matrixcare life plan communities major release notes autumn...

MatrixCare Life Plan Communities Autumn 2016 Major Release Notes 1

MatrixCare Life Plan Communities

Major Release Notes

Autumn 2016

2 MatrixCare Life Plan Communities Autumn 2016 Major Release Notes

MatrixCare™ Life Plan Communities Major Release Notes

© June 2016 MatrixCare is a registered trademark of MatrixCare. All rights reserved. Other

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Table of Contents

Click Ctrl + Click to view any item in the interactive table of contents.

Contents Key Items in MatrixCare Life Plan Communities Release ........................... 6

ASSISTED LIVING FACILITY ........................................................................................... 11

AF-Assisted Living Master Generates Billing Transactions .......................................... 12

AF-Generated Transactions and Billing Registers Print in Alphabetical Order ....... 13

AF-Reformatted Assisted Living Parameters Screen .................................................. 15

AF-Print Guidance, Frequency and Time in Description Field ................................. 19

AF-Changed Generate Service Plan Menu in Reason for Assessment Types........ 21

AF-Parameter Stops Blank Charting Types Testing ..................................................... 23

AF-Added Evaluations Feature to Resident Service Plan Entry ................................ 25

AF-Added Inactivity Timer to Assisted Living Touch Charting .................................. 28

AO AF-Assisted Living Facility Service Plan Designer ................................................. 31

AO AF-Added Resident Show Story Link to Touch Charting..................................... 33

AO AF-Select Residents from Unit Range .................................................................... 34

ALERTS AND MESSAGING ............................................................................................ 36

AL-Alert Deletion List Parameter Tab ........................................................................... 37

ACCOUNTS PAYABLE ................................................................................................... 38

AP-Added “Auto Named PDF Reports” to AP Parameters ...................................... 39

ACTIVITY AND EVENT TRACKING ................................................................................ 41

AT-Quick Entry by Activity .............................................................................................. 42

ANSWERS WEB ENTRY ................................................................................................... 49

AW-HR Parameters ......................................................................................................... 50

DONOR DEVELOPMENT ............................................................................................... 51

DD-Created Parameter for Recurring Employee Donations .................................... 52


ENTERPRISE ANALYTICS ................................................................................................ 56

EA-Pepper Reports Parameters .................................................................................... 57

USER DEFINED ELECTRONIC MEDICAL RECORDS ........................................................ 59

EM-Added Option to Print Forms by Date .................................................................. 60

EM-Added Ability to Group and End Flowsheets....................................................... 61

EM-Redirect to ID Notes from Form Entry .................................................................... 64

EM-Prevent Vital Stats Crosswalk .................................................................................. 67

EM-Get Vitals Beyond Form Date Parameter ............................................................. 70

EM-Replaced User Defined Form Hyperlink ................................................................ 71

EM-System User ID Master .............................................................................................. 76

FIXED ASSETS ................................................................................................................ 77

FA-Print Sub Asset Detail ................................................................................................ 78

MDS 3.0 Plus ................................................................................................................. 80

M3-Assessment Entry ...................................................................................................... 81

M3-MDS Section N: Auto-Populate Medications ....................................................... 82

M3-MDS Quality Measures Report ................................................................................ 85

MEDICAL RECORDS ..................................................................................................... 86

MR-QI Quality Metrics .................................................................................................... 87

MR-Braden Scale ............................................................................................................ 88

MR-Infection Report Data Entry V2 .............................................................................. 91

MR-New Controls in ID Notes ........................................................................................ 95

MR-New Workflow Column Added to Power Chart .................................................. 96

MR-Tab Option For Displaying Vital Stats .................................................................... 98

MR-Add Record to Easily Create New TB/Immunizations ......................................... 99

MR-AHRQ Trigger Summary ......................................................................................... 101

MEDICAL RECORDS/MEDICATION MANAGEMENT .................................................. 103

MR MX-AHRQ On-Time Report Type Added ............................................................. 104

MR MX-New Report Type Added to Accommodate AHRQ .................................. 106

MR MX-Parameters ....................................................................................................... 107

MR MX-Physicians Orders Entry ................................................................................... 109


ELITE+ CARE PLANS .................................................................................................... 111

P2-Care Plan Master .................................................................................................... 112

ADMISSIONS AND CENSUS ........................................................................................ 116

PA-MR QI Transfer By Provider ..................................................................................... 117

1ST AND 3RD PARTY PATIENT BILLING........................................................................... 118

PB-Medicare Therapy Component Attached to GL Accounts ............................. 119

PHYSICIAN’S OFFICE .................................................................................................. 120

PH-Procedure/Billing Master ........................................................................................ 121

POINT OF CARE (POC) .............................................................................................. 123

PN-ADL/Daily Care Master Link to MDS Section GG ............................................... 124

PAYROLL ..................................................................................................................... 129

PR-Employee LOA Records ......................................................................................... 130

POINT OF SALE ........................................................................................................... 131

PS-Confirm Order Screen ............................................................................................. 132

PS-KDS-Plus Bump Bar Integration .............................................................................. 134

PS-POS Activate/Deactivate ...................................................................................... 135

REHAB SERVICE SOLUTIONS ....................................................................................... 136

R2-CMI Optimizer .......................................................................................................... 137

R2-RS Treatment Schedule .......................................................................................... 138

MATRIXCARE GENERAL SYSTEM/IT ............................................................................ 139

SY-EPCS Invalid Physician ............................................................................................ 140

SY-SY Group Master ...................................................................................................... 142

WORKFLOW MANAGEMENT ...................................................................................... 144

WF-Workflow Master ..................................................................................................... 145

WF-Workflow Master–Use Due at Time ...................................................................... 147


Key Items in MatrixCare Life Plan Communities Release

The following table can help users determine how to adopt the major features in this release.

The Required Setup section highlights the steps users need to complete before using the

feature. The New Security Rights section lets users know whether any security rights are

required to gain access to the feature.

Users can click on the bolded links to go directly to the desired section of the document for

any other information they may need.

Feature

Required

Setup

New

Security

Rights?

MDS Section GG / All CMS Regulatory Changes

MatrixCare made the following major changes per CMS

specifications:

Added Section GG Functional Abilities and Goals to all Item

Sets for either Admission (Start of SNF PPS Stay) or Discharge

(End of SNF PPS Stay), as appropriate

Updated all Item Set verbiage on the MDS Entry screens

and the printed output

Ensured the Incomplete and Inconsistencies hyperlinks in

the MDS Entry program reflect all MDS Edit changes and

additions.

Updated state-specific Section S for Florida (FL), Illinois (IL),

Maine (ME) and South Dakota (SD)

Included Section G in Point of Care (POC) module

PN-ADL/Daily Care Master Link to MDS Section GG

MatrixCare added the ability to link Point of Care (POC)

items to MDS/Section GG. We accomplished this by

creating a utility, which can be found at the following

location:

P2/PN Parameters --> Miscellaneous Utilities: Create ADL

Master Section GG

No set-up for

Section GG

Run utility

required

(minimal

set-up)

No

No


Key Items in MatrixCare Life Plan Communities Release (2)

Feature

Required

Setup

New

Security

Rights?

Version 2 Infection Tracking Is Now Available

The Resident Lookup screen displays all of the resident’s

infections entered in version 1 AND 2

McGeer symptoms are hard-coded for fast entry.

Confirmed infections are indicated through the standard

McGeers’ definitions, listed on the side of the screen for

confirmation.

Infections not included in McGeers’ are handled through

the “Other” site code. Symptoms will automatically pull into

the Comments box along with the user’s notes, and update

to ID Notes.

Set up new

alerts

Populate

clinical

tables for

standard,

master file

codes

New

parameters

Yes

New 5-Star Quality Measures Added

The following is included in MDS-based Quality Measures

Reports:

Percentage of short-term stay residents who made

improvements in function.

Percentage of long-stay residents whose ability to move

independently worsened.

Percentage of long-stay residents who received an anti-

anxiety or hypnotic medication.

Claims-based Quality Measures Reports: will export to EXCEL

In addition to Transfer In/ Transfer Out documentation

reports

A new report addresses the Claims-Based Quality Measures in

Admissions and Census, including:

Percentage of short-stay (stays of less than or equal to 100

days) residents who had an outpatient emergency room

visit.

Percentage of short-stay residents successfully discharged

to the community, and did not die; or were readmitted to a

hospital or skilled nursing facility within 30 days of discharge.

Percentage of short-stay residents who were re-hospitalized

after SNF admission, including observation stays.

No No



Feature

Required

Setup

New

Security

Rights?

CMI Optimizer & CMI Minutes Summary Report Now

Available in Rehab

Rehab module users can use the Optimizer for Medicaid

RUG Grouper analysis and schedule out the best MDS

ARD date.

The CMI Optimizer works like the Medicare ARD Optimizer

and includes the CMI Minutes Summary. Both are now on

the Rehab menu.

No New

rights for

the

CMI

Optimizer

AHRQ On-Time Pressure Ulcer Report – Trigger Summary

Report

Added Resident and Unit Trigger Summary Reports to the

new On-Time Tools menu.

