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SAMS Overview Training

1.10.x

Printed on 5 May, 2008


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i

Contents

Introduction 5

Getting Started 7

Terminology 9

SAMS User Customization 11

SAMS Screen Features 15

Consumer List Screen 17


Sorting Consumer List Pages......................................................................................................................21
Quick Consumer Filtering ..........................................................................................................................22
Advanced Filtering .....................................................................................................................................25
Using Find with Filters ...............................................................................................................................28
Consumer Search ........................................................................................................................................29
Consumer Management ..............................................................................................................................32
Printing a Consumer Record.......................................................................................................................34
Changing the Consumer List View.............................................................................................................36
Viewing Consumer Information .................................................................................................................39
Consumer List Practice...............................................................................................................................45

Creating Consumer Records 46

Consumer Summary 53
Consumer Details........................................................................................................................................55
General ............................................................................................................................................57
Contacts ...........................................................................................................................................59
Locations .........................................................................................................................................60
Phones .............................................................................................................................................61
User Fields.......................................................................................................................................62
Ethnic Races ....................................................................................................................................63
Care Enrollments .............................................................................................................................64
Co-Pay .............................................................................................................................................65
Care Managers.................................................................................................................................69
Fund Identifiers ...............................................................................................................................70
ii Contents

Providers..........................................................................................................................................71
Caregivers........................................................................................................................................72
Care Recipients................................................................................................................................74
Service Suspension..........................................................................................................................75
Consumer Details Practice...............................................................................................................78
Assessments................................................................................................................................................79
Entering or Changing a Response....................................................................................................83
Question Notes and Identifiers ........................................................................................................86
Viewing or Modifying Narratives ...................................................................................................87
Assessment Practice ........................................................................................................................89
Care Management.......................................................................................................................................90
Care Plan Worksheet .......................................................................................................................93
Service Plan.....................................................................................................................................94
Service Orders .................................................................................................................................98
Generating Service Order Authorizations........................................................................................99
Calendar.........................................................................................................................................103
Goal Statements.............................................................................................................................105
Care Plan Journals .........................................................................................................................107
Care Managers...............................................................................................................................109
Diagnosis Codes ............................................................................................................................110
Care Plan Summary.......................................................................................................................112
Printing Care Plan Logs.................................................................................................................112
Care Management Practice............................................................................................................114
Service Delivery .......................................................................................................................................115
Service Delivery Practice ..............................................................................................................118
Activities & Referrals ...............................................................................................................................119
Consumer Journal .....................................................................................................................................123
Actions and Journal Practice .........................................................................................................125
Activities & Referrals list .........................................................................................................................126
Activities & Referrals Practice ......................................................................................................130
Billing .......................................................................................................................................................131
Billing Practice ..............................................................................................................................135
Contents iii

Rosters 137
Multi-Service Rosters ...............................................................................................................................141
Roster Toolbars.........................................................................................................................................145
Roster Definitions.....................................................................................................................................149
Printing Rosters ........................................................................................................................................152
Roster Practice ..........................................................................................................................................154

Routes 155
Route Exercises ........................................................................................................................................158

Reports 159
Reassessment Report ................................................................................................................................161
Consumer Mailing Labels.........................................................................................................................162
Agency Summary Report..........................................................................................................................167
Report Practice..........................................................................................................................................169

Contracts 171
Contract Practice.......................................................................................................................................174

Unit Distribution 175


Unit Distribution Practice .........................................................................................................................178

Invoices 179

Payments 183
Invoice and Payment Practice...................................................................................................................186

Thanks! 187

Glossary of Terms 189


5

Introduction
Welcome to SAMS Overview User Training. This course is an introduction
to SAMS, the Social Assistance Management System. SAMS is a
comprehensive consumer and case management system, including referral,
billing, route, and contract management.

During the course of this session, some of the things you'll learn about
include:
ƒ Customizing SAMS
ƒ Using key screen features to manage the Consumers (clients) list
ƒ Viewing, printing, creating, and changing consumer records
ƒ Entering Assessments
ƒ Creating care plans in Care Management
ƒ Entering Service Orders and Service Deliveries
ƒ Creating Activities & Referrals
ƒ Billing and co-payments
ƒ Using SAMS Rosters
ƒ Using the Service Delivery Confirmation Wizard
ƒ Generating Reports
If at any time you have questions, please don't hesitate to ask them. The
instructors are here to help you learn.

Clients are referred to as


Consumers throughout Additional Resources
SAMS.
This training manual only provides a SAMS overview. It does not attempt to
provide complete system information.

Each SAMS version has an online help system and printable manual. After
logging in, press F1, or use the Help menu to access an indexed help system
with step-by-step procedures. The manual, supplied in PDF format, contains
the same information as the online help system. If you need additional
written resources, check the Synergy Software Web site for more information
as <http://www.synergysw.com>.
6 SAMS Overview Training

And lastly, our friendly sales staff can direct you to additional training
resources. Please e-mail: info@synergysw.com, or call 802-878-5814.
Welcome to SAMS Overview User Training. This course is an introduction
to SAMS, the Social Assistance Management System. SAMS is a
comprehensive consumer and case management system, including billing,
route, and contract management.
7

Getting Started
Your training today will take place on Synergy's AgingNetwork, even if this
is not how your organization typically accesses SAMS.

¾ To log into the AgingNetwork and access SAMS


1 Go to <https://www.agingnetwork.com>.
2 Click AGINGNETWORK.COM LOGIN (located in the upper right of the
screen).
3 Enter the User Name and Password provided by your trainer. These will
be different than the User Name and Password that you normally use.
4 Click Log In.
8 SAMS Overview Training

5 SAMS displays the following screen after you successfully log in.
9

Terminology
You may encounter new terms while learning to use SAMS. Terminology
looks at some of the important terms used throughout the documentation. The
Glossary contains additional terms and acronyms.
ƒ Agency - An organization contracted by a state or other government body
to oversee/supervise the care of consumers within an area. Agencies can
contract with service providers or act directly as the service provider.
ƒ Care Program - A unique combination of a level of care and service
program. A care program may have the same name as the service
program, depending on the setup of the organization.
ƒ Caregiver - A consumer who provides services to another consumer.
ƒ Consumer - Any person in SAMS receiving services or assessments, or
who may receive services or assessments.
ƒ Consumer Group - A collection of several consumers treated as one
consumer. Members of a consumer group usually have something in
common, such as attendance at an event or the use of a facility.
Individual consumer information, such as name or SSN, is not known.
ƒ Fund Identifier - Fund identifiers specify which funds will be used to pay
for a service. A fund identifier can be associated with more than one
service. Example: Title III, Private Pay. Users of FinPak, an add-on
SAMS module, can associate fund streams with fund identifiers to create
budgets.
ƒ Location - Address information which includes additional data such as
Directions, Neighborhood, and Municipality.
ƒ Level of Care - A top-level classification defining the type of care
required by a consumer. Upon completion of an assessment, a consumer
should be assigned a Level of Care. Service administration and data entry
begins with a Level of Care classification.
ƒ Register - Create new consumers or consumer groups quickly. SAMS has
special screens designed to enter multiple consumers or consumer groups.
ƒ Roster - A pre-defined list of consumers used to record service delivery
information quickly.
ƒ Route - A list of consumers, usually with one or more common attributes,
that users can custom sort.
ƒ Service Program - A group of services that can be delivered to a
consumer, based on eligibility requirements. Also see Care Program.
11

SAMS User Customization


Use the Options screen to personalize screen colors and program defaults.
SAMS saves any changes to Options with your logon profile. For the most
part, we'll just be leaving the defaults in place here. But let's take a look at the
different areas that you can customize.

¾ To customize SAMS using Options


1 From the Tools menu, select Options to display the Options screen. The
List and Property Settings change on-screen colors for lists and data entry
areas. Page Size is important as it determines the number of consumers
displayed per page in the Consumers list.
Use Options to personalize
your SAMS screens and
defaults.

2 Highlight the Font row under List Settings.


12 SAMS Overview Training

3 Click Browse .

4 Select 10 under Size: and click OK.


5 Even and odd rows refer to the rows found in lists, such as lists of
consumers, services, etc. Highlight Even Row Color and click Browse
to select a color. Repeat with a new Odd Row Color.
6 Note the Automatically Refresh listed under List Settings. SAMS displays
consumer and service records in List screens. By setting Automatically
Refresh to Yes, SAMS updates list screens whenever data changes. In
large, consolidated databases there may be frequent pauses while the
SAMS screen updates. To prevent SAMS from updating after data
changes, set Automatically Refresh to No. You can choose to manually
refresh SAMS list screens at any time by clicking Refresh .
7 Select a Page Size between 500 and 10,000 consumers. The lower the
number, the easier it generally is to navigate the pages.
SAMS User Customization 13

8 SAMS automatically enters Care Program, Agency, Provider, State


Abbreviation, County, Area Code, and Info Release Authorized where
appropriate using the Default Settings.

Select Reset User


Interface Settings from
the Tools menu to change 9 The Allocation Type is used in Care Plans, which we'll discuss later in
Options back to the default this training session. SAMS uses the Default Duration to automatically
at any time. calculate an End Date when creating Care Plans.
10 Omnia Profile and Assessment system options can also be changed
depending on your user permissions. See the SAMS User Guide for
additional information.
11 Click OK to save and close the Options screen.
15

SAMS Screen Features


All SAMS work areas appear within the main screen pictured below.
16 SAMS Overview Training

Parts of the Screen


From top to bottom, the program screen consists of:
ƒ Title bar - title of the program window, found in every Windows-based
application.
ƒ Menu bar - located directly below the program Title. Menus access all
program functions and data.
ƒ Toolbar - series of icons usually displayed below the menus. Click an
icon to perform a function or access data. SAMS displays the Main
toolbar below the menus. Use this toolbar to access major program areas:
Consumers, Activities & Referrals, Rosters, Routes, Reports, Contracts,
Unit Distribution, Invoices, and Payments.
ƒ SAMS taskbar (not shown) - located under the Main toolbar. SAMS can
keep multiple work windows open at once. Use the taskbar to switch
between open windows.
ƒ Status bar - the gray footer at the bottom of the screen displays the
number of items, the logged in User Name, the SAMS database, and the
Access to various SAMS current date and time.
areas depends on
permissions granted to
your username. You may
not be able to access all
program areas.
17

Consumer List Screen


Consumers is the largest and most comprehensive program area in SAMS.
Demographic data, care management, service orders, and deliveries can be
managed through Consumers.

Consumers are people ¾ To display the Consumers list screen


who receive services
and/or assessments, or 1 Click Consumers .
who may receive services
or assessments. Groups of
clients (aggregate clients)
that share common traits
and where individual
information is unknown are
referred to in SAMS as
Consumer Groups. For
instance, SAMS uses the
Beacon Consumer Group
to record service deliveries
for anonymous calls
entered in BeaconIR.
18 SAMS Overview Training

2 The Consumers list is a separate screen within the main SAMS screen,
with its own title bar and toolbar. Click the minimize icon in the menu
bar to separate the Consumers list from the SAMS screen.

3 Click the maximize icon on the Consumers list screen to return to the
default view.
Consumer List Screen 19

Refresh Button

Click the Refresh button on any list screen in SAMS to view updates to
the database and/or to confirm changes you made to information.

SAMS Taskbar
The SAMS taskbar is located below the Main toolbar. SAMS displays an
icon in the taskbar for each screen that you have open. Use the taskbar to
quickly switch between screens.
20 SAMS Overview Training

Managing Consumer List Information


SAMS can display a large number of records on the Consumers list screen.
Use Quick Filters or the Page Navigation toolbar to quickly navigate through
the Consumers list.
Consumer List Screen 21

Sorting Consumer List Pages


You can organize a Consumers list page according to any column title
displayed in the list. You can also use the Page Navigation toolbar to sort a
page according to the information you need, and to navigate through it
quickly.

¾ To sort pages using the page navigation toolbar


1 Click Consumers on the toolbar.
-OR- From the View menu, select Consumers.
2 Click the Town of Residence column title in the Consumers list, then click
Sort Current Page on the Page Navigation toolbar. The page sorts
accordingly. The taskbar displays the page's current filters and sort status.

If the Previous and Next


buttons on the Page
Navigation toolbar are
unavailable, then you
probably have a high
number of consumers set
under Page Size. See
SAMS User Customization
in this manual for more 3 Use the Sort A Page list to select the alphabetical or numerical portion of
information. the page that you want to display. You can also use the Previous and Next
buttons to jump back and forth between pages.

4 Click Clear to remove all the filters when you are done.
22 SAMS Overview Training

Quick Consumer Filtering


Filtering the Consumers list
SAMS displays only the consumers associated with your organization by
default. The Consumers list may display a large number of consumer records,
depending on the size of your organization. You can use the sorting and
A consumer Search
accesses consumer filtering features discussed here to create a customized Consumers list view.
records not in a filtered
view. Quick Filters
There are three lists in a row to the left just above the Consumer's List Page
toolbar. These Quick Filters filter by Type (Consumers, Consumer Groups, or
Caregivers), Status (Active or Inactive), and by the first letter of the
The Page Navigation
toolbar does not appear consumer's Last Name (A-E, F-J, etc.).
when viewing Consumer
Groups or Caregivers.

A brief description of the


filter appears when you
hover the mouse point
over any of the quick
filters.
Consumer List Screen 23

¾ To quick filter the consumer list


The Last Name filter list has several letter ranges for filtering Consumers. In
addition to choosing an option from the list, you can enter a single letter, last
name, or part of a last name.
1 Select K-N in the 3rd list from the left.

