normal Run – With Errors

The most common error that occurs is that the Client that the Lab is associated with could

not be found. Each of the labs can be reviewed and if the Client that the lab should be

associated with is known, this association can be made.

An example of this can be seen below. Additional documentation on how to correct the

errors by linking the error to a client file can also be found below.

On 6/22/2005 an import ran and produced errors: in the Lab Error Name view, 1

lab error for client XXXTest, GENLAB is present. If there were multiple lab

errors for this file, all the lab errors would be listed in this view.

Double click on the Lab Error and you see the following:

- 199 -

The Import – Lab Error document will give the specifics of the file it originated

from, Client Data and Lab information. The reason for the error “Missing Client

SSN on Input File” is listed at the bottom.

Notice that the Lab Status is “Final”. Labs can also be sent with the status of

“Preliminary” meaning that either the test results have not been finalized or are

not yet available. Preliminary results are the reason that the Errors must be work

from the oldest to the newest. If this is not observed you could overwrite final

results with preliminary ones.

The Tests view shows all the tests associated with the Lab Panel. Each test can be

reviewed by double clicking on it in the view

To link this Lab to a Client, click the following dialog will

appear:

Click at the end of the Select Target Client field

- 200 -

Select the appropriate client in the Find Client Dialog and Click and

the following will be presented.

Click and the following will be presented

Click to complete the link

The Lab Error document will be closed and the Lab Import Tracking Document

presented

- 201 -

Refresh the view using the refresh button (circled in red). Notice that the Lab

Error document is no longer available.

Repeat this procedure until all Lab errors are resolved. Once all labs are

corrected, the Lab Import Result document can be deleted as noted above.

If the Lab is incorrect and should not be added to the system the Delete action can

be utilized.

Click at the top of the Lab Error document. The following dialog will

appear:

- 202 -

Click to delete this specific Lab Error and the associated Test Errors

The Lab Error document will be closed and the Lab Import Tracking Document

Presented

Refresh the view using the refresh button. Notice that the Lab Error document is

no longer available.

Working Errors from the Lab Errors by Client View

Go to the view – Activity-Lab Import – Lab Errors by Client

This view is a list of all Lab Errors sorted and categorized by the client name.

These Lab Error records are the same records that show in the Lab Import

tracking documents. This view makes it simpler to see just the Clients have Lab

Import Errors that need to be addressed.

Linking Lab Errors to a Client in Mass

To link all the Lab Errors to the client, expand the category for the individual

Client name and select all the clients Lab Errors by clicking in the selection area

to the left of the view (circled in red):

- 203 -

Once the appropriate Lab Errors for the Client are selected, click

The Lab Import Client Dialog will appear:

Click the button at the end of the “Select Target Client” field (circled in red) to

display a view of Client Names categorized by their last name.

Scroll through the list of names until the correct client last name is found and then

click the ‘twisty’ to expand the category. Click on the client name and then

click

- 204 -

The name will then appear in the Lab Import Client Dialog

Click and the following will be presented

Click to continue

The Lab Errors and all the associated Test Results will then be created in the

selected Client record. Once the Labs and Test are written, the Lab Errors will be

removed from the view.

- 205 -

Chapter

6

Oral Health Care Providers

This Chapter outlines the tasks that need to be completed by Oral Health Care providers in

Provide® Enterprise to meet all billing and reporting requirements. Over time, the data

elements outlined in this Chapter must also be kept current as things change for the client.



records that must be entered in Provide®


requirements.

Client Profile


situation changes.









- 206 -







record.






- 207 -









- 208 -




your agency.


your agency.













Category”.






- 209 -







- 210 -



the client to.




















- 211 -








- 212 -









from.










Override”.

- 213 -









for.


override.










As Services are provided to a client, it is necessary for billing and reporting to document all of

these specific services.

- 214 -

Oral Health Care Summary


To navigate to the Medical Summary, follow the steps below:


choose “Oral Health Care”.


The Oral Health Activity form contains three tabs of information, described below:

o Episodes of Care: Episode of Care records are used to document each

episode of care that is received by a client.

o Procedures: The Procedures tab collects information related to the specific

CPT encoded procedures provided to a client. These procedure records and

Superbills can be created from this tab.

o Test Results: The Test Results Tab contains all labs entered by any Ryan

White Part A provider.




Episode of Care

Episode of Care records are used to document each episode of care that is received by a client.

To create an Episode of Care record, follow the steps below to first navigate to the Oral

Health Activity and then add a Progress Log:

To navigate to the Oral Health Activity, follow the steps below:

- 215 -


choose “Oral Health Activity”.

The View Outreach Activity form will open.

Select the button and click on “Episode of Care”.

The Episode of Care record, similar to that in the figure below, will open on your

screen:



o Service Category: This field will automatically default to “Oral Health

Care”.

o Care Episode Status: Ate the beginning of this episode of care, set the

“Status” to “Started”. At discharge, the “Status” should be set to “Ended”.

When the “status” is set top “ended”, two additional fields will appear.

o Treatment: Select the “Treatment Plan” level for this client. NOTE: Unless

the treatment is set to “Phase 1”, all other fields (with the exception of the Date

fields) will be hidden.

o Emergency Care: This field is used to denote if this episode of care is related

to an emergent situation. If the field is set to “Yes”, the outcomes related

fields will be hidden.

o Date Episode Started: Enter the date the client is/was admitted for this

episode of care.

o Date Episode Ended: This field will only show if the “Care Episode Status”

is set to “Ended”. Enter the date that this episode of care is ending.

o Reason Ended: This field will only show if the “Care Episode Status” is set

to “Ended”.

o Number of Carries at Start: Enter the number of unfilled cavities at the start

of this episode of care.

o Number of Teeth with Pocket Depth > 5mm at start: Enter the number of

teeth with greater than 5 mm pocket depth.

o Dental and Medical Health History taken? Select whether or not a

complete dental and medical history were taken.

- 216 -

o Dental Treatment Plan developed/updated?: Select whether or not a

treatment plan was developed or updated.

o Number of Carries at End: This field will be hidden until the “Care Episode

Status” is set to “Ended”. Enter the number of unfilled cavities at the end of

this episode of care.

o Number of Teeth with Pocket Depth > 5mm at start: This field will be

hidden until the “Care Episode Status” is set to “Ended”. Enter the number of

teeth with greater than 5 mm pocket depth at the end of this episode of care.



return to the View Oral Health Activity form.

Oral Health Care Provider Service Documentation

Much of the data related to the client’s Oral Health Care can be found in the Oral Health

Summary.

To navigate to the Oral Health Activity, follow the steps listed above.

Oral Health Care services are documented on the “CPT” tab of the Medical Summary using

Procedure Records.

To create a Procedure Record, follow the steps below:


The Procedure record, similar to that in the figure below, will open:


o Agency: This field will default to your Agency.

o Date Completed: Enter the date this procedure was completed.

o Procedure Code: Select the Procedure Code for the procedure being

documented. Clicking on the button will activate the Procedure field

selection dialog, discussed in Chapter 2 of this Guide.

o Tooth Number: This field will only show if the Procedure code is a Dental

Code. Simply enter the number(s) of the teeth this procedure was performed

on.

- 217 -

o Procedure Description: This field will automatically be filled in when the

Procedure Code is selected.

o Place of Service: Enter the location that the procedure was performed at.

o Associated Diagnosis Code: Select the Primary Diagnosis code associated

with the specific procedure provided to the client. Clicking on the button

will activate the Diagnosis field selection dialog, discussed in Chapter 2 of this

Guide.

o Diagnosis Description: This field will automatically be filled in when the

Diagnosis Code is selected.

o Facility: Select the facility that the procedure was performed at.

o Provider: Enter the provider that performed this procedure.



return to the Oral Health Activity form.

Other Activity

The Other Activity Tab of the “Oral Health Care Summary” shows other information

regarding the client’s condition, including Hospitalizations, Letters and Appointments. To

get to this information, follow the steps below.


choose “Oral Health Care Summary”.

The View Oral Health Activity form will open..

Select the “Other Activity” tab.

Appointments

Every medical appointment Kept MUST be documented in the system. Additionally, in the


Intake Department for Eligibility Reviews. To create an appointment, follow the steps

below:


below:

- 218 -



agency.





was missed.



appointment.




Hospitalization


important intervention point for the Medical Provider. Additionally, it can provide specific

outcome related information to funders and can have an impact on the client’s eligibility for

specific services. To document that a client has been hospitalized, follow the steps below:


below:

- 219 -



agency.


hospital.



to.



hospitalization.






hospital.






hospital.







- 220 -




Letter






agency.












- 221 -


letter is to.































- 222 -





below.

- 223 -









from.










figure below:

- 224 -




mode.



- 225 -




your agency.


your agency.






- 226 -

Chapter

7

Food Bank Providers

This Chapter outlines the tasks that need to be completed by Food Bank providers in Provide®

Enterprise to meet all billing and reporting requirements. Over time, the data elements

outlined in this Chapter must also be kept current as things change for the client.



records that must be entered with Provide®


Requirements.

Client Profile


situation changes.









- 227 -







record.






- 228 -









- 229 -




your agency.


your agency.













Category”.






- 230 -







- 231 -



the client to.




















- 232 -








- 233 -









from.










Override”.

- 234 -









for.


override.










Documentation of ongoing Food Bank services is necessary to ensure all billing and reporting

requirements are met.

- 235 -

Food Bank Summary

Much of the data related to the client’s activity with the Food Bank can be documented within

the Food Bank Summary.

To get to the Food Bank Summary, follow the steps below:


choose “Food Bank Summary”.


The View Food Activity contains four tabs of information, described below:

o Assessments: This tab contains the Food Bank Assessments, used to

document information related to the Food Bank Outcomes.

o Services: This tab holds information regarding services provided to the client.


o Referrals: The Referrals tab of the Food Bank Summary displays any





Service Provided

Service Provided records are used to document food bank services provided to clients. These

can be created by following these steps:

Follow the steps listed above to navigate to the Food Bank Summary.


- 236 -








Service Provided.


o Service Date: Enter the date the service was provided to the client.

o Service Category: Select the category of the Service Provided. This will fill

in the both the “Service Category” and the “Service Provided” fields.

o Units of Service: This number will automatically default to “1”.





client.


You will be prompted to Save your changes and will be returned to the View Food

Activity window.

Additional Documentation

There are additional documents that can be entered in and viewed in a client file. NOTE: If

the client is being served by a Case Management or Medical provider, some of the

information discussed below may already be documented in the system, and you should have

access to view the information.

- 237 -

Food Bank Assessments

The Assessments Tab of the “View Food Activity” shows any food bank assessments

documented in a client file. These are required to report on food bank outcomes. To create or

update a food bank assessment, follow the steps below:


choose “View Food Activity”.

The View Food Activity form will open.

On the “Assessments” tab, click on the button.

If the client has an existing Food Bank Assessment, the most recent record will

open on your screen. You can then click the to create a new copy of the

assessment.

If the client has not had a record created, the Food Bank Assessment, seen in the figure

below, will open.


o Assessment Status: Automatically defaults to “In Progress” while you are

working in the record. Once you have filled it out, make sure that you click

the . In Progress assessments will not be counted in your

outcomes reports.

o Assessment Type: This field is also automatically computed based on

whether or not this is the first assessment for the client.

o Food Handling Information Provided: Select whether or not the client was

provided information on safe food handling procedures.

o Food is Required to Take Medication: Select whether or not the client

needs to eat food in order to take their medications as prescribed.

o Food Increases Ability to Take Medication: This field will only show if the

previous field is set to “Yes”. Select whether or not food will help improve

the client’s ability to take medications.

After filling out the record, click on the button. This will mark the

record as complete. You will be prompted for the Completion date and whether

or not you wish to save changes. Enter the date the assessment was completed

with the client. Click on the button to save your changes and return

to the View Food Activity form.

- 238 -

You can save the record as In Progress by clicking on the button.

You will be prompted to save your changes. Click on the button to

save your changes and return to the View Food Activity form.

Referrals

The Referrals Tab of the “View Food Activity” shows referrals made on behalf of the client to

both Ryan White Part A providers as well as to other agencies within the community. To get

to this information, follow the steps below.


choose “View Food Activity”.

The View Food Activity form will open.


Adding a Referral




below:


- 239 -


agency.


















referral.










return to the View Food Activity form.

Appointments

Clients receiving medical care, who are being Case Managed, should have every Kept medical

appointment documented in the system. Additionally, in the near future, appointment records

will be used to schedule appointments with the Central Intake Department for Eligibility

Reviews. To create an appointment, follow the steps below:

Navigate to the “View Food Activity” form by following the steps listed earlier in this

chapter.


- 240 -


below:



agency.





was missed.



appointment.




Hospitalization


important intervention point. Additionally, it can provide specific outcome related

information to funders, and can have an impact on the client’s eligibility for specific services.

To document that a client has been hospitalized, follow the steps below:


chapter.


- 241 -


below:



agency.


hospital.



to.



hospitalization.






hospital.

- 242 -






hospital.










Letter




chapter.



- 243 -



agency.



(discussed in Chapter 2 of this guide). Simply select the provider you are










letter is to.









- 244 -








Required Actions


of the Ryan White Part A Standards for Service Delivery. The Provide® Enterprise system

captures specific Client information and then uses this information to determine if a Standard

has been met. The system will generate a list for you (My Tasks) of actions needed to comply

with the Standards of Care. NOTE: Items will appear on the list in advance of the date

required by the Standard and will continue to appear on the list until the required action has

been taken.

Currently, the only Required Action that should show up for Food Bank staff is related to the

receipt of a referral.



My Tasks






Client Profile



- 245 -

















- 246 -





below.

- 247 -









from.










figure below:

- 248 -




mode.



- 249 -




your agency.


your agency.






- 250 -

Chapter

8

Outreach Providers

This chapter outlines the tasks that need to be completed by Outreach providers in Provide®

Enterprise to meet all billing and reporting requirements. Over time, the data elements

outlined in this Chapter must also be kept current as things change for the client.





Requirements.

Client Profile


situation changes.









- 251 -







record.






- 252 -









- 253 -




your agency.


your agency.













Category”.






- 254 -







- 255 -



the client to.




















- 256 -








- 257 -









from.




Assign the Outreach Worker It is important to assign the Outreach Worker to the client and to keep this updated as

necessary. To Assign the Outreach Worker, follow the steps in Chapter 3, under “Creating

Provider Relationship Records”. The “Provider Relationship” should be set to Outreach

Worker.

- 258 -







Override”.









for.


override.




- 259 -







Documentation of ongoing Outreach services is necessary to ensure all billing and reporting


Outreach Summary

Much of the data related to the client’s activity with the Outreach providers can be

documented within the Outreach Summary.

To get to the Outreach Summary, follow the steps below:


choose “Outreach Summary”.


The View Outreach Activity contains eight tabs of information, described below:

o Episodes of Care: Episode of Care records are used to document each

episode of care that is received by a client.

o Services: This tab holds information regarding progress logs and services

provided to the client. Both Progress Logs and Services Provided can be

created from this tab.

o Rides: Scheduled and completed van rides are documented on this tab.

o Procedures and Labs: Medical procedures and tests are documented in this

tab.

o Medications: Filled prescription records are documented on this tab.

o Test Results: The results of medical test completed for the client are

documented on this tab. New Test Results or Lab Panels can be created from

this tab.

- 260 -

o Referrals: The Referrals tab of the Outreach Summary displays any referrals

made for the client and also allows for creation of a Referral record.




Episode of Care

Episode of Care records are used to document each episode of care that is received by a client.

To create an Episode of Care record, follow the steps below to first navigate to the

Outreach Summary and then add a Progress Log:

To navigate to the Outreach Summary, follow the steps below:




Select the button and click on “Episode of Care”.

The Episode of Care record, similar to that in the figure below, will open on your

screen:



o Service Category: This field will automatically default to “Outreach”.

o Care Episode Status: Ate the beginning of this episode of care, set the

“Status” to “Started”. At discharge, the “Status” should be set to “Ended”.

When the “status” is set top “ended”, two additional fields will appear.

o Date Episode Started: Enter the date the client is/was admitted for this

episode of care.

