Resources Adding New Staff

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Resources – Adding New Staff

Able to access using: Allscripts Homecare > Resources or by utilizing the Icon (looks like a man reading a newspaper)

Resources are a critical piece to running Allscripts Homecare and allow you to:

 Use the system as an Operator

 Generate many different types of reports and documents in the software

 Assign patients to resources

 Create a database of resources for the agency

 Document and enter services that resources perform

Resources are any entity that is not a patient or an insurance company Examples of resources:

1. Employees of the agency

2. Physicians with type of specialty 3. Clinicians

4. Contractors

5. Friends and Family 6. Facilities

a. Skilled Nursing Facilities b. Assisted Living Facilities c. Memory / Alzheimer’s unit d. Independent Living

e. Rehabilitation Facility f. Military Hospital g. Hospital

h. Hospice Inpatient Units 7. DME providers 8. Churches 9. Volunteers 10. Local companies a. Pharmacies i. Pharmacy – Compounding ii. Pharmacy – IV

iii. Pharmacy – Long Term Care iv. Pharmacy – Mail Order

Page 2 of 13 v. Pharmacy – Retail / Community

b. Coroners

c. DME and Medical Supplies d. Home Health Agencies e. Community Based Hospice f. Wound Care Clinic

g. Laboratory

1. Search for the Resource

Before adding any resource first search to make sure they are not already in Allscripts.

 To search for a resource click the yellow folder on the top Left of the screen. A search box will pop up and you can search by last name and first name. (you can search by partial of each as well)

 To narrow your search you can click on the Advanced tab and search from there as well. o Utilizing the Advanced tab allows you to search by:

 Status – Any, Active or Inactive

 Identifying Numbers: Federal Tax ID; State License; Social Security; UPIN; Provider Taxonomy; Facility NPI; Part B Provider; Other Physician / Provider; Additional Physician; Vendor / Employee; DEA; and Individual NPI

 Category: Any; Staff; Contractor; Family Member / Friend; Neither  Special Discipline: Pull by resource type

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 If you cannot find the correct staff member by searching, you will need to click cancel and proceed to add a new resource.

2. Add a New Resource

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 The following box will appear titled Add New Resource.

 Complete the add a new resource box, using Proper Case and not all capitalized letters, specifying: Sex (Male or Female), DOB, First Name, Last Name, Middle Name, Address, Resource Type, Status, Status Date, and Social Security Number (these are required fields for ALL staff resources).

 Name as it appears on their license

o You will have to verify their license to ensure you have their name as it appears on their professional license exactly. This will become their electronic signature when orders are generated.

o If the name on their professional license does not match the name on their social security card exactly you will need to contact the Corporate HR

Department. This will either affect billing or it will affect payroll and is a huge issue.

o When you verify the professional license, their license type or if there is a specialty (for their taxonomy code) is usually supplied as well, which will be added later in the adding a new resource process.

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 Adding an address is critical as it will need to be on many forms and documents. This is the employee’s home address.

o

 You will need to ensure you select the correct resource type

o Employees that are PRN or “casual” are classified as less than 32 hours, or Part time, and role is specified out by classification as well as discipline. See end for list of clinician roles.

 Status: Active

 Status Date: this is the date the employee was hired.

 Social Security Number: Enter New Employee’s Social Security Number

 UPIN: is not applicable

 Click Ok Zip is 9 digit with

the “-“ (ex: 12345-6789)

No punctuation will be used in

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 If the staff member you began creating is not selected already, click the yellow folder to search for that clinician (same search process as the beginning of this training

document).

 Open the HH New Staff Resource Workflow

 Basic Screen

o Any information you entered on the Add New Resource screen will auto-generate to here.

o Complete the add a new resource box, using Proper Case and not all capitalized letters, specifying: Sex (Male or Female), First Name, Last Name, Middle Name. o You will need to specify the Suffix/Professional title. (RN, LPN, PT, OT, ST, PTA,

etc.) for professional title however if their name on their professional license was John J. Doe Jr., PT, then Jr., MD would be included in the Suffix/Professional title space.) You have the ability to add in all of their professional titles in the suffix field.

o

Remember, the name entered has to match the Professional

License exactly. This will become their electronic signature when orders are

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 Address & Phone

o You will need to review the address information you entered on the Add New Resource screen.

o Description: You will need to specify what type of address (Street, Mailing, etc.)  You can also specify one for home address and one for office location o Address: NO PUNCTUATION

 Enter the Street number and Street name in Address 1  If there is an Apartment or unit number enter in Address 2

 Zip must be full 9 digit zip code with the “-“ between the first 5 digits and before the last 4 digits. Use the USPS.com zip code lookup or if it not found on USPS.com ask the new staff member you are creating.  If you need to add an updated address for the staff member

 Click Add New… (below the Address & Phones tab)

 Enter in all information for the second address following directions above (make sure the description of the address is correct)

 Mark the updated address as active.

 There can only be one active address at a time.

 Remember this must stay updated as this will be the information that was once contained in your paper personnel file.

o Review the mailing label (Blue Box) to ensure that all information you entered is correct.

o Email: This is their MSA Email address

Page 8 of 13 o Phones: If there is not a place to enter in phone number, Click the add a Row

button on the right side of the screen in the phones section o All phone numbers must include the “-“ (ex: 123-456-7890) o To add additional phone nubmers click the add a row button

 Work:

 Click in the space under type on the new row and select Work from the drop-down list.

 In the number space type their ten digit work cell phone number  Home:

 If the new employee provides you with a Home phone number for them this can be added however DO NOT add in as a home

phone.

