pcp/treatment plan - alphacm.net · the pcp (person centered plan)/treatment plan tab on the client...

-PCP/Treatment Plan

WellSky

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Updated: December 18, 2018

PCP/Treatment Plan

The PCP (Person Centered Plan)/Treatment Plan tab on the Client Homepage allows users to

create and manage an overall treatment plan for a client. Within this module users will learn how

to create, view, modify, copy, revise, submit and even delete plans for a client. Clinicians are able

to document the long and short-range goals/outcomes for a client within the plan, apply the goals

in these plans to service notes and create billing tickets related to these plans through this area of

WellSky.

Accessing the PCP/Treatment Plan

There are two ways to access the PCP/Treatment Plan.

1. From the Client Homepage.

a. Click on the PCP/Treatment Plan tab.

b. Choose an existing document (by clicking on View/Update/Copy/Delete).

2. From the Clinical Module Header.

a. Open the PCP/Treatment Plan submodule by clicking on Clinical> PCP Treatment

Plan.

b. Search and select a client via the search options.

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c. Click SELECT to the left of the client’s name.

d. The existing PCP/Treatment Plans will appear.

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TOPICS COVERED IN THIS DOCUMENT

• Viewing an Existing PCP/Treatment Plan

• Creating a PCP/Treatment Plan

o Adding Specific Goals

o Adding Items from a Previous PCP/Treatment Plans

o Adding Goals from the “Library of Goals”

• Modifying a PCP/Treatment Plan

• Copying a PCP/Treatment Plan

• Deleting a PCP/Treatment Plan

• Revising a PCP/Treatment Plan

• Reviewing a PCP/Treatment Plan

o Assigning the Plan to Another Reviewer

• Creating a Billing Ticket from the PCP/Treatment Plan

o Linking PCP/Treatment Plan to a Billing Ticket

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VIEW AN EXISTING PCP/TREATMENT PLAN

To view a PCP/Treatment Plan, the user will need the proper permissions set in the User

Maintenance submodule of WellSky. By default, clinicians will have the permission of VIEW- PCP

enabled. The plans can be viewed whether in a SAVED, SUBMITTED or READY FOR REVIEW status.

This is so the details of the plan can be reviewed without making any changes. When “viewing” the

plan it will open in “read only” status and is not editable.

To View an existing PCP/Treatment Plan:

1. Follow either Option 1 or Option 2 in the Accessing the PCP/Treatment Plan section earlier

in this document.

2. Click on VIEW to the left of the specific plan.

3. The screen will refresh and the plan will appear on the screen.

4. The user can then select each tab and review the details included in the plan.

1. Treatment Plan- will contain the basic details of the plan; effective dates, name, initial

questions for the client.

2. Action Plans- will contain the Long-Range Outcome/Goal and Short-Range Objective and

Transition Criteria.

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3. Signatures- will contain all signed indications by the client, guardian, clinician, supervisor,

etc.

4. Submit- will contain the last step in “finalizing” the plan and/or sending the plan to a

reviewer.

*Note- this tab will be detailed in the section, “Create a PCP”.

5. Once complete, the user can return to the Client Homepage or PCP/Treatment Plan landing

page (based on which option was chosen in step 1).

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CREATING A PCP/TREATMENT PLAN

To create a PCP/Treatment Plan, the user will need the proper permissions set in the User

Maintenance submodule of WellSky. Clinicians should have the permission of CREATE- PCP

enabled. The details below will review how to complete all four tabs of the PCP/Treatment Plan,

as well as how to save and/or submit a plan.

To Create a PCP/Treatment Plan:

Tab 1 - will setup the basis of the plan. Here is where the date range, plan title, and some

background information will be documented.


in this document.

2. Click on Add New Treatment Plan.

3. A popup window will appear. Click the dropdown and choose a template from the list.

*Note- The database is loaded with the Default WellSky Template, however the agency can

have customized plans appear in this dropdown. To add a customized template,

please contact WellSky Support for assistance.

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4. Once the template is selected the screen will refresh and the plan will appear.

*Note- some information will be pre-populated.