2 Click Apply .
3 In the 2nd list, select Active.
24 SAMS Overview Training

4 Click Apply .
5 Type "pa" in the Last Name quick filter.

6 Click Apply . The Consumers list displays only the consumers whose
last names start with "pa" and have a status of Active.

7 Click Clear to remove all the filters.


8 Click Yes at the prompt.
Consumer List Screen 25

Advanced Filtering
Using Quick Filters is an easy way to see just the consumer records you need
to work with. In addition to Quick Filters, SAMS has an advanced Filter to
give you maximum flexibility in creating a custom view of the Consumers
list screen.

Filter Match Types


Each time you create a filter, you'll need to select an appropriate Match Type.
Match types tell SAMS how to create the filter based on the information
entered.
ƒ All of the criteria - SAMS displays only the consumers that match all the
information entered in the fields. Any information entered creates
statements that are joined together with an "AND". In the next example,
you'll create a filter that requires all consumers displayed to be Female
AND 60 and over AND 70 and under.
ƒ At least one of the criteria - the Consumers list displays all of the
consumers that match one or more of the fields you entered. At least one
of the criteria joins information in statements with an "OR". For
instance, you could create a filter that displays consumers who have a
default agency of Springwell OR live in Middlesex county.
ƒ None of the criteria - displays only consumers that do not match the
information provided. This match type creates filters that would be
difficult using either "All" or "At least one". For example, you can
display a list of all consumers living outside of Middlesex county by
selecting Middlesex in County and then selecting None of the criteria in
Match Type.
26 SAMS Overview Training

Filter Fields
You can filter the Consumers list using any combination of several available
fields:
ƒ Consumer - filter by categories such as Age From, Birth Date From, and
Gender.
ƒ Residential address - limit consumers in the list by their Town,
Municipality, County, or ZIP Code.
ƒ Care - filter by categories such as Agency, Provider, Primary Care
Manager, Care Managers, and Fund Identifier.
ƒ Care Enrollments - filter by categories such as Care Program,
Enrollment Status, Enrollment Date, Reason, and Date.
¾ To filter the Consumers list by gender and age

1 Click Filter on the toolbar.


2 Select All of the criteria in Match Type.
3 Highlight Gender.
4 Select Female.

5 In Age From enter "60".


6 In Age To enter "70".
Consumer List Screen 27

7 Click OK.
The list is now filtered to show female consumers between the ages of 60 and
70. Enter information in as few or as many fields as needed when creating
your own filters. In general, adding information into more fields displays
fewer consumer records when using the All of the criteria Match Type.
28 SAMS Overview Training

Using Find with Filters


Filters make it easy to create manageable lists of consumers. Find searches
within a filtered list to quickly locate a record. Use Find to avoid a full
database search when you know that a record is somewhere within the
currently displayed list.
Almost every list screen in
SAMS has a Find. You can ¾ To use find
use find with or without a
filter.
1 Click Find on the toolbar.
2 Enter your last name in Find what.
3 Select (All) from the Search in list to search all available fields.

4 Click Find Next.


5 SAMS highlights the first consumer record it finds with your last name.
You can keep clicking Find Next to jump to the next record that matches
your Find criteria.
-OR- If no consumers match your criteria, SAMS displays a "No items
found" prompt. Click OK at the prompt to continue.

6 Click Close to remove the Find window.


Consumer List Screen 29

Consumer Search
Search Consumer searches the entire database for consumers or consumer
groups using one or more fields. A consumer search is useful when you know
multiple pieces or partial pieces of information about a particular consumer
or group.

The consumer search is an important part of using SAMS. Always use


Search before creating a new consumer record to prevent duplicated
consumers.

Take the time to learn how to use the Search Consumers screen effectively.
SAMS displays the Search Consumers screen for tasks that require entering
When you register (Add or finding a consumer. You will see this screen again in Rosters, Routes, and
New) a consumer from the in other areas of SAMS.
Search Consumers
screen, SAMS
automatically copies all of ¾ To search for a consumer
your search criteria into the
new consumer record. 1 Click Search on the toolbar.
-OR- From the Edit menu, select Search Consumers... -OR- CTRL+E
2 In Last name is like enter "abernathy".
Generally, entering partial information, such as the first few letters of a
Last Name, creates a search that returns more records.
30 SAMS Overview Training

3 Click Find.
4 SAMS displays matching consumer records at the bottom of the Search
Consumers screen.
5 Highlight James Abernathy.
6 Let's view the details of this record before you open it. Click Details.

7 Click Close when you are finished viewing the read-only Consumer
Summary. Print sends the information as displayed on the screen to a
local or networked printer.
8 Click OK.
9 SAMS opens the consumer record and displays the Consumer Summary
screen.

10 Click Close Consumer to close the consumer record.


Consumer List Screen 31

¾ To clear list filters


Let’s clear the filters and get back to the full Consumers list.

1 Click Clear on the Consumers list screen to remove all filters.

2 At the prompt, click Yes.


32 SAMS Overview Training

Consumer Management
SAMS offers several tools to manage consumer records.

Consumer Merge
SAMS can merge duplicated consumer records. SAMS copies service
delivery and other records from the duplicated consumer into the original
consumer record. Only SAMS users with administrative authority can merge
consumer records.

Delete
SAMS users with enough authority can also delete consumer records.
Deleting a consumer's record also removes any care plans and service
delivery records. Deleting is only recommended for consumers who should
have not been entered into the system and have no associated service records.
All other consumers should be deactivated.
Consumer List Screen 33

Deactivation
Every SAMS consumer has an Active status. You can view and change the
status in Consumer Details, which we'll see later on during this training
session. The Active status offers organizations a way to remove older,
unneeded Consumer records from user workflow. Deactivation, as opposed
to deletion, prevents loss of service records and creates accurate reports.

You do not need to open the consumer record and access Consumer Details
to change the Active status. Let's deactivate a consumer right from the
Consumers list screen.

¾ To deactivate a consumer
1 Highlight a non-italicized consumer. Scroll up if necessary.

2 Right-click to display a menu.


3 Left-click Deactivate.
4 Select Moved Out of State as a deactivation Reason. SAMS automatically
Type the appropriate Date enters today's Date.
if the default is incorrect.

5 Click OK.
6 Reactivate the consumer by right-clicking and selecting Activate.
34 SAMS Overview Training

Printing a Consumer Record


The Consumers list screen offers several printing options. Print basic and
advanced Registration forms containing consumer information from the list
of Consumers. SAMS also prints blank basic and advanced registration
forms.

In addition, SAMS prints barcode labels for consumers. Barcode labels work
with SAMScan, a scanning program that extends the features of SAMS
Rosters. We'll cover Rosters later in the training session.

¾ To print consumer information


1 Highlight James Abernathy on the Consumers list, if necessary.

2 Click Print Preview... .


3 Select Registration form for James Abernathy.

4 Click Preview.
Consumer List Screen 35

5 SAMS displays the Print Preview screen with the consumer registration
form filled out with James Abernathy's information.

6 Click Close to remove the Print Preview screen from view.


36 SAMS Overview Training

Changing the Consumer List View


Not only can you filter the Consumers list, you can also change the sorting
and the columns displayed by SAMS. As with filters, SAMS stores the
customized list settings with your logon.

¾ To add or remove columns in the Consumers list screen


1 Right-click in the Consumers list screen to display a shortcut menu.
2 Highlight Current View and then select Format Columns with the left
mouse button.
-OR- From the View menu, click Current View, then Format Columns.
Consumer List Screen 37

Tip: Most Windows based


applications, including
SAMS, have shortcut
menus. Shortcut menus
change depending on the
area of the program you
have open. Right-click at
any time while working in
SAMS to access a shortcut
menu.

3 SAMS displays all Available Columns on the left. All Current Columns
appear on the right. Highlight ID in the left column list.
4 Click the right arrow.
5 Highlight ID in the right column. Order the columns by clicking the Up or
Down button to place ID before Name.
6 Highlight Caregiver on the right.
7 Click the left arrow to remove the column.
8 Highlight Status Date.
9 Click the left arrow.
38 SAMS Overview Training

Use the Reset button to


return the columns shown 10 Click OK to see the new Consumers list screen.
on the screen to the
default view.

SAMS automatically
adjusts the column widths
to fill the screen. You can
change the width of a
column at any time by ¾ To sort and change the order of the columns on the screen
dragging the border of a 1 Click ID in gray at the top of the column to sort the records by age.
column right or left.
2 Click the title of the ID column. Hold down the left mouse button.
3 Drag the gray line to where you want the column to appear.
4 Release the mouse button.
Consumer List Screen 39

Viewing Consumer Information


SAMS has several different read-only summaries of consumer information
available on the Consumers list screen. You do not need to open the
consumer record to review information about a consumer.

¾ To view a summary of demographic and care data


1 Click the title of the Name column to sort the Consumers list.
2 Highlight James Abernathy (or another consumer).

3 Click Properties on the toolbar.


-OR- Right-click James Abernathy. Select Display, then Summary.

4 Use the arrows on the screen to scroll through the information.


5 Click Close to remove the Consumer Summary from view. Print sends the
information as displayed to a local or networked printer.
40 SAMS Overview Training

¾ To view consumer contact information

1 Click Contacts on the toolbar.


2 SAMS displays all current contact information for James Abernathy.

Intended for quick data


access, most of the
consumer information
summaries discussed in
this section are read-only.
You cannot add or enter
information in these
screens.

3 Click Print to print the screen. Click Close to remove the summary screen
from view.
Consumer List Screen 41

¾ To view care enrollments


Care Enrollments displays an enrollment history of the consumer's care
programs. Care enrollments - in association with care plans - control what
types of services consumers can receive.

1 Click Care Enrollments on the toolbar.


-OR- Right-click a consumer's name and select Care Enrollments.

2 As with most list screens in SAMS, you can sort the records displayed.
Click one of the column headings to re-sort the care enrollments.
3 Click Close when finished viewing.

¾ To see a history of consumer service deliveries


Service Deliveries are services that a consumer has actually received. Unlike
most of the other consumer information areas, you can modify services from
this screen using Quick Edit if your logon is authorized to change service
delivery records.

1 Click Service History on the toolbar to see a list of services delivered


to James Abernathy.
2 Use the box in the upper right corner of the Service Delivery History to
select Total on Service. You can total on Provider, Service Month, and
several other fields. SAMS reorganizes the data to show total costs for all
delivered services.
42 SAMS Overview Training

3 Clicking Print or Preview in Service Delivery History creates a printout of


the consumer's service history. We'll skip printing the service history.

4 Highlight a service and click Quick Edit to change Units or Daily Unit
Details of a service delivery if your logon is authorized to change service
delivery records.
5 Click Close when finished to remove the Service Delivery History screen
from view.

¾ Viewing caregiver and care recipient information

1 Click Care Recipients on the toolbar.

2 In this example, Summary displays the Consumer Summary of the care


recipient highlighted in the screen. Use Open to open the care recipient's
record. We're going to click Cancel to close the list of care recipients.
Consumer List Screen 43

3 Click Caregivers on the toolbar.


-OR- Right-click the consumer's name and select Display, then
Caregivers.

4 In this example, James Abernathy has no caregivers. However, the screen


is exactly like the Care Recipients screen, including the ability to see
consumer Properties and to open a consumer record.
5 Click Close to return to the Consumers list screen.
44 SAMS Overview Training

¾ To view consumer assessments

1 Click Assessments on the toolbar.

2 In order to print an assessment, highlight it and click Print... on the


screen.
3 When you are finished viewing the assessment history, click Close.
Consumer List Screen 45

Consumer List Practice


ƒ Change (filter) the Consumers list to show only active consumers who
have a last name beginning with the letters ‘O-S’.
ƒ Clear all filters.
ƒ Sort the pages according to the Town of Residence column.
ƒ Format the columns to take out the County of Residence column.
ƒ Add Gender from the available columns list as a new column.
ƒ Make a consumer inactive.
ƒ Filter the list to show only inactive consumers.
ƒ Clear all filters.
ƒ Return the column settings to the default view.
ƒ View a service history for a consumer in the database.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________
46 SAMS Overview Training

Creating Consumer Records


SAMS has two different methods of creating new consumer records. You can
create consumers one at a time through the Consumers list screen, or by
using consumer Registration. Before creating a new consumer, let's discuss
consumer duplication checking, Client IDs, keyboard data entry, and the
process of consumer registration.

Consumer Duplication Checks


The absolute best way to avoid duplicated records is to perform a consumer
search before creating a new record. SAMS, however, also checks for
duplicated consumers. The first check looks for other consumers with a
matching Client ID or 9-digit Social Security Number. SAMS also considers
a consumer a duplicate when 5 of 7 of the following fields match another
consumer record:
ƒ Birth Date
ƒ Gender
ƒ Primary Ethnic Race
ƒ First Name
ƒ Last Name
ƒ Home Phone Number
ƒ Residential Address
If a new consumer matches an existing consumer, SAMS prompts you to
either go ahead and create the new record or discard it and use the existing
record.

About Address Data Entry


SAMS filters lists in fields based on previous selections to make entering
address information easier. For instance, if you know the ZIP Code, enter just
the ZIP Code field. Town and State automatically fill in. If you know the
Town, select it after selecting a State. SAMS fills in the ZIP Code or displays
a list of ZIP codes for just that Town.