- 261 -

o Date Episode Ended: This field will only show if the “Care Episode Status”

is set to “Ended”. Enter the date that this episode of care is ending.

o Reason Ended: This field will only show if the “Care Episode Status” is set

to “Ended”.

o Eligibility Documentation Received? In order to be eligible for Outreach

services after 45 days from when the Episode of Care starts, you must collect

Ryan White Part A eligibility determining documentation including proof of

residency, income, and HIV status. Set this field to “Yes” when you have that

information collected and the Client is eligible. Then, you can continue to

provide Outreach for up to a maximum of four months from the start of the

Episode of Care.

o Enrolled in Medical Case Management? This field will show only if the

“Reason Ended” is set to “Client Enrolled in Care”. Select whether or not the

client was enrolled in Medical Case Management services.

o Medical Case Management Agency: If the “Enrolled in Medical Case

Management?” field is set to “Yes”, you will see this field. Select which

agency the client was enrolled in Medical Case Management services at.

o Enrolled in Medical Care? This field will show only if the “Reason Ended”

is set to “Client Enrolled in Care”. Select whether or not the client was

enrolled in Medical Care.

o Medical Care Provider: If the “Enrolled in Medical Care?” field is set to

“Yes”, you will see this field. Enter the provider or agency where the client is

receiving medical care services from.




Progress Logs

Outreach providers must create a separate Progress Log for every encounter or contact with or

on behalf of a client during a given day. Be sure to note the exact amount of time (number

of minutes) that was spent with or on behalf of the Client during this encounter as well as

the type of contact that was made. These Progress Log records will later be used to

report the amount of time spent by providers in different Contact Types as well as serve

as source records to help determine the amount of billable outreach activity that was

performed. To create a Progress Log, follow the steps below to first navigate to the

Outreach Summary and then add a Progress Log:

To navigate to the Outreach Summary, follow the steps below:





- 262 -



Summary Tab

The Summary Tab of the Progress Log contains the specific details about the Outreach

encounter.



- 263 -










o Contact Category: Select “Outreach”.

o Outreach Type: Select the type of Outreach encounter.











below:



- 264 -


“Medical Care”.








appointment.




Goals Addressed Tab

This does not apply for Outreach Encounters!

Referrals Tab





below:



agency.

- 265 -


















referral.











Progress Log Save Rules

The following rules have been added to the Progress Log for Outreach Encounters.

Anonymous Clients/Encounters

Only certain types of encounters can be documented in client files that are listed in the

Client Profile as being “Anonymous”. These include the following:

General Outreach

Individual Supervision

Group Supervision

General Outreach encounters can only be documented in “Anonymous Client” files. The

“Anonymous Client” flag can be found in the Client Profile on the “General Section of

the “Profile” tab (seen in the figure below).

- 266 -

If you try to save a “General Outreach” Progress Log for a client that is NOT listed as

being Anonymous, an error message similar to that below will appear. The Progress Log

will NOT be saved.

If you try to save a Progress Log with an Encounter Type other than one of the three

listed above for an Anonymous encounter, you will receive an error message similar to

that in the figure below. The Progress Log will NOT be saved.

Episodes of Care

If the client is NOT an Anonymous client, an Episode of Care record that covers the date

of service MUST exist. If the client does not have an Episode of Care that covers the

service date, a message similar to the following will appear when you attempt to save the

Progress Log. The Progress Log will NOT be saved.

HIV Positive Encounters

For HIV Positive Face to Face or HIV Positive Other Encounters, the following rules

apply.

- 267 -

Client is not documented as being Anonymous in the Client Profile.

An episode of care record exists that covers the date of service

Ryan White Part A eligibility documentation must be collected within 45 days

from the start of the episode of care. If you have not yet entered that the

eligibility documentation has been collected and it has been 45 days since the start

of the Episode of Care, you will see a message similar to that in the figure below.

The Progress Log will NOT be saved.

In addition, HIV Positive Face to Face and HIV Positive Other Encounters can

only be documented up until the point that the eligibility documentation has been

obtained. If you try to save a Progress Log of these encounter types AFTER

documentation has been obtained, a message box similar to that below will

appear. The Progress Log will NOT be saved.

Ryan White Encounters

The Ryan White encounter types (RWT1 Face-to-Face Encounter and

RWT1 Other Encounter) can only be used if the following rules apply:

The client is not documented as being Anonymous in the Client Profile.

An episode of care record exists that covers the date of service.

Ryan White Part A eligibility documentation has been collected within 45 days.

Contact Date is no more than 4 months after the start date of the episode of care.

If you attempt to enter a Progress Log of the Ryan White encounter types and the

Contact date is after 4 months from the start date of the episode of care, a message

similar to that below will appear. The Progress Log will NOT be saved.

- 268 -

If you have not yet entered that Ryan White Part A eligibility documentation has

been collected within the episode of care record, the following message will

appear. The Progress Log will NOT be saved.







o If the Progress Log does not fall within the dates of an “Episode of Care”

record, you will not be able to complete the Progress Log and will see a

message similar to that in the figure below:

o Click on the button to return to the Progress Log. At this point,

you can simply click on the button to save your changes. You

can then go back to the View Outreach Activity window and enter the

appropriate “Episode of Care” record. Once that is complete, you can re-

=open this P{ro0gress Log and then you should be able to mark the record

as “Complete”.

o You will be prompted to Save your changes and will be returned to the View

Outreach Activity window.

If you have already completed your Episode of Care, the status of the Progress Log

will be changed to “Complete” and you will be returned to the Outreach Summary.




- 269 -



Referrals

The Referrals Tab of the “View Outreach Activity” shows referrals made on behalf of the

client to both Ryan White Part A providers as well as to other agencies within the community.



choose “View Outreach Activity”.



Adding a Referral




below:



agency.

- 270 -


















referral.











Appointments

Clients receiving medical care who are being Case Managed, should have every kept medical




Navigate to the “View Outreach Activity” form by following the steps listed earlier in

this chapter.


- 271 -


below:



agency.





was missed.



appointment.




Hospitalization






this chapter.


- 272 -


below:



agency.


hospital.



to.



hospitalization.






hospital.




- 273 -



hospital.










Letter




this chapter.



- 274 -



agency.













letter is to.









- 275 -








Required Actions


of the Ryan White Part A Standards for Service Delivery. The Provide® Enterprise system





been taken.

Currently, the only Required Action that should show up for Outreach staff is related to the

receipt of a referral.



My Tasks






- 276 -

Client Profile



















- 277 -





below.

- 278 -









from.










figure below:

- 279 -




mode.



- 280 -




your agency.


your agency.











- 281 -




Client Profile.

- 282 -

Chapter

9

Legal Service Providers

This Chapter outlines the tasks that need to be completed by Legal Service providers in


elements outlined in this chapter must also be kept current as things change for the client.





Requirements.

Client Profile


situation changes.









- 283 -







record.






- 284 -









- 285 -




your agency.


your agency.













Category”.






- 286 -







- 287 -



the client to.




















- 288 -








- 289 -









from.










Override”.

- 290 -









for.


override.










Documentation of ongoing Legal services is necessary to ensure all billing and reporting


- 291 -

Legal Summary

Much of the data related to the client’s activity with the Food Bank can be documented within

the Legal Summary.

To get to the Legal Summary, follow the steps below:


choose “Legal Summary”.


The View Legal Activity contains three tabs of information, described below:

o Services: This tab holds information regarding services provided to the client.


o Referrals: The Referrals tab of the Food Bank Summary displays any





Service Provided

Service Provided records are used to document legal services provided to clients. These can

be created by following these steps:

Follow the steps listed above to navigate to the Legal Summary.




- 292 -






Service Provided.


o Service Date: Enter the date the service was provided to the client.

o Service Category: Select the category of the Service Provided. This will fill

in the both the “Service Category” and the “Service Provided” fields.

o Units of Service: This number will automatically default to “1”.





client.


You will be prompted to Save your changes and will be returned to the View Legal

Summary window.






Referrals

The Referrals Tab of the “View Legal Activity” shows referrals made on behalf of the client

to both Ryan White Part A providers as well as to other agencies within the community. To

get to this information, follow the steps below.

- 293 -


choose “View Legal Activity”.

The View Legal Activity form will open.


Adding a Referral




below:



agency.





- 294 -














referral.










return to the View Legal Activity form.

Appointments

Clients receiving medical care who are being Case Managed, should have every Kept medical





chapter.



below:

- 295 -



agency.





was missed.



appointment.




Hospitalization





Navigate to the “View Legal Activity” form by following the steps listed earlier in this

chapter.



below:

- 296 -



agency.


hospital.



to.



hospitalization.






hospital.






hospital.







- 297 -




Letter



Navigate to the “View Legal Activity” form by following the steps listed earlier in this

chapter.




- 298 -


agency.













letter is to.
















Required Actions


of the Ryan White Part A Standards for Service Delivery. The system captures specific Client

information and then uses this information to determine if a Standard has been met. The

system will generate a list for you (My Tasks) of actions needed to comply with the Standards

of Care. NOTE: Items will appear on the list in advance of the date required by the Standard

and will continue to appear on the list until the required action has been taken.

Currently, the only Required Action that should show up for Legal Services staff is related to

the receipt of a referral.

- 299 -



My Tasks






Client Profile






care, including the client moving outside of the service territory, death, and the client’s self



- 300 -















below.

- 301 -









from.










figure below:

- 302 -




mode.



- 303 -




your agency.


your agency.






- 304 -

Chapter

10

Mental Health Providers

This Chapter outlines the tasks that need to be completed by Mental Health providers within


elements outlined in this chapter must also be kept current as things change for the client.



that must be entered with Provide®


Requirements.

Client Profile


situation changes.









- 305 -







record.






- 306 -









- 307 -




your agency.


your agency.













Category”.






- 308 -







- 309 -



the client to.




















- 310 -








- 311 -









from.




Assign the Mental Health Counselor

It is important to assign the Mental Health Counselor to the client and to keep this updated as

necessary. To Assign the Mental Health Counselor, follow the steps in Chapter 3, under

“Creating Provider Relationship Records”. The “Provider Relationship” should be set to

Mental Health Counselor.

- 312 -

Mental Health Summary


be found within the Mental Health Summary.

To get to the Mental Health Summary, follow the steps below:


choose “Mental Health Summary”.


The Mental Health Summary contains nine tabs of information, described below:


Psychosocial and specific mental health screening/evaluations completed.

o Action Plans: The Action Plans Tab contains all of the client’s action plan

records.

o Contacts & Services: This tab holds information regarding services provided

to the client, including Progress Logs and Service Provided records. Progress

Logs and Services Provided can also be created from this tab.

o Rides: The Rides tab shows information regarding scheduled and provided

van rides for this client.

o Procedures: The procedures tab shows all medical and dental procedure

records entered by Part A providers.

o Medications: The medications tab shows information on all drugs the client

is on and any prescriptions that have been filled by Part A pharmacies. New

drug records can also be added from here.

o Test Results: This tab shows any test result records entered by any provider

serving the client. New Test Result records can also be added from this tab.

o Referrals: The Referrals tab of the Mental Health Summary displays any





- 313 -

Psychosocial Evaluation

It is a Broward County requirement that Mental Health Counselors complete a psychosocial

evaluation on each client they serve. After this assessment some of the Clinical Tools built

into the system can be used to finalize a client’s diagnosis (Instructions to complete these tools

follows the instructions for the Psychosocial Evaluation). To create the Psychosocial

Evaluation, follow these steps:

From just above the Evaluation view window within the Mental Health Summary,

select button .

The Psychosocial Evaluation form, similar to that in the figure below, will open:

Fill out the fields as appropriate.

Main Tab

o Agency: This will default to show your agency.

o Assessment Status: Defaults to “In Progress” until you have marked the

psychosocial evaluation as complete.

o Reason Seeking Treatment: Enter the reason the client is seeking

treatment at this time.

History Tab

o Previous Psychological Treatment: Document the client’s history of

psychological treatment.

o Drug and Alcohol History: Document details of the client’s drug and

alcohol history.

o Residence History: Enter a history of the client’s living

situation/residence.

o Relationship History: Document details of the client’s relationships.

o Cultural/Spiritual/Philosophical History: Enter details regarding the

client’s cultural, spiritual and philosophical history.

- 314 -

Current Status Tab

o Education/Employment/Military: Document details regarding the

client’s current educational, employment and/or military status.

o Interests/Hobbies: Enter detailed information about the client’s current

interests and hobbies.

o Current and Past Legal Issues: Detail the client’s current and past legal

history.

o Past and Present Family Issues: Enter detailed information about the

client’s current and past family issues.

o Current Primary Support System: Document details about the client’s

current primary source of support.

o Mental Status Summary Evaluation: Enter an evaluation of the client’s

mental status.

Axis I Tab

o Primary Diagnosis Code/Description: Select the DSM-IV Code and

Description using the Diagnosis Field Single Value dialog box, discussed

in Chapter 1 of this guide.

o Primary Diagnosis Severity: Select the severity of the client’s diagnosis.

o Primary Diagnosis Comments: Enter any comments related to the

client’s primary Axis I Diagnosis.

o NOTE: The above listed fields are repeated for a Secondary Diagnosis as

well as a Tertiary Diagnosis.

Axis II Tab






client’s primary Axis II Diagnosis.



Axis III Tab






client’s primary Axis III Diagnosis.



- 315 -

Axis IV Tab

o Primary Diagnosis Code/Description: Select the Code and Description

using the dialog box that opens when you click the button next to this

field.


client’s primary Axis IV Diagnosis.



Axis V Tab

o GAF/GAF Description: Select the client’s current GAF (Global

Assessment of Functioning) score.

o GAF Comments: Enter any comments related to the client’s current

GAF score.

Completing the Assessment

After completing filling out the Psychosocial Evaluation, it is necessary to mark

the evaluation as completed. If you do not do this, you will not be able to bill for

this client. However, once you have marked the evaluation as Completed, you

will no longer be able to edit the assessment. NOTE: Broward County

recommends leaving the evaluation in Progress while the other Mental Health

evaluation tools are being used to develop the client’s diagnosis.

Once you are ready to mark the Evaluation as complete, simply click on the

button. A dialog similar to that in the figure below will appear:

Change the Completion Date to reflect the date that you actually completed the

assessment with the client and then click the button.

You will then be prompted to save your changes. Click the button to save

your changes and return to the Mental Health Summary.

Brief Psychiatric Rating Scale

The Brief Psychiatric Rating Scale was developed to evaluate clients when the mental health

providers suspects Schizophrenia. It can be administered rapidly and can be used to monitor

change in the Client. To create the Brief Psychiatric Rating Scale, follow these steps:

From within the Mental Health Summary above the “Assessments” embedded view

window, select the Add button and pick “Brief Psychiatric Rating Scale”.

- 316 -

The Brief Psychiatric Rating Scale, similar to that in the figure below will appear:

There are three tabs that make up the Brief Psychiatric Rating Scale. Fill out all fields

as appropriate.

Main Tab

Agency: This field is automatically computed based on your agency.

Assessment Status: This field is automatically completed.

Questions Tab

Please choose the number that corresponds to severity of the symptoms listed below:

0 = Not Assessed, 1 = Not Present, 2 = Very Mild, 3 = Mild, 4 = Moderate,

5 = Moderately Severe, 6 = Severe, 7 = Extremely Severe

o Somatic concern

o Anxiety

o Depression

o Suicidality

o Guilt

o Hostility

o Elated Mood

o Grandiosity

o Suspiciousness

o Hallucinations

o Unusual thought content

o Bizarre behavior

o Self-neglect

o Disorientation

o Conceptual disorganization

o Blunted affect

o Emotional withdrawal

- 317 -

o Motor retardation

o Tension

o Uncooperativeness

o Excitement

o Distractibility

o Motor hyperactivity

o Mannerisms and posturing

Summary Tab

o Score of BPRS Questions: This field will be automatically computed based

on the answers to the questions above.

o Severity Level: This field is automatically computed based on what

information was entered above.

o Sources of Information: Select the sources of information used in

completing this tool.

Confidence in Assessment (1 = Not at All, 5 = Very Confident): Select the level of

confidence of this assessment

Reason(s) Questionable: If applicable, enter why there is not complete confidence in

the assessment.


After completing filling out the Brief Psychiatric Rating Scale, it is necessary to

mark the evaluation as completed. Once you have marked the evaluation as

Completed, you will no longer be able to edit the assessment







CES-D Assessment

The Center for Epidemiological Studies-Depression Scale (CES-D) is a 20-item instrument

that was developed by the National Institute of Mental Health to detect major or clinical

depression in adolescents and adults. To create a CES-D Assessment, follow these steps:


window, select the Add button and pick “CESD Assessment”.

- 318 -

The CESD Assessment form, similar to that in the figure below will appear:

There are three tabs that make up the CESD Assessment. Fill out all fields as

appropriate.

Main Tab



Assessment Created for: Select the reason the assessment was created.

