Children CFTSS HCBS - Form Manager Setup

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Creating a Chart Structure

To set up the Form Manager and Create a Chart for CFTSS services, complete the following:

1. Go to Administration > Form Manager.
2. Select the Program (Left side).
3. Click on the Set Active button to create the first active chart structure (if there is already an active chart structure move to the next step).
4. Click (Design) to assign the desired forms to create the chart structure.
   • Adult HCBS forms are recommended (Agency has the option to rename the form - To rename the forms, right click on the form in Form Manager and select rename form).
     
     
      
5. Click Add Section to create a section for forms to be assigned to (it is common to have multiple sections to group forms by type such Progress Notes, Consents, Assessments).
   • Select an Existing Section- Select a Section that has already been created from the list.
   • Create a New Section- Create a new section by clicking New (it is now in the Section List).
   • Select a Section for it to appear in the Current Chart Structure, exit the Section List Screen to begin assigning your forms to the section.
     
     
      
6. Add Forms to the Section- Search for (by scrolling or using the search bar) and drag your desired forms from the Form List into the Current Chart Structure.
7. Save- Click Save to changes in the Chart Structure Designer (this does not apply your changes to the active chart structure).
8. Set Active- Click Set Active to save your changes and applies your changes to the active chart structure.

   NOTE: In Form Manager there is an additional Chart Structure every time you click Set Active.

9. Individual Note
   • For the CFTSS programs the progress note setup is slightly different than what you may be used to. You are not adding a progress note at the Visit Type level. You are adding the form Adult BH HCBS Individual Progress Note to your chart.
10. Group Note
    • Go to Setup 🡪 Billing/Program defaults 🡪 General Tab.
    • Set the Group Note Settings 🡪 Note drop-down to HCBS Group Note (This must be set for each CFTSS program(s) / services your agency provides).
    • Add the Group Note Adult BH HCBS Group Note to your chart in Form Manager.

Copying a Chart Structure

Instead of recreating the same chart for each CFTSS program you have there is built-in functionality that allows you to copy a created chart structure. You can only copy the chart structure that is one version prior to the active chart structure (Ex. If your active chart structure is #4 then you can only copy #3). Complete the following steps to copy a chart structure in one program to another program.

1. Select the Program you want to copy the active chart from.
2. Duplicate the Active Chart Structure in order to copy it.
   1. Click Design to open the active chart structure.
      
      
       
   2. Click Set Active to create a new version of the chart structure.
   3. Exit the Chart Structure Designer.
      
      
       
3. Now that you have two versions of the same chart structure, right-click on the version that does not have (Design) next to it (the two versions should have the same date and time stamp).
4. Select a Program to copy the chart structure to.
   
   
    
5. You will receive a pop-up saying “This action will overwrite the current Design chart structure for (Program)! Do you wish to continue?”, click Yes.
   
   
    
   • You will see Chart Structure copied successfully in the bottom right corner of Form Manager.
     
     
6. Repeat steps 3 and 5 for every program you wish to copy the chart structure to.

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