Add or Edit a Visit Type

Go to Set Up > Visit Types.

Click New.

Fill out the desired information to customize your Visit Type.

1. Enter the Visit Type Name that describes the services performed.
   • The name entered here will be the same name that will populate in the Progress Notes.
2. Choose the appropriate Session Type from the drop-down menu.
   • This is used for OASAS Programs to flow to the PAS 45 form for counts. Choose the Session Type that matches the Visit Type. Client-specific, not required.
3. Choose Use Default Goal on Progress Note if the Visit Type uses a Default Goal for the Progress Note.
   • Once selected, enter the goal in the text box below.
4. Choose Does not require Goal on Progress Note if the Visit Type being created does not require a goal on the Progress Note.
5. Click Required if you want specific forms to have been completed prior to using this visit type.
   • Enter the number of days the completed form is valid.
     
     
      
6. To link the Visit Type to a particular Progress Note, click Note. 
   • Choose a Note from the drop-down menu.
     
     
      
   • Select OK.
   • When opening the Scheduled appointment from the Alert Manager, eCR will automatically open the note that is attached. If no note is attached, it will open the Chart.
     
     
      
7. The following settings are specific to New York State services.
   • Select a visit type for Office of Child and Family Services in the OCFS Service Type drop-down menu.
   • Select a visit type for Home and Community Based Services for Adults in the HCBS Adult Service Type drop-down menu.
   • Select a visit type for Home and Community Based Services for Children in the HCBS Children Service Type drop-down menu.
   • Select a visit type for Child and Family Treatment and Support Services in the CFTSS Service Type drop-down menu. 
     • Once a selection is made here, the drop-down menu for CFTSS Onsite or CFTSS Offsite will be enabled.
   • Select the appropriate Billable Units in the drop-down menu.
   • Select Inactive to remove this visit type all drop-down menus.
8. The HCBSW section is specific to the HCBS Waiver Program for Children in New York State.
   • For Classification, select the type of HCBSW visit.
   • Enter the TCM Hours.
     
     
      
9. Check the boxes that will apply to this Visit Type.
   • Check the box for Exclude From TP will allow for the provision of services that may not be listed in the treatment plan.
   • Show in Waiver TPs is specific to HCBSW in New York State.
   • Adult BH HCBS Assessment / ISP is specific to HCBS in New York State.
   • Check the box for Regular Full Month for HCI service types if you are BH2 billing in Pennsylvania.
     
     
      
10. Check the boxes that will apply to this Visit Type.
    • When selecting Bill Procedures Individually, a visit will be created for each procedure when processed through My Billing > Progress Notes. 
      • It will also do this for a bed when processed through My Billing > Inpatient tab.
    • Select Complex Care for this visit type to require a procedure within the previous 14 days, of any visit type, where the Use with complex care box is checked.
    • Send to Billing defaults to checked. 
      • If the Visit Type is Non-Billable, it will create a $0.00 charge in My Billing.
    • Select HCBS Onsite if the visit type is performed at the location of the patient/requested service.
    • Select Non-Billable to allow you to select the Visit Type in certain Progress Notes that have fields to specify if the individual was present.
      • If no-show, canceled, etc. is selected in certain Progress Notes, the Visit Type field will filter out the billable Visit Types and only allow for a Non-Billable Visit Type to be selected.
        
        
         
11. eCR allows you to group insurances that have variations based on the visit type and procedures associated with the visit type.
    • Click Add New Group to add a new group of Insurances.
    • Once you select the Insurances you want to add, click Save. The group will now appear in the drop-down menu.
12. Enter the Procedures associated with the Visit Type.
13. Enter the Minimum Interval Length (Minutes) of the corresponding procedure.
14. Enter the Maximum Interval Length (Minutes) of the corresponding procedure.
    • Different procedures codes correlate with specific time intervals.

      NOTE: When setting up multiple time frames for the Procedure in the Visit Type, make sure the lengths do not overlap.

      
      
15. Select Show this Visit Type for the following programs to display the Visit Type for the selected programs.
    
    
     
16. Select Show this Visit Type for the following locations to display the Visit Type for the selected locations.
    
    
     
17. Click Save.

Your Visit Type will now appear with the previously created Visit Types, most likely at the end of the list. The Visit Type will have columns to the right that will show some of the properties you have designated.

There are additional columns providing ways to further filter the Visit Types:

• Sort Order will allow the user to sort the visits with the most commonly used visits at the top.
• Inactive will allow the user to inactivate the visit type.
• EoC Limit will set the Episode of Care limit, which restricts the number of this visit type that a patient can receive.
• Require Valid TP requires that a completed and signed treatment plan to be in place before a clinician can sign a progress note.
• Exclude From Dtx will exclude this visit type from Day Treatment specific to a client.
• Exclude From IOS will exclude this visit type from Intensive Outpatient Service specific to a client.
• Exclude From ACTT will exclude from Assertive Community Treatment Team, billing-related, specific to a client.

1. Go to Setup > Visit Types.
2. Double click on the Visit Type name you wish to edit.
3. Edit any information in the Visit Type window.
4. Click Save.

• This button is specifically for some agencies. If you are not one of these agencies, you will not see.