Chapter 6 ABC Department Staff - Admission Nicolet Psychiatric Hospital and Bayshore Village Nursing Home RN on duty will complete the required fields on the Admission screen to admit the client/resident into an inpatient episode on Avatar. CTC Clinic staff will complete the required fields on the Admission Outpatient screen to admit a client into an outpatient episode on Avatar. INPATIENT ADMISSION (Nicolet and Bayshore) 1. Admissions staff will receive notice --------(THIS NEEDS TO BE DETERMINED ON HOW WE ARE NOTIFIED THERE IS AN ADMISSION TO NICOLET and BAYSHORE) -------- there is an admission to the hospital or nursing home. 2. Admissions clerk will go to Nicolet and conduct intake interview. 3. Admissions clerk will complete fields on Avatar Admission screen after intake interview. (Note: Each admission to Nicolet Hospital is a separate episode ) Page 1 of 22
AVATAR PM>CLIENT MANAGEMENT>EPISODE MANAGEMENT>ADMISSION 4. Admission clerk will search and select client. Page 2 of 22
5. Admission clerk will select correct episode and click edit. Page 3 of 22
6. Admission clerk will verify data entered on required fields by Unit RN. Page 4 of 22
7. Admission clerk will then proceed through the remaining pages and tabs to complete all fields needed for correctly billing admission: a) Complete page 2 admission tab including Facility chart number (old medical record number) Social security number Page 5 of 22
b) Complete and/or verify accuracy on pages 1 AND 2 on the demographics tab including: Client address Client phone number Client race Ethnic Origin Marital Status Employment status Alias (or former) names Social Worker Responsible County County of Residence Page 6 of 22
c) Complete page 1 on the other client data tab including: Current resident code Homeless indicator Living arrangements Veteran status Military Branch of Service Admission Referral Type Page 7 of 22
a) Verify unit/room/bed and R&B service code on inpatient/partial/day treatment tab b) Use the icon with the arrow at the top of the screen to file the data. Page 8 of 22
ADMISSION CLERK WILL THEN COMPLETE ALL REQUIRED PRECERTIFICATION CALLS TO GUARANTORS NOW ADMISSION CLERK WILL VERIFY FINANCIAL ELIGIBILITY AVATAR PM>CLIENT MANAGEMENT>ACCOUNT MANAGEMENT>FINANCIAL ELIGIBILITY Page 9 of 22
Admission clerk will enter client name to: Search for correct client Select correct client Select correct client episode Page 10 of 22
Admission clerk will go to the second tab Guarantor Selection and complete all required fields on pages 1 through 4. 1. Enter in guarantor and hit tab (address lines will fill in automatically). Note: If guarantor is not in selection list, have Department Supervisor add guarantor to Avatar before proceeding with entry of financial eligibility Page 11 of 22
2. Complete on page 2 Eligibility verified Coverage effective date Clients relationship to subscriber If subscriber is not the client, enter in the subscriber address; social security #; sex Page 12 of 22
3. Complete page 3 including: Subscriber Group Name Subscriber Group # Subscriber Policy # NOTE: If client has Medicare and/or Medicaid must enter in the Medicare and/or Medicaid number in both the Subscriber Policy # and the Medicare/Medicaid # field Answer Subscriber Assignment of Benefits Answer Subscriber Release of Information Answer Coordination of Benefits Page 13 of 22
4. Subscriber Covered Days and Maximum Covered Dollars should be filled in with 9 s Page 14 of 22
To enter in additional guarantors, go back to page 1 of the Guarantor Selection Tab. 1. Click add new item to have additional lines for additional guarantors Page 15 of 22
Complete pages 2 through 4 on each additional guarantor Page 16 of 22
2. Click on financial eligibility tab and complete the correct order of the guarantors Page 17 of 22
3. Click on process to save changes Page 18 of 22
1. Admission clerk will verify diagnosis has been entered into Avatar for the episode. AVATAR PM>CLIENT MANAGEMENT>CLIENT INFORMATION> WORKING DIAGNOSIS Page 19 of 22
Admission clerk will choose correct episode. Page 20 of 22
2. Admission Clerk will choose admission and the Date of Diagnosis will auto fill in. 3. Admission Clerk will verify: Diagnosis Axis I is completed Principal diagnosis is completed Diagnosing practitioner is completed NOTE: Diagnosis is completed by HIM Department staff Page 21 of 22
OUTPATIENT ADMISSION Brown County Community Treatment Center 1. Admissions staff will receive notice --------(THIS NEEDS TO BE DETERMINED ON HOW WE ARE NOTIFIED THERE IS AN OUTPATIENT ADMISSION TO ANY CLINIC PROGRAM) -------- there is an admission to an outpatient program (such as clinic; case management; csp; crisis). 2. Admissions clerk will conduct outpatient intake interview upon arrival of client for outpatient appointment prior to service delivery. 3. Admissions clerk will complete fields on Avatar Admission screen after intake interview in the same process as instructed above except the clerk will complete the Admission Outpatient screens for clients admitted to any outpatient program. 4. Admissions clerk will complete the Financial Eligibility in the same process as instructed above for clients admitted to any outpatient program. Page 22 of 22