WORK BASKET SETUP AND INSTRUCTION

To setup workbasket for associates, click on User Rules.

So to begin, let's go to the workbasket by clicking on “You have work basket items” in the top right corner.

Looking at the workbasket, you will notice three areas. At the top you will see “Action” and further down, you will have “Case Communications and Notifications”. We will start with the “Actions”. Each Action has a “+” sign to the left that when clicked on will expand to show workbasket items associated with that specific action. Here we have:

Accounts Receivable

Agency

Associate

Clinical Record

Patient

Referral Source

Referral/Admission

Scheduling

Work Basket

You can learn more about these Work Basket User Rules here: Work Basket Items.

Under ”Accounts Receivable” you have the following action items to the right of the screen. We will not go over every item but you will have this PDF to go by. Action Items do not fall out of workbasket until they are taken care of. You will notice to the right that there is a link under “name”. If you click on the link it will take you to the area where the item needs to be corrected. You can also click on the "edit pencil" to go to the area. You can run reports from each item as you see the “export” button to the top right. These can be exported in adobe or spreadsheet format.

AR Follow-up

EDI Billed Invoice Check

ERA 835 Received

Invoice Edit

Unapplied Cash

Under "Agency" you will find

Agency Data Correction

Under “Associate” you will find items that notify you when the associate is not compliant such as with things like their license may be expired, CPR training needed, etc.

Associate Compliance

Associate License Information

Incomplete Associate Information

Territory Assignment - No Associate Assigned To Territory

Clinical record items notify you that you have certs, orders, etc that need to be reviewed and/or approved. It will let you know that you have oasis records that are not locked. There are many types of notifications within workbasket that help to keep your agency running smooth.

Approval of Certification

Approval of Interim Order

Continue Services or Discharge

HIS Record Missing

HIS record not locked

Interdisciplinary Team Review Missing

OASIS record missing

Oasis record not locked

Oasis rejects from transmission

Pain Response Follow-Up

You can also tell that you have orders out that you need physician signature for or orders that need to be sent to the physician for signature. You will receive notification of upcoming recerts and a need to either recertify or discharge the patient. This helps you know when recerts are coming up so that you know who to hold case conference on.

Physician Signature Date missing I/O

Physician Signature/Date Missing Certification

Physician Visit Date Missing on Certification

Physician Visit Date Missing on Interim Order

Print/Mail Certification

Print/Mail Interim Order

Recertification or Discharge required

Therapy Utilization Check

Under EDI you have the following options:

Transmit HIS

Transmit Oasis

The items under Patient will notify you when you need to reverify the patients eligibility or if you have a patient that needs to be scheduled to have their initial visit.

DME Delivery/Return date missing

Eligibility Data Missing

Eligibility Re-Verification Required

Patient with no Services

Payer items are as follows:

Payer Data Correction

Referral Source items notify you that you have incomplete facility, referral source or physician information

Incomplete Facility Information

Incomplete Other Referral Source Information

Incomplete Physician Information

Physician License Information

Referral / Admission items notify you of missing information in a patients record, incomplete referrals, and incomplete payer data.

Activated Patient

Incomplete Referral

Incomplete Referral Information

Patient-Payer Data Incomplete

Scheduling items notify you that you have assessments that have been added but are not completed or completed and not approved yet. It will also let you know you have patients that have visits but an associate has not been scheduled to those visits yet.

Assessment Incomplete

Assessment Not Approved

Change Associate Schedule

Scheduling Assignment

Workbasket errors usually indicate that you have a workbasket item but you haven’t assigned anyone to get the notifications yet.

Work Basket Error

Case Communication is the 2nd area in the workbasket that we will discuss. It works differently than the Action Items. These are more like notifications. For instance if a note is added to an associates master file, it will notify you that you need to view the note. Same with the physician notes.

Associate Note

Physician Note

Notifications works pretty much like the Case CommunIcations. Accounts receivable notifies you of transmission errors, new admissions, referrals, non-admits, oasis warnings from transmission, patients discharged, placed on hold or care resumed.

Eligibility EDI Error

New Admission

New Referral

Non-admits

Oasis warnings from transmission

For Case Communications and Notifications, once you have reviewed these, they can be deleted by clicking on the checkbox to the left of them and clicking on “delete”.

If you allow the workbasket to get full of these type of notifications, it will slow your workbasket down tremendously. I recommend deleting them once you have looked at them.

You can change the default display screen to show only the group(s) of action items you want to work with every time you access your Work Basket. For example: You have access to every Work Basket action item. The default is “Accounts Receivable”. You want your default to be “Clinical Record”, “Patient” and “Scheduling” “action groups. You can change this default using the following path:

Select the You have Work Basket Items link from the menu bar

Select the Set Defaults link above the Work Basket items listing

Check one or multiple items that appear in Action Items pop-up screen

Select the SAVE button

This will change your display to allow access to only those action item groups that you checked every time you access Work Basket. If you changed the display and want to return to the original display, you will need to select the Set Defaults link, check the box next to the Action Items label and select the SAVE button.

You can identify individual tasks that you may be responsible for from a listing of all tasks that fall under a specific group or action item. For example: There are 50 incomplete Service Notes that appear in Work Basket. You started 15 of these service notes. You can change the Work Basket view to only display those 15 records that you need to complete/approve. To make this change, use the following path:

Select the You have Work Basket Items link from the menu bar

Check the box for "My Tasks" that appears above the Work Basket Items listing.

This will show Work Basket action items that are your responsibility.

The “My Tasks” feature will automatically display items that you started, but have not completed (i.e., Service Notes or if you are the last person to update physician orders, or other areas of the application that are not in a completed/approved status, etc. For example:

If you approve a physician order, the next step is to send the order to the Physician for signature. If your Work Basket Assignment provides you access to see this next step in the process, this will show up in your individual Work Basket as an open item as you are the last person to complete this record before it moves to the next step in the process. If you have an administrative associate that distributes orders to the physician, it will show in their Work Basket action items list if they do not check the “My Tasks”.

Depending on the action items, users may want to toggle back and forth between viewing “My Tasks” and all tasks (no checkmark).

You can now filter Work Basket records by an individual team assigned to patient encounter records. You can use this filter for the following action items:

Accounts Receivable group

AR follow-up

InvoiceEdit

Clinical Record group

All action events for this group

Patient group

All action events for this group

Referral/Admission group

All action events for this group

Scheduling group

All action events for this group

Additionally, you can filter Case Communication and Notification information by team for patient related information. Use the following path to access Work Basket:

Select the You have Work Basket Items link from the main menu toolbar

Select an “Action” group from the left side of the screen that you want to work with; if you want a specific “Action” item, select the “plus sign” to the left the “Action” group and then select the item from the list (i.e., Action group = Clinical Record, item = Approval of Certification)

To filter by team, select the appropriate team from the “All Teams” dropdown list that appears above the detail grid

If you want to work with Case Communications or Notifications select either one of them to display information for that area of Work Basket. Once you see that area of Work Basket display you can also filter the patient information that is listed by team.

Click here to learn more about Work Basket Items.

Now let's look at the User Rules and how to setup your associates workbasket.