ANASAZI SOFTWARE Windows Client Data System Quick Reference Guide Copyright 1998, Anasazi Software Updated as of 11/09/99

ANASAZI SOFTWARE Windows Client Data System

Quick Reference Guide

Copyright 1998, Anasazi Software

Updated as of 11/09/99

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User Training Manual

Section One:System Navigation

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Exploring the Home PageUsing your computer mouse, double-click on the Anasazi Client Data Icon on your computer screen. It will take a minute for the system to load onto your screen. When the system loads, you will be at the Client Data System Home Page.

This is the HOME PAGE for managing all Client Data information. Some common terms will be used throughout the manual to refer to objects on the screen:

TITLE BAR MENU BAR TOOL BAR STATUS BAR TASK BAR

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To select the appropriate button, move the mouse so that the pointer is located on the button.

LAUNCH BUTTONS

SAVE, CLEAR, RETURN, EXIT

ADD, EDIT , DELETE, SHOW, FIND

The following buttons can be found on screens throughout the Anasazi Client Data System.

Learning about Buttons

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Client Look UpIn the Anasazi Windows Client Data System, users have the ability to select Clients and/or perform exhaustive searches for Clients through the Clients selection window. This window is accessed in the following ways:

Click on the Client Icon displayed on the Tool Bar

Click on the Selection Button at the end of any Prompt labeled, “Client”

If part of a Client Sort Name in any Prompt labeled, “Client” is entered

If an incorrect Client Sort Name or ID in any Prompt labeled, “Client” is entered

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Exploring the Clients Selection Window

Clicking the Clients selection window Sort Name, Case Number, SSN, Primary Unit or External Case Number column headings will sort the associated column information either alphabetically or in numerically ascending order.

The Display radio buttons are used to Sort the Client Display

Open Clients: Must have at least one active assignment to display

Closed Clients: Have no active assignments

All: All Clients

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Selecting a Client Via the Scroll Bar

SCROLL BAR

OK BUTTON

Clients can be selected by scrolling down the list while using the Scroll Bar

When the desired Client is highlighted. Press the OK Button

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Selecting a Client Via the Filter Function Button

FILTER CRITERIA CLEAR FILTER BUTTON

To narrow the Client records displayed in the Clients window; click on the Filter Button to access the Filter window.specify the type of filter to be utilized. Common filter types include: Sort Name, Age, Sex, Ethnicity, and Primary Unit.

Enter the appropriate filter information and click the Refresh button in the Filter window

The desired Client record group should appear in the Clients window

Highlight the desired Client record and click the OK button in the Clients window to complete selection

If the desired Client does not appear in the Clients window, click the Clear button and try another filter type or selection method

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Selecting a ClientVia the Search Function ButtonTo quickly select a Client whose Sort Name, Social

Security Number, Case Number, or Date of Birth is known; click on the corresponding column to specify the type of search to be utilized

Next, click on the Find function button to access the Find window

Enter the appropriate search information and click the OK button in the Find window

Dates of Birth and Social Security Numbers must be keyed with slashes and dashes respectively.

The desired Client record should appear highlighted in the Clients window

If the desired Client is highlighted, click the OK button in the Clients window to complete selection

If the desired Client is not highlighted, click the Find button in the Clients window and try again

FIND WINDOW FIND BUTTON

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Section 2:Completing a Treatment Session

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Select the appropriate Client.

Click on the Add button to add a new Treatment Session.

Enter the Date Opened.

Enter the Treatment Session Type from the table by Clicking on the Treatment Session Type Selection List.

The Presenting Problem, Program Requirements and Urgency fields are optional based on the needs of the Center.

To complete Presenting Problem and Urgency, Click on the appropriate Selection List.

Enter any Program Requirements .

Click on the Save button before returning to the previous screen.

The Clear button can be used to “erase” what has been entered prior to saving .

Click on the Return button to go to the previous menu.

Adding a Treatment Session

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Closing a Treatment Session


Highlight the Treatment Session to be closed.

Click on the Edit button to edit an existing Treatment Session.

Enter the Date Closed for the Treatment Session.

The items in the bottom box are optional upon closing a Treatment Session, based on the needs of the Center.

Click on the appropriate Selection List and Click on the item. ..

Click on the Save button before returning to the previous screen.

Click on the Return button to go to the previous menu.

A Treatment Session cannot be closed if there are Open Assignments attached.