5. Complete any fields on Tab 1, taking note of the required fields (marked with a red asterisk)

for Effective and Expiration dates. The other fields are optional and will contribute to the

overall plan, but are not required.

6. Scroll to the bottom and click, Save and Continue. This will take the user to Tab 2.

*Cancel- takes the user back to the previous screen and deletes the PCP/Treatment Plan.

*Print- will prompt a refresh and a popup to save/open the specific page in the default

word processing program.

*Print All- will prompt a refresh and a popup to save/open all pages in the default word

processing program.

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Tab 2 – will contain the Long-Range Outcome/Goal(s), its details as well as any Short Range Goals

associated to that goal. After completing Tab 1, the user will be taken to the “Action Plans” tab and

will start by creating a Long-Range Goal for the client. The clinician can add a Long-Range Goal

and then associate that to one or more Short Range Goals. The user can also take advantage of

the details within these goals by associating them to various service notes (e.g.- PIE Note, SOAP

Note, etc.) to supplement any progress that is being made.

Users will have two options that can be utilized on Tab 2. The ability to add unique and specific

goals and/or pull in goals from the “Library of Goals” that have been previously created.

*Please Note- For details on how to create the “Library of Goals”, please see the document

titled, “How to Setup a Library of Goals for PCP/Treatment Plans” in the WellSky University.

*To add specific goals:

1. Once Tab 2 appears, begin by clicking the button titled, “Select Existing Long-Range

Outcome/Goals (to pull details from the “Library of Goals”) -OR- “Add Long Range

Outcome/Goal”.

a. To A popup window will appear and the user will type in a “Goal” in the Long-Range

Outcome/Goal field. Once complete, click SAVE.

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2. The Long-Range details will then appear.

3. The user can add other Long-Range Goals by repeating steps 1 & 2. As more goals are

added they appear under one another as in the screen shot below.

*Note- if a goal is created in error, click the “DELETE” box at the right of the goal and it will

be removed.

4. After logging the Long-Range details, click the “+Add Characteristics” button to detail any

“Characteristic/Observation/Justification” details.

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5. A popup window will appear to add these details.

6. Add the detail and click SAVE once complete.

*Note – This can be repeated to add multiple “Characteristic/Observation/Justification”

details.

7. Then click the button labeled, “+Add Short Range Goals”.

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8. A new window will popup allowing the user to input the Short-Range Goal. This is done in

the “What… “ field. The option to add “Who is Responsible” as well as “How

(Support/Intervention)” can be completed here as well. Once complete, click SAVE.

9. The screen will refresh and allow the user to utilize the “Service & Frequency” area to

associate the Goal/Outcome to a service.

*Note – This is optional.

10. Once all above details are completed to the user’s discretion, scroll down the window and

click

“+ Add a Target Date”.

*Please Note - Adding a Target Date is highly recommended. This step allows

the user to save these goals/objectives so they can be copied to a progress

note (e.g.- PIE, SOAP, etc.).

*Note- the ADD NEW

RECORD link can be

clicked to add more

rows for

service/frequency

combinations if needed.

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11. A pop-up window will appear. Click the calendar icon to pick a date.

12. Click SAVE to store the date.

13. Once the date is stored, users can also add a Goal Review Date (if desired) to the Target

Date. Click the expansion caret to the left of the target date.

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14. A new section will appear.

15. Click “+ Add Goal Review Date” and a new window will popup.

16. Enter a date by clicking the calendar icon (required). If desired, a STATUS and any details in

regard to the GOAL PROGRESS can be added. Click SAVE to store the information.

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17. Once all goals and dates are correctly stored, click Save and Continue to collapse all goal

details and progress to Tab 3.

*Note – The screen shot below shows what the user will see prior to moving on to the

“Submit Tab” (Tab 3).

*Target Date – shows the date of the Short-Range Objective.

*Review Date – shows the date of the NEXT review.

*Goal Status – shows the status of the MOST RECENT review.

* - click the icon to ADD another Goal Review date and status.

* - click the icon to VIEW the current Goal Review dates and statuses.

* - click the icon to ADD ANOTHER Short-Range Objective target date.

