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Powered By Software Solutions Associates, LLC

Operation

Manual

www.eResidentCare.net

Software Solutions Associates, LLC


7845 Brooklyn Blvd., Suite #203, Brooklyn Park, MN 55445 Toll free: 1-888-282-2475 ext. 1 Fax: 1-866-214-8702 E-mail: info@ssa-llc.net

erManual_0311 (rev03/11)

Table of Contents
Introduction 1 Logging In 1 Choosing your permission level 2 System Files Administration 2 Adding Locations / Editing Provider Information 12 Add a New Location 15 Entering Users 18 Permission Matrix 21 Home Page 23 Admitting residents into the system 25 Assessments 31 Admitting the Resident 36 Current Residents 38 Face Sheet 41 Kardex 41 Resident Admissions/Discharge 43 Physician Orders 46 Medications 49 Treatment Orders 53 eCharting 56 eMar 58 eTar 60 eDar 61 ePRN 62 eTask 64 eSchedule 66 eMedSetUp 67 Assessments 69 Care Plans 71 Care Plan Library 71 Resident Care Plans 77 Incident Reports 86 eNotes 87 eFile 90

eResident Care Operation Manual

eResident Care Operation Manual

Introduction

Welcome to eResidentCare. Our software is for Assisted Living Facilities that include Foster Care, Memory Care, Residential Homes. eResidentCare is the flagship product of Software Solutions Associates, LLC. Designed for Assisted Living our mission is to provide automation solutions for health care information systems for Assisted Living Facilities, Adult Foster Care and Resident Care Centers. Our software systems will handle your resident care tasks and administrative tasks easily and accurately. eResidentCare for Assisted Living is a true web based software solution using the latest programming technologies.

Logging In
Login Screen

The first time you Log into the program you will enter your User Name and Password given to you and click the Login button.

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Choosing your permission level


Permissions

(See screen below.) Click the down arrow to choose your permission level. Your permission level has already been assigned by the Administrator of the program. This system supports multiple facility locations which allows a User to have many Roles. Select your Role from the drop down. In most cases there will only be one level assigned.

Selecting Permission Level Role

System Files Administration

eResidentCare holds information about your resident that includes their insurance information, their physicians, their choice of hospital(s), pharmacies and funeral home. To help make the process more streamlined and easier when enter Resident information, system files such as Insurance Companies, Hospitals, Funeral Homes, Pharmacies, Users, System Care Plans are first built. These lists then become available when entering in your Resident information. To build the lists click the Administration menu and select one of the items. The illustration below shows the various system files that you will want to build. We will begin with Insurance Companies.

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Insurance Companies
To set up the Insurance companies that will be associated with your residents, click on Insurance Companies. This screen shows a grid where the Insurance Companies are listed.

To add a new Insurance Company click on the add icon

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Table of fields for Insurance Companies:


Company Name Provider Number Address Line 1 Address Line 2 City State

Required.

Not required. If you have a Provider Number for this Insurance Company enter it here. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. The comment field allows you to enter information that you want to keep about about this Insurance company. For example you might want to enter filing instructions on claims.

Zip Code County Phone

Phone 2 Phone 3 Fax Cell Phone Email

Comment

Click Save to save your information. Click Cancel if you do not want to save the information.

Hospitals
Many of the lists in eResidentCare under Administration are global lists, meaning that the hospital(s) may already be in the system and you do not have to add it. To find out if it is already in the system use the search functions. To search fill in one or all of the fields; Hospital Name, City, State or Zip Code, then click the Search icon. If it is in the system it will be listed in the grid. To enter a hospital click on the add icon .
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Entry Fields for Hospitals:


Hospital Name
Address Line 1 Address Line 2 City State

Required.

Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Required.

Zip Code County Phone

Phone 2 Phone 3 Fax Cell Phone Email

Click Save to save you information. Click Cancel if you do not want to save the information.

eResident Care Operation Manual

Funeral Homes
Like the hospital list, the funeral homes list is also a global list. You can use the search function to find out if the funeral homes are part of the list. If they are not found use the add icon to add funeral homes.

Entry screen for Funeral Homes

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Field requirements for Funeral Homes:


Address Line 1 Address Line 2 City State

Funeral Home Name

Required..

Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Required.

Zip Code County Phone

Phone 2 Phone 3 Fax Cell Phone Email

Click Save to save your information. Click Cancel to cancel without saving.

eResident Care Operation Manual

Pharmacies
Enter the pharmacies that your Residents will be using. This list is also a global list and your pharmacies may be already in the system. Use the search functions to find out if they are in the system.

To add a pharmacy click the Add New Pharmacy icon

eResident Care Operation Manual

Entry field requirements for Pharmacies:


Pharmacy Name Address Line 1 Address Line 2 City State

Required.

Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Not required. Required.

