Plan of Care Tracker Basics

Description:

This article review show to use the new plan of care tracker tool.

Applies To:

TheraOffice Version 14.1.23.0 (Web)/11.1.23.0 (On-Site), aka The Fall 2022 Update

How to Access the Plan of Care (POC) Tracker Tool

There are three ways to open the POC Tracker. First, you can click on the Home tab > Documentation > Plan of Care Tracker (image 1 below). Second, you can click on the folder icon towards the top right hand corner of the screen > Plan of Care Tracker (image 2 below). Third, you can click on the Backstage Menu > Documentation > Plan of Care Tracker (image 3 below).

The image above shows how to access the POC Tracker from the Home tab.

The image above shows how to access the POC Tracker by clicking on the folder icon in the top right hand corner of the screen.

The image above shows how to access the POC Tracker from the Backstage Menu > Documentation.

POC Tracker Tool Basics

If there are patients listed in the POC Tracker, they will appear. NOTE: If patients do NOT appear in the POC Tracker, that means that they do not have any document reminders set that meet the criteria for it to be added to the POC Tracker. Providers can set document reminders upon generating an initial evaluation or progress note reports. Those reminders will be stored in the patient's case in the Reminders tab. The document reminder can be manually added directly in the case.

The image above shows records listed in the POC Tracker.

The records listed in the Plan of Care Tracker are based on the Document Reminders setup in the Case Information that match the following criteria:

• Report Type: Full Initial Evaluation, Full Progress Note, Full Discharge Note, Plan of Care
• Completed Report: the document reminder must be linked to a completed report
• Document Requires Signature: Checked. The document reminder must require a signature

The image above shows how to setup a document reminder in Case Information.

By default, the tab opens and is filtered by the Facility that the user is logged into. The following data is listed for each record in the Plan of Care Tracker:

• First Name and Last Name: taken from Patient Information
• Patient ID #:taken from Patient Information
• Referring Physician: taken from Case Information
• Document Date: Date of Service of the report linked to the Completed Report from Document Reminder
• Last Sent: most recent date listed under Date Sent field from Document Reminder
• Delivery Method: most recent method listed under Delivery Method from Document Reminder
• Days Since Sent: number of days since most recent Date Sent from Document Reminder
• Provider: provider name from Document Properties linked to the Completed Report
• Facility: facility name from Document Properties linked to the Completed Report

Additionally, the list can be filtered by facility or provider. To do that, click on the dropdown next to the Facility field or the dropdown next to the Provider field.

The image above shows how to locate the facility and provider dropdowns to filter the POC Tracker by.

The POC Tracker also has several different options in the top left, including the option to refax a report.

• Open Patient:When clicked, this option will open the Patient Navigator of the patient that is highlighted in the list.
• Open Item:When clicked, this option will open the document reminder screen that is associated with the fax of the patient that is highlighted in the list.
• Send Fax:When clicked, this option will open the Fax Cover Sheet screen for the user to preview before resending the fax.
• Delete Item:When clicked, this option will delete the line that is highlighted in the list.
• View Case:When clicked, this option will open the Case of the patient that is highlighted in the list.

The image above shows the five different options that users can click on in the top left hand corner of the POC Tracker.

When a signed Plan of Care is received via electronic fax in the Inbound Queue, the user can now link the fax to an outstanding Document Reminder from the Fax Assistant. When this is done, the Document Reminder will automatically check Signature Received and populate the Image Note With Signature drop down.

For a more detailed workflow of the POC Tracker should be used, clickhere.