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Data Transfer Between PIM And HBC

Data flow from PIM to HBC

Patient information entered into PIM will be viewable in HBC (in the header) within a matter of minutes. Employees entered into PIM will be viewable in the HBC Admin Console after a few minutes. 

Data flow from HBC to PIM

1. Each time a user enters a visit into HBC, the program collects the data on the visit.  The visit data is then reviewable in reports, such as the PIM “Visit Report” and “Visits” from the HBC Admin Console/Reports.   In addition, as necessary, visit data (direct care visits by nurse, social worker, aide, therapists and recordable phone calls by SW) transfers over to the claims for billing.
2. Only CLOSED visits and SYNCH’D visits (if work was completed off-line) will transfer.  Also note that visits that have a negative duration will not transfer.
3. Changes made to visits from the Admin Console will transfer over to HBC.
   1. Modifications to visit times will transfer over to PIM, and the corrected duration will display both in PIM and on the claim form.
   2. If a visit is deleted via the HBC Admin Console, it also must be deleted from PIM.  This is accomplished by going to PIM Interaction Widget.  Choose Search & Edit tab. Find the visit. Click the trashcan icon on far right.
4. Physician & NP visits that are entered into HBC will NOT show on the claim form. 
   1. Physician and NP visits in which the provider has chosen a CPT/HCPCS code in their form will be seen in PIM Interaction widget along with the code and Dx (If applicable).  The CPT/HCPCS codes will flow to the claim.
   2. Visits for the purpose of completing the certification process (ie Face to Face visits) flow over to PIM/Insurance/certification record and will show in the Interaction Widget with the F2F button checked.

Timeliness of Data Entry into PIM

Because field staff working in HBC will see information such as location of the patient, diagnosis, admission date, discharge date & disposition, etc. (in the header of every screen throughout HBC), it is imperative that PIM data entry be completed in a timely manner. 

Communication Between HBC Users And PIM Users

It is important to understand that field staff (HBC Users) will need to communicate with Billing Staff and/or Medical Records staff (PIM Users) in order to perform certain functions and to keep the Billing Record of each patient up to date.  HBC makes this easy to do using the “Email this Page” feature. 

Common uses are:

New Physician Orders: 

When a nurse receives an order for a new or modified medication, the process would be to enter the medication on to the Medication Profile, then while in the same visit, create a New Physician Order (in “Orders”).  Once completed and previewed, the nurse can use “Email this Page” to send the Order to medical records (if not able to immediately print the order). 

1. Reports from the HBC Admin Console will assist in monitoring that all orders are being received into medical records, and being sent out for physician’s signature.
   1. Created Orders:  all orders created w/in a designated date range.  Use this to double-check orders received via email.
   2. Resolved Orders/Unresolved Orders:  as physician signature is received on orders, the information should be entered into the order and the order “resolved”.  Pulling either of these reports can assist in knowing if there are outstanding orders needing follow up.  See Tip Sheet “Medical Records” for more details on this process.

Change in LOC (Order): 

When a patient changes Level or Location of Care, the nurse can create a Change in Level/Location of Care Order.  This order should be emailed to medical records (if a physician order) and to data entry so that the appropriate change can be entered into PIM (under History tab) in order to update the Billing Record for billing purposes.

Change in Patient Information: 

When a patient moves, gets a new phone number, etc the HBC user can complete the “Patient Information Change” form.  Email it to other team members (as needed) to alert other staff members. Email to data entry to update the PIM Record. 

Clinical Changes: 

Reporting changes in condition to other team members, including on-call staff, is possible using “email this page”.  This feature should be used judiciously for this purpose (ie staff members should not email every visit record to every team member but identify the most useful information to email when the patient’s condition changes).  Use the “Comment Box” in the email to point out the change in condition.

Note:  HBC users can designate 2 or more persons to receive an email out of HBC by holding down the Ctrl button while selecting from the email recipient list.

Communication Between Field Staff And Outside Entities

Anyone can be set up as an HBC User (in PIM/ADMIN/Persons—check HBC flag and enter email address) and can then receive emails from other HBC users without having access to entire program and without having access to patient data other than patients that they are involved in caring for.  Once set up in PIM, go to the HBC Admin Console and issue them an invitation to create an HBC password (necessary to be able to open the emailed documents).  

• Pharmacist who is providing medications to your patients or reviewing medication profile for drug interactions.
  • The medication profile can easily be emailed each time a medication is added.
  • The hospice should develop a tracking system for any communication that the pharmacist sends back to the hospice for inclusion in the patient’s record (i.e. use of the Progress Note form)
  • Best to use a general email (such as pharmacytech@XYZRX.com) versus an individual email address.
• Nursing Homes can be set up to receive emails in the same manner as pharmacists. 
• DME Companies can be set up similar to “Pharmacy” (above).  Workers could then email the DME Care Plan.

Interdisciplinary Team Meeting

The Team Meeting Report (TMR) found in PIM/Reports, can be of great assistance in keeping team meetings on track.  The report can be opened to list Admissions, Discharges, Deaths, and Teams.  (Teams must be set up.  See “B” below.) 

1. Use the TMR during IDT meetings to ensure that all information is up-to-date in PIM and as a guide to choosing patients from HBC for review.
2. Teams are set up in PIM ADMIN module.
   1. Enter Team name and site that the team belongs to. 
   2. In Persons, assign each staff member to the appropriate team by clicking the “team” tab in details. 
   3. In PIM, assign each patient to the appropriate team (on Demographics tab) and then assign the appropriate team members under the Assignments tab.

Daily Review Of Patients

1. A list of active census can be pulled from the PIM Reports menu.  Choose Active Census Today.
2. In HBC, click “Patient” icon. Choose “Show Current Patients” to see a list of only ACTIVE patients.

HBC Admin Console Reports

In addition to reports that can and should be used for a hospice’s QAPI program, there are administrative reports designed to assist hospices with staying “on track”. 

Visit Duration Report

This report allows administration to see the actual date and time that charting was completed compared to the reported time.  Also shows duration of visit, and visit type.

Visits

This report shows patient’s admission date in addition to visit type and duration. 

Late Charting

 This report shows which staff are charting more than 24hrs after stated visit date/time. 

Deleted Visit Report

This report keeps a record of visits that were deleted from HBC and by whom.

Change in Level or LOC to General Inpatient

Compare this report to the report with same name in PIM/Reports to ensure that all data was entered into PIM Billing Record.  (This report pulls information from the Change in Level of Care Order.)

NOTE: All of the reports from the HBC Admin Console can be opened in Excel which allows the report to be resorted for easy analysis.