Front Desk Information
The Front Desk Information form is an optional form that is used to check clients in. It includes an array of other functions available in the myAvatar AM system. From this form you can clear Care Plans, add Sticky Notes, collect Take Out Bottles and view additional data.
This form is used in facilities that have the clients check-in to a central location. It allows a large view of the client picture and two information boxes that can be configured to display information about the client that is important to the facility. From within the form the user can check the client in which indicates to the application and facility that the client has arrived for their counseling session, to be dispensed their medications, etc. The ability to enter a Front Desk Note, that can be viewed within the dispensing form is also available.
The form also contains the follow sections:
- Med Order Info - displays the history of medication orders for selection and the associated dispensing schedule.
- Care Plan - the Care Plan form is available for adding or resolving existing Care Plans.
- Deposit Entry - this section allows for the posting of payments or adjustments to the client account. It displays the account balance, the client ledger, and can print a receipt for the money collected.
- Charge Input - the entry of charges is available through this section. This would be charges in addition to those already set-up to be created automatically (weekly/monthly charge, dispensing charge, lab charge, etc.). The collection of the date, program, service code, practitioner, duration, etc. is entered and a service will be posted to the client account upon filing.
- CPA Information - allows for the viewing and/or printing of Care Plan Activities for the client.
- Client Status - this section is available with site specific fields that can be configured by the organization to display information that is important for the user to view and/or enter at check in. For example the facility may want to view the client's level of care, distinguishing features, etc.
- Return T/O Bottles - gives the ability to track any outstanding take out bottles that the client has. If there are outstanding bottles, they will be displayed and the user can select bottles and indicate if they have been returned or not, and enter any applicable notes. If the bottles are returned they will drop off of the outstanding bottle list for the client.
Form Sections
When opening Front Desk Information, the tab that the form will default to is the Front Desk tab. In this tab there are multiple functions that can be used to serve the client. The first portion is checking the client in.
Select a client to dose by entering their ID number here or searching by name.
Once the client is selected the option to choose an episode (if more than one exist), clinic information, client information, any front desk notes that are saved and picture will automatically populate.
Clinic Information:
This text box will list information about the client’s dosing and whether they are due into the clinic for dosing based on their medication order and dosing history.
Client Information:
This text box lists a variety of details about the client like the attending practitioner assigned, availability, phase, DOB, gender, phone, and address.
If ready to check the client in for dosing, click on the Client Check In button under the client picture. A pop-up will appear to confirm that you want to check in the client selected.
Click yes to continue here or no to go back to the main Front Desk Information tab.
When there is a care plan due and that care plan is set to notify the front desk, you will receive pop-up after clicking on the Client Check In button. There are two different options for care plan notification pop-ups: hard stop/error or a warning. At this point the client is not checked in and in order to check him/her in, you will need to acknowledge the warning or clear the care plan.
Use your professional judgment to decide whether you need to stop the check in process to satisfy the action needed from the care plan or to continue with the check-in process despite the pending care plan. If you decide to continue with check in, you’ll receive a notification that the client was checked in successfully. If the care plan needs to be completed before continuing with the check-in process, you will receive a message stating that check in was canceled.
Form Sections
Form Section |
Function |
|---|---|
| Front Desk | Check client in for dosing, view ledger, leave front desk notes, and review information about the client that pertains to dosing and demographics. |
| Med Order Info | List the dispensing schedule for medical orders including dates, medication type and amount, and whether the dose is a clinic visit or takeout. |
| Care Plan | Schedule and edit all active care plans, mark as completed, add results, flag for attention, and add notes. |
| Deposit Entry | Record payment activity and print receipt. |
| Charge Input | Add service codes and charges to the client ledger |
| Care Plan Activity Info | Review Care Plan Activities pending or taken within a specified date range. |
| Client Status | Document or review notes left on the client |
| Return T/o Bottles | Document take out bottles as ‘returned’ when the client checks in with empty medication bottles. |
Remove Client Check-in
If the wrong client was accidentally checked in, the Remove Client Check In button can be used to remove the client from the checked in status.
About the Client Ledger
The ledger will show you open/unbilled claims.
About Front Desk Notes
If enabled, the front desk personnel can leave notes that are only seen on the Front Desk Information form. These notes will be seen by all others who access the client on the Front Desk Information form. To leave a note, type in the specific note and click on file front desk note. After filed, the note will show up in the Client Information text box. It’s also possible to clear out the client information to pull up a new client by clicking on the Clear Client Information button.
About the Med Order Section of the Form
In this section, the care giver can review all orders for a specific client. Before selecting a specific order, the current dispensing schedule will be listed in the text box.
View a Med order
To view an order use the drop down box. The drop down selection will list whether the order is active or not, the effective date, expiration date, and the medication and order type. Selecting one of the orders will list the details of the order, including week/day, visit type, and dosage.
About the Care Plan Section of the Form
If the client has a Care Plan due that needs to be taken care of by the front desk personnel (or a new care plan must be ordered), click on the Care Plan section of the form.
The top left hand side of this screen lists the client who was entered on the initial screen and the episode that the currently selected active care plan was ordered on. If there was a care plan listed on the first screen (an active care plan to be taken), the default selection will be for the current care plan. From here the care giver can see the date that the care plan was scheduled, whether it is active or not and what specific care plan activity it is. At this point, the care plan can be ‘taken’ and the Taken Date can be entered as T for today. This will dismiss the care plan form the original screen, allowing dispensation.
Other options on this screen are Results Date, Enter Care Plan Results, and Requires Attention. If the facility mandates the results will be entered for each, or specified, care plans. To track what day the results were entered the person who enters the results will put that date in the field. To enter the results, select the option. If a client fails a care plan, or a care giver deems it necessary to flag it for attention this can be done by selecting Yes on the Requires Attention field on the upper right hand side. To edit another care plan scheduled, use the drop down menu to do so.
To add a care plan to a specific client from the Front Desk Dispense form, select the client, the desired episode, and Add New in the upper right hand corner. Doing this will provide a blank template for the care giver to assign a new care plan.
After modifying the care plan in this tab, you must click on the File Care Plan button to save the data.