What is eICare?

eICare (Electronic Integrated Care Coordination System) is an end-to-end solution for client care planning and tracking. It allows you to capture, track and monitor all aspects of client interactions and wellness progression utilizing an array of standardized tools which includes Assessments, Care Plans, Case Conferences, Progress Notes, Reporting, and more.

Key Icons

Knowing the following navigation tips will be helpful as you learn to use eICare:

* (Asterisk) Required field

 (Plus sign) Adds a new entry. e.g., adds a new progress note 

 (Edit) Edits the associated feature

 (Delete)Deletes the associated feature

  (Spell check) Checks spelling in some text fields

 (Filter box) Start typing in order to filter according to that category
(e.g., typing “Ste” under First Name will show Stella, Stephen, etc.)

Home Screen for logged in users

Navigation:  

Login > Home

How to Log into eICare

You will find eICare at a custom URL for your care hosting website, as in http://youreICarehostingsite/login.aspx

eICare is best used with Google Chrome. Using other browsers may cause a less satisfying experience.

The Homepage

The Homepage has three tabs, i.e.:

Dashboard

The Dashboard will show you a snapshot of your client’s information, assigned tasks and/or your items awaiting to approval in your document list.

Alerts

If your assigned client has a BXRHIO/Healthix message, you will see it as an alert upon signing in, as shown in the image below:

My Clients

The My Clients section shows you information like assigned client IDs, names, contact information, assessments, service plans (care plans), and other program specific information.

Document Status

Document Status shows the status of all documents (i.e. whether it’s past due , upcoming, or awaiting approval etc.) By filtering a specific  user from the dropdown a supervisor  can see that user’s documents.

My Task

My Tasks shows all of the tasks that have been assigned to you. Using this tab, you can stay aware of pending items such as reassessments and follow-ups. You can create tasks for yourself or assign them to others.

Each task requires a subject, assigned worker, and start and due dates. You can also add a description, relate it to a specific client, report the status (progress), attach a priority (low, normal, or high), and add a reminder for a specific date and time. Any reminders will pop up as a new window when the user is logged into eICare.

Create task

To create a task, click the plus sign to add a new task.

• Enter the name of the task in the Subject line.

To assign the task, click the box next to Assigned To

1. Search for the relevant worker(s) and check the box next to their name
2. Then click Close.

You can add a short description of the task in the field.

You can also relate the task to a specific lead or client

1. Click the box next to Related To
2. Select Lead or Client,
   1. Click the arrow on the next box and search for the specific client,
      1. Check the box next to their name and click Close.

Click the box next to Start Date and select the earliest date that the task might be completed. (For example, if a reassessment must be completed sometime during July 2018, select July 1, 2018.)

1. Click the box next to Due Date
   1. Select the latest date that the task might be completed on time. (In this example, select July 31, 2018.)

To add a reminder, check the box next to Reminder and click the arrow.

1. Select the date for the reminder
   1. If you want to set the reminder for a specific time, highlight the time (default is 12:00 AM), type in the desired time, and press Tab. (Note: if you press Enter, the Search screen will appear and you will lose your work.)

Update the status of the task.

Click the box next to Status.

• Select whether the task is:
  • Not Started
  • In Progress
  • Waiting on Someone Else
  • Deferred
  • Completed

To change the priority,

1. Click the box next to Priority.
2. Select
   • Low,
   • Normal
   • High.

Items to Approve

Items to Approve (at the bottom of the Home screen) shows any documents submitted to you for approval. These documents are also sent to your email (i.e. if you are a supervisor).

In eICare, users will receive email when:

• Document is submitted for approval
• Their document is approved or rejected
• They have been assigned a client by another worker
• Other users would like to communicate within eICare

Calendar/ Scheduling

Calendar will show you your client’s appointment for that month, week, or day according to your selection. The background color indicates whether or not the client showed up for that appointment.

