Introduction Training Guide

Introduction Training
CareLogic Enterprise:
Training Guide
CareLogic Process Flow
The following diagram illustrates the high-level CareLogic process flow. An outline of the process flow is
also provided.
Intake/Referral. All clients are
entered into the system through the
Point of Entry Wizard:

demographic information,

guarantor information,
payer information,

payer authorizations, and

co-pay information
Deliver Services. All treatment
information is recorded and
maintained in the client’s
electronic clinical record (ECR).
Approve Claims/Bill for
Services. Once a claim passes
all of the billing system checks, it
must be approved before being
sent out for billing. After a claim
are approved, it can be billed to
the following types of payers:
Approve Payments/Export to GL. After the payments
are successfully processed, you must approve them.
Once the payments are approved, you can export the
data from CareLogic and import it into your accounting
software application. CareLogic allows you to export
your general ledger data to a format that is compatible
with your accounting software application.
CareLogic Introduction Training
Schedule Services. After gathering
client information through the Point of
Entry Wizard, you must schedule
services for the client.
Billing System Checks. The billing
system checks are performed by the
Claim Engine. During this nightly
process, the following occur:

Activity Validation

Claims Validation

Claims Approval
Enter/Process Payments.
Payments received in paper format
must be entered into the system.
Payments received in electronic format
can be loaded into the system. If the
payment amount matches the allowed
amount (contracted rate), the payment
can be processed and applied to an
open claim. If the payment amount is
less than the allowed amount, you must
make an adjustment to the claim or
identify the next action in the billing
process.






Make Claim Adjustment
Take Next Action
Bill Next Payer
Bill Guarantor
Rebill Payer
Leave Open
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Logging into CareLogic
You will find an icon on your desktop labeled CareLogic Training. This is the system you can use to “play
around” and become familiar how the system works. You can also use the URL: cert.drenk.qualifacts.org
There will also be an icon for CareLogic which is the live system. Since this is the real system, you
should not “play around” here. You can also use the URL: drenk.qualifacts.org
Clicking on either icon will take you to the login screen.
Step
(2
steps)
Procedure for logging into CareLogic
Click either CareLogic Training System icon or CareLogic icon on your desktop.
CareLogic Login page appears.
Step 1:


Step 2:
Login – enter your login ID.
Password - enter your password. (The first time you log into either the training
system or the live system, or if you request your password to be reset, your
password will be PASSWORD.)
Click Login.
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Changing Your Password and Electronic Signature
The first time you log into either the training system or the live system, you will be prompted to
change your password and create your electronic signature.
You can also change your password or electronic signature by selecting the Change
Password/E-Sign icon in the navigation bar at the top right corner of the screen.
Step
(2 steps)
Procedure for changing your password and electronic signature
If this is the first time you are logging into either the Certification (training) or
Production system, the Change Password page appears.
Step 1:






Step 2
Existing Password - Enter your current password. (If this is the first time
you log into either the Certification (training) system or the Production (live)
system, or if you request your password to be reset, your existing password
will be PASSWORD.)
New Password – Enter your new password.
Confirm New Password – reenter your new password.
Existing Signature - enter your current e-signature. (If you haven’t created
an e-signature before, this field will not appear.)
New Signature - Enter your new e-signature.
Confirm New Signature - Reenter your new e-signature.
Click Submit.
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Exploring Your “Home Page”
Menu Tabs
POE – This is where you add first-time consumers to CareLogic.
Schedule – This is where you add consumer appointments to your schedule and status those
appointments for billing and documentation purposes.
Front Desk – This is where you can see the day’s planned schedule for your program.
Consumer – This is where you will find your consumer caseload and get access to their
Electronic Consumer Records (ECR).
Client Search
You can enter part of any consumer first or last name to go directly to the consumer ECR.
Note: If the consumer is not on your caseload, you will need to explain why you are seeking
access to the consumer record in order to gain access to the consumer. This “override” of your
privileges will be reviewed on a regular basis. You should never access a consumer who is not
on your caseload’s ECR without just cause.
Navigation Bar
My Alerts – This is the most important icon in the navigation bar. This is where any
messages sent to you by the system itself or by other users will appear.
Dashboard – This will return you to your “Home Page”.
User Preferences – This will allow you to customize the colors in CareLogic. It also allows
you to change other things, but until you are experienced in CareLogic, you should not change
any of the defaults.
Change Password/E-Sign – This icon will allow you to change your password or esignature at any time. If you think your password has been compromised you should change it.
Suggestion: You might want to keep your CareLogic password the same as your network
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password, so that each time you are prompted to change your network password, you change
your CareLogic password.
Help – This will take you to the online help for CareLogic. Keep in mind that HELP will
include information on components of CareLogic that you may not be privileged to use; thus
won’t be able to see on your menus.
Logout of CareLogic – This will exit you from the CareLogic system.
Show Menu – This will show you the submenus for each of the menu tabs.
My Alerts
Alerts are reminders that some action must be taken to resolve an issue. Alerts are
automatically generated by the system. For example, an alert is generated if a service
document needs to be signed.
Step
(4 steps)
Step 1:
Step 2:
Procedure for Resolving Alerts
Click the My Alerts icon in the navigation bar. The Alerts page appears.
Use the menu on the left to access the various type of alerts.
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Step 3:
Click the Select button that corresponds with the alert you want to resolve.
The corresponding page appears which allows you to resolve the alert.
Step 4:
After resolving the alert, it is removed from your Alerts page.
Resolving Alerts
Alerts, which are automatically generated by the system, can either require action on your part
or be for informational purposes only. The following types of alerts can be generated:



