Allied Health Systems Authorizations Website Tutorial and Walk Thru

Allied Health Systems Authorizations WebsiteAllied Health Systems Authorizations Website

Tutorial and Walk Thru

Introduction

This website has been designed to work with any recent version of the most popular web browsers. Directly coupled with a powerful database engine you can get visits for your patients in just seconds. Visit requests that require review,

are done so by certified, knowledgeable reviewers.

This website has been designed to work with any recent version of the most popular web browsers. Directly coupled with a powerful database engine you can get visits for your patients in just seconds. Visit requests that require review,

are done so by certified, knowledgeable reviewers.

Starting PointDirectly from the main page is the main starting

point for getting your visits approved. Under the

Provider Access link, all providers will want to

select Provider Login. The Reviewer Login option is reserved for our certified

reviewers and your standard login will not

work on that page.

Login Screen Every provider a part of the AHS Network has a

unique ID for their office use only. In

addition they will also have a unique

password designed to protect their personal patients information.

All covered under a secure 128-bit layer of

browser security for full HIPPA compliance.

Welcome ScreenWelcome Screen

This first screen will contain recent account

activity and important system news.

Important Announcements

In the green area to the right is a place where important announcements are posted. Some will require you to

only read them and check them and others will require additional actions to complete. Please make sure that the contracted Provider knows about these announcements.

Important Announcements

In the green area to the right is a place where important announcements are posted. Some will require you to

only read them and check them and others will require additional actions to complete. Please make sure that the contracted Provider knows about these announcements.

Homepage

Homepage

This page is considered the homepage for your session and you can easily get back to it at anytime

by clicking on the logo in the top left of the screen. The menu across the top contains your action items.

Main Menu

Visits: Initiates a request for new visits and allows you to see the status of past visit requests and review outcomes.

Patients: This area allows you to maintain and create patient and Insured information.

Provider: Information about the provider and allows you to change items such as password and system preferences.

Resources: Links to support information, manuals, newsletters and other important resources.

Logout: This logs you out of the system and should always be done when you are done rather than just exiting the browser.

Visits: Initiates a request for new visits and allows you to see the status of past visit requests and review outcomes.

Patients: This area allows you to maintain and create patient and Insured information.

Provider: Information about the provider and allows you to change items such as password and system preferences.

Resources: Links to support information, manuals, newsletters and other important resources.

Logout: This logs you out of the system and should always be done when you are done rather than just exiting the browser.

Adding a Patient

Adding a Patient

To get visits for a patient you first need to

add a patients record into the system. You

will access your patients by their

Patient ID throughout the system. This may

be ANY naming or numbering system that you may already have in place at your office

but each patient will need a unique ID.

To get visits for a patient you first need to

add a patients record into the system. You

will access your patients by their

Patient ID throughout the system. This may

be ANY naming or numbering system that you may already have in place at your office

but each patient will need a unique ID.

To prevent duplicate entries, when you leave the Patient ID field it will check for duplicates and display a

green checkmark or red dot.

To prevent duplicate entries, when you leave the Patient ID field it will check for duplicates and display a

green checkmark or red dot.

To enter dates in the system you only need to type numbers and

no separators. So 05191974 will be

automatically formatted to display 05/19/1974 in the box. The green reset button will clear

out the data in the box.

Blue “help” bubbles will also offer additional help where needed.

To enter dates in the system you only need to type numbers and

no separators. So 05191974 will be

automatically formatted to display 05/19/1974 in the box. The green reset button will clear

out the data in the box.

Blue “help” bubbles will also offer additional help where needed.

You may press the calendar button to display a popup calendar for all date fields. Simply select the date that you want entered in the field.

You may press the calendar button to display a popup calendar for all date fields. Simply select the date that you want entered in the field.

If you need to request visits for a policy year that has already past then you will want to create a “postdated entry” when you create the patient. Do this by selecting the check box in either the

primary or secondary insured information areas.

If you need to request visits for a policy year that has already past then you will want to create a “postdated entry” when you create the patient. Do this by selecting the check box in either the

primary or secondary insured information areas.

You can “postdate” a patient’s records to create Insured information

for a previous policy year.

You can “postdate” a patient’s records to create Insured information

for a previous policy year.

This field is a required field.This field is a required field.

Fields that are required, will have a red border

around them. They must be completed in

order for you to continue and add it to

the database.

Fields that are required, will have a red border

around them. They must be completed in

order for you to continue and add it to

the database.

