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In this issue:
AWARDS U - Tickets Now on Sale!
COVID-19 Response Updates
FootholdConnect Events
HIPAA / Security Notes - Zoom Security
What's New in AWARDS
Tip of the Month - Client Alerts in AWARDS
AWARDS U 2020 - Tickets Now on Sale!
AWARDS U is back on July 9th 2020 and tickets are on sale!
This year's conference will be fully virtual meaning you can access all of the sessions from the comfort of your home or desk. With so much going on in the human services space - with changing regulations, shifting expectations, and now a public health crisis - we're dedicating this year's conference to helping you see clearly in 2020. For more information about this year's conference, click here.
Our ticket structure has changed to reflect the virtual format, which makes it easier for more of your staff to attend. After all, when your staff become better AWARDS users, it's a win-win for your agency and the individuals you serve.
NOTE: If you are purchasing a multi-pack option, a list of staff names and email addresses for all expected attendees must be provided to Foothold Technology once your purchase is complete so that all attendees can be registered for the event. A form link with further instructions will be provided in the "About Your Tickets" section of your purchase confirmation email.
Click Here to Purchase Tickets
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Foothold Technology continues to prioritize our COVID-19 response as we work to ensure that AWARDS continues to be the available and trusted resource you need it to be. As part of these efforts, we've made - or are in the process of making - some important functionality changes that will allow you and your staff to be as responsive and nimble as possible in this ongoing environment of change.
Emergency Billing for New York State - PROS, ACT, and Adult HCBS
New emergency billing requirements have been released with a retroactive effective date of March 7th. Applying these requirement changes to AWARDS has been our top priority. Read on to learn more.
PROS - We have updated the logic used to generate invoices in BillingBuilder to bill under the emergency rules. We are currently working on modifying the PROS Summary Record of Service Report as well. Other AWARDS changes to consider with regard to these billing rules are as follows:
Outreach Attempt Unsuccessful - Outreach attempts can count towards billing; if you haven't done so already, send a request to the Help Desk to have this service type added to your PROS program.
Minute Increments - You may also want to ask the Help Desk to adjust the minute increments in your progress note duration to 1 minute, which will enable staff to document services shorter than 5 minutes.
Billing Rates - Agencies using systems or services outside of AWARDS to process their billing claims (such as Millin or BTQ) normally do not maintain their billing rates in AWARDS because they don't need to include invoice amounts in their export files; however, in order for AWARDS to determine which set of rules (regular or emergency) will maximize the revenue for each client, you will need to update your Billing Rates in AWARDS even if you use a different system to generate your claims.
Want to learn more about PROS emergency billing? Check out the following resources:
Emergency PROS Billing Guide - AWARDS Information Sheet
Emergency Billing for PROS in AWARDS - FootholdConnect Webinar Recording (59 min) - April 22nd
ACT - We are working to put these billing changes into development so they can be ready for use soon. In the meantime, the emergency billing documentation guidelines are as follows. AWARDS is not yet ready to bill for services under these emergency billing rules, but your staff can begin documenting those services now.
The minimum duration of contact for billable notes is 5 minutes.
Progress notes do not need to be service plan linked. If documenting a service that's not on the service plan, use the "General Chart Note" or "Collateral Contact" note types.
Services provided while a client is in the hospital can be counted towards billing.
Services billed using these emergency requirements will report the CR modifier code in the 837 claim file.
To bill with the telehealth modifier use the "Telehealth" contact method.
We'll provide an update as soon as we are ready to deploy the new ACT emergency billing rules in AWARDS. For more information on emergency ACT billing in AWARDS in the meantime, please reference the following information sheet.
Emergency ACT Billing Guide - AWARDS Information Sheet
Adult BH HCBS - We are also working to determine what changes will need to be made for Adult HCBS billing. As of now, we don't anticipate major changes to the service documentation. We will be in touch as soon as we have more information.
New Telehealth Option for Group Notes
AWARDS group notes have been optimized to allow for the documentation of participation by telehealth when needed. Check out the details under What's New in AWARDS, below.
Zoom Integration Underway for a More Seamless Telehealth Experience
Zoom integration with AWARDS is coming soon! Using this integration, AWARDS users will be able to - with a single sign-on - allow providers to conveniently and securely start meetings without leaving AWARDS. Check out the details under What's New in AWARDS, below.
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For more information on upcoming FootholdConnect events, please go to FootholdConnect on the AWARDS Home screen's navigation bar, or visit the Upcoming Events page of the Foothold Technology web site. And don't forget... If you've missed any recent FootholdConnect events, you can access the recordings for those in Online Help here!
