SAMS 1.10 Overview Training

8/6/2019 SAMS 1.10 Overview Training

http://slidepdf.com/reader/full/sams-110-overview-training 1/192

Printed on 5 May, 2008

SAMS Overview Training1.10.x



Copyright © 1997-2008 Harmony Information Systems, Inc.

All rights reserved.

The software contains proprietary information of Harmony Information Systems, Inc.; it is provided undera license agreement containing restrictions on use and disclosure and is also protected by copyright law.Reverse engineering of the software is prohibited.

Due to continued product development this information may change without notice. The information andintellectual property contained herein is confidential between Harmony Information Systems, Inc. and theconsumer and remains the exclusive property of Harmony Information Systems, Inc. If you find anyproblems in the documentation, please report them to us in writing. Harmony Information Systems, Inc.does not warrant that this document is error-free.

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form orby any means, electronic, mechanical, photocopying, recording or otherwise without the prior writtenpermission of

Microsoft Office Suite®, Windows 2000™ and later, XP™, and NT 4.0™ are trademarks of theMicrosoft Corporation.

Synergy - Now Harmony Information Systems, Inc. 25 New England Drive

Essex Junction, VT 05452

(802) 878-8514E-Mail: [email protected]

Web site: http://www.synergysw.com



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

Welcome to SAMS Overview User Training. This course is an introductionto SAMS, the Social Assistance Management System. SAMS is acomprehensive 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 aboutinclude:

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. Theinstructors are here to help you learn.

Additional Resources

This training manual only provides a SAMS overview. It does not attempt toprovide complete system information.

Each SAMS version has an online help system and printable manual. Afterlogging in, press F1, or use the Help menu to access an indexed help systemwith step-by-step procedures. The manual, supplied in PDF format, contains

the same information as the online help system. If you need additionalwritten resources, check the Synergy Software Web site for more informationas <http://www.synergysw.com>.

Introduction

Clients are referred to asConsumers throughoutSAMS.



6 SAMS Overview Training

And lastly, our friendly sales staff can direct you to additional trainingresources. Please e-mail: [email protected], or call 802-878-5814.Welcome to SAMS Overview User Training. This course is an introductionto SAMS, the Social Assistance Management System. SAMS is acomprehensive consumer and case management system, including billing,route, and contract management.



7

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

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 thescreen).

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.

Getting Started




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



9

You may encounter new terms while learning to use SAMS. Terminology looks at some of the important terms used throughout the documentation. TheGlossary contains additional terms and acronyms.

Agency - An organization contracted by a state or other government bodyto oversee/supervise the care of consumers within an area. Agencies cancontract with service providers or act directly as the service provider.

Care Program - A unique combination of a level of care and serviceprogram. 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, orwho may receive services or assessments.

Consumer Group - A collection of several consumers treated as oneconsumer. Members of a consumer group usually have something incommon, 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 payfor a service. A fund identifier can be associated with more than oneservice. Example: Title III, Private Pay. Users of FinPak, an add-on

SAMS module, can associate fund streams with fund identifiers to createbudgets.

Location - Address information which includes additional data such as Directions, Neighborhood , and Municipality.

Level of Care - A top-level classification defining the type of carerequired by a consumer. Upon completion of an assessment, a consumershould be assigned a Level of Care. Service administration and data entrybegins with a Level of Care classification.

Register - Create new consumers or consumer groups quickly. SAMS hasspecial 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 aconsumer, based on eligibility requirements. Also see Care Program.

Terminology









SAMS User Customization 13

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

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

9 The Allocation Type is used in Care Plans, which we'll discuss later inthis training session. SAMS uses the Default Duration to automaticallycalculate 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 foradditional information.

11 Click OK to save and close the Options screen.

Select Reset User Interface Settings fromtheTools menu to changeOptions back to the defaultat any time.








Parts of the Screen

From top to bottom, the program screen consists of:

Title bar - title of the program window, found in every Windows-basedapplication.

Menu bar - located directly below the program Title. Menus access allprogram functions and data.

Toolbar - series of icons usually displayed below the menus. Click anicon 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.

SAMS taskbar (not shown) - located under the Main toolbar. SAMS cankeep multiple work windows open at once. Use the taskbar to switchbetween open windows.

Status bar - the gray footer at the bottom of the screen displays thenumber of items, the logged in User Name, the SAMS database, and thecurrent date and time.Access to various SAMS

areas depends onpermissions granted toyour username. You maynot be able to access allprogram areas.



17

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

To display the Consumers list screen

1 Click Consumers .

Consumer List Screen

Consumers are peoplewho receive servicesand/or assessments, or who may receive servicesor assessments. Groups of clients (aggregate clients)

that share common traitsand where individualinformation is unknown arereferred to in SAMS asConsumer Groups. For instance, SAMS uses theBeacon Consumer Groupto record service deliveriesfor anonymous callsentered in BeaconIR.




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 menubar to separate the Consumers list from the SAMS screen.

3 Click the maximize icon on the Consumers list screen to return to thedefault view.




Refresh Bu tton

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 anicon in the taskbar for each screen that you have open. Use the taskbar toquickly switch between screens.




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.




Sorting Consumer List Pages

You can organize a Consumers list page according to any column titledisplayed in the list. You can also use the Page Navigation toolbar to sort apage according to the information you need, and to navigate through itquickly.

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 sortsaccordingly. The taskbar displays the page's current filters and sort status.

3 Use the Sort A Page list to select the alphabetical or numerical portion of 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.

If the Previous andNext buttons on the PageNavigation toolbar areunavailable, then youprobably have a highnumber of consumers setunder Page Size. See

SAMS User Customization in this manual for moreinformation.




Quick Consumer Filtering

Filtering the Consumers list

SAMS displays only the consumers associated with your organization bydefault. The Consumers list may display a large number of consumer records,depending on the size of your organization. You can use the sorting andfiltering features discussed here to create a customized Consumers list 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 theconsumer's Last Name ( A-E, F-J, etc.).

A consumer Searchaccesses consumer records not in a filteredview.

ThePage Navigationtoolbar does not appear when viewingConsumer Groups or Caregivers.

A brief description of thefilter appears when youhover the mouse pointover any of the quickfilters.




To quick filter the consumer list

The Last Name filter list has several letter ranges for filtering Consumers. Inaddition 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.