Zip Code County Phone

Phone 2 Phone 3 Fax Cell Phone Email

Click Save to save your information. Click Cancel if you do not want to save the information.

Physicians
Enter all the physicians that your residents will be using. This list is a global list and may already include the physicians. You can use the search function to search for physicians you will be working with.

If they are not found add them to the list by clicking on the Add New Physician icon

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Entry field requirements for Physicians:


Specialty First Name Required. Select from the drop down the type of physician this entry will be for. Required. Required. Not required. Not required. Social Security Number. This may be needed for insurance claims. Not required. Select from the drop down. Not required. Information will show on Face Sheet

Middle Name Last Name. SSN

Gender NPI#

Clinic Name

EIN

Not required. The National Provider Identifier (NPI) is a Health Insurance Portability and Accountability Act (HIPAA) Administrative Simplification Standard. The NPI is a unique identification number for covered health care providers. Covered health care providers and all health plans and health care clearinghouses must use the NPIs in the administrative and financial transactions adopted under HIPAA. The NPI is a 10-digit number. Not required. Employer Identification Number (EIN) is also known as a Federal Tax Identification Number, and is used to identify a business entity. This number may be required for insurance payment claims. Not required. A unique physician identification number, or UPIN, is used to identify doctors across the United States. UPINs are six-place alpha numeric identifiers assigned to all physicians. This number may be required for insurance payment claims. Not required. State Tax Identification Number. Not required. Not required. Not required. Not required. Not required. Not required. Required. Not required. Not required. Not required. Not required. Required.

UPIN

State ID

Address Line 1 Address Line 2 City State

Zip Code County Phone

Phone 2 Phone 3 Fax Cell Phone Email

To save your entry click the Save icon. To cancel without saving the entry click Cancel icon.

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Adding Locations / Editing Provider Information

To add your other locations select Providers from the Administration menu.

Your main facility will show on the grid. Click the Edit icon

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Entry fields to Update Provider:


Provider Name Federal Tax ID Medicare # NPI#

Enter your facility name.

This is your Federal Tax Identification Number, and is used to identify a business entity. This is your Medicare Identification Number This is your National Provider Number. This is your Medicaid Identification Number.

Medicaid #

To Edit the information at a location click the Add Location icon

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Entry field requirements to add Provider Locations:


Address Line 1 Address Line 2 City State

Required. Required. Required. Required. Required. Required. Required. Required. Required. Required. Required.

Not Required.

Zip Code County Phone

Phone 2 Phone 3 Fax Cell Phone Email

Not Required.

Contact Name

To save the data click the Save icon. To exit the entry screen without saving the information click the Cancel icon. Note: You will be directed back to the Provider screen that lists the locations. You will need to click the Save button before exiting this screen in order to save your entries. (This will be changed in a future release.)
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Add a New Location

To add another location click on the Plus Add Location icon.

The entry screen will open up:

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The entry field requirements:


Address Line 1

Address Line 2 City State

NOTE: Enter the name of you facility at this location if it is different from the main one. (Note: we will change the field label in a future release from Address Line 1 to Facility Name.) The facility name will show on the banner header and on reports. Not Required. Required. Required. Required. Required. Required. Required. Required. Required. Required. Required. Not Required.

Zip Code County Phone

Phone 2 Phone 3 Fax Cell Phone Email

Contact Name

Click Save to save the information.


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Your new location has been added to this Provider Location list. Note: You will need to click the Save button before exiting this screen to save the information you entered. To exit the screen without saving any changes click the Cancel button.

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Entering Users

To set up your Users, click Users under the Administration menu.

Tip: To get a list of the Users for your facility click the Search icon button. To add a new User click the Add New User icon.

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Entry fields requirements:


Login Name

Password First Name Last Name Initials

Required. The login name once saved can not be changed. It is recommended to use some kind of naming convention for your facility. An example is to set up user names using the first name initial and last name.

Required. Set up a temporary password when setting up your Users. They will be able to change their password once they have logged in. Required. Required. Not Required. Required. The User initials will be used to document the staff who charted in the system. Required. Required.

Middle Name

Date of Birth Gender SSN

Address Line 1 Address Line 2 City State

Not required. Social Security Number. Not Required. Not Required. Not Required. Not Required. Not Required. Not Required. Required. Not Required. Not Required. Not Required. Not Required. Required. If this User should receive Email Notification (next field) the system will use this email address.

Zip Code County Phone

Phone 2 Phone 3 Fax Cell Phone Email Email Notification

Provider Provider Location Role

Not required. By checking eNotes the User can receive notification of any eNotes entered in the system. Incident (Email is not currently available), Business eNotes (currently not available), General eNotes (currently not available). Required. Select the location that you want this User accessing the program.

This field is the permissions level. Each of the Roles is a permission level. Please review the Permission Matrix to help select the correct permission.

