Assessment Setup This manual covers Assessment Questions, Assessment Types, Linking Service Types and Problems to the Assessment. Overview of Assessment Question Options: There are several options for assessments questions. There are five (5) Question Types. All Question Types except Date have additional options that are detailed below: List of Values: This is a multiple choice, select one answer. Options for this question type are Scoring, Additional Prompt, Decision Question, and Linking Services to responses. Yes/No: You will be able to select yes or no to answer the question. Options for this question type are Scoring, Decision Question and Linking Services to responses. Open Text: Text field with no limit on length of the response. Enter the number of lines you wish to have print on the blank assessment. If you anticipate a short response, just a few words, enter 0. Note: The number of lines does not impact the amount you can type in your response. Date: Enter a date to answer a question.
Multiple Check: This is a multiple choice, select all that apply. Options for this question type are Scoring, Additional Prompt, Decision Question, and Linking Services to responses. Additional Prompt: This option allows staff to enter resident specific response to a general response item such as Other or when a response is If yes, specify. Click on the response you want the Additional Prompt for, then tab to the Additional Prompt and click the check box to enable. When you move out of that field, Yes will be displayed in the column. Decision Questions: When an assessment question is marked as a decision question, you will be able to assign Sub-Questions or follow-up questions to responses. This feature is very flexible. You can assign follow-up questions to any response, on multiple responses in each question, have decision questions with in decision questions, and use the follow-up questions on multiple decision questions. SM Assessment Setup Revised 6/7/18 2
Decision Question Setup: Mark Decision Question to enable the setup of Sub-Questions. To assign sub-questions, click on the response you wish to assign the follow-up questions to and additional entry fields will be displayed at the bottom of the screen. Click Add to select sub-questions. Type a few letters of the question description in the Find field to shorten the list. Select all subquestions to add. Note: Sub-Questions can only be used once in an Assessment. SM Assessment Setup Revised 6/7/18 3
Example of completed setup of a Decision Question: Entering a resident assessment with decision questions setup: Sub-questions will initially be grayed out in the question list. SM Assessment Setup Revised 6/7/18 4
The Sub-Questions will become available if you select the response that they are attached to. When you click next, you will be moved to the first follow-up question. This question will show the decision question in blue, the answer that triggered the follow-up questions in red and the current question in black. Building an Assessment: The Assessment Questions are created first, and then they are attached to Assessment Types. An assessment question can be used on multiple Assessment Types. Assessment Questions: This is where you will build the library of questions and link the responses to services. To access, click on File Setup Assessment Questions Open. The System Setup Assessment Questions listing screen will open. SM Assessment Setup Revised 6/7/18 5
Click New to add or double click on a question to open the record for review or editing. The Assessment Question entry screen will open. Question ID: The ID is automatically assigned. Description: Enter a short description to identify the assessment this question will be used for. Note: It is recommended that you start all questions for one assessment the same and add numbers for each question for sorting and grouping. This will make adding the questions to the Question Type easier. For example: Admission Assessment, the description for the first question would start with A01, the second with A02 and so on. Community: This field will be blank if Assessments are Shared. If Assessments are not shared, this field will have your community code. Inactive Question: Mark this to make a question inactive. Show Where Used: Questions can be assigned to multiple Assessment Types. Prior to editing a question, it is recommended to view which Assessment Types or Sub Questions this Question has been assigned to. Click Show Where Used to view. The screen will update to show where this question is used. SM Assessment Setup Revised 6/7/18 6
The Assessment Types are in the top list. The Questions that this has been assigned as a sub-question are in the bottom list. Click Return to Answers to return to the question and answers. Question Text: Enter the Question Text. There is no limit to length of the question. Question Type: Click the drop down for Question Type to select. The Answers portion of the screen will vary depending on the type of question selected. List of Values: SM Assessment Setup Revised 6/7/18 7
Yes/No: Open Text: Enter the number of lines you wish to have print on the blank assessment. If you anticipate a short response, just a few words, enter 0. Date: Enter a date to answer a question. Multiple Check: When adding List of Values or Multiple Check questions the list of responses will need to be created for each question. There is no limit on the number of responses per question. You can drag and drop responses to reorder them. Click Add to enter a response. Type the response in the Answer Text field. Press tab key to move to Additional Prompt, mark if appropriate. Press tab key to move to Score field, enter score if needed. Repeat until all responses are entered. Note: You can click Add multiple times for the total number of responses to speed up entry. Click in the first Answer Text field and tab through completing all fields. As you build your questions, keep in mind that you want your staff to be able to enter an answer to all questions in the program. Be sure to give them a not applicable or not received type of response on multiple choice questions. Additionally, you may want to use the List of Values instead of Yes/No sometimes, if you need to have a response for not applicable or if you want them to specify after selecting yes or no. SM Assessment Setup Revised 6/7/18 8