Questions Tab

For Each Statement, please chose the category which best describes how often the

client felt this way during the past week.

o I was bothered by things that usually don't bother me.

o I did not feel like eating; my appetite was poor.

o I felt that I could not shake off the blues even with help from my friends.

o I felt that I was just as good as other people.

o I had trouble keeping my mind on what I was doing.

o I felt depressed.

o I felt that everything I did was an effort.

o I felt hopeful about the future.

o I thought my life had been a failure.

o I felt fearful.

o My sleep was restless.

o I was happy.

o I talked less than usual.

o I felt lonely.

o People were unfriendly.

o I enjoyed life.

o I had crying spells.

- 319 -

o I felt sad.

o I felt that people disliked me.

o I could not get "going".

Score Tab

Total CES-D Score: This field will automatically be computed based on the answers

to the other questions.

Depression Summary: This field will automatically be computed based on the

answers to the other questions.


After completing filling out the CES-D Assessment, it is necessary to mark the

assessment as completed. Once you have marked the assessment as Completed,

you will no longer be able to edit the assessment

Once you are ready to mark the assessment as complete, simply click on the






Goldberg Bipolar Screening Assessment

The Goldberg Bipolar Screening was designed to screen for the possibility of a disorder in the

bipolar spectrum in individuals, 18 or older, who have had depression severe enough to have

caused them distress and/or interfered with their functioning at home, work, school or in their

interpersonal relationships. To create a Goldberg Bipolar Screening follow these steps:


window, select the Add button and pick “Goldberg Bipolar Screening”.

The Goldberg Bipolar Screening form, similar to that in the figure below will appear:

- 320 -

There are three tabs that make up the Goldberg Bipolar Screening Assessment. Fill

out all fields as appropriate.

Main Tab



Questions Tab

The items below refer to how the client has and behaved over much of your life. If the

client has usually been one way and recently changed their response, this should

reflect how they have USUALLY been. 0 = Not At All, 1 = Just a Little,

2 = Somewhat, 3 = Moderately, 4 = Quite a Lot, 5 = Very Much

o At times I am much more talkative or speak much faster than usual.

o There have been times when I was much more active or did many more

things than usual.

- 321 -

o I get into moods where I feel very speeded up or irritable.

o There have been times when I have felt both high (elated) and low

(depressed) at the same time.

o At times I have been much more interested in sex than usual.

o My self-confidence ranges from great self-doubt to equally great

overconfidence.

o There have been GREAT variations in the quantity or quality of my

work.

o For no apparent reason I sometimes have been VERY angry or hostile.

o I have periods of mental dullness and other periods of very creative

thinking.

o At times I am greatly interested in being with people and at other times I

just want to be left alone with my thoughts.

o I have had periods of great optimism and other periods of equally great

pessimism.

o I have had periods of tearfulness and crying and other times when I laugh

and joke excessively.

Score Tab

Score of GBS Questions: This field is automatically completed.

Level of GBS Questions: This field is automatically completed.


After completing filling out the Goldberg Bipolar Screening Assessment, it is

necessary to mark the assessment as completed. Once you have marked the

assessment as Completed, you will no longer be able to edit the assessment







Hamilton Anxiety Scale

The Hamilton Anxiety Scale (HAMA) is a rating scale developed to quantify the severity of

anxiety symptomatology, often used in psychotropic drug evaluation. To create a Hamilton

Anxiety Scale, follow these steps:


window, select the Add button and pick “Hamilton Anxiety Scale”.

- 322 -

The Hamilton Anxiety Scale form, similar to that in the figure below will appear:

There are three tabs that make up the Hamilton Anxiety Scale. Fill out all fields as

appropriate.

Main Tab



Questions Tab

Rate the items listed on this tab based on the scale listed in each question:

o Anxious Mood

o Tension

o Fears

o Insomnia

o Difficulties in Concentrating and Memory

o Depressed Mood

o General Somatic Symptoms

o General Somatic Symptoms: Sensory

o Cardiovascular Symptoms

o Respiratory Symptoms

o Gastro-intestinal Symptoms

o Genito-urinary Symptoms

o Other Autonomic Symptoms

o Behavior During Interview

- 323 -

Score Tab

Score: This field is automatically completed.

Level: This field is automatically completed.


After completing filling out the Hamilton Anxiety Scale, it is necessary to mark the









Action Plan

The Action Plan is used to document the plan of care for your client. It contains the specific

goals that the client and Counselor will work towards while the client is being served. To

create an Action Plan (or to view the existing Action Plan), follow these steps:

From within the Mental Health Summary, select the Action Plans tab and click on the

button.


- 324 -

Summary Tab






will appear:





Notes Tab










o Agency: The field will automatically default to your Agency.


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o Reviewed By: The field will default to your name.



the goal is being opened, closed, or what specific progress has been made



Provide® Enterprise allows you to create “manual” goals to associate with a client’s Action


different from the “Template” Goals which will be developed by a workgroup of Mental

Health providers and will be available for all Counselors to add to their Action Plans (the

workgroup is working on this in the near future). To create a “Manual” goal, follow these

steps:





Summary Tab













goal by.


- 326 -


you wish to.


related to this goal at the time the goal is opened, when a goal is closed, or




Date”, “Current Progress”, and the appropriate “Notes”.



After filling out all appropriate fields, you can close save this record and return to the

Action plan (by clicking on the button and saying to the “Want to

Save Your Changes” message.





Provide® Enterprise allows your community to create “template” goals to associate with a



write many of the fields within the Action Plan Goal, as they will be automatically filled in

based on the information within the Template goal. Currently, the Mental Health Workgroup

is working on creating these goals for Broward County Counselors to use. They will be

available in the near future. To add a “Template” Goal, follow these steps:



- 327 -




button.






Once you have added applicable goals to your Action Plan, it is important to mark that the

plan has been Completed with the client. Changing the status of the Action Plan is important

because it will be used in reporting and auditing. To Complete the Action Plan, follow the

steps below:





- 328 -




discussed below.



Action Plan at any time. Marking the Action Plan as reviewed is certifying that you have


mark the Action Plan as reviewed, follow the steps below:

From within the Action Plan, click on the button on the Action bar. A dialog

box similar to that in the figure below will appear:







document their review of the Action Plan. To mark the Action Plan as having been reviewed


- 329 -






below):






steps below:











- 330 -


closed.














To print the Action Plan, simply click on the button in the plan. The print out will

open on your screen where it can be printed for the client to sign.







Override”.


- 331 -








for.


override.










Documentation of ongoing Mental Health related activities is important to ensure all client

needs are being addressed. This, historically, has been done using the Service Provided

record. Effective in early 2010, Mental Health providers will be required to document

encounters using Progress Logs.

- 332 -

Progress Log

Mental Health providers must create a separate Progress Log for every encounter or contact

with or on behalf of a Client during a given day. Be sure to note the exact amount of time

(number of minutes) that was spent with or on behalf of the Client during this encounter

as well as the type of contact that was made. These Progress Log records will later be

used to report the amount of time spent by providers in different Contact Types as well as

serve as source records to help determine the amount of billable mental health activity

that was performed. To create a Progress Log, follow the steps below to first navigate to

the Mental Health Summary and then add a Progress Log.

To navigate to the Mental Health Summary, follow the steps below:



The View Mental Health Activity form will open.




- 333 -

Summary Tab

The Summary Tab of the Progress Log contains the specific details about the encounter.












o Contact Category: This will default to “Mental Health Counseling”.

o Counseling Type: Select the type of encounter.

o Focus of Session: This field will only show if “Counseling Type” is set to

“Group Session”. Select the focus of this group counseling session.

o General Appearance: This field will only show if “Counseling Type” is set

to “Group Session”. Select the client’s general appearance during this session.

o Behaviors: This field will only show if “Counseling Type” is set to “Group

Session”. Select the behaviors shown by the client during this group.

o Mood/Affect: This field will only show if “Counseling Type” is set to

“Group Session”. Describe the client’s mood and affect by selecting the

applicable descriptors.

o Thought Process/Content: This field will only show if “Counseling Type” is

set to “Group Session”. Select the client’s thought process/content.

o Level of Participation: This field will only show if “Counseling Type” is set

to “Group Session”. Enter the client’s level of participation in this group

session.


- 334 -


NOTE: For Group Session encounters, a “Sample” document has been

created. Simply click on the button and select “Mental

Health/Substance Use Group Session” to pull in the headings for a typical

Group Session Note (Behavior/Intervention/Response/Plan).









below:




“Medical Care”.







- 335 -


appointment.




Goals Addressed Tab


Plan that were addressed during the Encounter. To select the Goals that were addressed

during this Encounter, follow the steps below:








below:

- 336 -



Referrals Tab





below:










- 337 -











referral.










return to the View Mental Health Activity form.




reporting.

IMPORTANT BILLING NOTE: The billing requirements are slightly different than the

protocols of the service delivery model. No services can be billed in until the treatment plan

and biopsychosocial are completed in Provide® Enterprise. Any service provided 45 days prior

to the authorization date of the treatment is billable once the treatment plan is entered in

Provide® Enterprise. You still have the ability to document Progress logs for the individual

sessions in PE but they can’t be marked as complete in the system until the Treatment plan or

Action plan is entered into PE. (To save your note in Progress after completing all required

fields (red asterisk marked fields), simply click on the button and select “Yes” to

the save changes question.).

Once a Progress Log has been marked as Complete, you will no longer be able to edit that

Progress Log. To mark a Progress Log as Complete, follow the steps below:


You will be prompted to Save your changes and will be returned to the View Mental

Health Activity window.

- 338 -

Service Provided

Please NOTE: Service Provided records are ONLY to be entered into the system until

instructed by Broward County to start entering Progress Logs.

When a service is provided to a client, this must be documented in the system. This can be

done by following the steps below:












Service Provided.



- 339 -

o Service Category: Select the category of the Service Provided by clicking

on the button. This will fill in the both the “Service Category” and the

“Service Provided” fields.


the units of service is different.





client.


You will be prompted to Save your changes and will be returned to the View Mental

Health Activity window.


Documentation of ongoing Mental Health activities is important to ensure all client needs are

being addressed. The Mental Health Summary should be used as a tool to help ensure that all

related documents are completed.

Referrals

The Referrals Tab of the “View Mental Health Activity” shows referrals made on behalf of

the client to both Ryan White Part A providers as well as to other agencies within the






Adding a Referral




below:

- 340 -



agency.


















referral.








- 341 -




Other Activity

The Other Activity Tab of the “View Mental Health Activity” other information regarding the

client’s condition, including Hospitalizations, Letters, and Appointments. To get to this






Appointments

For Clients receiving medical care from non Ryan White Part A funded providers, every

Medical Appointment kept must be documented (typically by their Case Manager or Medical

Care Provider). Client’s being served by Ryan White Part A Providers will already have this

appointment information documented in this section by that provider. Additionally, in the


Intake Department for Eligibility Reviews.



below:



agency.

- 342 -





was missed.



appointment.




Hospitalization






below:



agency.


hospital.



to.


- 343 -


hospitalization.






hospital.






hospital.










Letter




- 344 -



agency.













letter is to.









- 345 -













Update the Client Profile and associated records as needed to reflect changes in the

Client’s life.

Releasing Behavioral Health Documentation to Another Behavioral Health Provider To release Behavioral Health records to another agency, please follow the steps below:

1) Navigate to the “View Mental Health Summary” form from within the Client

Profile.

2) Select the “Releases” Tab, seen in the figure below.

3) Click on the button to open the Release record, similar to that in

the figure below:

- 346 -

4) Fill out the fields as appropriate:

a. Status: Defaults to “Active”

b. Releasing Agency: Defaults to your agency.

c. Releasing to Agency: Select the Mental Health or Substance Abuse

service providing agency that you want to release Mental Health or

Substance Abuse records to.

d. Activity Release Effective Date: Enter the date to start releasing records

from.

e. Authorized By: This will default to your name.

f. Scanned Release: Attach or Scan in the release of information form

allowing this release.

5) Click the button to save the record.

6) Select “Yes” to the “Save Changes” dialog to save the change. The other agency

will be able to view the information in the record within 30 minutes or so, after

the system has processed the release.

Required Actions

The Provide® Enterprise system has been designed to assist Counselors in meeting many of

the Ryan White Part A Standards for Service Delivery. The Provide® Enterprise system





been taken. Broward County and the Mental Health workgroup are currently defining the

Required Actions that will be used for Mental Health Counselors.



- 347 -

My Tasks






Client Profile









- 348 -


When discharging a client from your agency, you must change the Client’s Status in their

Client Service Profile record for your agency. This can be done by following the steps below:

Navigate to the Profile Section – General Sub-Tab of the Client Profile, seen in the figure

below:

Double click on the Client Service for your agency. The Client Service Profile will open

and will look similar to that in the figure below:

Click on the button. The Client Service Profile will be brought into Edit mode,


Click on the button to activate the Status Change dialog box, similar to


- 349 -


Status: Select “Closed” as the status.

Reason for change: Select the reason the clients is being discharged from your

agency.

Date change effective: Enter the date the client is being discharged from your

agency.

Click on the button to save your changes. You will be returned to the Client

Service Profile.









- 350 -




Client Profile.



done from within the Mental Health Summary.

To navigate to the Mental Health Summary, follow the steps below:
















is being closed.






- 351 -



your changes and return to the View Mental Health Activity form.

- 352 -

Chapter

11

Substance Abuse Providers

This Chapter outlines the tasks that need to be completed by Substance Abuse providers

within Provide® Enterprise to meet all billing and reporting requirements. Over time, the data

elements outlined in this Chapter must also be kept current as things change for the Client.



that must be entered with Provide®


Requirements.

Client Profile


situation changes.









- 353 -







record.






- 354 -









- 355 -




your agency.


your agency.













Category”.






- 356 -







- 357 -



the client to.




















- 358 -








- 359 -









from.




Assign the Substance Abuse Counselor

It is important to assign the Substance Abuse Counselor to the client and to keep this updated

as necessary. To Assign the Substance Abuse Counselor, follow the steps in Chapter 3, under

“Creating Provider Relationship Records”. The “Provider Relationship” should be set to

Substance Abuse Counselor.

- 360 -

Substance Abuse Summary


be found within the Substance Abuse Summary.

To get to the Substance Abuse Summary, follow the steps below:


choose “Substance Abuse Summary”.


The Substance Abuse Summary contains nine tabs of information, described below:


Psychosocial and specific mental health/substance abuse screening/evaluations

completed.

o Action Plans: The Action Plans Tab contains all of the client’s action plan

records.

o Contacts & Services: This tab holds information regarding services provided

to the client, including Progress Logs and Service Provided records. Progress

Logs and Services Provided can also be created from this tab.

o Rides: The Rides tab shows information regarding scheduled and provided

van rides for this client.

o Procedures: The procedures tab shows all medical and dental procedure

records entered by Part A providers.

o Medications: The medications tab shows information on all drugs the client

is on and any prescriptions that have been filled by Part A pharmacies. New

drug records can also be added from here.

o Test Results: This tab shows any test result records entered by any provider

serving the client. New Test Result records can also be added from this tab.

o Referrals: The Referrals tab of the Mental Health Summary displays any


- 361 -




Psychosocial Evaluation

Broward County requires that Mental Health providers complete a Psychosocial Evaluation.

This is NOT a requirement for Substance Abuse Providers, but the information is available for

these providers if they desire to enter this information. After this assessment some of the

Clinical Tools built into the system can be used to finalize a client’s diagnosis (Instructions to

complete these tools follows the instructions for the Psychosocial Evaluation). To create the

Psychosocial Evaluation, follow these steps:

From within the Substance Abuse Summary, select the

button.

The Psychosocial Evaluation form, similar to that in the figure below, will open:


Main Tab

o Agency: This will default to show your agency.

o Assessment Status: Defaults to “In Progress” until you have marked the

psychosocial evaluation as complete.

o Reason Seeking Treatment: Enter the reason the client is seeking

treatment at this time.

History Tab

o Previous Psychological Treatment: Document the client’s history of

psychological treatment.

o Drug and Alcohol History: Document details of the client’s drug and

alcohol history.

o Residence History: Enter a history of the client’s living

situation/residence.

o Relationship History: Document details of the client’s relationships.

- 362 -

o Cultural/Spiritual/Philosophical History: Enter details regarding the

client’s cultural, spiritual and philosophical history.

Current Status Tab

o Education/Employment/Military: Document details regarding the

client’s current educational, employment and/or military status.

o Interests/Hobbies: Enter detailed information about the client’s current

interests and hobbies.

o Current and Past Legal Issues: Detail the client’s current and past legal

history.

o Past and Present Family Issues: Enter detailed information about the

client’s current and past family issues.

o Current Primary Support System: Document details about the client’s

current primary source of support.

o Mental Status Summary Evaluation: Enter an evaluation of the client’s

mental status.