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Section 3:Completing Assignments


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Adding an AssignmentA client must have an open Treatment Session before Assignments can be added. Multiple Treatment Sessions may be open with different Assignments. In the Anasazi Client Data System, a client is considered to be “Inactive” or “Closed” until the first Assignment to a Unit/Subunit is made. Then the client is “Active”


Select an open Treatment Session by Clicking on the Selection List.

Click on the Add button.

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Adding an Assignment

Enter the Effective (Open) Date of the Assignment.

Enter the Staff completing the form or the staff making the Assignment..

The Date Entered and Form Entered by are automatically determined from system configurations.

Click on the Form Type Selection List to select the appropriate form.

Click the OK button to continue with the Assignment.

Form Types

A - Admitted

C - Closed - Closing an Assignment

R -Registered

U -Update - Update a Server or Primary Unit, Enter absences or Family Members

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Note: A client may only have one Primary Unit at a time.

Adding an Assignment

The client was selected on the previous screen.

Select the Treatment Session for the Assignment by Clicking on the Selection List, if it was not selected on the previous screen.

Select the Unit from the Selection List or key the Unit ID.

Select the Subunit, if appropriate. The Subunit ID can also be keyed at this point.

Select the Server for this Assignment.

If the setting will not be a Least Restrictive Environment, Uncheck the Check Box.

The Anasazi Client Data System has been setup to automatically determine the Primary Unit. This setting can be overridden by Checking the Primary Unit Checkbox.

In the Anasazi Client Data System, Assignments are made that represent the types of treatment deemed necessary for a client. Assignments provide a Center with the ability to analyze caseloads. They also provide tools to analyze where services should have been provided, but were not. Assignments are also used to determine bed days or census counts. Services are also entered against Assignments.

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Updating an AssignmentHighlight the Assignment to be Updated. Be sure to use the Display Radio Buttons if necessary.

Click on the Edit button.

The Clear button can be used to select a different client.

The Find button can be used to search for an Assignment to a specific Unit.

Enter the Effective Date of the Update to the Assignment.

Enter the Staff completing the form or the staff updating the Assignment..

The Date Entered and Form Entered by are automatically determined.

Click on the Form Type Selection List and select “Update”.

Click the OK button to continue editing the Assignment

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Updating the Primary Server

To Update the Server , Enter the Server who’s roster this client will be displayed on in the Current Server field.

The Start Date will default from the Effective Date of the Assignment Update.

Click the Save button before Exiting this screen.

If a mistake was made, the Clear button can be used to blank out the date and server prior to Clicking on the Save button.

Click on the Return button to return to the Assignment Screen.

The Anasazi Client Data System maintains a Server History for all Assignments.

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Updating an AssignmentHighlight the Assignment to be Updated. Be sure to use the Display Radio Buttons if necessary.


The Clear button can be used to select a different client.


Enter the Effective Date of the Update to the Assignment.

Enter the Staff completing the form or the staff updating the Assignment..


Click on the Form Type Selection List and select “Update”.

Click the OK button to continue editing the Assignment

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Updating the Primary Unit

To Update the Primary Unit , Click on the Primary Unit Checkbox.

Click the Save button before Exiting this screen.

If a mistake was made, the Clear button can be used to blank out the date and server prior to Clicking on the Save button.

Click on the Exit button to return to the Assignment Screen.

The Anasazi Client Data System has functionality to have the system automatically determine the Primary Unit. This decision can be overridden when appropriate.

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Closing an AssignmentHighlight the Assignment to be Closed. Be sure to use the Display Radio Buttons if necessary to display all Assignments., not just Open Assignments.


The Clear button can be used to select a different client and start the process again.


Enter the Effective Date to Close the Assignment.

Enter the Staff completing the form or the staff closing the Assignment.


Click on the Form Type Selection List and select “Close”.

Click the OK button to continue closing the Assignment.

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Closing an AssignmentThe client was selected on the previous screen.

When Closing an Assignment, the Close date is defaulted from the Effective date on the previous screen.

Select the Close Reason from the Selection list or key the ID.

If the client will be transferring to another Unit and/or Subunit within the Agency, Click on the Transfer Checkbox. Otherwise, Click on the Save button.

Select the Unit and Subunit that the client will be transferring to.

Click on the Save button to save this information.

The Return button can be clicked to return to the previous screen, but the information on screen will not be saved unless the Save button has been Clicked.