NOTE: A new setup menu item was added for the Trigger

Summary and the On-Time Nutrition and Weight reports

Users can report Multiple Unit Assignments or only

residents with ALL triggers

Provided hyperlinks to the resident Profile data entry

areas

Additional On-Time reports are planned for the Spring

2017 Release.

Setup in

physician

order type

AHRQ On-

Time

Parameters

New

rights to

new

menu

items

Therapeutic Classifications Added to First Data Bank Drug

Database.

The Pharmacologic- Therapeutic Classification has been

added to the First Data Bank Drug Database and

Physician Orders In anticipation of the NCPDP

requirements for e-Prescribing.

Automatic

System

Update

No



Feature

Required

Setup

New

Security

Rights?

Group and User Rights Simplified

Some of the enhancements include:

‘Quick Update’ hyperlink added to significantly reduce

processing for rights changes to modules previously

selected.

Link for ‘EM Disciplines’ populates for all users in the group.

Rights will only be applied to active users

‘Show Members of this Group’ now defaults to ‘Active’

members.

Status bar tracks processing completion time

No No

Auto-populate MDS Section N

MatrixCare added a Populate from eMAR tabbed section

to the MDS section N screen.

Users should update the Med Database and physician

orders must contain NDC codes for users to take full

advantage of this feature.

Users can manually select Section N items to apply to

medication for orders without NDC codes.

Update

medication

database

No

Accounts Payable Parameter Group Auto-Named PDFs

This new AP group, "Auto Named PDF Reports," contains a

field for a folder to contain automatically named .PDF

register and report files.

Check box parameters indicate which registers or

programs should go to auto-named PDF files, such as:

Invoice Register; Check Register; Monthly Invoice Register;

Monthly Check Register and Month-End AP Reconciliation.

No No

Enhanced Human Resource Web Applications

The Web Application Entry has new parameter options that

enables the Web Application Form to show all of the

following: Employment History; Education; Licenses/Certs;

and Employee Reference sections.

A new program, HR Web Entry Analytics, displays stats for

Web Application access and completion for a specified

date range.

IT Setup

Required



Feature

Required

Setup

New

Security

Rights?

Pepper Reports Parameters

MatrixCare added a new SmartPanel Source named

"PEPPER Stats" which produces a Graph and Details.

The new feature follows the government's "Program for

Evaluating Payment Patterns Electronic Report"

specifications.

SmartPanels created with the PEPPER Stats source allow

users to define the 80th and 20th Percentile percentages for

the following five target areas: Therapy RUG High ADL;

Non-Therapy RUG High ADL; Change Of Therapy (COT);

Ultrahigh Therapy and Therapy Episodes Lasting More Than

90 Days

EA Setup

required

No

Quality Metrics

Phase 1 of this new feature includes a monthly summary, by

facility type, of key census and clinical areas that can be

used as a basis for determining quality metrics.

Users can drill down for details in any area with the click of a

button

Graphical representations of the data provide visual cues of

progress over time.

Look for additional functionality in future releases.

No New

rights

to the

program


ASSISTED LIVING FACILITY

Assisted Living

Facility Module


AF-Assisted Living Master Generates Billing Transactions

Module: AF–Assisted Living (Facility) Module

Topic: Enabled Assisted Living Facility Master to Generate Billing Transactions

Path: Assisted Living > Table Maintenance > Parameters (5952)

We added a feature to the Parameter setup to enable the Service Plan to determine the

billing module or the Census (through the facility master) and billing module for Assisted

Living facility charges.

The Code File Maintenance >Facility type set up will determine the billing module to use. If

census data is not found, the new parameter will default to the Service Plan to determine

the billing module. NOTE: If a resident has Touch Charting items tied to charges while in

Independent Living, and moves to another level of care with a different billing module, the

resident’s charges will follow the resident census and admission for those resident charges.

See the screenshot below to view the new Assisted Living parameter. This parameter can

be used to determine the appropriate billing module, based on census information.

Assisted Living > Table Maintenance > Parameters (5952)


AF-Generated Transactions and Billing Registers Print in Alphabetical Order


Topic: The Generated Transactions and Billing Registers now print in alphabetical order

Path: Assisted Living > Billing > Generate Trans Register (5946)

The Generated Transactions and Billing Registers now print in alphabetical order instead

of by Resident Profile ID number.

The following screenshots are an example of the registers alphabetized by name.

Assisted Living > Billing > Generate Trans Register (5946)


AF-Generated Transactions and Billing Registers Print in Alphabetical Order (2)


AF-Reformatted Assisted Living Parameters Screen


Topic: Reformatted Assisted Living Parameters screen


The Assisted Living Parameters screen was reformatted. The new tabbed style allows for

better organization, spacing and provides room for future parameters.

General Tabbed Screen

The General tabbed screen includes Default Assisted Living Facility Type, Shifts and Auto

display dashboard options. See the screenshot below to view all of the options.

Assisted Living> Table Maintenance > Parameters (5952)


AF-Reformatted Assisted Living Parameters Screen (2)

Assessment Tabbed Screen

The Assessment tabbed screen includes all of the parameter options available for Assisted

Living Facility resident forms, including:

Update Level of Care (LOC) in census from AF Forms

Update Level of Care (LOC) in census from GU Forms

Level of Care (LOC) in census CANNOT be changed by forms any more if it is manually

changed in admission screen

Highlight changes since previous form in Red

Note all of the options highlighted in the screenshot below.




Service Plans Tabbed Screen

The Service Plans tabbed screen includes parameter options for all of the following:

Service Plan

Touch Charting and

Daily Charting

NOTE: The screen also includes the Rebuild Charting Records option.




Miscellaneous Tabbed Screen

In addition, a Miscellaneous tabbed screen has been added that can be used for future

Assisted Living Parameters.

See the screenshot below to view the new Miscellaneous tabbed screen.



AF-Print Guidance, Frequency and Time in Description Field


Topic: A new feature allows users to print guidance, frequency and times in the Description

field of Worksheet items

Path: Assisted Living > Reports > Print Worksheet (7014)

A new feature enables users to print guidance, frequency and time in Worksheet item

descriptions in the Print Worksheet program.

Steps for using this new feature:

1. Click on the Include Guidance/Frequency/Time in Description? check box below the

Option header. See the screenshot below to view the location of the new check box.


AF-Print Guidance, Frequency and Time in Description Field (2)

Once selected, the Guidance, Frequency & Time features display in the description field on

the worksheet.

See the following screenshot to view the new information, which is highlighted yellow in the

description field.


AF-Changed Generate Service Plan Menu in Reason for Assessment Types


Topic: Changed Generate Service Plan menu in Reason for Assessment Types

Path: Assisted Living > Table Maintenance > Reason for Assessment Types (5954)

The following two changes were made to the Generate Service Plan menu on the Reason

for Assessment Type screen.

The "Pick Existing Plan" hyperlink was removed

The blank menu item was changed to "New"

See the screenshot below to view the modifications to the Generate Service Plan menu.

Assisted Living > Table Maintenance > Reason for Assessment Types (5954)


AF-Changed Generate Service Plan Menu in Reason for Assessment Types (2)

The Pick Existing Plan option was removed from within the form entry on the Generate Service

Plan screen.

See the screenshot below to view this change.

Assisted Living > Resident Form Entry (5960)


AF-Parameter Stops Blank Charting Types Testing


Topic: New Parameter Stops Blank Charting Types From Testing


MatrixCare knows certain items must be included in a resident service plan, but may not

require charting. Some users, for example, may have received a Blank Chart Type warning

pop-up box while they were creating or updating a resident service plan. See the

screenshot below to view the warning pop-up box.

With this in mind, we created a new parameter to stop blank charting type testing in

Resident Service Plans.



AF-Parameter Stops Blank Charting Types Testing (2)


Click on the Do Not Test for Blank Charting Type check box. NOTE: See the screenshot

below to view the check box.

NOTE: Once the new parameter is enabled, the end user can determine whether they

want certain resident items charted. Blank charting types will NOT automatically display in

Daily or Touch Charting.



AF-Added Evaluations Feature to Resident Service Plan Entry


Topic: Added evaluations feature to Resident Service Plan entry

Path: Assisted Living > Resident Service Plan Entry (5979)

MatrixCare added a new evaluations feature to the Resident Service Plan entry. This new

feature enables users to enter an evaluation directly from the Resident’s Service Plan.

Steps to use this new feature:

1. Click to select the category related to your evaluation.

2. Click on the Evaluation hyperlink. The evaluation box displays.

Assisted Living > Resident Service Plan Entry (5979)


AF-Added Evaluations Feature to Resident Service Plan Entry (2)

3. Type the evaluation into the designated field.

4. Click on the OK button. The MR Update ID Notes screen displays.

5. Type the ID Note Discipline Code and Clinical Charting Type into the corresponding

fields.

6. Click on the Create New Note hyperlink.

Assisted Living > Resident Service Plan Entry (5979)


AF-Added Evaluations Feature to Resident Service Plan Entry (3)

7. The evaluation is saved and can be accessed through the resident’s ID Notes.

Assisted Living> Medical Records > Interdisciplinary Notes (5091)


AF-Added Inactivity Timer to Assisted Living Touch Charting


Topic: Added feature that allows users to set an inactivity timer on Touch Charting that

prompts a default to the login screen after a set amount of time

Path: Assisted Living> Table Maintenance > Parameters (5952)

MatrixCare added an inactivity timer to Touch Charting.