Use the Keyboard


To navigate in the General section (or any other field list in SAMS), use the
UP and DOWN ARROW keys or the ENTER key to move between fields.
Creating Consumer Records 47

To edit fields where you choose from a list, highlight the field you want to
change. Use the mouse to select the answer using the list. You can also
simply type the first letter of the item you want to select from the menu. For
example, in a Yes/No/Don’t Know list, press ‘Y’ to select “Yes,” ‘N’ to
select “No,” and ‘D’ to select “Don’t Know.” Use the left and right arrows to
scroll through options.

Registering Consumers
Register quickly adds several consumers, one after another. Use Register to
add new consumers after an event such as a congregate meal. The Register
screen collects less data than when creating a new record from the
Consumers list screen. Let’s add either you or your favorite cartoon character
to SAMS by using Register.

To create a new consumer on the Consumers list screen, click New on the
toolbar. SAMS displays Consumer Details where you can enter data and
access different sections of the new record.

¾ To create/register a consumer in SAMS


1 Do a Search (see "Consumer Search" on page 29) to make sure that your
record doesn't already exist.

2 Click Register on the toolbar. You can also open the Register
window by clicking Add New in the Search window.
Enter some fake information (do not enter your actual social security
number). You'll use this consumer record for many of the examples and
exercises that follow in this training session and several others.
48 SAMS Overview Training

SAMS can be configured


to randomly generate
permanent Consumer IDs
that are not tied to any
personal info. This is a
security upgrade feature of
SAMS 1.9 and later.
Previous versions relied on
the consumer's DOB and
Social Security number to
create an ID.

Tip: Press Enter to move


down to the next field.

3 You can only enroll a consumer in a care enrollment on or after the Date
Registered. Date Registered also creates defaults for Application,
Received, Termination, and many other consumer dates.
4 Enter the 5th of this month as the Date Registered.
Creating Consumer Records 49

5 Click the plus sign to the left of Residential Address and Mailing
Address to expand the headings. Enter your address or a fake one. SAMS
automatically fills in the Mailing Address. Enter a different address for
the mailing address and SAMS automatically sets Same As Residential to
No.
50 SAMS Overview Training

6 Expand the Care Enrollment heading. Before service orders or deliveries


can be entered, each consumer needs to have a care enrollment. SAMS
automatically creates a care enrollment using the default Care Program
selected in SAMS Tools>Options when you register or create a new
consumer. Let's leave the defaults.

Use the procedure outlined


here to add consumer 7 Expand the NAPIS and Characteristics headings. Performing an
groups to SAMS. Begin by assessment on a consumer typically enters this information, so we'll skip
selecting Consumer this section for now.
Groups from the far left list
on the Consumers list
screen. Then click
Register or New.
Creating Consumer Records 51

You can customize the


Consumer Registration
and General Details
screens. Right-click to
select Format Properties
List....

8 When finished entering data, click OK.

9 Click Refresh to have SAMS display the latest data. Scroll, use Find,
or begin typing in the Name column to locate your new consumer.
10 Highlight your consumer.
52 SAMS Overview Training

11 Double-click the record. SAMS displays the Consumer Summary screen.

SAMS offers many ways to


accomplish the same task.
To open your consumer's
record, you could have
double-clicked the record,
clicked Open on the
toolbar, selected Open
from the File menu, right-
clicked and selected Open
Consumer, or pressed
CTRL+O. There's no need
to know all the ways you
can accomplish a task in
SAMS, just use the
methods that make the 12 You've just opened the consumer record. Through the consumer's record,
most sense to you. you can maintain basic consumer information in Consumer Details,
access Case Management, and enter Assessments, Service Orders,
Service Deliveries, Activities & Referrals, consumer Journals, and
consumer Billing information. During the course of this training session,
you'll learn about and create items in each of these areas.
53

Consumer Summary
The Consumer Summary is a read-only screen that highlights key consumer
information. The Consumer Summary groups information under these
headings: Personal, Residential Address, Notes, NAPIS, Ethnic Races,
Caregivers, Care Recipients, Care Management, Care Enrollment, Activities
& Referrals, and Journal.

Some headings only appear if SAMS has data to display. For instance, if no
journal entries have been entered for the consumer, then the Journal heading
does not appear. SAMS updates the Summary screen after any changes to
consumer information.
54 SAMS Overview Training

Each heading on the Consumer Summary is a hyperlink. If you click the text
of the heading, SAMS brings you to the appropriate section of the consumer
record.

Navigation Pane
SAMS displays the Navigation pane on the left side of the consumer record.
The Navigation pane displays several icons that correspond to different
sections or views of the currently open record. Click an icon to access the
appropriate section of the consumer's record. The Navigation pane appears in
several areas of SAMS.

You can also access different sections of a consumer record by clicking Go


To in the View menu.

Consumer Information Bar


The Consumer Information bar displays the consumer’s Full Name, Client
ID, Date of Birth, and Age. When viewing a care plan (not shown), SAMS
also displays the Care Plan Start and End Dates.

SAMS always displays the consumer information bar while inside a


consumer record. Use it to keep track of which consumer you are viewing
when you have multiple consumer records open.
Consumer Summary 55

Consumer Details
Now that you've seen the Consumer Summary, let's look at Consumer

Details. Click Details in the Navigation pane to the left.

Consumer Details displays the General information for your consumer by


You used consumer default. Consumer Details has several subareas, which we'll discuss during
registration to create this this part of the training.
consumer. SAMS can also
create consumers from the
Consumers list screen. Consumer Details Subareas
After you click New on the
toolbar, SAMS displays a The Details area of a Consumer or Consumer Group contains demographic
blank Consumer Details and administrative information. Consumer Details organizes consumer
screen, ready for data information using several subareas:
entry.
ƒ General - personal and administrative information including Social
Security Number, Birth Date, Residential and Mailing addresses,
Ethnicity, (Active) Status, and Default Agency.
ƒ Contacts - people associated with a consumer along with their phone and
location information. For example, this area may include a concerned
relative's address and phone number. The primary contact appears on the
The number of records Consumer Summary screen. You also enter responsible parties that
associated with each should receive invoices in Contacts by marking them as a Bill To?
subarea appears next to its contact and entering their Mailing address.
heading. For instance, if a ƒ Locations - address information with places to enter driving directions,
consumer has two phone neighborhood, municipality, etc. You can store any number of locations
numbers, a "(2)" appears for a consumer.
to the right of the Phones
heading. ƒ Phones - phone numbers for the consumer. You can store multiple phone
numbers for each consumer.
ƒ User Fields - custom data fields for each consumer.
ƒ Ethnic Races - enter one or more ethnicities to the consumer or consumer
group record. Users can set a Primary Ethnic Race.
ƒ Care Enrollments - enroll the consumer in one or more Care Programs
by selecting a unique Level of Care and Service Program for the
consumer. A care enrollment creates defaults in Care Management,
Service Delivery, and other areas.
Consumer groups contain
only the General, Ethnic ƒ Co-Pay - enter a consumer or household's co-pay and track co-pay
Races, User Fields, Care history.
(Enrollments), Fund ƒ Care Managers - people assigned as care managers for the consumer.
Identifiers, and Provider SAMS can store multiple care managers. Users can designate a primary
subareas of Details. care manager.
56 SAMS Overview Training

ƒ Fund Identifiers - assign sources that will pay for service deliveries for
the consumer. Used with an optional system filter that prevents users
from entering service deliveries not associated with the consumer's fund
identifiers.
ƒ Providers - associate providers that will provide services for the
consumer. You can set a primary provider. Providers can also create an
optional filter that prevents users from entering services not associated
with the consumer's providers.
ƒ Caregivers - other consumers who provide services in some form to the
consumer. You can associate one or more caregivers with a consumer
record.
ƒ Care Recipients - one or more consumers who receive services from the
consumer.
ƒ Service Suspension - suspend the consumer's routes, service plans,
service orders (authorizations), and service deliveries (rosters). You can
suspend all services or just particular services and/or providers.
Consumer Summary 57

General
The General subarea contains several important demographic fields. All
fields in Consumer Details except Last Name are optional. SAMS groups
General fields under 8 headings:
ƒ Personal - name, demographic, and record information, including Date
Registered, Consumer Details Last Reviewed, Marital Status, Gender,
Birth Date, Social Security Number (SSN), Info Release Authorized,
Default Agency, and Home Phone.
ƒ Residential Address - home address information including Municipality
that appears on the Consumer Summary screen. SAMS automatically
capitalizes the first letter of each Street field. SAMS uses Residential
Address information extensively for reporting, sorting, and searching.
You can also access this address in the Locations subarea of Consumer
Details.
ƒ Mailing Address - SAMS automatically fills in the Mailing Address
using the Residential Address. If the Mailing Address is different than the
Residential Address, simply enter the new address. Users invoicing
consumers select from the consumer's mailing address and any Bill To
contacts for the consumer.
ƒ NAPIS - NAPIS information for the consumer record. A SAMS
assessment can automatically enter most NAPIS data. Entering
information in a consumer's ZIP Code in the Residential Address sets the
Is Rural? status for the consumer. Users can also manually change any
NAPIS field.
ƒ Status - active status for the consumer record, including Reason and
Status Date. Use these fields to deactivate old consumer records and
select a reason for deactivation.
ƒ Insurance - Medicaid Policy, Medicare, and Medical Assistance ID
numbers for a consumer.
ƒ Other - Monthly Household Income, Household Size, Monthly Individual
Income, an Email Address, referral information, alternate identifiers, and
Consumer Notes.
ƒ Characteristics - Yes or No questions such as
Abused/Neglected/Exploited, Cognitive Impairment, Disabled, Duplicate
Mail, Employment Status, Female Head of Household, Frail,
Homebound, Medicare Eligible, Receiving Social Security, State
Resident, Tribal, Understands English, US Citizen, NSIP Meals Eligible,
Eligibility Type, Veteran, and Veteran Dependent. Used in reports to
characterize populations. You can also select a consumer's primary
Language under this heading.
ƒ SAMS Administrators have the option of adding additional, customized
fields to General. So in addition to these headings, others may appear for
your agency, as shown in the example below.
58 SAMS Overview Training

¾ To change marital status


Click the plus sign to 1 If you can not see the Marital Status field, expand the Personal section.
the left of Personal to
expand the Personal
section.

2 Change the marital status.

3 Click Save on the toolbar.


Consumer Summary 59

Contacts
Contacts are people other than caregivers, care recipients, or care managers
that have a relationship to the consumer. Contacts stores phone and address
information for adult children, physicians, and billing addresses.

¾ To create a new contact record


1 Click Contacts.

2 Click Add Contact on the toolbar.


-OR- From the File menu, select Add Contact.

3 Enter the information above and click OK. Select Yes in the Primary and
Is Bill To fields. Consumers can have only one Primary contact, however,
they can have multiple Bill To contacts. Bill To contacts must have an
You can enter multiple address type of Mailing in order to generate invoices.
contacts, locations, phone
numbers, and user fields 4 You'd fill in the location and phone information for a contact by clicking
for each consumer. the Contact Locations and Contact Phones tabs. Let's skip these areas
until you've had a chance to look at Locations and Phones.
5 Click OK.
6 SAMS updates the number to the right of Contacts to reflect the new
contact record.

7 Click Save to save the changes.


60 SAMS Overview Training

Locations
SAMS stores address information in Locations. In addition to basic address
fields, each location stores Neighborhood, Municipality, and Directions
information. Directions in a Residential address prints out on Route lists. As
with contacts, a consumer has only one Primary location.

¾ To edit a location for a consumer


1 Click Locations in Consumer Details.
2 Highlight the Mailing address.
3 Click Add Location on the toolbar.
You can also edit -OR- Select Add Location from the File menu.
consumer Residential and
Mailing Addresses in the
General subsection of
Consumer Details.

4 Make up a business mailing address.


5 Select No under Primary?.
6 Click OK.

7 Click Save .
Consumer Summary 61

Phones
Enter as many phone numbers as required for each consumer. Each phone
number requires a selection of a Phone Type. Only one phone record can be
marked as Primary.

¾ To enter a phone number for a consumer


1 Click Phones in Consumer Details.

2 Click Add Phone on the toolbar.


-OR- Select Add Phone from the File menu.

3 Enter the above information.


4 Click OK.

5 Click Save .
62 SAMS Overview Training

User Fields
User Fields are custom fields created by organizations to store information
not found in any other area of SAMS.

SAMS offers several Types of user fields. The type defines what kind of data
the field stores and helps prevent users from entering incorrect data. SAMS
offers five types of user fields:
ƒ Boolean - a field with a true or false value.
ƒ Currency - a number field with two decimal places to hold monetary
values.
ƒ Date - stores a date in MM/DD/YYYY format.
ƒ Number - stores a numerical value.
ƒ String - a text field.
You do not need to know the type of a user field to enter information into
SAMS. Simply select the user field and SAMS prompts you to enter the
appropriate information.

¾ To create a new user field record


1 Click User Fields in Consumer Details.

2 Click Add User Field on the toolbar.


-OR- Select Add User Field from the File menu.

3 Select a User Field from the list. SAMS displays the Prompt and Value
after selecting a User Field. Enter the information above and click OK.

4 Click Save to commit the changes to the consumer record.


Consumer Summary 63

Ethnic Races
SAMS has two areas to record a consumer's ethnicity. The Ethnicity in the
NAPIS section in the General section of Details is for NAPIS reporting. Use
Ethnic Races in Consumer Details to record multiple ethnicities for more
detailed reporting.

Nationalities (i.e., Chinese, Japanese, etc.) further classify an Ethnic Race.