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Permission Matrix

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Home Page

Once logged in the first screen to be displayed is the Current Resident screen. Once you click your Role The first screen to display is the Home Page. The Home page has two tabs; Dashboard and Calendar. Clicking on the Calendar tab sill bring you to your personal calendar where events can be scheduled. These events are private and only seen by the user.

Home Page The top of the header there are three links; My Schedule, My Info and Logout.

My Schedule
When you click on this link your calendar will open.

You can create multiple calendars. To create a calendar click the New icon located at the bottom left side.
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My Info
Clicking on the My Info link will open your user information page where you can enter a new password. You can also make changes to your address, phone number, email address, etc. However, you can not change your user name.

Logout
To log out of the program click on Logout.

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Admitting residents into the system

From the menu bar click Resident Care. (Depending the permission levels some menu items may not be available to some Users.) Select Residents for Admission from the drop down menu. You will be directed to the following screen as shown on the next page.

Click on Add New Resident button to open the Resident Enrollment Steps.

Resident Enrollment Steps Screen


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Begin the enrollment process click the Add Resident Detail link. This will open the entry screen as shown below:

Resident Details Screen The required fields are: First and last name Date of birth Gender SS# (note: if you do not want to add social security numbers you can enter 000-00-0000) Once the entries are completed click on the Save & Next button to continue, which will be the Insurance Information screen. At any time you can click Save & Close to exit out of the enrollment process, this will save all the entries for later when you return. If you click the Close button, the data entered will not be saved.

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Once completed the Resident Enrollment Steps screen will be displayed with check marks next to each item indicating completion. Any of the areas can be opened on this screen where you can view or change the data.

When you are ready click on the Review & Complete button. This will open the Resident Information screen.

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Continue by clicking the Complete button.

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Click OK to proceed.

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Once you click the OK you will be back to the list of Resident for Admission.

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Assessments

(This step is required.) Select the resident you are admitting and click on the pencil icon under the Edit column. Note the Status column, this give the status of where they are in the admission process. Clicking the icon will bring you to the Assessment screen where a list of assessments in the system are displayed. Completing any of the assessments are optional.

Use your mouse to open the first assessment called General Assessment. This will bring you to the entry screen as shown on the next page:
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Once information is entered click on the Save button at the bottom of the screen. That screen will close and the assessment list will be displayed. At this point you can complete any of the other assessments or you can click on the Complete button to continue the enrollment process.

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The screen below shows how the assessment list will look after completing and saving the assessments.

Completing the General Assessment

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Completing all the assessments

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When the Complete button is clicked the screen below will be displayed. To continue please ignore filling out this screen and click the Save button. (The scheduling assessments will come later.)

Click the Save button.

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Admitting the Resident


Select the resident you want to admit by clicking on Review in the Edit column.

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Enter Yes to Is Resident approved for admission? And enter the admission date. Add a reason. All these areas require an entry.

After entering yes and the date and the reason click the Save button. Congratulations you have just admitted your resident! You will be directed back to the Resident for Admission screen where you can enter another resident or click Close from the menu bar (far right) and then click Resident Care and Current Residents from the drop down.

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Current Residents

Under Resident Care click on Current Residents. Select a resident by clicking on their name.

This will open the Resident Information screen. Menu items found on the bar are for those tasks associated with the selected resident. The screen on the next page shows the Resident Information screen:

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Resident Information Screen

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The Resident Information screen shows all the data that was entered during the enrollment process. It also reflects any changes that are made to the Resident record. Changes can not be made at this screen. To make changes to the information on this screen I have a table below that shows the section of the General Information screen and the location where you need to go to make the changes. Section
Resident Details Physicians Diagnosis

Menu

Admission Details

Resident > Resident Details Admission/Discharge Resident > Physicians Medicals > Diagnosis Physician Orders > Diet

Miscellaneous Information Diet

Miscellaneous Information Allergies, Advanced Directives, DNR Code, Tuberculosis Status, Special Needs Hospital / Pharmacy / Funeral Insurance Information Contact Information

Resident > Resident Details Resident > Hospitals Resident > Pharmacies Resident > Funeral Home Resident > Insurances Resident > Contacts

Face Sheet Kardex

Selecting the Face Sheet at this time is the same as Resident Information Screen.

The Resident Kardex shows all the Resident allergies, the Resident medication physician orders, the Resident Treatment physician orders, Resident diagnosis. It also shows all the medical procedures that are being recorded for the Resident and hospital stays that are being recorded.

