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Avatar Appointment Scheduling 2022 Update 31

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Product Requirements / Recommendations

Avatar Appointment Scheduling required
Avatar PM required
RADplus required
Avatar Cal-PM

Recommended Update Level

Avatar CWS 2022 Update 132
Avatar Appointment Scheduling 2022 Update 21

Additional Requirements

Avatar CWS 2022 Update 132

Product Update Form Description

The following changes are made: 1) An issue is resolved where forms may incorrectly prevent appointments from being edited or deleted. 2) The 'Progress Note Corrections' and 'Product Final To Draft Override' forms are modified to prevent editing notes that are attached to EVV appointments. Please Note: Avatar CWS 2022 Update 132 is required to make use of this new functionality.

Included Updates

3, 4, 6, 9, 12, 14, 15, 18, 19, 20, 21, 24, 27, 28, 30

Required Updates

Avatar Appointment Scheduling 2022 Update 21
Avatar Appointment Scheduling 2022 Update 27
Details
NEW0 CHANGED0 FIXED1
Fixed (1)
Appointment Scheduling - Edit/Delete Appointments
Ensure the ability to edit and delete appointments in various appointment scheduling forms. KB0072155 v0.01
In addition, the 'Progress Note Corrections' and 'Product Final To Draft Override' forms are modified to prevent editing notes that are attached to EVV appointments.
Topics
• Appointment Management • NX • Post Staff Activity Log • Product Final to Draft Override • Progress Note Corrections • Progress Notes • Registry Settings • Scheduling Calendar
 