4 Click Apply .

5 Type "pa" in the Last Name quick filter.

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

7 Click Clear to remove all the filters.

8 Click Yes at the prompt.




Advanced Filtering

Using Quick Filters is an easy way to see just the consumer records you needto work with. In addition to Quick Filters, SAMS has an advanced Filter togive 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 informationentered.

All of the criteria - SAMS displays only the consumers that match all theinformation entered in the fields. Any information entered createsstatements that are joined together with an "AND". In the next example,you'll create a filter that requires all consumers displayed to be FemaleAND 60 and over AND 70 and under.

At least one of the criteria - the Consumers list displays all of theconsumers that match one or more of the fields you entered. At least oneof the criteria joins information in statements with an "OR". Forinstance, you could create a filter that displays consumers who have adefault agency of Springwell OR live in Middlesex county.

None of the criteria - displays only consumers that do not match theinformation provided. This match type creates filters that would be

difficult using either "All" or "At least one". For example, you candisplay a list of all consumers living outside of Middlesex county byselecting Middlesex in County and then selecting None of the criteria in Match Type.








Using Find with Filters

Filters make it easy to create manageable lists of consumers. Find searcheswithin a filtered list to quickly locate a record. Use Find to avoid a fulldatabase search when you know that a record is somewhere within thecurrently displayed list.

To use find

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 matchesyour Find criteria.

-OR- If no consumers match your criteria, SAMS displays a "No itemsfound" prompt. Click OK at the prompt to continue.

6 Click Close to remove the Find window.

Almost every list screen inSAMS has a Find. You canuse find with or without afilter.




Consumer Search

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

The consumer search is an important part of using SAMS. Always useSearch before creating a new consumer record to prevent duplicatedconsumers.

Take the time to learn how to use the Search Consumers screen effectively.SAMS displays the Search Consumers screen for tasks that require entering

or finding a consumer. You will see this screen again in Rosters, Routes, andin other areas of SAMS.

To search for a consumer

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.

When you register ( AddNew) a consumer from theSearch Consumersscreen, SAMSautomatically copies all of your search criteria into thenew consumer record.




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 alocal 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.




To clear list f ilters

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.




Consumer Management

SAMS offers several tools to manage consumer records.

Consumer Merge

SAMS can merge duplicated consumer records. SAMS copies servicedelivery and other records from the duplicated consumer into the originalconsumer record. Only SAMS users with administrative authority can mergeconsumer records.

Delete

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




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 trainingsession. The Active status offers organizations a way to remove older,unneeded Consumer records from user workflow. Deactivation, as opposedto 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 theConsumers list screen.

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 automaticallyenters today's Date.

5 Click OK.

6 Reactivate the consumer by right-clicking and selecting Activate.

Type the appropriate Dateif the default is incorrect.




Printing a Consumer Record

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

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.

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.




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

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




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 thecustomized list settings with your logon.

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 leftmouse button.

-OR- From the View menu, click Current View, then Format Columns.




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 orDown 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.

Tip: Most Windows based

applications, includingSAMS, have shortcutmenus. Shortcut menuschange depending on thearea of the program youhave open. Right-click atany time while working inSAMS to access a shortcutmenu.




10 Click OK to see the new Consumers list screen.

To sort and change the order of the columns on the screen

1 Click ID in gray at the top of the column to sort the records by age.

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.

Use theReset button toreturn the columns shownon the screen to thedefault view.

SAMS automaticallyadjusts the column widthsto fill the screen. You canchange the width of acolumn at any time bydragging the border of a

column right or left.




Viewing Consumer Information

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

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 theinformation as displayed to a local or networked printer.




To view consumer contact information

1Click Contacts on the toolbar.

2 SAMS displays all current contact information for James Abernathy.

3 Click Print to print the screen. Click Close to remove the summary screenfrom view.

Intended for quick dataaccess, most of theconsumer informationsummaries discussed inthis section are read-only.You cannot add or enter information in thesescreens.




To view care enrollments

Care Enrollments displays an enrollment history of the consumer's careprograms. 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.

To see a history of consumer service deliveries

Service Deliveries are services that a consumer has actually received. Unlikemost of the other consumer information areas, you can modify services fromthis screen using Quick Edit if your logon is authorized to change servicedelivery records.

1 Click Service History on the toolbar to see a list of services deliveredto 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, andseveral other fields. SAMS reorganizes the data to show total costs for alldelivered services.




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 servicedelivery records.

5 Click Close when finished to remove the Service Delivery History screenfrom view.

Viewing caregiver and care recipient information

1 Click Care Recipients on the toolbar.

2In this example, Summary displays the Consumer Summary of the carerecipient highlighted in the screen. Use Open to open the care recipient'srecord. We're going to click Cancel to close the list of care recipients.




3 Click Caregivers on the toolbar.

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

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




To view consumer assessments

1Click Assessments on the toolbar.

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

3 When you are finished viewing the assessment history, click Close.




Consumer List Practice

Change (filter) the Consumers list to show only active consumers whohave a last name beginning with the letters ‘O-S’.

Clear all filters.

Sort the pages according to the Town of Residence column.

Format the columns to take out the County of Residence column.

Add Gender from the available columns list as a new column.

Make a consumer inactive.

Filter the list to show only inactive consumers.

Clear all filters.

Return the column settings to the default view. View a service history for a consumer in the database.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________




SAMS has two different methods of creating new consumer records. You cancreate consumers one at a time through the Consumers list screen, or byusing consumer Registration. Before creating a new consumer, let's discussconsumer duplication checking, Client IDs, keyboard data entry, and theprocess 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 forduplicated consumers. The first check looks for other consumers with amatching Client ID or 9-digit Social Security Number. SAMS also considersa consumer a duplicate when 5 of 7 of the following fields match anotherconsumer record:

Birth Date

Gender

Primary Ethnic Race

First Name

Last Name

Home Phone Number Residential Address

If a new consumer matches an existing consumer, SAMS prompts you toeither go ahead and create the new record or discard it and use the existingrecord.

About Address Data Entry

SAMS filters lists in fields based on previous selections to make enteringaddress information easier. For instance, if you know the ZIP Code, enter justthe 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 displaysa 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 theUP and DOWN ARROW keys or the ENTER key to move between fields.

Creating Consumer Records




To edit fields where you choose from a list, highlight the field you want tochange. Use the mouse to select the answer using the list. You can alsosimply type the first letter of the item you want to select from the menu. Forexample, 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 toscroll through options.

