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i
Contents
Introduction 5
Getting Started 7
Terminology 9
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
Invoices 179
Payments 183
Invoice and Payment Practice...................................................................................................................186
Thanks! 187
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:
Customizing SAMS
Using key screen features to manage the Consumers (clients) list
Viewing, printing, creating, and changing consumer records
Entering Assessments
Creating care plans in Care Management
Entering Service Orders and Service Deliveries
Creating Activities & Referrals
Billing and co-payments
Using SAMS Rosters
Using the Service Delivery Confirmation Wizard
Generating Reports
If at any time you have questions, please don't hesitate to ask them. The
instructors are here to help you learn.
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.
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.
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.
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.
Caregiver - A consumer who provides services to another consumer.
Consumer - Any person in SAMS receiving services or assessments, or
who may receive services or assessments.
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.
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.
Location - Address information which includes additional data such as
Directions, Neighborhood, and Municipality.
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.
Register - Create new consumers or consumer groups quickly. SAMS has
special screens designed to enter multiple consumers or consumer groups.
Roster - A pre-defined list of consumers used to record service delivery
information quickly.
Route - A list of consumers, usually with one or more common attributes,
that users can custom sort.
Service Program - A group of services that can be delivered to a
consumer, based on eligibility requirements. Also see Care Program.
11
3 Click Browse .
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
4 Click Clear to remove all the filters when you are done.
22 SAMS Overview Training
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.
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 Fields
You can filter the Consumers list using any combination of several available
fields:
Consumer - filter by categories such as Age From, Birth Date From, and
Gender.
Residential address - limit consumers in the list by their Town,
Municipality, County, or ZIP Code.
Care - filter by categories such as Agency, Provider, Primary Care
Manager, Care Managers, and Fund Identifier.
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
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
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.
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.
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.
5 Click OK.
6 Reactivate the consumer by right-clicking and selecting Activate.
34 SAMS Overview Training
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.
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.
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
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
3 Click Print to print the screen. Click Close to remove the summary screen
from view.
Consumer List Screen 41
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.
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.
NOTES:_____________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
46 SAMS Overview Training
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.
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
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
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
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.
Consumer Details
Now that you've seen the Consumer Summary, let's look at Consumer
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.
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.
Caregivers - other consumers who provide services in some form to the
consumer. You can associate one or more caregivers with a consumer
record.
Care Recipients - one or more consumers who receive services from the
consumer.
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:
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.
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.
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.
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.
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.
Insurance - Medicaid Policy, Medicare, and Medical Assistance ID
numbers for a consumer.
Other - Monthly Household Income, Household Size, Monthly Individual
Income, an Email Address, referral information, alternate identifiers, and
Consumer Notes.
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.
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
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.
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.
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.
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.
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:
Boolean - a field with a true or false value.
Currency - a number field with two decimal places to hold monetary
values.
Date - stores a date in MM/DD/YYYY format.
Number - stores a numerical value.
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.
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.
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.
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.
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.
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.
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.
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.
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.
5 Click OK.
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.
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.
5 Select a reason from the Reason list. Leave Comments blank for now.
6 Click Next.
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.
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.
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.
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.
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.
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.
7 Click OK.
8 Click Details.
9 SAMS has entered the information from the assessment in the appropriate
fields.
86 SAMS Overview Training
13 Click Save .
2 Enter "Client was distracted during assessment. Would not turn off Red
Sox game."
Assessment Practice
Create another new assessment for your consumer using the form your
trainer directs you to.
Answer some questions using fictitious data.
Save and close the assessment.
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.
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
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.
Service Plan
A Service Plan creates service allocations designed to meet consumer needs.
Care managers can use service allocations to automatically generate service
orders.
6 Let's add this allocation to the service schedule. Under Service Plan
Schedule, click Add .
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
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.
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.
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
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.
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.
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
Goal Statements
Use Goals to enter targets for improvements or care plan achievements.
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
SAMS also has a general consumer journal for recording consumer progress
notes, which we'll discuss later on.
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.
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.
3 Make sure that the Diagnosis Code field is highlighted and click Browse
.
3 Click OK.
4 To print, click Print Report . Skip this step for this training session.
5 Click Close .
114 SAMS Overview Training
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Consumer Summary 115
Service Delivery
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.
7 Click Apply and Close to save this service delivery record to the
consumer.
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Consumer Summary 119
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.
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
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
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
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126 SAMS Overview Training
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.
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.
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.
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
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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.
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.
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
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
Create a co-pay invoice for your consumer.
Save and close the invoice.
Create a payment for the invoice.
Save and close the payment.
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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.
5 Click OK.
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
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
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.
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
Roster Toolbars
Roster toolbars offer several saving, searching, sorting, grouping, and
viewing options to make it easier to review and enter service data.
Close - exit out of the roster. SAMS prompts you to save any
unsaved changes.
Save and Close - record service deliveries and exit out of the roster.
Add Service - enter services other than the default roster services.
Not available for Single-Service rosters.
Refresh - update the roster with the most recent information from the
database. Use when switching service periods.
Totals - toggle the display of total units with details or just total
units. Default is total units with daily details.
3 Click OK.
148 SAMS Overview Training
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.
Roster
Name - title and/or description of the roster.
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.
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.
Agency - the agency responsible for services. Required for each roster.
Provider - the provider of the service deliveries. Also required for each
roster.
Subprovider - the subprovider of services. Optional.
Site - the location of service deliveries. Also optional.
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.
*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).
Care Program Fund Identifier
Care Program/Service* Start Date
Service End Date
Subservice Care Plan Status
Provider Care Plan Reason
Subprovider Service Plan Status**
Site Service Plan Reason**
**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.
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.
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.
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.
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.
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.
Weekly Sign In Sheet - a table with consumer names from the roster for
consumer self sign-in. (Requires legal size 8.5"x14" paper.)
Weekly Roster Meal Sheet - prints a list of consumers on the roster with
spaces to record meals for the next 7days.
Yearly Roster - lists roster consumers with delivered units for each
month of a given year.
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
Roster Practice
Record services to an existing service plan roster.
Refresh the screen to see next month's service period. (Change the
Service Period in the upper left. Click Refresh.)
Enter 1 unit of service on the first 2 weekdays of the month.
Click Save and Close to save your changes and close the roster.
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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.
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.
Route Exercises
Create a new route and call it "Economy Meals on Wheels".
Specify "Economy Meals on Wheels" as the Provider.
Select "Home Delivered Meals" as the Service being provided.
Specify that the route should only consist of consumers who have
"Economy Meals on Wheels" as their Default Provider.
Preview the route list.
View a consumer summary.
Suspend a consumer's services for 3 days, effective immediately.
Save your work.
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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.
Reassessment Report
The reassessment report lists consumers that require a reassessment based on
care program, provider, agency, any other of several criteria.
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
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
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
Report Practice
Open up your "My Birthday" report definition, which is a Consumer
Mailing Label report found under the Consumer category.
Change the Birth Month filter back to May.
Add a new filter to print labels for consumers with the Status of active.
Preview the report.
Zoom in to review the report.
Close the report and save your changes.
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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.
5 Click Items.
Contract Practice
Add "Nutrition Education" as another service item to the "Economy
Meals on Wheels" contract.
Set the Unit Price as $45.00.
Set a maximum number of units for the service item.
Save the new item and then the contract.
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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.
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. "
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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.
5 Under the Bill To Contact heading, highlight the Contact Name field.
Click Browse .
Invoices 181
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.
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.
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.
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.