Adding And Setting Up A Client

Completely setting up a new client requires at least two steps: Entering basic client information and adding a Preauth Request. Once these two steps are accomplished other chart items can be entered for the client. Usually within three months of being admitted a moderate complexity assessment and moderate complexity service plan is entered for a client. "Moderate complexity" basically means "initial" in this context.

Enter Basic Client Information

After logging in click the Clients main menu option on the left hand side of the screen.
Click the New button.
Enter all information about the client in at least all the required (red) fields and click save. Do not leave the page.
After you successfully save the client the first time you will be able to enter additional information in the sections under the Save button.
Add a client program. Use the dates 01/01/1900 and 12/31/9999 for the dates in this field. Then use the back button to get back to the Client page.
Add a client facility.
Add a Client User. This is a very important step, because only the users that have been added to the Client User section or administrators can find the client again once you navigate away from the page.
Add a client payer by adding information to at least all the required (red) fields and click save. Navigate back to the client page by clicking on the client's name under the Clients main menu option on the left-hand menu.
This client has now been entered into the ChartCaddy system.

A video about this is available here: https://workdrive.zohoexternal.com/external/5872fc65e35d15b17e5ba1220ad43efaf5450780225ebc4f38987bafcc7df60e

Add a Preauth Request

From the current page (Client Information), click View Chart.
Click the Add Chart Item button.
Double click on the PreAuth Request option in the list of services below.
Verify all information is correct on the main "PreAuth" tab (located at the top of the page), and make sure all of the required (red) fields are filled in. For payers other than the OKHCA you can set the Plan Duration to 12 months if you like. To better understand what all the dates mean, visit this help article on Common Date Types. When you are satisfied all is correct, push the Save button.
Now fill in any relevant information under the PreAuth Core tab (located at the top of the page). For payers other than the OKHCA all the fields on this tab are optional. Save your changes.
Click back to the main tab, then change the status of the Preauth by clicking the dropdown menu and choosing Completed, then save.
A helpful message will appear at the top of the page about the ExpiresDate being updated. This is a good sign. The page will also now have a white box for contact signatures in the middle. Type into this white box your ChartCaddy password in order to sign the document, and click the Save button below.
If you are an administrator click the Status drop down menu at the top again and choose Approved, and click the Save button to the right.
If you are an administrator click the Status drop down menu again and choose Final, and save it again with the button to the right
Your basic PreAuth is now complete. It's okay for the sections below to be empty. You're done!

A video about this is available here: https://workdrive.zohoexternal.com/external/e51248de998f0cb9c6348e98386f0b5884865c3574ac1abb3baa7651f8fa7ff0

Optionally add a Moderate Complexity Assessment and Service Plan

Click Add Chart Item.
To optionally add an assessment double click on the Moderate Assessment option. Fill out the main tab, click Save, and then fill out and save any other tabs. When done update the status on the main tab and click Save. When done click View Chart, and start over at step 1.
Double click on the Moderate Complexity Service Plan option.
Fill out all necessary information on that page. The duration should be 6 months and the level should be 1 through 4. Click Save.
Select the Plan Core tab, and fill out at least all required (red) fields. Click save. Please note, if the client is under 18, the section with the drop down menu that says "Has SMI" will require you to select N/A. If the client is an adult, the section that says "Has SED" will require you to select N/A.
Select the Plan CAR tab, fill out at least all required (red) fields. Click save.
Select Plan Addiction and fill out necessary information and click save.
Select Plan Addendum, fill out necessary information and click save.
Select Plan Summary, fill out necessary information and click save.
Select Plan Goals. Add your problems, objectives, and services by using the Add buttons where appropriate. The Add button for the objective is on the goal, and the Add button for the service is on the objective. Please note that all problems must have at least one objective and all objectives must have at least one service.
Scroll down on the plan goals page to Other Plan Services. If a low complexity service plan line does not already exist, click add and add a low complexity service plan. Click save. This is also the section you add services that do not require an objective like testing, assessments, travel, and interactive add-on.
Return to the Plan tab, and click save. Once it has been successfully saved, begin changing the status just like you did for the Preauth Request. If you have missed some sections, you will get error messages and it will not move to the next stage. The error message will say what the problem is so that you can find it and enter the required information and then try to change the status again.

NOTE: Once your preauth request or service plan is in Final, you are ready to add progress notes by using the Add Chart Item button on the main page of the chart.