Registering Consumers

Register quickly adds several consumers, one after another. Use Register toadd new consumers after an event such as a congregate meal. The Register

screen collects less data than when creating a new record from theConsumers list screen. Let’s add either you or your favorite cartoon characterto SAMS by using Register .

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

To create/register a consumer in SAMS

1 Do a Search (see "Consumer Search" on page 29) to make sure that yourrecord 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 securitynumber). You'll use this consumer record for many of the examples and

exercises that follow in this training session and several others.




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 .

SAMS can be configured

to randomly generatepermanent Consumer IDsthat are not tied to anypersonal info. This is asecurity upgrade feature of SAMS 1.9 and later.Previous versions relied onthe consumer's DOB andSocial Security number tocreate an ID.

Tip: Press Enter to movedown to the next field.




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. SAMSautomatically fills in the Mailing Address. Enter a different address forthe mailing address and SAMS automatically sets Same As Residential to

No.




6 Expand the Care Enrollment heading. Before service orders or deliveriescan be entered, each consumer needs to have a care enrollment. SAMSautomatically creates a care enrollment using the default Care Program selected in SAMS Tools>Options when you register or create a newconsumer. Let's leave the defaults.

7 Expand the NAPIS and Characteristics headings. Performing anassessment on a consumer typically enters this information, so we'll skipthis section for now.

Use the procedure outlinedhere to add consumer groups to SAMS. Begin byselecting Consumer Groups from the far left liston theConsumers listscreen. Then clickRegister or New.




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.

You can customize theConsumer Registrationand General Detailsscreens. Right-click toselect Format PropertiesList....





53

The Consumer Summary is a read-only screen that highlights key consumerinformation. The Consumer Summary groups information under theseheadings: 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 headingdoes not appear. SAMS updates the Summary screen after any changes to

consumer information.

Consumer Summary




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

Navigation Pane

SAMS displays the Navigation pane on the left side of the consumer record.The Navigation pane displays several icons that correspond to differentsections or views of the currently open record. Click an icon to access theappropriate section of the consumer's record. The Navigation pane appears inseveral areas of SAMS.

You can also access different sections of a consumer record by clicking GoTo 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), SAMSalso displays the Care Plan Start and End Dates.

SAMS always displays the consumer information bar while inside aconsumer record. Use it to keep track of which consumer you are viewingwhen 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 bydefault. Consumer Details has several subareas, which we'll discuss duringthis part of the training.

Consumer Details Subareas

The Details area of a Consumer or Consumer Group contains demographic

and administrative information. Consumer Details organizes consumerinformation using several subareas:

General - personal and administrative information including Social

Security Number, Birth Date, Residential and Mailing addresses, Ethnicity, (Active) Status, and Default Agency.

Contacts - people associated with a consumer along with their phone andlocation information. For example, this area may include a concernedrelative's address and phone number. The primary contact appears on theConsumer Summary screen. You also enter responsible parties thatshould receive invoices in Contacts by marking them as a Bill To?

contact and entering their Mailing address.

Locations - address information with places to enter driving directions,neighborhood, municipality, etc. You can store any number of locationsfor a consumer.

Phones - phone numbers for the consumer. You can store multiple phonenumbers for each consumer.

User Fields - custom data fields for each consumer.

Ethnic Races - enter one or more ethnicities to the consumer or consumergroup record. Users can set a Primary Ethnic Race.

Care Enrollments - enroll the consumer in one or more Care Programs by selecting a unique Level of Care and Service Program for theconsumer. A care enrollment creates defaults in Care Management ,

Service Delivery, and other areas.

Co-Pay - enter a consumer or household's co-pay and track co-payhistory.

Care Managers - people assigned as care managers for the consumer.SAMS can store multiple care managers. Users can designate a primarycare manager.

You used consumer registration to create thisconsumer. SAMS can alsocreate consumers from theConsumers list screen.After you click New on thetoolbar, SAMS displays a

blank Consumer Detailsscreen, ready for dataentry.

The number of recordsassociated with eachsubarea appears next to its

heading. For instance, if aconsumer has two phonenumbers, a "(2)" appearsto the right of the Phonesheading.

Consumer groups containonly the General, EthnicRaces, User Fields, Care(Enrollments), FundIdentifiers, and Provider subareas of Details.




Fund Identifiers - assign sources that will pay for service deliveries forthe consumer. Used with an optional system filter that prevents usersfrom entering service deliveries not associated with the consumer's fundidentifiers.

Providers - associate providers that will provide services for theconsumer. You can set a primary provider. Providers can also create anoptional filter that prevents users from entering services not associatedwith the consumer's providers.

Caregivers - other consumers who provide services in some form to theconsumer. You can associate one or more caregivers with a consumerrecord.

Care Recipients - one or more consumers who receive services from theconsumer.

Service Suspension - suspend the consumer's routes, service plans,service orders (authorizations), and service deliveries (rosters). You cansuspend all services or just particular services and/or providers.



Consumer Summary 57

General

The General subarea contains several important demographic fields. Allfields in Consumer Details except Last Name are optional. SAMS groupsGeneral 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 automaticallycapitalizes 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 invoicingconsumers 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. Enteringinformation in a consumer's ZIP Code in the Residential Address sets the Is Rural? status for the consumer. Users can also manually change anyNAPIS field.

Status - active status for the consumer record, including Reason andStatus Date. Use these fields to deactivate old consumer records andselect 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, andConsumer 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 tocharacterize populations. You can also select a consumer's primary Language under this heading.

SAMS Administrators have the option of adding additional, customizedfields to General. So in addition to these headings, others may appear foryour agency, as shown in the example below.




To change marital status

1 If you can not see the Marital Status field, expand the Personal section.

2 Change the marital status.

3 Click Save on the toolbar.

Click the plus sign tothe left of Personal toexpand the Personal

section.



Consumer Summary 59

Contacts

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

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 anaddress type of Mailing in order to generate invoices.

4 You'd fill in the location and phone information for a contact by clicking

the Contact Locations and Contact Phones tabs. Let's skip these areasuntil 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 newcontact record.

7 Click Save to save the changes.

You can enter multiplecontacts, locations, phonenumbers, and user fields

for each consumer.




Locations

SAMS stores address information in Locations. In addition to basic address

fields, each location stores Neighborhood, Municipality, and Directionsinformation. Directions in a Residential address prints out on Route lists. Aswith contacts, a consumer has only one Primary location.

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.

-OR- Select Add Location from the File menu.

4 Make up a business mailing address.

5 Select No under Primary?.

6 Click OK.

7 Click Save .

You can also editconsumer Residential andMailing Addresses in theGeneral subsection of Consumer Details.






