Fiscal/Billing Workgroup

Mental Health Mode 5 / Mode 10 Work Process

Review

February 24, 2010

Applying Current Work Process to Avatar

Introductions

Anne Okubo – San Francisco Deputy Financial Officer

Maria Barteaux – CBHS Billing IS Projects Director

Peter Merna – Netsmart Project Manager

Karen Hulseman – Netsmart Business Analyst – Billing

Background on Avatar

• CBHS will be implementing a new patient billing and

clinical system in July 2010.

• Avatar will replace Insyst, ECura and Clinicians Gateway.

• Two primary actions in the 1st phase:• Build the eligibility and billing components.

• Build the clinical assessment, treatment plan and progress note

components.

Fiscal/Billing Workgroup

• The Fiscal/Billing workgroup has built dictionaries to

complete data fields that will be used in Avatar to bill

services, collect state reporting, and demographic

/utilization information.

• The purpose of this session is to review the current

workflow process in Mental Health outpatient clinics and

adopt to Avatar system.

• These sessions are not end-user training or final product

demonstrations of the Avatar system. These sessions are

to review system as end users will be accessing.

Concepts to consider

• Real Time Data Entry:

• Effects on physical office layout

• Retaining privacy & confidentiality to meet HIPAA standards

• As we work thru the workflow process

• Think about these concepts

• Work within your organization to problem solve

MH Workflow to Avatar process

• Code sets and File Builds done

• Data entry screens are complete

• QA is now in progress

• What’s left to do?

• Bundle Screens for logical workflows

• Identify “Super Users”

• Testing Avatar system

• Users Training – April thru June, 2010

Discussion:

Workflow Process – Current Clinic Process

• Client enters the system

• Admission/Transfer

• Financial Eligibility

• Diagnosis

• CSI reporting

• Client exits the system

• Discharge

• Diagnosis Update

Discussion:

Avatar Options

• Necessity =

• Admission (Outpatient)

• Admission with Bed Management

• Emergency Contact Information

• Admission Referral Information

• Financial Eligibility

• Diagnosis

• Financial Eligibility Report

• CSI Admission

• Discharge

• Discharge (Outpatient)

• Optional (as required) =

• Transfer

Admission (Outpatient)

Admission

Emergency Contact Information

Admission Referral Information

Financial Eligibility

Financial Eligibility Report

Diagnosis

CSI Admission

Discharge

Discharge

Option Bundle Building

• Uniform work flow

• Help Desk Assistance/Maintenance uniform answers

• Staff familiarity moving within programs

• Faster data entry

• Less time looking/remembering where to go next

Calling all Super Users and Stakeholders!

If interested in becoming a Super User and to help with

parallel systems testing, please contact:

Maria Barteaux

Via E-mail: maria.j.barteaux@sfdph.org

Thank you for your participation!

CBHS Fiscal Billing Workgroup