Assigning Service/Problems to Question Responses: List of Values, Multiple Check and Yes/No questions can have services or problems linked to the available answers. When you complete an assessment on a resident, use the Service Plan Wizard or Care Plan Wizard for the program to generate a list of Recommended services or problems based upon the resident s responses on the assessment. By assigning a specific Service Type or Problem to an answer in an assessment, when the resident assessment is entered, you will be able to generate a list of suggested services or problems. This allows you create a Service Plan or Care Plan that correlates with the completed assessment. To link a service type to a question response, double click in the Service column or click on the row to bring up a menu. Select Create Service Plan from the menu. The Assessment Service Plan screen will open. SM Assessment Setup Revised 6/7/18 9
The Question and Answer are shown in the Assessment Question Section at the top of the screen. The Service Plan/Care Plan section at the bottom of the screen is where you link the Service Type or Problem and default settings. Link to Service Type will default. Type in a few letters of the service type and press the tab key or click on the choice list to bring up a shortened list of services or click on the choice list to select the service type. Minutes: The minutes of service pull from the service type master setup list. You can adjust these minutes if you need too. Set Recurring Task: If this task would be completed at least daily for most residents, it is recommend to set the recurring task to daily. Click Set Recurring Task. For services that are performed less frequently, assign the frequency on the resident service plan. SM Assessment Setup Revised 6/7/18 10
The Scheduling Detail window will open. Daily every 1 day(s) will default on the right side of the screen. Click Save. Service Times: Add default service times if desired. Service time codes can be used by clicking on the drop down to select. SM Assessment Setup Revised 6/7/18 11
Select Record Items: Click on the button to select record items. Mark any items that would need to be recorded along with this service. Equipment Needed: Add if indicated. Click on the lookup to select from the list. Link to Problem: To link to a problem instead of the service type, click on the radio button next to Link to Problem. Click on the choice list to select the problem or type a few letters of the desired problem first. Select the desired problem and click Select. SM Assessment Setup Revised 6/7/18 12
Once the Service or Problem has been linked, click Save. Repeat these steps to assign services to additional answers for this question. You can modify a linked service type by double clicking on the question line or by clicking in the Service column. Delete Answer: Click to remove the entire answer from the question. Modify Service Plan: Click to edit the Service/Care Plan information. SM Assessment Setup Revised 6/7/18 13
Delete Service Plan: Click to remove the Service/Care Plan setup for this response. Note: You can link or modify Service Types and Problems after the assessment is created. Access this from the Assessment Questions or from the Assessment Type setup screen. Example of question with scores and linked services/problems: Click Save to return to the master list of assessment questions. Once you have completed the entry of your questions, close out of the assessment question. Assessment Type: This is the area where you will build your assessments from your library of questions that you created under Assessment Questions. You can easily add additional questions and edit typos on an existing assessment. You are able to modify existing assessments if at some point you decide a change in the assessment is needed. All changes are stored, so that assessments completed prior to the change will print the version from when they were created. If the structure of a Question or an Assessment Type has been edited, the responses in edited questions will not pull forward to the first assessment after the change. Correction of spelling will not impact pull forward. Note: It is recommended that after you create a new assessment, you enter 2 or 3 assessments on residents to ensure that the questions are setup correctly and in the order that you want. If you find that you need to make changes to a new assessment, it is recommended that you delete the completed resident assessments of this type and then make changes to your assessment question or assessment type. SM Assessment Setup Revised 6/7/18 14
To access, click on File Setup Assessment Type Open. Click on New to add or double click on an Assessment Type to open the record for review or editing. The Assessment Type entry screen will open to the Question List tab. SM Assessment Setup Revised 6/7/18 15
Code, Description, and Community: Type Code: Use an abbreviation for the assessment. Assessment Name: Name of the assessment. This will be the title on the printed assessment. Level of Care Assessment: Check the box if this is your assessment to determine the resident s level of care. Inactive: Check the box if this assessment is no longer used. State Form: This option is only enabled by Eldermark Staff. Once selected, the Assessment Type Questions and Section/Points Headers used on the Assessment Type can only be edited by Eldermark Staff. All Communities: Select All Communities if all communities should have access to this Assessment Type. Any new communities added to the database will be given access to this Assessment Type. Note: If your assessments are not Shared, you will not see the All Communities / Shared Communities options. To specifiy Selected Communities for an assessment, remove the check mark from All Communities. Selected Communities: When the check mark is removed from all Communities, the Selected Communities field becomes available. SM Assessment Setup Revised 6/7/18 16