This new feature allows users to:

Set Touch Charting to default to the login screen

Select the amount of time that should pass before the Touch Charting system defaults

to the login screen

Sync the Assisted Living Facility timer to match the POC timer length


1. Click to select the AF Inactivity timer checkbox.

2. Click to select the desired length of inactivity that should occur prior to a default to the

login screen.

The following step enables users to keep their other time out settings separate from the

Assisted Living Facility time out period length.

Sync with POC Timer (optional):

1. Click to select the Ignore Logon Screen Exit Inactivity Timer for AF checkbox to keep

Assisted Living Facility time out parameters separate from POC time out defaults.

See the screenshot below to view the new fields on the Service Planned Tabbed menu

screen.


AF-Added Inactivity Timer to Assisted Living Touch Charting (2)



AF-Added Inactivity Timer to Assisted Living Touch Charting (3)

There is an additional parameter that goes along with Inactivity Timer. Check this box if you

don’t want the SY option of the Logon Screen Exit Inactivity Timer to apply to the AF Logon

screen.

AF menu > AF Touch Charting (7008)


AO AF-Assisted Living Facility Service Plan Designer

Module: AO AF–Assisted Living Touch Charting Module

Topic: Added new Table Responses, Skip Patterns, and Triggers features to Daily and Touch

Charting. Setup is in the Service Plan Designer

Path: AF menu > Table Maintenance > AF Service Plan Designer (5975)

MatrixCare added new Table Responses, Skip Patterns, and Triggers functionality to Daily

and Touch Charting. For example, the Service Plan Designer screen now allows users to

select whether a resident participated in an activity. A “yes” response prompts an

interactive table to display in Daily and Touch Charting that allows users to select from a list

of possible activities.


1. Select Yes or No in response to the question, Did Resident Participate in Activities?

prompt within Daily or Touch Charting. NOTE: If the user selects No, the process is

complete. If the user selects Yes, an interactive activities table displays.

2. Select all applicable activities listed in the table.

3. Click the OK button.

AF menu > Table Maintenance > AF Service Plan Designer (5975)


AO AF-Assisted Living Facility Service Plan Designer (2)

AF menu > Table Maintenance > AF Service Plan Designer (5975)


AO AF-Added Resident Show Story Link to Touch Charting


Topic: Added Resident Show Story hyperlink to Touch Charting

Path: Assisted Living > Resident SmartChart (4252)

MatrixCare added a link to the Resident Show Story in Touch Charting that allows users to

easily access this feature. The link is designed to display only for residents who have a Show

Story in the system.


1. Click on the Show Story hyperlink below the resident’s photo.

Assisted Living > Resident SmartChart (4252)


AO AF-Select Residents from Unit Range


Topic: Added the ability to select residents from the unit range

Path: AF menu > AF Touch Charting (7008)

MatrixCare created a new feature that allows users to select residents from the unit range

drop-down on the POC Touch Charting screen.


1. Click Select Residents from the Unit Range drop-down. The Select Residents screen

displays.


2. Click the desired resident’s checkbox.


AO AF-Select Residents from Unit Range (2)



ALERTS AND MESSAGING

Alerts and

Messaging

Module


AL-Alert Deletion List Parameter Tab

Module: AL–Alerts and Messaging Module

Topics: New Alert Deletion List Parameter tab lists all programs currently deleting alerts

when the incidents prompting an alert’s creation is deleted from the system

Path: Alerts and Messaging > Parameters (4803)

MatrixCare added a new Alert Deletion List tab in AL Parameters. This new tabbed screen

provides a list of all programs currently deleting alerts when their related incidents are

deleted from the system.

The following programs are impacted by this new feature:

Incident Tracking v2

Skin Condition

Profile Contacts

Weight Tracking

Payer Type

See the screenshot below to view the new Alert Deletion List tabbed screen and a list of

programs currently deleting related alerts.

Alerts and Messaging > Parameters (4803)


ACCOUNTS PAYABLE

Accounts

Payable

Module


AP-Added “Auto Named PDF Reports” to AP Parameters

Module: AP–Accounts Payable Module

Topic: Added “Auto Named PDF Reports” to AP Parameters

Path: Accounts Payable> Table Maintenance > Parameters (576)

MatrixCare added a new "Auto Named PDF Reports" parameter to page 3 of AP

Parameters. This parameter grouping contains a field to enter a folder path for

Automatically Named PDF Registers/Reports. This field allows users to “zoom” to select their

desired folder. NOTE: The file path name should not contain spaces.

When this folder field is populated, it enables the following five parameters to be selected

to have the PDF file auto named hen the register/report is run:

Invoice Register

Check Register

Monthly Invoice Register

Monthly Check Register and

Month-End AP Reconciliation.

Accounts Payable> Table Maintenance > Parameters (576)


AP-Added “Auto Named PDF Reports” to AP Parameters (2)

File Naming Convention:

The Invoice and Check register PDF file names include the Journal Reference and a

date-time stamp.

o The Journal Reference will also print on the general ledger (GL) Summary,

whether the feature was turned on or not.

The Monthly Invoice and Check Register PDF file names include the name of the report

and the From-Thru dates.

The Month End AP Reconciliation PDF file name will be made up of the name of the

report and the Period End (PE) date for which it is run.


ACTIVITY AND EVENT TRACKING

Activity and Event

Tracking Module


AT-Quick Entry by Activity

Module: AT – Activity Tracking Module

Topic: AT Quick Entry by Activity

Path: Activity And Event Tracking > Quick Entry by Activity (5180)

MatrixCare added all of the following fields to the AT Quick Entry By Activity screen:

Date To Enter For

Auto Populate Start Time

Auto Populate End Time and

Auto Populate End Date With Start Date

The AT Quick Entry By Activity tool can be used to schedule an activity on a specific date,

for several residents at a time. It is much faster than the existing Activity Tracking Entry menu

option. The original Activity Tracking entry only allows a user to select on a range of profiles

and requires manually adding the activity for each resident.

The AT Quick Entry by Activity screen auto populates all of the following:

Activity code

Activity date

Activity start and end times and

Facilitator of the activity

NOTE: The Facilitator/Leader field will be available on S17.

Feature Functionality:

1. If both an Activity Code To Enter For, Date To Enter For have been selected, as well as

“Yes” for the Select Profiles To Range On prompt:

Activities with the code and date for each of the selected residents will be created,

if they don't already exist, before the Activity Tracking Entry screen appears.

2. If Start and End times are entered and the End Date box is checked:

The Program Length field will also auto populate for the newly created records.

3. When ranging on a selected resident list, the "Range lookup on Unit Assignment (blank

for all)" option will be disabled.

MatrixCare also enhanced the report selection process by adding “Un-Select All” and

“Select All,” and implementing incremental lookups, or fuzzy searches.


AT-Quick Entry by Activity (2)


Activity And Event Tracking > Quick Entry by Activity (5180)

AT Quick Entry by Activity Screen

1. Zoom to select the appropriate activity code. NOTE: This field can be left blank to

select “all.”

2. Select the activity date from the Date to Enter For field.

3. Select the Auto Populate Start Time.

4. Select the Auto Populate End Time.

5. Zoom to select the Facilitator/Leader. NOTE: This field can be left to select “all.”

6. Check the Auto Populate End Date With Start Date box.

NOTE: The two time-related fields are enabled when an activity code and date are

selected.



MatrixCare also added a "Select Profiles To Range On?" feature at the beginning of the AT

Activity Tracking Entry. This window displays if a specific resident is not designated.

Scenario 1: Selecting No to Profiles to Range On:

1. Click the No button. The following screen displays. NOTE: The users will be creating one

activity record.

Activity & Event Tracking > Quick Entry by Activity (5180)

2. Zoom to select a profile id. The activity, start and end date default to the users’ entries

on the first screen.



3a. Leave the Do Not Auto-Calculate Hours In Activity Entry box unchecked for the

Participation Hours or Minutes to be set to the Program Length.

3b. Click the Do Not Auto-Calculate Hours In Activity Entry box for the participation hours or

minutes to avoid having the data fields auto-calculated. NOTE: They will be left blank so

the user can enter the number of hours or minutes the resident participated. The program

length is still calculated based on the start and end time duration.



Scenario 1: Selecting Yes to Profiles to Range On:

1. Click the Yes button.

NOTE: Activity Records will be created for each selected profile. The standard Report

Sequence Select screen displays. Once the list of Profile ID's has been created, only those

ID's will be permitted in the Activity Tracking Entry screen for that session. The Resident

Lookup program will be limited to those profiles.

1. Select the Clear List link to clear the list created previously. NOTE: The selected list is

persistent to the last selected list. When ranging on a selected resident list, the "Range

lookup on Unit Assignment (blank for all)" option will be disabled.

2. Click Yes when the Start Processing prompt displays.



3. Select the Rebuild List link.

4. Select the Select All link. The checkboxes will disappear from the selected records

selected.

5. Check the individual resident boxes.

a. Select the last name column and begin typing the first three letters of the

resident’s last name for fuzzy search.

b. Select the Select All link to select all residents.

Add New Resident (optional):

1. Select the Add Name link. The facility type defaults to the resident’s most recent

admission facility. NOTE: When the Include Discharged/Expired checkbox is unchecked,

the system only selects active residents.