Activities with Status: None, In Session, Checked In. This type of alert is generated
when activities on your schedule have not been statused as Kept by the end of the day.
Admin Service Document Unsign. This type of alert will show you when a document has
been unsigned by a system administrator.
Failed Activities. This type of alert will show you all the failed activities associated with
your activities marked as Kept in the system. Activities will fail for the following reasons:
– No primary staff credential
– Service documentation not found
– Service documentation not signed
– Consumer address missing or incomplete
– Consumer birth date missing
– No Treatment Diagnosis on the date of service.
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





Incomplete Service Document Groups. This type of alert will indicate if the minimum
number of documents within a group document have not been completed.
Overdue Memo Notice Alerts. This type of alert is generated when any type of alert has
not been removed within five days. An alert in this category has a corresponding alert
somewhere else on this page. Once the alert is removed or resolved, this Overdue Memo
Notice Alert is automatically removed.
Service Documents (Missing, Unsigned, or Rejected). This type of alert is generated
when an activity is marked as Kept but:
– The required service document has not been completed or signed. In order to resolve
this type of alert, you must complete and sign the required service document.
– The required service document has not been signed. In order to resolve this type of
alert, you must select the service document and electronically sign it.
– A signed service document is rejected by the next staff to sign. The staff member who
rejects the service document enters notes to explain the reason the document was
rejected. This type of alert is sent to the staff member who originally signed the service
document. In order to resolve this type of alert, you must update the service document
according to the notes provided by the staff member who rejected it, sign the service
document, and the select the next staff to sign.
Signed Documents Requiring Additional Signatures. This type of alert is generated
when an activity is marked as Kept but the associated service documents require an
additional signature. In order to resolve this type of alert, you must select the service
document and electronically sign it.
My Staff-to-Staff Alerts. This type of alert is generated when you must review something.
For example, when a new staff member who reports to you is hired, an informational alert
appears on your Alerts page. After reviewing the alert, you must remove it. If you do not
remove it within five days, it appears in the Overdue Alerts section (previous category of
alerts).
My Configured Alerts. This type of alert is generated based on custom settings in
CareLogic.
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Sending an Alert
There are many reasons to send alerts directly to one or more staff members.
Step
(3 steps)
Sending an alert to one or more staff members
Step 1:
Click the My Alerts icon in the navigation bar. The alerts page appears.
Step 2:
Click the Create Alert in the shortcut bar. The Create Alert page appears.




Step 3:
Staff - From the drop down menu, select the staff member to which you want to
send the alert.
Client - If this alert is regarding a consumer, type a few letters of the
consumer’s first or last name. Then select the consumer from the resulting drop
down menu.
Subject - Enter an appropriate subject. (optional)
Message - Enter an appropriate message.
Note – You might want to enter today’s date if the message is time critical.
Click Submit in the navigation bar to send the alert.
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Changing Organizations
If you work for more than one organization at The Drenk Center, you will need to be sure that
you are logged into CareLogic at the appropriate Organization.
In CareLogic, think of an Organization as a physical location. The following Organizations are
setup in CareLogic:
Step
(4 steps)
Step 1:
Step 2:
To change Organizations
Click the name of the organization found at the top right corner of the screen.
The Change Organization screen appears.
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Step 3:
Step 4
Using the drop down, select the Organization that you are currently working for.
Only the Organizations that you work for will be available in the drop down
menu.
Click Submit. The new organization will appear at the top right corner of the
screen.
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