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The information can not be edited on this screen but in the table below shows where to go to make changes. The table is organized by first column the section and the second column the menu where to go to make the changes. Section Menu

Allergies

Medication Treatment Diagnosis

Resident > Miscellaneous Information Physician Orders > Medication Physician Orders > Treatments Medicals > Diagnosis

Procedures Done Hospital Stays

Medicals > Medical Procedures Medicals > Hospital Stays

To recap what is found under the menu Resident, the Face Sheet and Kardex are views of the Residents demographics, list of their contacts, preferred physicians, insurance information, medical information. The other items under this menu are used to enter the information that is shown on the Face Sheet and Kardex.

Resident Admissions/Discharge

The Resident Admissions and Discharge screen is where you can view all the admissions and discharges for this Resident. The view is in chronological descending order. When a Resident entered through the enrollment wizard is admitted that date is recorded in this screen.

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This screen is where you discharge a resident. Residents are discharged from the facility if they leave to go to the hospital, to another facility, home or deceased. When a resident is discharged all their records go to history. If they return you can admit them through Residents for Admission and select Discharged Residents. To discharge a resident click the Discharge Resident icon shown on the screen below:

A new screen will open where you can enter the discharge date and reason.

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What to enter in the fields:


Discharge Date Return Anticipated Apt/Room Hold Reason for Discharge

The date that the Resident is being discharged.. Check if resident will be returning. Check if room will be held during the discharged time.

Comments

Select one of the reasons above Add any comments.

Once a Resident is discharged they no longer will appear in the Current Resident list. The complete record goes to history. When you admit a resident you can pull from the discharge resident list. If you select one all of their records will be brought up from history.
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Physician Orders
Diet Orders
Diet orders are entered here. The system allows only one active order at a time. Each of the orders you can schedule the meals. The choices are breakfast, lunch, dinner, other. There are no limitations on the number of scheduled meals. Most likely you will have more than one other as other could represent a snack.

To enter a new Diet Order click on the Add New Diet icon. You will be directed to an entry screen as shown on the next page.

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New Diet Order Entry Screen

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Entry field requirements to add Diet Orders:


Physician Name

Diet Start Date Hold / Stop Date Description

Required field. You need to select from the drop down of physicians who have been linked to this Resident. If no physicians appear in the drop down you will need to cancel out of this screen and go to the Resident menu, select Physicians and enter your Residents physicians. Required field. Select from the drop down the type of diet this Resident requires.

Required field. The date you enter will be the date the diet tracking begins. Staff will be able to chart on the meals (using eDar under the eCharting menu).

Required field. This is the date the order ends. It is also the date that will stop the diet from appearing in eDar (found under eCharting).

Reviewed by Nurse Order Date

Required field. Add description that you want displayed with the type of diet on the eDar. This description can hold special instructions that you want your staff to perform or to note for this Resident. Required. Required. Required.

Physician Signature

Scheduling the meals


Click on Add New Schedule adjacent to the title Diet Schedule. The screen opens up to adding the different meals; Breakfast, Lunch, Dinner, Other. Other can be used for snacks. There is no limit to the number of meals you can schedule.

The required fields are the Meal Type, Schedule Type, and Time. If the schedule is for something other than daily you will need to select the days this meal is scheduled for. Tip: For each different meal you are scheduling for you do not need to click the Save button until you are done entering all meals. Start by adding the first meal, then click the Add New Schedule and add the next meal, continue on until all meals and snacks are entered. To save click the Save button. Once you click the save button you will be directed out of this screen and to the main page under Diet Orders.

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Medications
Physician Medication Orders are entered by clicking on the Add New Medication Order icon .

As the orders are entered they will appear on a grid on this screen.

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Medication Order Entry Screen

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Entry field requirements to add Medication Order:


Medication

NDC#

Required field. You will need to click the Search, this will direct you to a screen (see Illustration on next page) where you can select a medication. Note: There are 100,000 plus medications in the system. Auto populate upon selection of medication. Required. Select from drop down. Note: the drop down will contain the Residents physicians. If the drop down is blank that means the physicians have not been assigned to the Resident. You will need to cancel out of this screen and proceed to the menu Resident, then Physicians. Auto populate upon selection of medication. Note this field can be edited.

Physician Name

Dosage Form Quantity Route PRN Schedule Schedule Code Start Date & Time

Required. Indicate the number of units, tablets, etc.

Required. Select the preferred route from the drop down.

Check this ONLY if this is not a scheduled medication and is a medication that is given only as needed.

Required if medication has not been checked as a PRN. Select from the drop down the schedule this medication is to be given. Required. Tip: Click the calendar icon to enter the time at the bottom of the calendar and then the date (in that order). (See illustration on next page). The Start date and End date are required for this medication to show up on the eMAR (under eCharting). Required.

End Date

Renew Date

Days Schedule Dates

Not Required. By default this date will show the End Date. Tip: The Renew Date can be used as the Review Date. The Renew Date column can be sorted (found on the main page of the Medication Order screen).

Required only if the medication schedule is for other than daily. If the schedule is for X times per week select the days that the medication should be given.