¾ To create a new ethnic race record


1 Click Ethnic Races.

2 Click Add Ethnic Race on the toolbar.


-OR- Select Add Ethnic Race from the File menu.

3 Select an Ethnic Race and a Nationality.


4 Click OK.

5 Click Save .
64 SAMS Overview Training

Care Enrollments
Care enrollments are a vital part of the SAMS system. Care Enrollments
determine which services consumers can receive within SAMS. Each care
enrollment stores important dates and the Level of Care and Service Program
which make up the care program the consumer is enrolled in.

Each consumer care plan is associated with a Care Enrollment. You created
one care enrollment during consumer registration. After we take a look at an
assessment, we'll come back and enter a care enrollment for your consumer.
Consumer Summary 65

Co-Pay
SAMS tracks a history of consumer co-pay information. Users can tie a co-
pay to multiple care programs and track co-pay changes over time.

You can also establish household co-pays. When you create a co-pay record
for a consumer with a consumer relation, note that if the consumer relation is
receiving services in a different care program, then the relation's care
Some agencies use program ALSO needs to be added to the co-pay record for bills to calculate
indicators found on correctly.
financial assessments to
calculate co-pay
information. For more
information about that, see
the SAMS User's Guide or
Help files.

¾ To add a co-pay
1 Click Co-Pay in Consumer Details.
2 Under Co-Pay Details, leave today's date as the default Start Date and
enter 5.00 as the Co-Pay amount. Leave the End Date blank for now.
3 Click Select under the Co-Pay Care Programs heading.
66 SAMS Overview Training

4 Select at least one Care Program and click OK. SAMS automatically
populates the Service Program, Care Program and Co-Pay Type.

5 Under Co-Pay relations, click Select.


6 In the Search Consumers screen, enter Abernathy under Last name is like
and click Find.
7 Highlight the record that appears. If more than one appears, select any
active record. Remember that deactivated records appear in italics.
Consumer Summary 67

8 Click OK.
68 SAMS Overview Training

9 We'll ignore the Co-Pay Indicator History area, since that area is only
used with assessment co-pay indicators.

10 Click OK to close the Add Co-Pay screen.


Consumer Summary 69

Care Managers
You can enter multiple care managers for a consumer. If necessary for
reporting at your agency, enter both the caseworker and supervisor. Mark the
caseworker as the Primary care manager.

SAMS also stores care managers with individual consumer care plans.
Entering Care Managers in the general consumer record creates defaults for
care plans.

Most consumers will have the care manager "Assigning Supervisor" assigned
as the initial care manager. After an action report has been run, the supervisor
assigns the actual case manager.

¾ To assign a care manager to a consumer


1 Click Care Managers in Consumer Details.

2 Click Add Care Manager on the toolbar.


-OR- Right-click and select Add Care Manager.

3 If you select an agency under Agency Filter, only Care Managers who are
associated with that agency appear. For now, select (All).
4 Select a Care Manager.
5 Notice that Primary? defaults to Yes. This is the consumer's caseworker
or direct case manager.
6 Click OK.

7 Click Save .
70 SAMS Overview Training

Fund Identifiers
A fund identifier is a source of funds used to pay for a service such as NAPIS
Title III, Medicaid, etc. Fund Identifiers track funds and services in both
SAMS and FinPak, an add-on budgeting module for SAMS.

SAMS can prevent unauthorized service deliveries by requiring that


consumers receive only services associated with their assigned fund
identifiers. Fund Identifier filtering is optional and depends on the policies of
the organization.

¾ To assign a fund identifier to a consumer


1 Click Fund Identifiers in Consumer Details.

2 Click Add Fund Identifier on the toolbar.


-OR- From the File menu, choose Add Fund Identifier. -OR- Right-click
and select Add Fund Identifier from the menu.
Consumer Summary 71

3 Select a Fund Identifier from the list and click OK. Leave the default Start
Date.

4 Click Save .

Providers
Providers are the organizations (vendors) that directly provide services to a
consumer.

¾ To assign a provider to a consumer


1 Click Providers in Consumer Details.

2 Click Add Provider on the toolbar.


-OR- From File menu, select Add Provider. -OR- CTRL+N

3 Enter the information shown above. SAMS calculates a First and Last
Service Date after the consumer has service deliveries from this provider.
4 Click OK.

5 Click Save .
72 SAMS Overview Training

Caregivers
Both caregivers and care recipients are SAMS consumers. When you create a
caregiver relationship, you create a link or association between two
consumers.

¾ To associate a consumer with a caregiver


1 Click Caregivers in Consumer Details.

2 Choose Add Caregiver on the toolbar.


-OR- Right-click and select Add Caregiver. -OR- Select Add Caregiver
from the File menu.

3 Highlight the Caregiver field and click Browse .

4 Select James Abernathy or a caregiver specified by your instructor.


Consumer Summary 73

5 Click OK.

6 Select a Relationship, Family Caregiver Program Type, and Is At Risk


For Abuse or Neglect.
7 Select Yes for Is Primary.
8 When finished entering information, click OK.
74 SAMS Overview Training

Care Recipients
Care Recipients creates relationships between a consumer and other
consumers who receive care from that consumer. Associating a consumer
with a care recipient establishes them as a caregiver.

¾ To associate a care recipient with a consumer


1 Click Care Recipients in Consumer Details.

2 Click Add Care Recipient on the toolbar.


-OR- Right-click and select Add Care Recipient. -OR- Select Add Care
Recipient from the File menu.

3 Click Browse to choose a Care Recipient as specified by your


instructor.
4 Select a Relationship To Care Recipient, Family Caregiver Program
Type, Is At Risk For Abuse or Neglect, and Is Primary status.
5 When finished entering information, click OK.
Consumer Summary 75

6 Click Save .

Service Suspension
The Service Suspension system temporarily suspends consumer service
allocations, orders, deliveries, and routes. Use the system to prevent services
from being delivered while a consumer is away from home or during
hospitalizations.

Users can still create service allocations and orders during a suspension. Any
suspended orders display an exceptions field so that you can view the
suspension that affects both the general order and any items. Suspended
service allocations appear in red on the Calendar in Care Management.

¾ To add a service suspension


1 Click Service Suspensions in Consumer Details.
2 Click Add Service Suspensions.
3 Enter today's date as the Start Date.
4 Enter a week from today as the End Date.
76 SAMS Overview Training

5 Select a reason from the Reason list. Leave Comments blank for now.

6 Click Next.

7 In the Add Service Suspensions dialog, select a Care Program, Agency,


Service, and Provider. You'll notice the Reason and Start/End Dates are
populated automatically from the previous screen.
8 Click OK.
9 A prompt appears telling you the suspension is saved. Click OK to
continue.
Consumer Summary 77

10 In the Service Suspension Quick Update screen, check the (All) box in the
You can suspend Service category.
consumers from services
that they do not have
scheduled, or that they
have not previously
received, by clicking the
Add Other Suspensions
button. See the SAMS
User's Guide or Help files
for more information.

11 Click Save.

12 Review the Service Suspension log and click Close.


78 SAMS Overview Training

Consumer Details Practice


ƒ Enter a Medicaid Number and that the Info Release has been authorized.
ƒ Add a mailing address for the sister Karen.
ƒ Use 617-555-1294 as Karen's Home phone number.
ƒ Change your consumer's Residential Address to "1108 Main Street".
ƒ Modify your consumer's cell phone number.
ƒ Enter No for Emergency Meal? in User Fields.
ƒ Save your changes.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________
Consumer Summary 79

Assessments
Assessments stores consumer assessment sessions. Each session is based on
one of the forms provided with SAMS and the Omnia System®.

SAMS can pull data from consumer records and enter the information into a
new assessment or reassessment. Likewise, any changes to consumer
information in assessment responses can update SAMS.

Omnia Repository
All consumer assessments are stored in a database called the Omnia
Repository. By storing assessments outside of the SAMS database, users can
use Omnia Interviewer and Omnia CE to perform mobile assessments.
Omnia Interviewer and Omnia CE (used on a Pocket PC) are stand-alone
applications used for assessment intake. Mobile Assessment Training covers
how to use the Omnia Suite to take assessments in the field.

It is not necessary to understand the Omnia Repository to enter assessments


in SAMS or the Omnia System. Just know that the two systems are integrated
to share assessment data, and that most references to Omnia relate to
consumer assessments.

Let's see how to create a new assessment in SAMS.

¾ To create a new assessment

1 Let's return to our "guinea pig" consumer. Use Find or Search


to locate your consumer.
2 Open the record.

3 Click the Assessments icon in the Navigation pane.


80 SAMS Overview Training

4 Click New Assessment on the toolbar.


-OR- In the File menu, click New Assessment....

5 Select [Browse...] in the Filename list. Your trainer will walk you through
the process of finding the assessment. In actual practice, assessment
forms are stored on a shared network drive such as the S: drive. Once
you've assessed a consumer using a form, it appears in the Filename list
for future use.
6 Highlight the correct assessment form and click Open.
Consumer Summary 81

7 All fields under Organization are optional and are used to link
assessments with their sponsoring organizations. You can leave this blank
for now, unless your trainer directs you otherwise.

8 Under the Assessment heading, SAMS automatically enters the Date of


Assessment and Next Assessment Date using today's date and the
Reassessment Date default. Enter your name in Assessor. You can choose
to password protect this assessment by entering a Password and then
entering it again in Verify Password.
9 Click OK after selecting the form.
10 At the prompt, click Yes to activate the form's Indicators. Indicators are
automatically calculated values based on assessment responses.
82 SAMS Overview Training

SAMS copies any existing information from the consumer's record into
assessments. Certain consumer fields, such as Ethnicity, can store
multiple records. SAMS prompts you to select the correct assessment
response based on the values already entered into SAMS.

11 Click OK when finished.


Consumer Summary 83

Entering or Changing a Response


Let's enter an assessment for a new consumer to see how entering an
assessment can fill in Consumer Details.

A note about required questions: SAMS does not require you to enter
questions in any particular order. However, most assessment forms have
required questions. If the Required Questions prompt is enabled in Tools >
Options, the prompt displays how many required questions have been left
unanswered when the assessment is saved.

¾ To enter question responses


1 Use the plus sign to expand section headings to see subsections in the
Navigation pane.

2 In the Navigation pane, highlight section BB. Personal Items.


84 SAMS Overview Training

3 Enter information into this section of the assessment. Use the keyboard as
much as possible when adding data. The left and right arrows scroll
through possible question choices. ENTER or the DOWN ARROW key
moves you to the next question.

4 You'll notice that in several assessment questions, responses start with a


number or letter. Type the number or letter to select the appropriate
response.

5 When finished, click Save and Close .


Consumer Summary 85

6 SAMS prompts you to map an Ethnic Race/Nationality to the responses


given in the assessment. Select from the list in SAMS Value.

7 Click OK.
8 Click Details.

9 SAMS has entered the information from the assessment in the appropriate
fields.
86 SAMS Overview Training

Question Notes and Identifiers


Use Question Notes to enter information about a response or a question-
related observation. Don't confuse this area with the Narrative, where you
enter general information and observations about the assessment.

¾ To edit question notes or review question IDs

1 Click Assessments in the Navigation pane.


2 Highlight the assessment you just created.

3 Click Edit Assessment .


4 Highlight section BB. Personal Items on the left.
5 Highlight a question on the right.

6 Click Notes on the toolbar.


-OR- In the View menu, select Notes Pane.

7 SAMS displays a new pane just below the questions.

8 Practice entering some notes.


Consumer Summary 87

9 Click Save on the toolbar.


-OR- Click any assessment question.

10 Click Notes on the toolbar to remove the pane from view.

11 Let's find out the Question ID of this question. Click Properties .


SAMS displays the Question ID along with other question information in
a pane at the bottom of the screen.

12 Click Properties again to remove the pane from view.

13 Click Save .

Viewing or Modifying Narratives


Entering a narrative on any assessment form is straightforward. The
Narrative is always the last section of an assessment. You can also click Go
Don't use narratives to To Narrative on the toolbar at any time.
create Consumer Journal
entries or Actions. ¾ To review or change a narrative
Narratives are for
information about the 1 Click the Narrative section at the bottom of the Navigation pane.
assessment only.
88 SAMS Overview Training

2 Enter "Client was distracted during assessment. Would not turn off Red
Sox game."

3 When finished, click Save .


-OR- Click another section of the assessment.

4 To exit out of this assessment, click Save and Close .


Consumer Summary 89

Assessment Practice
ƒ Create another new assessment for your consumer using the form your
trainer directs you to.
ƒ Answer some questions using fictitious data.
ƒ Save and close the assessment.
ƒ Check for any changes in Consumer Details.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________
90 SAMS Overview Training

Care Management
SAMS Care Management creates consumer care plans. Within each care
plan, care managers create service plan allocations. These allocations
generate service orders (authorizations) that ultimately are turned into service
deliveries. SAMS creates invoices and tracks contracts against service
delivery records.

For those of you who do not need to work in case management regularly, use
this part of the training session to understand the entire SAMS consumer
process and the relationship of care enrollments to care plans.

¾ To create a care enrollment


Each care plan is created for a specific care enrollment or care program for a
consumer. Now that you've finished an assessment, let's go back and create a
care enrollment.