You can also make appointments for  any client if you have access to that function. To do so, double click on calendar; you will see the event screen show up. Once you save that event you will be able to see, as in the above image.

Viewing recent clients

On mouse hover of recent clients button allows faster access to your 10 most recent Clients

Searching Client/Lead

eICare offers two search options:

You can enter the individual’s first or last name in search box and click Search

Or go to Client/Leads list and type the individual’s first name, last name, client ID, date of birth , SSN, etc. to find your client or lead.

What is a Lead?

Definition: A lead describes a person who has not been officially enrolled as a Client. In short, a lead is potential client.

How do I navigate  to the lead page?

There is two way to go to lead page:

You can enter the individual’s first or last name in search box.

Leads are listed alphabetically. Click on the first letter of the individual’s first or last name and scroll through options. (For more detail please check viewing and searching client or lead section)

Lead List

List all the active Leads in eICare.

Filter and Sorting are available for  all the columns. User can also filter leads by title index, or lead name.

Navigation:

Login > Home > Menu Item Lead > Lead List

Create Lead

To create a new lead at the top of Lead List page:

1. Click the “New Lead” button
2. Fill in as much information as available. At a minimum, basic demographic information like name, Race, Ethnicity, and Primary Language are required to create a new lead.
3. Scroll down to the bottom of the page and hit Save.

Navigation

Login > Home > Menu Item Lead > Lead List > New Lead

Convert Lead to Client

Once an individual has been successfully saved as a lead, you can easily change them to a Client.

Simply click the “Convert” button at the bottom of the page.If you do not see the “Convert” button, double check that the individual was saved as a Lead, and that you have permission to convert.

Once you convert lead you will be redirected to the client detail page. The information entered on the Lead page will auto-populate the Client Detail page.

Navigation

Login > Home > Menu Item Lead > Lead List >Lead View

Viewing Client Detail

View all the information such as insurance info, client demographic info, emergency contact etc. for your  Client.

There are three ways to view your client’s information:

1. Navigate to client list page and type client info like name, SSN, birth date etc. and then Click on blue ClientID from the List. You must click on the ID or
2. From home page type client id or name in search box.
3. Hover your mouse  on Recent Client button. This allows you to view and access the last ten clients you’ve worked on. (For more detail please viewing or searching clients/lead section).

Navigation

Login > Home > Client Detail

Editing Client Details

Update Client Information

Navigation:

Login > Home > Menu Item Client > Client List > Click on Edit icon next to the corresponding Client ID.

User can add/modify any Client related Information.

Referral List

Whenever a client is referred to a program you will see this list. You can also refer the client to another program according to client’s needs.

List all the referrals made for a client.

User can add/edit/delete/view the details for referral as per the permission provided.

Add/Update Client Referrals

Create a new referral for a client.

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client > Referral Tab > Add icon

To Add Referral

• Go to Referral tab
• Add in new information
• Click Update at the bottom of page

The user can add new Referral information for a client.

Program Enrollments

The user can view all the Program Enrollments for a specific client.

Navigation:

Login > Home > Menu Item Client > Client List > View/Edit ()> Program Enrollment Tab

List all the Program Enrollments for the client according to logged in user's access rights.

Add/Update/Create New Program Enrollments for a Client

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client ()> Program Enrollment Tab > Add icon ( )

Once you have clicked the add icon, complete the program enrollment form.

Click update to save the new enrollment details.

User can add/edit/delete/view the details for program/group enrollments according to the permission he/she has.

View the list of all the Assessments created for the client.

Navigation:

Login > Home > Menu Item Client > Client List > View / Edit Client ( ) > Assessment Tab

• List all the Assessments for a particular client.
  • User can add/edit/delete/view the details for existing assessment (dependent on  system permission he/she has)
  • User can amend an assessment in case any changes are (dependent on based according to the system permission he/she has).
  • Assessments can be printed, and sorting is available on all columns.

