HCSIS Frequently Asked Questions
Health Care Record (HCR)
What does ‘No HCR in System’ mean?
How do I add new information into the consumer’s Health Care Record?
Why can’t I update the HCR [HCR Update hyperlink is not available]?
In the HCR update, how do I indicate that an individual has no allergies?
The individual’s address is wrong – How do I change it?
What is the purpose of the Follow-up functionality?
Why are there only 2 insurances listed?
 
HCSIS Frequently Asked Questions
Health Care Record (HCR) 

The process for creating and editing Health Care records has been improved and is more user friendly. The redesigned process is modeled after the existing design for Incident Management.

Note the following changes:

In general, the HCR data entry screens have not changed, with the exception of the   Snapshot screen, which is now called the 'Verification and Finalization' screen.
Access to the HCR remains the same, with two types [Provider] of user access:

        HCR Data Entry role – Data entry only
        HCR Supervisor role - Data entry and finalize 

A new HCR switchboard screen provides access to data entry screens...
Clicking on the ‘Create a New HCR’ button will allow the user to create a new HCR.
The initial HCR Search screen will list all open and closed HCRs, [if there are       prior Health Care records] for the selected individual.  

	
Individual Information: 	
Name: SHAMMAS, TEST 	
Gender: Female 	
SSN: XXX-XX-9999 	
DOB: 01/20/1969 	
ISP Date: 	
Area Office: Berkshire 	

	

HCR ID	Description	Status	Finalized By	Finalized By Organization	Finalized Date	
125020	 	 	 	 	 	

Again, a new HCR switchboard screen provides access to data entry screens.
The list of finalized HCRs will allow the user to see HCRs that have been saved and finalized on a given date. 
When a new HCR is finalized, the switchboard will display the Health Care record as ‘Closed’; however the ‘Closed’ record will be viewable as a read-only record.

Individual Information: 	Name: LI, PHILLIP 	Gender: Male 	SSN: XXX-XX-5543 	DOB: 11/06/1965 	ISP Date: 01/03/2010 	Area Office: New Bedford 	
HCR ID	Description	Status	Finalized By	Finalized By Organization	Finalized Date	
9585	 	Open	 	 	 	
9569	TESTING	Closed	BOONE, ALBERT	SC - Worcester	2/25/2010 3:17:09 PM	
9475	TESTESTESTETSEAT	Closed	BOONE, ALBERT	SC - Worcester	12/23/2009 10:52:04 AM	
9472	TEST	Closed	HCSISFOUR, LARRY	New Bedford	12/9/2009 2:09:02 PM	
9463	TEST	Closed	BOONE, ALBERT	SC - Worcester	12/9/2009 2:03:34 PM	
9457	TEST	Closed	BOONE, ALBERT	SC - Worcester	12/3/2009 11:42:21 AM	

Clicking on a HCR ID with an “Open” status will display the ‘In-Progress’ Health Care record.
Clicking on the ‘In-Progress’ hyperlink, will allow the user to continue adding new information and then, finalize the HCR.
Again, clicking on a ‘Closed’ record will display, [read-only], all previously recorded information.

Individual Information: 	Name: SHAMMAS, TEST 	Gender: Female 	SSN: XXX-XX-9999 	DOB: 01/20/1969 	ISP Date: 	Area Office: Berkshire 	

HCR Printable Summary	
HCR Printable Form	
HCR Condensed Printable Form	

Health Care Record	
 	Created 03/15/2010, In-Progress	
 	Last Updated On: 03/15/2010	
 	Last Updated By: 	

 -- An Alert will be sent to remind the residential provider that the HCR should be created and finalized 30 days prior to the upcoming ISP date. 
 -- All HCR and Dashboard reports have been updated to align with the new business process.
 -- HCRs that already have a snapshot will be considered finalized.

What does ‘No HCR in System’ mean?

This indicates that a Health Care Record for this individual has not been created.  To create the Health Care Record, select the ‘Create a New HCR’ hyperlink.

How do I add new information into the consumer’s Health Care Record?
  
Select QM>IM>HCR>HCR data entry and follow the instructions listed above.

Why can’t I create the HCR [HCR create hyperlink is not available]?
There are a number of reasons that this might happen.  One way to determined if your Agency has create or edit access to a consumer is to run the HCR Status Report; among other aspects of this report, there is a column that defines edit access:

If your Agency is listed, you should have the ability to create or add to an In-Progress Health Care record.  If you continue to have access problems, please contact the DDS Customer Service desk at 866-367-8163.
When calling the DDS Customer Service, please provide the following information:

•	Provider Name
•	Name and login of the person initiating [Provider side] the create HCR.
•	Name of the consumer not seen for the create HCR.

In the HCR update, how do I indicate that an individual has no allergies?

Skip the screen and on the HCR Verification and Finalization page, select “None” when asked why you did not enter any allergies

The individual’s address is wrong – How do I change it? 

Information updates to the Basic Information screen in the Health Care Record.

The address for a consumer originates in Meditech and is passed to HCSIS; when there is a change of address in Meditech, the systems should [and do] update the information that exists in HCSIS.  This is also true for when there is a change to a new service Provider for the consumer.

However, if a record, as in some instances, [the HCR] already exists with an ‘old address’ or ‘old service provider’, neither the address or Service provider can be changed by the end user as these fields are read-only fields.

For example, a Health Care record was created before there was a change of address for the consumer and the fact that the HCR was finalized recently does not update the address record:

Health Care Record	
 	Created 01/02/2008, Finalized 02/18/2010	
 	Last Updated On: 02/18/2010	

To acquire the new address or new Provider information, the end user must finalized the current HCR record and then select ‘Create HCR’ for the consumer; that is, generate a new HC record.

This will cause any updated information that is contained in HCSIS to be captured in the new Health Care record.    If this problem continues, please contact the DDS Customer Service desk at 866-367-8163.  
What is the purpose of the Follow-up functionality?
 
Follow-up functionality is an internal link that allows the HCR user to keep track of information for which further “following up” may be necessary.  An example might be to record the specific date of an immunization or TB shot, as opposed to just recording the year.  The final screen in the HCR is the Follow up Summary.  This summary captures all of the follow up’s that have been entered anywhere in the HCR and provides a running list of them. 

Why are there only 2 insurances listed?
 
Currently, HCSIS retrieves only two insurances from MEDITECH [Medicare, Self Pay].  These fields, as well as two more additional insurance fields (four total), are editable (as of the March 2008 release)