Features

Note Screen

AveCare’s Note Screen centralizes all free form notes for a particular patient from each of the AveCare care management applications. The Note Screen stores notes by category type, date written and the user who entered the note. The category types can be customized by each client to comply with their operational needs. 
The following is an example of note category types:

  • Clinical
  • Admin
  • MD Referrals
  • Negotiations
  • Appeals
  • Case Management
  • Disease Management
  • Utilization Management
  • Quality

The screen offers the following options:

  • Create a note
  • Modify a note
  • Review all notes
  • Review notes for only one category type
  • Sort notes by type/user/oldest date/newest date

Notes can be printed or sent to a Microsoft Word document file. The selected patient’s care plan and claims history can also be viewed from the Note Screen for reference purposes.

The screen also has a drop down “pick list” option for each category type that will automatically insert wording based on sentences and phrases commonly used. 

Notes that are entered and saved on other modules of the AveCare system will automatically update the Note Screen module.

Queue Screen

There are two types of queues in the AveCare Queue Screen: User and Group.

The User queue provides a ”to do” list for each user’s assigned patients.  The Queue Screen tracks the tasks that need to be performed on the patient through every phase of the care management process.  Once users complete a task, they can change the queue entry to another task and set up a follow-up date to remind them, or “complete” the task if no other actions are needed.

The Queue Screen can track the case load and turnaround times of each user. Managers and supervisors can manage the work flow of the department and have the ability to monitor the users both online and through various reports. Supervisors and managers can also transfer cases from one user to another. 

The Group queue categories are created by the client and are used to segregate types of patients for various reasons. For example, there is a group queue for potential case management and one group queue for each disease that is being managed through a disease management program. All of the same tracking and reporting functions of the User queue are available for the Group queue.

The Queue Screen application provides the flexibility to sort workload by follow-up date, task type, acuity level, patient name, priority status, total claims paid, and user.

From the Queue Screen application users can access other areas of the system such as:

  • Claims View
  • Precertification Module
  • Billable Hours Maintenance
  • Acuity Level Maintenance
  • Community Referral Maintenance
  • Physician/PCP Maintenance
  • Letter Module
  • Contacts  tracking and maintenance
  • Notes Program

Users can also access any of the Main Menu applications from the Queue Screen. As they move from one application to another, the system will retain the current patient.

Contact Screen

AveCare’s Contact Screen is ideal for managing care management and for internal and client reporting. Every patient-specific contact (outgoing and incoming) is tracked through the Contact Screen and a historical record of each contact is stored in this screen. The application tracks who is being contacted, why they are being contacted, and the outcome of the contact. The screen also has a View option that allows the user to view all historical contacts or select a specific contact type (e.g., telephone calls, letters, visits). 

The Contact Screen provides drop down “pick list” options for each contact, which minimizes the need for manual entry; the options are variable based on the contact entity and contact type and include options for contact reason and outcome of the contact. The drop downs can be customized for each client based on their internal operational needs.

The Queue Screen can also be updated from the Contact Screen based on the results of a contact. For example, If a user calls a patient to schedule a health risk assessment, during the call the Queue Screen ("to do" list) can be updated with a follow-up date for this scheduled event. The appointment will appear in the user’s "to do" list on the scheduled date.

There is also an option to add free form notes on the Contact Screen. The note will remain as part of the Contact Screen historical record but it will also automatically be stored in the Notes Screen.

The Contact Screen provides additional enhancements that facilitate the contact process:

  • If an outbound telephone call is selected as the contact type, the patient’s phone number will automatically appear on the screen.
  • If an outbound email is selected as the contact type, the patient’s email address will appear on the screen.
  • If an outbound letter is selected as the contact type, the patient’s address will appear on the screen

Because it allows users to record all contacts made with or on behalf of a patient, including the outcomes of the contacts, the Contact Screen is a significant source of information for monitoring and reporting purposes. 