Axis I Tab






client’s primary Axis I Diagnosis.



Axis II Tab






client’s primary Axis II Diagnosis.



Axis III Tab






client’s primary Axis III Diagnosis.

- 363 -



Axis IV Tab

o Primary Diagnosis Code/Description: Select the Code and Description

using the dialog box that opens when you click the button next to this

field..


client’s primary Axis IV Diagnosis.



Axis V Tab

o GAF/GAF Description: Select the client’s current GAF (Global

Assessment of Functioning) score.

o GAF Comments: Enter any comments related to the client’s current

GAF score.


After completing filling out the Psychosocial Evaluation, it is necessary to mark

the evaluation as completed. If you do not do this, you will not be able to bill for

this client. However, once you have marked the evaluation as Completed, you

will no longer be able to edit the assessment. NOTE: Broward County

recommends leaving the evaluation in Progress while the other Substance Abuse

evaluation tools are being used to develop the client’s diagnosis.






your changes and return to the Substance Abuse Summary.

Brief Psychiatric Rating Scale

The Brief Psychiatric Rating Scale was developed to evaluate clients when the Substance

Abuse providers suspects Schizophrenia. It can be administered rapidly and can be used to

monitor change in the Client. To create the Brief Psychiatric Rating Scale, follow these steps:

From within the Substance Abuse Summary above the “Evaluations” embedded view

window, select the Add button and pick “Brief Psychiatric Rating Scale”.

- 364 -

The Brief Psychiatric Rating Scale, similar to that in the figure below will appear:

There are three tabs that make up the Brief Psychiatric Rating Scale. Fill out all fields

as appropriate.

Main Tab



Questions Tab

Please choose the number that corresponds to severity of the symptoms listed below:

0 = Not Assessed, 1 = Not Present, 2 = Very Mild, 3 = Mild, 4 = Moderate,

5 = Moderately Severe, 6 = Severe, 7 = Extremely Severe

o Somatic concern

o Anxiety

o Depression

o Suicidality

o Guilt

o Hostility

o Elated Mood

o Grandiosity

o Suspiciousness

o Hallucinations

o Unusual thought content

o Bizarre behavior

o Self-neglect

o Disorientation

o Conceptual disorganization

o Blunted affect

o Emotional withdrawal

- 365 -

o Motor retardation

o Tension

o Uncooperativeness

o Excitement

o Distractibility

o Motor hyperactivity

o Mannerisms and posturing

Summary Tab

o Score of BPRS Questions: This field will be automatically computed based

on the answers to the questions above.

o Sources of Information: Select the sources of information used in

completing this tool.

o Severity Level: This field is automatically computed based on what

information was entered above.

Confidence in Assessment (1 = Not at All, 5 = Very Confident): Select the level of

confidence of this assessment

Reason(s) Questionable: If applicable, enter why there is not complete confidence in

the assessment.


After completing filling out the Brief Psychiatric Rating Scale, it is necessary to

mark the evaluation as completed. Once you have marked the evaluation as

Completed, you will no longer be able to edit the assessment







CES-D Assessment

The Center for Epidemiological Studies-Depression Scale (CES-D) is a 20-item instrument

that was developed by the National Institute of Mental Health to detect major or clinical

depression in adolescents and adults. To create a CES-D Assessment, follow these steps:


window, select the Add button and pick “CESD Assessment”.

- 366 -

The CESD Assessment form, similar to that in the figure below will appear:

There are three tabs that make up the CESD Assessment. Fill out all fields as

appropriate.

Main Tab



Assessment Created for: Select the reason the assessment was created.

Questions Tab

For Each Statement, please chose the category which best describes how often the

client felt this way during the past week.

o I was bothered by things that usually don't bother me.

o I did not feel like eating; my appetite was poor.

o I felt that I could not shake off the blues even with help from my friends.

o I felt that I was just as good as other people.

o I had trouble keeping my mind on what I was doing.

o I felt depressed.

o I felt that everything I did was an effort.

o I felt hopeful about the future.

o I thought my life had been a failure.

o I felt fearful.

o My sleep was restless.

o I was happy.

o I talked less than usual.

o I felt lonely.

o People were unfriendly.

o I enjoyed life.

o I had crying spells.

- 367 -

o I felt sad.

o I felt that people disliked me.

o I could not get "going".

Score Tab

Total CES-D Score: This field will automatically be computed based on the answers

to the other questions.

Depression Summary: This field will automatically be computed based on the

answers to the other questions.


After completing filling out the CES-D Assessment, it is necessary to mark the









Goldberg Bipolar Screening Assessment

The Goldberg Bipolar Screening was designed to screen for the possibility of a disorder in the

bipolar spectrum in individuals, 18 or older, who have had depression severe enough to have

caused them distress and/or interfered with their functioning at home, work, school or in their

interpersonal relationships. To create a Goldberg Bipolar Screening follow these steps:


window, select the Add button and pick “Goldberg Bipolar Screening”.

The Goldberg Bipolar Screening form, similar to that in the figure below will appear:

- 368 -

There are three tabs that make up the Goldberg Bipolar Screening Assessment. Fill

out all fields as appropriate.

Main Tab



Questions Tab

The items below refer to how the client has and behaved over much of your life. If the

client has usually been one way and recently changed their response, this should

reflect how they have USUALLY been. 0 = Not At All, 1 = Just a Little,

2 = Somewhat, 3 = Moderately, 4 = Quite a Lot, 5 = Very Much

o At times I am much more talkative or speak much faster than usual.

o There have been times when I was much more active or did many more

things than usual.

- 369 -

o I get into moods where I feel very speeded up or irritable.

o There have been times when I have felt both high (elated) and low

(depressed) at the same time.

o At times I have been much more interested in sex than usual.

o My self-confidence ranges from great self-doubt to equally great

overconfidence.

o There have been GREAT variations in the quantity or quality of my

work.

o For no apparent reason I sometimes have been VERY angry or hostile.

o I have periods of mental dullness and other periods of very creative

thinking.

o At times I am greatly interested in being with people and at other times I

just want to be left alone with my thoughts.

o I have had periods of great optimism and other periods of equally great

pessimism.

o I have had periods of tearfulness and crying and other times when I laugh

and joke excessively.

Score Tab

Score of GBS Questions: This field is automatically completed.

Level of GBS Questions: This field is automatically completed.


After completing filling out the Goldberg Bipolar Screening Assessment, it is

necessary to mark the assessment as completed. Once you have marked the

assessment as Completed, you will no longer be able to edit the assessment







Hamilton Anxiety Scale

The Hamilton Anxiety Scale (HAMA) is a rating scale developed to quantify the severity of

anxiety symptomatology, often used in psychotropic drug evaluation. To create a Hamilton

Anxiety Scale, follow these steps:


window, select the Add button and pick “Hamilton Anxiety Scale”.

- 370 -

The Hamilton Anxiety Scale form, similar to that in the figure below will appear:

There are three tabs that make up the Hamilton Anxiety Scale. Fill out all fields as

appropriate.

Main Tab



Questions Tab

Rate the items listed on this tab based on the scale listed in each question:

o Anxious Mood

o Tension

o Fears

o Insomnia

o Difficulties in Concentrating and Memory

o Depressed Mood

o General Somatic Symptoms

o General Somatic Symptoms: Sensory

o Cardiovascular Symptoms

o Respiratory Symptoms

o Gastro-intestinal Symptoms

o Genito-urinary Symptoms

o Other Autonomic Symptoms

o Behavior During Interview

- 371 -

Score Tab

Score: This field is automatically completed.

Level: This field is automatically completed.


After completing filling out the Hamilton Anxiety Scale, it is necessary to mark the









Action Plan

The Action Plan is used to document the plan of care for your client. It contains the specific

goals that the client and Counselor will work towards while the client is being served. To

create an Action Plan (or to view the existing Action Plan), follow these steps:

From within the Substance Abuse Summary, on the Action Plans Tab click the

button.


- 372 -

Summary Tab






will appear:





Notes Tab










o Agency: The field will automatically default to your Agency.


- 373 -

o Reviewed By: The field will default to your name.



the goal is being opened, closed, or what specific progress has been made



Provide® Enterprise allows you to create “manual” goals to associate with a client’s Action


different from the “Template” Goals which will be developed by a workgroup of Substance

Abuse providers and will be available for all Counselors to add to their Action Plans (the

workgroup is working on this in the near future). To create a “Manual” goal, follow these

steps:





Summary Tab













goal by.


- 374 -


you wish to.


related to this goal at the time the goal is opened, when a goal is closed, or




Date”, “Current Progress”, and the appropriate “Notes”.



After filling out all appropriate fields, you can close save this record and return to the

Action plan (by clicking on the button and saying to the “Want to

Save Your Changes” message.





Provide® Enterprise allows your community to create “template” goals to associate with a



write many of the fields within the Action Plan Goal, as they will be automatically filled in

based on the information within the Template goal. Currently, the Substance Abuse

Workgroup is working on creating these goals for Broward County Counselors to use. They

will be available in the near future. To add a “Template” Goal, follow these steps:



- 375 -




button.






Once you have added applicable goals to your Action Plan, it is important to mark that the

plan has been Completed with the client. Changing the status of the Action Plan is important

because it will be used in reporting and auditing. To Complete the Action Plan, follow the

steps below:





- 376 -




discussed below.



Action Plan at any time. Marking the Action Plan as reviewed is certifying that you have


mark the Action Plan as reviewed, follow the steps below:

From within the Action Plan, click on the button on the Action bar. A dialog

box similar to that in the figure below will appear:







document their review of the Action Plan. To mark the Action Plan as having been reviewed


- 377 -






below):






steps below:











- 378 -


closed.














To print the Action Plan, simply click on the button in the plan. The print out will

open on your screen where it can be printed for the client to sign.







Override”.


- 379 -








for.


override.










Documentation of ongoing Substance Abuse related activities is important to ensure all client

needs are being addressed. This, historically, has been done using the Service Provided

record. Effective in early 2010, Substance Abuse providers will be required to document

encounters using Progress Logs.

- 380 -

Progress Log

Substance Abuse providers must create a separate Progress Log for every encounter or contact

with or on behalf of a Client during a given day. Be sure to note the exact amount of time

(number of minutes) that was spent with or on behalf of the Client during this encounter

as well as the type of contact that was made. These Progress Log records will later be

used to report the amount of time spent by providers in different Contact Types as well as

serve as source records to help determine the amount of billable Substance Abuse activity

that was performed. To create a Progress Log, follow the steps below to first navigate to

the Substance Abuse Summary and then add a Progress Log.

To navigate to the Substance Abuse Summary, follow the steps below:



The View Substance Abuse Activity form will open.




- 381 -

Summary Tab

The Summary Tab of the Progress Log contains the specific details about the encounter.












o Contact Category: This will default to “Substance Abuse Counseling”.



o Focus of Session: This field will only show if “Counseling Type” is set to

“Group Session”. Select the focus of this group counseling session.

o General Appearance: This field will only show if “Counseling Type” is set

to “Group Session”. Select the client’s general appearance during this session.

o Behaviors: This field will only show if “Counseling Type” is set to “Group

Session”. Select the behaviors shown by the client during this group.

o Mood/Affect: This field will only show if “Counseling Type” is set to

“Group Session”. Describe the client’s mood and affect by selecting the

applicable descriptors.

o Thought Process/Content: This field will only show if “Counseling Type” is

set to “Group Session”. Select the client’s thought process/content.

o Level of Participation: This field will only show if “Counseling Type” is set

to “Group Session”. Enter the client’s level of participation in this group

session.


- 382 -


o NOTE: For Group Session encounters, a “Sample” document has been

created. Simply click on the button and select “Mental

Health/Substance Use Group Session” to pull in the headings for a typical

Group Session Note (Behavior/Intervention/Response/Plan).









below:




“Medical Care”.







- 383 -


appointment.




Goals Addressed Tab


Plan that were addressed during the Encounter. To select the Goals that were addressed

during this Encounter, follow the steps below:








below:

- 384 -



Referrals Tab





below:










- 385 -











referral.










return to the View Substance Abuse Activity form.




reporting.

IMPORTANT BILLING NOTE: The billing requirements are slightly different than the

protocols of the service delivery model. No services can be billed in until the treatment plan

and biopsychosocial are completed in Provide® Enterprise. Any service provided 45 days prior

to the authorization date of the treatment is billable once the treatment plan is entered in

Provide® Enterprise. You still have the ability to document Progress logs for the individual

sessions in PE but they can’t be marked as complete in the system until the Treatment plan or

Action plan is entered into PE. (To save your note in Progress after completing all required

fields (red asterisk marked fields), simply click on the button and select “Yes” to

the save changes question.).

Once a Progress Log has been marked as Complete, you will no longer be able to edit that

Progress Log. To mark a Progress Log as Complete, follow the steps below:


You will be prompted to Save your changes and will be returned to the View

Substance Abuse Activity window.

- 386 -

Service Provided

Please NOTE: Service Provided records are ONLY to be entered into the system until

instructed by Broward County to start entering Progress Logs.

When a service is provided to a client, this must be documented in the system. This can be

done by following the steps below:












Service Provided.



- 387 -

o Service Category: Select the category of the Service Provided by clicking

on the button. This will fill in the both the “Service Category” and the

“Service Provided” fields.


the units of service is different.





client.


You will be prompted to Save your changes and will be returned to the View

Substance Abuse Activity window.


Documentation of ongoing Substance Abuse activities is important to ensure all client needs

are being addressed. The Substance Abuse Summary should be used as a tool to help ensure

that all related documents are completed.

Referrals

The Referrals Tab of the “View Substance Abuse Activity” shows referrals made on behalf of

the client to both Ryan White Part A providers as well as to other agencies within the






Adding a Referral




below:

- 388 -



agency.


















referral.








- 389 -




Other Activity

The Other Activity Tab of the “View Substance Abuse Activity” other information regarding

the client’s condition, including Hospitalizations, Letters, and Appointments. To get to this






Appointments

For Clients receiving medical care from non Ryan White Part A funded providers, every

Medical Appointment kept must be documented (typically by their Case Manager or Medical

Care Provider). Client’s being served by Ryan White Part A Providers will already have this

appointment information documented in this section by that provider. Additionally, in the


Intake Department for Eligibility Reviews.



below:

- 390 -



agency.





was missed.



appointment.




Hospitalization






below:



agency.


hospital.


- 391 -


to.



hospitalization.






hospital.






hospital.










Letter




- 392 -



agency.













letter is to.









- 393 -













Update the Client Profile and associated records as needed to reflect changes in the

Client’s life.

Releasing Behavioral Health Documentation to Another Behavioral Health Provider To release Behavioral Health records to another agency, please follow the steps below:

1) Navigate to the “View Substance Abuse Summary” forms from within the Client

Profile.

2) Select the “Releases” Tab, seen in the figure below.

3) Click on the button to open the Release record, similar to that in

the figure below:

- 394 -

4) Fill out the fields as appropriate:

a. Status: Defaults to “Active”

b. Releasing Agency: Defaults to your agency.

c. Releasing to Agency: Select the Mental Health or Substance Abuse

service providing agency that you want to release Mental Health or

Substance Abuse records to.

d. Activity Release Effective Date: Enter the date to start releasing records

from.

e. Authorized By: This will default to your name.

f. Scanned Release: Attach or Scan in the release of information form

allowing this release.

5) Click the button to save the record.

6) Select “Yes” to the “Save Changes” dialog to save the change. The other agency

will be able to view the information in the record within 30 minutes or so, after

the system has processed the release.

Required Actions

The Provide® Enterprise system has been designed to assist Counselors in meeting many of

the Ryan White Part A Standards for Service Delivery. The Provide® Enterprise system





been taken. Broward County and the Substance Abuse workgroup are currently defining the

Required Actions that will be used for Substance Abuse Counselors.



- 395 -

My Tasks






Client Profile






care, including the client moving outside of the service territory, death, and the client’s self



- 396 -





below:

Double click on the Client Service for your agency. The Client Service Profile will open

and will look similar to that in the figure below:





- 397 -




agency.


agency.


Service Profile.









- 398 -




Client Profile.



done from within the Substance Abuse Summary.

To navigate to the Substance Abuse Summary, follow the steps below:
















is being closed.






- 399 -



your changes and return to the View Substance Abuse Activity form.