Passing Times

Select Year: for medications given once a year select the year to start and then select the month the medication should be given. The day will be based on the date that was entered in the Start Date of the medication. Required. Based on the Schedule Code and the time entered in the calendar when the Start Date was entered the times will populate automatically. The Passing times can be edited. The time is in military time. Required. Select a diagnosis from the Residents diagnosis list in the drop down. Not Required. Select a allergy from the Residents allergy list in the drop down.

Diagnosis Allergies Description Reviewed by Nurse

Required. Enter the description as you want it to appear on the Medication Administration Record. Required. Required.

Physician Signature / Date Add Signature

Physician Signature on file

Not Required.

Not Required. This can be used to track when an order has been renewed.

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Tip: Medication orders that have changes in the strength, dosage, quantity, schedule or route of administration should be discontinued and a new order entered. Edits should only be the Start Dates, Passing Times and End Dates.

Selecting the Medication:


When search is clicked you will be directed to the screen below:

Enter the first few letters of the medication and click Search. A list of medications will be displayed, each medication has a unique NDC# (National Drug Code Number) which identifies the manufacturer of the medication. You will find that the same drug will have many NDC# which means many manufacturers make this medication. Select the medication and you will be directed back to the entry screen. Tip: Medications can integrate with Care Plans, it is recommended that you use the same NDC# for that medication so all your Residents taking that medication will be the same. This will make it easier when integrating care plans to medications. Entering Start Date & Time: Note on the bottom of the calendar you can enter a time. The time is in military time.

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Treatment Orders

Physician orders for treatment can be entered in the system by going to Physician Orders and then Treatments. Treatment orders as they are entered will show on a list on this page. To enter a new order click on the Add New treatment icon .

Physician Treatment Orders Home Page You will be directed to the Treatment Order entry screen.

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Treatment Order Entry Screen

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Entry field requirements to add Treatment Order:


Treatment Physician Name

Required. Click Search to select a Treatment. See illustration below for help on searching Treatments. Required. Select from the drop down. (Note: if there is not a list that means no physicians have been associated to the Resident. This information is entered under the menu Resident and then Physicians.) Required.

Schedule Code

Start Date & Time

Days

Required. The start date and time will start the schedule in the eTAR. Note: use the calendar icon to enter the time and date. Enter the time first at the bottom of the calendar, use military time, and then enter the date.

Passing Times Diagnosis Allergies Description Reviewed by Nurse

Only required if the schedule is something other than daily, such as twice a week. In that example you would need to enter the two days of the week that this treatment was scheduled for.

Automatically will populate the times based on the Schedule and the time you entered in the calendar. These fields can be edited. Required. Associate one of the Residents diagnosis to this treatment. Required. Associate one of the Resident allergies to this treatment.

Required. Enter a description for this treatment. It will be displayed in the eTAR (under eCharting). Required. Required.

Physician Signature / Date

Physician Signature on file

Not Required.

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eCharting

Once the physician orders and care plan schedules have been created, all of these items are charted on in the menu eCharting.

eVitals

Enter the Residents vitals and weights in this screen.


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Entry field requirements Residents vitals and weights:


Date/Time Temperature Blood Pressure Respiratory Rate Oxygen On Room Air On Oxygen

By default the current date and time is displayed

Enter temperature. The normal ranges are listed to the right of the entry field. Enter in format xx/xx. The normal ranges are listed to the right of the entry field.

Enter value. The normal ranges are listed to the right of the entry field. Enter a value. Do not enter the percentage symbol. The normal ranges are listed to the right of the entry field. Check if the value is based on the Room Air. Check if the value is based on resident using Oxygen apparatus.

Blood Glucose Weight Height

Enter a value. The normal ranges are listed to the right of the entry field. Enter the value in pounds. Enter the value in inches.

The saved values are stored in chronological order in the Resident Vitals History grid as shown below.

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eMar

The eMar shows for the day all the medications that are scheduled to be passed. The list comes from the physician medication orders that are entered in the system. The eMar is where the medication passing is documented. The medications scheduled to be passed in the eMar have a two hour window one hour before the time and one hour after the passing time. To mark a medication as given click the radio button under the Given column and click the Save button. The button will turn green. When a medication is not passed within the time window the system will mark the med as missed and the button under the M column will be red. G means given and the button is green M means missed and the button is red R means refused and the button is orange H means hold and the button is yellow There is a comment box that should be used to document the reasons for any passes other than G(given). Comments entered in the comment box can be printed with the MAR.