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 datathe field stores and helps prevent users from entering incorrect data. SAMSoffers five types of user fields:

Boolean - a field with a true or false value.

Currency - a number field with two decimal places to hold monetaryvalues.

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 intoSAMS. Simply select the user field and SAMS prompts you to enter theappropriate information.

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 theNAPIS section in the General section of Details is for NAPIS reporting. Use Ethnic Races in Consumer Details to record multiple ethnicities for moredetailed reporting.

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

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 .




Care Enrollments

Care enrollments are a vital part of the SAMS system. Care Enrollments

determine which services consumers can receive within SAMS. Each careenrollment 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 createdone care enrollment during consumer registration. After we take a look at anassessment, 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 recordfor a consumer with a consumer relation, note that if the consumer relation isreceiving services in a different care program, then the relation's careprogram ALSO needs to be added to the co-pay record for bills to calculatecorrectly.

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 andenter 5.00 as the Co-Pay amount. Leave the End Date blank for now.

3Click Select under the Co-Pay Care Programs heading.

Some agencies useindicators found onfinancial assessments tocalculate co-payinformation. For moreinformation about that, seethe SAMS User's Guide or

Help files.




4 Select at least one Care Program and click OK. SAMS automaticallypopulates 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.




9 We'll ignore the Co-Pay Indicator History area, since that area is onlyused 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 forreporting at your agency, enter both the caseworker and supervisor. Mark thecaseworker 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 forcare plans.

Most consumers will have the care manager "Assigning Supervisor" assignedas the initial care manager. After an action report has been run, the supervisorassigns the actual case manager.

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 areassociated 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 caseworkeror direct case manager.

6Click OK.

7 Click Save .





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 aconsumer.

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 .




Caregivers

Both caregivers and care recipients are SAMS consumers. When you create a

caregiver relationship, you create a link or association between twoconsumers.

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.




Care Recipients

Care Recipients creates relationships between a consumer and other

consumers who receive care from that consumer. Associating a consumerwith a care recipient establishes them as a caregiver.

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 CareRecipient from the File menu.

3 Click Browse to choose a Care Recipient as specified by yourinstructor.

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 SuspensionThe Service Suspension system temporarily suspends consumer serviceallocations, orders, deliveries, and routes. Use the system to prevent servicesfrom being delivered while a consumer is away from home or duringhospitalizations.

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

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.




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 arepopulated automatically from the previous screen.

8 Click OK.

9 A prompt appears telling you the suspension is saved. Click OK tocontinue.



Consumer Summary 77

10 In the Service Suspension Quick Update screen, check the (All) box in theService category.

11 Click Save.

12 Review the Service Suspension log and click Close.

You can suspendconsumers from servicesthat they do not havescheduled, or that theyhave not previouslyreceived, by clicking the Add Other Suspensions button. See the SAMSUser's Guide or Help filesfor more information.




Consumer Details Practice

Enter a Medicaid Number and that the Info Release has been authorized.

Add a mailing address for the sister Karen.

Use 617-555-1294 as Karen's Home phone number.

Change your consumer's Residential Address to "1108 Main Street".

Modify your consumer's cell phone number.

Enter No for Emergency Meal? in User Fields.

Save your changes.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________



Consumer Summary 79

Assessments

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

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

Omnia Repository

All consumer assessments are stored in a database called the OmniaRepository. 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-aloneapplications used for assessment intake. Mobile Assessment Training covershow to use the Omnia Suite to take assessments in the field.

It is not necessary to understand the Omnia Repository to enter assessmentsin SAMS or the Omnia System. Just know that the two systems are integratedto share assessment data, and that most references to Omnia relate toconsumer assessments.

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

To create a new assessment

1 Let's return to our "guinea pig" consumer. Use Find or Searchto locate your consumer.

2 Open the record.

3 Click the Assessments icon in the Navigation pane.




4 Click New Assessment on the toolbar.

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

5Select [Browse...] in the Filename list. Your trainer will walk you throughthe process of finding the assessment. In actual practice, assessmentforms are stored on a shared network drive such as the S: drive. Onceyou've assessed a consumer using a form, it appears in the Filename listfor future use.

6 Highlight the correct assessment form and click Open.






SAMS copies any existing information from the consumer's record intoassessments. Certain consumer fields, such as Ethnicity, can storemultiple records. SAMS prompts you to select the correct assessmentresponse 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 anassessment can fill in Consumer Details.

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

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.




3 Enter information into this section of the assessment. Use the keyboard asmuch as possible when adding data. The left and right arrows scrollthrough possible question choices. ENTER or the DOWN ARROW keymoves you to the next question.

4 You'll notice that in several assessment questions, responses start with anumber or letter. Type the number or letter to select the appropriateresponse.

5 When finished, click Save and Close .



Consumer Summary 85

6 SAMS prompts you to map an Ethnic Race/Nationality to the responsesgiven 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 appropriatefields.




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 youenter general information and observations about the assessment.

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.






2 Enter "Client was distracted during assessment. Would not turn off RedSox 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

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:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________




Care Management

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

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

To create a care enrol lment

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

1 Click Details in the Navigation pane.

2 Click Care Enrollments.

3 Click Add Care Enrollment .



Consumer Summary 91

4 In Level of Care, select State Programs.

5 Select Home Care Basic / Non-Waiver in Service Program.

6 Click OK.

7 Click Save .

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 yourtrainer.

A Care Program is aunique combination of aLevel of Care and ServiceProgram. A careenrollment enrolls aconsumer into a care

program for a period of time. A consumer musthave an appropriate careenrollment before creatinga care plan or enteringservice deliveries.




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 allocatewithin a care plan depend on the associated care program.

If you change the Start and End Dates within a care plan, SAMS checksto make sure that they fall within the date range of the care enrollment.

7 Select Active as the Status.

8 Click OK.

You enteredDateRegistered of the 5th of this month for your consumer. When wecreated the careenrollment, SAMSautomatically used theDate Registered as a StartDate for the careenrollment.

SAMS enters a default EndDate for the care planbased on a time period youselect. Set the default inOptions (in theTools menu).



Consumer Summary 93

Care Plan Worksheet

The Care Plan Worksheet can assist care managers determining consumerneeds. The worksheet displays functional areas grouped by several functionalcategories in a convenient spreadsheet view.

