HOSPICE ASSIGNMENT CLINICAL TEAM MANUAL This guide will explain Consolo program functionality for patient Hospice Assignments. More information on this area can be found in the Training Tools and Help menus within Consolo. The Hospice Assignment is a very important part of patient medical record function. This area drives all interdisciplinary team member assignments and their respective planned visits. It also populates users Classic Dashboards. The Hospice Assignment also includes the assignment of: Patient Medical Record Number Default DME Provider Funeral Home Identification Default Pharmacy Provider Team Assignment The Hospice Assignment link is in the Administration Information section of the patient Homepage: Note the Completed thumbs up icon next to Hospice Assignments. That indicates that a Hospice Assignment has been created. It does not necessarily mean the data entry is complete. If NO Hospice Assignment has been completed, a thumbs down icon will display instead: Consolo Hospice Assignments July 2013 1 Page
To Create a Hospice Assignment, click the + to the right of Hospice Assignment : CLINICAL TEAM MANUAL To view existing Hospice Assignments, click the Hospice Assignment link: Creating a New Hospice Assignment on admission, it is important to create a Hospice Assignment for the new patient in a timely manner to assign the Medical Record Number and identify the Primary-assigned staff. The initial Hospice Assignment MUST have an Effective Date that matches the patient s date of Admission. Basic information can be added to the Hospice Assignment initially, and then be updated as the patient s care and team assignments develop. Click the Hospice Assignment link on the patient homepage to add a new Hospice Assignment: Consolo Hospice Assignments July 2013 2 Page
The Hospice Assignment creation screen will open: Effective Date must match date of admission for the first Hospice Assignment only. A Medical Record Number is required in the initial Hospice Assignment. If established, a generator can be used to create a new MRN. To add DME, Pharmacy, and Funeral information, start typing the name of the Service Company, then select the matching entry from the list. The top section of the Hospice Assignment allows the identification of the Medical Record Number (MRN), the Service Providers and Team Assignment (if used by your Hospice). Please remember that this is the ONLY area in Consolo where the Medical Record Number can be added or edited; it is a text field where the MRN can be typed in if known it can also be entered later by editing the original Hospice Assignment. Also, your hospice may use a Medical Record Generator to automatically assign new MRNs to each new patient please ask your administrator if your hospice is using this choice. To add DME, Pharmacy, or Funeral Home information, start typing the name of the Service Company into the appropriate field. Then, click on the matching entry that appears. If no matching entry appears, you must first add the Service Company to the appropriate Service menu category. If your hospice uses Teams, you may select a Team assignment. The patient will now appear on the Classic Dashboard of all Team members. Other is a text field for manual addition of unique assignees: Consolo Hospice Assignments July 2013 3 Page
The next section of the Hospice Assignment is called the IDG Team section. This is the most frequently used and updated section of the Hospice Assignment. This is where IDG Team members, including Attending Physicians, are assigned. An unlimited number of individuals may be assigned to the patient. To begin, click the Add Assignee button: The following appears: Click in the first field to select a discipline: Consolo Hospice Assignments July 2013 4 Page
In the next field, start typing the last name of the person you wish to Assign, and then select the matching entry from the list: If you simply wish this person to be associated to the patient, and to have the patient on their Classic Dashboard, you may move on to the next Assignee, or Create the Hospice Assignment if finished. If this person has Primary discipline responsibility for the patient, check the Primary box: Once identified as Primary, Visit Frequency options appear. If the person has no visit frequency, just leave the fields blank. If the person does have visit frequency, place the specified number of visits in the appropriate frequency box. Visit frequency is expressed as a number per unit. Units are Daily, Weekly, Bi-Weekly, Monthly, or Quarterly. Only one unit may be selected. In other words, you can place the Number of visits in only ONE of the frequency unit fields: This depicts Two visits per month NOTE: Consolo does not accommodate frequency ranges, like 1-3 visits/month. Consolo Hospice Assignments July 2013 5 Page
