Downloadable PDF
The Patient Visit Log holds and displays the visit details which can be viewed by clicking on the visit “row” to expand it.
When looking at the visit listing grid, a visit can have a number populated in the column to the right labeled “H”. This indicates the number of HCPCS codes entered by the MD or NP during their visit. When expanding the row, the HCPCS codes entered will be listed.
If needed, clicking on the gear allows the creating user or the hospice admin user to edit/add/delete the codes listed.
Here is your Tax Day Tip!!!
Close Accounting Records
Claims Management widget -> Close Accounting Records
Closing the accounting records ensures that prior month numbers will never change. Once a month is closed no further posting of claims, payments, or adjustments can be made to that month. You will be able to rerun reports at any time in the future and get the same totals. If something needs to be adjusted or added, the month can be reopened and closed again after any changes.
We have expanded the use of the green box tagged notes to now include Measures!
Whenever there is a green box displayed with a number greater than 0, it indicates there are tagged notes relating to the specific item/measure.
To view or add a new note, click on the green box. After saving the note it will remain tagged to that area of the widget. It will also populate a note in the Orders and Progress Notes widget showing that it is tagged to that part of the chart.
You can also create a note from the Orders and Progress Notes widget by clicking on the tagging option and choosing the applicable measure to tag to.
Various Examples:
- Using the green box on O2 to convey on room air or # liters, on ventilator, etc
- Using the green box on BP or Pulse to explain out of norm changes
- Clicking on the green box in Medications to make a comment about why a medication was changed, discontinued, or increased and tagging the note to IDG
- Creating a note and tagging to a frequency and IDG for a missed visit and/or refused visit with details
- Creating a note for a refused task with details
There have been a few instances where HOPE related forms appear to be ‘missing’ when looking in the Questionnaires widget. If the widget is toggled to “In Progress” the completed forms will be visible.
When filing out an Initial Nursing Assessment (INA) or Nursing Visit Record (NVR) questionnaire associated with a HOPE visit, even if completed and submitted, the program places them in the Questionnaires Widget behind the ‘In Progress” toggle.
This is done to allow any needed editing before the HOPE time point record is approved.
Once approved the form will move to the completed Questionnaires listing.
Please note: Completed forms can also be viewed in the Visit Log by clicking on the closed HOPE visit to expand and display the contents and then clicking to open the form listed at the bottom of the visit details. Please check these options before completing a second INA or NVR, as these will not flow to the HOPE visit and take up your time needlessly.
An episode in SmartChart begins with the referral and ends with either the rejected referral or discharge of the patient. When a new patient is entered (as a referral) into Hummingbird, the system assigns them a Medical Record Number (MRN). If this patient ever leaves the hospice (any instance other than death), and then that patient comes back to the same hospice to be re-evaluated/admitted, the patient keeps the same MRN. Patient Drawer “List B” is where patient episodes can be found. Episodes are grouped together in reverse chronological order with the most recent episode on top.
Note: SmartChart episodes are not necessarily the same as the hospice benefit period.
For example:
When a referral is received that begins episode 1.
If the referral is rejected, that ends episode 1.
If patient is admitted, they remain in episode 1 until death or discharge.
If discharged alive and re-referred, the 2nd referral begins episode 2.
It continues this way until the patient’s final discharge.
Therefore, those patients that revoke or are discharged alive and come back one or more times to same hospice, will have multiple episodes.
Visit Frequency and/or PRN only changes REQUIRE AN ORDER and can ONLY be completed through the Orders & Progress Notes widget.
Setting each discipline's Visit Frequency can be done two ways:
- Both the Visit Frequency and PRN will require an Order and the Visit Frequency Widget will be read only
- Only the discipline’s PRN status will require an Order and the Visit Frequency Widget will be editable to set each discipline’s visit frequency.
Please Note: By default, all sites are set to #1: Both the Visit Frequency and PRN will require an Order and the Visit Frequency Widget will be read only. Option #2 can be requested by reaching out to training@mumms.com and requesting only PRN Orders.
WITH VISIT FREQUENCY ORDERS
Open the Orders & Progress Notes widget and click the caret, , which will open your options to record a verbal order or a note. Choose “Record Verbal Order” which will give you six options: LOC Change, Location Change, Patient Standing Orders, General Order, Medication Change, and Visit Frequencies.
Choose “Visit Frequencies” and a pre-filled order box will come up, in which you choose the type of conversation (phone or verbal), the date, and the physician. Click Create Details to proceed.
The Care Plan Visit Frequency widget will open so frequencies and PRN can be added or edited by clicking the pencil under the Edit column.
Enter the frequency, specific days if desired, PRN as applicable, and the effective date.