Worksheet Data Entry

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

The Care Plan worksheetis an optional tool. It is notrequired to deliver servicesto an individual. Use theworksheet to recordinformation about servicesan individual may begetting through third partyor informal supports.




Service Plan

A Service Plan creates service allocations designed to meet consumer needs.

Care managers can use service allocations to automatically generate serviceorders.

Service Plan Allocations

Each service within a service plan has an Allocation Type. Allocation typesspecify the length of time for the planned service. SAMS has five types of service plan allocations: Weekly, Monthly, Yearly, Care Plan, and Duration

Specified .

Weekly - enter the service units by week. Users can plan services forspecific days of the week and weekly Frequencies (bi-weekly, tri-weekly).

Monthly - plan units for a month. Care plan costs are calculated bymultiplying the services by the number of months in the care plan.

Yearly - enter service allocations for an entire year.

Care Plan - units of service entered are the total units for the length of thecare plan.

Duration Specified - allocations for one time instances of plannedservices or those services that do not fit into Care Plan or other durations.

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 aService Category first, SAMS limits or filters which Services andProviders 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 informationentered into SAMS Administrator or active service contracts. You canfind out what a service unit represents by looking at the Unit Type, whichin this case is 15 minutes.




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 andkeeps the window open. Apply and Close saves your work and closes thecurrent window.



Consumer Summary 97

You've just scheduled 4 units of services for every other Monday within thecare enrollment. Let's take a look at just this service allocation on thecalendar

To view and print the service calendar

1 Click Show Calendar on the toolbar. SAMS displays a calendar forthe duration of the care plan.

2 You can access the original service allocation by double-clicking thecorrect calendar entry.

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 .

Click Apply to commitservices to the serviceplan. Click Save when youwant to save the entirecare plan, including thecurrent screen contents to

the database. In a nutshell, Apply commits the currentchanges on the screenagainst the care planwithout saving to thedatabase. Save recordsyour changes to thedatabase.

Change the color, fonts,and add wallpaper to thecalendar for your logonusing Options from theTools menu.




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 manageconsumer service orders.

To add a service order

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

5 Enter an Effective Date of today, and an Expiration Date of 6 monthsfrom today.

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

7 Enter the information shown above, unless your trainer directs youdifferently.

When an order issuspended, a field called"Exceptions" automaticallyappears. Exceptionsdisplays all suspensionswith appropriate dates thataffect the order. Edit order

item Status to manuallyclose any items that do notneed to be delivered dueto the suspension.






3 Click Service Orders on the toolbar.

4 Click Generate.

5 In the Service Orders Properties screen, enter an End Date of twomonths from now and review the information. You can adjust the Start

and End Date and any information not already named in the serviceorder. Leave the default option of Discard the generated order .



Consumer Summary 101

6 Click OK.

7 SAMS generates the orders and creates a log, displayed on the screen.After reviewing, click OK to save the service orders. Cancel prevents anychanges to service orders.

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

SAMS offers regenerationoptions for service orders.If you need to regenerateservice orders after changing a serviceallocation, follow the

procedure outlined hereand select whether SAMSshould discard old ordersor update the existingones.




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 orderitems. 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 orPrint Order to get the appropriate printouts from this screen.

12 Click Close.

13 Click Save and Close to close the care plan.




Calendar

The calendar displayed within the service plan displays only that particularservice allocation. Each care plan offers a general calendar where you canview all allocated care plan services, along with journal entries and goalstatements associated with the care plan.

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 seeall services for this care plan. You only entered one service, however, soSAMS displays just the one allocation on the calendar.




3 Click Show Month Details on the toolbar.

4 Review all the service allocations.

5 Click Hide Monthly Details to remove the pane from view.

You can also select asingle month of thecalendar, print, or zoom inor out by using theCalendar toolbar.




Goal Statements

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

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.




9 Click Apply .

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

11 Click Save .

12 Click Calendar . The now Achieved goal also appears on the care plan

calendar.






5 Click Apply and Close on the toolbar.

6 Click Calendar . The journal now entry now appears there. Hover yourmouse cursor over it to view the journal entry text. If you click the CarePlan icon within the calendar, SAMS takes you directly to the journalentry where you can modify it as needed.




Care Managers

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

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.




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 thehighest priority (lowest number) diagnosis code. Enter "1" for the Priority of the primary diagnosis code.

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.




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.




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.

All of the headings that appear on the Care Plan Summary (such as ServicePlan) are hyperlinked. Click a heading to access that section of the care plan.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.

To preview the care plan log

1 Click Print Preview Care Plan .

Use the Modify CarePlan... hyperlink in the

upper right corner tochange care plan dates,status, or comments.




2 Un-check goals and journal to prevent those parts of the care plan fromprinting.

3 Click OK.

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

5 Click Close .

Click Print in step one tosend the care plan log to aprinter without previewing.




Care Management Practice

Create another service allocation for the service Companion for theprovider Right at Home.

Plan the service for 1 unit for the 2nd day of every 3rd week.

Save your changes.

View the updated information on the care plan summary.

Generate service orders for the provider Right at Home.

Add a long-term goal of Improve Nutrition for six months from today.

Save and close the care plan.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________




Service Delivery

Click the Service Delivery icon in the Navigation pane. SAMSdisplays Service Deliveries, where you can see, edit, and record services thathave been actually delivered to a consumer.

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

This section covers how to add and edit service deliveries using consumerService Deliveries. Although this area makes it easy to correct and view

service delivery records, entering services consumer by consumer is a slowmethod of data entry.

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

To create a new service delivery record

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


3 Enter 1 unit of a Companion service that your consumer received in thecurrent Service Month using the information shown below. Select theCare Program first, the Provider , and then the Service. Enter the numberof Units. SAMS automatically fills in the Unit Price.




4 Click Apply and Close after entering the information shown above.

Let’s add another unit of service, this time with Daily Unit Details. Daily unitdetails record the actual days the services were delivered.

To create a service delivery record with daily unit details

1Click

Add Serviceon the toolbar.

SAMS filters selection listsas you enter services. If you select aServiceCategory first, SAMS limitsor filters which Servicesand Providers you can

select. Selecting aServicefirst filters the Subservicesand Providers list.Selecting aProvider limitstheServices list to onlythose offered by theprovider.

Most in-home or careplanned services requireboth a service allocationand order (authorization)before service delivery.




2 Enter a service delivery of Homemaker using the information shownbelow. Select the Care Program first, then the Provider , and then theService. Don't enter the number of Units quite yet.