Click the Exit button to completely exit from the Assignments Maintenance screen.

Once an Assignment has been closed, Services can no longer be entered for that Unit/ Subunit.

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Approving a TransferOnce an Assignment has been transferred to another Unit or Subunit, it is displayed on the Assignments Screen with Pending Approval as the Server. This Assignment can then be Disapproved or Approved. If approved, this client must be added to a Server’s roster.

To Approved a Transfer, highlight the Assignment that is Pending Approval.


The Approval Screen will be displayed. Click on the Yes button to approve the transfer.

Note: If the No button is clicked the Approval is not accepted. The Agency has the ability to determine what happens with the Assignment when answering No.

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Approving a TransferAfter Clicking on the Yes button, the Assignment Form Entry screen will be displayed.

Select the person completing the form from the Select List.

Click the OK button to continue.

All information regarding this Assignment was completed when the Assignment was closed and transferred except the Server this client is assigned to.

Select the Server from the Selection List.

Click the Save button to save the transaction.

Click the Return or Exit button.

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Section 4:Completing Financial Information


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Completing a Financial ReviewThe Anasazi Client Data System maintains historical financial reviews for clients. Numerous other screens can be accessed from the Financial Review Screen through the Launch buttons located at the bottom of the screen..

CLIENT INSURANCE

HISTORY FINANCIAL REVIEW

Insurance: Click this button to access the Client Insurance screen.

History: Click this button to display a client’s historical Financial Reviews.

Financial Review: Click the Add, Edit or Show button to access a client’s current Financial Review.

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Financial Review - TXThe Texas Financial Review screen and it’s functionality has been developed based on the Texas Administrative Code. The functionality of numerous questions is dependent on the policies at the Center and the setup of the system as determined by the Center.

Enter the Review Date. This is the date the Financial Review was signed by the Client.

Select the person who Reviewed the Financial form with the Client.

The name and address in the Bill To: section should be completed for the person that the client statement will be sent to.

If the statement is to be sent to the client, the bill to section can be left blank.

The Bill To section may default to the Next of Kin name and address on the Demographic Form. (Based on Center Setup)

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Financial Review - TX Check the Financial Information Provided box if proper documentation has been provided. Otherwise, Select the Reason the Documentation was not provided.

Check the Assignment of Benefits Checkbox if this was signed by the client.

Key the Client’s Monthly income in the for each of the sources.

Key the Client’s Monthly Exceptional Expenses.

Enter the Number of Family Members and the Number of Family Members Receiving Services at the Center.

Once these fields have been completed, the Client’s MAP will be calculated and displayed.

Click the Save button before returning to the previous screen.

Based on Center Setup, the Anasazi Client Data System calculates a Client’s MAP from Monthly Income, Exceptional Expenses, Family Members and Family Members Receiving Services.

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Maintaining Insurance CoverageThe Anasazi Client Data System provides the ability to maintain up to eight concurrent insurance coverages. The Client Insurance Screen displays a Client’s coverage in order of Priority, the order to bill. Insurance History is maintained so that services during the correct coverage period can still be claimed.

Display Radio Buttons can be used to view Active, Inactive and All Insurance Coverages.

Click on the Add button to Add new Insurance Coverage

Highlight a Pay Source. Click the Edit button to make changes to the Coverage information.

Highlight a Pay Source. Click on the Show button to display the coverage information.

The Find button can be used to “Find” a specific Pay Source ID.

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Adding Insurance CoverageThe Anasazi Client Data System uses the same screen when capturing information regarding Insurance Coverage. Based on the Pay Source Type, different questions will be required.

Select the name of the Pay Source from by Clicking on the Selection List button. If known, the Pay Source ID can be keyed into this box.

Enter the effective date of the Insurance Coverage.

Once this has been entered, the required fields for this Pay Source Type will be enabled.

Enter the Priority that the Insurance will be billed.

Enter the Policy Number.

If appropriate, Select the Benefit Plan from the Selection List.

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Changing Insurance ScreenAny time that a change in Insurance Coverage that will affect the billing algorithm, the change date and reason for change are required. Changing items such as expiration date, priority or policy number are examples.

Make the changes in the Client’s Insurance Coverage information.

Enter the Date that the Change is effective.

Enter a short comment stating the reason for the change in the Insurance Coverage.

Click the Save button to save the change.