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Have Concerns About Zoom Remote Meetings? We Have You Covered...
As you know, Foothold Technology takes security seriously and has made protecting your data a cornerstone of our business. As part of our security initiatives, we keep an eye on current security issues and trends, including the recent increase in security concerns related to the use of Zoom and other online meeting applications. Our research has given us confidence that Zoom has been proactive in acknowledging and remediating identified vulnerabilities. As with all web-based applications or communication methods though, a significant part of the responsibility lies in the users' hands - whether in the form of taking advantage of available security settings or simply being vigilant. Here are some of the specific precautions Foothold has taken to ensure that you can be confident in our ongoing use of Zoom:
We utilize a paid Zoom account and have a BAA with Zoom to make sure that it is a HIPAA-compliant meeting solution.
We keep the Zoom application up to date on all of our machines to take advantage of security updates as soon as they are released.
We utilize recommended Zoom security settings, including requiring the use of passwords to access meetings and using meeting waiting rooms.
We change our Zoom account passwords regularly and make sure those passwords are securely communicated to staff.
We encourage all Foothold staff and the customers with which they interact to not click links in Zoom chats.
In fact, with the availability and use of these security considerations as well as plans for ongoing development, Foothold is so convinced of Zoom's security work that we are integrating its video conferencing technology into the calendar and other parts of AWARDS. (Check out the COVID-19 Response Updates above for details.) If you are selecting a video conferencing solution for your organization, we suggest you keep that in mind as it will smooth any transitions in the future.
For more information on Zoom's security work and practices, along with how you can use Zoom as securely as possible, please visit the Security page of Zoom's website: https://zoom.us/security
TIP: Some of the Zoom security measures we've implemented and detailed above can result in extra administrative time on the part of the meeting host - for example, having to approve people joining a meeting. Please take that into consideration when you're joining a meeting or event remotely - whether with Foothold staff or in any other setting - and be sure to arrive on time!
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As we have done in previous months, we are continuing to make available a new set of useful features and functions to users of AWARDS. As always, this round of upgrades is provided free of charge to all AWARDS users and is described below. If you have any questions, please feel free to reach out to the Help Desk. We hope these enhancements improve the way you use AWARDS and provide services!
Deployment Date: 5/6/20
Clinical Quality Measures - 2020 Update
Foothold is applying the 2020 annual update to our Electronic Clinical Quality Measures for both logic and value sets. Under Outcomes > Meaningful Use Dashboard > Quality Measures Report, the updated measures will be listed in the version library as 2015 v2. While it's likely these measures will be included in future certification work, the 2015 Edition is the latest version of Federal CEHRT.
The updated library of measures includes:
CMS2v9 (NQF 0418e) - Screening for Depression and Follow-Up Plan
CMS68v9 (NQF 0419e) - Documentation of Current Medications
CMS69v8 (NQF 0421e) - Body Mass Index (BMI) Screen
CMS128v8 - Anti-depressant Medication Management
CMS137v8 - Initiation and Engagement of Alcohol and Other Drug Dependence Treatment
CMS138v8 - Tobacco Use: Screen and Cessation
CMS156v8 - Use of High-Risk Medications in the Elderly
CMS159v8 (NQF 0710e) - Depression Remission at Twelve Months
CMS161v8 (NQF 0104e) - Major Depressive Disorder
CMS165v8 - Controlling High Blood Pressure
CMS177v8 (NQF 1365e) - Child and Adolescent Major Depressive Disorder (MDD): Suicide Risk Assessment
For more information on the specific logic and data elements required by these updates, please refer to the eCQI Resource Center website. For more information on the data elements required by the Clinical Quality Measures in AWARDS, click here.
E-Prescribing - New Training Films Available!
Looking to learn more about AWARDS E-Prescribing functionality? Check out our new training film series!
E-Prescribing - Completing Registration for EPCS Prescribers by Administrators (3 min)
E-Prescribing - Creating Active Medications (4 min)
E-Prescribing - Creating Prescriptions from Other Parts of the Dashboard (3 min)
E-Prescribing - Full Training (1 hrs 18 min)
E-Prescribing - Sending a Prescription (5 min)
E-Prescribing - Setting Default Pharmacies (3 min)
E-Prescribing - Working with Drug-Related Allergies (5 min)
Group Notes - New Telehealth Functionality
To accommodate documentation needs when utilizing telehealth in a group setting, the following set of optional enhancements has been made available and can be turned on in your AWARDS database by request. Using these enhancements, group notes can be documented to reflect any combination of in-person and telehealth attendees as needed.