1 Click Details in the Navigation pane.


2 Click Care Enrollments.

3 Click Add Care Enrollment .


Consumer Summary 91

A Care Program is a
unique combination of a
Level of Care and Service 4 In Level of Care, select State Programs.
Program. A care 5 Select Home Care Basic / Non-Waiver in Service Program.
enrollment enrolls a
consumer into a care 6 Click OK.
program for a period of
time. A consumer must 7 Click Save .
have an appropriate care
enrollment before creating
a care plan or entering
service deliveries.
¾ To create a new care plan

1 Click the Care Management icon in the Navigation pane.

2 Click New Care Plan on the toolbar.


-OR- Select New Care Plan from the File menu.
3 Leave (All) as the default for Agency Filter.
4 Select a Primary Care Manager and Provider Role as directed by your
trainer.
92 SAMS Overview Training

5 Associate the care plan with one of the consumer's care enrollments. To
select a care program, click Browse next to the Service Program
field.

6 Select a care enrollment and click Select. Services that users can allocate
You entered Date
within a care plan depend on the associated care program.
Registered of the 5th of If you change the Start and End Dates within a care plan, SAMS checks
this month for your to make sure that they fall within the date range of the care enrollment.
consumer. When we
created the care
enrollment, SAMS
automatically used the
Date Registered as a Start
Date for the care
enrollment.

SAMS enters a default End


Date for the care plan 7 Select Active as the Status.
based on a time period you
select. Set the default in 8 Click OK.
Options (in the Tools
menu).
Consumer Summary 93

Care Plan Worksheet


The Care Plan Worksheet can assist care managers determining consumer
The Care Plan worksheet needs. The worksheet displays functional areas grouped by several functional
is an optional tool. It is not categories in a convenient spreadsheet view.
required to deliver services
to an individual. Use the
worksheet to record
information about services
an individual may be
getting through third party
or informal supports.

Worksheet Data Entry


Use the list or browse button that appears when you click in a cell to select
the appropriate response. SS stands for Self-Sufficient. Check the SS box if a
consumer has no needs in that functional area.
94 SAMS Overview Training

Service Plan
A Service Plan creates service allocations designed to meet consumer needs.
Care managers can use service allocations to automatically generate service
orders.

Service Plan Allocations


Each service within a service plan has an Allocation Type. Allocation types
specify the length of time for the planned service. SAMS has five types of
service plan allocations: Weekly, Monthly, Yearly, Care Plan, and Duration
Specified.
ƒ Weekly - enter the service units by week. Users can plan services for
specific days of the week and weekly Frequencies (bi-weekly, tri-
weekly).
ƒ Monthly - plan units for a month. Care plan costs are calculated by
multiplying the services by the number of months in the care plan.
ƒ Yearly - enter service allocations for an entire year.
ƒ Care Plan - units of service entered are the total units for the length of the
care plan.
ƒ Duration Specified - allocations for one time instances of planned
services or those services that do not fit into Care Plan or other durations.
¾ To add a service to the service plan
1 Click Service Plan in the Care Plan Navigation pane.
Consumer Summary 95

2 Click Add Service on the toolbar.

3 Select a Service of Homemaker, or another as directed by your trainer.


SAMS filters selection lists as you enter services. If you selected a
Service Category first, SAMS limits or filters which Services and
Providers you can select. Selecting a Service first filters the Subservices
and Providers list. If you had selected a Provider first, SAMS would
limit the services you could select to only those offered by the provider.
4 Select Anodyne Homemakers as the Provider, or another as directed by
your trainer.
5 SAMS automatically enters a Unit Price of $19.93 based on the Agency
and Provider. SAMS generates the Unit Price using the rate information
entered into SAMS Administrator or active service contracts. You can
find out what a service unit represents by looking at the Unit Type, which
in this case is 15 minutes.
96 SAMS Overview Training

6 Let's add this allocation to the service schedule. Under Service Plan
Schedule, click Add .

7 Select Weekly as the Allocation Type.


8 Highlight Week Detail.
9 Enter "4" in Monday. The Units Allocated automatically updates to 4.
10 Enter "2" in Frequency to create a bi-weekly service allocation. The
Frequency tells SAMS how often to repeat the service: weekly (1), bi-
weekly (2), tri-weekly (3), etc.

11 Click Apply and Close in the Service Plan Schedule pane.

12 Click Apply in the upper left corner. Apply saves your work and
keeps the window open. Apply and Close saves your work and closes the
current window.
Consumer Summary 97

Click Apply to commit


services to the service
plan. Click Save when you You've just scheduled 4 units of services for every other Monday within the
want to save the entire care enrollment. Let's take a look at just this service allocation on the
care plan, including the calendar
current screen contents to
the database. In a nutshell,
¾ To view and print the service calendar
Apply commits the current
changes on the screen
against the care plan 1 Click Show Calendar on the toolbar. SAMS displays a calendar for
without saving to the the duration of the care plan.
database. Save records
your changes to the
database.

Change the color, fonts,


and add wallpaper to the
calendar for your logon 2 You can access the original service allocation by double-clicking the
using Options from the correct calendar entry.
Tools menu.
3 To print the calendar as it is displayed on the screen, click Print Calendar
on the toolbar.
4 To view a specific subsection of the service plan duration, choose a
month from the list to the right of the Print Calendar icon.

5 Click Hide Calendar to go back to the service allocation.

6 Click Save .
98 SAMS Overview Training

Service Orders
Service orders are typically generated from within a care plan. SAMS offers
a separate Service Order area for each consumer, used to view and manage
consumer service orders.

¾ To add a service order

1 Click Service Orders in the Navigation pane. If you still have a


care plan open, click Save and Close to access the consumer Navigation
pane.
2 You can see the orders you just generated.

3 Click Add Order on the toolbar.


-OR- Select Add Order from the File menu.
4 Select a Care Program Name, Agency, and Provider as directed by your
trainer.
5 Enter an Effective Date of today, and an Expiration Date of 6 months
When an order is from today.
suspended, a field called
"Exceptions" automatically
appears. Exceptions
displays all suspensions
with appropriate dates that
affect the order. Edit order
item Status to manually
close any items that do not
need to be delivered due
to the suspension.

6 Click Add Item to add an item to the service order.


7 Enter the information shown above, unless your trainer directs you
differently.
Consumer Summary 99

Comments entered with


each service order item
print on the Service Order 8 Click Apply & Close Item to add this item to the service order.
report.
9 Click Save to save the service order to the consumer record.

Generating Service Order Authorizations


Service Orders are future or authorized services for consumers. SAMS tracks
service orders against service contracts, service deliveries, and service
allocations.

Some organizations require a service order before users can enter the
corresponding service delivery.

Case managers can automatically generate service orders from service plan
allocations or create individual service orders. Let's automatically generate
service orders from within a service plan and then from consumer Service
Orders.

About Service Orders


Each service order has two parts: Details and Items. Enter the Care Program
associated with this service order, Agency, Provider, and Effective and
Expiration Dates in Details. All Service Orders are comprised of one or more
service items. Service Items store the service authorized, numbers of units,
Status, and any Comments.

¾ To automatically generate service orders


1 Click Service Plan.
2 Highlight the service allocation you just created.
100 SAMS Overview Training

3 Click Service Orders on the toolbar.

4 Click Generate.
5 In the Service Orders Properties screen, enter an End Date of two
months from now and review the information. You can adjust the Start
and End Date and any information not already named in the service
order. Leave the default option of Discard the generated order.
Consumer Summary 101

SAMS offers regeneration


options for service orders.
If you need to regenerate 6 Click OK.
service orders after 7 SAMS generates the orders and creates a log, displayed on the screen.
changing a service
After reviewing, click OK to save the service orders. Cancel prevents any
allocation, follow the
procedure outlined here changes to service orders.
and select whether SAMS
should discard old orders
or update the existing
ones.

8 SAMS updates the screen while changing and creating orders. Click
Done.
102 SAMS Overview Training

9 SAMS lists the newly generated or changed service orders on the screen.

10 Highlight a service order.


11 The order information appears in the lower pane. The left pane shows
Agency, Provider, and Date information. The right pane shows order
items. You can add, edit, or delete items within this pane. The Reset
Order button reverts the order to the last saved version. Use Print List or
Print Order to get the appropriate printouts from this screen.
12 Click Close.

13 Click Save and Close to close the care plan.


Consumer Summary 103

Calendar
The calendar displayed within the service plan displays only that particular
service allocation. Each care plan offers a general calendar where you can
view all allocated care plan services, along with journal entries and goal
statements associated with the care plan.

¾ To display the general care plan calendar


1 Click Calendar in the Navigation pane.

2 SAMS displays the calendar for the entire care plan. Ordinarily, you'd see
all services for this care plan. You only entered one service, however, so
SAMS displays just the one allocation on the calendar.
104 SAMS Overview Training

3 Click Show Month Details on the toolbar.

You can also select a


single month of the 4 Review all the service allocations.
calendar, print, or zoom in
or out by using the
5 Click Hide Monthly Details to remove the pane from view.
Calendar toolbar.
Consumer Summary 105

Goal Statements
Use Goals to enter targets for improvements or care plan achievements.

¾ To create a new goal statement


1 Click Goals in the Care Plan Navigation pane.

2 Click Add Goal Statement on the toolbar.


-OR- Select Add Goal Statement from the File menu.

3 Select the Goal of Improve Environment.


4 Enter a Target Date.
5 In Comments, enter " Keep up with housekeeping."

6 Click Apply .
7 Select Yes in Achieved.
8 SAMS automatically fills in today's date.
106 SAMS Overview Training

9 Click Apply .

10 SAMS displays the goal with a line through it to show that it has been
achieved.

11 Click Save .
12 Click Calendar. The now Achieved goal also appears on the care plan
calendar.
Consumer Summary 107

Care Plan Journals


A Care Plan Journal stores notes and journal entries for each care plan.

SAMS also has a general consumer journal for recording consumer progress
notes, which we'll discuss later on.

¾ To record a care plan journal entry


1 Click Care Plan Journal in the Navigation pane.
2 Enter "Care Plan" as the Subject heading.
3 Under Comments, enter "This is a good plan."
4 SAMS automatically fills in Entry Date and Time, though you can change
these manually if needed.
108 SAMS Overview Training

5 Click Apply and Close on the toolbar.

6 Click Calendar. The journal now entry now appears there. Hover your
mouse cursor over it to view the journal entry text. If you click the Care
Plan icon within the calendar, SAMS takes you directly to the journal
entry where you can modify it as needed.
Consumer Summary 109

Care Managers
Each care plan can have multiple care managers with one flagged as the
Primary manager, similar to the consumer's general care managers.

¾ To add a care manager


1 Click Care Managers in the Navigation pane.
2 Click Add Care Manager on the toolbar.
3 Select any name from the Care Manager list.
4 Leave the default of No for Primary?.
5 Select Care Manager as the role using the Provider Role list.
6 Click Apply and Close on the toolbar when you are finished.
110 SAMS Overview Training

Diagnosis Codes
Diagnosis Codes allow your organization to invoice Medicaid for services.
CMS Biller, a SAMS add-on product, uses the ICD-9 codes entered in
Diagnosis Codes for electronic Medicaid billing. CMS Biller transmits the
highest priority (lowest number) diagnosis code. Enter "1" for the Priority of
the primary diagnosis code.

¾ To enter and prioritize care plan diagnosis codes


1 Click Diagnosis Codes in the Care Plan Navigation pane.

2 Click Add Diagnosis Codes on the toolbar.


Consumer Summary 111

3 Make sure that the Diagnosis Code field is highlighted and click Browse
.

4 Type "br" in the Short Name field.


5 Click Find.
6 Scroll down to the bottom.
7 Highlight "Broken Tooth."
8 Click Select.

9 Click Apply and Close.


112 SAMS Overview Training

Care Plan Summary


After creating the care plan, SAMS displays the Care Plan Summary. The
Care Plan Summary is a read-only snapshot of a consumer’s care plan,
similar to the Consumer Summary.

Use the Modify Care


Plan... hyperlink in the
upper right corner to All of the headings that appear on the Care Plan Summary (such as Service
change care plan dates, Plan) are hyperlinked. Click a heading to access that section of the care plan.
status, or comments. When a user modifies part of the care plan, SAMS updates the Care Plan
Summary.

Printing Care Plan Logs


The Care Plan Logs prints all parts of a care plan. You can print or preview
just certain sections.

¾ To preview the care plan log

1 Click Print Preview Care Plan .


Consumer Summary 113

Click Print in step one to


send the care plan log to a
printer without previewing. 2 Un-check goals and journal to prevent those parts of the care plan from
printing.

3 Click OK.

4 To print, click Print Report . Skip this step for this training session.

5 Click Close .
114 SAMS Overview Training

Care Management Practice


ƒ Create another service allocation for the service Companion for the
provider Right at Home.
ƒ Plan the service for 1 unit for the 2nd day of every 3rd week.
ƒ Save your changes.
ƒ View the updated information on the care plan summary.
ƒ Generate service orders for the provider Right at Home.
ƒ Add a long-term goal of Improve Nutrition for six months from today.
ƒ Save and close the care plan.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________
Consumer Summary 115

Service Delivery

Click the Service Delivery icon in the Navigation pane. SAMS


displays Service Deliveries, where you can see, edit, and record services that
have been actually delivered to a consumer.

Service Deliveries are another vital component of the SAMS system. SAMS
uses service delivery records to generate invoices. Many SAMS reports are
tied to service deliveries.

This section covers how to add and edit service deliveries using consumer
Service Deliveries. Although this area makes it easy to correct and view
service delivery records, entering services consumer by consumer is a slow
method of data entry.