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Medicaid Insurance ScreenMEDICAID INFORMATION – TX

* Pay Source

* Effective Date

* Policy Number

Benefit Plan (if appropriate)

* MR Only

•QMB

•SSI

•OK to Bill

•Copay

•Copay Amount

•Met Max Copay

Notes

Alias

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Medicare Insurance Screen

MEDICARE INFORMATION

* Pay Source

* Effective Date

* Priority

* Policy Number


* OK to Bill

Capitated

Capitation Rate

Notes

Alias

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Private Insurance ScreenPRIVATE INSURANCE INFORMATION

* Pay Source

* Effective Date

* Priority

* Policy Number


Group Number

*Relationship to Insured

Policy Holder Name

Policy Holder Address

Copay

Copay Amount

Mex Max Copay

* OK to Bill

Capitated

Capitation Rate

Notes

Alias

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Section 5:Completing Authorizations


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Maintaining AuthorizationsThe Anasazi Client Data System provides the ability to maintain Authorizations for multiple Pay Sources and multiple Authorizations for a Client. Services for an Authorizations can be tracked so the clinicians are able to determine when new authorizations are needed prior to providing services.

All Authorizations for a Client can be viewed from the Authorizations Maintenance Screen.

To Add an Authorization, Click on the Add button.

To Edit an Authorization, highlight the Authorization. Then Click on the Edit button.

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Adding an Authorization Select the Pay Source providing the Authorization by Clicking on the Selection List.

Select the Benefit Plan providing the Authorization by Clicking on the Selection List.

Enter the Authorization Number.

Enter the “from” and “thru” dates for the Authorization.

If provided, enter the Referring Physician, Address and PIN number.

Enter the Authorization Limits.

Enter the Authorization Criteria.

Click the Save button to save the authorization. The Template button can be used to pull

in data for Authorizations, if these have previously been created.

Authorization dates

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Viewing Authorization Usage

The Limits set for this Authorization can be viewed.

The Actual usage for this Authorization can be viewed.

Registered Services - Services which have been entered and are attached to a specific Authorization. These services can be Unregistered and moved to another Authorization.

Unregistered Services - Services which have been entered after the Authorization, but are not attached to an Authorization. These services can be Registered to an Authorization

Pending Services - Services which are Registered to an Authorization, but have not been place on a claim.

Claimed Services - Services which have been rendered to a claim for a 3rd Party Insurance Company.

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Viewing Authorized ServicesA listing of the Services which have been Registered, Claimed or are Pending for an Authorization can be accessed from the Services tab on the Authorization Screen.

DISPLAY FILTERS

FIND BUTTON

The Find button can be clicked to search for services provided on a specific date.

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Viewing Authorization ClassesService Classes can be defined for an Authorization. For example, if an Authorization for Counseling is given, numerous service codes may be billed under this Authorization number. Service Codes which are covered by a Pay Source/Benefit Plan can be attached to a specific Service Class in the Billing Setup. A Service Class can then be attached to an Authorization allowing only the appropriate services to be attached..

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Section 6:Completing Service Entry

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Services Overview

The Enter/Edit Client Services screen is the same for each of the billing entry types, with the exception of the Group Services Entry screen

Fields that require entry are highlighted in blue

Services cannot be edited once they have been saved

Services can only be deleted while in their original state (not part of a claim.) Once services are part of a claim, they cannot be deleted.

Form numbers should be tracked on the paper form for easy retrieval

Each Service Entry Type can only be retrieved from within the same Entry Type screen

Duplicate Service entries are not recognized at the time of entry. Duplicate services are only recognized by the Anasazi System through the Duplicate Services Report.

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Exploring the Individual Services Maintenance Window

The Individual Services Maintenance window allows entry of Services for a single Server at a single Unit. Users may also manually enter Bed Day and Residential services from this screen.