PRN Visit Frequency may be expressed in the PRN Visit Frequency fields. PRN Frequency is expressed as a number per number of days. The Frequency Notes field may be used to clarify or elaborate: This depicts Two visits per month, with 1 PRN visit every 30 days Beneath the Visit Frequency fields, a corresponding number of Scheduling slots appear. Scheduling is optional. See the Scheduling Guide for details. To schedule visits on Calendars for both patient and user, visit days and times must be added: This depicts Two visits per month, on the 15 th and 30 th at Noon, with 1 PRN visit every 30 days Once finished adding the first Assignee, click the Add Assignee button to add another Assignee: Continue adding Assignees, along with their visit frequencies, if any, until complete, then Save (Create) the Hospice Assignment. Consolo Hospice Assignments July 2013 6 Page
Once the Hospice Assignment is created, the following appears: If you do NOT need to create a Physician Order to cover this Hospice Assignment, click No Thanks. If you DO need to create a Physician Order to cover this Hospice Assignment, click YES. The following appears: Consolo Hospice Assignments July 2013 7 Page
Consolo has automatically opened a new clinical chart entry for the patient. Confirm the General Clinical Chart Details are accurate (above image). Then select Physician Order from the list of charting options on the left side of the screen: The Physician specified in Hospice Assignments is automatically selected. Change if necessary. Complete the Physician Order fields as appropriate. At the bottom of the Physician Order screen, select the Hospice Assignment visit frequencies for which you d like to create the Order: Sign the Order if complete. If not, choose No Thanks : Consolo Hospice Assignments July 2013 8 Page
Once created, the Order may be printed or faxed from Related Links: The Order will show the Hospice Assignment Visit Frequencies like this: Consolo Hospice Assignments July 2013 9 Page
WHEN TO CREATE A NEW HOSPICE ASSIGNMENT Create a new Hospice Assignment in the following situations: Initial Hospice Assignment for date of Admission: Add as many Assignees as necessary or desired. At the time of referral/admission, you may not know all the potential Assignees, but try to be as complete as possible. At a minimum, you ll likely be able to add the Medical Director and Attending Physician. Adding new Services: Whenever there is a new DME, Pharmacy, or Funeral Home Change in Team: Whenever the patient is assigned to a new Team Change in Assigned staff: Whenever there is a change in assigned staff, such as a new Nurse assigned to replace a previous Nurse Change in Visit Frequency: Whenever visit frequency changes for any assigned discipline WHEN NOT TO CREATE A NEW HOSPICE ASSIGNMENT Do NOT create a new Hospice Assignment in these scenarios. In these scenarios, EDIT the current Hospice Assignment: Today s date is the same as the Effective Date of the current Hospice Assignment: if a Hospice Assignment was created today, and there is more new information to add, just edit the current Hospice Assignment You re correcting a historical error: for example, the initial Hospice Assignment specified 1 visit/week for RN, but it should have been 2 visits/week. EXAMPLE: 1/1/12 Patient admitted: Initial Hospice Assignment created with Effective Date 1/1/12. Attending Physician, MD, Pharmacy and primary RN, Social Services identified 1/2/12 NEW Hospice Assignment created. DME company & RN, Social Services visit frequency added 1/2/12 EDIT current Hospice Assignment. Chaplain & Hospice Aide assigned & frequency added 2/1/12 NEW Hospice Assignment created to update visit frequencies Consolo Hospice Assignments July 2013 10 Page
ASSIGNING DISCIPLINES IN HOSPICE ASSIGNMENTS CLINICAL TEAM MANUAL The Base Role list contains the roles available to use in Hospice Assignments. Only users who have one of these roles can be Assigned to the patient. A user can be assigned to multiple disciplines if the user has multiple, matching Roles. See Roles Guide for more information. The Case Manager Role is for use with Hospice Aide and Supervisory services only in Consolo, this Role triggers the Supervisory Visit dashboard alert feature (once the initial Supervisory Visit is entered). The Case Manager Role should NEVER be assigned any regular nursing visit frequency. This role is not meant to replace the RN/SN discipline for Nursing Visit Frequency. For patients not receiving Hospice Aide services, there would only be an RN or Skilled Nurse discipline assigned nursing visit frequency would be assigned to a user with one of those roles. For patients receiving Hospice Aide service, the following disciplines should be in the Hospice Assignment: o Case Manager to trigger Supervisory Visit Alerts ONLY o RN or Skilled Nurse assigned the nursing visit frequency o Hospice Aide frequency as determined by the RN/SN The Skilled Nurse discipline encompasses nursing visit frequency for BOTH RN AND LPN/LVN users under one discipline. This discipline is for use where State regulations allow that the visit frequencies for both of these separately licensed nurse groups may be inclusive. If your Hospice is using this Role that means you will NEVER use the separate RN and LPN/LVN Roles in Hospice Assignments. Conversely, those Hospices using separate RN and LPN/LVN Roles will never use the Skilled Nurse Role. Consolo Hospice Assignments July 2013 11 Page