Care Plan (Template in Admin)

Creating a care plan template will save you time when applying a Care Plan to a patient’s case.

You can create one or as many as you like.

each one can be tweaked to meet the needs of individual patients.

If you offer things like wellness plan, this is a good place to start.

CoAction comes pre-loaded with some sample care plan templates for reference.

How to Create a Care Plan Template

Under Admin

Care Plans

Select "ADD" to Start the template

Select "Start from Scratch" and hit "Next" Button

Plan Name - Be as detailed or as general as you would like.

(keep in mind, this name will help you identify the plan that may best apply to different patients)

Plan Length - Select the duration of the care plan. You decide the length by Weeks or Months.

Automatically extend the plan length, until all "Visits" are used - This area is designed for you to tell the care plan which is most important: visits or the length

of time the patient is on the care plan.

a) If you check this box= Plan Stop date will extend (keep going) until ALL visits are used

b) If you Do Not check this box= Once the care plan reaches the Stop date the care plan will end and any unused visits will be lost.

Once finished, select Next button

Plan Amount - Enter total amount of care plan the patient is responsible to pay: This will be the amount paid for all services specified in care plan i.e.:

Adjustments, Exams, X-rays, Supplement or any other service. This amount will include the discount you have provided for the patient.

For Example: You typically charge $80.00 for an Adjustment but, if a patient prepays for 10 visits, they get a $100.00 discount. $800.00- $100.00= $700.00

This makes the patient responsible to pay 700.00 and should be entered in this area so, the care plan knows the proper discounts to apply.

a) Option One- Payments - Select the Number of payments and select the drop-down to indicate when the payment is to be collected. Weekly, Bi-Weekly, Monthly or Quarterly.

b) Option Two- Down Payment plus payments - Add in the amount the patient is paying to start the plan today, followed by the number of payments they will be making and select the drop-down to indicate when the payment is to be collected. Weekly, Bi-Weekly, Monthly or Quarterly.

c) Option Three- Pay in Full - Paying the full amount owed today.

(Please keep in mind- You can alter the payment option when you add the template into a patients file, If you choose to do so.)

Once you have finished selecting the best option for this plan, Select Next

SELECT one of these:

Apply patient discount AFTER patient plan credit has been exhausted - This will allow the money the patient has paid for the care plan to be applied to the beginning dates of service and then write off the ones towards the end. This option works like a Buy 3, get 2 free

OR

Apply patient discounts, evenly across "Visits - This option will evenly distribute the plan amount over the length of the care plan. This is a great option if the patient wants to submit the charges to their Insurance payer via Super Receipt for reimbursement.

For Example: If the care plan is set up to be $200.00 for 10 visits of care, this means each visit is worth $20.00. Anything over $20.00 will be written off.

Every State has its own laws on how discounts can be legally applied. Please make sure you know your State's Laws on discounts so, you know if you must use one

option vs. the other or if both are available.

Once you select the Option that is right for your clinic/plan, Select Next

Now Enter

Number of "Visits" included in the plan - This is where you add in how many visits the patient gets under this Care Plan.

Then, Select one of these:

Visit number is for the entire length of the plan

(Example: In this image below, it shows the patient gets 24 visits over the course of the care plan. Which roughly breaks down to 4 visits a month over 6 months.

But, adding it in this way allows the patient to use the 24 visits however is needed before the end of the care plan. So, if a patient needs to come in a 5th time in the

month, that is ok.)

Or

Visit number is for each _____ of the plan - Options include Week or Month.

(Example 2: You could add in the number 4 instead and select the second option "Visit number is for each _____ of the plan" and select Month from the drop-down to indicate that 4 visits a month are covered in the care plan but, if the

patient comes in a 5th time, they pay for that out of pocket.)

Visit Code Pool - Now, it is time to tell the Care Plan what services will count as a "visit".

You will scroll to find the code in the CPT code Library and then drag and drop it to the above window.

See the example below, in the image. It shows 98940 and 98941 in the Visit Pool. Those codes were selected because an Adjustment will be performed at every

visit. Making the Adjustment code responsible for counting down the visits for the care plan.

(Please keep in mind, if a 98940 and 98941 were both selected in the patients visit, that would count as 2 Visits against the Care Plan.)

Select your Price list

Once you are done making your selections, Select Next

SELECT one of the following:

End Care plan once all "Visits" have been used, regardless of time frame- This option means that the number of visits specified is most important. If the patient uses all visits allowed in the Care Plan before the time allotted, the Care Plan will End and make the patient responsible for any additional visits

OR

"Visit" codes (above the number allowed in the care plan) will be FREE for the duration of the plan- This option means that the length of the Care Plan is more important. You want to see them for a certain amount of time and if they end up having a few extra visits then you thought, they are covered in the Care Plan and the Care Plan will do what is needed (increasing the discount to the already applied charges) so, all care will fall into the dollar amount specified in the care plan.