Create Assessments

Add new Assessments for your client:

An Intake Assessment is created automatically, by default, once the lead is converted to a client, and typically requires supervisory approval prior to enrolling client into a program. *Although the Intake is auto-created, it still requires completion and submission by the end user.

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client () > Assessment Tab > Click new assessment button

After you clicked new assessment button then you will see pop up to select assessment.

Select assessment type and press go button to redirect to new assessment page for selected assessment type. *Note: Select program assessments will appear in dropdown ONLY for those programs in which the clients is enrolled.

View the list of all the Service Plans created for the Client.

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client > Service plans Tab

Add/Edit Service Plans

Create/Update Service Plans for the client.

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client > Service Plan Tab

To Add Service Plan Information

• Go to Service Plan tab
• Add in new information
  • Add or update goals
  • Create Tasks
  • Import an old Service Plan
  • Add Progress and Intervention
• Click save at the bottom of page

Notes

View the list of all the Notes created for the client. The Notes tab can be utilized in conjunction with a Progress Note, as a less formal way to collect information.

*Check with your supervisor to see how you should utilize the Note option.

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client  > Notes Tab

Add/edit Client Note

Create new note for a Client.

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client   > Notes Tab > Add icon

To Add Note

• Go to Notes tab
• Add in new information
• Click Update at the bottom of page

User can create/update note for a Client.

Attachment

View  all the Attachments uploaded for the client. Attachments are uploaded from saved files on your computer, and can include signed consent, past medical records, or any other necessary information relevant to the care of the client.

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client > Attachment Tab

How to upload a new Attachment

Upload new attachment for a Client.

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client   > Attachments Tab > Add icon

To Upload Attachment

• Go to Attachments tab
• Choose file and upload the saved attachment from the folder on your computer.
• If it’s a consent form, select consent type from file type option and select the date client signed consent.
• Click Update at the bottom of page.

Case Conference

View the list of all the Case Conference for the client.

Navigation:

Login > Home > Menu Item Client > Case Conference List > View/ Edit Client  > Case Conference Tab

Add/edit Client Case Conference

Create a new Case Conference for a client.

(This is used for collaborative client care)

Navigation:

Login > Home > Menu Item Client > Client List > View/ Edit Client  > Case Conference Tab > New Case Conference button

To Add Case Conference

• Go to Case Conference tab
• Add in new information
• Click Update at the bottom of page

Add/Edit/Delete Alert

Insert/Update/Delete an alert in the application.

Navigation:

Login > Home > Menu Item Admin Setup > Alerts > Profile > Add a Profile by clicking on  button on Profile List screen OR For Leads Edit a Profile by clicking onicon in Action column

Administrator can set the profile to be real time OR can schedule the alert.

• When set to Schedule, Administrator will need to define Reminder Time (Before/After/On) as well as number of days.
• Alerts can be defined in two modes either Alert OR email OR both.
• Click on Update button to save a profile OR Cancel button to cancel the operation.
• Administrator can also delete any profile by clicking on  icon in Action column.

Lists all group notes for the client in the system.

Navigation:

Login > Home > Menu Item Client > Group Activities/Notes

View  all the Group Notes for the Programs to which the user has access.

• User can Add/Edit/Delete/View/Print Group Activities/Notes.
• User can upload any file that is related to that group
• Sorting is available on all the columns.

Add/Update group activity

Navigation:

Login > Home > Menu Item Client > Group Activities/Notes

Group Progress Note

Lists all group notes for the selected  client. Once you enroll your client into group you will be able to see that client in the client group enrollment tab.

• Select the program

• Add required time/date details

• Select clients from the left box to add to the session’s group attendance on the right

• Add attachments, if necessary

• Save note

Navigation:

Login > Home > Menu Item Client >Group Progress Note

eICare comes populated with over 150 useful reports, and it is possible to create more custom reports as well.. If you regularly need to produce the same type of data, and you cannot find a report to pull that data, talk with your administrator  about the possibility of adding a new report for your program.