- 400 -

Chapter

12

Importing Providers

You can import Client Records, Client Sub Records and Activity Records into Provide®

Enterprise.

There are a number of common characteristics that you must keep in mind when preparing to

import records into the system.

All input files need to be formatted as ASCII delimited text files with the first record

(header) containing the Provide® Enterprise field names.

GTI recommends using “tab” for the field delimiter as input files may contain commas

or semicolons.

GTI does not support the import of rich text fields.

All dates must be in MM/DD/YYYY format

Imports require a unique file for each table. For example, data fields for the Client

Profile cannot be imported at the same time as data fields for an Allergy Record. You

must do two separate imports.

Additionally, each record must have a separate row in the input file. For example, you

cannot have three vaccinations in one row. A separate record would be needed for

each vaccination.

All records have a certain number of required fields that are needed in order to save a

record, within Provide® Enterprise these fields are marked with a red asterisk. When

importing, however, the only time all required fields are necessary is when doing the

initial client import. Though you may be able to import records without including all

required fields, it is always better to include them. Not importing all required fields

may cause errors when editing the record at a later date.

All imports generate error files.

In order for Client Sub-Records and Activity Records to be imported, the record’s

Client Key (“Client ID”, “Client Name”, “HealthPlan + Member ID” or “SSN”) must

match an existing Client Key of a Client Service Profile that fits the user’s

(Importer’s) User Profile.

In order for Client Sub-Records and Activity Records to be imported, the Client

Profile or a backup Client Profile must be released to the record’s Organization-

Program.

- 401 -

Importing Client Records

There are a number of steps involved in the import process to Provide® Enterprise. It is

important that all of these steps are followed in preparing the import file and actually

importing the data into the system in order to assure accuracy of data while decreasing the

amount of errors received.

NOTE: The County does not want you to ever "register" new Clients via the Import process.

If you have a "new" Client that you have never served, a staff member must log on to

Provide® Enterprise and try to "Find" the Client in the database first. If the client already

exists and has not been served by your agency before, you will need to create a Client Service

Profile with your Client ID in it. See the steps earlier in this guide (Chapter 3) for opening an

existing client to your agency. If you do not find that the client is already registered in the

system, you will want to Register the new Client. If you are registering a new Client in PE

you only need about a dozen fields to create the new Client record. Once you have your

Client ID set up on the Client Service Profile you will then be able to import the rest of the

Client Profile data and "update" those fields.

Creating an Input File

For this example we will assume that “Test Agency A” currently has all paper records. They

want to create a spreadsheet in Excel for use as an input file. They want to import only the

minimum amount of data needed to register a client in Provide®

Enterprise.

To determine what fields are needed for this example, you will want to review your “Register

Client” form. To do this, select “Actions” from the Windows Toolbar and select Register

Client. This will activate a dialog box similar to the following:

If you click on each tab, you will note that a number of fields have a red asterisk next to them.

This means that they are required fields. The field names of the input file will need to match

field names in Provide®

Enterprise.

Determine the Field Names

To obtain the field names, you will need to view the System Administration Data Dictionary.

- 402 -

To do this, you will want to select “View” from the Windows Toolbar and then

choose “System Administration – Data Dictionary – Fields By Field Description” as

seen below:

This will open the Data Dictionary, similar to that in the figure below:

NOTE: The Data Dictionary will open with all databases and tables collapsed. Simply click

on the to expand to the database and table that you want to find the field names for. (In this

case, we will be looking in the Client Database at the Client Profile.)

Here you will find the Provide® Enterprise field names: Client – Name First

(SCPClientFirst), Client – Name Last (SCPClientLast), Client – Birth Date

(SCPDateOfBirth) and Client -Gender (SCPGender). These fields and field names are

the minimum that you will need for your input file.

Formatting Excel Spreadsheet for Input File

Now that you have determined the required fields and their corresponding field names, you

would set up your Excel Spreadsheet to look similar to the following:

- 403 -

NOTE: Suppose you wanted to add two additional fields, Primary Language (SCPLanguage)

and Other Languages Proficient In (SCPLanguageProficiency) from the Client Profile

Demographics – General Tab.

Because the Other Languages Proficient In (SCPLanguageProficiency) field is a multi-value

field (can hold more than one value), you must place the double tilde Multi-value Delimiter

“~~” between each value as shown below:

When you have finished entering all your data, save it as an Excel file (*.xls) so that you can

easily edit it later, if necessary. For import purposes you will also need to save the file as a

text file (*.txt). GTI recommends using Tab delimited files as shown below:

Import Process

Client or client records can only be imported into an Organization – Program that matches

your current User Profile.

In order to import Client Records, you will need to “File-Import-Client Records” from the

Windows Toolbar (seen in the figure below):

Once you have selected “Import Client Records” from the toolbar, the Import form will appear

on your screen similar to that in the following figure.

- 404 -

Fill out the fields as described below:

Client Key: Select the key that you want to match records by. The choices are

“Client ID”, “Client Name”, “HealthPlan Member ID” or “SSN”.

Actions on Match Found on Key: Set this field to “Update”. When the system finds

a client that is already in the system, it will then update the existing profile with any

updated information.

Actions on No Match Found on Key: Set this field to “Bypass” so that you cannot

import new clients into the system..

Input File: The button allows you to browse for the location of the input file.

Field Delimiter: Select the field delimiter that is used in the input file. The options

are “Tab”, “Comma” or “Semicolon”.

Multi-value Delimiter: Currently the “~~”, “:” or “;” are the only options for a multi-

value delimiter.

Error file: The button allows you to browse for the destination location of the

error report and create a name for the file.

Field Name Validation

Once all of the above Import fields are completed, click the button to

perform a validation of the field names that you set up. If any of the field names do not

match a field name in the Data Dictionary (in the System Administration Database), you

will see INVALID before the field name. You will need to correct the field name on your

input file before you continue.

If the field names are valid, you will notice that the “Field”, “# Allowed Values” and

“Type” will now be filled in without any errors. An example of what the table might look

like is following.

- 405 -

NOTE: Field name validation is an import step in all of the import types that will be discussed

later in this chapter. The steps are the same as above for each type of import.

Import Test and Error File

If the fields are set up properly, once you click the button you will see a message

similar to the following after the test import completes:

If errors are listed, be sure to check your error file. An example of an error is below. In this

case it would allow you to proceed with the import even though the date is invalid. However,

it would be better to open the “Input file” and view the date to make corrections. After the

corrections, click the button again to check for errors.

NOTE: In the above diagram, Record 3 refers to the 3rd record after the Header.

NOTE: The import test is an import step in all of the import types that will be discussed later

in this chapter. The steps are the same as above for each type of import.

- 406 -

If you are importing client updates into the system, you must check your error file to find out

which clients are not already in the system. For any clients that are not in the system, you

MUST register them in the system manually (see Chapter 3 of this guide for instructions on

doing this.)

Your error file will have a message similar to the following for clients that it cannot find in the

system “Error: Record 1, No Client match found for record number 1. The client will not be

imported.” This messages tells you to look in your Client Import spreadsheet at the FIRST

client. (Note – the record numbers correspond to the line of the spreadsheet the client is found

in. The record number does NOT take into count the first line of column headers, so the

record number count actually begins on the first line of data. You can compare your error file

to your client import file to find out which clients will need to manually be entered in the

system, or their Client Service Profile created.)

Final Import

After you have completed a Test Import without receiving errors, you will be able to import

the data into the system.

Simply click on the button. Once the import process has completed, the

following window will appear.

Again, if you receive any error messages, make sure to review your error file so that

any necessary corrections can be made.

Importing Client Sub-Records

There are a number of steps involved in the import process in Provide® Enterprise. It is




The process of importing Client Activity Records is very similar to that of importing Client

records. In fact, you should follow the steps detailed in the Importing Client Records for the

following:

Creating Input File (NOTE: When reviewing the required fields, you will want to

open the Sub-Record type you wish to import by selecting a client, opening the client

profile, navigating to the appropriate section of the file and clicking on the “Add”

button.)

- 407 -

Determine Field Names (NOTE: When in the Data Dictionary, you will want to

navigate through the Client Database and find the Sub-Record type you want to

import.)

Formatting Excel Spread Sheet for Input File.

Import Process

Client Sub-records can only be imported into an Organization – Program that matches your

current User Profile.

In order to import Client Sub-Records, you will need to “File-Import-Activity” from

the Windows Toolbar (seen in the figure below):

Once you have selected “Import Client Sub Records” from the toolbar, the Import

form will appear on your screen, similar to that in the figure below:

Record Type: Select the type of sub-record you would like to import.



Secondary Key: This key is automatically defined by the choice you make when

selecting “Record Type”. For insurance records the secondary key is “Health Plan +

Member ID”, for provider records the secondary key is “Provider Name”.

- 408 -

Actions on Secondary Key Match: When a match is found do you want to

“Update” or “Bypass” the record

Actions on No Secondary Key Match: When no match is found do you want to

“Create” a new record or “Bypass” the information.




Multi-value Delimiter: Currently the “~~”, “:” and “;”are the only options for multi-

value delimiter.

Error File: The button allows you to browse for the location of the error file.

Once all of the above Import fields are completed be sure to perform field name validation and

then run an import test as previously discussed under “Importing Client Records”.

Once all of the above Import fields are completed, follow the steps below (which are

discussed in the “Importing Client Records” section of this guide):



Final Import

Advanced Options

When Importing Client Sub-records into Provide® Enterprise, you have the ability to utilize

some “Advanced Options” to further enhance your import. GTI does not recommend using

the Advanced Options without assistance from our technical support team.

To see the “Advanced Options” simply click on the button. You will

see additional fields appear in the Import Activity form, similar to those in the figure below:

Run Script for Computed Fields: Within the Data Dictionary, there are a number of

fields that are computed automatically within Provide® Enterprise. Examples of

computed fields include the “ACreateDate” (the date a document is created in the

system) and the Selector Description (the description of each document that shows in

the database views). If you wish to automatically compute these fields at the time of

import, simply leave this field set to “Yes”. If you wish to actually include the

computed fields in your import file, select “No” and make sure that you include all of

the computed fields in your import file.

Run Document Pre Save Script: There are a few documents in Provide® Enterprise

that have an associated “Pre Save Script”, meaning that prior to saving the document

- 409 -

completely; a script is activated to perform a specific function. For example, when

creating a Client Service Profile, there is a Pre Save Script in effect to create a Client

Service Profile History record. If you want the system to automatically run these Pre

Save scripts at the time of import, simply leave the field set to “Yes”. If you do not

want to run the Pre Save scripts, set the field to “No”.

Run Lookups to Reference Databases: For selected imports, the system has the

ability to lookup information in the Reference databases to ensure that data in the

import file matches information in the Reference Databases. For example, if you are

importing Provider Relationship records, Provide® Enterprise can look to the

Providers Database to ensure that the Provider names you are importing are valid. If

you want the system to automatically Run Lookups to the Reference Databases, leave

this field set to “Yes”. If not, change the field to “No”. NOTE: It is recommended

that you use the Lookups to the Reference Databases to ensure data quality. The rules

for the Reference Database Lookup for Sub-Record imports can be seen in the

following table.

Form Name Field Used to Look Up Fields Added to Activity

Record if Match is Found

Action if No

Match Found

Provider

Relationship

ProName SCPProviderV,

SCPProviderType

Error in Error

File, Record IS

Imported

NOTE: When importing with any of the three “Advanced” fields set to “Yes”, the import

process will take a little longer

Importing Activity Records

There are a number of steps involved in the import process in Provide® Enterprise. It is




NOTE: For providers who import Prescription Records, please make sure that you

include the Strength, Route, and Dosage Format as well as the NDC Code for the

prescription. Additionally, do not remove the leading zeros from the NDC Code upon

import.

The process of importing Client Activity Records is very similar to that of importing Client

records. In fact, you should follow the steps detailed in the Importing Client Records for the

following:

Creating Input File (NOTE: when reviewing the required fields, you will want to

open the Activity record type you wish to import by selecting a client and then

choosing “Create Activity”.

Determine Field Names (NOTE: When in the Data Dictionary, you will want to

navigate through the Activity Database and find the field type you want to import.)

- 410 -

Formatting Excel Spread Sheet for Input File.

Import Process

Activity records can only be imported into an Organization – Program that matches your

current User Profile.

In order to import Activity Records, you will need to “File-Import-Activity” from the

Windows Toolbar as seen in the figure below:

Once you have selected “Import Activity” from the toolbar, the Import form will appear on

your screen, similar to that in the following figure.

Record Type: Select the type of record you would like to import.






Multi-value Delimiter: Currently the “~~”, “:” or “;” are the only options for a multi-

value delimiter.

Error file: The button allows you to browse for the destination location of the

error report and create a name for the file.

Once all of the above Import fields are completed, follow the steps below (which are

discussed in the “Importing Client Records” section of this guide:



- 411 -

Final Import

Advanced Options

When Importing Activity records into Provide® Enterprise, you have the ability to utilize some

“Advanced Options” to further enhance your import. GTI does not recommend using the

Advanced Options without assistance from our technical support team.

To see the “Advanced Options”, simply click on the button. You will

see additional fields appear in the Import Activity form, similar to those in the figure below:

Run Script for Computed Fields: Within the Data Dictionary, there are a number of

fields that are computed automatically within Provide® Enterprise. Examples of

computed fields include the “ACreateDate” (the date a document is created in the

system) and the Selector Description (the description of each document that shows in

the database views). If you wish to automatically compute these fields at the time of

import, simply leave this field set to “Yes”. If you wish to actually include the

computed fields in your import file, select “No” and make sure that you include all of

the computed fields in your import file.

Run Document Pre Save Script: There are a few documents in Provide® Enterprise

that have an associated “Pre Save Script”, meaning that prior to saving the document

completely; a script is activated to perform a specific function. For example, when

creating a Client Service Profile, there is a Pre Save Script in effect to create a Client

Service Profile History record. If you want the system to automatically run these Pre

Save scripts at the time of import, simply leave the field set to “Yes”. If you do not

want to run the Pre Save scripts, set the field to “No”.

Run Lookups to Reference Databases: For selected Activity imports, the system

has the ability to lookup information in the Reference databases to ensure that data in

the import file matches information in the Reference Databases. For example, if you

are importing Procedure records, Provide® Enterprise can look to the Code Sets

Database to ensure that the CPT Codes you are importing are valid. If you want the

system to automatically Run lookups to the Reference Databases, leave this field set to

“Yes”. If not, change the field to “No”. NOTE: It is recommended that you use the

lookups to the Reference Databases to ensure data quality. The rules for the Reference

Database Lookup can be seen in the table below:

Form Name Field Used to Look Up Fields Added to Activity

Record if Match is

Found

Action if No

Match Found

- 412 -

Diagnosis CLADiagICD9 CLADiagName Error in Error

File, Activity

Record NOT

Imported

Drug CLADrugName CLADrugAPA,

CLADrugNameGeneric,

CLADrugAPAs

Error in Error

File, Activity

Record NOT

Imported

Hospitalization CLAHospitalPrimaryDiagICD9 CLAHospitalPRimaryDia

g

Error in Error

File, Record IS

Imported

Hospitalization CLAHospitalPrimDisDiagICD9 CLAHospitalPrimDisDiag Error in Error

File, Record IS

Imported

Hospitalization CLAHospitalOtherDiagICD9 CLAHospitalOtherDiag Error in Error

File, Record IS

Imported

Hospitalization CLAHospitalOtherDisDiagICD9 CLAHospitalOtherDisDia

g

Error in Error

File, Record IS

Imported

Prescription CLADrugNDC

OR

CLADrugName

CLADrugAPA,

CLADrugName,

CLADrugNameGeneric,

CLADrugAPAs

OR

CLADrugAPA,

CLADrugNameGeneric,

CLADrugAPAs

Error in Error

File, Record

NOT Imported

if there is no

match on both

fields

Procedure CLAProcCode CLAProcDescription Error in Error

File, Record

NOT Imported

Test Result CLATestName No Additional Fields

Added

Error in Error

File, Record

NOT Imported

NOTE: When importing with any of the three “Advanced” fields set to “Yes”, the import

process will take a little longer.

- 413 -

Chapter

13

AICP (AIDS Insurance

Continuation Program)

This Chapter outlines the tasks that need to be completed by Broward County Ryan White

Part A AICP program staff within Provide® Enterprise to meet all billing and reporting

requirements.

Enrollment Documentation

At the time of enrollment in the AICP, it is important to ensure that all Private Health,

Prescription, and Dental Insurance information in the Client Profile is up to date.

