Care Plan activity maintenance
About Care Plans
In the myAvatar AM module, Care Plans track required client activities such as urine screens, pregnancy checks, counseling sessions, etc. The ability to review and resolve Care Plans can be completed in numerous places including the Front Desk Information form and the Fast Dose Dispensing form.
About Care Plan Activity Maintenance
The Care Plan Activities Maintenance form is where the detailed configuration is collected and stored. This includes:
- Scheduling requirements
- Whether or not results are required at the time the plan activity is resolved
- Alerts during Front Desk check-in and/or Fast Dose Dispensing
- Label printing
- Associated programs
- Rules regarding when a care plan activity is associated to a client (phase, gender, etc.)
- Possible results
- and more
A full description of form sections is listed below but here are a few key sections:
- Treatment Rules Definition - Here you can store the service code if an additional charge (lab fee) is associated with the activity.
- Add Auto Scheduling Parameters - Here the rules are stored to determine if a client is picked up in the auto-schedule compile (gender, phase, etc.).
- Add Possible Results - Here you can store the results information that can be selected when clearing a care plan activity for a client.
These care plans can also be auto-scheduled based on a client’s phase, program, and gender.
Depending on the rule definition, the set-up of programs, phases, care plan categories, label types and/or service codes will be needed.
Create or Edit a Care Plan
- Search for the form on the Forms and Data widget on the home page.
- In the resulting window, search for a care plan.
- Select ‘New Care Plan Description or #’ to create the care plan, or select an already existing care plan to edit.
NOTE: If selecting a new care plan, choose ‘yes’ to auto-assign the next ID number or ‘no’ manually assign a number. At this point, the Care Plan Activity maintenance form will appear allowing you to customize the care plan to the facility’s needs.
Field Descriptions
Field |
Function |
| Care Plan Activity Description | The title of the care plan being designed or edited. |
| Active | Designates whether or not the Care Plan Activity is active. This field defaults to yes. You will change to "no" if the care plan should no longer be scheduled. |
| Scheduling Basis |
How often the Care Plan Alerts will display. Random: needed on an unknown random schedule in the specified timeframe, 'Add Auto Scheduling Parameters’ portion must be completed to customize, scheduled by the Auto Schedule Care Plans form. |
| Recurrence or Random Pattern | The pattern of when the Care Plan Alerts will display - Based on a weekly, monthly, yearly, or last occurrence basis. If last occurrence is chosen, the number of days for the desired timeframe will be required. |
| Adjust Order Date to Order Schedule | If the care plan is scheduled on a random basis, this will determine whether it can be scheduled when the client is scheduled for a clinic visit via the Quick Medication Order form. If left blank or no is chosen, the care plan will disregard the client’s clinic visit schedule. |
| Adjust Schedule Date Past Date Range End Date | Selecting no here will restrict the auto scheduled care plans from being scheduled past the determined date range in the Random Pattern section. No is the typical answer here. If left blank or yes is chosen, the care plan may be scheduled past the timeframe chosen. |
| Number of Days | Needed only when Last Occurrence is chosen for the scheduling pattern. The desired amount of days between scheduling will need to be entered here. An example of this is bi-monthly scheduling. The settings for bi-monthly can be set up with 2 Occurrences to Schedule in 28 Days. |
| Occurrences to Schedule | The number of care plan alerts that are desired in the time determined above. |
| Active Order Required to Schedule | If the care plan is going to be randomly scheduled with the Auto Schedule Care Plans form, this field will determine whether the client needs to have an active medication order or not. If left blank, the care plan will default to no meaning that if a client is admitted but not receiving medication within the AM module (no Quick Medication order), he/she can be still scheduled for this care plan via Auto Schedule Care Plans. |
| Front Desk Alert Action | Will display an Error, Warning, or None to the front desk staff upon check-in on the Front Desk Information form. Error means that the care plan will need to be cleared prior to checking the client in. Warning will give the user an option to cancel or continue with checking the client in. None is for care plan alerts where the front desk staff does not need to be notified. |
| Dispense Alert Action | Will give an Error, Warning, or None to the dispensing staff upon dosing on the Fast Dose Dispensing form. Error means that the care plan will need to be cleared prior to dispensing medication to the client in. Warning will give the user an option to cancel or continue with dosing the client.None is for care plan alerts where the front desk staff does not need to be notified. |
| Care Plan Type | Used for categorizing care plans. Will allow documentation of whether the care plan is a drug screen, physical, etc. |
| Care Plan Label Type | Only used if a label needs to be printed when a care plan is ordered. If labels are not needed, leave this field blank. |
| Number of Labels to Print | Will determine how many labels are printed if required for the care plan. If labels are not needed, leave this field blank. |
| Disable Label Printing | To turn the label printing function off, select yes here. If labels are not needed, leave this field blank. |
| Signature Required When Taken | If the staff’s signature is required once the care plan is complete, or marked as ‘Taken’, select yes here. This function must also be activated in AM Facility Defaults and System Security Defaults. |
| Restrict Care Plan to Select Programs and Select Allowable Programs | If the care plan is only meant to be scheduled for clients in specific programs within the organization, select yes here and choose the appropriate programs below. |
| Primary CPA | Documented for tracking purposes. This field can be left blank. |
| Results Required when Results Date Entered | If staff will be documenting when the results of the specified care plan are received (and it is important for the results to be logged within the care plan), this field should be answered as yes. This should be answered as no or left blank if the results are not required. |
| Add Possible Results |
If results will be entered into the specified Care Plan, click on the Add Possible Results button. On that screen, you will need to Add Row for each result needed. Each result will need to be typed separately and determined whether each requires attention or not. After all of the results are documented, select OK to go back to the Care Plan Activity Maintenance Screen. Example: If a client’s urinalysis was negative for methadone while he/she was being prescribed |
| Treatment Rules Definition | If a service code needs to be assigned to the client’s ledger every time this care plan is completed, this can be done through this field. Click on the Treatment Rules Definition, Add Row, input the start date, input the service code needed, and select OK. The End Date will be left blank in most cases. After the care plan is marked as ‘Taken’, the service code chosen here will post to the client’s ledger. To inactivate this service code, go back into the Treatment Rules Definition and enter the date that it will no longer be active in the End Date field. |
| Add Auto Scheduling Parameters |
To use the Auto Schedule Care Plans form to randomize care plans, this portion of the Care Plan Activity Maintenance form should be completed. Start by clicking on Add Auto Scheduling Parameters. Once in the next screen, Add Row, and determine how and when you want the care plan to be randomized. The options are day of the week, program, gender, and phase. After the parameters are customized, click OK to save and go back to the Care Plan Activity Maintenance form. Example: If the entire MAT Program will be scheduled for monthly random urinalyses and the care plans should be scheduled Monday through Friday, select M-F under the Available Day of the Week and select the proper program under Program. The Gender and Phase portions can be left blank in this case. Example: If people on Phase I should be scheduled for a weekly random urinalysis and the rest of the clinic will receive a monthly random urinalysis, the appropriate days, program, and phase should be selected. If these are observed urinalyses and need to be split out by gender and day due to staffing, one row can be used to determine which days the males can be observed and another row can be used to determine when females can be observed. If the auto scheduling parameters are set up this way, then myAvatar will know when to randomize the UAs based on the gender input during admission. |
| Print Care Plan Activities | Generates a report to show the care plans that currently exist in myAvatar. |