3 Highlight the Daily Unit Details field.

4 Click Browse .

5Enter the units of Daily Details shown above. Use the dates thatcorrespond to the service allocation you created earlier.

6 Click OK when you are finished. SAMS updates the Units field using thetotal entered into the calendar.

7 Click Apply and Close to save this service delivery record to theconsumer.






Activi ties & Referrals

Use Activities & Referrals to document the assessments, meetings, phonecalls, and other tasks completed with, or on behalf of, a consumer orconsumer group. You can also use this feature to make consumer referrals toany other organization using SAMS within your database. Additionally, youcan see all of your activities and referrals for a consumer in an instant byclicking the Activities & Referrals button in the Navigation pane within theirconsumer record.

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

Using the Activit ies & Referrals list

You can sort the Activities & Referrals list by any of the columns displayedon the screen. Click a column title once and the list sorts in ascendingalphabetical or numerical order. Click once more to sort the records indescending order. For more information on customizing the columnsdisplayed on the screen, see Changing the Consumer List View (on page35). toolbar

Use the Group Activities/Referrals list at the far right of the toolbar to grouprecords 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 moreinformation, see Using Find with Filters (on page 27).




To create a new activi ty/referral

1 Click Activities & Referrals in the Navigation pane.

2Click 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 thedate using the Browse icon or by using the calendar to the lower rightof the screen. To use the calendar, use the right and left arrow keys toselect the appropriate month (the current month and day are automaticallydisplayed), and double-click the appropriate day.




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 singleactivity/referral, or an entire list of activities and referrals. For now, let'stake 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 thetoolbar.

-OR- Select Print Activity/Referral from the File menu. -OR- Right-click and select Print Preview Activity/Referral.




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

10 When you are finished previewing the activity/referral, click Close.Ordinarily, you would probably click Print Report.

If necessary, you can editor delete an Activity/Referral by right-clicking it in the Activities &Referrals list screen andclicking either Edit or Delete, or by clicking Edit Activity/Referral or Delete Activit y/Referralon the toolbar.




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 procedurebelow.

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 closethe Journal Entry pane.

5 Click Save .

Journal entries can only beviewed by users within thesame organization.




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




Actions and Journal Practice

Create a new Activity/Referral.

Enter "Follow Up" as the Subject .

Select an Action.

Use the calendar to enter the Due Date of a week from today.

Apply and close.

Save the consumer record.

Add a journal entry with the Subject of “Consumer Notes”.

Leave the Entry Date as is.

Enter the following Comments: “Consumer expressed reluctance toaccept services at first but seemed to become more comfortable as theconversation progressed. ”

Apply the record and close the window.

Save and close the consumer record.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________




Activi ties & Referrals list

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

As you learned earlier, you can access Activities & Referrals both fromwithin a consumer record and on the SAMS toolbar. In a nutshell, you'll wantto use the Activities & Referrals toolbar button to quickly view referralsassociated with your organization, while you'll want to use the Navigationpane to add, edit, view, and delete referrals from inside individual consumerrecords - 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 goingrepeat 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 Findwith Filters" on page 27) feature.




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.

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 selectNew.

3 Use the Provider/Care Manager filter list to select BayPath Elder Services.

4 Use the Status filter list to make select Not Started.




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 youcreate between sessions. The filter changes only the list displayed for your

Windows/AgingNetwork account.

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.




4 Enter today's date as the Due Date.

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




6 Use the Clear All button to clear all filters.

Activities & Referrals Practice

Use the quick filters to limit the records to new activities/referrals due forBayPath Elder Services. Leave (All) as the Status list default.

Clear the filters.

Use the filter to locate all assessments for James Abernathy.

Clear the filter when you are done.

NOTES:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________






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.

6 Click Service Delivery Items in the Navigation pane.

7 Click Add Items on the toolbar.

-OR- Right-click and select Add Items .

If your agency uses auto

numbering, you cannotenter an invoice number.The field populatesautomatically when yousave the record.




8 In the Add Service Delivery Items dialog, enter criteria into at least 2Filter 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.

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 intothe invoice as the Invoicer - Agency.






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.

NOTES:_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________





137

As you've seen, a consumer record stores a tremendous amount of data.However, entering service deliveries one consumer at a time is extremelyinefficient. SAMS Rosters were designed to encourage efficient service dataentry. Rosters are custom, filtered lists of consumers displayed in aspreadsheet fashion. By selecting large numbers of consumers at once, userscan 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 beencreated, 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 serviceallocations.

Let's begin this part of training by looking at how to record services to amulti-service roster.

To record service data

1 Click Rosters on the toolbar.

2 Highlight a roster in the Rosters screen.

3 Click Record Service Data... .

4 Select this month as the Service Period .

Rosters

Service records recordedin rosters are associatedwith individual consumer

records. The servicedeliveries are not "stored"within the roster. Accessthe Service Delivery areaat any time to seeconsumer deliveriesentered through Rosters or Consumer ServiceDeliveries.




5 Click OK.

To enter service data into the roster

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

2 Rosters show service records for each day within a service month orperiod by default. You can also view and record data monthly. Change

the month to "( Any)" Press F5 or click Refresh on the toolbar torefresh 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 appropriateconsumer and day. Enter the number of units needed. Highlight a small orlarge block of consumers as shown below and type "1".

4 Let's record services for everyone on one day. Click the column headingof the first Tuesday of the month. Type "1".





Rosters 141

Multi-Service Rosters

Thus far, we've recorded the default service for the roster. Let's take a look athow to enter multiple services on the same roster.

To enter additional services on a multi-service 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 Al l 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 monthlytotal. Selecting "(All Days)" enters the units on each day of the month.

5 Click Add.

You cannot edit theroster's Agency, Provider, or Site. Multi-servicerosters can record multipleservices/subservices butonly for one Agency/Provider combination.




6 At the prompt, click Yes to add the service delivery to the roster. TheStatus 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. tocontinue entering service data. We're done for the moment. Click Close toremove the Add Service screen. SAMS refreshes the service delivery dataon the Roster Services screen.

8 The trainer will click Save to add the service delivery records to thedatabase.



Rosters 143

To temporarily add consumers to the roster

In addition to entering multiple services, you can add consumers to the rosternot selected by the roster's filters. The consumers are added for the current

roster session only. Added consumers will not appear the next time servicedata is recorded with the roster.