Change Selection criteria (optional):

Users can change any of the following criteria:

Default facility type

Sequence of residents

Admitted as of date and

Profile from and thru name range

1. Revise new data as needed in all of the applicable fields.

2. Click the Continue button. The Quick Entry Activity screen displays, and the system

automatically adds activity records for the range of residents the user you selected.

Finalize Record Modifications:

1. Click OK to add the resident activity records. The AT Activity Tracking Entry screen

displays.

2. Zoom to select the quality indicator.

NOTE: A quality indicator is a user defined code previously setup in Activity And Event

Tracking > Quality Indicator Codes (4622) that describes how the resident participated.


ANSWERS WEB ENTRY

Answers Web

Entry Module


AW-HR Parameters

Module: AW–Answers Web Entry

Topic: New Options Added to the Web Entry parameters

Path: HR menu > Table Maintenance > HR Parameters (1051)

MatrixCare added all of the following new features to the Human Resources Web Entry

parameters.

1. Sections 0-4 of the Employment History, Education, Licenses/Certs and Employee

Reference sections now display on the Web Application form. In addition, Sections

0-8 of the Skills section are also enabled for display.

2. A new program was added, which can be found through the following path:

Human Resources > Applicant Menu > HR Web Entry Analytics (6122).

o Functionality was created so that a user can enter a date range

o The program displays how times the Web Application was accessed

When a user enters a date range and clicks the Continue button, the program displays:

How many times the Web Application form was viewed, and

How many resulted in a completed Employment Application and

Calculates the percentage for the date range

3. A new "Purge Web Sessions Older Than __ Days" HR Web Entry parameter was added,

which defaults to 30 days.

NOTE: We recommended it be set higher for better data in the new Analytics program.

4. If a user creates the OTHER Position Code, the "Other Position Description” (Required if

Position / Secondary Position OTHER was selected) will now appear under the Primary

and Secondary position drop-downs.

o If OTHER is selected for either of the fields, and the corresponding Description is

not populated, an error will occur, letting the applicant know which fields must

be completed.

o These fields appear in the Description field of the Applicant Profile program

positions, and on the Applicant Profile Listing when the Position or Secondary

Position is designated “OTHER.”

NOTE: It is no longer necessary for the applicant to re-select resume prior to pressing the

"Submit Application" button after correcting errors.


DONOR DEVELOPMENT

Donor

Development

Module


DD-Created Parameter for Recurring Employee Donations

Module: DD–Donor Development

Topic: Created Parameter for Recurring Employee Donations

Path: Payroll> Table Maintenance(Part1) > Deduction Code (726)

MatrixCare created a new parameter that integrates the Payroll Donation Deduction with

recurring employee Donations. Employee donations are set up through the donor module,

and identified in Standard Deductions in the Payroll module. When payroll updates are run,

the cash entry batch for the donor deduction is created.


Recurring DD Payroll Deduction

Before an employee can be set up for recurring donations, a deduction code must be

created in PR deductions. This is a one-time setup. See the Deduction Code screenshot

below to view the fields that must be populated.

Payroll> Table Maintenance(Part1) > Deduction Code (726)


DD-Created Parameter for Recurring Employee Donations (2)

Create a Recurring Batch

When an employee donor profile is set up in a recurring batch, the user can proceed to

the employee’s payroll profile. See the Select Bank/Deposit screenshot below.

Donor Development > Recurring Donation Entry (5468)



See the screenshot below to view how a Standard Deductions Screen will appear once an

employee has been set up for recurring donations.

Payroll > Employee Profile (747)



1. After a deduction is added, it must be attached to the previously created recurring

batch for the employee in the Donor Module.

NOTE: Every time a future payroll is run, it will create a Cash Batch in the Donor module.

2. The user runs a cash register and update to complete the donation process.

Payroll > Employee Profile (747)


ENTERPRISE ANALYTICS

Enterprise Analytics

Module


EA-Pepper Reports Parameters

Module: EA-Enterprise Analytics

Topic: Pepper Reports Parameters

Path: EA menu > EA SmartPanel Setup (113)

MatrixCare added a new SmartPanel Source named "PEPPER Stats" which produces a Graph

and Details. This new feature follows the government's "Program for Evaluating Payment

Patterns Electronic Report" specifications.

SmartPanels created with the PEPPER Stats source allow users to define the 80th and 20th

Percentile percentages for the following five target areas:

Therapy RUG High ADL

Non-Therapy RUG High ADL

Change Of Therapy (COT)

Ultrahigh Therapy and

Therapy Episodes Over 90 Days

The graph and details plot and compare the actual values of each target area for the

Company and Date Range entered to the 80th and 20th Percentile values.

The Detail report shows actual percentages that equal or exceed the 80th Percentile in red

bold font. It highlights actual percentages that are less than or equal to the 20th Percentile in

green italics.

NOTE: Only one company may be selected per PEPPER Stats SmartPanel, due to the number

of elements on the graph.

In addition, the following items are locked on the SmartPanel:

Show Details/Totals (locked on Details)

Show Data (locked on Itemized), and

Grand Totals Options (locked on Exclude)


EA-Pepper Reports Parameters (2)

EA menu > EA SmartPanel Setup (113)


USER DEFINED ELECTRONIC MEDICAL RECORDS

User Defined

Electronic Medical

Records Module


EM-Added Option to Print Forms by Date

Module: EM–User Defined Electronic Medical Records Donor Development

Topic: Added the option to print forms by date to display locked by and created by status

Path: Clinical (EHR) > User Defined EMR > Print Forms by Date (7026)

MatrixCare added a feature to the EM Print Forms screen that allows users to print forms by

date, range from Form Locked Statuses and Locked/Created options for greater

specificity.


1. Select Locked, Unlocked or All from the Form Locked Status drop-down.

2. Select Created By, Locked/Created By or Blank in the Loaded/Created By field.

3. Click the Continue button.

See the screenshot below to view the Form Locked Status drop-down and Locked/

Created By field.

Clinical (EHR) > User Defined EMR > Print Forms by Date (7026)


EM-Added Ability to Group and End Flowsheets


Topic: Added the ability to group and end flowsheets

Path: Clinical (EHR)> User Defined EMR > Resident Flow Sheet (3553)

MatrixCare added the ability to group and enter a stop or end date to flowsheet entries

on resident flowsheets.


1. Click the End Cycle button. The Confirm Ending Cycle popup box displays.

2. Click on the Continue button to confirm ending the cycle. NOTE: Once confirmed,

the flowsheet cannot be restarted. A new flowsheet needs to be created.

Clinical (EHR)> User Defined EMR > Resident Flow Sheet (3553)


EM-Added Ability to Group and End Flowsheets (2)

See the screenshot below to view the cycle start dates and times at the top of the screen.

Note that the end cycle start and end times are also displayed, along with an “End of Cycle”

message in red font. The End Cycle button is also grayed out, along with the end cycle date

and number of cycles.



EM-Added Ability to Group and End Flowsheets (3)

See the screenshot to view the Lookup Form screen and note that the End of Cycle column

is grayed out, with a check in the appropriate box.

NOTE: Users can end cycles directly from this lookup screen by placing a check in the

designated box. This generates a confirmation box, as seen on the previous page, to confirm

the user’s intention to end the cycle.



EM-Redirect to ID Notes from Form Entry


Topic: Redirect to ID Notes from Form Entry

Path: Clinical (EHR)> User Defined EMR > Form Type Master (6643)

MatrixCare added a new “Always redirect to ID Notes” parameter to the EM Form Type

Master screen. When checked, this feature redirects the user from a form entry to an

ID notes entry. NOTE: Only forms linked to ID notes Charting Type can be selected.


1. Check the Always Redirect to ID note box.

Clinical (EHR)> User Defined EMR > Form Type Master (6643)


EM-Redirect to ID Notes from Form Entry (2)

NOTE: The following message displays when users are creating a new form linked to ID note

charting type.

Clinical (EHR) > User Defined EMR > Resident Form Entry (6612)

2. Place self in modify and create a new note following the standard process.

NOTE: The user must create the note with a Charting Type that is linked to a UDEMR form.

Clinical (EHR) > Medical Records > Interdisciplinary Notes > Interdisciplinary Notes (5091)


EM-Redirect to ID Notes from Form Entry (3)

3. Complete and lock the form.

4. Complete the Interdisciplinary Notes (ID note).


EM-Prevent Vital Stats Crosswalk


Topic: Prevent Vital Stats Crosswalk to User Defined Form Entry based on Chart Flag

Path: Clinical (EHR) > Medical Records > Table Maintenance > Parameters (4451)

MatrixCare added a new MR Chart Flags parameter to the Vital Stats tabbed screen to

prevent vitals from “cross walking” to UDEMR Forms when a Chart Flag is selected.

We added description functionality to the Header that reads: “Due to clinical condition,

Vital Stats not recorded.”

MR Parameter Example:

In this example, the user selected the Palliative Care parameter from the Chart Flag

to prevent Vital Stats from “cross walking” to the UDEMR Forms drop-down.

NOTE: The drop-down includes both the hard coded flags and any User Defined

chart flags created in your facility for selection.

See the screenshot below on the Vital Stats tab to view the MR Chart Flags

drop-down menu.

Clinical (EHR) > Medical Records > Table Maintenance > Parameters (4451)


EM-Prevent Vital Stats Crosswalk (2)

See the screenshot below to view how the Palliative Care example displays when the chart

flag is selected.