Group Notes Data Entry - Telehealth Option for Attendees - Adds a Telehealth checkbox for each attendee specified as present in that group during group notes data entry. To indicate that an individual attended the group via telehealth, simply check off this new option during the group note data entry process. The checkbox is available for attendees of both scheduled and unscheduled groups in programs of the type for which the enhancement has been turned on.
TIP: When writing a note for an unscheduled group, the Telehealth option only displays for individuals checked off as having attended. When writing a note for a scheduled group, the Telehealth option only displays if the expected attendee is marked as "Present." (Individuals who are not scheduled attendees can be checked off as attending via telehealth by clicking Show Full Program Roster to Expand Attendance and checking the appropriate names, at which point the Telehealth option is automatically displayed for those individuals.)
Group Notes Reporting - Telehealth Data Variable - When the group notes telehealth optional enhancement is turned on, an equivalent Telehealth data variable is available in related reports throughout AWARDS. Specifically, in the Group Notes ReportBuilder, Group Notes Report, Service Contacts ReportBuilder, and when merging group notes into the Progress Notes Report.
BillingBuilder - Telehealth (Group Notes) Procedure Option - When the new Telehealth option is enabled for group notes data entry as detailed above, you can also link it to billing procedures as a requirement for billing those procedures. Specifically, to create this linkage, a new Telehealth (Group Notes) drop-down option is available on the second screen during billing procedures setup. By default, the drop-down selection is blank, meaning a group note for a client will be billable regardless of whether the new Telehealth checkbox is selected.
To have the Telehealth option for Group Notes turned on, along with the equivalent reporting and BillingBuilder options (when applicable), please contact the Help Desk. Note that this enhancement is set by program type, so please specify which types it should be turned on for when submitting your request.
For more information on group notes data entry in AWARDS, click here. For more information on all telehealth-related functionality in AWARDS, see our COVID-19 Response Center.
COMING SOON - Zoom Integration for Telehealth
Foothold is in the process of integrating Zoom into AWARDS with a single sign-on to allow providers to conveniently and securely start meetings without leaving AWARDS. While researching telemedicine options we found that Zoom enables service providers to connect with clients in a HIPAA-secure way, while accommodating a variety of different activities from one-on-one counseling, to meetings in a group setting. We also found that many of our agencies had already adopted Zoom, thus making an integration top priority.
Once deployed and enabled, the Zoom integration feature can be accessed via the AWARDS navigation bar. Once you link your Zoom account to AWARDS, clicking the Zoom icon in AWARDS will open a Today's Meetings pop-up, showing your agenda for the day as pulled from Zoom. Options to view your full Zoom schedule, and to schedule a new Zoom meeting directly from AWARDS will also be available.
Note that even after this enhancement is made available, we'll be continuing to evaluate telehealth integration needs in an ongoing way - incorporating more or different telemedicine applications, or more tightly integrating Zoom into AWARDS based on the experiences of providers.
Stay tuned for updates on this exciting enhancement's rollout!
TIP: While some of you may have heard concerns about Zoom's security, we are confident in their ability to provide secure telehealth functionality. Among other development work, Zoom recently enabled meeting locks, longer passwords, and default waiting rooms, and is encrypting all calls. If you'd like to learn more about Zoom security, click here.
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Tip of the Month - Client Alerts in AWARDS
The AWARDS Client Alerts feature is an optional database enhancement that enables users in specified user groups to record and maintain client alerts information, which can then be viewed by all staff from within Client Search results. A client alert flag can also be added to the face sheet upon request, with a corresponding Demographics ReportBuilder data variable available for easy reporting on alert details.
Client Alerts is a great feature to use for notifying staff of important security or clinical issues they may need to be aware of, such as:
Risk of seizures or falls or other medical conditions that may need to be closely monitored
Individuals who do not have authorization to enter a building (e.g. visitors, former clients)
Client triggers that staff may need to be aware of so they can address them proactively
Staff in programs and user groups for which the Client Alerts feature has been turned on must have the necessary permissions in order to enter, update, or remove alerts, but there are no restrictions on viewing alerts information. Once entered, it can be viewed by all staff with access to the Client Search tool. Staff without access to Client Search may still see the alerts if they have been added to the face sheet.
Because the Client Alerts feature is optional, it is not automatically available in all databases. When requested, it is turned on behind-the-scenes in AWARDS by Foothold Technology for individual programs and user groups. For more information on working with Client Alerts, click here. To have this feature turned on, please contact the Help Desk.
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