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Color coding is used to visually see the scheduled times. The AM is off white, PM is pink and the Evening is blue. The Resident eMar List is used to show the list of all residents who have a scheduled med. The list is color coded for a quick visual view of the times (AM, PM and Evening). The first column shows the time, second column shows the resident name, third column shows the apartment or room number and the fourth column is the status of the medication passing. It shows M for missed, the user initials for given, R for refused and H for hold. If the status is blank that means the time is open for passing. If the status has an x that means the passing time is in the future. You can use the Resident eMar List to quickly change to another resident on the list. For example, to change to Mary East as shown below, simply click on her name and her eMar record for the current date will be opened.

There are a number of buttons available which I will explain in detail how they can be used.

By default the eMar screen will always show the current date. To view a previous day click the Previous button. To view the next day click the Next button. To view a day further in the future or past more than a day or two click the calendar icon, select a date and click the GO TO button. Click the Today button to return to the current day. To view the MAR (Medication Administration Record) for the month (available any time) click the MAR button. At this screen, there is also an option to print the MAR. A blank MAR can also be printed. Change Resident button will pop open the resident list to select another residents record. From any of the eChart screens the eSchedule, eTask, eVitals, eTar, eDar, ePrn and eMar screens can be accessed by clicking the appropriate button.
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eTar

Physician Treatment orders entered and scheduled are charted under the eTar. The eTar has a twelve hour window that allows users time to enter the orders they performed during their shifts. There are four different chartings: Given, Missed, Refused and Hold. To document a passing click the radio button in the appropriate column and hit the Save button. A Notes column is where you add any notes on the treatment passing. There are a number of buttons available to the user. Click the Previous button if you want to see the passing on the previous day, click Next button to see tomorrow. The Change Resident pops open the resident list where you can select another residents record. To move to eSchedule, eTask, eMar, eDar, or ePRN click the appropriate button and that residents record will open up.

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eDar

Diet orders entered and scheduled in the system can be charted on in the eDar. By default the current date is aways opened.

Schedule shows the meal (example Dinner) and the frequency Hour shows the scheduled time To record the meal click the appropriate radio button under Given or Refused. There is a twelve hour window to record, after the twelve hours the record will record it as a Missed. Optional fields are available for charting Percent Consumed, fluids Consumed, Assistance Required, Swallowing difficulty. Add any comments in the Notes column. There are a number of buttons available to the user. Click the Previous button if you want to see the record for the previous day, click Next button to see tomorrow. Click the Change Resident button to open the resident list where you can select another residents record. To move to eSchedule, eTask, eMar, eTar, or ePRN click the appropriate button and that residents record will open up.

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ePRN

Medication orders that are not scheduled but given as needed are recorded in the ePRN screen.

To record a medication given select it from the list and enter the hour from the drop down. The quantity shown comes from the Medication Order entry screen, this number can be edited. Click the radio button under Given. Add a reason and select a time to schedule a re-check. Click Save button. The Schedule Re-check time will usually be in the future and will create another entry line as it nears the re-check time.

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Staff can add a comment in the Outcomes column by clicking on Comment. A pop up will open where the outcome can be entered. Each time an Outcome is entered it creates a string of outcomes that can be viewed all at one time.

Outcome box opens up where comments are entered

Multiple outcomes are displayed as a string of outcomes

There are a number of buttons available to the user. Click the Previous button if you want to see the record for the previous day, click Next button to see tomorrow.

To view a day further in the future of past more than a day or two click the calendar icon, select a date and click the GO TO button. Click the Today button to return to the current day. To view the PRN for the month (available any time) click the PRN button. At this screen, there is also an option to print the PRN. Change Resident button will pop open the resident list to select another residents record. From any of the eChart screens the eSchedule, eTask, eVitals, eTar, eDar, etask and eMar screens can be accessed by clicking the appropriate button.

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eTask

Scheduled services/Interventions from the Care Plans are recorded under eTask. Here each service can be recorded when it is given.

Like the eMar screen the eTask has an eTask Resident List that makes changing residents easy and quick. To change resident simply click the residents name from the list on the left of the screen.

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The eTask screen has several buttons for navigating.

By default the etask screen will always show the current date. To view a previous day click the Previous button. To view the following day click the Next button. To view a day further in the future of past more than a day or two click the calendar icon, select a date and click the GO TO button. Click the Today button to return to the current day. Change Resident button will open a resident list to select another residents record. From any of the eChart screens the eSchedule, eTask, eVitals, eTar, eDar, ePrn and eMar screens can be navigated to by clicking the appropriate button.

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eSchedule

The eSchedule screen shows a complete list of all services scheduled for all residents.

This screen gives you a visual view of when the services are due as the times are color coded to reflect the AM Shift, PM Shift and Evening Shift times. To navigate to different days use the Previous button for the previous day, the Next button for the following day or use the calendar icon to select a date and click Go To button. To return to the current day click on the Today button. To print the screen click on the Print button.

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eMedSetUp

The eMedSetUp screen is where medication records for those residents who self medicate are set up to document that their medications were set up by authorized staff. This screen can also be used to view the residents medications. When a resident leaves for a period this screen could be used to show the schedule of the medications during that period. It can be printed using your web browser.