Clinical (EHR) > Medical Records > Resident SmartChart v2 (5355)


EM-Prevent Vital Stats Crosswalk (3)

The screenshot below shows that the vitals are prevented from updating to the form

because the Palliative Care chart flag was selected.


Note the new description feature in the Header of the printed form.

Clinical (EHR) > User Defined EMR > Print Forms (6604)


EM-Get Vitals Beyond Form Date Parameter


Topic: Get Vitals Beyond Form Date parameter

Path: Clinical (EHR) > User Defined EMR > Form Type Master (6643)

MatrixCare added a new “Get vitals beyond form date” parameter to the EM Form Type

Master screen. When checked, the feature allows users to include Vital Stats after a form’s

created date.

Discharge forms, for example, can be started a few days in advance with this feature so

they can now be updated with most current Vital Stats on the actual discharge date.

See the screenshot below to view the new check box feature.

Clinical (EHR) > User Defined EMR > Form Type Master (6643)


EM-Replaced User Defined Form Hyperlink


Topic: Replaced User Defined Form hyperlink

Path: Clinical (EHR) > Point of Care > Setup > Parameters (5701)

MatrixCare replaced the "User Defined Forms" hyperlink with a “Touch Form Entry Hyperlink”

feature. Some users may be using the Resident Touch Form Entry feature which debuted

during the last release. The Touch Form Entry link is available through Point of Care (POC).

See the screenshot to view the new Show Touch Form Entry link box.

Clinical (EHR) > Point of Care > Setup > Parameters (5701)


EM-Replaced User Defined Form Hyperlink (2)


1. Select the Touch Form Entry link between the Care Plan and Update Charting Status

links on the individual resident charting screen.

NOTE: This feature was added to allow form entry via kiosk keyboard functionality.

MatrixCare recommends using Headers (icons) for the Touch Form Entry hyperlink feature

to work appropriately.

Clinical (EHR) > Point of Care > POC Touch Charting (5747)

2. An option displays, prompting users to Select Existing or Create New form.

NOTE: Only existing forms designated “Touch Form in Form Type Master” will display. This

example is based on a “Select Existing” selection.



Clinical (EHR) > User Defined EMR > Touch Form Entry (3552)

3. Select the form type.

4. Click the Select button. A new screen displays with icons similar to those on the

Point of Care entry.



NOTE: Users can opt for a traditional form entry by selecting the Form Entry link at the

bottom of screen.

Clinical (EHR) > User Defined EMR > Touch Form Entry (3552)


EM-System User ID Master

Module: EM – User Defined Electronic Medical Records Donor Development

Topic: Created new right in EM #0 "Mark form as mistake error to hide forms marked

mistaken/error when show all is selected.

Path: SO menu > Utilities > SY User ID Master (187)

MatrixCare created a new right in EM #0 labeled "Mark form as mistake error to hide forms

marked mistaken/error when show all is selected.”

This feature has been applied to the following forms:

1. EM Resident Form Entry (6612) and

2. EM Resident Form Lookup (6648)

SO menu > Utilities > SY User ID Master (187)


FIXED ASSETS

Fixed Assets

Module


FA-Print Sub Asset Detail

Module: FA–Fixed Asset Valuation Schedule module

Topic: Added option to print Sub Asset Detail (formerly Tags) to Fixed Asset Valuation

Schedule Detail

Path: Fixed Assets> Reports/Inquiries > Fixed Asset Valuation Sched (1250)

MatrixCare added a new option that allows users to print Sub Asset Detail (formerly known

as Tags) to the Fixed Asset Valuation Schedule.


Print Sub Asset Detail

1. Type or select the desired assets from the From Asset and Through Asset fields.


Fixed Assets> Reports/Inquiries > Fixed Asset Valuation Sched (1250)


FA-Print Sub Asset Detail (2)

Description field on Attachments screen

1. Check the Include Sub Asset Detail box.


Fixed Assets> Reports/Inquiries > Fixed Asset Valuation Sched (1250)


MDS 3.0 Plus

MDS 3.0 Plus

Module


M3-Assessment Entry

Module: M3–M3 Assessment Entry module

Topic: M3 Assessment Entry

Path: M3 menu > M3 Assessment Entry (3379)

**REGULATORY ITEM** PLEASE READ

MatrixCare made major MDS changes to accommodate the new CMS regulatory

requirements taking effect on October 1, 2016. We will be holding an educational webinar

in September to review all of the changes in more detail.

Specific data specifications and other supporting documentation are available on the

following page of the CMS.gov website:

https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-

Instruments/NursingHomeQualityInits/NHQIMDS30TechnicalInformation.html

NOTE: Scroll to the bottom of the page to the "Downloads" section.

The following is a summary of the major changes included, as per CMS specifications:

The new Medicare End of Stay Item Set (NPE) has been added. The item set is to be

used when a Medicare A resident reaches the end of his/her Medicare A coverage

and does not discharge from a skilled nursing facility (SNF).

Section GG Functional Abilities and Goals has been added to all Item Sets for either

Admission (Start of SNF PPS Stay) or Discharge (End of SNF PPS Stay) as appropriate.

All Item Set verbiage has been updated, both on the MDS Entry screens, as well as the

printed output.

The Incomplete and Inconsistencies hyperlinks in the MDS Entry program have been

updated to reflect all MDS Edit changes and additions.

State specific Section S has been updated for Florida (FL), Illinois (IL), Maine (ME) and

South Dakota (SD).

Note that all changes take effect with MDS's with an Assessment Reference Date (ARD)

of 10/01/2016 or greater.

https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/NHQIMDS30TechnicalInformation.html

https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/NHQIMDS30TechnicalInformation.html


M3-MDS Section N: Auto-Populate Medications

Module: M3–M3 Assessment Entry Module

Topic: MDS Section N: Auto-Populate Medications

Path: MDS 3.0 > Assessment Entry (3379)

MatrixCare added a Populate from eMAR tabbed section to the MDS section N screen.

This feature enables the MDS to populate section N based on MAR administrations of

injections, insulin, antipsychotics, antidepressants, antianxiety, hypnotics, anticoagulants,

antibiotics and diuretics. Users should update the Medications Database to take full

advantage of this enhancement.

It is important that all orders contain NDC codes. Any orders that have not designated

NDC codes will display so the user can manually select a related section N item.


MDS Section N: Auto-Populate Medications

1. Select the Populate from eMAR link in the Section N header to have medications

administered during the ARD dates.

MDS 3.0 > Assessment Entry (3379)


M3-MDS Section N: Auto-Populate Medications (2)

The fields populate based on NDC code, as well as therapeutic category. They also generate

based on administrations in the eMAR, and completely populate section N.



M3-MDS Section N: Auto-Populate Medications (3)

Review Unrecognized Medication, Update the Category if applicable screen

NOTE: If the NDC code on the physician order is not recognized, and the medication

library is not up-to-date, the data will not carry over directly to the MDS. See the screenshot

below to view an example of a pop-up screen that occurs when unrecognized medications

exist.

1. Select the medication type from the drop-down.

2. Check the Check if Injection box, if applicable.


The data will pull to the MDS, with the fields correctly populated.



M3-MDS Quality Measures Report

Module: M3 – M3 Assessment Entry module

Topic: MDS Quality Measures Report

Path: Clinical (EHR) > MDS 3.0 > Reports/Other Displays > Quality Measures Report (3326)

In April 2016, The Centers for Medicare and Medicaid (CMS) began posting data for six

new quality measures on the Nursing Home Compare website. Three of the six quality

measures are MDS-based.

MatrixCare added the three new MDS-based Quality Measures to the MDS Quality

Measures Report:

1. Percentage of short-term stay residents who made improvements in function.

2. Percentage of long-stay residents whose ability to move independently worsened.

3. Percentage of long-stay residents who received an anti-anxiety or hypnotic medication.

See the screenshot below to note the three new quality measures in the Resident Level

Quality Measures Report.

Clinical (EHR) > MDS 3.0 > Reports/Other Displays > Quality Measures Report (3326)


MEDICAL RECORDS

Medical Records

Module


MR-QI Quality Metrics

Module: MR–Medical Records

Topic: QI Quality Metrics (5397)

Path: Clinical (EHR) > QI Quality Metrics (5397)

MatrixCare added a new Quality Metrics display on the Medical Records Main menu.

This new feature displays a yearly summary count of Residents by Facility Type and month

for various areas in the system. Some of the areas include: Census, Pressure Ulcers,

Incidents, Infections, Psychotropic Medications, Nutritional, Restorative Nursing, etc.

Clicking on a particular area allows users to see the list of residents. The “Go To” option

provides more details by taking the user into the applicable module.

NOTE: The Quality Metrics display is a work in progress. Future enhancements are planned

for this exciting new feature.


MR-Braden Scale


Topic: Braden Scale

Path: Clinical (EHR) > MDS 3.0 > Reports/Other Displays > Quality Measures Report (3326)

MatrixCare eliminated the Braden Scale option to permit a “0” entry in the total

score field.

MatrixCare made the following changes to the Braden Scale:

1. Added logic so the score tallies a “Score Incomplete (INC)” if any of the choices are

marked "Unable To Answer."

2. Added an “Unable To Answer” description field, which indicates a selection will result in

an incomplete assessment total.