Once all frequencies have been completed, a confirmation screen will appear to verify the order date and physician’s name. There is also an additional option to modify details that takes you back into the Visit Frequency widget to adjust the frequency if needed.
Changes will automatically populate in the order as well as the Visit Frequency Widget. Once completed, the only editable option inside the Visit Frequency Widget will be the ability to edit/change specific days of the week.
The green note box in front of the discipline will display the next sequential number and the red O will show in the Orders and Progress Notes Widget indicating the order needs to be signed. The O will change to green once the order is signed.
WITH ONLY PRN ORDERS (this option can be requested by reaching out to training@mumms.com and requesting only PRN Orders)
Open the Orders & Progress Notes widget and click the caret, , which will open your options to record a verbal order or a note. Choose “Record Verbal Order” which will give you six options: LOC Change, Location Change, Patient Standing Orders, General Order, Medication Change, and PRN Orders.
Choose “PRN Orders” and a pre-filled order box will come up, in which you choose the type of conversation (phone or verbal), the date, and the physician. Click Create Details to proceed.
The Care Plan Visit Frequency widget will open so PRN can be added or removed by clicking the pencil under the Edit column.
Enter the effective date and check or uncheck PRN then click OK.
Are you documenting in real time?
Are you charting during the visit at the patient's location or after the actual visit from a different location?
The Patient Visit Log shows you!
There are two electronic visit verification (EVV) fields to let you know where charting occurs.
EVVa shows how far the user was from the patient’s location when the visit was opened.
EVVd shows how far the user was from the patient’s location when the visit was closed.
A red X displays if the distance from the patient is greater than 0.5 miles and a green checkmark if less than or equal to 0.5 miles. Hovering over either of these will display the actual distance from the patient. If either of these display this symbol
it means the user or their device did not allow the location to be detected. If either of these are blank, this means the visit was made in the older EMR system that was in place prior to SmartChart (CII was the name of that system).
Why is EVV important?
It’s actually required in many states. But even if not required, it provides good supervisory information, and back up for mileage reimbursements.
Also, in meeting HOPE reporting requirements, real time charting is crucial for not missing important symptom follow-up alerts and notifications.
Best practice recommendations
Take advantage of EVV benefits by allowing SmartChart to record your location.
Click here for instructions on how to turn on Location Services on any device/browser, etc.
How to enable Location Services
Utilizing the SmartChart Mobile app (HB Mobile, available for both Apple and Android), users can open and close visits in real time, even when offline. And, if unable to complete all documentation during the visit, utilizing ‘Document to Prior’ allows you to do so at a later time.
HR Module
mumms Human Resources module is designed to manage an agency’s employee and contract files. This module runs in the Chrome web browser.
The mumms Human Resources Module is a tickler system for managing all applicable persons (staff, physicians, volunteers) or contracts (contract employees, facilities, vendors). This module can track an unlimited number of items within the personnel and/or contract file. The hospice defines what items are tracked and at what intervals these items need to be renewed or assessed. Reminder letters are automatically generated to alert those that have items that need to be renewed or are missing from their file.
Management can be assured of compliance with State and Federal regulations relating to employee and contractor files.
Report a Problem
When you run into a problem, the best and preferred method to let us know is by submitting a ticket for support. To create a ticket, click on the Report a Problem icon in the top menu of icons. You will then get a pop up with required questions to complete. Details are very important so we have as much information to work with to resolve your issue. Reporting the problem from the page that contains the issue will automatically include various details that helps support determine where the issue is occurring.
Occasionally a ticket will not go through correctly and it will need to be resubmitted. One thing we have found is that using a SPACE to bypass a required field causes it to glitch. Be sure to use N/A or something similar if you are unsure of how to answer the required question.
Including additional details in the description gives support more to work with on the front end and saves time by eliminating the initial back and forth for information gathering. Screenshots are an absolute plus!!! This allows us to see what you see and helps us when trying to replicate the issue.
HOPE - Email Notification for SFV
The HOPE SFV email process will soon be live. In preparation, we are reminding you to send us your email for HOPE SFV Notifications. Please submit your SFV Notification email address to training@mumms.com so we can get it added to your site’s details.
HOPE notifications for SFV will be sent out via email. We would like to set up one email per site to efficiently notify sites. We recommend something along the lines of SFVnotification@{site}.com, HOPEnotification@{site}.com, or something similar. We HIGHLY suggest a mailgroup so multiple users receive the notifications.
The following email notifications will be sent:
- A daily digest listing all patients that are currently awaiting a SFV will be sent every morning.
- Every hour, we will check for any new patients that are awaiting an SFV. If any new patients are found, an email will be sent identifying the new patients and listing all existing patients awaiting an SFV at the bottom of the email. If no new patients are found awaiting an SFV, no email would be sent.