 Add a row

 Click in the space under type on the new row and select Other

 In the number space type their ten digit home phone number

 In the space under Ext type “HOME”

 Roles

o Location Administrator, Location Human Resources and Corporate Human Resources are the only people who can see all information for employees. o Employees that are PRN or “casual” are classified as less than 32 hours, or Part

time, and role is specified out by classification as well as discipline. See end for list of clinician roles.

o Employees that are classified as salaried office staff RN but also do visits after hours or on the weekends for which they are Pay Per visit, those employees must also be entered in as RN Part Time in Roles tab, (Click Add New on top left to add additional role)

Page 9 of 13 o Resource Type: Populates from the Add a New Resource screen

o Can Be Assigned Tasks: Make sure this is checked

o Status: Populates from the Add a New Resource screen (Make sure Active is selected)

o Employment Date: Date of Hire. This populates from the Add a New Resource screen

o Termination Date: Will be the termination date if an employee leaves the company or is terminated.

o Reasons for leaving: will state reason for employee discharge o Branch: Must specify the employee’s Primary Branch.

o Team: If agency has teams that are designated, the team the employee is assigned to is specified here.

o Default Service code: for role PT, OT, ST, PTA, COTA, RN PPV and LPN PPV are assigned to default code of H300 – Routine Visit. MSW defaults to default code of H210 – evaluation Visit.

o Default Service Duration: Leave Blank

o Need to verify that all of this information is correct

o Federal Tax ID is Not Applicable

o Specify State License Number – State and then license number

o Social Security Number will populate from Add a New Resource screen o UPIN is not applicable

o Provider Taxonomy is specified on the License Verification. o Department: This field remains blank

o Additional Physician is Not Applicable

o Employee: this is their payroll number, NOT THEIR ALLSCRIPTS ID NUMBER o Point of Origin Code: This field remains blank

Page 10 of 13 o Renewal Month: You must enter the month in which the selected resource must

renew certifications, enter the number corresponding to the month. For example, January is 1, June - 6, and December - 12.)

o Payroll Workday: Currently leave blank

 Qualifications:

o This is where we will specify information specific to the employee:  speaks any languages other than English

o You can specify whether they are afraid / allergic to dogs / cats

o Allergies / sensitivities – Allergic or Sensitive to cigarette smoke; perfumes or lotions

o Qualifications

 ST – DPNS; VitalStim

 OT – Compression Stockings; Fabrication of Orthotics; Certified Hand Therapist

 PT – Compression Stockings; Enema; Staple Removal; Suture Removal; Wound Care; Certified Hand Therapist

 PT/PTA – TENS unit; Ultrasound;  PT/RN – Fingerstick PT/INR

 RN – Drainage Catheter; Implanted Venous Access Device; Intravenous Medication Administration; PICC line; Multi-Layer Compression Dressing; Nasogastric and PEG Tubes; Negative Pressure Wound Dressing; Ostomy Care; Trach care and Suctioning; Venipuncture;

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Page 11 of 13  Certifications: Certified Diabetic Educator; Certified Foot Care Nurse;

Certified Wound Care Nurse; Chemotherapy Certified; Lymphedema Certification; and Wound Ostomy Continence Nurse

o Select qualification area on left side o Then click drop-down box on right

 Notes: Free text in additional information about the staff member in this block

 Credentials:

o This is the HR piece of the resource – Medical and Personnel files, Certifications, ID Documents, 90 Day Evaluation, Annual Performance Evaluation, PPD Records, Annual Competency Assessment, CPR, Professional Licensure Information; etc. o Make sure you are entering the credential for the correct role if the employee

has multiple roles. You will need to put in the credentials on each role if they have multiple licensed roles. Ex: if employee is Salary RN and Part Time RN for weekend/on-call you would have to enter the credentials for each role

o Credential: Select appropriate credential/license type

o Effective Date: Date credential/license is effective (exact date of issue from license)

o Expiration Date: Date credential/license expires (exact date from license) o License No: Exact number from credential/license

o Institution: Name of institution of where information was granted: (exact licensing institution from license) Free text type

o Verified Date: Date credential/license was verified (should be today’s date) o Verified By: Select resource that verified the credential/license.

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List of Clinician Roles

 1A – Salaried RN  1B – RN Full Time  1C – RN 32 Hour  1D – RN Part Time  1E – Contract RN  1F – Administrative Staff RN  1G – LPN Full Time  1H – LPN 32 Hour  1J – LPN Part Time  1K – LPN Part Time

 2A – Psych RN Full time

 2B – Psych RN 32 Hour

 2C – Psych RN Part Time

 2D – Contract Psych RN  3A – Salaried PT  3B – PT Full Time  3C – PT 32 Hour  3D – PT Part Time  3E – Contract PT  3F – Administrative Staff PT

 3G – PTA Full Time

 3H – PTA 32 Hour

 3J – PTA Part Time

 3K – Contract PTA  4A – ST Full Time  4B – ST 32 Hour  4C – ST Part Time  4D – Contract ST  4E – Salaried ST  5A – Salaried OT  5B – OT Full Time  5C – OT 32 Hour  5D – OT Part Time  5E – Contract OT

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 5F – COTA Full Time

 5G – COTA 32 Hour

 5H – COTA Part time

 5J – Contract COTA  6A – MSW Full Time  6B – MSW 32 Hour  6C – MSW Part Time  6D – LBSW Full Time  6E – LBSW 32 Hour  6F – LBSW Part Time

 7A – Aide Full Time

 7B – Aide 32 Hour

 7C – Aide Part Time

 8A – RD Full Time  8B – RD 32 Hour  8C – RD Part Time  8D – Contract RD  AD – Administrator  DP – Discharge Planner  HR – Location HR  LB – Location Biller  MK - Marketing