Managing Treatment Plans / Compliance Center

1. Go to Administration > Access Levels.
2. Select an existing access level or create a new access level.
   
   
3. Select the 1st User Access tab.
4. Check the box for Compliance Center.
5. Click Save and repeat for each access level that will be given permission for the Compliance Center.

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1. Go to Administration > Access Levels.
2. Select an existing access level or create a new access level.
   
   
3. Select the 3rd User Access tab.
4. Check the box for Treatment Plan Management.
5. Click Save and repeat for each access level that will be given permission for the Manage TP Rules.

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The Compliance Center is where a user can view the status of Treatment Plans based on the entered search criteria. From the results, a user can open the patient’s chart and/or open the Manage Treatment Plan Rules screen for the patient. Follow the steps below to use the Compliance Center:

1. Go to Day to Day > Compliance Center.
   
   
    
2. Enter your search criteria.
   • Select a range for the Treatment Plan Due Date.
   • Select a specific Program(s) to search for or Select All.
   • Select a specific Location(s) to search for or Select All.
   • Select a specific Status of the Treatment Plan: All Statuses, Due, or Overdue.
   • Select a specific Primary Therapist(s) to search for or Select All.
   • Enter a Patient's name or leave it blank to search for all patients.
3. Click Refresh to apply the selected search options.
4. Compliance Center will color code the lines of the treatment plans based on the warning colors.
   • No Color - TP is not due for a while.
   • Green - No TP Due Date set, still in compliance.
   • Yellow - TP Due Date is within the Warning Period.
   • Red - TP Due Date is Overdue.
5. Click Preview to display a print preview of the search results.
6. Click Print to print the search results.
7. Click Export to CSV to export the search results to a CSV data file.

Navigating to Chart Details or Manage TP Rules from Compliance Center

After the search results have populated, a user can open a patient’s Chart Details or Manage Treatment Plan Rules from inside the Compliance Center.

To open the Patient’s Chart Details:

1. Click on the patient’s row.
2. Right-click on the patient’s row and select Open Chart.
   
   

To open the Patient’s Manage Treatment Plan Rules.

• 1. Click on the patient’s row.
  2. Right-click on the patient’s row and select Manage TP Rules.

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Treatment Plan rules can be set up at the program level using Billing/Program Defaults.

1. Go to Setup 🡪 Billing/Program Defaults.
2. From the Program drop-down menu, select the program you wish to apply the Treatment Plan rules to.
3. Select the 1st Treatment Plans tab.
   
   
    
4. Use Treatment Plan/Review Option #1
   • In the Initial Days After Admit field, enter how many days after the patient’s admit date the first treatment plan is due.
   • In the Days After Last field, enter how many days after the last treatment was completed for the next treatment plan to be due.
5. Use Treatment Plan/Review Option #2
   • In the Complete a Treatment Plan X days after admit field, enter how many days after the patient’s Admit Date for the first Treatment Plan to be due.
   • In the Complete a Treatment Plan Review every X days after admit for X days after admit fields, enter how many days after the patient’s Admit Date for every Treatment Plan Review to be due and then for how long after the patient’s Admit Date for the review period to last.
   • In the Complete a Treatment Plan Review every X days after admit after the above field, enter how many days after the patient’s Admit Date for every Treatment Plan Review to be due and then for how long after the end of the above rule for the review period to last.
6. Use Treatment Plan/Review Option #3 (NYSCRI Phase 2 IAPs)
   • In the Days After Admit (IAP) field, enter how many days after the patient’s Admit Date for the first Individual Action Plan to be due.
   • In the Days After Admit (IAPR) field, enter how many days after the patient’s Admit Date for every Individual Action Plan Review to be due.
   • In the Subsequent Reviews field, enter how many days after the previously completed IAPR the subsequent IAPR will be due.
7. Use Treatment Plan/Review Option #4 (Custom)
   • In the Complete a Treatment Plan X days after admit field, enter how many days after the patient’s Admit Date for the first Treatment Plan to be due.
   • The Treatment Plan Review frequency periods table is a custom option for the frequency in which Treatment Plan Reviews are due.
     • In the Days After column select the date (Admit or Last Review) to base the review frequency off of.
     • In the Review Frequency (Days) column, enter how frequent a Treatment Plan Review is due.
     • In the Period Duration (Days) column, enter how long the review period will last.
     • In the Infinite Duration column, check for the review period to last forever.
8. Click Save and repeat for each program that will be set up with Treatment Plan rules.