Again, please submit your SFV Notification email address to training@mumms.com so we can get it added to your site’s details.
VISIT ATTRIBUTES
What are they and why do I want them??
Simply put, attributes are “descriptive tags” added to visits to expand the definition and type of visit being done.
Some attributes are added automatically, such as:
Initial - This attribute is added to the first direct visit made by each discipline of a new admission.
Bereavement – This attribute is added to all visits made after a patient is discharged via death.
HOPE – These attributes are added to all visits that are part of a HOPE time point.
Some attributes are added by the person making the visit, such as:
On-Call – This attribute should be added to all on-call visits
What are the benefits of utilizing Visit Attributes?
The main benefit of using visit attributes is to enhance your agency’s reporting and statistics. Whether you are tracking certain types of visits such as “as needed” or “on call” visits or just simply auditing charts overall.
Need an attribute not in your list? Simply contact support and it will be added for you!
How do they work?
When starting a visit, there is a little green circle with an A in it that appears at the top of the open visit window. Clicking on this circle will open a list of attributes that can be selected.
Within the Patient’s Visit Log widget, you can filter visits by date and/or visit attributes. Please note ONLY attributes that are added to visits are searchable. For example, if NO attributes are being used on ANY visits, you will NOT be able to filter by attributes.
If an attribute was not selected during the visit, it can also be added after the visit is submitted by going to the Patient’s Visit Log and clicking the wheel/gear to the right of that visit and selecting “edit”. Attributes can then be added or removed as needed.
Reminder: HOPE visit attributes are automatically attached to all HOPE visits by the system and are NOT editable.
In the Clinical Dashboard, there is a cross-patient Visit Summary widget where visits are detailed by employee and are separated in columns by the attribute/visit type.
The Visit Log has been updated with edit and delete functionality. A few things to note about visit edits and deletes
- Edits can only be made by the creator or an admin.
- Deletions can only be made by an admin.
- HOPE visits CANNOT be edited or deleted.
- Face to Face visits CANNOT be deleted.
- Visits with HCPCS codes cannot be deleted.
For detailed guidance and instructions, please refer to the attached tipsheet.
Recent Visits Notification
To help prevent duplicate visit creation, the confirmation dialog when starting a visit has been enhanced.
When a user opens a visit, the confirmation screen will now display the last three visits made by that user for the patient. This will include a summary of documentation completed (same as Visit Log view when not unrolled), allowing users to review recent activity before confirming the creation of a new visit.
If the user sees that the visit they were in process of opening is a duplicate, they can always cancel and document to the prior visit.
There are now two patient drawers in Hummingbird. List A is the original patient drawer. No changes have been made to List A. The new drawer, List B, provides more detail of the patient's admission history, including a separate row for each admission, with all prior admission rows highlighted. Patients can be selected from either drawer: List A (Original) and now List B.
The columns for List B are:
- Patient ID
- FirstName
- Last Name
- STS - status of patient
- Referral Date - the date patient was referred
- RDays – days the patient was on referral (referred date minus rejected, admission or today)
- Rejected - the date the referral was rejected (if rejected)
- Admit Date - the date patient was admitted (if they were admitted)
- SDays – days the patient was on service (admission date minus discharge or today)
- Discharge Date – the date the patient was discharged
- LOC – level of care
- PGM – the program the patient is in
Common clinical errors relating to HOPE and how to avoid.
- The patient MUST BE ADMITTED in order to complete a HOPE admission visit. Referrals are NOT eligible for a HOPE visit.
- If the clinician has multiple roles, they MUST open the HOPE admission, HUV1 or HUV2 visit as an RN.
- RNs are the ONLY role that can complete a HOPE admission, HUV1 or HUV2 visit.
- The previous HOPE milestone visit MUST BE CHARTED AND CLOSED before the next HOPE milestone visit will be prompted/available. This is where real time charting is crucial. For example: if the admit visit hasn’t been charted and closed, the next RN to open a visit on the patient will get the HOPE admit prompt and not the SFV, if one is required. And if it is past day 6, the HUV1 would not be prompted.
- SFV visits DO NOT require a form. It only requires completing the SIA.
- The SIA is not asking ‘is the patient experiencing the symptom’ nor is it asking for a rating of the severity of the symptom. CMS is asking how have each of the 9 symptoms impacted the patient’s quality of life OVER THE LAST 2 DAYS. CMS defines quality of life as “sleep, concentration, ADLs, and/or ability to interact with others “.
- After the HOPE visit has been closed, and edits are needed on the HOPE INA/NVR, an additional visit does NOT need to be opened. These two forms remain editable in the Questionnaires Widget until the form is approved in the HOPE widget.
- If edits are needed on the HOPE INA/NVR after the file has been approved, the timepointwill need to be unapproved then reapproved after the edits have been made.
