Documentation Plan Overview

Please refer to the attached video tutorial Overview on Documentation Plans within the Dial-N-Document system

Documentation Plan General Notes:

• Documentation Plans are used to configure what information is collected via telephony visits and how the information is collected
• Documentation Plans are always assigned to an active Call Plan
• Documentation Plans can be created for an individual client as well as Client and Employee Groups
• People watching this video should be familiar with how the Call Plans operate within the Dial-N-Document system
• Refer to the Call Plans tutorial for more information

Topics Covered Include:

• Creating a new Documentation Plan
• Editing Documentation Plans
• Disabling existing Documentation Plans

To create a new Documentation Plan

• Navigate to Admin>Documentation Plans
• Search for the Call Plan that you want to use within the Active Call Plans window
• Note - Selecting a Call Plan will show what Documentation Plans are set up for it within the Active Doc Plans window
• Locate the Call Plan that you want to work with click Add New at the top of the Active Doc Plans window

Plan Name:

• Give the plan a name that you can remember
• This typically has something to do with the tasks that you are assigning or the time that they will be used

Code Type:

• Code types are used to separate the Documentation into specific types giving the caller a better experience

For Example:

Creating two Documentation Plans with codes first as "Tasks" and then creating a Doc Plan that addresses "Vitals" will make the system give the user two separate prompts 

Mode Types:

• Mode Types determine how the caller will indicate the services that are performed during a visit
• You can mix the Mode Types by creating two Documentation Plans, first for Dymanic, and then for Static
• When you create a Dynamic Plan and Static Plan connected to a single Call Plan, the system will first prompt the caller to enter the task codes dynamically, and then ask for any tasks that are on the Static Plan that were not entered by the caller

Dymanic:

• Dynamic will require the caller to enter the specific code numbers associated with the various services that are performed during a visit
• For this type of Documentation Plan, you must ensure that your callers have a list of tasks or services with an associated code number ready when they call in.  This way they can easily enter the codes.
• See the tutorial on Dynamic Documentation Plans for more information

Static:

• Will ask the caller to respond to a specific code or question
• These options must be setup by the Dial-N-Document Support team prior to setting up your Documentation Plans
• It must be ensured that your task codes are transferring from your Payroll, billing, and Scheduling software and that you ahve reportings for each task
• Your scheduling software may have an interface available to automatically send client care plans which will assign tasks based on the care plans that are assigned to the clients within the scheduling software
• Responses for Static tasks can be setup as:
  • Yes or No
  • Yes, No, or Refused
  • Yes, No, Refused, and Refusal Reason
• See the tutorial on Static Documentation Plans for more information

Call Type:

• Used to determine when the caller will be prompted to enter the codes
• Start, End, Continuation, and All calls can be chosen

Require Codes Checkbox:

• When checked, it will require that at least one code be entered on the Documentation Plan
• Only available for Dynamic Mode Type plans

Optional Plan:

• Allows you to create different Static Plans for the same call plan

For example:

• • If the client receives more than one visit per day and you would like specific task codes to be documented during the morning visit versus the afternoon visit
  • You would create an "AM" Doc Plan and a "PM" Doc Plan
• Both need to be Static
• Optional Plan should be checked on both
• Once the tasks have been assigned, you should hit the Print icon next to the text "Customize Your Codes" on the second page of the Static Documentation Page
• The report that you create will show a printout of the selected tasks, and they will have a Plan Number for the Documentation Plan that you are creating.  Note this Plan Number
• The system uses this Plan Number to identify the specific Documentation Plan and its associated tasks
• If the Optoinal Plan checkbox is selected, the system will prompt the caller to enter this Plan Number before proceeding with their documentation
• Once the caller identifies which Plan Number they want to use, the system will prompt the caller with the appropriate prompts

Validate against Discipline

• Only enabled when creating a Dynamic Documentation Plan
• The system will prevent the caller from entering a code that is not valid for thier discipline

Validate against Static Doc. Plans

• Not necessary when using Dynamic Codes with Static Backup
• Checkbox will assure that the caller doesn't use any codes that are not on the Static Documentation Plan

Verify Employee Response

• If this checkbox is checked, the system will repeat the codes that were entered and ask the caller if they are satisfied with the entry amount before proceding
• Can be used if the system is collecting Mileage amounts or times for breaks

Disable the Plan

• If at any time you want to disable a Documentation Plan, you can select this box and click finish
• The plan will stay within the List of Active Doc. Plans, but it will be Greyed out indicating that it is disabled