Client Profile

The Insurance Tab of the Client Profile has five Sub-Tabs containing information on the

health, prescription and dental care benefits and insurance coverage that the client has. AICP

staff need to make sure that the information on the Private Health Coverage Sub-Tab is

current.

Insurance Section - Private Health Coverage Sub-Tab

The Private Health Coverage Sub-Tab collects detailed information related to a client’s private

health care insurance coverage.

- 414 -


Private Insurance Coverage?: Select whether or not the client has private insurance.

A number of additional fields will appear if the above field is set to “Yes”. Four of

these fields are instrumental in determining eligibility. These are outlined below:

o Ambulatory Benefits: If this field is set to "Yes", the client will no longer be

eligible for "Ambulatory Outpatient Medical Care" services.

o Mental Health Benefits: If this field is set to "Yes", the client will no longer

be eligible for "Mental Health" services.

o Substance Abuse Benefits: If this field is set to "Yes", the client will no

longer be eligible for "Substance Abuse" services.

o Private Prescription Coverage: If this field is set to "Yes", the Client will

no longer be eligible for Medications

Private Prescription Coverage?: Select whether or not the client has private

prescription insurance.

NOTE: AICP staff need to document all of the details regarding the health insurance

coverage that the client has.

Insurance Section – AICP Sub-Tab

The AICP Sub-Tab collects detailed information related to a client’s enrollment in AIDS

Insurance Continuation programs.

- 415 -


FL AIDS Insurance Continuation Program: Select the status of the client’s

enrollment in the FL AIDS Insurance Continuation Program.

NOTE: The client is only eligible for Ryan White Part A AICP services if they are on the

Wait List for the State AICP.

Enroll the Client in the AICP

In the AICP section of the Client profile, you are able to document the client’s enrollment in

the AICP. To enroll the client, follow the steps below:

Within the AICP section of the Client Profile, click on the

button. The AICP Enrollment form, similar to that in the figure below will open:


AICP Enrollment Tab

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Status: Enter the client’s enrollment status in the AICP program.

Program Type: Defaults to Broward County.

Date Open/Date Placed on Wait List: These will show based on the “Status”

entered above. Enter either the date the client was placed on the AICP wait list or the

date they were enrolled in the AICP.

Date Closed: This will only show when the “Status” is set to “Closed”, meaning that

the client is no longer enrolled in the AICP.

Last Client Premium Payment Date Paid: Enter the date that the last premium

payment was made by the client.

Last Client Premium Payment Coverage From/Coverage To: Enter the dates of

the coverage reflected by the last client premium payment.

First AICP Payment Due Date: Enter the due date of the client’s first AICP

payment.

First AICP Payment Coverage From/To Date: Enter the coverage dates of the first

AICP Payment.

First AICP Payment Amount: Enter the amount of the first AICP payment due.

Estimated Monthly Premium Next Scheduled Due Date: Enter the due date of the

next AICP Payment.

Estimated Monthly Premium Payment Amount: Enter the amount of the monthly

premium to be paid.

AICP Payment History: This view window will show the history of all AICP

Payments. Documenting AICP payments will be discussed later in this chapter.

- 417 -

NOTE: The “First AICP Payment” section is where you document the details of the first

premium payment, which can sometimes be for multiple months of coverage. The “Estimated

Premium” is where you document what the ongoing monthly premium will be.

Carrier Tab

NOTE: Some of these fields will be automatically inherited from the Private Insurance

section of the Client Profile if completed.

Carrier Name: Select or enter the name of the Insurance Carrier.

Policy/Plan Name or Number: Enter the Name of the Policy or Plan and/or the

policy number.

Group Name or Number: Enter the Group Name or Number.

Member/Subscriber ID: Enter the client’s Member or Subscriber ID number.

Phone: Enter the Customer Service Phone Number of the Insurance Carrier.

Street Address 1/2/City/State/Zip: Enter the full address detail of the Insurance

Carrier.

Employer Tab

Company Name: Enter the name of the client’s employer if needed.

Phone Number: Enter the phone number of the client’s employer.

Street Address 1/2/City/State/Zip: Enter the full address detail of the employer.

Payee Tab

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NOTE: If AICP Payments should be sent to the “Carrier” click the blue highlighted

“Copy Carrier Address”. Similarly, if AICP payments should be sent to the

“Employer”, click the blue highlighted “Copy Employer Address”. Otherwise, simply

enter the payee information as outlined below.

Payee Name: Enter the name of payee for AICP payments.

Phone/Fax: Enter the phone and fax numbers for the Payee.

Street Address 1/2/City/State/Zip: Enter the full address detail of the payee

Insurance Card

This section of the AICP Enrollment is to attach a copy of the client’s Insurance card.

You can scan the card directly into this document by clicking the “Scan” button

(circled in the above figure). If you have already scanned the document and have it

saved elsewhere, you can click on the “Attach” button to attach that scan to your

enrollment.

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FL AICP Docs

This section of the AICP Enrollment is to attach a copy of the client’s State of Florida

AICP documentation. You can scan this information directly into this document by

clicking the “Scan” button (circled in the above figure). If you have already scanned

the documentation and have it saved elsewhere, you can click on the “Attach” button

to attach that scan to your enrollment.

After filling out all information in the Enrollment click on the button to

save and close the enrollment. This will return you to the Client Profile.

Insurance Section – Comments Sub-Tab

The Comments Sub-Tab collects allows you to enter any needed comments regarding the

client’s insurance information.

Simply enter any comments in the “Comments” field.

Payment Request Documentation

Documentation of Payment Requests is completed from within the AICP Enrollment record.

A view has been created to assist you in identifying clients that are enrolled in the AICP

program so that you can quickly enter the Payment Request record.

View\Client\AICP Open Enrollments: This is a view of clients that have AICP

Enrollments that are in the “Status” of “Open”. It can be used to document a Payment

Request without actually having to go into the AICP Enrollment record. Double

clicking on a client’s name in this view will open the AICP Enrollment Record.

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When you are ready to enter the payment request record, you can navigate to the view listed

above, or access the client’s Open AICP Enrollment via the Insurance Section – AICP Sub-

Tab of the Client Profile.

If accessing the Payment Request record from the via listed above, simply single click

on the client name that you wish to enter the request for and then click the

button. If accessing the Payment Request from directly within

the AICP Enrollment, click the button.

Either way, a Service Provided form similar to that in the figure below will open:


o Agency: This will default to be your agency.

o Status: Defaults to “Pending”. Should not be changed until the payment has

been processed via the accounting department.

o Provider: This will default to your name. If you are entering this on

someone’s behalf, you can change the “Provider” to be that person’s name.

o Service Date: This should reflect the date that this payment is being entered

into the database.

o Service Category/Service Provided/Service Code: These will all default.

o Due Date: Enter the date that the payment is due at the payee site.

o Units of Service/Units of Measure/Unit Cost/Total Cost: These will all

default based on the information listed in the AICP Enrollment record.

o Voucher ID: This will be blank when the record is first being entered. It will

be updated once Finance has processed this payment.

o Service From Date/Service To Date: Enter the dates that reflect the time

period the payment is being made for.

o Comments: Enter any additional comments about this payment.

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After filling out all appropriate fields, click the . This will

save your record and open the Check Request Form on your screen (similar to that in

the figure below). The button can be used if you are not needing the print

the voucher, but simply want to save and close your record.

Click the button (circled in the above figure) to print out this Check Request.

Deliver the Check Request to your supervisor for approval. Click the “X” in the

upper right hand corner (circled below) to close the Check Request after it has been

printed.

Click the button to close your record and return to the Enrollment. This

will save and, essentially “submit” the payment request.

Payment Request Processing

Once a Payment Request has been submitted and the voucher/check has been cut by finance, it

is important to finalize the processing of the request in Provide Enterprise. This will be used

in the generation of the invoice to Broward County for your services.

You will always be able to access all payment requests attached to a given AICP

enrollment by first opening the AICP Enrollment from the AICP Sub-Tab of the

Insurance Section of the Client Profile. Additionally, a view of Pending Payments

has been added to help you to quickly find a pending payment so that it can be

completed and final documentation added. This view is “View\Activity\AICP

Payments\Pending By Client Name”.

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This view shows all AICP Service Provided records in the status of “Pending” and

lists the Due Date.

From this view, simply double click on the request that you wish to process. The

record will open and will look similar to that in the figure below.

Click on the button to put the record into edit mode.

Change the “Status” of the record to “Completed”.

Two new fields will appear (Circled above):

o Voucher ID: Enter the number provided to you by finance for this payment.

o Voucher Date: Enter the date the voucher/check was cut by finance.

Click the button to close and finalize your record. Once the request has

been saved with the status of “Completed”, you will no longer be able to edit the

record. However, if you do not set the status to “Completed”, the record will not be

invoiced.

NOTE: There is also a view of “Completed” payments in case a payment needs to be deleted

when it is returned. This view is “View\Activity\AICP Payments\By Voucher ID”.

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When the client is going to be discharged from the AICP program there are two main records

that need to be modified. These are outlined below.

AICP Enrollment

When a client is being closed to the AICP, you must change the Status of the AICP

Enrollment record. This can be done by following the steps below:

Navigate to the Insurance Section –AICP Sub-Tab of the Client Profile and access the

AICP Enrollment by double clicking on it in the embedded view window. You can

also navigate to the AICP Enrollment using the view View\Client\AICP Open

Enrollments. Simply double click on the client/enrollment in this view to open that

enrollment.

Click on the button to put the record into edit mode.

Change the “Status” of the record to “Closed”.

Enter the “Date Closed”.

Click the button to close and finalize your record.





below:

- 424 -

Double click on the Client Service for your agency (circled in the above figure). The

Client Service Profile will open and will look similar to that in the figure below:





- 425 -




agency.


agency.


Service Profile.




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Chapter

14

Invoicing

Using Provide® Enterprise to generate your invoices to BCHCS is fairly easy. After creating

the proper documentation as discussed in previous chapters, you need to follow these steps in

the Provide® Reporting Database.

Introduction

Using Provide® Enterprise to generate your invoices to Broward County is fairly easy. After

creating the proper documentation as discussed in the program specific “cheat sheets”, you

need to follow these steps.

Reconciliation

The reconciliation process will create ledger entries for any services that have been entered

during the Contract period that match any of the Billing Rate documents associated with the

specific Contract. Each time an invoice is going to be run, it is important to reconcile to

convert newly entered or deleted service records to Ledger Entries. NOTE: The

reconciliation process may take several minutes to run, depending on the amount of data that

has been entered in the system. The reconciliation process will delete all unbilled ledger

entries and create new entries for newly billable services.

NOTE: Prior to actually reconciling the services, review the contract information, including

the start and end dates, contract amount and contract cap period. If any information is

incorrect, contact your Contract’s Administrator to correct the problem.

Reconciliation needs to be completed on EACH contract in order to pull any new services in

as ledger entries.

NOTE: If you have multiple contracts for exactly the same service, you need to reconcile the

smaller contract first and complete the invoice on the smaller contract prior to moving on to

the larger contract.

To reconcile, follow the steps below:

Find the appropriate contract that you want to reconcile. [Menu

BarView\Billing\Contracts\Open by Payee]

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Open the contract. [Double ClickContract you wish to reconcile]

Reconcile the contract by clicking the button.

While the contract reconciles, you will not see anything happen on the screen. However,

when the reconciliation process completes, a dialog box will appear telling you how many

ledger entries were generated, similar to that in the figure below:

- 428 -

Creating an Invoice

Once activity for a contract has been reconciled to the ledger, an invoice can be

generated.

Create an invoice by clicking on the button.

The invoice will appear:

Enter the Invoice Period End Date (the last day of the month being invoiced).

Run a Trial Invoice by clicking on the button. The invoice will run and

refresh to show you all the totals.

Print out the Trial Invoice so that you can review it and make any adjustments to the

Service Provided, Progress Log, Prescription or Superbill documents for your Clients.

To print it, simply click on the Print Button and select “Invoice”. The trial invoice will

run and appear on your screen, similar to that in the figure below:

- 429 -

If necessary, make any needed changes to Client files and re-reconcile (following the

steps above). You can then generate another Trial Invoice and review it again.

Once satisfied with your Trial Invoice, you can submit the invoice. Once you have

submitted the invoice, no changes can be made to it.

To submit the invoice, simply click on the button. This will run the invoice

again and will mark it as billed.

At this point, you need to print the invoice out and mail it to BCSAHCSD with the

appropriate cover sheet. [Button BarClick ButtonPrint\Invoice]

Special Handling of Unbillable Services

The Reconciliation process will find all documented services that are potentially

billable for the selected contract in the specified date range. The system examines the

service records and creates ledger entries for those that can be billed. The

reconciliation process can also identify services that are not billable and create ledger

records used to report “unbillable” services. These “unbillable” services fall into one

of the following three categories:

o Contract Cap: Services fall into this category when the contract cap has been

met for the billing period. If a provider has already billed or accumulated for

billing services that meet the cap of a contract at that point in time, the service

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would be billable if the contract cap was raised or in a subsequent month when

the provider could then bill for more services. For example, assume a

Contract was for $120,000 with the 1/12th rule in place and it was the sixth

month of the Contract and the provider had already billed $50,000 after the

first five months. If during the sixth month the provider documented $12,000

of services that would be billable against the contract, only the first $10,000

could be billed and the last $2,000 would be “banked” – e.g. reported on the

invoice as unbillable due to “Contract Cap”. If in the seventh month the

provider only then documented $8,000 of services they will be able to bill

$10,000 because the $2,000 of services that had been unbillable due to

Contract Cap being exceeded would now be billable.

o Service Cap: Services fall into this category if the service exceeds the amount

of the specified service that can be billed for during a Contract specified period

of time. This cap can be either limited to the Service itself or the Service to a

given Client. For example, if a Contract dictates that no Client may receive

and the provider be paid for giving more than 3 units of Food Pantry

assistance per month and a Client had four units documented in a given month,

the 4th unit would be reported as “unbillable” due to a Service Cap being met.

Since this Service would never be billable (unless the Service Cap was

removed or raised for the Contract) the value of this service cannot be

“Banked” and it is therefore reported as having a value of zero.

o Client Eligibility: Services fall into this category if a Client doesn’t match the

criteria of the Contract. For example, if the Contract stipulates that the Client

must be living in Broward County to receive a given service and the client is

documented as living in another County, the Service would be reported as

“unbillable” due to a Client Eligibility limitation. If a Service is “Unbillable”

due to “Client Eligibility”, the billable amount will be set to zero, because the

service will never be able to be billed.

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Chapter

15

Processing Invoices

This Chapter is for BCHCS Staff only!

NOTE: Prior to actually reconciling the services, review the contract information, including

the start and end dates, contract amount and contract cap period. If any information is

incorrect, adjust the contract as appropriate.

Processing Invoices

This can only be done by Broward County staff!

Once an invoice has been submitted by an agency the invoice will appear. Broward

County staff can view these invoices easily. [Menu

BarView\Billing\Contracts\All by Payee] [Double Click Contract to Review]

[Double ClickInvoice to Review] [Button BarClick ButtonPrint\Invoice]

If the invoice appears to be complete and accurate (and staff have been notified that

the check for the invoice has been cut), the invoice can be marked as paid as billed.

[Button BarClick ButtonPaid as Billed]

After reviewing the invoice, if Broward County staff detects errors in the invoice, they can

reject the invoice in Provide® Enterprise. [Button BarClick ButtonRejected] The

agency would then need to re-submit their invoices.

Line Item Reject

Broward County staff have the ability to Reject individual line items within a particular

invoice. The rejection process will do the following:

Reverse the Ledger Entry for that particular service.

Update the following fields on the invoice to reflect the removal of this ledger entry.

o Service Invoice Amount

o Overhead Invoice Amount

o Invoice Amount

“Soft” delete the activity record (Progress Log, Service Provided, Prescription, or

Procedure) associated with the rejected ledger entry if you answered “Yes” to the

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question “Do you want to Delete the associated activity record?” when rejecting the

line item.

To reject a line item, follow the steps below:

Open the invoice for review.

Click the button to bring the invoice into “edit” mode.

Locate the line item in the view window that needs to be reviewed.

To view the actual Activity record associated with the ledger entry, simply single click

on the ledger entry and then click on the button. The Activity record

that resulted in the ledger entry being created will open on your screen.

To view the actual Client record associated with the ledger entry, simply single click

on the ledger entry and then click on the button. The Client Profile

associated with this ledger entry will open on your screen.

When you are sure that the ledger entry should be rejected, simply single click on that

ledger entry and then click on the button. A dialog box similar to

the following will appear:

Select the reason for rejecting the individual line item and then click on the

button.