Form #: Displays system assigned form number which should be tracked on the original paper form for easy retrieval

Server: Clicking the Selection button accesses Employee Selection List

Unit: Clicking the Selection button accesses Unit Selection List

Client: Displays the Client Name for which the entered Service has been provided

Date: Displays the Date of Service

Start: Displays the Start Time of Service, if applicable

Service: Displays the Service Code of Service provided

SubUnit: Displays the SubUnit/Unit Code

ID: Displays the Transaction Number within the Form Number assigned from the ongoing system transaction sequence

Clicking the Add function button accesses the Enter/Edit Client Service screen; initiating the process of Adding a Service record

If Service records appear in the Individual Service Maintenance window, the desired Service record may be highlighted then:

Clicking the Delete function button will Delete the selected Service record

Clicking the Show function button will display the selected Service record

Clicking the Clear function button will clear data in window and allow access to another Form number or entry of a new Server

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Exploring theEnter/Edit Client Service WindowThe Enter/Edit Client Service window is accessed through the Individual Service Maintenance screen, the On Line

Service Maintenance screen, and the Billing Ticket Maintenance screen . Form Number, Server, and Unit fields are generally populated from the Individual Service Maintenance window.

Date: Date of Service

Supervisor: Clicking the selection button accesses Employee Selection List.

Collateral Servers?: Clicking the check box activates the Assign Servers function button

Click the Assign Servers function button to Add a Collateral Server. This accesses the Enter/Edit Collateral Servers window:

Server: Clicking the selection button accesses the Employee Selection List

Length of Service: entry field for the total time of Service in hours

Click the Save function button to complete the addition of the Collateral Server

Click the Delete function button to delete an added Collateral Server

Click the Clear function button to Add another Collateral Server

Click the Exit function button to return to the Enter/Edit Client Service window

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Exploring theEnter/Edit Client Service WindowClient: Clicking the selection button accesses Clients window

SubUnit: Clicking the selection button accesses SubUnits Selection List. If no Assignment is open for the client at the designated Unit, a message will appear stating that the, “Client has no Assignment at the Unit/SubUnit. Please select a valid Unit/SubUnit.” The SubUnits with Assignments Selection List will then be called.

Highlight the desired SubUnit and click the OK button to select that SubUnit

The SubUnits with Assignments Selection List may also be accessed by clicking the Assignments function button

Service: Clicking the selection button accesses Service Codes Selection List. Click OK and then press the Enter key to continue entry.

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Exploring theEnter/Edit Client Service WindowLab: Linked to Service field, Clicking the selection button accesses Lab Services

Selection List

Start: Start time of Service in military time, linked to Service Code

Stop: Stop time of Service in military time, linked to Service Code

Time: Total time elapsed for service, calculated from Start and Stop times

Quantity: Number of Services/Number of milligrams, linked to Service Code

Fee: Flat Fee for Service, linked to Service Code, entry is required if Service Code is flagged as “Fee Service” and “Enter Fee during Service Entry”

Provided To: Clicking the selection button accesses Persons Contacted Selection List, set-up as a default field

Provided At: Clicking the selection accesses Place of Service Selection List, set-up as a default fieldOutside Facility: Clicking the selection button accesses Outside Facility Selection List

Contact Type: Clicking the selection accesses Contact Type Selection List, set-up as a default field

Appointment Type: Clicking the selection accesses Appointment Type Selection List, set-up as a default field

Billing Type: Clicking the selection accesses Billing Type Selection List, set-up as a default field

Intensity Type: Clicking the selection accesses Intensity Type Selection List, set-up as a default field

Number of Participants: Entry allowed if the "Allow Entry of Number of Participants during Service Entry” checkbox is checked in the Service Setup screen.

Click the Save function button to save the Service Record and return to the Individual Service Maintenance window

Click the Clear function button to clear the entered Service and related information

Click the Return function button to return to the Individual Service Maintenance window

Click the Exit function button to return to the Home Page

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Exploring the Billing Ticket Maintenance Window

Services entered into the Billing Ticket Maintenance window are grouped by ClientForm #: System assigned Form Number, should be tracked on paper form to allow for easy retrieval. Enter through this field or double-click in the display section of the window to continue Service entry

Client: Clicking the selection button accesses Clients window

Unit: Clicking the selection button accesses Unit Selection List

Date: Clicking the selection button accesses Calendar window. Press Enter after selecting desired date or double-click in the display section of the window to activate the Add function button

Server: Displays Server who preformed Service

Time: Displays Start Time of Service, if applicable

Service: Display Service code and description

SubUnit: Displays SubUnit/Unit code and description

ID: Displays transactional number within the Form Number assigned from ongoing system transaction sequence

The process of Adding a Service is initiated at this screen clicking on the Add function button. This accesses the Enter/Edit Client Service window.

The process of Deleting and Showing Service records is initiated at this screen by highlighting the desired service record, then clicking the Delete function button or the Show function button. This accesses the Enter/Edit Client Service window.

