Summary Tab
- Add Serviceà “Set” àselect service type
- Set schedule and start date under “Inquiry” Tab
- Notate Authorized weekly hours
- Notate Authorization #, if applicable (Medicaid and VA clients)
- “Add PO” (payment obligation) àStarting Date àSet Customer per payor source àbill rate as needed àexit service tab
- “Care Plans” à”Add New” àunselect “Show only selected” àcheck off all applicable tasks à “Apply”
Info Tab
- First name/Last name
- Notate residing city in “Extra ID” column
- Address (Line 1), city, state and zip code
- Contact number/s (Phone1) and name of contact (comment column)
- “Needs” à Document client’s needs (i.e. assist with bathing, dressing, medication supervision, etc.)
- “Diagnosis” à Document client’s Diagnosis (if Medicaid client, type in Diagnosis code, then two spaces); be as descriptive as possible (i.e. mental status, physical status, health status, etc.)
- “Others in Home” à Document who the client lives with in details including pets and if there is smoking in the home
- Date of birth
- Sex
- Height/weight
- “Special equipment” à (i.e. wheelchair, Hoyer lift, hosp. bed, oxygen tank, etc.)
- Emergency contact name, phone number, residing city, state, and relationship to client
- “Inquiry Date” à date that the intake or client was received
- “Referral source #1” à the payor/insurance for the client services (shall be updated if client transfers to an alternate payor/insurance and transfer dates shall be notated on “Referral comment” column)
- Case Worker name and contact #/email
- “Auth #” (applicable to Medicaid only)
- “Medicaid #” – member ID # (applicable to Medicaid only)
- “Provider ID #” Company provider id # (applicable to Medicaid only)
- “ID #” à Last four digits of the client phone number
- Upload any and all client correspondence such as authorizations, incident reports, client records, etc. (contact Rosemark support for instructions on how to upload documents)
- Client Reauthorizations – all updated authorization for services must be recorded under the compliance tab and the authorization shall be uploaded into the client profile.
- Program/Insurance transfers – all program/insurance transfers must be recorded under the compliance tab and the authorization shall be uploaded into the client profile (A new service must be added for all transfers; see “Client Insurance/Program Transfer Data Entry” below).
- Schedule Changes – Any change in schedule (i.e. change in hours, un-serviced hours w/ reason, cancellations, etc.) must be updated in the client planner under the “Summary” tab
- Payment obligation (if applicable)
- Inactive or Discontinued Clients – Inactivate or discontinue services under the Planner and notate the reason for the change in status.
- Discontinue the services as of the last date with the prior insurance/program with the reason for discontinuing with the insurance/program by going to “Summary” à “Planner” à “Add Discontinued”.
- Go to “Summary” tab à “Add Service” à follow procedures to add a new service
- Only applicable to clients who shall not resume services with the home care agency
- Un-assign the CHHA from the services and Discontinue the services and notate the reason for the discontinued services
- Only applicable to clients who shall be resuming services within one months (i.e. hospitalization, vacation, etc.)
- Go to “Summary” à “Planner” à right-click on assigned aide(s) à “Unassign” àselect the date after the last date of services.
- Add Inactive period and notate the reason for the lapse in services
Note: Rosemark system must always be updated and will be utilized for client reference, upkeep and communication purposes.
- The Home Health Aide is requesting off – client shall be notified
- The client is refusing services – case manager shall be notified
Applicable to clients with expiring authorizations for services (Medicaid, VA, some county programs)
- “Done date” column à input Authorization start date
- “Expiration date” column à input Authorization expiration date
- “Comment” Columnà input Authorization/reference number, if applicableàselect “Apply”