Modifying a Patient

Modifying a Patient

Type either the Patient name or Patient ID and select the patient you want to make modifications to. The

database will search for possible matches.

Type either the Patient name or Patient ID and select the patient you want to make modifications to. The

database will search for possible matches.

Make the modifications that need to be made in the fields.

All changes will take effect immediately in the system.

Make the modifications that need to be made in the fields.

All changes will take effect immediately in the system.

Adding Patient Visits

Adding Patient Visits

Type either the Patient name or Patient ID and select the patient you want to request visits for. The

database will search for possible matches. Then click “Next Step.”

Type either the Patient name or Patient ID and select the patient you want to request visits for. The

database will search for possible matches. Then click “Next Step.”

On the second screen you will select which policy this visit will take place on. The listed year is the

year that the policy changes over on… not necessarily the calendar year. A “secondary” trailer

means that it is a secondary insurance policy.

On the second screen you will select which policy this visit will take place on. The listed year is the

year that the policy changes over on… not necessarily the calendar year. A “secondary” trailer

means that it is a secondary insurance policy.

Fill out the date of Onset as well as the treatment date and a correct ICD Code for the treatment needed. You may use the calendar pop-ups to help with quick date entry. If you are requesting more visits for an existing condition, select it from the list.

Fill out the date of Onset as well as the treatment date and a correct ICD Code for the treatment needed. You may use the calendar pop-ups to help with quick date entry. If you are requesting more visits for an existing condition, select it from the list.

Depending on your patient and diagnosis information given, you may be required to provide additional

information. Please be as complete and thorough as possible to get a desired outcome.

Depending on your patient and diagnosis information given, you may be required to provide additional

information. Please be as complete and thorough as possible to get a desired outcome.

The patients weight and height are important for a

reviewer to know.

The patients weight and height are important for a

reviewer to know.

You will be limited to 2000 characters as seen by a progress bar at the bottom of each of the fields.

You will be limited to 2000 characters as seen by a progress bar at the bottom of each of the fields.

After all the information has been added and you add your visit request to the

database you will see a completion screen similar to this one. From here you may do any of the listed options including

seeing the status of the request you just made.

After all the information has been added and you add your visit request to the

database you will see a completion screen similar to this one. From here you may do any of the listed options including

seeing the status of the request you just made.

Viewing Visits Status

Viewing Visit Status

Select the patient you would like to view a status on from the pull-down box then click

on Next Step.

On this screen you can see the progress that

this patient has had through the system as well as all of the data that you submitted in

the past to get this far. By clicking on the tabs you can get a section-by-section view of the

patients progress.

On this screen you can see the progress that

this patient has had through the system as well as all of the data that you submitted in

the past to get this far. By clicking on the tabs you can get a section-by-section view of the

patients progress.

At the bottom of each patients record status you may see several

different button options depending on his/her

progress.

At the bottom of each patients record status you may see several

different button options depending on his/her

progress.

Request Additional Visits: Begins a process to request additional visits beyond what was previously approved.

File Review: Begins a process to undergo a full file review of your patient to get even more visits if you are

not allowed any more from the website.

Request Procedure: Begins a process to approve/deny X-rays and other procedures that you

may need to have done.

If you request Additional Visits it will

be assigned to a certified reviewer and you will be notified by

CHP webmail when the review is

complete or you may visit the site later and

check the record’s status online.

If you request Additional Visits it will





For the safety of your patients information (and HIPPA guidelines) the notification email will only tell

you the patient ID and instruct you to visit the site.



Doing a File Review

Doing a File Review

On the Patient Status screen

select File Review from

the current diagnosis

code.


select File Review from

the current diagnosis

code.The File Review button will only be available AFTER you have requested

“Additional Visits” and it has been seen by at least one reviewer.

The File Review button will only be available AFTER you have requested

“Additional Visits” and it has been seen by at least one reviewer.

Be as descriptive as you possibly can

and complete the required text blocks.

You will also need to enter the number of visits that you will

need to take the treatment to its

completion.



You will also need to enter the number of visits that you will

need to take the treatment to its

completion.

A file attachment including chart notes and diagnostic findings is REQUIRED for a File Review.

A file attachment including chart notes and diagnostic findings is REQUIRED for a File Review.

After you upload the file (it may take a

while to upload if it is a large

attachment) and you continue to the next

step, and make sure that everything is

correct before it is sent on to the

certified reviewer.