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On a patient’s chart the TP Next Due Date is displayed in the header. You can set a warning period that will make the color of the TP Next Due Date yellow to signify that the TP is almost due. Follow these steps to set the number of days before the Next TP Due Date that the warning period will begin:

1. Go to Setup 🡪 Billing/Program Defaults.
2. From the Program drop-down menu, select the Program you wish to apply a TP Due Date Warning period to.
3. Select the 2nd Treatment Plans tab.
4. In the TP Due Date Warning Period field, enter the number of days before the Next TP Due Date that the warning period will begin.
5. Click Save and repeat for each program that will be set up with a TP Due Date Warning period.
   
   

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See below for an example of the Next TP Due Date based off the previously set up program Treatment Plan rules in Billing/Program Defaults.

1. Set up the default treatment plan rules using Use Treatment Plan/Review Option #4 (Custom).
   
   
2. The patient was admitted on 7/10/2010.
3. His Next Treatment Plan Due Date is 8/8/2010 because it was due in 30 days from admit.
   
   

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TP Next Due Date

The TP Next Due Date will show in the header of the chart once the client is admitted into a program.

The TP Next Due Date is color-coded based on the rules setup in Billing/Program Defaults or via any rule overrides done at the chart level via the Manage TP button:

• No Color - TP is not due for a while.
• Green - No TP Due Date set, still in compliance.
• Yellow - TP Due Date is within the Warning Period.
• Red - TP Due Date is Overdue.

Manage TP Button

The Manage TP Button is located on the patient’s chart header to the right of the TP Next Due Date.

The Manage TP button allows you to:

1. Set the Last Treatment Plan Completion Date.
2. Override the program’s Treatment Plan rules for the chart.

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Last TP Completion Date is Prior to Due Date

1. Select the Manage TP button from the patient's chart.
   • The patient's Admit Date was 7/10/2010.
2. Change the Last Treatment Plan Completion Date to 6/24/2013.
   • The Treatment Plan was due 8/8/2010.
3. Click Save.
4. The Next Treatment Plan Due Date is now 12/20/2013.
   • This is 1,259 days from Admit. Refer to the calculation table shown below.
     
     
      

Treatment Plan Calculation for this Patient

Let’s look at how we got to 12/20/2013.

Last TP Completion Date After Due Date

What if the Last Treatment Plan Completion Date is later than 6/24/2013?

1. Select the Manage TP button from the patient’s chart.
2. Change the Last Treatment Plan Completion Date to 6/25/2013.
   • The Treatment Plan was due 12/20/2013. 
3. Click Save.
4. The Next Treatment Plan Due Date is now 6/18/2014, 180 days from 12/20/2013.
   
   

Why does it show 6/18/2014 for the Next Treatment Plan Due Date?

This occurs because eCR assumes that you completed the treatment plans that were due on 6/24/2013 AND 12/20/2013, since you completed the treatment plan in eCR on 6/25/2013.  In other words, you completed a treatment plan in the next 180-day due period thus eCR assumes you completed the treatment plan due 12/20/2013.

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There are three common scenarios in which you may override the default program rules for TP due dates.

1. The patient’s last completed Treatment Plan was done outside of eCR on paper or in another EHR.
2. The patient requires specialized rules resulting in longer or shorter intervals between Treatment Plans.
3. The dates that Treatment Plans are due have been altered by the state or governing body you follow.

Last TP Completed Outside of eCR

1. Click Manage TP in the patient’s chart.
2. Select the Override program’s Treatment Plan rules for this chart radio button.
3. For the Transfer Date, select the date of the most recently completed Treatment Plan.
   
   
    
4. The Treatment Plan Review frequency periods table will define the new rules, starting from the Transfer Date.
   • In the Days After column, select Transfer from the drop-down menu.
   • In the Review Frequency (Days) column, enter the appropriate number of days between TP Due Dates.
   • In the Duration column, enter your Period Duration (Days) or check the box for Infinite Duration.
5. Click Save.

Treatment Plan Due Date Calculation:

Specialized Due Dates

1. Click the Manage TP in the patient’s chart.
2. Select the Override program’s Treatment Plan rules for this chart radio button.
3. For Complete a Treatment Plan __ days after admit, enter the number of days after the admit date the first Treatment Plan will be completed.
   
   
    
4. The Treatment Plan Review frequency periods table will define the new rules to follow.
   • In the Days After column, select Admit from the drop-down menu.

     • NOTE: When using days after admit, the Transfer Date is irrelevant.

   • In the Review Frequency (Days) column, enter the appropriate number of days between TP Due Dates.
   • In the Duration column, enter your Period Duration (Days) or check the box for Infinite Duration.
5. Click Save.

Treatment Plan Calculation:

TP Due Dates Change

If the federal or state rules change, change the rules in Program Billing Defaults. However, any patient that is currently using the “Override program’s Treatment Plan rules for this chart” setting would need to have their rules updated following the steps described in Specialized Due Dates.

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