Countdown to HCS Compliance:#7, 6, 5 and 4
The next several principles cited (specifically #7, 6, and 4) typify the reasoning behind implementing an Electronic Health Record (EHR)– the value-added Focused Software system.
The program provider failed to make available all records, reports, and other information related to the delivery of HCS Program services and Community First Choice services as requested by DADS, other authorized agencies, or CMS and deliver such items, as requested, to a specified location.
Accessibility is what Focused Software is all about! Multi-site providers are able to focus energies on program services and quality, even during Survey Week, because there’s no need to drive carloads of charts to that specified location. Records are maintained in FS’s secure cloud-based environment that is accessible from ANYWHERE. Implementing a paperless system puts the Provider in control: access can be granted to surveyors OR requested documents can be downloaded to your desktop, secure electronic storage device and/or printed for surveyor review. No more missing or mis-filed documents, no more searching through inadvertently purged backfiles! Be survey-ready 365 days a year at a moment’s notice!
“Quality is never an accident; it is always the result of high intention, sincere effort, intelligent direction and skillful execution; it represents the wise choice of many alternatives.” – William A. Foster
The program provider failed to ensure the RN performed comprehensive assessments of individuals.
Since the rule was enacted (way back in 2013!), Program Providers have been required to provide a comprehensive nursing assessment (CNA) performed by a Registered Nurse for every person receiving services through the Home and Community-based Services waiver program. Although it’s been over five years, ensuring this initial and annual requirement is still a struggle for many providers…. but not with Focused Software! Focused makes this task simpler, easier and more reliable – all with less unbillable documentation time. Nurses can document findings directly into the cloud-based assessment, which effortlessly gathers additional information from Vital Signs tracking, Physician Appointments/ Order reviews, Lab results etc. An even more efficient benefit is the ability to populate the current assessment with data from the most recently dated CNA (saves > 3hrs nurse time), so there’s no need to type in the same information over and over! Completing a replica HHS Form 8584 CNA in Focused takes as little as 15-20 minutes!! Use the handy table in this article to calculate how much you could save with Focused! All signatures can be recorded online and implementation strategies and justifications are integrated in the Nursing Care Plan – so no paper is printed either! Best of all, users designated as System Administrators will receive automatic notifications on their Home Page when CNAs are missing, expiring soon, or already expired.
The program provider failed to conduct initial and periodic training that ensured staff members, service providers, and volunteers were knowledgeable about the requirements for Abuse, Neglect and Exploitation as noted in 40 TAC §49.310(3)(A).
Because people with disabilities are among the most vulnerable, guaranteeing their protection is a critical function of Program Providers. Safeguarding people served starts with education and training, which is required by the HCS waiver.
Once the training is received and an off-line acknowledgement form has been signed, the form can be scanned and uploaded back into the Focused Software system, where it can be stored as a Personnel Checklist item and assigned an expiration date. (The Personnel Checklist is a recently-released update to the FS system, allowing Program Providers to verify qualifications, training, record expirations, and upload documents to meet certification or customized company requirements.)
The program provider failed to ensure monitoring of medications.
Nursing in the HCS program includes a wide variety of tasks, many of which are required but not necessarily billable. In order to adequately monitor the administration of medications, many nurses are forced to drive from their office to group homes, host homes, and day habs, only to find that paper Medication Administration Records (MARs) are incorrect, incomplete or can’t be found. What a waste of expensive (unbillable) time! Focused Software’s EHR was designed to solve this problem. Nurses can review MARs, enter new medications (or with FS’s new pharmacy integration, participating pharmacists can actually enter the meds and the nurse only needs to review!), monitor administration, receive alerts for missed medications and make changes as they occur, from ANYWHERE! Greater accessibility = greater efficiency and improved compliance.
The final installment of our “Countdown to Compliance” blog will cover the Top 3 most frequently cited HCS principles of FY 2017. Don’t miss it!! Discover for yourself how Focused Software can help make life (and survey) simpler and less stressful!
FOCUSED SOFTWARE CAN HELP! When your documentation is organized, centralized and accessible, you can track services more accurately, report more quickly, and free up staff to provide more services. Implementing a paper-free system can also serve to improve cashflow, save you money and reduce the administrative burdens of managing office supplies, filing, and storing paper records. All these benefits work to boost your agency’s chances for success.
Call Focused Software today or click on the big orange button below to schedule a demo!