Demographics/Patient Record Screen

The Patient Record module stores a complete record of the patient demographics and other information specific to the patient. The

Patient Record includes the following categories of information:

  • Address/Phone: Lists current address and phone number[s], along with a historical record of address changes.
  • Eligibility: Lists current eligibility dates, along with any previous eligibility spans.
  • Responsible Party: As applicable, lists name and demographic information of patient’s Responsible Party.
  • Acuity Level: Lists patient’s current acuity level (if assigned), along with any previous levels and date spans associated with those levels.
  • Case Management: Lists User ID of assigned case manager, along with begin and end dates for case management and tracks all actions performed during the case management process.
  • Disease Management: Lists User ID of assigned disease manager, along with begin and end dates for disease management and tracks all actions performed during the case management process.
  • Transplant Management: Lists User ID of assigned transplant manager, along with begin and end dates for case management and tracks all actions performed during the transplant management process.
  • Maternity Management: Lists User ID of assigned maternity manager, along with begin and end dates for maternity management and tracks all actions performed during the maternity management process.
  • Household Members: Lists all individuals that have been identified as living in patient’s household.
  • Physician/PCP: Lists name and demographic information for patient’s primary care physician and other specialists.
  • Languages: As applicable, lists patient’s language preference.
  • Community Referral: Lists any referrals to community services that have been made on behalf of the patient; variety of standard community services are included in system as a drop down “pick list.”
  • Cost Containment: Lists all fee negotiation events for the patient

The AveCare System offers the option for the client to import patient eligibility and patient demographics from a data file or to enter patient demographics manually.

Claims View Screen

For those organizations that have client medical claims and/or pharmacy claims data available, AveCare’s Claims View Screen provides users with a significant tool for identifying health status and for monitoring patient compliance. Providing access to both medical and pharmacy claims on a patient, this screen can be easily accessed from many of the key system modules. The following are the available fields on the Claims View screen:

  • Patient Name/Age/Sex
  • Provider Name
  • Date of Service
  • Total Amount Charged
  • Total Amount Paid
  • Date Paid
  • CPT Code and description
  • ICD-9 Code (multiple levels)
  • ICD-9 Descriptions
  • Rx Name and Dosage
  • Group ID

The claim records can be sorted by any of the above fields, and can be filtered for any date range. 

Claims data can be imported into the AveCare System from any file layout.

Physician Screen

The Physician Screen provides a record of all pertinent information on physician(s) files that have been loaded into the systems. Physician data can be imported into the AveCare System from any file layout or can be added manually.  Data stored on this screen includes:

  • Provider Demographics
  • Tax ID
  • Degree
  • Specialty (primary and secondary)
  • CLIA Number
  • Languages
  • Sanctions

The AveCare Physician Screen also has the capability to store online the physician’s network affiliation(s) including a beginning and end date for participation in each network. The physician information is accessible from any system module. 

Facility Screen

The Facility Screen application allows you to store all pertinent information on the patient’s facility.  Facility data can be imported into the AveCare System from any file layout or can be added manually. Data stored on this screen includes:

  • Facility Demographics
  • Tax ID
  • CLIA Number
  • Languages
  • Sanctions

The AveCare System also has the capability to store online the facilities network affiliation which includes a beginning and end date for participation in the network. The facility information is accessible from any system module. 

Eligibility Screen

The Eligibility Screen allows you to store all pertinent information on the patient’s enrollment.  Data stored on this screen includes:

  • Patient Effective Date
  • Patient Termination Date
  • Historical iterations of Eligibility
  • Employee or Dependent
  • Active or Retired
  • Medicare Primary and date, if applicable
  • Name of other Insurance Carrier, if applicable
  • Patient’s Plan

Member eligibility is entered into the AveCare system though a simple file import process using information received from the claims payor or client. The process is repeated the first of every month to insure that the data is accurate. Eligibility can be added manually for a patient.

The eligibility information interfaces with all of the AveCare modules. When a patient is selected, the system automatically indicates if his/her coverage has terminated, preventing wasted effort on an ineligible patient. 

Billable Hours Screen

The Billable Hours Screen allows users to track time spent managing a patient or providing a service to a client. This screen can be accessed from any AveCare module. 

The Billable Hours Screen is very easy to use and includes drop down pick lists to save time on unnecessary data entry. This screen will retain a historical record of all time that has been billed on this patient. The Billable Hours Screen captures the following data:

  • Type of billing (patient, client or group)
  • Date Billed
  • Category
  • Service/Action
  • Performed by
  • Billed Minutes
  • Negotiated Savings
  • Free form Notes

Reports can be produced from this application for billing purposes or for internal monitoring of billable hours for each user and by client.