Clicking the Clear function button accesses a new Form number for Service entry of a different Client

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Exploring the Contact Screening Maintenance WindowThe Contact Screening Maintenance window is used for single contact entries, I.e. crisis, prevention, intake assessments. A special

Assignment is both opened and closed at the time of Service entry for those clients who do not already have an Open Assignment at the selected Unit/SubUnit. Centers should have specific forms for this type of Service entry. Contact Screening is designed for use with Generic, Pre-Registered, or “Regular” Clients.

Form #: System assigned Form Number, should be tracked on paper form to allow for easy retrieval.

Date: Clicking the selection button accesses Calendar window.

Client: Clicking the selection button accesses the Clients window

Unit: Clicking the selection button accesses the Unit Selection List. Generally a specific Unit is designated for this type of Service entry.

SubUnit: Clicking the selection button accesses the SubUnit Selection List

Clicking the Assignments function key will accesses the Client’s current Unit/SubUnit Assignments

Pres Prob: Presenting Problem populated from the Treatment Session associated with the Unit/SubUnit selected, or from a previous Contact screening at the selected Unit

Urgency: Populated from the Treatment Session associated with the Unit/SubUnit selected

Close Reason: If the Client has no Assignment at the selected Unit/SubUnit, this field defaults to the Close Reason determined in the Client Data Set-Up Screen 2. If the Client has an Assignment at the selected Unit/SubUnit, this field will remain blank.

The Refresh function button must be clicked to capture entered data and proceed with Service entry

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Exploring the Contact Screening Maintenance Window

Server: Displays name of Server

Start Time: Displays Start Time of Service, if applicable

Service: Displays Service code and description

ID: Displays the Transaction Number within the Form Number assigned from ongoing system transaction sequence

The process of Adding a Service is initiated at this screen clicking on the Add function button. This accesses the Enter/Edit Client Service window.

The process of Deleting and Showing Service records is initiated at this screen by highlighting the desired service record, then clicking the Delete function button or the Show function button. This accesses the Enter/Edit Client Service window.

Clicking the Clear function button accesses a new Form number for Service entry of a different Client

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Exploring the Group Service Maintenance WindowThe Group Service Maintenance window was designed for entry of Group Services. There are two segments

for entry: Service (Servers) and Clients. In this format, users must Post to Save Service records.

Form #: Displays auto-assigned Form Number, Enter through this field to continue with Service entry

Date: Clicking the selection button accesses Calendar window.

Start: Start Time of Group Service in military time

Duration: Duration of entire Group Service in Hours

Stop: Stop Time of Group Service in military time, calculated from entry of Start and Duration fields. Enter through this field to continue with Service entry.

Emp ID: Displays Employee ID of Server performing Service

Svc ID: Displays Service Code ID of Service provided

Start Time: Displays the Time Server Started providing Service

Case #: Displays the Client Case Number

Client Name: Displays the Client Name

Start: Displays the Time Client Started receiving Service

ID: Displays the Transaction Number within the Form Number assigned from ongoing system transaction sequence

Clicking on the Lead Server button displays all designated Lead Servers and Start and Stop times for Group Service record

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Completing a Group Service EntryTo Add a Service Line:

Select the Enter Service radio button to access the Service Segment of the Group Service Maintenance screen

Click the Add function button to access the Enter/Edit Server and Service window.

Server: Click the selection button to access the Employee Selection List

Service: Click the selection button to access the Show Service Code Selection List

Start Time: Time Server began providing Service, entered in military time

Duration: Length of time in hours that the selected Server performed Service

Stop Time: Time Server stopped providing Service, populated from entry of Start Time and Duration fields in military time

Was Server the Lead Server during this time?: Selecting this check box indicates that the selected Server was the Lead Server during this time. Only one Server may be Lead at any given time.

Upon completion of the last field, a Service line will display in the Service Segment of the Enter Group Services Log

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Completing a Group Service EntryTo Add a Client Line:

Select the Enter Client radio button to access the Service Segment of the Group Service Maintenance screen

Click the Add function button to access the Enter/Edit Server and Service window.

The Form #, Date,and Time fields will populate from the initial entry screen

Unit/SubUnit and Service field values will carry from one Client entry to the next, but must be entered for the first Client entry.