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*To add items from a previous PCP/Treatment Plans for the client:

1. After following the steps on pages 5 – 6 to complete Tab 1.

2. Click on the link, “Select Existing Long-Range Outcome/Goal”.

3. The pop-up window will appear and display any previous stored PCP/Treatment Plan goals.

*Note – Goals that were saved in the LIBRARY will have a check in the “From Library”

column. The above example does not have any “Library Goals”. For details

on how to pull in pre-saved goals continue to the section of this document

titled, “To add items from the “Library of Goals”

4. Check the box or boxes to the left of a goal to add it to the plan.

*Note - The ability to add the goal also includes the Short-Range Goals and

Characteristic/Observation/Justification affiliated with the Long-Range Goal. These

items will appear once the user checks a Long Range Goal.

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5. Click SAVE when complete to add these goals to the plan.

6. The goal(s) and its affiliated details will then display.

*Note - Once the details appear, the user has the ability to UPDATE or DELETE items that

do not need to be included.

7. After the correct goals are added and edited, follow steps 4 – 16 from the section titled, “To

add specific goals” (beginning on page 9).

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*To add items from the “Library of Goals”:

1. After following the steps on pages 5 – 6 to complete Tab 1.

2. Click on the link, “Select Existing Long-Range Outcome/Goal”.

3. Then refer to steps 2 – 7 in the previous section titled, “*To add items from a previous

PCP/Treatment Plans for the client”.

*Note - Goals that are in the Library will have a check in the From Library column.

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Tab 3 – will capture signatures for any parties (clinician, client, parent, guardian, etc.) involved in

the PCP/Treatment Plan. These signatures can be captured by the signer using the mouse or if

the plan is opened on a device with a touch screen, the signer can simply scribe on the screen.

1. Scroll through the tab and complete the necessary fields (e.g.- checking the appropriate

boxes).

*Note- The Signature Page in this example is a default page. Since this is customizable by

the entity, there might be different boxes, labels, etc. Even with alternate fields, the

process and workflow will be identical.

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2. Sign the form in the correct area(s).

a. Click on SIGN below the “pink” area.

b. The screen will refresh and a pop-up window with the signature field will appear.

c. Hover over the area and click and hold the left mouse button. While holding the

mouse button, sign the form by moving mouse. Release the left mouse button

when complete.

*Note – If the signature if unsatisfactory, click CLEAR and repeat steps A – B.

d. Once complete, click DONE. The screen will again refresh, the pop-up window will

close and the completed signature will appear. A time and date stamp will also

appear.

*Please Note- Once a Signature is signed and DONE is clicked, this signature

cannot be removed. Also, a TIME and DATE are stamped.

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3. Scroll to the bottom of the signatures and click Save and Continue. Users will then be

taken to the fourth tab to SUBMIT the plan.

*If the user does not want to SUBMIT the plan (discussed in the next section), click the link in the

top right of the screen, “Return to Client Homepage”. The PCP/Treatment Plan is now saved in

the database. This will allow all the details from the plan to be viewed as well as allow the user

to pull goals from the Action Plans tab into a progress note. At this stage, users can also return

to the plan and update/complete at a later time.

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Tab 4 – displays the current status of the PCP/Treatment Plan. Users will also use this tab to

submit the plan and/or review any comments made by the reviewer.

To SUBMIT a PCP/Treatment Plan:

1. Click the SUBMIT button.

2. The screen will refresh and the user will see the status change to SUBMITTED.

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*Please Note –

Clicking SUBMIT can result in any or all of the below options:

- Will “lock” the PCP/Treatment Plan so that it can no longer be edited.

- Will send the plan to a reviewer (provided one is assigned in the Routing Rules submodule).

*Note – hover over the “i” to see the assigned reviewer.

- Will allow the creator/agency to bill for the plan. Once the “submit” is confirmed, return to

the Client Homepage and click the CREATE dropdown to initiate a “Billing Ticket”.

Clicking PRINT ALL- will print all pages of the PCP/Treatment Plan. The screen will refresh and the

user will be prompted to open the form in the default word processing

program (e.g.- MSWord).

