The IMA Quarterly: Q3 2009 page 2
Managing Groups Efficiently
Administering groups has just become easier in the IMA Desktop. We have developed a series of specialized modules designed to address each of the unique characteristics and requirements associated with each group type (CDT, PROS, MH Outpatient and OASAS). If managing your groups is taking too much time and/or missing reimbursement opportunities, call us. We’ll work with you to configure the various modules and tune them to match your specific needs.
We can now custom configure your IMA Desktop by integrating modules to perfectly match the group requirements and work flow of your specific installation. This might include a unique Treatment Plan requirement, how and when progress notes are prepared, a specific front desk or group rostering format, or a special end of day quality assurance procedure.
Here are some of the tools available.
A graphic tool is provided for looking at a weekly calendar that shows both the available timeslots for this client and the groups scheduled this week. A click of the mouse enrolls the client in a group. Also, a compliance status display shows how the service types of the groups in which the client is enrolled compare with the mandated service types and frequencies.
A different electronic plan template is available for each specific program type and is provided as a starting point for the preparation of an Initial Treatment Plan. This template document is very flexible and easily configurable to suit your specific requirements and preferences. Every section may be edited as needed, including eliminating it completely or writing your own replacement for it.
Special features are associated with each individual type of group. Thus, for the PROS program we mimic exactly the format provided by OMH. For CDT daygroups, we developed a special new feature that automatically links the plan to the group’s schedule. For each Goal/Objective listed, the system automatically checks the group types in which this client is enrolled and identifies those that address this specific objective. Next, the system inserts as the default text in the Methods box associated with this Goal/Objective the name of each qualifying group and the days it meets.
Clients check in at the front desk as they arrive. The exact interactions will vary depending on the specific implementation option selected by your agency, such as:
- Utilize scanners with Client picture ID cards. When ID cards are not available, the attendant needs to type in the client number or name.
- Client rosters are preset for each group. In this case, when the client scans in, the system records them as present at this session. Clients that did not show up will be marked as absent.
- Alternatively, groups may be defined without client rosters. In this case, when a client scans in, the screen shows what groups are needed by this client and the group sessions open at this time. A mouse click will enroll the client for today in the selected groups.
- When a client is checked in, the screen will display any payments that may be due, specific or general messages addressed to this client, and also print out an encounter slip and/or a receipt if any money is collected.
At the end of the day, staff members validate, edit and finalize rosters. The database of all this information is used to produce management and billing reports as needed. Billing algorithms for each type of group (CDT, PROS, MH Outpatient, OASAS) are applied automatically based on the program with which each client is associated.
The system tracks when these notes are due for each client and places an appropriate reminder on the HomePage of the staff person listed as this client’s primary therapist. This information is also available in the form of a report that may be run on a per staff basis, for all staff associated with a specific supervisor, or all staff.
In addition, when it is time to write the note, the system will pre-fill the text with a predefined template plus an automatically generated list of all the services recorded for this client during this two-week period. The clinician is then able to further edit and add to this text as needed before finalizing and issuing it as the biweekly note.
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