SAMS Rosters and the Service Delivery Confirmation Wizard make it much
easier to enter services to many consumers at once. We'll be covering these
areas later on. Use the list in the toolbar to total services on any of these
fields: Provider, Service, Service Month, Care Program, No Totals,
Subprovider, and Fund Identifier.

¾ To create a new service delivery record

1 If you haven't already, click the Service Delivery icon in the


Navigation pane.

2 Click Add Service on the toolbar.


3 Enter 1 unit of a Companion service that your consumer received in the
current Service Month using the information shown below. Select the
Care Program first, the Provider, and then the Service. Enter the number
of Units. SAMS automatically fills in the Unit Price.
116 SAMS Overview Training

SAMS filters selection lists


as you enter services. If
you select a Service
Category first, SAMS limits
or filters which Services
and Providers you can
select. Selecting a Service
first filters the Subservices
and Providers list.
Selecting a Provider limits
the Services list to only
those offered by the
provider.

Most in-home or care


planned services require
both a service allocation 4 Click Apply and Close after entering the information shown above.
and order (authorization)
before service delivery. Let’s add another unit of service, this time with Daily Unit Details. Daily unit
details record the actual days the services were delivered.

¾ To create a service delivery record with daily unit details

1 Click Add Service on the toolbar.


Consumer Summary 117

2 Enter a service delivery of Homemaker using the information shown


below. Select the Care Program first, then the Provider, and then the
Service. Don't enter the number of Units quite yet.

3 Highlight the Daily Unit Details field.


4 Click Browse .
5 Enter the units of Daily Details shown above. Use the dates that
correspond to the service allocation you created earlier.
6 Click OK when you are finished. SAMS updates the Units field using the
total entered into the calendar.

7 Click Apply and Close to save this service delivery record to the
consumer.
118 SAMS Overview Training

Service Delivery Practice


ƒ Create a new service delivery record.
ƒ Choose a Provider.
ƒ Specify that your consumer received 1 unit of the service "Adult Day
Care" on 4 different days this month.
ƒ Give it a Unit Cost of $20.00.
ƒ Choose a Service.
ƒ Apply and close.
ƒ Save the consumer record.

NOTES:_______________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
__________________________________________________
Consumer Summary 119

Activities & Referrals


Use Activities & Referrals to document the assessments, meetings, phone
calls, and other tasks completed with, or on behalf of, a consumer or
consumer group. You can also use this feature to make consumer referrals to
any other organization using SAMS within your database. Additionally, you
can see all of your activities and referrals for a consumer in an instant by
clicking the Activities & Referrals button in the Navigation pane within their
consumer record.

You can access a consolidated listing of all activities and referrals by clicking
the new Activities & Referrals button on the SAMS toolbar. We'll talk about
that in a little while.

Using the Activities & Referrals list


You can sort the Activities & Referrals list by any of the columns displayed
on the screen. Click a column title once and the list sorts in ascending
alphabetical or numerical order. Click once more to sort the records in
descending order. For more information on customizing the columns
displayed on the screen, see Changing the Consumer List View (on page
35). toolbar

Use the Group Activities/Referrals list at the far right of the toolbar to group
records by Status. Select the blank from the list to return the screen to the un-
grouped view.

The Activities & Referrals toolbar also offers a Find feature. For more
information, see Using Find with Filters (on page 27).
120 SAMS Overview Training

¾ To create a new activity/referral

1 Click Activities & Referrals in the Navigation pane.

2 Click Add Activity/Referral on the toolbar.


3 Enter Assessment as the Subject and select Assessment from the Action
list.
4 Use 3 business days from now as the Due Date. You can either enter the
date using the Browse icon or by using the calendar to the lower right
of the screen. To use the calendar, use the right and left arrow keys to
select the appropriate month (the current month and day are automatically
displayed), and double-click the appropriate day.
Consumer Summary 121

5 You can skip the Comments section.

6 Click Apply and Close .

7 Click Save to save the changes to the consumer record.


8 You can choose to print/print preview the details of a single
activity/referral, or an entire list of activities and referrals. For now, let's
take a look at the print preview for the activity/referral you just created.
Highlight it in the Activity/Referral list and click Print Preview on the
toolbar.
-OR- Select Print Activity/Referral from the File menu. -OR- Right-click
and select Print Preview Activity/Referral.
122 SAMS Overview Training

9 Leave the Selected Activity/Referral defaults in place and click Preview.

If necessary, you can edit


or delete an
Activity/Referral by right-
clicking it in the Activities &
Referrals list screen and
clicking either Edit or
Delete, or by clicking Edit
Activity/Referral or
Delete Activity/Referral
on the toolbar.

10 When you are finished previewing the activity/referral, click Close.


Ordinarily, you would probably click Print Report.
Consumer Summary 123

Consumer Journal
SAMS has two areas for journal entries: within care plans and in the general
Consumer Journal. Use the general Consumer Journal to record Progress
Notes. Let's practice creating a consumer journal entry using the procedure
Journal entries can only be below.
viewed by users within the
same organization. ¾ To create a new consumer journal entry

1 Click Journal in the Navigation pane.

2 Click Add Journal Entry on the toolbar.


-OR- Select Add Journal Entry from the File menu.

3 Enter the information shown above.

4 Click Apply and Close in the upper left to save the entry and close
the Journal Entry pane.

5 Click Save .
124 SAMS Overview Training

6 Access the Consumer Summary and scroll to the bottom to see the new
Consumer Journal information.
Consumer Summary 125

Actions and Journal Practice


ƒ Create a new Activity/Referral.
ƒ Enter "Follow Up" as the Subject.
ƒ Select an Action.
ƒ Use the calendar to enter the Due Date of a week from today.
ƒ Apply and close.
ƒ Save the consumer record.
ƒ Add a journal entry with the Subject of “Consumer Notes”.
ƒ Leave the Entry Date as is.
ƒ Enter the following Comments: “Consumer expressed reluctance to
accept services at first but seemed to become more comfortable as the
conversation progressed. ”
ƒ Apply the record and close the window.
ƒ Save and close the consumer record.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________
126 SAMS Overview Training

Activities & Referrals list


You deserve a pat on the back! We've just completed our look at the different
sections of an individual consumer record. We're going to now turn our
attention to Activities & Referrals, another very important area of SAMS.

As you learned earlier, you can access Activities & Referrals both from
within a consumer record and on the SAMS toolbar. In a nutshell, you'll want
to use the Activities & Referrals toolbar button to quickly view referrals
associated with your organization, while you'll want to use the Navigation
pane to add, edit, view, and delete referrals from inside individual consumer
records - though you can perform all of those functions in this area, as well.

Since the process of adding, editing, and deleting an activity/referral here is


virtually the same as doing it within a consumer record, we're not going
repeat the process in this section.

Instead, let's take a look at using Filters to limit a potentially large number of
records in the Activities & Referrals screen.

You can also use the Page Navigation toolbar (see Sorting Consumer List
Pages (on page 20)) or customize the columns on the screen (see Changing
the Consumer List View (on page 35)) to further manage your screen view.
In addition, the Activities & Referrals screen offers a Find (see "Using Find
with Filters" on page 27) feature.
Consumer Summary 127

Quick Filters
Quick Filters provide you with an easy way to limit the number of consumers
in view. Use the three quick filter lists to make your selections. Filter by date,
provider, and/or status.

¾ To view activity/referral records by date


1 Click Activities & Referrals on the toolbar.
-OR- From the View menu, select Activities & Referrals.
2 In the Activities & Referrals list screen, use the Date filter list to select
New.
3 Use the Provider/Care Manager filter list to select BayPath Elder
Services.
4 Use the Status filter list to make select Not Started.
128 SAMS Overview Training

5 Click Apply. Only records that match your filters remain.

6 Use the Clear button when you are ready to clear the filters.

List Filter
Use the Activities & Referrals list Filter to limit consumer records by criteria
other than those found in the other list filters. You can filter based on any

combination of criteria found in the Filter screen. SAMS saves the filters you
create between sessions. The filter changes only the list displayed for your

Windows/AgingNetwork account.

¾ To filter the activities & referrals list


1 Click Filter on the toolbar.
-OR- Right-click and point to Current View, then select Filter.... -OR-
CTRL+Y
2 In the Filter screen, select All of the criteria from the Match Type list.
3 Use the Action list to select Assessment.
Consumer Summary 129

4 Enter today's date as the Due Date.

5 Click OK. SAMS displays the Activities & Referrals list with only the
records meeting your specifications. The title bar shows the number of
filter criteria, or just the criteria itself if you only entered one filter.
130 SAMS Overview Training

6 Use the Clear All button to clear all filters.

Activities & Referrals Practice


ƒ Use the quick filters to limit the records to new activities/referrals due for
BayPath Elder Services. Leave (All) as the Status list default.
ƒ Clear the filters.
ƒ Use the filter to locate all assessments for James Abernathy.
ƒ Clear the filter when you are done.

NOTES:_______________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
__________________________________________________
Consumer Summary 131

Billing
Consumer Billing offers elements of both Invoices and Payments within the
consumer summary screen (we'll look at these areas later).

You'll use consumer Billing to view, add, edit, and delete invoice and
payment items from inside individual consumer records, while you'll use the
Invoices and Payments areas of SAMS primarily for Agencies and Third
Parties, such as private insurers.

SAMS generates both Private Pay and Co-Pay invoices. A Private Pay
invoice bills consumers for the entire amount of a service delivery. A Co-Pay
invoice charges for the consumer's current co-pay for the care program or the
amount of services - whichever is less.

SAMS can invoice consumer co-pays based on the co-pay history entered in
The consumer Billing their consumer records. Any changes in co-pay history appear as adjustments
screen provides a on an invoice.
chronological ledger view
of invoices and payments
over time, and cannot be
sorted by column. You can
adjust the column width,
though.

¾ To add a consumer invoice


1 Return to your consumer record.
2 Click Billing in the Navigation pane.
132 SAMS Overview Training

3 Select Private Pay Invoice.

4 Select an Invoice No, Description, Invoicer - Agency, and Invoicee -


Consumer as directed by your trainer.
5 Leave today's date as the default Invoice Date.

If your agency uses auto


numbering, you cannot 6 Click Service Delivery Items in the Navigation pane.
enter an invoice number.
The field populates 7 Click Add Items on the toolbar.
automatically when you
save the record. -OR- Right-click and select Add Items.
Consumer Summary 133

8 In the Add Service Delivery Items dialog, enter criteria into at least 2
Filter By fields to locate service delivery records to add to the invoice.

9 Select an invoice item and click OK.


10 Save and close the invoice.
11 Now let's add a payment against the invoice you just created.

¾ To add a payment
1 Click New Payment on the toolbar.
2 Enter a Payment Ref. No. of 1.
3 In the Payee - Agency field, select the same agency that you entered into
the invoice as the Invoicer - Agency.
134 SAMS Overview Training

4 Click Items in the Navigation pane.

5 Click Add Items in the toolbar.


-OR- Right-click and select Add Items.

6 Enter Filter By criteria as needed to locate your invoice item. If you don't
enter any criteria, SAMS returns all open invoice items.
7 When you find the correct item, select it and click OK.
8 Click Details in the Navigation pane. You'll notice that the Credit
Balance equals the total of the invoice item you just selected.
9 Save and close the payment.
Consumer Summary 135

Billing Practice
ƒ Create a co-pay invoice for your consumer.
ƒ Save and close the invoice.
ƒ Create a payment for the invoice.
ƒ Save and close the payment.
NOTES:_______________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
__________________________________________________
137

Rosters
As you've seen, a consumer record stores a tremendous amount of data.
However, entering service deliveries one consumer at a time is extremely
inefficient. SAMS Rosters were designed to encourage efficient service data
entry. Rosters are custom, filtered lists of consumers displayed in a
spreadsheet fashion. By selecting large numbers of consumers at once, users
can enter service deliveries quickly for many consumers.

Using Rosters
Using rosters in SAMS is a two-step process: 1) creating a Roster Definition
and then 2) recording service deliveries. After a Roster Definition has been
created, it can be used repeatedly to record service deliveries.

Types of Rosters
SAMS offers four types of rosters: Multi-Service, Service Plan (Multi-
Service), Service Plan (Specified Service), or Single Service. A Single Service
roster only records one kind of service to the list of consumers. A Multi-
Service roster can record different services to the same consumer list. Service
Plan rosters generate lists of consumers based on care plan service
allocations.

Let's begin this part of training by looking at how to record services to a


multi-service roster.

¾ To record service data

1 Click Rosters on the toolbar.


2 Highlight a roster in the Rosters screen.
Service records recorded
3 Click Record Service Data... .
in rosters are associated
with individual consumer 4 Select this month as the Service Period.
records. The service
deliveries are not "stored"
within the roster. Access
the Service Delivery area
at any time to see
consumer deliveries
entered through Rosters or
Consumer Service
Deliveries.
138 SAMS Overview Training

5 Click OK.

¾ To enter service data into the roster


1 The roster's default view displays consumer and service records grouped
by service. You also can group records by Consumer, Fund Identifier, or
Service by selecting from the Grouping list. Select Consumer to change
the grouping to the one shown below.

2 Rosters show service records for each day within a service month or
period by default. You can also view and record data monthly. Change
the month to "(Any)" Press F5 or click Refresh on the toolbar to
refresh the screen. Go back to the current service month by selecting the
appropriate month and clicking Refresh again.
Rosters 139

3 To add units of service, click in a cell that corresponds to the appropriate


consumer and day. Enter the number of units needed. Highlight a small or
large block of consumers as shown below and type "1".