Once you select the option that is right for your plan, select Next

Additional Code Pool - This area allows you to select additional Services, Supplements or Products that are included and DO NOT count against the care

plan as a visit.

You will Drag and Drop those extra charges into the window provided. Once they are displayed, you will change the Unit amounts to reflect the number of times that CPT code can be used in this Care Plan. Once the allotted units are completed, any additional times the code is applied to a patient visit, the patient will be responsible to pay for the extra service.

See image below for example: example shows the patient can have 1 Single view X-ray, 1 Cervical X-ray, 6, 30 min massages and 1 Tempurpedic pillow.

Once you are Done, Select Finished!!!!

 

How to Apply a Care Plan Template to a patient when you are making only date changes to the Template

You will ONLY be able to make these Minor changes to this template: care plan start date, down payment due date, when patient can start payments and what

day of the month the plan payment is due

You CANNOT Change: CPT codes in visit pool or additional codes, plan name, # visits, plan length, plan amount, down payment amount, when to apply discount

or adding extra visits.

1) Go to the Patients file

2) Select the Care Plan Tab

3) Select ADD Care Plan

4) Select Use Existing Plan Template (Template Settings Cannot be Edited)

Using the down arrow, find the template that you want to use for This Patient

5) Select Next Button

6) Your Care Plan summary will display. Showing you the number of visits allowed, Plan Length, Plan amount, the financial obligation to the plan (payments, Down

payments + Payments or Payment in full)

The sections you CAN change are:

Care Plan Start Date - Here you can backdate the start date if needed and the End date will auto populate

When a Down Payment is due - If you selected this Option - you will have the ability to select a date the down payment is due. If you did not select this option - this will not show up

When the Care Plan Payments Start What day of the Month the Plan Payment is Due

7) Once you are done filling in the dates, select Next

8) If you are happy with your Selections, press Next then Finished Button

Once you are finished, part of your Care Plan info will display

9) If you would like to see all information, Please X out of the Patients file and Reopen patient - care plan tab

10) To Print or Export a copy of the Care Plan for the Patient, select the Print Button

- A window will pop up with the following info (see image below of sample):

Patients Name Care Plan Description When the Plan Starts and Stops Number of Visits Included Financial Obligations Treatment codes offered in the Plan Anything Extra Payment Schedule

- You can Print this Information for the patient or use one of the 3 export options. X=Excel, A=Adobe, W= Word

11) Under the Ledger Tab, you will see 2 sections:

On top - the running Ledger is ONLY for the Care Plan amounts. This excludes any other charges the patient may have in their file. In Most cases, this area DOES NOT match the patient’s actual ledger.

On the bottom section - you will see the Scheduled Payments for the Care Plan.

You can select the Print Ledger button to Print the ledger if needed Use the Edit Payments button if you need to change the payment dates (see

2nd image below)

- The Payment Dates will appear and any payment date that is in the future will have a drop-down, so you may change the payment date

- Once you have made your changes, Select Save and Close

Quick Tips

3 things you will see in the

Patient File>>Ledger>>Charges Tab

when using Care Plans

Care Plan Down payment:

Any Money Due on the Care plan will appear as a Care Plan Down payment, in Black.

You will not see CPT codes changing the Patient Balance. Only the care plan payments that becomes due, will change the balance. As Payments become due, they will alter the patients balance so the office

staff can collect payment from Patient. If you are using Auto-debits, (Forte or Heartland Merchant services), the

payment will charge their credit card on the payment date that was selected in the care plan.

Care Plan Charges in Blue:

Any and ALL charges added in the patient’s appointments, that are to be Covered by the Care Plan, will display Blue.

Charges in Black:

Any Charges that appear in Black, (such as 97012 in this example) indicate a service was performed that was not covered by the care plan.

The patient will be responsible to pay ANY charges in black as they are outside the agreed Plan.

***Please Note: You CANNOT Add CPT codes to an existing care plan. If you want to include more CPT codes, you have 2 options:

You can delete the current Care Plan and redo the entire care plan and include all cpt codes and back date the start date to the first appointment. If you do this, we suggest taking snapshots of how your care plan is set up so you can redo it.