After you upload the file (it may take a

while to upload if it is a large

attachment) and you continue to the next

step, and make sure that everything is

correct before it is sent on to the

certified reviewer.

Click the “Request Review” button when everything is correct.

Click the “Request Review” button when everything is correct.

When completed your File Review will





When completed your File Review will









Doing an Appeal

Doing an Appeal


select Appeals

Process from the current

diagnosis code.


select Appeals

Process from the current

diagnosis code.

The Appeals Process button will only be available AFTER you have

requested a “File Review” and it has been seen by at least two reviewers.

The Appeals Process button will only be available AFTER you have

requested a “File Review” and it has been seen by at least two reviewers.



It is rare that visits are approved for an appeal but it can be

used if you feel a file review was not

reviewed appropriately.



It is rare that visits are approved for an appeal but it can be

used if you feel a file review was not

reviewed appropriately.

A file attachment including chart notes and diagnostic findings is

REQUIRED for an Appeals Request.

A file attachment including chart notes and diagnostic findings is

REQUIRED for an Appeals Request.

When completed your Appeals

Request will be assigned to a

certified reviewer and you will be notified by




When completed your Appeals

Request will be assigned to a

certified reviewer and you will be notified by




Creating and Insured Policy

Creating an Insured Policy

If the patient changes their policy

mid-year you can create a new policy

year by creating a new Insured Policy.

Enter in the Information that is

needed on the first screen.

If the patient changes their policy

mid-year you can create a new policy

year by creating a new Insured Policy.

Enter in the Information that is

needed on the first screen.

On the next screen select the policy year

that is currently in effect.

The second option is optional and is used

to bring forward information from an

already existing policy, such as

Policy ID and insured birth date.

On the next screen select the policy year

that is currently in effect.

The second option is optional and is used

to bring forward information from an

already existing policy, such as

Policy ID and insured birth date.

The last screen has you finish out with

whatever information the system needs to

create the new policy year.

The system will also check the Policy ID

to make sure that you are not using a

policy that is already in the system and

return a green check like in the Add

Patient screen.

The last screen has you finish out with

whatever information the system needs to

create the new policy year.

The system will also check the Policy ID

to make sure that you are not using a

policy that is already in the system and

return a green check like in the Add

Patient screen.

Showing/Hiding Patients

Activating / Hiding Patients

If a patient no longer goes to your practice or you do not want them to appear in the selection lists you can

deactivate the patient from the Show/Hide menu option.

You can also unhide a previously hidden patient from this same search list. The patient list on the first

screen contains both hidden and active patients.

If a patient no longer goes to your practice or you do not want them to appear in the selection lists you can

deactivate the patient from the Show/Hide menu option.

You can also unhide a previously hidden patient from this same search list. The patient list on the first

screen contains both hidden and active patients.

From this second screen you can Show/Hide at the patient level or Show/Hide at the Policy Year level so

that policy years under a patient no longer show up in your selection lists.

When you first enter the screen, you can see their current setting. When you are done you do NOT

need to save any changes, it is done dynamically.

From this second screen you can Show/Hide at the patient level or Show/Hide at the Policy Year level so

that policy years under a patient no longer show up in your selection lists.

When you first enter the screen, you can see their current setting. When you are done you do NOT

need to save any changes, it is done dynamically.

Changing Provider Information

Changing Provider Information

You may change your account information such as password,

secondary email address, website, etc. by using the “Provider

Information” menu item.

You may change your account information such as password,

secondary email address, website, etc. by using the “Provider

Information” menu item.

Some information (at the bottom of the screen) requires additional documentation to change.

Some information (at the bottom of the screen) requires additional documentation to change.

If there is a change to your Providers NPI code or your Facility NPI you can make those changes under the “NPI Codes” section of the Provider

Menu. Changes made here take effect immediately.

If there is a change to your Providers NPI code or your Facility NPI you can make those changes under the “NPI Codes” section of the Provider

Menu. Changes made here take effect immediately.

Viewing Access Logs

Viewing Access Logs

All access to the site is strictly logged for your security. You may browse these

logs to see your account activity. The

most current events will be at the top of

the page.

All access to the site is strictly logged for your security. You may browse these

logs to see your account activity. The

most current events will be at the top of

the page.

By clicking in this column you can see the unique Internet IP address used to perform the action.

For Questions:

Allied Health Systems

• [email protected]

• Voice: 800-339-5958

• Fax: 801-352-7024

mailto:[email protected]

Documents

Allied Health Systems Authorizations Website Tutorial and Walk Thru