Once the report has been run, you can browse through pages using the arrows.

• Search the results using the Find Box, and then click the Next button. To return to the full report, click Back Arrow.
• You can sort the results by clicking the Up/Down Arrows next to any of the headers.
• Most reports have a (Save button icon) icon to allow you to export the report in various formats, including XML, CSV, PDF, and Excel.

Navigation:

Login > Home > Menu Item Report >

Basic Lead Report

Displays a list of leads along with who created the lead, who converted  them to a client, lead source, and other information:

• User can filter lead based on created date, converted date, lead status, lead source etc.

Lead Client Enrollment Report

Displays a list of leads who have been converted to clients, along with program enrollment and referral information:

• User can filter lead based on created date, converted date and program.

Organizational Profile Report

Displays referral partners names, their address, emails, phones, contacts, created by etc.:

Progress Note Report

Allows you to view the details of progress notes according to dates, programs, encounter types, and other criteria.  (You are not able to see the text of the note itself):

“Created Date” refers to the date that the note was created. To use this field, uncheck the box next to “NULL” and select a date.

Client Detail Report

• Displays details (such as Name, DOB, SSN, program) of clients;
• Searches based on start/end dates, program, complexity, and assigned worker

Referral Activity

• Displays referral details of clients based on referral date, referred from/to, and case status

Gift Card

• Displays a list of clients who have received gift cards
  • Search by card date, worker or department issuing card, client’s case worker, and card type (Metro, gift, etc.)
  • Displays number and amount of gift cards

Service Plan Report

• Displays a list of service plans
  • Can filter by date service plan was created, dates of the plan, or target dates
  • Filter by program, service plan type, worker, approver, or client ID

Assessment Report

• Displays a list of assessments completed
  • Filter by creation date, assessment type, program, worker, approver, or client

Client without Encounter Report

• Displays a list of clients who have not had encounters during a specified time period

Reassessment Report

• Displays a list of assessments completed
  • Filter by creation date, assessment type, program, worker, approver, or client

Client Insurance Detail Report

• Displays insurance information about clients
• Filter by active clients, program, and insurance company

Multiple Program enrollment Report

• Displays a list of clients who are enrolled in multiple selected programs
• Select as many programs as you want; report will display only clients who are enrolled in all checked programs

Encounter Count

Displays a list of clients and the number of encounters during a specified period

Breaks out number of encounters by encounter type (face to face, phone, etc.)

To specify a range of dates for program start and/or end, uncheck the box next to NULL and select the dates

Filter by active clients, program, activity code, encounter type, or worker

Client Demographic Detail Report

Displays demographic information (race, gender, DOB, insurance, etc.) of clients

Filter by active clients, program, department, complexity, worker, or home state

To filter by start or end date, uncheck the box next to NULL

To filter by birth date, uncheck the box next to NULL

Client Without Assessment Report

Displays list of clients who do not have a completed assessment

Filter by active clients, program, and assessment type

To filter by program start date, uncheck the box next to NULL

My Clients Details Report

Displays the list of clients assigned to you, along with DOB, SSN, Medicaid Number, and Cell Phone

My Tasks Details Report

Displays details of tasks assigned to you

Client HIV Status Report

Display client detail like client ID, client Name, gender, race, ethnicity and Clients HIV Status.

Navigation:

Login > Home > Menu Item Report > Client > HIV status

User can filter clients based on case manager name, program name, complexity or HIV Status

New Client

Displays a list of new clients based on Date range.

MCO Report

Displays the Managed Care information for clients

User can filter clients based on program start date, program name, MCO etc

Client Diagnosis Report

Displays a list of medical diagnoses, along with diagnosis date and ICD 9 code

Can filter based on program, active clients, and diagnosis date.

Latest Service Plan Report

Displays a list of the most recent service plan, along with related information

User can filter clients based on program name, service plan type, etc.