4 Let's record services for everyone on one day. Click the column heading
of the first Tuesday of the month. Type "1".
140 SAMS Overview Training

5 Ordinarily, you'd click Save to add the service delivery records to


the database. However, in this training session, let's have just the trainer
save the records to the roster to prevent issues with overwriting the same
service delivery records simultaneously.
Rosters 141

Multi-Service Rosters
Thus far, we've recorded the default service for the roster. Let's take a look at
how to enter multiple services on the same roster.

You cannot edit the ¾ To enter additional services on a multi-service roster


roster's Agency, Provider,
or Site. Multi-service 1 Click Add Service on the toolbar.
rosters can record multiple
services/subservices but
only for one
Agency/Provider
combination.

2 The left side of Add Service shows all of the consumers on the roster.
Check the consumers that should receive the service delivery. Click
Select All to check all consumers.
3 Select the Service and Place of Service shown above. Enter 4 units of
service.
4 Select the Day of the month that corresponds to the service delivery you
just entered. Selecting "(Any)" Day causes SAMS to enter a monthly
total. Selecting "(All Days)" enters the units on each day of the month.
5 Click Add.
142 SAMS Overview Training

6 At the prompt, click Yes to add the service delivery to the roster. The
Status bar at the bottom of the screen confirms the service was added.

7 At this point, you can choose a different Service, change the Day, etc. to
continue entering service data. We're done for the moment. Click Close to
remove the Add Service screen. SAMS refreshes the service delivery data
on the Roster Services screen.

8 The trainer will click Save to add the service delivery records to the
database.
Rosters 143

¾ To temporarily add consumers to the roster


In addition to entering multiple services, you can add consumers to the roster
not selected by the roster's filters. The consumers are added for the current
roster session only. Added consumers will not appear the next time service
data is recorded with the roster.

1 Click Add Consumers .

Check the box and click


Add to add eligible
consumers to the roster 2 Enter the search criteria shown above in the upper part of the Consumers
after a search. SAMS adds window.
the new consumers to the 3 Click Find.
roster in the default sorting
order. Scroll down to the 4 SAMS displays only consumers that are eligible (enrolled in the care
bottom to see the new program and meet the filter criteria) to be added to the roster. Eligible
consumers. consumers already part of the roster appear in grey with a check to the
left of their name. In this case, all eligible consumers in the training
database who match the roster's criteria are already part of the roster.
144 SAMS Overview Training

5 Click Close to remove the Consumers screen.


Rosters 145

Roster Toolbars
Roster toolbars offer several saving, searching, sorting, grouping, and
viewing options to make it easier to review and enter service data.

Top Roster Toolbar

ƒ Close - exit out of the roster. SAMS prompts you to save any
unsaved changes.

ƒ Save - record the service deliveries to consumer records.

ƒ Save and Close - record service deliveries and exit out of the roster.

ƒ Print Roster... - print roster information using one of several different


formats, including monthly, weekly, yearly, and bar-coded styles.

ƒ Add Consumers - temporarily add a consumer to the roster list. Not


available for Service Plan rosters.

ƒ Find Consumers - search for a consumer on the roster list.

ƒ Add Service - enter services other than the default roster services.
Not available for Single-Service rosters.

ƒ View Contract - check service information against active contracts.


View pending orders and service deliveries against contract information.
146 SAMS Overview Training

Bottom Roster Toolbar


ƒ Service Month - service period to record. Use (Any) to record yearly
totals.
ƒ Service Year - year of service period.

ƒ Refresh - update the roster with the most recent information from the
database. Use when switching service periods.

ƒ Columns - add or remove roster columns displayed on the


screen.

ƒ Totals - toggle the display of total units with details or just total
units. Default is total units with daily details.

ƒ Suppress Zero Units - display or suppress zeros in data entry cells.


ƒ Grouping - gather service records by Consumer, Service, or Fund
Identifier.
Rosters 147

By default, rosters display ¾ To add/remove columns


service delivery
information for the service 1 Click Columns .
month you selected in a
daily view. You can toggle 2 Un-check Fund Identifier.
between daily and monthly
views by using the month
and year lists in the upper
left corner. If you change
the lists to “(Any)” month,
you can see totals for all
months in the specified
year.

3 Click OK.
148 SAMS Overview Training

4 SAMS removes the Fund Identifier column from view.


Rosters 149

Roster Definitions
A Roster Definition is the set of filters SAMS uses to create the list of
consumers for recording services. Let's take a look at the parts of a roster
definition.

¾ To view a roster definition


1 Highlight an existing roster.

2 Click Edit Roster .


150 SAMS Overview Training

Roster
ƒ Name - title and/or description of the roster.
ƒ Type - select Multi-Service, Service Plan (Multi-service), Service Plan
(Single-service), or Single Service. See Rosters (on page 137) for more
information about roster types.
ƒ Care Program Name - the care program for services delivered in the
roster. Required for each roster. All eligible consumers must have an
active care enrollment for at least part of the service period.
ƒ Agency - the agency responsible for services. Required for each roster.
ƒ Provider - the provider of the service deliveries. Also required for each
roster.
ƒ Subprovider - the subprovider of services. Optional.
ƒ Site - the location of service deliveries. Also optional.

Default Service Properties


ƒ Service Properties - default service entered on the roster. Multi-service
rosters can have multiple default services. Single service rosters restrict
users to one default service.

General Filters
SAMS generates lists of Consumers using roster filters, grouped under 3
headings: General, Service, and Routes. Enter information under multiple
headings to create complex roster filters.

General filters limit roster lists by information found in the consumer's


record.
ƒ Consumer ƒ Town of Residence
ƒ Care Program (Not Enrolled)* ƒ ZIP Code
ƒ Default Agency ƒ County
ƒ Default Provider ƒ Municipality
ƒ Consumer Provider ƒ Include Inactive Consumers
ƒ Primary Care Manager ƒ Include Consumer Groups
ƒ Client Care Manager

*Use this filter to limit consumers by the care programs they are not enrolled
in. Every roster must have a Care Program and it automatically filters the
roster. For example, you can use this field to display all consumers who are
not enrolled in a Family Caregiver Program.
Rosters 151

Service Filters
Service filters use a consumer's service records to determine roster eligibility.
Service filters are Based On either consumer Service Deliveries, service plan
allocations within a Care Plan, Route information, or (Any).
ƒ Care Program ƒ Fund Identifier
ƒ Care Program/Service* ƒ Start Date
ƒ Service ƒ End Date
ƒ Subservice ƒ Care Plan Status
ƒ Provider ƒ Care Plan Reason
ƒ Subprovider ƒ Service Plan Status**
ƒ Site ƒ Service Plan Reason**

*Use to filter on multiple care program and service combinations.

**Users can assign a status with associated reason for each service allocation
within a service plan.

Routes
Base a roster on an existing route. First, select Route in Based On under
Service Filters. Then select a route under the Routes heading at the bottom of
the screen.
152 SAMS Overview Training

Printing Rosters
SAMS has several styles of roster printouts. Each roster printout has several
options to customize the data that appears on the final report.
ƒ Monthly roster by consumer with unit entry per day - this printout has a
column for each day of the service month. Each row lists service delivery
records, grouped by consumer or service. You can print this roster on
legal size (8.5" x 14") paper.
ƒ Monthly roster by service with unit entry per day - this printout has
columns for each day of the service month. The layout matches the
default view of rosters in SAMS. Each row lists service delivery records,
grouped by consumer or service. You can print this roster on legal size
(8.5" x 14") paper.
ƒ Monthly roster with unit entry for entire month - printout has columns for
Client ID, Name, Service, Subservice, and total Units provided. The
report breaks down the units provided for the service month by Service
and Subservice. Information is grouped by consumer.
ƒ Monthly roster service log - a list of consumers with all services that
might be offered to each consumer. Does not print units of service
entered.
ƒ Weekly single service roster with unit entry per day - displays the units
entered for each day for 7 days following the entered Start Date. Units
shown are for only the roster's default services.
ƒ Weekly Sign In Sheet - a table with consumer names from the roster for
consumer self sign-in. (Requires legal size 8.5"x14" paper.)
ƒ Weekly Roster Meal Sheet - prints a list of consumers on the roster with
spaces to record meals for the next 7days.
ƒ Yearly Roster - lists roster consumers with delivered units for each
month of a given year.
ƒ Blank - includes just consumer data. Clear or uncheck the box in front of
the option Include entered unit values in roster print-out.
The Monthly Consumer Service Roster prints services listed with each
consumer, close to the way SAMS displays them when grouping by
consumers on the roster screen. You can print the roster on 8" x 11" or 8.5"
x 14" paper.
Rosters 153

¾ To print a monthly service roster

1 Click Print Roster... .


2 In The Style of Roster, select Monthly service roster by consumer with unit
entry per day.

You can also print rosters 3 Check Suppress zero units.


while Recording Service
Data. Click Print Roster... 4 Click Preview. Review the roster.
on the toolbar in the data 5 Ordinarily, you'd click Print Report on the toolbar to print. Click Close to
entry screen and continue
close the Preview screen.
from step five.

About Roster Options


ƒ Check Suppress the consumers who do not have services to prevent any
consumer that has zero units of service for the month from displaying on
the report. If you wish to see all consumers, but remove zeros from the
units of service for each consumer, check Suppress zero units and leave
Suppress the consumers who do not have services un-checked.
ƒ To prevent sensitive information from printing out on the roster, check
the Suppress SSN, primary phone, date of birth, and/or Client ID boxes.
ƒ To print a blank roster - uncheck Include entered unit values in roster
print-out. Enter the number of rows per consumer to tell SAMS how
much room to allocate to each consumer on the print out.
ƒ Enter the number of blank rows that SAMS should print at the end of the
roster in Enter the number of additional consumer rows.
154 SAMS Overview Training

Roster Practice
ƒ Record services to an existing service plan roster.
ƒ Refresh the screen to see next month's service period. (Change the
Service Period in the upper left. Click Refresh.)
ƒ Enter 1 unit of service on the first 2 weekdays of the month.

ƒ Click Save and Close to save your changes and close the roster.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________
155

Routes
Routes creates custom, sorted lists of consumers. Create routes by selecting
individual consumers or through filters that SAMS uses to select consumers
automatically. Most commonly, Routes are used to manage van and driving
lists.

SAMS can also create Rosters based on route lists. Use rosters to quickly
enter service delivery records for the consumers on a route.

You can add and remove ¾ To create a new route


consumers from a route
without losing driver notes
1 Click Routes on the toolbar.
or current ordering by
using the Refresh route
consumers button in the 2 Click New Route .
Routes screen. See the
3 Give the route the Name "Blackhawk Seniors Bus Service".
SAMS User's Guide or
Help files for more 4 Enter an Agency and Provider as directed by your trainer.
information.

5 Click Generate Route List to see the list of consumers who meet the
criteria of the route.

6 Click Save .
156 SAMS Overview Training

7 Highlight the first person in the route and use the up and down arrows on
the toolbar or the Move To button to reorder their position. Move this
person to position 10.
8 You can also add consumers who did not meet the route filters. The
process is similar to Add Consumer in Rosters. Click the Add
button on the toolbar.

9 Enter criteria and click Find.


10 Select consumers to add to the route by checking the appropriate boxes.
11 Click Add and specify where they should be saved when prompted. Click
Close to remove the Add Route Consumers screen from view.
Error! No text of specified style in document. Routes 157

12 Highlight a consumer in the Route list and right-click. Select Consumer


Properties from the menu. A read-only summary of the consumer
appears.

13 Close the Summary.


14 With the same consumer highlighted, right-click again.
15 Select Remove Consumer from the menu that appears. Click Yes at the
prompt to remove the consumer from the Route list.

16 Highlight another consumer and right-click.


17 Select Consumer Suspension... from the menu.
18 In the Add Service Suspensions screen, enter today's date as the Start
If your user role has Date.
permission to do so, you
can delete a service 19 Use a week from today as the End Date.
suspension from the Route
List by highlighting the 20 Select a reason for the suspension from the Reason list.
consumer record and 21 Skip Comments and click OK.
clicking Delete on the
toolbar.
22 Click Save on the toolbar to save your work.
158 SAMS Overview Training

Route Exercises
ƒ Create a new route and call it "Economy Meals on Wheels".
ƒ Specify "Economy Meals on Wheels" as the Provider.
ƒ Select "Home Delivered Meals" as the Service being provided.
ƒ Specify that the route should only consist of consumers who have
"Economy Meals on Wheels" as their Default Provider.
ƒ Preview the route list.
ƒ View a consumer summary.
ƒ Suspend a consumer's services for 3 days, effective immediately.
ƒ Save your work.

NOTES:_______________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
__________________________________________________
159

Reports
Reports in SAMS offer flexibility and ease of use. The SAMS reporting
system has two parts: Reports and Report Definitions. A report, created by
Synergy Software or your organization, has several grouping, filtering, and
layout options. A report definition stores your filters and customizations to a
report. Use report definitions to run periodic reports quickly and easily.

Click on the column


headings to sort the Report SAMS Report Categories
and Report Definitions
panes. SAMS groups reports into eight categories. After accessing the Reports area,
select one of the following categories in the Navigation pane.
ƒ Assessments - reassessment reports and blank assessment forms. Print
filled-in assessment forms from the appropriate consumer record.
ƒ Consumers - generate lists of goals, consumer directories, mailing labels,
and service orders.
ƒ Services - report on service deliveries with agency summaries, consumer
lists and summaries, and NSIP Meal information.
ƒ Contracts - generate monitoring reports with service delivery records for
service contracts.
ƒ Care Plans - monitor care plan services and totals.
ƒ Billing - generate reports on invoices, payments, and co-pays.
ƒ Activities & Referrals - report and print mailing labels based on entered
consumer actions.
ƒ Administrative - print mailing labels and print the provider/services
structure.
160 SAMS Overview Training
Reports 161

Reassessment Report
The reassessment report lists consumers that require a reassessment based on
care program, provider, agency, any other of several criteria.