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MODIFYING A PCP/TREATMENT PLAN

A PCP/Treatment Plan that is SAVED (Status = SAVED) can be updated and modified at a later

time. This allows the creator to begin documentation and return at a later time. A SAVED

PCP/Treatment Plan can be edited/modified multiple times.

To modify or update a PCP/Treatment Plan:


in this document.

2. Click UPDATE to the left of the PCP/Treatment Plan.

3. The screen will refresh and the plan will open.

4. Click on one of the numbered tabs (1, 2, 3 or 4) and make the necessary updates

and/changes.

*For details regarding each tab, please refer to the section titled, “Creating a PCP/Treatment Plan”.

5. Click Save and Continue (on tabs 1, 2, or 3) to store the updated details and allow the plan

to be updated again.

-OR-

If no further changes need to be made and the plan is ready to move onto a reviewer, click

Submit (on tab 4).

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COPYING A PCP/TREATMENT PLAN

A PCP/Treatment Plan that has a Status of SAVED, SUBMITTED, or READY FOR REVIEW can be

copied. When a user copies a plan, all the information in the current PCP/Treatment Plan will be

duplicated to a new PCP/Treatment Plan. The plan will contain every detail that was saved in the

“source” PCP/Treatment Plan and will have a new ID number.

To copy a PCP/Treatment Plan:


in this document.

2. Click COPY to the left of the PCP/Treatment Plan.

3. The screen will refresh and another PCP/Treatment Plan will be created (pulling in all

information to the copied form).

4. Click “Return to Client Homepage” to see the copied PCP/Treatment Plan in the list with

the previously created plans.

*Note- if a SUBMITTED plan is copied, the original is still unable to edited and the status

will remain as SUBMITTED.

5. The copied plan can now be updated/edited and saved, submitted, etc.

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DELETING A PCP/TREATMENT PLAN

A PCP/Treatment Plan that has a Status of SAVED, or READY FOR REVIEW can be removed. To

remove a PCP/Treatment Plan, the user will need to have the proper permissions as this is

something that cannot be undone. Once a PCP/Treatment Plan is removed it is not available to

reactivate in the event the deletion was an accident.

To delete a PCP/Treatment Plan:


in this document.

2. Click DELETE to the left of the PCP/Treatment Plan.

3. The user will see a popup window, asking to confirm the deletion.

4. Click OK, the screen will refresh and the plan will no longer be part of the client record.

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REVISING A TREATMENT PLAN

PCP/Treatment Plans that have been SUMBITTED can be revised. The benefit of this allows the

entity to have the “original” PCP/Treatment Plan in WellSky as well as amend this plan without

losing focus of the original goal(s). A revised plan will link to the source plan, copy all the source

information, maintain the same effective dates and allow the plan creator to make updates to the

goals and other details.

*A SUBMITTED PCP/Treatment Plan can only be revised ONCE.

When a plan is revised, it will receive its own unique ID number in the “Plan ID” column, but will

show as a revision of another plan in the “Revision” column.

The below screen shot shows how the original plan (ID #2034) has been revised to Plan ID #4201,

yet is linked to Plan ID #2034 and noted in the Revision column as 2034 v1.

To revise a SUBMITTED PCP/Treatment Plan:

Starting from the point where the PCP/Treatment Plan tab is visible:

1. Click on the REVISE link to the left of the plan.

2. The plan will appear on the screen and is denoted as a revision.

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3. All tabs will contain any documentation done on the original plan.

4. Users are then able to update any detail on Tabs 1 and 2. Either elaborating on the

information currently in the fields -OR- deleting what is currently displayed and starting

with brand new documentation.

5. Tab 3 (Signature Tab) will be blank, meaning all signatures will again need to be obtained.

*Note- this is due to a change needing to be witnessed by all parties involved.

6. Tab 4 allows the user to Submit the revision. This will follow the same protocols that the

original PCP/Treatment Plan did (e.g.- if a creator has a reviewer, the reviewer will be

alerted).

*Note- much like when a user creates a plan, the option to Save and Continue will again be

available; allowing the plan to be detailed further before submitting.

7. The plan will then appear in the list and display as shown below.

*ID #4200 is the original plan.