Latest Progress Note Report

Displays a list of the most recently completed progress notes.

User can filter clients based on program name, encounter type, service description, etc.

User can view their client information based on their permission.

User can filter clients based on worker, department, active client etc.

Group Activity

Group Activity Detail Report

Display client’s basic information (client ID, name, group name, case worker, etc.):

Navigation:

Login > Home > Menu Item Report > Group Activity > Group Enrollment Detail

User can view their client information based on their permission.

User can filter clients based on group name, range of group start date etc.

Group Enrollment Detail Report

Display client’s basic information (Client ID, name, group name, etc.)

Navigation:

Login > Home > Menu Item Report >  Group Activity > Enrollment Detail

User can view group information based on their system permissions

User can filter clients based on group name and/or program.

System Admin

System Administrators can create and assign profiles, manage master tables, and complete a number of functionalities designated only for the agency or program administrators.

Managing users

System Admin can give permission, disable any user when user leave the company, change department etc.

Users List

View a list of all the users in the system

Administrator can import new user details from Active directory by clicking on the Active Directory button.

Administrator can create new user by clicking on the New User button

Administrator can edit/Delete/view the details for existing Users.

Administrator can also search for the User by Title Index

Add Users:

To add new users:

1. Click on  to create new user information:

A “User Information” screen will show up:

Complete all fields in “User Information”
Select all relevant or allowable programs

Approver mapping is when one case worker has a different approver based on the document type for his/her works

Click on to import new user details:

Edit User

Edit a user

Navigation:

Login > Home > Menu Item Admin Setup > Manage User > User > Edit (icon in Action column)

• Administrator can set basic user details such as first/last name, email, department, division, role, etc.
• Administrator can set the Profile/Permissions/Manager/Active status and other required details
• Additional Approver can be set for approval, in case manager is not available for document approval
• Administrator can set different approvers for various approval types like Service Plan, various Assessments types, etc.

To edit existing users:

• On the “User List” screen, click the edit icon  in Action column
• A “User Information” screen will show up:
• Make necessary changes on the fields on the “User Information” screen
• Save changes by clicking on button.

Delete User

Delete a user by:

Login > Home > Menu Item Admin Setup > Manage User > User > Delete a User (in Action column)

• Administrator can delete the user by clicking on OK button.
• Administrator can cancel delete operation by clicking on Cancel button.

Profile

In eICare the profile is used for user permission. To give user permissions to functionalities on ascertain page or program, go to profile and give access.

Only the System Administrator can access profile setting.

Administrator can add, edit, and delete the profile.

Navigation:

Login > Home > Menu Item Admin Setup > Manage User > Profile

This will take you to profile list page.

Once you are in profile page to create new profile click new profile button.

To edit profile click editbutton and once you did this you will redirect into profile new page.

You can grant permission by going to each tab then page you went and check.

Approvals

Assigned managers who have been given authorization privileges can approve or reject documents submitted by case workers.

If you are logged in as a supervisor and have been given the required permissions, you will be able to see a list of all approvals submitted by users, and their status (i.e.-approved, pending, etc.)

Supervisor can go to each document by clicking link.

Supervisor can approve by clicking or reject by clicking which will bring you to the  comment page.

After clicking Approved or Reject button the case manager will receive email about that document, and what changes need to/don’t need to be made.

Merge client

Users can merge client’s charts that may appear as duplicates.

Once you put both ID numbers under ClientID to remove and ClientID to Keep and click List objects from client to remove button.

The user can designate which items to delete from the client’s chart, and  all remaining data that belongs to that client will be merged into one chart by clicking merge button.

Navigation

Login > Home > Menu Item Client> Merge

In eICare you can do billing information.

Navigation: 

Login > Home > Menu Item Billing > Select your program

Once you select the program and week start date it will pull all client list with their enrolled program from that you can enter the data and it will automatically save the data.