¾ To run a reassessment report


1 Before moving to Reports, select Close All from the Window menu.
SAMS closes all the windows you've opened to this point.

2 Click Reports on the toolbar.


3 Click the Assessment category to the left.
4 Highlight the Consumer Reassessment Report.
5 Highlight the Assessment Count report definition.

6 Click Open Report Definition on the toolbar.

7 Click Print Preview .

Click Print Report on the 8 SAMS displays the report to the right in a Preview pane.
toolbar to print the report.
9 To close the report without saving the changes, click Close report.
162 SAMS Overview Training

Consumer Mailing Labels


The Consumer Mailing Label Report prints sorted addresses on Avery 5160
labels. The consumer mailing label can also generate birthday mailings using
the Birth Month filter.

Mailing Label Report Sections


ƒ Report - select address type, date of birth, grouping, and sorting options
under this heading. Use Sort By to have the labels print in ZIP Code
order.
ƒ Report Header - enter information such as Subtitle or Report Comments
that print directly on the report.
ƒ Care Enrollment - filter the report by Care Program, Level of Care,
Service Program, or any care enrollment related date.
ƒ Care Providers - filter by default agencies and providers, care manager,
and fund identifiers.
ƒ Consumer Details - limit the report to certain consumer types (consumer
groups, caregivers, etc), active status and date.
ƒ Location - filter consumers on the report by Residential Address fields.
ƒ NAPIS - list just those consumers that match certain NAPIS
characteristics.
ƒ Advanced Filters - limit labels by several consumer fields, found in
Consumer Details:
ƒ Characteristics - filter using fields under Characteristics in General
Consumer Details.
ƒ Ethnicity - limit labels by ethnicities. SAMS uses the primary
Ethnicity when filtering consumer data.
ƒ Personal - filter by the ID Type (Permanent or Temporary),Gender,
Birth Date, Age, primary Language, and Registered and Last
Reviewed date fields.
ƒ User Fields - filter labels by values entered in the user field section.
Reports 163

¾ To create/run the consumer mailing labels report


1 Click Consumers in the Category pane.
2 Highlight the Consumer Mailing Label Report.

3 Click New Report .


4 Enter "My Birthday Report" with your name as the Report Title.
164 SAMS Overview Training

5 In Print Deliverable Address Only, select Yes. SAMS prints only Mailing
Addresses on the labels if you selected Yes.
6 Select Last Name in Sort By to have SAMS print the labels in alphabetical
order.
7 Scroll down to the bottom and expand the Advanced Filters heading.
8 Expand the Personal heading if needed.
Reports 165

9 Select Female in Gender.

10 Highlight the Birth Month field.


11 Click the Browse button.
12 Check January and click OK.
13 Click Save Report.

14 Click Print Preview .


166 SAMS Overview Training

15 SAMS displays the labels in the right pane as they will print.

16 Use the zoom to enlarge the labels on the screen. Print Report sends
the labels to the printer, which we'll skip for the purposes of this training
session.
17 Let's change the filters. Highlight Birth Month again.
18 Un-check January and check February. Click OK.
Reports 167

19 Click Refresh Report . SAMS updates the report with February


birthdays.

20 Click Close Report .


21 Click Yes at the prompt.

Agency Summary Report


The Agency Summary Report creates un-duplicated counts of consumers for
service deliveries. You can group, sort, and filter the report by several
criteria, including by agency.

¾ To run the agency summary report


1 Click Services.
2 Highlight Agency Summary Report.

3 Click New Report .


4 Enter a Report Title of "Agency Summary" with your name.
5 Under the Report heading, select No in Show Consumers, Show Client ID,
Show Monthly Details, Show Subservice Details and Totals, Show
Consumer Subtotals, and Show Daily Details.
168 SAMS Overview Training

6 Click Print Preview .


7 SAMS displays un-duplicated consumer service counts along with total
Units and Costs.
8 Select Yes in Show Consumers.

9 Click Refresh Report .


10 SAMS now displays the supporting consumer information along with
counts and totals.

11 Click Close Report to remove the report from view.


Reports 169

Report Practice
ƒ Open up your "My Birthday" report definition, which is a Consumer
Mailing Label report found under the Consumer category.
ƒ Change the Birth Month filter back to May.
ƒ Add a new filter to print labels for consumers with the Status of active.
ƒ Preview the report.
ƒ Zoom in to review the report.
ƒ Close the report and save your changes.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________
171

Contracts
SAMS stores two types of contracts: Service and Program. Service contracts
allow you to enter contacts with Providers and specify the units of service to
be provided. SAMS can enforce contracts to make sure users do not enter
more services than the contract allows.

Program contracts are usually more open ended contracts - usually billable,
but not tied to units of service. Program contracts are entered like service
contracts. To access program contracts, use the Type list in the upper left and
select Program Contracts.

¾ To enter a service contract

1 Click Contracts on the toolbar.


2 If necessary, select Service Contracts from the Type list in the upper left.

3 Click New Contract on the toolbar.


172 SAMS Overview Training

4 In Details, enter the information shown below.

5 Click Items.

6 Click Add Contract Item .


Contracts 173

7 Enter "NUTRCON" as the Line Item Identifier. Select "Nutrition


Counseling" as the Service. Enter "$30.00" as the Unit Price and "1000"
as the Maximum Units. Notice that Enforce Units automatically changes
to "Yes".

8 Click Apply and Close .

9 Click Save on the toolbar.


174 SAMS Overview Training

Contract Practice
ƒ Add "Nutrition Education" as another service item to the "Economy
Meals on Wheels" contract.
ƒ Set the Unit Price as $45.00.
ƒ Set a maximum number of units for the service item.
ƒ Save the new item and then the contract.

NOTES:_______________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
__________________________________________________
175

Unit Distribution
Unit Distribution allows users to allocate or distribute fund identifiers among
service deliveries. SAMS only allows fund identifiers to be moved between
"free" service deliveries - deliveries that have not yet been committed to fund
identifiers by being invoiced, etc.

You'll find that working in unit distribution is similar to working with SAMS
reports. First, you'll create a distribution set that defines which Provider,
Agency, and date range for the services you need to change. Use the
distribution set to create multiple distribution sessions. A distribution session
allows you to distribute, validate, and commit changes to fund identifiers and
service deliveries.

¾ To create a unit distribution set

1 Click Unit Distribution on the toolbar.

2 Click New Set .


3 Enter "[Your Name]'s Test Set" as the Name.
4 Select an Agency and Provider as directed by your trainer.
5 Enter "03/05/2008" as the Start Service Day and "05/05/2008" as the End
Service Day.
6 Click Preview Unit Distribution Set to see what services the set will select.
176 SAMS Overview Training

7 Click Save and Close to save the distribution set.

¾ To create a unit distribution session


1 Click Refresh on the toolbar to see the new set you just created.
2 Highlight the set in the upper Sets pane.
3 Select New Session from the New Unit Distribution Set menu on the
toolbar.
Unit Distribution 177

4 In the +/- Units column, you can re-distribute units as needed. For
instance, in the example below, we entered "-2" under "HDM Meal
Lunch Weekday Hot" in the "Modified LWH" row. This freed up 2 units
of service deliveries for allocation to another Fund Identifier, so we
entered "2" in the "Modified LWF" row under "HDM Meal Lunch. "

5 Practice moving some units in your own session.


6 Click Validate to have SAMS validate the changes. Validation ensures
that units of services have not been created or removed during the
distribution process.
7 If the validation was successful, the Validate icon on the toolbar will
change to Commit. Click Commit to save the changes to the service
delivery records.
8 Click No to prevent SAMS from printing a unit distribution report.
178 SAMS Overview Training

Unit Distribution Practice


ƒ Distribute 5 units to the "OAA" fund for the "HDM Meal Weekday Hot -
Regular 1 LWH" service.
ƒ Save changes.
ƒ Validate the session.
ƒ Commit the changes to the database.

NOTES:_______________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
__________________________________________________
179

Invoices
SAMS can invoice Agencies, Consumers (Private Pay and Co-Pay), and
Third Parties such as insurers. You can create invoice items from service
deliveries, allowing your organization to track payments against individual
service delivery records.

Since we've already looked at adding consumer invoices in the Billing area of
the consumer record, let's look at creating an agency invoice now.

¾ To create an agency invoice

1 Click Invoices on the main toolbar.


2 Select Agency Invoices from the Invoice Type list.

3 Click New Invoice .


180 SAMS Overview Training

4 Enter an Invoice No., Description, Invoicee - Provider and Invoicee -


Agency as directed by your trainer.

5 Under the Bill To Contact heading, highlight the Contact Name field.
Click Browse .
Invoices 181

6 Click OK. SAMS fills in the Bill To Contact fields.

7 Click Service Delivery in the Navigation pane.

8 Click Add Items on the toolbar.

9 Enter information into two or more Filter By fields to locate service


delivery records to add to the invoice. The most straightforward way to
filter is to enter a set of date ranges as shown above.
182 SAMS Overview Training

10 Click Find.

11 Check the service deliveries you'd like to bill for on the invoice. Do not
select all the service deliveries.
12 Click OK.
13 Click Details to see the Invoice Amount.

14 Click Save to save the invoice, but don't close it.


183

Payments
SAMS can receive payments from Agencies, Consumers, and Third Parties.
In this next exercise, we are going to receive a payment for the invoice you
just created. Payments are made against individual invoice items.

¾ To receive an agency payment

1 Click Payments on the toolbar.


2 Use the Payment Type list to select Agency Invoice Payments.

3 Click New Payment .


4 Enter a Payment Ref. No.
5 Highlight the Payer - Agency field.
6 Click Browse .
7 Search for agency invoice you created. After clicking Find, highlight the
appropriate record and click OK.
184 SAMS Overview Training

8 Select the appropriate Payee - Provider from the list.

9 Click Items in the Navigation pane.

10 Click Add Items on the toolbar.


11 Enter criteria as needed in Filter By fields to locate your invoice. If you
enter no criteria, SAMS displays all unpaid invoice items.
Payments 185

12 Select an invoice item.


13 Click OK.
14 Click Details. The Payment Amount equals the total of the invoice item
you selected in step 12.
15 Click Save and Close.
186 SAMS Overview Training

Invoice and Payment Practice


ƒ Create another invoice for your agency.
ƒ Save and close the invoice.
ƒ Create a payment for the invoice.
ƒ Save and close the payment.
NOTES:_______________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
__________________________________________________
Thanks! 187

Thanks!

We hope that you have enjoyed learning about SAMS. If you have any
questions, please don't hesitate to ask.

As you begin working in SAMS, remember that you can always access step
by step procedures and additional information from the Help menu or by
pressing F1.

Thanks for attending and we look forward to working with you!


189

Glossary of Terms
A Contract
Actions An agreement between a single Agency and
Provider over a fiscal period for the delivery of
Meetings, phone calls, or other similar events
services to consumers. SAMS contracts store
with a consumer.
fund source (fund identifiers) and unit rates.
Allocation Type
I
A service plan represents a planned allocation of
Invoice
one or more services a consumer should receive.
The allocation type dictates the frequency of the A billing for services delivered to consumers.
planned service. SAMS offers 'Weekly,' SAMS can generate invoices for Consumers,
'Monthly,' 'Care Plan,' and 'Duration Specified.' Third Parties (Insurance), and Agencies. Also
see Ledger Item.
C
Care Enrollment L
Ledger Item
The association of a consumer with a care
program. A care enrollment record tracks status A method for Agencies to report back to the
and key dates. All services are planned, ordered, State Unit or other government body any
and provided to a consumer under a care expenses incurred by cost center and expenses
enrollment. Users can enroll consumers into category against a budget.
multiple care programs.
P
Care Plan
Progress Notes
Section of a consumer record that records care
Progress notes are entered as SAMS journal
management activities. Users associate a care
entries. SAMS has two areas for creating journal
plan with a care enrollment. Each care plan
entries: one associated with each care plan and a
includes a service plan, goals, journal entries,
general consumer journal. Which area you use to
and a planning worksheet. Care plans have start
enter progress notes depends on agency policy,
and end dates that typically coincide with a
the relevancy to the care plan, and the sensitivity
consumer's eligibility determination date and
of the data.
required re-assessment date.
Provider
Care Recipient
Also see Agency. An individual or organization
A consumer who receives services from another
providing services to consumers under the
consumer.
direction of one or more agencies.
190 SAMS Overview Training

S
SAMS
Social Assistance Management System -
consumer/client-based software that tracks
services.

Service Plan
Found within a care plan, service plans identify
one or more services required to meet the needs
of the consumer. Services can be provided by
informal supports, third parties, or providers who
work directly with the agency. Users can enter
frequencies and optional caps with each service.

Sub-provider
Individual or organization that delivers services
directly to the consumer under a Provider.

Subservice
A further classification of services. For example,
the service "Home Delivered Meals" could be
associated with "Chinese" or "Kosher"
subservices.

V
Vendor
An individual or organization providing services
to consumers under the direction of one or more
agencies. SAMS calls vendors Providers.