Another dialog box will appear, asking if you want to soft delete the Activity record

associated with the rejected ledger entry.

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If you wish to Delete the Activity record, click on the button. If you do

not want to soft delete the Activity record, click the button. NOTE: If

you do not delete the activity record, the next time the contract is invoiced, a new

ledger entry will be created and invoiced.

The ledger entry will be removed from the invoice and the invoice will be updated to

reflect this.

NOTE: There is no need to re-reconcile the contract or re-invoice. If you simply

“Print” the invoice again, the updated print out will reflect the rejection of the ledger

entry. If you “print” the unbillable service report (Print\Unbillable Services Report),

the ledger entry that was rejected will appear including the reason it was rejected.

- 434 -

Chapter

16

Outcomes Reporting

Broward County requires specific Outcomes reports from all contracted reports. To this end,

two different reports have been built into the Provide® Enterprise system- the Broward County

Outcomes Report (for all contracted providers) and the HAB Clinical Outcomes Report (for

all ambulatory outpatient medical care providers).

Broward Outcome Report

The Broward County Outcomes report collects and reports data for the County and Planning

Council defined outcomes for each service category. The report will provide you with the

output that lists the outcome, the numerator, denominator, and percentage of compliance.

Additionally, you can run the client level outcomes to obtain specifics related to each client

counted in the report.

Creating a New Broward Outcome Report Template

To create a new Broward County Outcomes Report Template, follow the steps below:

From within Provide® Enterprise open one of the Reporting Views, using the navigation from

the Windows Toolbar (View – Reporting – Report Template…), similar to that seen in the

figure below:

A view, similar to that seen below, will open on your screen:

- 435 -

Click the “Create Template” button and select “Broward Outcome Report”. The

report template, similar to that in the figure below, will open on your screen:


o Title: Enter whatever title you want to for this report template. This will help

you find it in the future. GTI suggests that you enter the name of your agency

in this field to help differentiate this template from others in the system.

o Agency(s): Select the agency you are running the report for. You will only

be able to select the agency(s) you are associated with.

o Report Output Option: There are three output options. If you select

“Report”, the Broward Outcome Report will be produced. If you select

“Client Level Output” the GTI defined Client Level data file will be generated

into the file named in the field “Export File” below. If you select “Client

Level and Report”, both the Broward Outcome Report and the Client Level

Output file will be generated.

o Export File: This field only appears if something other than “Report” is

selected above. It specifies the name and location of the file that is produced.

Make sure that you have the rights to save files to this location.

o Report Object: Two different report templates are available. “Broward

Outcome Report” will generate the typical outcome report with no additional

parameters. “Broward Outcome Report Expanded Parameters” will run a

Crystal Report that will allow you to add additional parameters to further limit

your output, including:

Race

Ethnicity

Age Category

Poverty Level

Gender

- 436 -

Risk Factor

HIV Status

Commercial Sex Worker Status

Intravenous Drug User Status

Medicare Status

Medicaid Status

Private Health Insurance Status

Primary Language

Education Level

o Start Date/End Date: Enter the start and End dates of your reporting period.

After you have filled out all applicable fields, you can click the

button to run the report.

When you are done working with this report template, simply click on the

button. A message similar to the one below will open.

Click on the button if you wish to save the template. Saving the template

will ensure that you can re-run the report at a later date, making only the necessary

changes in the date range of the report, without having to setup a new template.

Editing and Running a Saved Report Template

Once you have saved a Report Template, it is easy to access it at a later date so that you can

re-run it for the same date period or for a new date period without having to set up a new

report template.

From within Provide® Enterprise open one of the Reporting Views, using the

navigation from the Windows Toolbar (View – Reporting – Report Template…),

similar to that seen in the figure below:

- 437 -


Find the template that you want to run and double click on the template. It will open

up on your screen and will look similar to that in the figure below.

Click on the button to edit the report template. Enter the Agency(s) you want

to run the report, and change any other applicable fields, such as the Start and End

Dates.



After you are done working with this report template, simply click on the


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will ensure that you can re-run the export at a later date, making only the necessary


HAB Outcome Report

The HAB Outcome report collects and reports data related to the HAB Clinical Performance

Measures. The report will provide you with the output that lists the outcome, the numerator,

denominator, and percentage of compliance for each group and measure. Additionally, you

can run the client level outcomes to obtain specifics related to each client counted in the

report.

Creating a New HAB Outcome Report Template

To create a new HAB Outcomes Report Template, follow the steps below:



figure below:


Click the “Create Template” button and select “HAB Outcome Report”. The report

template, similar to that in the figure below, will open on your screen:

- 439 -


o Title: Enter whatever title you want to for this report template. This will help

you find it in the future. GTI suggests that you enter the name of your agency

in this field to help differentiate this template from others in the system.

o Agency(s): Select the agency you are running the report for. You will only

be able to select the agency(s) you are associated with.

o Report Output Option: There are three output options. If you select

“Report”, the HAB Outcome Report will be produced. If you select “Client

Level Output” the GTI defined Client Level data file will be generated into the

file named in the field “Export File” below. If you select “Client Level and

Report”, both the HAB Outcome Report and the Client Level Output file will

be generated.

o Export File: This field only appears if something other than “Report” is


Make sure that you have the rights to save files to this location.

o Report Object: This should always be set to “Outcome Report”.

o Start Date/End Date: Enter the start and End dates of your reporting period.



When you are done working with this report template, simply click on the



will ensure that you can re-run the report at a later date, making only the necessary


- 440 -




report template.







Click on the button to edit the report template. Enter the Agency(s) you want

to run the report, and change any other applicable fields, such as the Start and End

Dates.



- 441 -






- 442 -

Chapter

17

Ryan White Reporting

(RDR/RSR)

The Ryan White Care Act is a U.S. Department of Health and Human Services program

designed to provide health and social support services to people infected and affected by HIV

and AIDS. The HIV/AIDS Bureau (HAB) administers the Ryan White program and defines

the reporting requirements for grantees and the providers they contract with to provide

services to clients.

Reporting Overview

Ryan White requires that a report, the RDR (Ryan White Program Data Report) be completed

annually and the RSR (Ryan White HIV/AIDS Program Services Report - the Client Level

XML extract) be sent in twice each year. In addition, some Part B and Part A Grantees

require that their contracted providers send them data in the form of a Microsoft Access

database called the PDI (Program Data Interface) so the data can be imported into a central

CARE Ware database. All of these reports and data extracts can be produced from within

Provide® Enterprise from one form, the PDR. In addition, GTI has also created three

additional functions to assist you in ensuring your reports and data files are accurate and

complete. First, as part of the RDR run, GTI produces our own Client Level file that details

the specific clients being counted in the RDR and their service totals. The file can be opened

using Microsoft Excel to allow you to easily review the data. Second, the RSR Data Extract is

produced in an XML format which does not lend itself to being easily reviewed. Therefore,

we added a function to “parse” the RSR Extract XML file into a series of “CSV” (comma

separated value ASCII text) files that can be opened and reviewed with MS Excel. Finally,

there is a RDR Error Report that can be run that helps you quickly see which Clients are

missing or have “unknown” values in key reported demographic data elements.

NOTE: In order for these reports to run in Provide® Enterprise, there are a number of views

and tables that need to be created in your database. Contact your System Administrator or

GTI for assistance with these. More specific details about these requirements can be found in

Appendix A under the Technical Specifications related to the report. In addition, Appendix B

provides some sample SQL queries that can be used to start building the views and tables

necessary to run this report.

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Data Entry Requirements

Ryan White reporting requires that key data be entered into Provide®

Enterprise. While there

is a great deal of flexibility in where the data is entered in the system, certain data elements

must exist in order to accurately compile the report. All Ryan White data that must be

collected is outlined below.

NOTE: GTI has included additional data elements denoted with an asterisk (*) that we

recommend you collect if you are an Ambulatory Outpatient Medical Provider. These data

elements are required if you want to be able to produce the HAB HIV Core Clinical

Performance Measures for Adults & Adolescents report – an optional supplemental report that

GTI can activate for you. We anticipate that at some point in the future these additional data

elements will become required so we highly recommend you begin capturing the data now if

possible.

All Ryan White Providers

Ryan White requires that the following information be collected by all providers of Ryan

White services, regardless of the service category and/or funding type. A number of the data

elements must be reported as they were at the end of the reporting period rather than as they

are documented in the Client chart at the time the report is run. Since most organizations do

not run their Ryan White reports on the last day of the reporting period and changes may be

made to Client charts between the end of the reporting period and the date the report is run,

GTI recommends that you have your PE database customized to ensure that these “As of

Reporting Period End Date” data elements have their updates captured in “Historical” records

that are dated to enable your Ryan White reports to be set up to pull these elements from the

Historical record dated on or most recently prior to the Reporting Period End Date. GTI has

made changes to do this for most PE customers that report to Ryan White but if it has not been

done for your PE database yet please contact GTI for assistance in getting this done.

General Client Demographic Information

Date Of Birth

Gender

Transgender Sub-Group (Male to Female or Female to Male) This can be included in

the Gender by using a keyword such as Transgender – Male to Female.

Race - All Races Self Identified

Ethnicity

Client Demographic Information – As of Reporting Period End Date

Household Federal Poverty Level (generally, this is computed based on the Monthly

Household Income and Household Size).

Housing/Living Arrangement

Primary Source of Health Insurance (generally, this is computed based on a hierarchy

of “All Sources of Health Insurance”, listed below.)

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All Sources of Health Insurance

First 3 Digits of the Zip Code

Client’s Vital Enrollment Status

Client HIV Information – As of Reporting Period End Date

Stage of Disease

All Possible Transmission Routes

AIDS Diagnosis Date


Every Client intervention (direct with the Client or with other parties on behalf of the Client)

and every reportable service provided to the Client must be documented within the system.

Customers typically use one, or a combination of the following Provide® Enterprise forms to

capture this information: Appointment, Progress Log, Chart Note, Service Provided, Medical

Encounter, Referral, Procedure or Care Actions.

NOTE: Documentation of the FIRST Date of Service is required, whether it is done using one

of the appropriate service records or in some other manger.

Ryan White Medical Care Providers

If you are a Medical provider, you must also track the following data in Provide® Enterprise.

Note: Many Part A and B funding agencies require this data to be collected by all service

providers, even non-Medical providers.

NOTE: Documentation of the FIRST Date of Clinical Service is required, whether it is done

using one of the appropriate service records or in some other manner.

Non Clinical Annual Screenings

Documentation of a variety of non-clinical screenings is required by HRSA if the particular

activity is completed during the reporting period. These include:

HIV Risk Reduction Screening/Counseling

Screening for Substance Use

Screening for Mental Health

Alcohol Counseling*

Tobacco Cessation Counseling*

ART Treatment Information – As of Reporting Period End Date

Current Antiretroviral Therapy Level

Date Started HAART

Reason Not on HAART (if client is not currently on HAART)

- 445 -

Pregnancy

Detailed information regarding each pregnancy must be documented including the following:

Pregnancy Outcome

Trimester Entering Care

Antiretrovirals Prescribed to Prevent the Transmission of HIV to Child

Date of Birth (for pregnancies ending in a live birth)

HIV Status of Child (for pregnancies ending in a live birth)

Note: GTI recommends using the Pregnancy record in Provide® Enterprise to document the

pregnancy specifics.

Test Results

Documentation of HIV specific indicators is required by HRSA. The following tests must

have results documented:

Each CD-4 Count

Each Viral Load

Note: GTI recommends using the Test Result record in Provide® Enterprise to document the

above Tests because the actual result values must be reported.

Screenings

Documentation of the following screenings is required by HRSA. The following tests do not

require documentation of results:

Hepatitis B Screening

Hepatitis C Screening

Pap Smear for Females

Syphilis Screening

Screening/testing for any sexually transmitted infection (STI) other than syphilis

Chlamydia Screening*

Gonorrhea Screening*

Toxoplasmosis Screening*

NOTE: We recommend the use of Test Result records to capture these screenings. Test

Results also allow you to note if a test or screening is not clinically indicated or was refused.

NOTE 2: We recommend that all OI and STI Screening tests be specifically tracked based on

the condition being screen for rather than using the “any sexually transmitted infection other

than syphilis” .

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Tuberculosis Screening and Treatment

Specific information related to a client’s TB status must be documented. HAB recommends

that a client’s TB risk be assessed at least yearly. These include:

Clinically Indicated Action

PPD Status

PPD Result

Chest X Ray Status (If PPD Result is Positive)

TB Type (If PPD Result is Positive)

TB Treatment Status (If TB Type is Active or Latent)

TB Treatment Start Date (If TB Type is Active or Latent)

TB Treatment End Date (If TB Type is Active or Latent)

NOTE: GTI Recommends documenting these results using the TB Assessment record in

Provide® Enterprise.

Treatment

Documentation of treatment for any of the following conditions needs to be completed within

Provide® Enterprise:

Treatment for syphilis

Treatment for an STI (other than syphilis)

Treatment for hepatitis C

PCP Prophylaxis

MAC Prophylaxis*

NOTE: GTI recommends documenting these results using the Treatment record in Provide®

Enterprise so you can also document if the treatment or prophylaxis was declined by the client

or ended before the full treatment course was completed. We also suggest you track other

Prophylaxis treatments like Toxoplasmosis as we anticipate that Ryan White will continue to

expand this reporting requirement.

Vaccinations

Documentation of vaccinations and completion of a series of vaccinations needs to be

completed within Provide® Enterprise:

Hepatitis B (completion of the series)

Pneumococcal Vaccination*

Influenza*

NOTE: GTI recommends documenting these results using the Vaccine History record in

Provide® Enterprise, but your agency has flexibility in how you decided to document this

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information. Please note that while the use of the Vaccination record is effective for tracking

each dosage of a vaccine series, it is difficult to look at the individual vaccination records of a

client to determine if a series is completed. This is particularly true for Hepatitis A and B

because they come in different forms that have varying numbers of dosages. Contact GTI for

alternatives on how best to track this within Provide® Enterprise.

Creating a New Program Data Report Template

To create a new Ryan White Program Data Report Template, follow the steps below:



figure below:


Click on the portion of the button. The button will

expand to show you the available Report Templates that can be created, similar to

that seen in the figure below:

Single click on “PDR” and the report object will open on your screen, similar to


Settings Tab

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NOTE: The only fields that must be filled out in order for the Program Data Report to

run are those on the “Settings” Tab and those on the “Data Sources” Tab (Which default

based on the View Name Suggestions from GTI).


o Title. Enter a descriptive title to make finding your stored template easier.

o Provider(s). Select one or more Organizations that the report is to be run for.

o Specific Payee Provider. If you set this field to “Yes”, the Payee Provider

field will appear as shown above. This flag is used if you are trying to run a

PDR report on a Provider that does not use Provide® to track their services but

you have tracked all of their services via Service Provided records and noted

the Payee Provider in the Vendor field of them.

o Payee Provider. (only visible if specific Payee Provider is “Yes”) Use the

button to select the specific Payee Provider that you are running the Ryan

White Care Act Report for.

o Report Output Option. There are three output options. If you select

“Report”, the Ryan White Program Data Report will be produced. If you

select “Client Level Output” the GTI defined Client Level data file will be

generated into the file named in the field “Export File” below. If you select

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“Client Level and Report”, both the Program Data Report and the Client Level

Output file will be generated.

o Export File. This field only appears if something other than “Report” is


o Report Object. This should always be set to “PDR”.

o RSR. Set this field to “Yes” if you want to generate the RSR XML Extract

file.

o RSR Output File. Set this field to a file path where the RSR XML Extract

file to be placed. NOTE: Provide® Enterprise will create the file if it doesn’t

already exist.

o RSR Parse. Set this field to “Yes” if you want to parse the RSR XML Extract

file into a series of csv files that can be opened in Microsoft® Excel files for

easy viewing.

o RSR Parse Path. Set this field to a directory (not a file) path where the RSR

XML parsed csv files should be placed.

o PDI. Set this field to “Yes” if you wish to create the PDI export file (for use

in importing data into a CAREWare®

Database.

o PDI Output File. Set this field to the file path where the CAREWare®

template file has been saved. NOTE: Provide® Enterprise will not create the

file if it doesn’t exist. Directions on how to obtain a template file can be found

just following this section of the guide.

o Reporting Period Start and End Date. These two fields set the date range

from which the activity records selected for the report are pulled from.

o Base Federal Poverty Line for Annual Household Income. Enter the base

federal poverty line for annual household income.

o Additional Income per Person for Federal Poverty Line. Enter the

additional income per additional household member for annual household

income.