To complete a record of medication set ups enter any comments in the Comments box and check the box next to the label Completed found under the User Name. When this is checked the initials of the user will be displayed in the areas that medications are scheduled to be taken. The record will be saved and will be displayed in a grid of completed medication set ups as shown on the next illustration.

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This grid shows when the date of the set up, the user who filled it, the date range of the set up and Y for completed. If the check mark is not entered the record will be saved with the option to view/ edit that allows the set up to be completed at a later date. See illustration below.

Note the last record shows an N under the Completed column and there is a view/edit icon that when clicked will open the record.

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Assessments

There are seventeen assessments in the system for use in creating assessments for your residents. To create one first select the resident you want to work with and select the Assessment menu. A screen with a list of the assessments will be displayed. Use your mouse and click on one of the assessment titles to open the assessment.

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The next screen will show on the grid a list of all assessments of that kind that has been done. This screen is showing the ADL Assessment, the date and the user who created the assessment is listed on the grid. To create a new one click the New ADL Assessment (shown on this illustration) button.

A new assessment screen will open.

In this illustration the ADL Assessment is opened. Click the radio buttons to answer the questions. Comments can be added in the Comments box. To save your entries click the Save button at the bottom of the screen.

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Care Plans

eResidentCare Care Plan System is designed to give you the tools to help make the care plan process efficient and simple. Our system supports a care plan library where you can enter all of your facility care plans and make them accessible to all your Residents. Eliminates the need to enter data twice. Our system will help your staff schedule services and document what services have been given. Each care plan has a problem, goal(s) and intervention(s). Each intervention can be scheduled with a start date and time. Once scheduled the interventions will show under eTask in the eChart system.

Care Plan Library

Building care plans in the Care Plan Library will allow you to store all the services that you provide your residents and eliminate the need to write from scratch the same care plans over and over again. A care plan created in your library will be available to be assigned to any resident by selecting from the care plan library list. Each care plan can then be modified to specifically reflect your resident requirements.

Building your Care Plan Library


Start at the main menu bar and select Administration, the menu will drop down and select System Care Plans.

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The Care Plan Library screen will open. Click on the Add New Care Plan button.

The next screen will open.

Step1. To begin select a category. The system has a number of categories already defined, however, you have an option to add another category by clicking on the Add Category button.

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Step 2. Enter a title for your care plan. For example, say you have a care plan to deal with behavior due to dementia. You might name your care plan Disturbed thought process altered behavior patterns and confusion. Step 3. Enter a description for the Problem. Continuing with the sample above, you might enter the problem as Resident demonstrates combative behavior towards staff. Step 4. Enter a goal by clicking on the Add Goal button. A small window will pop up where you would enter your goal and click the Add button.

Example, you might enter the goal as Resident to demonstrate decreased combativeness. Step 5. Enter your interventions. Click the Add Intervention button.

Enter the intervention and click the Add button.

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Your care plan now has a problem, goal and intervention similar to the illustration below:

Step 6. You can associate care plans to resident diagnosis, medications or answers to assessment questions. To do this click the view button next to each association.

For example if you wanted to associate the above care plan to answers in an assessment you would click the view button and the following screen would open.

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Here a list of assessments are displayed. Click on one of the assessments to open. I will open the ADL Assessment.

Using the radio buttons click the answers that you want to trigger this care plan.

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Your care plan will be displayed with the associated assessments.

To associate a Diagnosis click the View button.

Enter a ICD9 Code or enter a description and click the search button. The code will list in the grid. Select it and click Add.
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To associate a medication, click the View button.

Select the medication and click the Add button. Your care plan will now have the associations so when a residents record has the diagnosis, or is taking the medication or answers the questions in the assessment the same as the care plan this care plan will be triggered for that resident.

Resident Care Plans


To work with resident care plans, select the resident first and go to the Care Plan menu.

Click Resident Care Plan

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On this screen you have several choices to enter care plans. Compile Care Plan care plans in the Care Plan Library that have been associated with diagnosis codes, medications or assessments will streamline the process as the triggered care plans will be listed for your selection.

In this example a care plan dealing with ADL has been triggered. I can chose to assign it to the resident or not. To assign check the select box next to the care plan and click the Assign button.

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The assigned care plan is now displayed in the residents care plan grid. To open and edit the care plan click the View/Edit icon.

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The care plan is now open for editing. All field can be edited. Goals can be added or deleted. Interventions can be added or deleted. There is no limitation to the length of the text boxes. There are a number of edits that you can make to the Interventions: 1. 2. 3. Description can be edited. The type of discipline can be selected from the drop down. The frequency of this service can be scheduled. To edit click on the down arrow under the word Frequency.