3. Added "INCOMPLETE" to display at the top of a report when the “Unable to Answer”

category is selected.

4. The "Unable to Answer" category and total score field are now marked INCOMPLETE

(INC) on the print Braden scale and high risk report.


MR-Braden Scale (2)

Incomplete Scenario:

The screenshot below illustrates that when a user selects the “Unable to Answer” option in

response to any of the categories, a score will not appear in the Total field.

All Braden assessment fields require a non-zero value response. If any of the fields are

unpopulated, the assessment displays as incomplete, and prevents the user from locking

the form until an assessment can be scored in each category.

Once a selection is completed in each section, the score will display, with the Lock button

highlighted for the selection.

Clinical (EHR)> Medical Records> Wound Care Tracking > Braden Scale (5350)


MR-Braden Scale (3)

Complete Scenario:

The screenshot below illustrates what occurs when outstanding answers are completed.

When the user enters a valid answer on each of the four tabs, with no “Unable to Answer”

selections:

The assessment will properly score, with a numerical value in the Total field

The Lock button will change to Unlock

The “Incomplete” message disappears from the screen

EHR)> Medical Records> Wound Care Tracking > Braden Scale (5350)


MR-Infection Report Data Entry V2


Topic: Infection Report Data Entry Version 2

Path: Clinical (EHR) > Medical Records > Infection Tracking > Infection Report Data Entry (2455)

MatrixCare completed version 2 of Infection Tracking. An upcoming eLearning session, in

October 2016, will provide a complete overview of the new version.

We listed some of the new features and major highlights of the new version below:

1. The Resident Lookup simultaneously displays both Infection Tracking versions.

NOTE: All resident infections can be viewed through a single lookup screen - even

when an infection is entered in version 1, and the client has updated to version 2.

2. Hardcoded the McGeers infection surveillance definition forms (2012 version,

recommended and endorsed by AANAC) to provide standardized guidance for

infection tracking.

3. Users can access other areas in Answers by selecting links to: TB/Immunizations; ID

Notes; Diagnosis; Physician Orders; Vital Stats; UDEMR; Care Plans; Service Plan; MDS;

CMS 672; CMS 802; SmartChart; Linked Meds and the Audit Trail.

4. A smooth transition from version 1 to 2, by accessing “Populate from Clinical Tables.”

5. Additional information is available in the Success Center through the MR-Infection

Report Data Entry.

We have included a few screenshots below to illustrate some of the new functionality

and features.


MR-Infection Report Data Entry V2 (2)

This screenshot shows that the new version includes a grouping of both V1 and V2 items.

Clinical (EHR) > Medical Records > Infection Tracking > Infection Report Data Entry (2455)



McGeer’s Symptoms

The tab with the blue link highlighted helps users know which screen they are currently

displaying.

The McGeers criteria display when a user enters the side code. The Constitutional criteria

displays when applicable, allowing the user to check the applicable symptoms listed in

the Symptoms tab.

See the screenshot to view the Symptoms tab and McGeer symptoms.




When the user completes the symptom selection, and selects the McGeer tabbed screen of

the Infection Report, the infection will be highlighted in yellow on the left.

The McGeer tabbed screen is strictly informational. Users are not enabled to enter data on

the McGeer tabbed screen. The information is entered previously on the Symptoms tabbed

screen.

NOTE: The McGeer criteria is used to determine what infection is present based on the

resident’s symptoms. If users select the “Other” site code, the application defaults to the

next tab, Infection Entry.



MR-New Controls in ID Notes


Topic: New Controls in Interdisciplinary (ID) Notes when Using UDEMR Forms/Assessments

Path: MR menu > Interdisciplinary Notes > MR Interdisciplinary Notes (5091)

MatrixCare modified ID notes to include a number of new controls.

Completing UDEMR ID Notes

When Charting Types are mapped to a UDEMR form, users are required to complete

the form.

A new pop-up warning displays if a user cancels out of a form, notifying the user that

the note is being deleted

The ID Note and form are deleted when the user exits ID Notes

UDEMR ID Notes Status

UDEMR linked ID notes won’t allow users to change the status of the note.

Notes are changed from “In Progress” to “Finalized” when leaving the note if the form

has been signed.

See the screenshot below to view the new pop-up warning.

MR menu > Interdisciplinary Notes > MR Interdisciplinary Notes (5091)


MR-New Workflow Column Added to Power Chart

Module: MR – Medical Records

Topic: New Workflow Column added to Power Chart

Path: Clinical (EHR) > PowerChart (5354)

MatrixCare added a new Workflow PowerChart column to the PowerChart screen that

displays ONLY Workflow items, based on what is selected from the Show WF drop-down.

NOTE: The dropdown is defaulted to “In the Past.”

See the screenshot below to view a Workflow in the Past scenario. NOTE: Users can view

up to 24 hours in the future.

Clinical (EHR) > PowerChart (5354)


MR-New Workflow Column Added to Power Chart (2)

The screenshot below illustrates a “3 Hours in Future” scenario.

Clinical (EHR) > PowerChart (5354)


MR-Tab Option For Displaying Vital Stats


Topic: New Option to Display Vital Stats by Tabs

Path: Clinical (EHR)> Medical Records> Table Maintenance > Parameters (4451)

MatrixCare created all of the following new options to enable the display of Vital Stats

via Tabs.

Added the Tabbed Grid Format options

Alternate view of Vital Stats

“Standard” vitals tab

5 customizable tabs

1 On-the Fly tab

View up to nine (9) Vital Stats per tab

Click a tab to quickly change the view

Create and assign tabs by user groups, if desired

This screenshot shows an On-the-Fly, Vital Stats tab that can be created using this new

feature. See the Quick Reference document in the Success Center for more detail.

Clinical (EHR)> Medical Rec> Vital Stats > Resident Vital Stats (7030)


MR-Add Record to Easily Create New TB/Immunizations


Topic: +Add Record to Easily Create New TB/Immunizations

Path: Medical Records> TB / Immunizations > TB Screening / Immunizations (2415)

MatrixCare added new +Add Record" links to tabs so users can create new

TB/Immunizations records with greater ease.


1. Select one of the tabs.

2. Select the +Add Record link. NOTE: Users may also use the Modify/F4 feature, or click the

Modify button in the top navigation menu to create a new record.

3. Click the Ok button. A new record displays.

Medical Records> TB / Immunizations > TB Screening / Immunizations (2415)

100 MatrixCare Life Plan Communities Autumn 2016 Major Release

Notes

MR-Add Record to Easily Create New TB/Immunizations (2)

Medical Records> TB / Immunizations > TB Screening / Immunizations (2415)


MR-AHRQ Trigger Summary


Topic: AHRQ Trigger Summary

Path: PA menu > Quality Analysis Reports > AHRQ On-Time Tools > On-Time PrU Prevention

Rpts > PN AHRQ Trigger Summary (5631)

The AHRQ (The Agency for HealthCare Research and Quality) developed the On-Time

Pressure Ulcer reporting program to help nursing homes reduce the occurrence of in-house

pressure ulcers.

Users can obtain additional information about the On-time Pressures Ulcer program,

including exercises, handouts and instructor guides, on the AHRQ website:

http://www.ahrq.gov/professionals/systems/long-term-care/resources/ontime/pruprev/index.html

MatrixCare added the Resident and Unit Trigger Summary Reports to the On-Time

menus in an effort to complete our On-Time AHRQ Pressure Ulcer Reporting Program.

In addition, we have added all of the following functionality:

Ability to report Multiple Unit Assignments, as well as showing just residents with

triggers, or ALL.

Show Detail checkbox that lists the resident results and unit subtotals

Hyperlinks to the profile data entry areas

A Refresh Results option is displayed to rebuild reports, as needed, since records can

be modified in real time.

Link to view the AHRQ specifications.

Setup with AHRQ Parameters and Physician Order Report Types.

PA menu > Quality Analysis Reports > AHRQ On-Time Tools > On-Time PrU Prevention Rpts > PN AHRQ Trigger Summary (5631)

http://www.ahrq.gov/professionals/systems/long-term-care/resources/ontime/pruprev/index.html


Notes

MR-AHRQ Trigger Summary (2)

The Pressure Ulcer Trigger Summary Report by Unit level, pulls information from Point-of-Care

charting, Vital Stats, Weight Tracking and Physician Orders.

PA menu > Quality Analysis Reports > AHRQ On-Time Tools > On-Time PrU Prevention Rpts >

PN AHRQ Trigger Summary (5631)


MEDICAL RECORDS/MEDICATION MANAGEMENT

Medical Records/

Medication

Management

Module


Notes

MR MX-AHRQ On-Time Report Type Added


Topic: New Report Type field Added to Accommodate AHRQ On-Time Reporting

Path: Clinical (EHR) > Medical Records > Weight Tracking > Nutrition Risk/ Weight Sum (5679)

MatrixCare added a new report type field to accommodate AHRQ On-Time Reporting.

Previously, users had to click and select the order types that were dialysis orders. And there

were so many new QAPI and AHRQ reports needed to identify different kinds of order

types. This new, streamlined set up was designed to make the process easier.

Feature Summary and Information:

A new Report Type field has been added to Physician Order Types to simplify the

AHRQ On-Time & QAPI reporting in development.