- The primary diagnosis cannot also be selected as a comorbidity. This will result in an automatic error by CMS.
- When answering no to “is pain an active problem for the patient”, then choosing yes for neuropathic pain or opioids ordered, will result in an automatic error by CMS.
EVERY INTERACTION WITH AN IPU PATIENT REQUIRES A SEPARATE VISIT
There are 2 ways to open a visit when a patient is in an IPU facility.
1. The first option is to record a typical visit that all disciplines use with any patient and that is to select the map pin and open said visit.
NOTE:
If the visit is being made by an MD or NP that requires HCPCS codes for billing, then this is the correct visit option as the system will ask the provider to select those HCPCS codes before submitting the visit. This is not available via the IPU visit option.
If the clinician documenting the visit needs to add mileage, tolls, etc. this is the correct visit option as the system will allow for these to be entered on the submit visit screen. This is not available via the IPU visit option.
2. The second option provides a more efficient way of opening and recording individual IPU interactions and that is to select the 2nd map pin labeled IPU.
Once this visit is opened, the clinician will select the indication for charting this interaction.
This IPU workflow improves efficiency by eliminating the clicks needed to open and close the visit. It also condenses all Notes recorded during the visit into just a single note for that visit.
PLEASE NOTE: It is not recommended to open a visit at the beginning of an IPU shift and keeping it open the entire shift. This will create a possible 8-12 hour visit. Instead open/document and close one of these IPU visits for every interaction with the patient during the IPU shift.
Now that we’re well into our HOPE documentation and file submissions, we’re discovering our workflows and challenges! Here’s the top questions we’re receiving:
- First, what’s the ideal SmartChart workflow?
We suggest admitting the patient and then opening a visit to begin the HOPE Admit visit.
This will create a chronological timeline in the Orders and Progress Notes Widget.
- What’s the best way to address the patient’s Principal Diagnosis vs their Comorbidities?
We’ve seen a number of file rejections due to a diagnosis being listed as primary and a comorbidity.
To avoid this:
- Use Cancer for all types of cancer, e.g., skin and blood cancers.
- Use Dementia (including Alzheimer’s disease) for all types of dementia, e.g., Lewy body dementia and Pick’s disease.
- Note that two principal diagnosis response codes are related to cardiac conditions. One is for cardiovascular conditions excluding heart failure (06) and the other is specific to heart failure (07).
- Comorbidities and Coexisting Conditions. Review the medical record for comorbidities and/or coexisting conditions at the time of admission to hospice.
- Check all comorbid and/or coexisting diseases or medical conditions that are addressed in the plan of care or that have the potential to impact the plan of care.
- Do not include the principal diagnosis, except if the patient has a secondary cancer.
- Another area triggering rejections is Pain Screening.
When determining if pain is an active problem, consider factors beyond pain severity at the time of the screening clinical encounter, such as historical report of pain or report of recent symptoms and/or current treatment for pain (i.e. opioids ordered for pain or any non-pharmacologic treatments).
If these conditions exist, then pain is an active problem. It is clinically appropriate for the clinician to complete a comprehensive pain assessment (even though the patient was not in pain at the time of the pain screening).
- The determination of whether or not pain is an active problem may be made by the assessing clinician based on patient-specific findings and/or conversations with family/caregivers.
- In determining whether pain is an active problem for the patient, clinicians may need to consider factors beyond pain severity at the time of the clinical encounter, such as historical report of pain, reports of recent symptoms, current treatment for pain (pharmacologic and/or non-pharmacologic), etc.
- It is possible that the clinician may determine pain is an active problem for the patient, even if pain is not present during the clinical encounter.
- Generally, clinical documentation that the patient is currently taking pain medication is evidence that pain is an active problem for the patient.
- What to do if you get a rejection?
If you receive a rejection, please send a copy of the rejection report to support! Our goal is to prevent all rejections, and we can do this by not allowing a file with errors to be downloaded. As we receive these reports, you will start seeing files in ERROR status as we begin preventing them.
The tipsheet for documenting your HOPE visits can be found below.
The HOPE widgets have now been turned on and are live for the purpose of practicing with the new workflow. All sites will have a start date of 9/24/2025 meaning any patients you have admitted since 9/24 should appear in the widget. Nurses can begin practicing with the workflow by choosing yes in the HOPE pop up window when starting visits. Also, the interpreter question is now required for all agencies on the demographics tab.
Please note that going forward, all visits will get the warning pop up about making sure the visit date is correct. Also, creating test or dummy patients could interfere with billing so it is not recommended.
As of today, the HOPE widget is fully functional EXCEPT for downloading files. This functionality will be added very soon. ALL DATA WILL CONTINUE TO FLOW TO THE HIS WIDGET AS HIS IS STILL REQUIRED THROUGH 9/30.