Or, you can keep the current care plan as is and write off the extra cpt. Adding in the reason for write off (ie: cpt included in care plan)

How to Create a Care Plan using a Template and Making Changes

When you are starting with a Care Plan Template, you will see that ALL sections will be filled in except the plan name. This allows you to keep what you like and

only change what is needed.

1) Go to the Patients file

2) Select Care Plan Tab

3) Select ADD Care Plan

4) Select Create New Care Plan Button and Select Next

5) Select Start with Template

6) Grab a Template from the Drop-Down menu and Select Next

7) Enter your New Plan Name that explains this specific Care Plan, be as detailed as needed

After you select the New Plan Name, you will see that all other areas will be filled in with the data from the template you selected. You will make the

necessary changes and select Next. If something is to remain the same, you will not touch it 😊

8) Make any other necessary changes

9) Select Next Button when finished

10) The original Plan Amount and Payment Option from the Plan Template will display. You can make any changes necessary and Select Next.

(In my template, I changed from Down payment plus payments to Pay in full)

11) Plan dates, payment dates screen - You will enter the Start Date for the Care Plan. If you need to Start payment date and when monthly payments will be due,

add as needed

(You can backdate this as far back as needed)

12) On the Discount Application Options screen: your selection from the Template will display, you can change this option here OR If you do not want to change the

option, simply hit Next

13) The Visit Pool screen - the data from the selected Care Plan Template will automatically display. Here is where you can change CPT codes that will count as

a visit for this patient:

If you DO NOT want to change the Visit amount or the CPT codes that Count as a visit, simply hit Next.

If you WOULD like to change the CPTs responsible for counting as a Visit in the Care Plan, you can remove the original codes by selecting the Red X to the Right of the CPT code and then Drag and Drop the New Code to the window.

14) Check the Price List to ensure it is correct or select from drop down

15) What to do when Visits are used before plan is completed screen - your selection from the Template will display, change as needed, if you do not want to

change the option, simply hit Next

16) Additional CPT codes included in plan (NOT counted as VISIT) - The CPT codes selected from your Care Plan Template will show:

If you do not want to make any changes, simply select Finished If you want to Remove a CPT code that is included in the Care plan, select

the red X to the right of the CPT code. To Add CPT code - drag and drop new CPT codes to window. These codes are

Included in the Care Plan and DO NOT count against the Care Plan as a Visit.

17) Once you are finished making changes, Select Finished

(In this example, The X-rays were removed, and 2 Re-Exams were added)

18) If you are satisfied with the changes made, confirm you are finished by selecting Finish Button

19) Once you are finished, part of your Care Plan info will display

20) If you would like to see all information, Please X out of the Patients file and Reopen patient file - care plan

21) To Print or Export a copy of the Care Plan for the Patient, select the Print Button

- A window will pop up containing:

Patients Name Care Plan Description When the Plan Starts and Stops Number of Visits Included Financial Obligations Treatment codes offered in the Plan Anything Extra Payment Schedule

- You can Print this Information for the patient or use one of the 3 export options: X=Excel, A=Adobe or W= Word

22) Under the Ledger Sub-Tab, you will see:

The running Ledger for the Care Plan only. This excludes any other charges the patient may have in their file

The Scheduled Payments for the Care Plan You can select the Print Ledger button to Print the ledger if needed Select the Edit Payments button if you need to change the payment dates

The payment dates will appear and any payment date that is in the future will have a drop-down so you may change the payment date.

Once you have made your changes, Select Save and Close

(In this example, it was selected to pay in full so, there are no payments to alter)

Quick Tips

3 things you will see in the Patient File>>Ledger>>Charges Tab

when using Care Plans

Care Plan Down payment:

Any Money Due on the Care plan will appear as a Care Plan Down payment, in Black.

You will not see CPT codes changing the Patient Balance. Only the care plan payments that becomes due, will change the balance. As Payments become due, they will alter the patients balance so the office

staff can collect payment from Patient. If you are using Auto-debits, (Forte or Heartland Merchant services) The

payment will charge their credit card on the payment date.

Care Plan Charges in Blue:

Any and ALL charges added in the patient’s appointments, that are to be Covered by the Care Plan, will display Blue.

Charges in Black:

Any Charges that appear in Black, (such as 97012 in this example) Indicate a service was performed that was not covered by the care plan.

The patient will be responsible to pay ANY charges in black as they are outside the agreed Plan.

Please Note: You CANNOT Add CPT codes to an existing care plan. If you want to include more CPT codes, you have 2 options:

You can delete the current Care Plan and redo the entire care plan and include all cpt codes and back date the start date to the first appointment

Or, you can keep the current care plan as is and write off the extra cpt. Adding in the reason for write off (ie: cpt included in care plan)