Different Unit/SubUnits can be entered for each Client

Upon completion of the last field, a Client line will display in the Client Segment of the Group Service Maintenance window

When all Servers and Clients have been entered, click the Post function button to save the Group Service record.

The message, “Client Services will be created. Continue Yes, or No,” will display.

Clicking the Yes button will Save the Service record and prevent the Lead Server from ever being changed.

Clicking the No button will recall the Group Service Maintenance window for further entry.

After Posting, Collateral Servers and Clients can be Added or Deleted, but not Edited.

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Exploring the On Line Service Maintenance WindowThe On Line Service Maintenance was designed for use when a Client leaves the Clinic after their appointment(s) and has

a form reflecting all the services received that day. Services are grouped by Client. This format allows for a Totals option

which generates and prints appointment sheets and cash receipts. Unit: Clicking the selection button accesses the Unit Type Selection List

Form #: Displays the system assigned Form Number

Client: Clicking the selection button accesses the Clients window

Date: Clicking the selection button displays the Calendar window, press the Enter key or double-click in the display section to proceed with Service entry.

Server: Displays Server Name

Start Time: Displays Start time of Services

Service: Displays Service description

SubUnit: Displays SubUnit code

ID: Displays Transaction Number within the Form Number assigned from ongoing system transaction sequenceThe process of Adding a Service is initiated at this screen by clicking the Add function button. This accesses the Enter/Edit Client Service window.

The process of Deleting and Showing Service records is initiated at this screen by highlighting the desired record and clicking the Delete or Show function button. This accesses the Enter/Edit Client Service window.

The Totals function is initiated clicking the Totals function button. This accesses the On Line Billing Ticket window from which an appointment can be entered and printed.

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Exploring theOn Line Billing Ticket WindowOnce a Service record has been entered from the On Line Service Maintenance window, the

Totals function button is activated. Clicking on the Totals function button accesses the On-Line Billing Ticket window. Open balances and today’s balance due to Pay Source 9999 is displayed and entry of Cash Payment is allowed and applied to the Services just entered. Both the receipt and the appointment information are printed.

Slide %: Displays the percentage amount of slide

Ext Price: Displays the extended price of Services provided

3rd Party: Displays the amount due from a Third Party Payor

Map/Sl/Aj: Displays the amount of Map, Slide, or Adjustment

Prev Paid: Displays any payments previously entered into the system against the Services included in this Form Number. It is possible to enter more than one payment against Services by recalling the Form Number and selecting the “T”otals option.

Any Payments entered will be applied only to the Services included in that particular Form Number

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Exploring theOn Line Billing Ticket WindowOnce a Service record has been entered from the On Line Service Maintenance window, the

Totals function button is activated. Clicking on the Totals function button accesses the On-Line Billing Ticket window. Open balances and today’s balance due to Pay Source 9999 is displayed and entry of Cash Payment is allowed and applied to the Services just entered. Both the receipt and the appointment information are printed.

Slide %: Displays the percentage amount of slide

Ext Price: Displays the extended price of Services provided

3rd Party: Displays the amount due from a Third Party Payor

Map/Sl/Aj: Displays the amount of Map, Slide, or Adjustment

Prev Paid: Displays any payments previously entered into the system against the Services included in this Form Number. It is possible to enter more than one payment against Services by recalling the Form Number and selecting the “T”otals option.

Any Payments entered will be applied only to the Services included in that particular Form Number

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Section 7:Client Profile Screen

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Selecting a Global ClientThe Client Profile Menu offers quick, show only access to a vast array of Client information. The functionality supports the ability to select a “Global Client” such that all desired information can be viewed without making repeated Client selections.

Click on the Select Client icon positioned on the tool bar

Select desired Client from the Clients selection list

The Client Name and Case Number will appear at the bottom right hand corner of the Anasazi Client Data System Home Page

All information displayed will be that of the selected Global Client

Click the Clear Client icon positioned on the tool bar to select another Global Client

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Viewing Client Profile Information Once a Global Client has been selected, Click the Client Profile pull down menu

The following informational screens are available for quick, show only access:

Show Client Services: Displays detailed listing of Client services including Date, Server, Unit/SubUnit, Start Time, Service Code and Description, Extended Price, Balance, Pay Source and Benefit Plan

Show Client Summary: Displays multifaceted Client information including SAI, Current Insurance Provider, Map/Slide%, Date of Last Service and Payment, Center aging, Last Treatment Plan, Diagnosis, Financial, and GAF Reviews, Date Treatment began, Primary Unit, and Primary Diagnosis