*ID #4202 is the revised plan. The relation or “link” can be seen in the Revision Column and

is noted as ID #4200v1 (the original plan ID as well as this being the 1st revision).

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REVIEWING A PCP/TREATMENT PLAN

Once a PCP/Treatment Plan is completed, the creator will submit the plan. This will “complete”

the plan and lock it from any further changes. In the event that the creator/submitter has a

reviewer, the SUBMIT Tab will show, “Ready for Review” at the top.

*Note – Hover over the “i” to display the reviewer.

Users that are reviewers will see these PCP/Treatment Plans in the PENDING ITEMS area of the

Dashboard. The reviewer’s role is to look over the plan, check for errors and decide if the plan is

comprehensive and complete. Reviewers will be able to APPROVE or REJECT the plan based on

their findings.

*Please Note- Reviewers will need to be established in the “Routing Rules” submodule of WellSky.

If a reviewer is not established for a PCP/Treatment Plan creator, this section of the document will

not apply.

Please see the document titled, “Routing Rules” in the WellSky University for details on setting up

PCP/Treatment Plan reviewers.

To review a PCP/Treatment Plan:

Starting from the point where the reviewer has logged into WellSky.

1. Click on the Pending Items tab of the Dashboard.

*Note- Users (based on their status) may also see their own Notes as well as other notes

that need to be reviewed.

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2. Click on the PCP/Treatment Plan that needs to be reviewed.

*Note - the “Ready for Review” indication in the Status column.

3. The screen will refresh and the PCP/Treatment Plan will appear.

4. The plan will appear in a VIEW ONLY format. The reviewer will NOT be able to edit Tabs 1

or 2.

*Note- Tab 3 will allow the reviewer to sign the plan and save this signature.

5. Click on Tab 4 and make a decision to APPROVE or REJECT the plan.

a. To Approve Plan:

i. Click the radio button for APPROVE.

ii. Type in the PIN.

iii. Click Submit.

iv. The screen will refresh and the plan will show that it was Approved and

Submitted.

*Note – hover over the “i” to see who reviewed the plan.

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b. To Reject the Plan:

i. Click the radio button for REJECTED.

ii. Type in the PIN.

iii. Click the Add Reviewer Comment link.

iv. The screen will refresh and the comment box will appear. Type in any

details/instruction for the PCP/Treatment Plan creator and then click SAVE to

store the comment.

v. Click SUBMIT and send the plan back to the plan creator for updates.

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vi. The screen will refresh and the status will update to “Rejected by Reviewer”.

*Note- the creator of the plan will see this “rejection” in the PENDING ITEMS

section of their Dashboard. The creator will then need to make the

necessary changes and again SUBMIT the plan for review.

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-Assigning the Plan to Another Reviewer

The ability to review a plan allows those same users to also “send” the plan to another

reviewer. This can be helpful in regard to assisting with workloads, if the normal reviewer is

planning to be out of the office, etc.

*Please Note – Plans can only be assigned to other reviewers that are listed in the

“PCP Reviewer” Function Group.

To Assign a Plan to Another PCP Reviewer:

1. Open the Pending Items section of the Dashboard.

2. Click the Assign button in the far-right column.

3. A popup box will appear.

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4. Click the “Assign To” dropdown and choose another reviewer from the list.

5. Add any additional communication to the recipient (this is optional). Click SAVE to

complete the assignment.

6. The plan will be removed from the current user’s Dashboard and will then appear on the

“new” reviewer’s Dashboard.

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CREATING A BILLING TICKET FROM THE PCP/TREATMENT PLAN

In cases where an entity would like to bill for the PCP/Treatment Plan, WellSky makes this an

easy process. The ability to create a Billing Ticket is presented when the plan is only in

SUBMITTED status. This billing ticket will include a hyperlink to the plan. This will make it easy for

users and/or reviewers to find the related documentation as time goes on.

*Please Note - Users that have a reviewer will have this ability AFTER the

PCP/Treatment Plan has been Approved.

To Bill a PCP/Treatment Plan:

Stating from the point where a PCP/Treatment Plan has been submitted (and approved if the

creator has a reviewer).