1 Click Add Consumers .

2 Enter the search criteria shown above in the upper part of the Consumerswindow.

3 Click Find.

4 SAMS displays only consumers that are eligible (enrolled in the careprogram and meet the filter criteria) to be added to the roster. Eligibleconsumers already part of the roster appear in grey with a check to theleft of their name. In this case, all eligible consumers in the trainingdatabase who match the roster's criteria are already part of the roster.

Check the box and click

Add to add eligibleconsumers to the roster after a search. SAMS addsthe new consumers to theroster in the default sortingorder. Scroll down to thebottom to see the newconsumers.




5 Click Close to remove the Consumers screen.



Rosters 145

Roster Toolbars

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

Top Roster Toolbar

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

unsaved changes.

Save - record the service deliveries to consumer records.

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

Print Roster... - print roster information using one of several differentformats, including monthly, weekly, yearly, and bar-coded styles.

Add Consumers - temporarily add a consumer to the roster list. Notavailable for Service Plan rosters.

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

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

View Contract - check service information against active contracts.View pending orders and service deliveries against contract information.




Bottom Roster Toolbar

Service Month - service period to record. Use (Any) to record yearlytotals.

Service Year - year of service period.

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

Columns - add or remove roster columns displayed on thescreen.

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

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

Grouping - gather service records by Consumer , Service, or Fund

Identifier .



Rosters 147

To add/remove columns

1 Click Columns .

2 Un-check Fund Identifier .

3 Click OK.

By default, rosters displayservice deliveryinformation for the servicemonth you selected in a

daily view. You can togglebetween daily and monthlyviews by using the monthand year lists in the upper left corner. If you changethe lists to “(Any)” month,you can see totals for allmonths in the specifiedyear.




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 rosterdefinition.

To view a roster definition

1 Highlight an existing roster.

2 Click Edit Roster .




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 moreinformation about roster types.

Care Program Name - the care program for services delivered in theroster. Required for each roster. All eligible consumers must have anactive 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 eachroster.

Subprovider - the subprovider of services. Optional.

Site - the location of service deliveries. Also optional.

Default Service Propert ies

Service Properties - default service entered on the roster. Multi-servicerosters can have multiple default services. Single service rosters restrictusers to one default service.

General Filters

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

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

Consumer Town of Residence

Care Program (Not Enrolled)* ZIP Code

Default Agency County

Default Provider Municipality

Consumer Provider Include Inactive Consumers

Primary Care Manager Include Consumer Groups

Client Care Manager

*Use this filter to limit consumers by the care programs they are not enrolledin. Every roster must have a Care Program and it automatically filters theroster. For example, you can use this field to display all consumers who arenot 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 planallocations 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**

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

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

Routes

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




Printing Rosters

SAMS has several styles of roster printouts. Each roster printout has severaloptions to customize the data that appears on the final report.

Monthly roster by consumer with unit entry per day - this printout has acolumn for each day of the service month. Each row lists service deliveryrecords, grouped by consumer or service. You can print this roster onlegal size (8.5" x 14") paper.

Monthly roster by service with unit entry per day - this printout hascolumns for each day of the service month. The layout matches thedefault 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 forClient ID, Name, Service, Subservice, and total Units provided. Thereport 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 thatmight be offered to each consumer. Does not print units of serviceentered.

Weekly single service roster with unit entry per day - displays the unitsentered for each day for 7 days following the entered Start Date. Unitsshown 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 withspaces to record meals for the next 7days.

Yearly Roster - lists roster consumers with delivered units for eachmonth 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 eachconsumer, close to the way SAMS displays them when grouping byconsumers on the roster screen. You can print the roster on 8" x 11" or 8.5"

x 14" paper.



Rosters 153

To print a monthly service roster

1 Click Print Roster... .

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

3 Check Suppress zero units.

4 Click Preview. Review the roster.

5 Ordinarily, you'd click Print Report on the toolbar to print. Click Close toclose the Preview screen.

About Roster Options

Check Suppress the consumers who do not have services to prevent anyconsumer that has zero units of service for the month from displaying onthe report. If you wish to see all consumers, but remove zeros from theunits of service for each consumer, check Suppress zero units and leaveSuppress the consumers who do not have services un-checked.

To prevent sensitive information from printing out on the roster, check the Suppress SSN , primary phone, date of birth, and/or Client ID boxes.

To print a blank roster - uncheck Include entered unit values in roster

print-out . Enter the number of rows per consumer to tell SAMS howmuch room to allocate to each consumer on the print out.

Enter the number of blank rows that SAMS should print at the end of theroster in Enter the number of additional consumer rows.

You can also print rosterswhile Recording ServiceData. Click Print Roster...

on the toolbar in the dataentry screen and continuefrom step five.




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.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________



155

Routes creates custom, sorted lists of consumers. Create routes by selectingindividual consumers or through filters that SAMS uses to select consumersautomatically. Most commonly, Routes are used to manage van and drivinglists.

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

To create a new route

1 Click Routes on the toolbar.

2 Click New Route .

3 Give the route the Name "Blackhawk Seniors Bus Service".

4 Enter an Agency and Provider as directed by your trainer.

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

6 Click Save .

Routes

You can add and removeconsumers from a route

without losing driver notesor current ordering byusing the Refresh routeconsumers button in theRoutes screen. See theSAMS User's Guide or Help files for moreinformation.




7 Highlight the first person in the route and use the up and down arrows onthe toolbar or the Move To button to reorder their position. Move thisperson 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 Addbutton 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.







159

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

SAMS Report Categories

SAMS groups reports into eight categories. After accessing the Reports area,

select one of the following categories in the Navigation pane.

Assessments - reassessment reports and blank assessment forms. Printfilled-in assessment forms from the appropriate consumer record.

Consumers - generate lists of goals, consumer directories, mailing labels,and service orders.

Services - report on service deliveries with agency summaries, consumerlists and summaries, and NSIP Meal information.

Contracts - generate monitoring reports with service delivery records forservice contracts.

Care Plans - monitor care plan services and totals.

Billing - generate reports on invoices, payments, and co-pays. Activities & Referrals - report and print mailing labels based on entered

consumer actions.

Administrative - print mailing labels and print the provider/servicesstructure.

Reports

Click on the columnheadings to sort the Reportand Report Definitionspanes.






Reports 161

Reassessment Report

The reassessment report lists consumers that require a reassessment based oncare program, provider, agency, any other of several criteria.

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 .

8 SAMS displays the report to the right in a Preview pane.

9 To close the report without saving the changes, click Close report.

ClickPrint Report on thetoolbar to print the report.