Acceptance Tests
AV-85936 Summary | Details
Appointment Scheduling - Edit/Delete Appointments
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Client Ledger
  • Progress Note Corrections
  • Progress Notes (Group and Individual)
  • Registry Settings (PM)
  • Product Final to Draft Override
  • Appointment Management
  • Dictionary Update (PM)
  • Scheduling Calendar - Status Update
Scenario 1: 'Progress Notes (Group and Individual)' - File an existing appointment note and delete the service in the 'Progress Note Corrections' form
Specific Setup:
  • A Charge Reversal Code must be defined in 'Set System Defaults'.
  • A Client must be enrolled in an existing episode and must have an existing appointment scheduled (Client A).
Steps
  1. Access the 'Progress Notes (Group and Individual)' form.
  2. Enter "Client A" in the 'Select Client' field.
  3. Select any value from the 'Select Episode' field.
  4. Select "Existing Appointment" from the 'Progress Notes For' field.
  5. Select the existing appointment in the 'Note Addresses Which Existing Service/Appointment' field.
  6. Select any value that does not require a co-sign from the 'Note Type' field.
  7. Enter any value in the 'Notes Field' field.
  8. Select "Final" from the 'Draft/Final' field.
  9. Click [File Note].
  10. Validate a "Progress Notes" dialog is displayed stating: Note Filed.
  11. Click [OK].
  12. Close the form.
  13. Validate a "Confirm" dialog is displayed stating: Are you sure you want to close the form?
  14. Click [Yes].
  15. Access the 'Client Ledger' form.
  16. Enter "Client A" in the 'Client ID' field.
  17. Select "All Episodes" from the 'Claim/Episode/All Episodes' field.
  18. Select "Simple" from the 'Ledger Type' field.
  19. Select "Yes" from the 'Include Zero Charges' field.
  20. Click [Process].
  21. Verify the 'Client Ledger Report' is displayed.
  22. Validate the 'Client Ledger Report' displays the service created in the previous steps.
  23. Click [Dismiss].
  24. Validate a "Form Return" dialog is displayed stating: Processing report has completed. Do you wish to return to form?
  25. Click [No].
  26. Access the 'Progress Note Corrections' form.
  27. Enter "Client A" in the 'Client ID' field.
  28. Select the episode that the Existing Appointment note was created for from the 'Episode Number' field.
  29. Click [Select Note to Correct].
  30. Verify the "Select Note To Correct" dialog is displayed.
  31. Select "Note A".
  32. Click [OK].
  33. Select "Void Progress Note" from the 'Correction Action' field.
  34. Select any value from the 'Reason for Correction' field.
  35. Enter any value in the 'Comments' field.
  36. Select "Yes" from the 'Delete Service' field.
  37. Click [Submit].
  38. Validate a "Form Return" dialog is displayed stating: Submitting has completed. Do you wish to return to form?
  39. Click [No].
  40. Access the 'Client Ledger' form.
  41. Enter "Client A" in the 'Client ID' field.
  42. Select "All Episodes" from the 'Claim/Episode/All Episodes' field.
  43. Select "Simple" from the 'Ledger Type' field.
  44. Select "Yes" from the 'Include Zero Charges' field.
  45. Click [Process].
  46. Verify the 'Client Ledger Report' is displayed.
  47. Validate the 'Client Ledger Report' no longer displays the service created in the previous steps.
  48. Click [Dismiss].
  49. Validate a "Form Return" dialog is displayed stating: Processing report has completed. Do you wish to return to form?
  50. Click [No].
  51. Access the 'Scheduling Calendar' form.
  52. Navigate to the existing appointment for "Client A" associated to the voided progress note.
  53. Right click and click [Details/Edit].
  54. Enter any new value in the 'Duration' field.
  55. Click [Submit].
  56. Validate the appointment displays with the updated duration.
  57. Click [Dismiss].
Scenario 2: Validate the ability to delete an appointment that was not posted as a service
Specific Setup:
  • A dictionary code is defined for the 'Client' file, '(10005) Appointment Status' data element that has "No" selected for the '(60020) Post Appointment As Service?' extended dictionary element (Status A).
  • A client is enrolled in an existing episode (Client A).
  • The 'Enable Enhanced Appointment Management Grid' registry setting is set to "Y".
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Right click in any available time slot and click [Add Appointment].
  3. Select the desired value in the 'Service Code' field.
  4. Select "Client A" in the 'Client' field.
  5. Select "Status A" in the 'Appointment Status' field.
  6. Populate all other required and desired fields.
  7. Click [Submit].
  8. Validate the appointment is displayed in the corresponding time slot.
  9. Check in & check out the appointment.
  10. Validate the posted appointment is displayed.
  11. Click [Dismiss].
  12. Access the 'Appointment Management' form.
  13. Select the practitioner used for the prior appointment in the 'Practitioner' field.
  14. Enter the current date in the 'Appointment Start Date' and 'Appointment End Date' fields.
  15. Select "Yes" in the 'Posted Appointments' field.
  16. Click [Add/Edit Appointments].
  17. Validate the posted appointment for "Client A" is displayed.
  18. Select the appointment for "Client A" and click [Delete Row].
  19. Validate a message is displayed stating: Are you sure you want to delete these rows?
  20. Click [Yes] and [Save].
  21. Close the form.
  22. Access the 'Scheduling Calendar' form.
  23. Validate the deleted appointment for "Client A" is not displayed.
  24. Click [Dismiss].
Scenario 3: Scheduling Calendar - Status Update for Group Appointment with a member marked as missed
Specific Setup:
  • The 'Post Missed Visit Appointments Within Scheduling Calendar' registry setting is set to "Y".
  • A group (Group A) is defined with two group members (Client A & Client B).
  • A group appointment is scheduled for "Group A" for the current date.
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Right click on the appointment for "Group A".
  3. Click [Status Update].
  4. Select "All Group Members" in the 'Group Member Selection' dialog.
  5. Validate the 'Scheduling Calendar - Status Update' form is displayed for "Client A".
  6. Select "Yes" in the 'Missed Visit' field.
  7. Select the desired value in the 'Missed Visit Service Code' field.
  8. Enter the desired value in the 'Missed Visit Notes' field.
  9. Click [Submit].