Use the Add and Del button to edit the Selected Communities. Note: Once Assessments are Shared, they cannot be changed back to Separate. This option is no longer needed since you will be able to specify the Assessments for each Community. Questions selected for this Assessment Type: The top portion of the screen is for the assessment questions selected for this assessment. #: The # column will contain the number of the question. Note: The numbering sequence restarts in each point section. Description: This is the description from the assessment question. Question Text: This is the question. Decision: Y will be displayed if that question contains a decision question. Type: This is the question type you selected when adding the question. ID: System generated ID for the question. SM Assessment Setup Revised 6/7/18 17
Grand list of Questions from Assessment Questions Setup: Sort on the Description column to group the questions added for this assessment. Highlight the question and click Copy Up or highlight, drag and drop it on the question list. It is helpful to move them in the sequence that you wish them to be asked on your assessment. Adding Point Sections (headings) prior to moving up the next set of questions is also helpful. If you happen to make a mistake in the order, simply click on the question and drag the question into the correct location. Once the Assessment Type is saved, the Assessment Type Code cannot be changed. Sections Points/Headers: These are used to establish maximum point limitations for a group of questions. For example if you have a group of questions that could have a total of 20 points, but you want this section of the assessment to be limited to a maximum of 10 points, use this feature. Point Sections can also be used as headings. When adding the assessment questions, click on the Add Header button to add a header in line with the questions. Enter the next Section Points/Header description and click Save. SM Assessment Setup Revised 6/7/18 18
The Header will be added to the question list. The header will also be added to the Section Points/Headers tab. When using them for headings, leave the max point field blank. They can also be added from this tab and placed in the correct location of the assessment on the Question List screen. Click Add and enter the Point Section Name and Maximum Points. The point section description will then display on the question list. These print on a blank assessment and a completed assessment above the group of questions centered on the report and in bold. The easiest way to use a point section is to add them when you need a new section on the assessment, then you will not have to insert questions between them later. You can drag and drop sections to move them into the correct location on the assessment list if you create all of your headings at once. SM Assessment Setup Revised 6/7/18 19
Example of Assessment Type with Point Sections used as headers: Scheduling Tab: This feature allows you to establish the frequency that each assessment type is due. This must be setup for an assessment type to pull to the Assessments Due Report. Enter the Number of Days/Months in the first column. Then select Days or Months in the second column by clicking on the drop down. Select Since What Admission or Last Assessment by clicking on the drop down. Complete Repeat select Once or Repeat Indefinitely by clicking on the drop down. In the example below, this assessment is scheduled to be completed on the day of admission, then 14 days after the first assessment, then every 180 days after that. Assessment Scheduling Options: To configure Assessment Scheduling based upon the Resident s Care Level, you will need to add a question to the assessment for the Care Level. This question should be a List fo Value type answer. There is a maximum of 3 scheduling patterns and therefore 3 responses that can be configured. Once the question is added to the Assessment Type, check 'Select the question that determines the Care Level Group' and click the drop down. A list of questions from your assessment will populate. Highlight the question regarding care level that you created, and click Select. That question will pull to the box below shown in the orange box. SM Assessment Setup Revised 6/7/18 20
Once the question is selected, you will be able to assign the responses that determine each Care Level Group. Click the dropdown to select the response that determines the Care Level Group, the list of available responses will be specific to the question selected. This is shown in the screen shot below: Once the Assessment Scheduling Question is configured, the tabs for Care Level Group B and Care Level Group C will be available underneath the scheduling tab. Now each Care Level can be assigned it s own scheduling as needed. Click on each tab to configure the scheduling pattern for the Care Level. Change of Condition: If your community requires a reassessment earlier than the normal assessment when the resident has had a change of condition, you will need to add a Change of Condition question to the assessment. The question type should be Yes/No. Once the question is added to the Assessment, click the dropdown to select. SM Assessment Setup Revised 6/7/18 21
