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Simple Map


Situation (Location/Finances)
Health (Medical History/Personality/Profession)
Professional Contacts
Personal Contacts
Home Contacts
Chart Notes (Contact information)
Rules about creating a task when certain results happen with a call
Situation (Current location information where the client is for easy access)
Health
Emails sent to update home/professional contacts and educate families. We also set appts via emails
Calendar Appointments (ideally linked with Office but only if it makes a calendar appt in office)
Google for travel fees and helping staff see location of patient for placement services
Professional Contacts
Personal Contacts
Home Contacts
Chart Notes
Home Care/Placement Billing
Care Management
CM Billing
CM travel
CayCare Workflow

Referrals

  • Situation (Location/Finances)
  • Health (Medical History/Personality/Profession)
  • Professional Contacts
  • Personal Contacts
  • Home Contacts
  • Chart Notes (Contact information)
  • Rules about creating a task when certain results happen with a call

Patient

  • Situation (Current location information where the client is for easy access)
  • Health
  • Emails sent to update home/professional contacts and educate families. We also set appts via emails
  • Calendar Appointments (ideally linked with Office but only if it makes a calendar appt in office)
  • Google for travel fees and helping staff see location of patient for placement services
  • Professional Contacts
  • Personal Contacts
  • Home Contacts
  • Chart Notes
  • Home Care/Placement Billing
  • Care Management
    • CM Billing
    • CM travel

Contact

  • Homes Contacts
  • Home report openings
  • Home access a portion of their information to update the type of clients that will take
  • Home should be able to access the pharmacy and nurse information
  • Professional Contacts
  • Caregiver Contacts
  • Personal Contacts
  • Staff Contacts
  • Resource Contacts
  • All contacts should include
    • Name
    • Phone number, address, website, type of contact (marketer, owner, provider, caregiver, care manager, discharge planner, attorney, POA)
    • Link contact to the type of contact (the home/facility/patient the contact belongs to)
    • Credential information

 

Home Care Coordination

  • Agency (currently Home Contacts)
  • Research notes for homes with caregiver availability (currently not in system) Need a way to note what homes (agencies) we contacted that couldn’t accommodate. So we don’t call them again. This would work best in our chart note section but would also show under a research summary)
  • Check licensed with state (currently done outside of system on a state website I can provide link)
  • Create Care Plan (Home Care Plan)
  • (send) Home Care Information email

Home Care Agencies

  • Ideally the home care agencies would be called that and not, “home”
  • Name, license number, website, phone
  • Contact
  • Caregivers that we link to the home that have credentials
  • Services (that we can search) that the home care agency will provide
  • Home Care Billing

Placement Coordination (this one needs the most examples)

  • Research homes that have been called need documented for a patient
  • Summary of the home that can be sent to a family once the tour has been set-up
  • The email sent with the exact referral (must have time stamp and receipt acknowledgement for billing) this needs attached to the home and the patient
  • Enforcement checks on all homes (this is due every 30 days on all homes ideally)
  • All signed referral agreements on file with cost break down.
  • Notes about interactions that ideally show in patient and in the home

Care Management Coordination (NOTE All coordination can occur on all cases. A client can have placement, home care, care management or just one or two)

  • Emails to contacts
  • Updates to resources
  • Documents that need signed for legal purposes on billing
  • Documentation on the rates so that all billing is accurate. (Which it is currently 200/hour and 100/hour for travel in 10-minute increments)
  • Care Plan document creation that requires new fields inputted from an excel spreadsheet as currently not done in TD
  • Payment reimbursement (these cases we sometimes pay for items and then return and bill them. So receipts need uploaded to go with them.
  • All of patient information plus
  • Type of CM case they are (pre-planner, ongoing, nurse delegation, assessment)

Classes (This is actually pretty much what we want as it is right now.) Built this with Luke

The only thing we might want to add is some of the pick and choose class work books and video links.

Staff

  • Name and emergency contact of staff
  • Date of hire and when they leave
  • All orientation information
  • Picture to go in email and ideally show up in assignment information

Staff Requests

  • Time-Card Corrections (emails the supervisor, when they approve emails the HR person (Angela currently) and employee.
  • Paid Time Off PTO (Emails the supervisor, when approved emails HR and the employee

Marketing CRM (Current system needs more work to do what we need)

  • We document marketing information
  • Who we saw at a building
  • Type of interaction
  • Amount of time spent with a referral source
  • Amount of money spent on purchasing treats for a referral source
  • Referrals link back and then we know our marketing efforts resulted in what outcomes
  • We look at what individual gave us the most referrals and the top 50 always get an extra something from us.
  • We also track that a marketer is actually working using this system. We track their stops and the documentation including the timestamps (currently this is done outside of Teamdesk but shouldn’t be)
  • This is all supposed to help us create reports but they haven’t ever worked so we had to make our own. (KPIs)
  • Ideally a newly entered professional contact would get an email automation over 6 weeks telling them how to use CayCare.
  • Ideally a new referral/patient would have an option to email a summary to the referral source as to the outcome of our interaction from referral without jumping to another screen)

Quality Control

  • Make a no-task task once a patient is a patient and when/if a PN forgets a task. (Rule – until the patient status is “finished”)
  • Billing Rules (Too long to mention here really)
  • Placement Coordination Rules followed
  • Enforcements Checked
  • Referral sent
  • Referral received (currently not in TD)
  • Liaison always follows up on a case. (Summary of patients with latest chart note would be ideal to print for referral source)
  • Duplicate patient charts should have a stop-gap. Our system should alert if a patient with the same name and Date of birth is in the system. Only referrals can happen more than once. Patient only has one chart ever.
  • Supervisor/Quality Control has access to fixes and other staff do not.
  • Process information is in and rules are in place to stop newbies from going on without completing the process. (These were in place but have broken or changed over time)