1. Click the CREATE dropdown to the right of the plan details.

2. The screen will refresh and the user will see the Billing Ticket template.

*Note- unlike a regular billing ticket, the PCP/Treatment Plan is hyperlinked.

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3. Complete all required fields (and any optional fields as dictated by the entity).

*Note- For details on completing a Billing Ticket, please the document titled, “Billing Ticket”

in the WellSky University.

4. The user can then SAVE (return to the ticket and add more detail at a later time) or SUBMIT

(send to Funding Source Billing) the billing ticket.

To SAVE:

a. Complete the required fields and click SAVE at the bottom of the ticket.

b. The screen will refresh and the user will see a confirmation at the TOP of the ticket.

*Note- the billing ticket will also be saved in the user’s PENDING ITEMS section of

the user’s Dashboard.

To SUBMIT:

a. Follow the steps to SAVE a billing ticket, however, check the SUBMIT box prior to

clicking SAVE at the bottom of the screen.

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b. The screen will refresh and the user will see a confirmation at the TOP of the ticket.

c. The user will still be able to click the hyperlink to access the plan and will also see

the notation, “SUBMITTED” in the billing row details.

*Note- if the “X” to the right of the linked plan is clicked, the user will be able to

disassociate the PCP/Treatment Plan from the billing ticket. This is not reversible.

To assist in this NOT being done accidentally, WellSky will display an “Are You

Sure…“ box prior to removing the plan association.

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Linking PCP/Treatment Plan to a Billing Ticket

PCP/Treatment Plans can be billed based on the standards set by the entity. Much like what

was discussed in the previous section (Creating a Billing Ticket from the PCP/Treatment Plan)

users can create a billing ticket and then link it to a SUBMITTED PCP/Treatment Plan.

*Please Note - Users that have a reviewer will have this ability AFTER the

PCP/Treatment Plan has been Approved.

To Create a Billing ticket and link it to a PCP/Treatment Plan:

Stating from the point where a PCP/Treatment Plan has been submitted (and approved if the

creator has a reviewer).

*Note- this example will use the Service Documentation section of the Client

Homepage Summary Tab.

1. In the Service Documentation section, click on CREATE and choose BILLING TICKET.

2. The Billing Ticket will open.

*Note the required fields: Clinician, Contact Type and Site. (For an explanation of the

fields, see the document titled, “Billing Ticket” in the WellSky University.)

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3. Fill in the Service, DOS, Diagnosis, Duration, and POS.

*Please Note- only billable diagnoses will appear in the dropdown. If the diagnosis

selected requires an additional diagnosis to be sent with the claim, an additional

diagnosis row will appear and allow the user to add that additional diagnosis.

4. Click SAVE.

*Note- This will give the ticket an ID number and allow the user to link a PCP/Treatment

Plan.

5. Once the screen refreshes, the user will see a SAVE confirmation (at the top of the

screen) and NOW the ability to link a PCP/Treatment Plan will appear.

6. Click the link, “Click here to link a PCP”.

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7. The screen will refresh and the user will see a pop-up window. This window will display

SUBMITTED plans ONLY.

8. Click the SELECT link to the left of the plan.

9. The screen will again refresh and the link will appear.

10. The user can then SAVE (return to the ticket and add more detail) or SUBMIT (send to

Funding Source Billing) the billing ticket.

a. To SAVE:

i. complete the required fields and click SAVE at the bottom of the ticket.

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ii. The screen will refresh and the user will see a confirmation at the TOP of the

ticket.

*Note- the billing ticket will also be saved in the user’s PENDING ITEMS section

of the Dashboard.

b. To SUBMIT:

i. Follow the steps to SAVE a billing ticket, however, check the SUBMIT box prior

to clicking SAVE at the bottom of the screen.

ii. The screen will refresh and the user will see a confirmation at the TOP of the

ticket.

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iii. The user will still be able to click the hyperlink for the plan and will also see

the notation, “SUBMITTED” in the billing row details.

*Note- if the “X” to the right of the linked plan is clicked, the user will be able to

disassociate the PCP/Treatment Plan from the billing ticket. This is not reversible, to

assist in this NOT being done accidentally, WellSky will display an “Are You Sure… “

box prior to removing the plan association.

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