The Report Type replaces Order Types that may be set up in the AHRQ On-Time

Nutrition Risk and/or Weight Summary Reports.

The Dialysis Order Type will be defined/converted for users who are already set up

with a Nutrition Risk and/or Weight Summary report. These users will only need to set

up other order types that apply to the list provided.

Only NEW Report Types should be added to the Order Type file.

Previously Located in AHRQ On-Time Nutritional Report Setup

This screenshot shows where Dialysis Orders were previously designated on the

AHRQ On-Time Nutritional Report screen with a Report Setup link.

Clinical (EHR) > Medical Records > Weight Tracking > Nutrition Risk/ Weight Sum (5679)


MR MX-AHRQ On-Time Report Type Added (2)

This screenshot illustrates the old On-Time report setup.

Clinical (EHR) > Medical Records > Weight Tracking > Nutrition Risk/ Weight Sum (5679)


Notes

MR MX-New Report Type Added to Accommodate AHRQ

New Report Type Added to Accommodate AHRQ On-Time Reporting

MatrixCare added a new Report Type drop-down to the MR Physician Order Type

Code screen.

The Report Type is a fixed list of all the different Order types required for AHRQ reporting.

Additional Order Types will likely be added over time as more reports are developed.

Physician's Orders > Table Maintenance > Physician Order Type Code (2432)


MR MX-Parameters


Topic: MR Parameters

Path: Clinical (EHR) > Medical Records > Physician's Orders > Print Medication Record v2

(2622)

MatrixCare developed a new program to give users the ability to print medication records

by shift time order for administration, similar to how they display in the eMAR. It also

includes a print option that is currently offered in version 1.


1. Navigate to Print Medication Record v2.

2. Check the Also Create eMar/TAR Records box.

3. Click to make other selections to the screen, if applicable.

Display PRN Orders Prior to or After Schedule Orders

1. Click the First or Last radio buttons to display PRN orders prior to or after scheduled

orders. NOTE: This only applies to users printing “All Orders”.


Notes

MR MX-Parameters (2)

Print Orders by Shift

1. Check the Print by Shift box. The shift options display. NOTE: Users should NOT select this box

if they want their orders displayed as they currently are in Print Medication Record, with all

administration times.

a. The shifts are pulled from the MR Parameters, and based on the following criteria:

i. Whether the user is set up for 8 or 12 hour shifts

ii. With an option to include the shift in the print OR

iii. Print for desired shifts

2. Check the Include box to include the shift in the print.

3a. Type 1, 2 or 3 into the Order fields for 8-hour shifts OR

3b. Type 1 and @ into the Order fields 12-hour shifts

4. Click the Continue button. The Select Profile Name screen displays.

5. Check the box for all desired residents.

6. Click the Ok button.

7. Click the Continue button on the Report Sequence Select screen.

NOTE: Each order displays by shift individually, per administration time.


MR MX-Physicians Orders Entry


Topic: MX Physicians Orders Entry

Path: MR menu > Physician's Orders > MR Physicians Orders Entry (2435)

MatrixCare created a new feature that allows all users to enter comments when

completing the Physician Order Review that will appear on the review/reconciliation PDF.

Physician, Pharmacist, NP/PA and Nurse users all have access to this feature. All of the

comments entered populate the Comments Section on the order review, and print to the

pdf.


1. Select the Add Comment with Signature hyperlink. The comment entry box displays.

MR menu > Physician's Orders > MR Physicians Orders Entry (2435)


Notes

MR MX-Physicians Orders Entry (2)

2. Type comments into the field.

3. Select the Spell Check link, if applicable.

4. Click the Ok button.

MR menu > Physician's Orders > MR Physicians Orders Entry (2435)

5. Close the record. An e-signature option displays.

6. Complete the e-signature. The user’s comments appear on page one of the

Physician’s Order Review.


ELITE+ CARE PLANS

Elite+ Care Plans

Module


Notes

P2-Care Plan Master

Module: P2–Elite+ Care Plans

Topic: Care Plan Master

Path: Care Plans> Setup > Care Plan Master (5708)

MatrixCare added a new option/format for viewing the Care Plan Master and Resident

Care Plan. Users can access the new view/format by selecting the Show Column View link

in the Care Plan Master or the Resident Care Plan.

Resident Care Plan Column View

The new view is user persistent. This means the view selected the end user selected during

the previous session will appear the next time they log into Care Plan Master or Resident

Care Plan.

All existing Resident Care Plan and Care Plan Master “Tree Views” are also available in the

Column view. The screen layout has simply changed. Users can easily revert to the previous

“Tree View” by selecting the Show Tree View link.


See the screenshot below to view the Column View.

Care Plans> Setup > Care Plan Master (5708)

1. Select the desired category. NOTE: Users can also select the arrow associated with the

desired category.

2. Click the Select button. The Care Plan Master displays.


P2-Care Plan Master (2)

Care Plans> Setup > Care Plan Master (5708)

The Care Plan Master for the selected category displays. Users can add or modify data in

the Problem, Goal and Approach columns as they do through the “Tree View.”

1. Create additions and Modifications to the category.

Add a Problem

Select the +Add Problem link.

Modify a Problem, Goal or Approach

Click on the small blue pen icon.

Add a New Goal to An Existing Problem

Click the +Add Goal link.

Add an Approach to an Existing Goal

Click the +Add Approach link.

2. Select the Back to Category Lookup link to revert to the category look to begin working on

another category. The Care Plan Category Look Up displays again.


Notes


Revert to Tree View

1. Select the Show Tree View link. The Tree View displays.

Care Plans > ELITE+ Care Plan Entry (5712)



The Resident Care Plan screenshot demonstrates that the functionality outlined above is also

available on this screen. The Resident Care Plan “Tree View” data has simply been converted

to the Column View.

Clinical (EHR)> Care Plans > ELITE+ Care Plan Entry (5712)

Revert to Tree View

1. Click on the Show Tree View link to return to the Tree View layout.


Notes

ADMISSIONS AND CENSUS

Admissions

and Census

Module


PA-MR QI Transfer By Provider

Module: PA–Admissions and Census

Topic: MR QI Transfer by Provider

Path: PA menu > Quality Analysis Reports > AHRQ On-Time Tools > On-Time Avoidable

Transfers > MR QI Transfer by Provider (5396)

MatrixCare added the following features and functionality to the Elite+ Care Plan module:

Added “zoom” functionality to the Physician Master code on the “Transfer Out

Documentation” screen for “Seen By”

The “Seen By” physician code and name fields are auto-populated with the

resident’s primary Physician information

Added “zoom” functionality to the Physician Master code on the “Transfer Out

Documentation” screen for “Authorized By”

“Authorized By” physician codes and name fields auto-populate with the resident’s

primary physician when Resident Primary Physician and/or Medical Director are

checked


Notes

1ST AND 3RD PARTY PATIENT BILLING

1ST And 3RD Party

Patient Billing

Module


PB-Medicare Therapy Component Attached to GL Accounts

Module: PB-1st and 3rd Party Patient Billing

Topic: Medicare Therapy Component Attached to GL Accounts

Path: PB menu > Reports/Statements > Other Reports > M3 RUGS to Expense xls (3356)

MatrixCare added "Breakdown of Daily Rate" to the Daily Rate Effective Dates section of

the CMI table.

This new option breaks the rate out by Nursing, Therapy, Non Case Mix Therapy and Non

Case Mix.

We added a report program which will create a spreadsheet showing the cost for each

breakdown. It’s located at:

Billing: 1st/3rd Party> Reports/Statements > Other Reports > RUGS to Expense xls (3356)


Notes

PHYSICIAN’S OFFICE

Physician’s Office

Module


PH-Procedure/Billing Master

Module: PH–Physician’s Office

Topic: Procedure/Billing Master

Path: Physicians Office > Billing > Billing Setup > Procedure/Billing Master (6875)

MatrixCare enhanced the Procedure/Billing Master Listing report.

Prior to this release, the report only included some fields and the information associated

with them. It now prints a listing of all fields on the Procedure/Billing Master screen, along

with the data contained in the Procedure Code fields.

Steps for using this new feature

1. Click the Print button.

See the screenshot below to view the Procedure Code data, and other fields that now

populate to the Procedure/Billing Master Listing report.

Physicians Office> Billing> Billing Setup > Procedure/Billing Master (6875)


Notes

PH-Procedure/Billing Master (2)

See the screenshot below to view the Procedure/Billing Master listing described above.

Physicians Office> Billing> Billing Setup > Procedure/Billing Master (6875)


POINT OF CARE (POC)

Point of Care

(POC) Module


Notes


Module: PN–Point of Care

Topic: ADL/Daily Care Master

Path: Clinical (EHR)> Point of Care> Setup > ADL/Daily Care Category (5738)

MatrixCare added the ability to link Point of Care (POC) items to MDS/Section GG. We

accomplished this by creating a utility, which can be found at the following location:

P2/PN Parameters --> Miscellaneous Utilities: Create ADL Master Section GG.

Section GG- Functional Abilities

Because tracking functional abilities data entry into Section GG is crucial, MatrixCare

is providing the user with:

A new Point of Care Utility that when run will import the following:

A new ADL Master Category (Section GG- Fx Abilities)

The corresponding Groups and Items will also be provided

Responses will have the same set up as responses available in the MDS Section GG

Point of Care Items will be linked to the MDS Items so users can easily click the

Documentation link from the MDS.