  10. Validate the 'Scheduling Calendar - Status Update' form is displayed for "Client B".
  11. Select "Yes" in the 'Confirmed' field.
  12. Enter the desired value in the 'Confirmation Notes' field.
  13. Click [Submit].
  14. Right click on the appointment for "Group A".
  15. Click [Check In].
  16. Select "Client B" in the 'Group Member Selection' dialog.
  17. Validate the 'Scheduling Calendar - Check In' form is displayed for "Client B".
  18. Click [Submit].
  19. Right click on the appointment for "Group A".
  20. Click [Check Out].
  21. Select "Client B" in the 'Group Member Selection' dialog.
  22. Validate the 'Scheduling Calendar - Check Out' form is displayed for "Client B".
  23. Click [Submit] and [Dismiss].
  24. Access the 'Client Ledger' form.
  25. Select "Client A" in the 'Client ID' field.
  26. Select "All Episodes" in the 'Claim/Episode/All Episodes' field.
  27. Select "Simple" in the 'Ledger Type' field.
  28. Select "Yes" in the 'Include Zero Charges' field.
  29. Click [Process].
  30. Validate the 'Client Ledger' report displays the missed visit service code for the missed appointment.
  31. Close the report.
  32. Select "Client B" in the 'Client ID' field.
  33. Select "All Episodes" in the 'Claim/Episode/All Episodes' field.
  34. Select "Simple" in the 'Ledger Type' field.
  35. Select "Yes" in the 'Include Zero Charges' field.
  36. Click [Process].
  37. Validate the 'Client Ledger' report displays the group service code for the appointment.
  38. Close the report and the form.
Scenario 4: Progress Note Corrections - Validate progress notes associated to EVV appointments cannot be edited
Specific Setup:
  • Avatar is configured to integrate with Mobile CareGiver+. Please note: This must be done by a Netsmart Representative.
  • A program is defined with a value populated in the 'EVV Provider Organization ID' field in the 'Program Maintenance' form (Program A).
  • A service code must be defined that has "Yes" selected in the 'Does This Service Require Electronic Visit Verification' field in the 'Service Codes' form and must be assigned to "Program A" (Service Code A). This service code must also have a CPT-4/HCPCS code associated to it in the 'Service Fee/Cross Reference Maintenance' form (Procedure Code A).
  • A client is enrolled in "Program A" and has the following on file: 'Client Name', 'Address - Street', 'Zipcode', 'Cell Phone', 'Diagnosis', "Guarantor A" selected in 'Financial Eligibility' (Client A).
  • "Client A" has an EVV appointment scheduled for the current date.
  • The 'Post Appointment When the Note Is Submitted' registry setting is set to "Y" for the 'Progress Notes (Group and Individual)' form.
Steps
  1. Access the 'Progress Notes (Group and Individual)' form.
  2. Select "Client A" in the 'Select Client' field.
  3. Select "Existing Appointment" in the 'Progress Note For' field.
  4. Select the existing EVV appointment in the 'Note Addresses Which Existing Service/Appointment' field.
  5. Select the desired value in the 'Note Type' field.
  6. Enter the desired value in the 'Notes Field' field.
  7. Select "Final" in the 'Draft/Final' field.
  8. Click [File Note].
  9. Validate a message is displayed stating: Note Filed.
  10. Click [OK] and close the form.
  11. Access the 'Progress Note Corrections' form.
  12. Select "Client A" in the 'Client ID' field.
  13. Select the appropriate episode in the 'Episode Number' field.
  14. Enter the current date in the 'Start Date' and 'End Date' fields.
  15. Click [Select Note to Correct].
  16. Select the note associated to the EVV appointment and click [OK].
  17. Validate a message is displayed stating: The 'CareFabric Appointment Status' of this appointment is "Completed (COMP)". The editing of this appointment is prevented.
  18. Click [OK].
  19. Validate the 'Correction Action', 'Reason for Correction', 'Comments', and 'Delete Service' fields are disabled.
  20. Close the form.
Scenario 5: Product Final To Draft Override - Validate progress notes associated to EVV appointments cannot be edited
Specific Setup:
  • Avatar is configured to integrate with Mobile CareGiver+. Please note: This must be done by a Netsmart Representative.
  • A program is defined with a value populated in the 'EVV Provider Organization ID' field in the 'Program Maintenance' form (Program A).
  • A service code must be defined that has "Yes" selected in the 'Does This Service Require Electronic Visit Verification' field in the 'Service Codes' form and must be assigned to "Program A" (Service Code A). This service code must also have a CPT-4/HCPCS code associated to it in the 'Service Fee/Cross Reference Maintenance' form (Procedure Code A).
  • A client is enrolled in "Program A" and has the following on file: 'Client Name', 'Address - Street', 'Zipcode', 'Cell Phone', 'Diagnosis', "Guarantor A" selected in 'Financial Eligibility' (Client A).
  • "Client A" has an EVV appointment scheduled for the current date.
  • The 'Post Appointment When the Note Is Submitted' registry setting is set to "Y" for the 'Progress Notes (Group and Individual)' form.
Steps
  1. Access the 'Progress Notes (Group and Individual)' form.
  2. Select "Client A" in the 'Select Client' field.
  3. Select "Existing Appointment" in the 'Progress Note For' field.
  4. Select the existing EVV appointment in the 'Note Addresses Which Existing Service/Appointment' field.
  5. Select the desired value in the 'Note Type' field.
  6. Enter the desired value in the 'Notes Field' field.
  7. Select "Final" in the 'Draft/Final' field.
  8. Click [File Note].
  9. Validate a message is displayed stating: Note Filed.
  10. Click [OK] and close the form.
  11. Access the 'Product Final To Draft Override' form.
  12. Select "Progress Notes (Group and Individual)" in the 'Option' field.
  13. Select "Client A" in the 'Entity Lookup' field.
  14. Select the appropriate episode in the 'Episode Number' field.
  15. Click [Select Row].
  16. Select the note associated to the EVV appointment and click [OK].
  17. Validate a message is displayed stating: The 'CareFabric Appointment Status' of this appointment is "Completed (COMP)". The editing of this appointment is prevented.
  18. Click [OK].
  19. Validate the 'Override Reason' field is disabled.
  20. Close the form.
Topics
• Post Staff Activity Log • Product Final to Draft Override • Progress Note Corrections • Progress Notes • Scheduling Calendar