On October 1st, the HOPE widgets will be reset to the date of 10/1/2025 so that every site starts with fresh data with all patients admitted as of October 1st.
HOPE Webinar
https://mumms.com/user-area/hope-webinar-9-22-25
Email Notification for SFV
HOPE notifications for SFV will be sent out via email. We will be setting up one email per site to efficiently notify sites. We recommend something along the lines of SFVnotification@{site}.com, HOPEnotification@{site}.com, or something similar. We HIGHLY suggest a mailgroup so multiple users receive the notifications. The following email notifications will be sent:
- A daily digest listing all patients that are currently awaiting a SFV will be sent every morning.
- Every hour, we will check for any new patients that are awaiting an SFV. If any new patients are found, an email will be sent identifying the new patients and listing all existing patients awaiting an SFV at the bottom of the email. If no new patients are found awaiting an SFV, no email would be sent.
Obtaining you iQIES ID
To get an iQIES ID, you must first create an account in the HCQIS Access Roles and Profile (HARP) system at https://harp.cms.gov/. You will then need to log in to HARP, set up your user profile, undergo remote identity proofing using personal information and a series of questions generated by Experian, set up two-factor authentication, and establish a username and password. Once your HARP account is set up, you log in to iQIES at https://iqies.cms.gov/ with your HARP credentials to request your specific iQIES user role for your facility.
Steps to Create an iQIES ID:
1. Register for a HARP Account: Visit https://harp.cms.gov/register/profile-info to begin the registration process.
2. Enter Profile Information: Provide personal details such as your date of birth and Social Security Number.
3. Answer Identity Proofing Questions: Answer questions generated by Experian to remotely verify your identity.
4. Create User ID and Password: Choose a unique User ID, password, and a security challenge question and answer.
5. Set Up Two-Factor Authentication (2FA): After logging into HARP, follow the on-screen instructions to set up 2FA using a text message, email, or an authenticator app.
6. Access iQIES: Log in to iQIES at https://iqies.cms.gov/ using your new HARP credentials.
7. Request Your iQIES User Role: From the iQIES Welcome page, select "Request User Role" and complete the steps to associate your account with your specific provider or facility.
8. Await Approval: Your role request will be approved or rejected by your organization's Provider Security Official (PSO). You will receive an email notification once your access request is approved.
Important Notes:
- PSO Requirement: At least one Provider Security Official (PSO) must be registered for each facility to approve user role requests.
- Email Address: Use your corporate email address for registration if available.
- Help Desk: If you encounter issues or receive an error message during registration, contact the iQIES help desk at (800) 339-9313.
Once you receive your iQIES ID, submit your iQIES ID as well as your sites SFV email address to training@mumms.com and we will update your site in Hummingbird.
Downloadable PDF
Email Notification for SFV
HOPE notifications for SFV will be sent out via email. We will be setting up one email per site to efficiently notify sites. We recommend something along the lines of SFVnotification@{site}.com, HOPEnotification@{site}.com, or something similar. We HIGHLY suggest a mailgroup so multiple users receive the notifications.
The following email notifications will be sent:
- A daily digest listing all patients that are currently awaiting a SFV will be sent every morning.
- Every hour, we will check for any new patients that are awaiting an SFV. If any new patients are found, an email will be sent identifying the new patients and listing all existing patients awaiting an SFV at the bottom of the email. If no new patients are found awaiting an SFV, no email would be sent.
Obtaining you iQIES ID
To get an iQIES ID, you must first create an account in the HCQIS Access Roles and Profile (HARP) system at https://harp.cms.gov/. You will then need to log in to HARP, set up your user profile, undergo remote identity proofing using personal information and a series of questions generated by Experian, set up two-factor authentication, and establish a username and password. Once your HARP account is set up, you log in to iQIES at https://iqies.cms.gov/ with your HARP credentials to request your specific iQIES user role for your facility.
Steps to Create an iQIES ID:
- Register for a HARP Account: Visit https://harp.cms.gov/register/profile-info to begin the registration process.
- Enter Profile Information: Provide personal details such as your date of birth and Social Security Number.
- Answer Identity Proofing Questions: Answer questions generated by Experian to remotely verify your identity.
- Create User ID and Password: Choose a unique User ID, password, and a security challenge question and answer.
- Set Up Two-Factor Authentication (2FA): After logging into HARP, follow the on-screen instructions to set up 2FA using a text message, email, or an authenticator app.
- Access iQIES: Log in to iQIES at https://iqies.cms.gov/ using your new HARP credentials.
- Request Your iQIES User Role: From the iQIES Welcome page, select "Request User Role" and complete the steps to associate your account with your specific provider or facility.
