Plan of Care Tracker Workflow

Description:

This article reviews the general workflow of the 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

The following example will go through the workflow of sending out a Plan of Care completed on the Initial Evaluation for a new patient.

1. When setting up the Patient Case for a new patient, a Plan of Care Document Reminder is added in the Patient Case for Visit #1.

The image above shows how to create a document reminder in a patient's case.

2. The provider completes the Initial Evaluation for the patient. When generating the Document Report, a Plan of Care style report is chosen.

The image above shows which report type to choose when generating an initial evaluation report so that it links with the document reminder.

3. While saving the Document Report, the software automatically populates the Document Reminder drop down to link the completed report. The provider is also able to fax the report to the physician while saving the report.

The image above shows how to link the document reminder to the generated report.

4. After the Initial Evaluation is locked, the Document Reminder will automatically update the Completed Report field along with the Date Sent and Delivery Method.

The image above shows how the Completed Reminder section and the Date Sent and Delivery Method fields update after sending the report.

5. The Document Reminder now matches all required criteria to be added to the Plan of Care Tracker and a new record is listed.

The image above shows how the document reminder after it was added to the POC Tracker.

6. From the Plan of Care Tracker, the same report can be refaxed to the physician again using the Send Fax button from the top ribbon.

The image above shows how to locate the Send Fax button from within the POC Tracker tool.

7. After faxing a second time, the Date Sent and Delivery Method fields will automatically update in the Document Reminder.

The image above shows how another entry will be added to the Date Sent and Delivery Method if the report was refaxed from the POC Tracker.

8. A Document Reminder can be completed one of two ways, manually or through using the Fax Assistant. To manually complete the Document Reminder, the user opens the Document Reminder from the Plan of Care Tracker and will fill out the Date Received field and check Signature Received. When these two fields are populated, the record will be removed from the Plan of Care Tracker.

The image above shows which two fields must be populated in order for the record to be removed from the POC Tracker.

9. The Document Reminder can also be automatically completed using Fax Assistant in the Inbound Queue. When the physician faxes the signed report to the clinic, a new field for Document Reminder has been added to the Fax Assistant when assigning the fax to a patient.

The three images above show how to move a received fax from the inbound queue to an image note, how to assign it to a patient and how to link it to the document reminder.

NOTE: If there is only one outstanding Document Reminder in the Patient Case, this field will auto-populate for the user. If there are multiple outstanding Document Reminders that are awaiting signatures, the user can choose which reminder the current fax should link to.

10. Once the received fax is assigned to the patient and moved to an image note, the software will automatically populate the Date Received field, check Signature Received, and populate the Image Note With Signature field.

The image above shows how the software will automatically populate the Date Received, Signature Receivedand Image Note With Signature fields in the document reminder screen.

The Document Reminder is now complete and the record is removed from the Plan of Care Tracker.