Consumer Mailing Labels

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

Mailing Label Report Sections

Report - select address type, date of birth, grouping, and sorting optionsunder this heading. Use Sort By to have the labels print in ZIP Codeorder.

Report Header - enter information such as Subtitle or Report Comments that print directly on the report.

Care Enrollment - filter the report by Care Program, Level of Care,Service Program, or any care enrollment related date.

Care Providers - filter by default agencies and providers, care manager,and fund identifiers.

Consumer Details - limit the report to certain consumer types (consumergroups, caregivers, etc), active status and date.

Location - filter consumers on the report by Residential Address fields.

NAPIS - list just those consumers that match certain NAPIScharacteristics.

Advanced Filters - limit labels by several consumer fields, found inConsumer Details:

Characteristics - filter using fields under Characteristics in General

Consumer Details.

Ethnicity - limit labels by ethnicities. SAMS uses the primary Ethnicity when filtering consumer data.

Personal - filter by the ID Type (Permanent or Temporary),Gender, Birth Date, Age, primary Language, and Registered and Last

Reviewed date fields.

User Fields - filter labels by values entered in the user field section.



Reports 163

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 .

4Enter "My Birthday Report" with your name as the Report Title.





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.





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 sendsthe labels to the printer, which we'll skip for the purposes of this trainingsession.

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 Februarybirthdays.

20Click Close Report .

21 Click Yes at the prompt.

Agency Summary Report

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

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.





7 SAMS displays un-duplicated consumer service counts along with totalUnits and Costs.

8 Select Yes in Show Consumers.

9 Click Refresh Report .

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

11 Click Close Report to remove the report from view.



Reports 169

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.

NOTES:_____________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________





171

SAMS stores two types of contracts: Service and Program. Service contractsallow you to enter contacts with Providers and specify the units of service tobe provided. SAMS can enforce contracts to make sure users do not entermore 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 servicecontracts. To access program contracts, use the Type list in the upper left andselect Program Contracts.

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.

Contracts




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 "NutritionCounseling" as the Service. Enter "$30.00" as the Unit Price and "1000"as the Maximum Units. Notice that Enforce Units automatically changesto "Yes".

8 Click Apply and Close .

9 Click Save on the toolbar.




Contract Practice

Add "Nutrition Education" as another service item to the "EconomyMeals 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.

NOTES:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________



175

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

You'll find that working in unit distribution is similar to working with SAMSreports. First, you'll create a distribution set that defines which Provider , Agency, and date range for the services you need to change. Use thedistribution set to create multiple distribution sessions. A distribution session

allows you to distribute, validate, and commit changes to fund identifiers andservice deliveries.

To create a unit distribut ion 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 Pr ovider 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.

Unit Distribution




7 Click Save and Close to save the distribution set.

To create a unit distribut ion 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 thetoolbar.



Unit Distributi on 177

4 In the +/- Units column, you can re-distribute units as needed. Forinstance, in the example below, we entered "-2" under "HDM MealLunch Weekday Hot" in the "Modified LWH" row. This freed up 2 unitsof 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 ensuresthat units of services have not been created or removed during thedistribution process.

7 If the validation was successful, the Validate icon on the toolbar willchange to Commit. Click Commit to save the changes to the servicedelivery records.

8 Click No to prevent SAMS from printing a unit distribution report.




Unit Distribution Practice

Distribute 5 units to the "OAA" fund for the "HDM Meal Weekday Hot -Regular 1 LWH" service.

Save changes.

Validate the session.

Commit the changes to the database.

NOTES:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________



179

SAMS can invoice Agencies, Consumers (Private Pay and Co-Pay), andThird Parties such as insurers. You can create invoice items from servicedeliveries, allowing your organization to track payments against individualservice 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.

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 .

Invoices




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 .






10 Click Find.

11 Check the service deliveries you'd like to bill for on the invoice. Do notselect 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

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.

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.

Payments




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 youenter 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 itemyou selected in step 12.

15 Click Save and Close.




Invoice and Payment Practice

Create another invoice for your agency. Save and close the invoice.

Create a payment for the invoice.

Save and close the payment.

NOTES:___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________



Thanks! 187

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

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

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

Thanks!





189

A Actions

Meetings, phone calls, or other similar eventswith a consumer.

Allocation Type

A service plan represents a planned allocation of one or more services a consumer should receive.

The allocation type dictates the frequency of theplanned service. SAMS offers 'Weekly,''Monthly,' 'Care Plan,' and 'Duration Specified.'

CCare Enrollment

The association of a consumer with a careprogram. A care enrollment record tracks statusand key dates. All services are planned, ordered,and provided to a consumer under a careenrollment. Users can enroll consumers intomultiple care programs.

Care Plan

Section of a consumer record that records caremanagement activities. Users associate a careplan with a care enrollment. Each care planincludes a service plan, goals, journal entries,and a planning worksheet. Care plans have startand end dates that typically coincide with aconsumer's eligibility determination date andrequired re-assessment date.

Care RecipientA consumer who receives services from anotherconsumer.

Contract

An agreement between a single Agency andProvider over a fiscal period for the delivery of services to consumers. SAMS contracts storefund source (fund identifiers) and unit rates.

IInvoice

A billing for services delivered to consumers.SAMS can generate invoices for Consumers,Third Parties (Insurance), and Agencies. Alsosee Ledger Item.

LLedger Item

A method for Agencies to report back to theState Unit or other government body anyexpenses incurred by cost center and expensescategory against a budget.

PProgress Notes

Progress notes are entered as SAMS journalentries. SAMS has two areas for creating journalentries: one associated with each care plan and ageneral consumer journal. Which area you use toenter progress notes depends on agency policy,the relevancy to the care plan, and the sensitivityof the data.

Provider

Also see Agency. An individual or organizationproviding services to consumers under thedirection of one or more agencies.

Glossary of Terms




SSAMS

Social Assistance Management System -consumer/client-based software that tracks

services.

Service Plan

Found within a care plan, service plans identifyone or more services required to meet the needsof the consumer. Services can be provided byinformal supports, third parties, or providers whowork directly with the agency. Users can enterfrequencies and optional caps with each service.

Sub-provider

Individual or organization that delivers servicesdirectly to the consumer under a Provider.

Date post:	08-Apr-2018
Category:	Documents
Upload:	neeraj-srivastava
View:	218 times
Download:	0 times

SAMS 1.10 Overview Training

Documents