- Await Approval: Your role request will be approved or rejected by your organization's Provider Security Official (PSO). You will receive an email notification once your access request is approved.
Important Notes:
- PSO Requirement: At least one Provider Security Official (PSO) must be registered for each facility to approve user role requests.
- Email Address: Use your corporate email address for registration if available.
- Help Desk: If you encounter issues or receive an error message during registration, contact the iQIES help desk at (800) 339-9313.
Once you receive your iQIES ID, submit your iQIES ID as well as your sites SFV email address to training@mumms.com and we will update your site in Hummingbird.
HOPE - Email Notification for SFV
HOPE notifications for SFV will be sent out via email. We would like to set up one email per site in order to efficiently notify sites. We recommend something along the lines of SFVnotification@{site}.com, HOPEnotification@{site}.com, or something similar. We HIGHLY suggest a mailgroup so multiple users receive the notifications.
Two email notifications will be sent:
- A status email will be sent once in morning.
- A system check will run every hour to see if a patient received status within an hour - this would trigger a separate email. This email would include all new additions along with all currently in that status. An email would send on the hour ONLY if there were changes.
Please submit your SFV Notification email address to training@mumms.com so we can get it added to your site’s details.
To get an iQIES ID, you must first create an account in the HCQIS Access Roles and Profile (HARP) system at https://harp.cms.gov/. You will then need to log in to HARP, set up your user profile, undergo remote identity proofing using personal information and a series of questions generated by Experian, set up two-factor authentication, and establish a username and password. Once your HARP account is set up, you log in to iQIES at https://iqies.cms.gov/ with your HARP credentials to request your specific iQIES user role for your facility.
Steps to Create an iQIES ID:
- Register for a HARP Account: Visit https://harp.cms.gov/register/profile-info to begin the registration process.
- Enter Profile Information: Provide personal details such as your date of birth and Social Security Number.
- Answer Identity Proofing Questions: Answer questions generated by Experian to remotely verify your identity.
- Create User ID and Password: Choose a unique User ID, password, and a security challenge question and answer.
- Set Up Two-Factor Authentication (2FA): After logging into HARP, follow the on-screen instructions to set up 2FA using a text message, email, or an authenticator app.
- Access iQIES: Log in to iQIES at https://iqies.cms.gov/ using your new HARP credentials.
- Request Your iQIES User Role: From the iQIES Welcome page, select "Request User Role"and complete the steps to associate your account with your specific provider or facility.
- Await Approval: Your role request will be approved or rejected by your organization's Provider Security Official (PSO). You will receive an email notification once your access request is approved.
Important Notes:
- PSO Requirement: At least one Provider Security Official (PSO) must be registered for each facility to approve user role requests.
- Email Address: Use your corporate email address for registration if available.
- Help Desk: If you encounter issues or receive an error message during registration, contact the iQIES help desk at (800) 339-9313.
Once you receive your iQIES ID, submit your iQIES ID to training@mumms.com and we will update your site in Hummingbird.
The MANIFEST widget holds a copy of all documents from C2. This includes a copy of all forms, problems, and orders completed in C2. To view or print these documents:
Expand the widget and select the C2 forms, problems, and/or orders to view. Click the printer icon and the items selected will open in the print dialog box. From here, you can open in PDF view or print selected items.
This widget also contains all SmartChart forms.
The QUESTIONNAIRES widget holds a copy of all forms completed in SmartChart.
To view or print these documents:
Use the toggle in the top right of the expanded widget, both in progress and completed forms are available to review. Simply click the gear and choose view to open the questionnaire. Once the questionnaire is open, you can toggle between read view and print view. Read view is what it looks like while completing the form, although it will be in read only mode. To print the questionnaire, click the printer icon next to the gear.
In addition to viewing and printing directly from these widgets, using the new PRINT ENTIRE CHART option from the main Print pop-up window will include both C2 and SmartChart documents.
What’s coming next for printing?
Coming soon there will be a print option for each visit in the patient visit log widget. This will allow the user to print all Forms, Orders and Notes, Tasks, and Measures completed on the visit.
You have asked and we have delivered!! You will soon be able to print an entire chart and watch the progress bar display the status of the print request as it processes each item. The largest charts should complete under one minute.
This service utilizes a new server-side printing that returns data in seconds, not minutes. It includes all items from the Manifest / Questionnaires / IDG Document widgets. It prints everything along with a table of contents!! Big improvements to print layout making documents easier to find and view, with the most notable improvements on the Certifications.
- EVVa shows how far the user was from the patient’s location when the visit was opened.
- EVVd shows how far the user was from the patient’s location when the visit was closed.