Client 3rd Party Coverage History Maintenance

Client 3rd Party Coverage Maintenance

Client Financial Review History

Client Financial Review Maintenance

Client Authorization Maintenance

Client Treatment Session Maintenance

Client Assignment Maintenance

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Section 8:Reporting Functionality

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Reporting Overview

Most of the important management reports of the Anasazi Client Data System have been developed utilizing a format called the Anasazi Report Macro. Some of the advantages of this Report Macro format include:

A consistent look and feel to the user interface such that if a clinician/director is trained on one report,they can intuitively use any report based on the Anasazi Report Macro model

The management reports based on the Anasazi Report Macro are “hard coded” such that management can depend on the accuracy of the result, even for substantiation for audits

Specifically defined reports that can be named by the operator and easily saved as a standardized report. Sets of these standardized reports can be selected and run as a batch. This batch of reports can be run on a fast workstation to free up the user’s workstation or can be set to run when the operator leaves for the day to run overnight.

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Exploring Report Macro Selection CriteriaA typical management report developed utilizing the Anasazi Report Macro is the Case Load Performance Report.

This report allows the operator to select a non-contiguous range (an intuitive selection of set of ranges and/or individual records.) This ability to select individual types or non-contiguous ranges of types on each of the selections criteria allows the operator to exactly specify the information desired to print on the report

The system defaults Selection Criteria to AllTo view information for 1 Client, select a Client Name from the selection list, key in the Client Sort Name, or key in the Client Case Number in the Client text promptTo view information for a range of Clients, key the range of Client Case Numbers (I.e. 1000-2500)To view information for several Clients, key the Client Case Numbers separated by a comma (I.e. 3600,4535,5940)This functionality holds true for all selection criteria within the Anasazi Report Macro

SELECTIONS TABSELECTION CRITERIA

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Exploring Report Macro Sort CriteriaOnce the Selection Criteria are defined, the operator may custom define the Sort Criteria. This allows

Management to get specifically the information desired in exactly the format desired.

To determine the Sort Criteria, the operator may select from a set of optional Sort Criteria Segments to actually sort data on up to six different Segments:

Highlight the desired Sort Criteria Segment and click the Add button. Selected sort criteria will then appear in the adjacent boxCheck the Print Total checkbox if data should be totaled/subtotaled at that particular segment levelCheck the Page Break checkbox if page breaks should appear at that particular segment levelCheck the UnDupCnt checkbox if a non-duplicated count should be calculated at that particular segment level Segment Order may be manipulated by highlighted segment to be moved and clicking the Up or Down Arrow buttons until desired order is obtainedIn addition to the sort and selection criteria, the operator is also able to control the level of detail to print.

Check the Print the Assignments checkbox to print the Assignment informationCheck the Print the Subheaders checkbox to print the report subheaders

Key the desired Report Title in the Report Tile text prompt

SORT/SUBTOTAL/TITLE TAB

UP & DOWN ARROWS

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Printing Report Macro Reports

Click the Print button to initiate the printing processSelect the desired Print Destination and click the OK button

Printing to the Screen will bring the report up in Print Preview

Clicking the Print icon will Print the report

Clicking the Close button will terminate the print preview and return to the Sort/Subtotal/Title report tab page

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Batch Printing Report Macro ReportsClick the Save Batch button to initiate the printing processApplication name, User name, and Application Description field entries default and may not be editedReport Title defaults to the entry on the Sort/Subtotal/Title tab page, but may be edited

Select the desired Network Printer for the report to be printed to

Enter the Start Date and Start Time the report should be printed

Click the Save button to save batch printing information

Click the Cancel button to return to the Sort/Subtotal/Title tab page without saving

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Creating Report Templates

Once desired selection and sort criteria have been established, Click on the Save Template button

Enter a name for the Report Template and click the Save button to create the template

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Retrieving Report TemplatesReport Templates are retrieved by clicking the Use Templates button

All current report templates for the selected report will be displayed on the Templates window

Highlight the desired Report Template and click the OK button

All selection and sort criteria established on the selected Report Template will default and the report may be printed

Documents

ANASAZI SOFTWARE Windows Client Data System Quick Reference Guide Copyright 1998, Anasazi Software Updated as of 11/09/99