What you need to know
Certain questions within your agency’s data set have been tagged with a Question ID (QID); if/when one of these questions is answered, the worker’s name who completed the F2F and the visit date will populate the F2F question in PIM.
This is a bit tricky for the following reasons:
All HBC data sets are different; did we get all the F2F questions tagged?
Physician/NP could document their visit to a patient on a form that does not have the tagged question (such as a Progress Note); this would be acceptable documentation but would not result in the information populating into the cert record.
Because of these reasons, we highly recommend that staff monitor the physician/NP documentation and whether the F2F information is properly populating until you are confident that the correct questions are tagged in the correct forms and physician/NP are consistently completing the correct forms when doing a visit for the purpose of recertifying.
Face to Face Question in Forms
NOTE: If your agency’s physicians/NP document on paper, hand-keying of the F2F into PIM will need to continue.
In most data sets, there are forms called “Physician /NP Visit Record” and/or “Physician /NP SOAP Note” (or something similar). In the following screen shot, the question “Clinical findings that will assist in supporting hospice eligibility and a prognosis of 6 months or less” is the question that was tagged. Additionally, as the question was tagged, it was made “required”.
Some sites have a stand-alone “Face to Face” form. Most of these forms have a similar question to the one above. In the example below, the question “Clinical findings that will assist in supporting hospice eligibility and a prognosis of 6 months or less” is the one tagged. If it was not already, it has been made required unless the format of the form does not allow.
If your agency has questions other than these examples that indicate a face to face visit, please send an email to your training liaison who will be able to verify the question(s) that were tagged.
How this works
NOTE: If your agency’s physicians/NP document on paper, hand-keying of the F2F into PIM will need to continue.
Physician or NP documents a F2F in HBC. Within their form, the tagged question is answered. Physician/NP closes their visit.
If the patient is within 30d of the end of the current cert period and the new cert period is a 3rd benefit period, and the patient has insurance that requires F2F, the visit date and physician/NP’s name will populate the question “This is a face to face visit for the purpose of certifying eligibility” question (in the Interaction Widget) and will populate the F2F portion of the certification record.
NOTE: You must continue to hand-key in the date that the Medical Director Recertification (order) was signed.
Visit will be seen in the Interaction Widget:
Click the stethoscope to see the F2F question answered:
And see the information in the cert record:
NOTE: The date of certifications signatures on the Medical Director’s Recertification order will need to continue to be hand-keyed into PIM.
Implementation
Any physician/NP visits done after the date that this feature goes to production will populate PIM as a F2F visit if the parameters described above are met.
Monitoring
It is highly recommended that the face to face documentation completed in HBC be monitored to ensure that the data is coming over to PIM correctly. As stated above, every data set is different and every hospice using the forms differently, so it may be necessary to tweak the tagged question(s) to work properly for individual agencies.