Multi-factor authentication (MFA) is a security process that requires users to provide two or more verification factors to gain access to an online account or application. It adds an extra layer of security beyond just a username and password, making it significantly harder for unauthorized users to access accounts, even if one factor is compromised.
Once a user has been configured for Multi-Factor Authentication (MFA), the following will pop up the next time they log into Hummingbird.
The user will need to use an authenticator of choice to set up a one-time pin (OTP) to log in. The site is responsible for determining which authenticator to use. Please note that only two are listed on the screen shot but most any authenticator will work.
If MFA is no longer desired by a user, THE SITE ADMINISTRATOR must request this be turned off by either emailing training@mumms.com or creating a ticket requesting this to be disabled. Individual users are not able to request MFA to be disabled. Users can submit a ticket if they lose their phone/authenticator or need it reset, but not disabling.
To request MFA configuration, site administrator can either email training@mumms.com or create a ticket requesting configuration for users. Please include the list of users to be configured.
Once MFA has been configured, the next time you log in, you will be prompted with a popup. Enter your OTP from the authenticator and click log in.
SmartChart has the following categories within the Emergency Preparedness Care Plan:
- Category I - Services require daily, e.g., diabetic unable to self-inject insulin, IV medications, sterile wound care to moderate or large amounts of drainage, elderly caregivers, oxygen dependent, no phone, lives alone, in high-risk environment, bed bound.
- Category II - Services could be postponed 48-72 hours without adverse effect on patient. Patients with limited needs and assistance who will require Special Needs Shelter during an emergency evacuation of the area. Cardiovascular and/or respiratory assessments asymptomatic at previous assessments. Caregiver available to assist with needs.
- Category III - Services could be postponed 72-96 hours without effect on the patient.
While there is a component to the categories that depends on whether the patient has family or other caregivers, the priority level has to do with when the hospice agency needs to get to these patients.
As far as whether the patient is bedbound, requiring oxygen, etc., you could have these situations in any category but, it would boil down to whether they are alone, with little to no support, in a facility or in their own home with round the clock family/caregivers, or perhaps medically unstable, actively dying, etc.
CMS doesn’t have a clear set of categories and while there isn’t a set national standard, it is suggested that best practice is a tiered approach to patient prioritization during emergencies. The National Hospice and Palliative Care Organization has suggestions. Individual agencies and organizations may adapt these levels to their specific needs and contexts.
NHPCO Guidelines suggest that Category or Level 1 is a High Priority. Care can’t be postponed, and these patients need contact right away. They require uninterrupted services because they are the most vulnerable. In the case of disaster or emergency, every possible effort must be made to see this patient. The patient’s condition is unpredictable and deteriorating. In other words, these patients may live alone or have no support system, have no phone, are not able to care for themselves, dependent on oxygen in home with no power or assistance, etc.
NHPCO Guidelines suggest that Category or Level 2 is a Moderate Priority. Care can be postponed up to a few days. The patient’s symptoms are managed at this time and services may be postponed and replaced with telephone contact without detriment to the patient. In other words, these patients will need follow-up but, they are stable, can either care for themselves and/or have a good support system.
NHPCO Guidelines suggest that Category or Level 3 is a Low Priority. Care can be postponed longer maybe up to a week. The patient’s symptoms are managed currently, and they have access to informal support to provide care. In other words, these patients can safely miss a scheduled visit if basic care is provided by family members, or other informal support, or by the patient themselves. The patients may be at home or in a facility with 24-hour caregivers.
Natural disasters are no fun, and neither is preparing for them. Being prepared is not only smart, but it could also save your life or the life of a loved one. The emergency preparedness section was located within the Safety/Selfcare Deficit Care Plan Problem. This has been moved to a stand-alone Emergency Preparedness Care Plan Problem. This information populates to the Emergency Preparedness Risk Level Report. Please note this report will update overnight.
Along with this change, another form has been added as well. For sites utilizing the AtRisk Registry, the AtRisk Consent is now available outside of a visit and can be signed online or printed for a hard copy signature and uploaded into DMS.
Not familiar with the AtRisk Registry? Over 10 years ago, in collaboration with Jamie Boudreaux, President of the Louisiana Hospice & Palliative Care Organization, we developed a software solution tailored to meet the CMS Emergency Preparedness Condition of Participation (§418.113). Since then, the software has become a statewide requirement, used daily by over 600 agencies across Louisiana.
If your site is not utilizing the AtRisk Registry and you are interested in more information, please reach out to crystal@atriskregistry.com
While visiting your patient you can open a visit on your smart phone and enter vitals and any needed progress notes. After you return to your computer, click the map pin and instead of opening a new visit, choose Document to Prior Visit.
This will open a different visit box that will show everything that was done on the prior visit.