NOTE: A specific CAREWare® Microsoft Access Database template file must be used in

order to complete a PDI Export. Complete one of the following steps to obtain a copy of the

CAREWare® template file before proceeding.

1. Contact the GTI Help Desk ([email protected]) to have the file emailed to

you.

2. Download the PDI Template from the GTI Web Site (if you have Login Information

for the Documentation Library). The file is located under the category of

“CAREWare Template”.

Data Sources Tab

mailto:[email protected]

- 450 -

o Enter the SQL Views that your RDR/RSR/PDI will use. Only the views that

correspond to the report type you are running need to be completed. For example, if

running the RSR or XML Extract, the PDR, and XML Section, PDR Only and the

XML Only section would need to be entered. NOTE: All of the fields on this tab

default to the view names recommended by GTI.

NOTE: The following Sections (Section 1, 3, 4, 5, 6, and 7) contain data elements that are

pushed directly to the report object and have no affect on the actual report. Therefore, they are

- 451 -

not needed to run the report, unless you plan on printing out the report and sending it to your

funder(s) as is.

Section 1 Tab

Section 3 Tab

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Section 4 Tab

Section 5 Tab

Section 6 Tab

Section 7 Tab

- 453 -

The “Section 1” through “Section 7” tabs are simply filled in with information that is passed to

the Ryan White CARE Act Report. They have no impact on the processing of the report.

When you are ready to run the report, follow the steps in the section below entitled

“Running Ryan White Reports from the PDR Template”.









report template.





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Click on the button to edit the report template. Enter the Program(s) you

want to run the report, and change any other applicable fields, such as the Start and

End Dates.

When you are ready to run the report, follow the steps in the section below entitled

“Running Ryan White Reports from the PDR Template”.






Running Ryan White Reports from the PDR Template

Once you have created and/or edited and saved a PDR Report Template, you can run the

RDR, RSR extract and/or PDI extract. Please keep in mind that the RSR and the PDI extracts

are dependent on data included in the RDR run. Therefore, the RDR must always be run first.

To run these Ryan White Reports and Extracts, follow the steps below:

First, you must run the RDR. Simply click on the button. The RDR will

run and if “Report” or “Client Level and Report” are chosen, the report object will

open on your screen.

After you have run the RDR, you are then able to run the RSR XML Extract. To do

this, click on the button to run the report. When the report has finished, the

Ryan White Client Level Report (RSR) will be placed in the file you specified in your

template.

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If you selected “Yes” for the RSR Parse field, then you can optionally click on the

button after having run the RSR. When the parse has finished, the csv

files will be placed in the directory you specified. Below is an image of what the files

may appear as in your directory.

Finally, if you wish to run the PDI Export, click on the button to run

the export. When the export has completed, the CAREWare® template file you

specified will contain the client level data. At this point the CAREWare® file can be

imported into the CAREWare® system.

RSR Error Report

The RSR Error report is a client level file containing all clients included in your RSR export.

For each client, the data elements that most often cause errors for the XML import are

reviewed and evaluated. An “X” in a field indicates that the data element is missing,

unknown, or invalid.

To run the RSR Error Report, simply follow the steps below:

First, run your RDR report.

Once this is complete, run your RSR Report

After the RSR is completed, you can click the button. The report will

run and appear on your screen.

The "Key" to the report can be found at the end of the report, and also below:

Error Report Key

An "X" indicates the data element is missing, "Unknown" or invalid.

1 = Date of First Service

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2 = Enrollment Status

3 = Ethnicity

4 = Race

5 = Gender

6 = Poverty Level

7 = Housing Status

8 = Geographic Zip Code

9 = HIV Status

10 = AIDS DX Year

11 = HIV Risk Factor

12 = Medical Insurance

13 = Did the Client Receive an Ambulatory Service?

14* = First Ambulatory Date

15* = CD4 Not Documented

16* = Viral Load Not Documented

17* = TB Screening Missing

18* = Syphilis Screening

19* = Hep B Screening

20* = Hep C Screening Missing

21* = Substance Abuse Screen

22* = Mental Health Screening

23** = Pap Smear

24*** = Prenatal Care

* = Only Applies for Clients that Received Ambulatory Outpatient Medical Services .

** = Only Applicable for Female Clients that Received Ambulatory Outpatient Medical

Services.

*** = Only Applicable for Female Clients that Received Ambulatory Outpatient Medical

Services who were also pregnant.

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Appendix

A

Ryan White PDR Client Level File Output

This appendix includes the layout of the Client Level file that has been designed by GTI.

ID Field Name Field Description Values

1 ReportDocumentID

Provide assigned unique identifier

for the report template you are

currently running Text

2 UName

User name of person running the

report template Text

3 CLIENTTYPE

Flag indicating whether client

received a service prior to report

period

New=No service

prior to report

period

Existing=Service

prior to report

period

4 CLIENTPROFILEID

Provide Assigned Client Unique

Identifier Text

5 URN Client URN Number Text

6 LASTNAME Client Last Name Text

7 FIRSTNAME Client First Name Text

8 MI Client Middle Initial or Name Text

9 HIVStatus The PDR HIV Category for client Text

10 HIVRiskFactor

The PDR HIV Risk Factor Category

for client Text

11 HIVTherapy

The PDR Antiretroviral Therapy

Category for client Text

12 Gender

The PDR Gender Category for

client Text

13 DateofBirth Client Date of Birth Date

14 AgeCategory The PDR Age Category for client Text

15 RaceEthnicity

The PDR Race/Ethnicity Category

for client Text

16 PovertyLevel

The PDR Poverty Level Category

for client Text

17 LivingArrangement

The PDR Housing/Living

Arrangement Category for client Text

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18 Insurance

The PDR Medical Insurance


19 EnrollStatus Client Status

Active=Client

open to program

Inactive=Client

closed to

program

20 DeathDate Client Date of Death Date

21 VitalStatus

The PDR Vital/Enrollment Status


22 Ambulatory

The number of visits in service

category "a" for client Number

23 Pharmaceutical


category "b" for client Number

24 Oral_health


category "c" for client Number

25 Early_intervention


category "d" for client Number

26 Home_health


category "f" for client Number

27 Community_health


category "g" for client Number

28 Hospice


category "h" for client Number

29 Mental_health


category "i" for client Number

30 Nutrition


category "j" for client Number

31 Medical_case_management


category "k" for client Number

32 Substance_abuse_outpatient


category "l" for client Number

33 Case_management


category "m" for client Number

34 Child_care


category "n" for client Number

35 Pediatric


category "o" for client Number

36 Emergency_financial_assistance


category "p" for client Number

37 Food_bank


category "q" for client Number

38 Health_education


category "r" for client Number

39 Housing


category "s" for client Number

40 Legal


category "t" for client Number

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41 Linguistics


category "u" for client Number

42 Transportation


category "v" for client Number

43 Outreach


category "w" for client Number

44 Permanency_planning


category "x" for client Number

45 Psychosocial


category "y" for client Number

46 Referral_health_care


category "z" for client Number

47 Rehabilitation


category "aa" for client Number

48 Respite_care


category "ab" for client Number

49 Substance_abuse_residential


category "ac" for client Number

50 Treatment_adherence


category "ad" for client Number

51 HIVTest Received HIV Antibody Testing

1 = Yes

0 = No

52 HIVTestResult Result of HIV Antibody Testing

Postive,

Negative,

Unknown

53 PreTest Received HIV Pretest Counseling

1 = Yes

0 = No

54 PostTest Received HIV Postest Counseling

1 = Yes

0 = No

55 Partner Received Partner Notification

1 = Yes

0 = No

56 CD4 Received CD4 Test

1 = Yes

0 = No

57 ViralLoad Received Viral Load Test

1 = Yes

0 = No

58 TBStatus Status of Received PPD test

Indicated,

Received

59 TBResult Result of Received PPD test

Postive,

Negative,

Unknown

60 TBTreatment Type of TB Treatment LTBI, Active

61 TBTreatmentStatus Status of TB Treatment

Complete,

Active, Unknown

62 TestSyphilis Received Syphilis Test

1 = Yes

0 = No

63 TreatmentSyphilis Received Syphilis Treatment

1 = Yes

0 = No

64 TestSTI Received STI Test

1 = Yes

0 = No

- 460 -

65 TreatmentSTI Received STI Treatment

1 = Yes

0 = No

66 TestHepC Received Hepatitis C Test

1 = Yes

0 = No

67 TreatmentHepC Received Hepatitis C Treatment

1 = Yes

0 = No

68 NewAIDs Client Newly Diagnosed with AIDS

1 = Yes

0 = No

69 PapSmear Received Pap test

1 = Yes

0 = No

70 PelvicExam Received Pelvic Exam

1 = Yes

0 = No

71 PregnancyStart Date the pregnancy started Date

72 PregnancyEnd Date the pregnancy end Date

73 EnteredCareDate

Date the client started receiving

services for her pregnancy Date

74 EnteredCare

The PDR Entered Prenatal Care

Category for client

First trimester,

Second trimester,

Third trimester,

Delivery

75 PrenatalDrug Received Prenatal Drug

1 = Yes

0 = No

76 Infants

Number of infants client gave birth

to Number

77 InfantsHIVPos


to with HIV Status of Positive Number

78 InfantsHIVInd


to with HIV Status of Indeterminate Number

79 InfantsHIVNeg


to with HIV Status of Negative Number

80 TitleIII

Received a Part C service and

should be counted in Section 6.1

1 = Yes

0 = No

81 TitleIV

Received a Part D service and

should be counted in Section 6.2

1 = Yes

0 = No

82 EISReferral

Received referral outside EIS

program

1 = Yes

0 = No

83 HIPStatus

Flag indicating whether client

received a HIP service prior to

report period

New=No service

prior to report

period

Existing=Service

prior to report

period

84 High_Risk_Premium

Client Months for High Risk

Premiums Number

85 High_Risk_Premium_Cost

Client Total Cost for High Risk

Premiums Number

86 High_Risk_Deductible


Deductibles Number

- 461 -

87 High_Risk_Deductible_Cost


Deductibles Number

88 High_Risk_Copay


Copays Number

89 High_Risk_Copay_Cost


Copays Number

90 Medicare_Premium

Client Months for Medicare

Premiums Number

91 Medicare_Premium_Cost

Client Total Cost for Medicare

Premiums Number

92 Medicare_Deductible

Client Months for Medicare

Deductibles Number

93 Medicare_Deductible_Cost


Deductibles Number

94 Medicare_Copay Client Months for Medicare Copays Number

95 Medicare_Copay_Cost


Copays Number

96 Other_Premium Client Months for Other Premiums Number

97 Other_Premium_Cost

Client Total Cost for Other

Premiums Number

98 Other_Deductible

Client Months for Other

Deductibles Number

99 Other_Deductible_Cost

Client Total Cost for Other

Deductibles Number

100 Other_Copay Client Months for Other Copays Number

101 Other_Copay_Cost Client Total Cost for Other Copays Number

- 462 -

Appendix

B

Client Eligibility Determination

Outlined below is an overview of how Client Eligibility for Ryan White Part A funded

services is tracked in the Provide® Enterprise system and how it impacts a provider’s

ability to bill Broward County for services they provide.

Recording Services Provider agencies can directly enter service documentation or periodically manually

import records of services into the Provide Enterprise system. Billing units are captured

in one of the following forms:

Progress Log: Case Management, Outreach, Mental Health and Substance Abuse

Counseling Services.

Procedure: CPT encoded Outpatient Ambulatory Medical Care and Laboratory

Procedures and ADA coded Dental Procedures.

Service Provided: Food Bank services and bus passes.

Ride Schedule: Van rides.

Prescription: Pharmacy services.

When using the Provide®

Enterprise system directly to capture services, many of the

records have process rules built in that help ensure that supplemental required data points

are included in the records. For example, a Progress Log for Case Management cannot

be “Completed” unless the Progress Log has at least one Goal from the Action Plan

associated with it. When records are imported these rules cannot be applied as

effectively, so in some cases the County requires that the records be manually entered

instead of imported.

Client Profile and Ryan White Eligibility Every time a Client Profile record is saved, the system re-calculates the Client’s Ryan

White Part A Eligibility. A series of flag fields exist on the Eligibility tab of the Client

Profile – one Yes/No flag field for each of the Ryan White Service Categories (and sub

categories in the cases of Oral Health, Transportation) to indicated current eligibility for

each service category. If any service category eligibility field has changed due to

changes in data in the Client Profile (Income, County of Residence, HIV status, Medicare

or Medicaid enrollment), then the Ryan White Service Category flags are saved and the

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“Eligibility Expiration Date” field is set to 30 Days in the Future. This alerts the care

providers and Central Intake that the Client needs to go through a Ryan White Part A

Recertification.

When changes to the Service Category Eligibility flags are saved, an “Eligibility History”

record is created with the newly computed Service Category Eligibility flags and the

“effective date” set to the date when the change was saved. These Eligibility History

records are used when determining if a given service is eligible to be billed to the

provider’s Ryan White Part A contract.

The logic used to calculate the eligibility is as follows:

The Client Profile is checked to see if the County of Residence is Broward and

that the Client is HIV positive. If either of these is not true the Client is deemed

ineligible for any Ryan White Part A services.

Second, the Household Income is used to determine service category specific

eligibility.

o If the household income is greater than 400% of poverty, the Client is

ineligible for any Part A services. If the household income is less than

400% of poverty then the Client is deemed eligible for services for the

following categories:

Ambulatory Medical Care

Oral Health Care (those services Medicaid eligible)

Oral Health Care (those services not Medicaid eligible)

Medical Case Management

Mental Health

Substance Abuse

o If the Household Income is less than 300% of poverty then the Client is

deemed eligible for services in the following categories:

Nutritional Counseling (although at this time Broward County does

not fund this category)

Legal Services

Outreach

Transportation – Medically related

Transportation – Not Medically related

Food Bank (if the Food Bank Eligibility Override flag is set to

“Yes”)

o If the Household Income is less than 150% then the Client is deemed

eligible for Food Bank services.

Third, the Client’s Medicaid status is checked.

o If the Client is enrolled in Medicaid then the four character Medicaid

“Category” is used to check if the specific Medicaid coverage category

makes the Client ineligible for any of the Ryan White Part A service

categories. For those Ryan White categories that the Medicaid category

makes the Client ineligible for the Service Category Eligibility flags are

set to “No”, ineligible.

- 464 -

Finally, the Client’s Medicare status is checked. If the Client is enrolled in

Medicare Part B Only, Part A & B, or Part C then the Client is deemed ineligible

for Ambulatory Medical Care and Substance Abuse and Mental Health

Counseling. If the Client has Medicare Part D coverage then the Client is also

deemed ineligible for Pharmacy services.

Nightly Medicaid Enrollment Checking Every evening, the Provide

® Enterprise system looks for any Clients that have received a

Ryan White Part A service that day but has not had their Medicaid Enrollment checked

within 30 days. For these Clients, the system generates a Medicaid Enrollment Request

(HIPAA 270 transaction) and routes it to Florida Medicaid thru the MedData system.

The responses are processed and if there is a change in the Client’s Medicaid enrollment

status the Client Profile is updated as appropriate and when saved the Client’s Ryan

White Eligibility is re-computed and if appropriate a new Eligibility History record is

created.

Nightly Service Eligibility Agent Each evening, an agent runs on the Broward County Provide Enterprise database that

checks every service record (Progress Log, Procedure, Service Provided, Prescription,

and Ride Schedule) to see if it is eligible to be billed to Ryan White Part A.

Eligibility History records are used to re-compute every service record’s

eligibility. The most recent (prior to the date of the service being delivered)

eligibility history record is used to check the Client’s eligibility for the category

of the service. If the date of service was prior to any Eligibility History record for

the Client, the Ryan White Eligible flag is set to “Unknown”.

The system automatically re-evaluates every service record in the entire database

every evening.

o If Eligibility History record is backdated or entered after the fact, services

may be impacted by that change and will have their Ryan White Billing

Eligible flag field modified if necessary. This could cause service data

that had not billed previously to post on the next invoice for a provider or

could cause previously billed services to be reversed on the next provider

invoice.

Nightly Most Recent Service Date Agent Each evening, an agent runs on the Broward Client database and updates a field in the

Client Profile records (DateOfLastService) that indicates the date of the most recent

service record for each Client. This is used to help restrict which Clients are flagged as

needing a Recertification completed. Any Client that has not been served in more than

six months will not be flagged as needing a Recertification since it is assumed the Client

is inactive.