Enter the number of days for the reassessment. Change in Service Plan: To add unique scheduling based on a change in service plan, first add a question to your assessment that asks Is this assessment being completed due to change in service plan? This should be a yes/no question. In the lookup field next to the section that reads Select the question that you created that determins a change in Service Plan, choose your Yes/No question that you created regarding change in service plan. If the response is yes, Schedule <select the Assessment> in XX days with no repeating pattern. In this section select the assessment lookup button to who all active assessments for the community. Choose the Assessment that you d like to become due if the Service Plan has changed. Then, in the 0 days section, enter the number of days you would like that triggered assessment to be due in. The selected assessment serves as the next assessment in the scheduling pattern for <Select The Assessment> Select if the previous assessment replaces an assessment in the scheduling pattern for another rassessment type. This option will default to be unchecked. To utilize it, just check the box, and select the assessment you d like to replace the next scheduling for in the dropdown menu. Exclude from Scheduling Pattern: Residents can be excluded from the Assessment Due report and scheduling of an assessment using this section. You can exclude them by Care Level or by Unit Product Type. You can also exclude all residents not receiving Clinical Services. By Care Level: Click add to select a Care Level from your Care Level choice list. You may select as many as you would like to exclude. Residents with these selected Care Levels will be excluded from the scheduling of this assessment, and in turn, will not show up on the Assessments Due Report for this Assessment. By Unit Product Type: Click to Select Unit Product Types to exclude from scheduling. Residents in Units with these selected Unit Product Types will be excluded from scheduling for this assessment, and also be excluded from the Assessments Due Report. SM Assessment Setup Revised 6/7/18 22
Residents who are not receiving Clinical Services: When selected, it will exclude all residents without an active Care History record from scheduling for this assessment. Note: Residents may have completed assessments of this type, but should only be included if they have an active Care History. The Assessment may be completed at any time of admission to determine needs, but would only be completed again if they receive clinical services OR a resident may receive clinical services for aperiod of time, improve, and no longer receive them. The Care History is entered on the Resident s Services Tab. An active Care History is a record with a start date and no end date. Care Level Packages: Set this up if your care levels are determined by a point range. When Care Packages are assigned to an assessment, the resident s level of care will print on the completed assessment. The Care Level Packages setup can be shared by All Communities or specific to each Community. The packages can be configured for Private and Medicaid. There is also an option for configuring LOC Add On packages. The default setting for Care Level Packages is All Communities. If you use different Transaction Types for Care Level Packages at some of your Communities, remove the checkmark from All Communities on the Care Level Packages tab to configure the Care Level Packages for each community. Note: If you remove the checkmark, each Community will need to have the Care Level Packages configured. You can configure all communities without switching communities. SM Assessment Setup Revised 6/7/18 23
If you change from Separate Care Level Packages to All Communities, the settings for each community will be deleted. There is a warning prompt. If you checked All Communities in error, select 'Stop'. When the checkmark is removed from All Communities, the Configure Care Level Packages for field becomes available. The community you are currently logged into defaults into the selection. Click the drop down to select a different community. Assisted Living and Memory Care: If you use the same Care Level Packages for Assisted Living and Memory Care, you will only need to configure the packages on the Assisted Living tab. Enable Separate Care Packages for Medicaid Residents: Select this option, if you use different Care Level Packages for Private and Medicaid Residents. Private and Medicaid Tabs: If you use the same Care Level Packages for Private Pay and Medicaid Residents, you will only need to configure the packages on the private tab. SM Assessment Setup Revised 6/7/18 24
Note: There is a Private and Medicaid tab on both the Assisted Living and the Memory Care tabs. Note: To open the Medicaid tab, you must Enable Separate Care Packages for Medicaid Residents. Point Range Start: Enter the Point Range Start value. The first row requires the Point Range Start to be 0. Point Range End: Enter the Point Range End value. Note: The Point Range End is used on the Level of Care and Resident Service Variance Reports. LOC Add On: The LOC Add On is used in instances where there is an additional fee beyond the highest Care Level Package based upon the Assessment score. In this instance the Resident will be billed for 2 Care Level Packages, the primary care level + the LOC Add On. If the LOC Add On packages are for a single point, you must check LOC Add On before entering the Point Range End Point. The LOC Add On select also indicates that the Assessment Reports should have Primary Care Level + LOC Add On Care Packages on them. Note: If you remove the checkmark from All Communities in the Care Level Packages section, the package setup previously entered is removed from all communities except the community you are currently in. Each Community will need to have their configuration completed separately. Assisted Living vs Memory Care Question: Use the choice list to select the question that determines whether the resident is Assisted Living vs Memory Care. Note, the question selected must be a Yes/No question. Use the radio button to indicate which answer specifies that the resident is Memory Care. Points: You must set these parameters if you want to use the Level of Care Report. Enter the Points Qty and the Units Qty. SM Assessment Setup Revised 6/7/18 25