Utilizing Dictation
Were you aware that dictation is a built-in function of your computer?? All you have to do is enable the mic in your computer’s settings, and you are ready to dictate!! This feature works great with all visits in SmartChart.
To dictate in the forms or progress notes, make sure your cursor is where you want it and click on your mic to start dictating!!
To enable voice dictation in Windows
Press the Windows key + H to open the dictation toolbar, then select a text field and start speaking. You can also enable voice typing through Settings -> Accessibility -> Speech. Detailed Steps:
Open the dictation toolbar: Press the Windows logo key + H. A small dictation window will appear, usually at the top or bottom of the screen, indicating it's listening.
Select a text field: Click inside a text box or document where you want to input text.
Start speaking: Begin dictating your text. Windows will convert your speech to text.
Punctuation and commands: You can use voice commands to add punctuation (e.g., "comma," "period," "new paragraph") or perform other actions.
Stop dictation: Press Windows key + H again or say "Stop dictation" to stop listening.
To enable voice dictation on a MacBook
Navigate to System Settings (or System Preferences in older macOS versions), then go to Keyboard, and finally click on Dictation. From there, you can turn it on and choose your preferred settings, including the shortcut for starting dictation. Here's a step-by-step guide:
Open System Settings/Preferences: Click the Apple icon in the top left corner of your screen and select "System Settings" (or "System Preferences" in older macOS versions).
Go to Keyboard settings: In System Settings, scroll down and click on "Keyboard". In System Preferences, click on "Keyboard".
Locate Dictation: Look for the "Dictation" tab or section.
Enable Dictation: Toggle the switch to turn Dictation "On".
Choose a shortcut (optional): If you want to customize the shortcut for s
To help sites better manage this we now have an option whereby Hummingbird will auto-reject referrals still active after a specified number of days.
To take advantage of this new feature simply reach out to support to have it turned on and to set your time frame for the auto rejection.
Please note: If auto-reject is enabled, by default, referrals will be auto rejected on day 6 from the referral date, but this timing can be set to whatever you’d like.
Did you know the bottom of the INA shows the timestamp and username of who approved the record and marked as CMS Accepted?
There have been many SmartChart enhancements to provide all clinicians with an easier and more efficient workflow for recording Progress Notes via the widget.
- You don’t have to be in an open visit to enter progress notes in the widget. Therefore, whether you are or aren’t in an open visit, you simply go to the Orders & Progress Notes widget to record your note.
- If entered while on a visit, the note will automatically become part of the visit, and visible in the visit log widget. No need to go looking for it.
- Progress Notes entered in the widget can be tagged to numerous other areas of the chart, including IDG.
- When searching for a note to view/print, simply go to Print the Chart and select Progress Notes. You can also specify the date or a date range to narrow the search.
- Progress Notes can be entered in the widget via the HB Mobile app, and can be done while on or off line.
- Progress Notes can be entered in the widget via the HB Mobile app using dictation.
- The Orders and Progress Notes widget provides efficient access, in chronological order, of all Notes and Orders without having to go through multiple forms.
- Can have the widget open and be recording notes while also working on any other form or widget within SmartChart.
Tired of continuously having to update standing orders just for PRN visits?? Now with Visit Frequency Orders, everything is in one place and quick and easy to use.
See the tipsheet for more information or email training@mumms.com to schedule a walkthrough.
Did you know you can add a photo of your patient to the demographics header? It is super quick and easy!! Having a picture of the patient on the chart is another way of confirming you are charting on the correct patient. Make sure the consent to photograph clause is in the signed legals before photographing your patient.
To add a picture, take a photo of the patient using your smartphone or tablet. Open the photos app and choose the picture and hit share. You are going to share to the HB Mobile app - you may have to choose the three dots to navigate to the app. This will open the HB Mobile app to the patient list where you can choose your patient. The picture will then be added to the patient demographics header.
Downloadable PDF
New and improved Visit Frequency orders are coming soon! All disciplines can have their frequencies and PRN status updated within a single frequency order. Please note...PRN has been removed from the Patient Standing Order and now is available for selection in the Care Plan Visit Frequency widget.
See tipsheet for more information.
Did you get called away for an emergency while you were charting?? Did you finish submitting your visit?? There is a quick way to find out. Open the Patient Visit Log Widget in the patient’s SmartChart. If the circle is yellow, the visit is still in progress. If the circle is green, the visit is complete.
Can’t remember what patient you were charting on?? Easy peasy!! Go to the Visit Summary Widget on the Clinical Dashboard (the medical building icon in the bottom drawer) and click on your name. This will open the Visit Log so you can see all your visits for the selected timeframe.
CMS has again posted their rules for electronic signatures, and the requirements state clinicians must have their credentials included as part of their signature. To avoid any issues, make sure all person records for clinicians contain their credentials.