NOTE: Completed documentation will not populate from Point of Care to the MDS

because CMS has not yet defined or provided the “usual” specifications.

Charting for Section GG items will not populate to the MDS. They will, however, be

available for review. Users can access Daily Charting Review for items charted in Point of

Care by selecting the Documentation link in the MDS.

Users will simply need to:

Ensure discipline codes are correctly assigned

Change/Assign the Time Code

Review/Add to end after X number of occurrences

Add to resident’s ADL List, if appropriate



The screenshot below illustrates the new Category 013 Section GG-Fx (Functional)

Abilities

Clinical (EHR)> Point of Care> Setup > ADL/Daily Care Category (5738)


Notes


This screenshot of the ADL Master shows a one to one relationship to the responses of all

the items in MDS Section GG.

When users import this setup, all of the following automatically populate:

Discipline; Discipline Type; Table Responses; Time Group; Frequency; MDS Item and lookback;

as well as “Use on Admission Daily Care List”

Clinical (EHR)> Point of Care> Setup > ADL/Daily Care Master (5740)



This screenshot shows how where users would choose the Select Items link to add items

to preexisting resident ADL Lists. NOTE: Users can also add Groups on this screen.

Clinical (EHR)> Point of Care > Resident ADL/Daily Care List (5742)


Notes


Users can look for this utility on the P2 Care Plan & POC Parameters screen under the

Miscellaneous Utilities tab.

Clinical (EHR)> Point of Care> Setup > Parameters (5701)


PAYROLL

Payroll

Module


Notes

PR-Employee LOA Records

Module: PR–Payroll

Topic: Employee LOA Records

Path: Clinical (EHR)> Point of Care> Setup > ADL/Daily Care Category (5738)

MatrixCare made the following changes to the payroll module:

1. Moved the old Employee SmartView to Payroll > Miscellaneous > Legacy Programs >

Employee SmartView (5269).

2. Completely removed the old Employee SmartView feature from the HR menu.


POINT OF SALE

Point of Sale

Module


Notes

PS-Confirm Order Screen

Module: PS–Point of Sale

Topic: Cover Count by Item Types

Path: Management Center > Item Types (P# 185) and

System Options > Terminals > Options > Confirm Order Screen (P# 47)

MatrixCare has modified Item Types so that each can be assigned a cover count, which

can be changed as needed.

The feature enables users to change all of the following information numerical values in an

order through the Optional Confirmation Screen:

Number of covers

Number of residents

Number of guests

Number of children and

Employees in an order

See the screenshot below to view the new Covers count column on the Item Types screen.

Each item type on the list can be assigned a changeable cover count.

Management Center > Item Types (P# 185)


PS-Confirm Order Screen (2)

Users can also make a number of other changes on the Optional Confirmation Order Screen.

Users are empowered to change all of the following:

Number of Covers

Number of Residents

Number of Guests

Number of Children, and

Number of Employees in an order

NOTE: The confirmation screen appears at the very end of the transaction process and can be

enabled or disabled through the Confirm Order screen.

System Options > Terminals > Options > Confirm Order Screen


Notes

PS-KDS-Plus Bump Bar Integration


Topic: Bump Bar integration with the KDS-Plus feature

Path: System Setup > Test Other Devices > Test KDS Bump Bar Keys (P54)

MatrixCare integrated the bump bar with the KDS module. The new program lets users test

and verify the Bump Bar Integration with Point of Sale (POS) feature, which is a replicate of

the physical bump bar.

System Setup > Test Other Devices > Test KDS Bump Bar Keys (P54)


PS-POS Activate/Deactivate


Topic: POS Activate/Deactivate Features

Path: System Setup > Activate/Deactivate (218)

MatrixCare created functionality that allows users to activate or deactivate a number of features in

the Point of Sale (POS) system.

NOTE: A MatrixCare key is required to activate or deactivate any of these features.

All of the following features can be activated/deactivated using the POS system: Reservation; KDS

Plus; Self Service Kiosk; Gift Cards; Fast Scan; Check-In; Orders; Pay Monthly Bill; Pre-Paid Account

and Table Side Service.

See the screenshot to view all of the functionality that is included in this new feature.

System Setup > Activate/Deactivate (218)


Notes

REHAB SERVICE SOLUTIONS

Rehab Service

Solutions Module


R2-CMI Optimizer

Module: R2-Rehab Services Solution Module

Topic: CMI Optimizer (3455)

Path: Rehab Services > CMI Optimizer (3455)

MatrixCare added the CMI ARD Optimizer feature to the Rehab Services Solution module.

This new feature can be used to do all of the following:

Track CMI RUG scores

Precisely track CMI values and allow the selection of an optimal ARD date.

Rehab Services > CMI Optimizer (3455)


Notes

R2-RS Treatment Schedule

Module: R2-Rehab Services Solution Module

Topic: RS Treatment Schedule

Path: Rehab Services > Schedule/Notes (6384)

MatrixCare added the ARD Optimizer link to Treatment Schedule, under the Discipline

View.

This new link gives the user convenient access to the new CMI ARD Optimizer feature.

Rehab Services > Schedule/Notes (6384)


MATRIXCARE GENERAL SYSTEM/IT

MatrixCare

General System/IT


Notes

SY-EPCS Invalid Physician

Module: SY–MatrixCare General System / IT

Topic: EPCS Invalid Physician (3520)

Path: Setup>Parameter Maintenance>HL7 Parameters

MatrixCare created a new feature that gives users the ability to generate an Excel report

that:

Contains all incomplete physician's profiles or

Contains only physician profiles that pass EPCS

NOTE: Users check (DEA + MD/DO or NPI) by selecting 'Enable EPCS'

The feature helps users at the facility determine which physicians have complete profiles,

and can start sending orders using EPCS. It is located on the Systems screen under the HL7

Parameters tab.

New Excel output listing for complete and incomplete Physician Profiles for EPCS


1. From NCPDP Parameters, select the Check Physicians with Incomplete Profiles link.

2. Check the Enable EPCS box to generate a listing of Physicians that pass EPCS.

NOTE: Leave the EPCS box unchecked to pull an excel output listing of all Physicians

from the Master.

Setup>Parameter Maintenance>HL7 Parameters


SY-EPCS Invalid Physician (2)

See the screenshot below to view an example of a report that lists only physicians

approved for EPCS Order transmission. These Physicians have a DEA Number, and an

MD/DO License or NPI Number.

NOTE: A listing generated with the Enable EPCS box unchecked would list all physicians

with a given company, including those with incomplete profiles.

Setup>Parameter Maintenance>HL7 Parameters


Notes

SY-SY Group Master

Module: SY–MatrixCare General System / IT

Topic: SY Group Master

Path: Setup > Utilities > Group Master

MatrixCare added a feature that allows users to assign EM Discipline codes by group.

The EM disciplines are assigned to Electronic User Defined Forms, which determine which

users can access them. The new EM Discipline link on the Group Master screen allows users

to identify one set of EM disciplines to a rights group, and automatically apply them to all

members of that group.


1. Click on the EM Discipline link. The User Disciplines for NURSING screen displays.

2. Select all applicable disciplines for the nursing group.

3. Click the Ok button. The members of the NURSING group will be updated to include

these disciplines. NOTE: This will not remove any EM Disciplines a user may have in

addition to the ones select for the group.

Setup > Utilities > Group Master


SY-SY Group Master (2)

This screenshot demonstrates that an individual user selected from the User ID Master has

had the NURSING group codes applied to this individual’s disciplines.

NOTE: User-specific, unique disciplines can still be applied to any user. The group master

only controls the specific set of EM disciplines selected for the overall group.

Setup > Utilities > User ID Master


Notes

WORKFLOW MANAGEMENT

Workflow

Management

Module


WF-Workflow Master

Module: WF–Workflow Management

Topic: Workflow Master

Path: Clinical (EHR) > Workflow Management > Workflow Master (4856)

MatrixCare added the ability to select a due or recurring time for daily or weekly

recurring events.


1. Check the Use Recurrence At Time? to denote a recurring event.

2. Enter the recurring time.

3. Click the Ok button to complete.

Clinical (EHR) > Workflow Management > Workflow Master (4856)


Notes

WF-Workflow Master (2)

Shift Time added to Recurrence

This screenshot shows that a task is created, with all the recurring dates and times displaying in

the Master.

Clinical (EHR) > Workflow Management > Workflow Tasks (4857)


WF-Workflow Master–Use Due at Time

Module: WF–Workflow Management

Topic: Workflow Master–Use Due At Time

Path: Clinical (EHR) > Workflow Management > Workflow Master (4856)

MatrixCare added checkboxes to “Use Due at Time” and “Use Recurrence At Time?”

features. This allows users to enter a Due at time when it hasn’t been set yet for the day

and the time chosen.

This screenshot illustrates that the new Use Due at Time feature can be set if the Due in time

is set to days or weeks.



Notes

WF-Workflow Master–Use Due at Time (2)

This screenshot shows that once a task is created, it displays in the Due Date/Time in the

master.




This screenshot demonstrates that users can enter a “Due at time” when no “Due in”

time is set.



Notes


This screenshot shows that once a task is created, it displays for the day and the time chosen

in the master.


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