4. 5.

Select a Schedule code. Enter the Start and time. Enter the time (military time) at the bottom of the calendar and select the date (in that order).

6.

If a schedule if for once a week or more you can specify the days. If schedules such as once a month or less often you can specify the months. When finished click the Add button at the bottom of the pop up window. You can set the amount of time to complete each intervention by selecting the time in 15 minute increments. What this will allow you to do is track the time it takes to do a service. For example, if your facility provides housekeeping as a service and your package price is based on housekeeping being done in 30 minutes. By setting the time to 30 minutes it will show in the eTask that amount of time and if the staff goes over that time they can enter the actual time in the eTask.

7.

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8.

Each intervention has an area where the results can be entered, such as if the intervention was effective and was useful or perhaps it was ineffective. This area allows you to document on the intervention. It is an optional area. To send the intervention to the eTask for daily charting mark the box under eTask. Those interventions marked for eTask and have a schedule will be visible in eTask. Your staff who do the daily charting will see these interventions in eTask. No more writing down the tasks on a piece of paper or retyping them somewhere else. Your resident care plan communicates directly to the appropriate staff.

9.

Once you have entered the problems, goals and interventions, enter the dates of the Care Plan and the next Review Date. The Resolve Date will send your care plan to history, so enter a date only when you do not want that care plan to be current. We have covered Compile Care Plan and editing a care plan. Besides compiling a care plan, a care plan can be added by creating one from scratch or pulling one from the care plan library.

Click the Add Care Plan button.

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Your options are to Create New Care Plan (create one from scratch) or Add Care Plan from Library (which will bring up a list of care plans from the library.

Create New Care Plan option opens up the screen to create a care plan from scratch. You enter in the same way as previously discussed and click the Save button when finished. Note: there is an option to save the care plan to your care plan library. To do so check mark the box next to Save to System Care Plan.

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Add Care Plan from Library opens up the screen to search for a care plan.

The search functions allow you to enter a care plan name and search, or category, or problem description. The easiest way is to click the Find All Care Plan search icon. And a list of all care plans will be displayed like the illustration above. You can select one or many by check the boxes on the right side and then clicking the Assign button.

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As resident care plans are created they will all be displayed on the grid. Print Care Plan Form Care plans can be printed by clicking the Print Care Plan Form button. The screen that opens gives you the option those care plans you want to print.

Check the boxes next to each of the care plans. You have the option to include any resolved care plans. After you have made your print selection the output of the report can be exported to Word or to PDF.
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The form prints with the resident picture, name, date of birth, primary physician, last weight taken, diagnosis, allergies and diet. Resolved Care Plans last but not least you can view the resolved care plans. Care plans are placed here when the resolve date is entered in the residents care plan. By clicking on this button all the resolved care plans will be displayed on a grid.

The grid displays the date the care plan was resolved. To open click the View/edit icon. To return to the previous screen click the back button.

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Incident Reports

Incident reports can be created by going to the Incident menu in the resident that you want to report on. To create a new report click the Add New Incident button. Note that all incident reports created will be stored and listed in this area.

When finished click the Save button to save your information.


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eNotes

This area is where all the notes for a resident are created such as Nurses Notes, Activity Notes. 1. To enter eNotes click the eNotes. You will see a screen as shown below.

2. Click on the green plus on Add New Note.

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3. Enter a Title 4. Enter a Category from the drop-down 5. Enter your message. Please note spell check is built into the program. Words will have an underline if system thinks they are misspelled. Right click for suggested words. 6. You can attach a file. To do so click on Browse and navigate to where you file is on your computer. 7. eNotes notifications can be sent. The list of names will be those that are only in your facility, click on any name to send a notification to. They will receive an email. Each eNote created for a resident will be listed under their eNotes screen.

Comments can be added to eNotes and when they are they become attached and when an eNote is viewed all comments will be part of that view. All eNotes can be printed by going to the main menu and selecting eNotes.

This menu also allows a quick view of all eNotes for all residents.
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There are numerous view filters; by resident, by user, by category, by date range. Select your view options and click the Generate Report button. You can also print your report by clicking on the Print button.

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eFile

This feature allows your facility to become paperless but using our electronic file cabinet. To access this feature select the efile menu.

There is no limit to the number or type of folders and files you can create. Each folder and file can be flagged as private or shared with other eResidentCare users. To add a folder click the Create Folder button.

Enter a name for your folder and select the share option. To save click the Save button.

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To add a file to a folder, select the folder from the list to open it and then click the add file.

Use the browse button to navigate where the file is on your local machine. Click the share option and click Save button.

This illustration shows files that were saved in a folder called Red

You can upload copies of any hard copy by scanning first then uploading. Each resident can have a folder/files and can be accessed while working in their record and going to the eFile menu, or going to the main menu and selecting eFile.

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