Click on the drop down to select the Units Type. Examples of Setup: If one point on your assessment equal one Minute/Day, then your setup should be: If one point on your assessment equal 60 Minutes/Week, then your setup should be: If 15 points on your assessment equals one Hour/Day, then your setup should be: Billing Points: SM Assessment Setup Revised 6/7/18 26
Configure per point rates to populate the Assessment Billing Points Report. This report will calculate the billing rate based upon assessment points for those who bill services on a per point rate. Note: The Assessment Type must be marked as Level of Care Assessment to be included on the report. All Communities: Select All Communities if the Per Point Rate is the same for all Communities that use this Assessment Type. If All Communities is not selected, the Community in Configure Points for will default to the current Community. Use the lookup to select another community to configure. Current entries will be saved when a new community is selected. You can also view the configuration for other communities in your database by selecting a different community. Points: The rate entered is the per point charge used for billing. The Assessment Billing Points Report will use this value to calculate the resident s rate. If the rate changes, add a new line to maintain the accuracy of historical reports. Transaction Types: Select the Transaction Types used for Billing Points. The selection will set the Resident Monthly Charges to include on the Assessment Billing Points Report. If the rate varies by community, then remove the All Communities check. Anything entered in Points and Transactions will be cleared. The selected Community will default to the current Community. Configure the Points and Transaction Types for the current community. Then change the selection to configure for the next community. Repeat until all communities have been configured. If you have set up individual communities and click All Communities, the following alert will be displayed: Logo: Select the radion button to select to display the Communtiy logo, State logo, or None. Note: The Community logo is added on the Community Address tab located in File Setup Community. The State logo is added on the Community Clinical tab in Assessments located in File Setup Community. See SM Chapter 02.0 Clinical Demographic Setup manual for more detail. SM Assessment Setup Revised 6/7/18 27
Reports: There are also three reports in Service Minder that will compare the residents assigned level of care to the recommended level of care. Recommended Monthly Charges: This report compares the score of locked assessments and the package assigned to that score on the assessment to the Resident Care Package on the Monthly Charges screen and reports discrepancies. To use this report, you can only have one assessment marked as the Level of Care Assessment. Resident Service Level Variance Report: This report compares the resident s assigned care level point range to their confirmed services and reports variances. You can only have one assessment marked as the Level of Care Assessment. Level of Care Report: This report compares resident service time confirmed for analysis of appropriate care level. Assessment Service Plan/Care Plan: To access, click on File Setup Assessment Service Plan/Care Plan Open. The System Setup Assessment Service Plan/Care Plan listing screen will open. This listing provides an area to view all of the assessment answers that you have linked a service type or problem to. You can edit the service/care plan information under each answer here by double clicking on any line. Assessment Reports Requiring Setup on the Assessment Type: To be able to print the Assessments Due, Level of Care Report, Resident Service Variance Report and Recommended Monthly Charges Report you must complete the setup items discussed previously in this manual. SM Assessment Setup Revised 6/7/18 28
To print assessment reports, click on Reports, select Assessment Reports and the following menu will open: The Recommend Monthly Charges and Assessment Billing Points Reports are found under the reports menu. Assessments Due: This report pulls from the scheduling criteria set up on the master Assessment type and calculates when the next assessment of each type is due. Assessments Due Sample: Level of Care Report Setup and Sample: Select Level of Care Report. The first time you run the report, you will need to determine the remaining setup options. Click Configure. SM Assessment Setup Revised 6/7/18 29
The Level of Care configuration screen will open. Use: Mark Use Actual Minutes if you want to view the report on confirmed time. Mark Use Standard Minutes if you want to view the report on scheduled time. Show Time in: Options include Minutes, Hours (HH.xx) with minutes calculating as decimal (for calculating totals in Excel) or Hours (HH.MM) and actual minutes. Average Used time as: Times on the report can be shown in average Daily, Weekly or Monthly. Note: This setting should match the time frame you selected in the Units Type setup on the assessments. If you selected minutes or hours per day, then select Average Daily. If you selected minutes or hours per week, then select Average Weekly. If you selected minutes or hours per month, then select Average Monthly. Exclude Residents in IL Units: When selected, residents in units with IL Product Type will not be included in the report. Include Assessment Column: When selected, the Assessment column will be displayed. Include Product Type Column: When selected, the resident s current Unit Product Type will be listed in this column. A Product Type filter will be available on the report. Include Unit Station Column: When selected, the resident s current Unit Station will be listed in this column. A Unit Station filter will be available on the report. SM Assessment Setup Revised 6/7/18 30
Level of Care Report Sample: Resident Service Variance Report Sample: SM Assessment Setup Revised 6/7/18 31
Recommended Monthly Charges Sample: Assessment Billing Points Report Sample: SM Assessment Setup Revised 6/7/18 32