Quick Start Guide

This guide has been created to familiarize new users with the web-based version of CompuCare Senior Care Management Software. This manual is not in any way meant to be comprehensive, but rather is a handy starting point for getting acquainted with the software and an overview of its various sections. Supplementary specialized guides will be made available for more detailed instructions in the near future.

Article Contents

• Overview
• Resident Entry
• Resident Census
• Types Menu
• Lists Menu
• Batches Menu
• Reports Menu

Overview

CompuCare is comprised of several key sections, which are accessible via the Main Menu navigation links in the left hand pane (see Figure 1):

Figure 1 - Main Menu

• Home - A dashboard displaying useful facility-wide charts
• Types - Customize the contents of numerous drop-down lists throughout the application
• Lists - Similar to Types; Used to customize the contents of various drop-down lists (e.g. rooms, doctors, service providers, etc.)
• Residents - View all residents and access/modify their relevant data
• Batches - View and make changes to system wide data for multiple residents
• Reports - Generate system-wide reports in order to help visual data that was entered into CompuCare. Reports can be printed and exported (e.g. to Excel, PDF, etc.)
• Settings - Modify various settings that will apply to all users of the facility
• Security (only visible to admins) - Set access-level permissions for all users and groups
• Help & Support - Access various help resources and support options

Resident Entry

The central focus of the CompuCare software is resident management; therefore the most logical place to start data entry is with the Resident Grid. To add residents into the system:

• Click on the Residents navigation link in the Main Menu (see Overview). The Resident Grid will be displayed (see Figure 2)

Figure 2 - Resident Grid

• Click on the Add Resident button above the Resident Grid. The New Resident Screen will appear
• Enter all the basic resident information, including name and Resident Type. Click Save when done. The Resident Screen will be displayed (see Figure 3)

Figure 3 - Resident Screen (Resident Info module and Main Information link are selected)

• The Resident Screen includes several tabs near the top of the window to navigate to the various key modules (and some of the links they include). These are:

  • Resident Info - General info for the resident. The most essential links are the top six (starting with Main Information). In addition, there are links to census, appointments, case notes (social), resident’s contacts, diet information, special needs, tasks and weights/vitals, etc. Resident Info is the default tab displayed when a resident is selected
  • Accounting - Accounting data, including recurring charges, invoices, deposits, etc.
  • Medical - Comprised of medical related info such as: doctor affiliations, medical evaluations, etc.
  • ALP - Medicaid related billing
  • Personal Funds - All items related to resident allowances, including deposits and payments
  • Reports - Displays reports specific to the resident in view. For facility-wide reports, access the Reports link in the Main Menu (see Overview)

• On the left hand side of the Resident Screen, several links appear corresponding to all the data entry screens available within the selected module (for example: Main Information, Additional Information, etc. within the Resident Info module). Start by entering all applicable data into the Main Information Screen’s fields

• Click Save after making any changes to the Main Information Screen
• By default, new residents have a status of Pending. In order for residents to appear as Current, they must be officially admitted into the facility. Click on the Admissions & Discharges link and then Admit Resident to display the Admit Resident Screen (see Figure 4)

Figure 4 - Admit Resident Screen

• Enter the date of admission and Type (Resident Type as of the date of admission). Select the corresponding category (e.g. Hospital, Nursing Home, etc.) and location (if applicable). Click Save to complete the resident admission

• If desired, click on any of the other available links (e.g. Insurance & Bank Accounts, Contacts, etc.). Remember to click Save after making any changes
• Click Close to return to the Resident Grid

Resident Census

After entering the residents (including their admission information), the facility should start maintaining a census for the residents. The Resident Census Screen is a vital component of CompuCare as it is used to keep track of the residents’ location, care type and room status. A number of reports depend on an accurate census in order to function properly.

Figure 5 - Resident Census Screen

• Before using the census for the first time, go to Settings>General Settings and make sure the Census Start Date is set to the correct date the census should start from
• Go to Batches>Resident Info and click on the Census link. The Resident Census Screen appears (see Figure 5)
• In order to create or extend the census for all the current residents, click Extend Census. Enter the date to extend the census to and click Extend

• By default, every resident is assumed to be in the facility (i.e. In–marked with an asterisk) unless marked otherwise. If the resident was elsewhere (e.g. hospital, rehab, etc.) for one or more days, make the necessary adjustments and then click Save Changes before moving on to another resident

• The census should be extended on a regular basis (typically every day or every few days depending on the needs of the facility) and consistently verified for accuracy

Types Menu

Almost all of the drop-down lists that appear within CompuCare can be customized (with very few exceptions). Most of these lists can be edited via the Types menu while others, such as rooms and service providers, via the Lists menu. The Types menu includes links to several screens, notably:

• Accounting Types - Accounting related entries (e.g. deposit, invoice and charge types)
• Check List Items - Items that are included in the resident check lists
• Employee Types - All the employee categories relevant to the facility
• Insurance Types - Types of insurance carriers and their numerical ID structure
• Main Types - Miscellaneous types. Contains most of the types used throughout the application
• Medical Types - Types related to the medical section

The process of entering and modifying types is basically the same for all the above mentioned screens. For example, to add and edit entries in Main Types:

• In the Main Menu under Types, click Main Types. The Main Types Screen appears (see Figure 6)

Figure 6 - Main Types Screen

• Select a type category to work with from the left hand pane (Diet in the above image)
• To enter a type for the selected category, click Add Type, fill in the name of the new type and click Save
• To edit an existing type click on the corresponding entry, make the necessary changes and click Save

Lists Menu

Similar to the Types menu mentioned above, the Lists menu enables various drop-down lists to be customized via the following links:

• Accounting Charges - List of charges that can be included within the resident invoices
• Dining Room Tables - List of dining rooms and their corresponding tables
• Doctors - List of all doctors accessible to the facility
• Employees - List of all facility employees (not to be confused with CompuCare users)
• Rooms - Contains all rooms within the facility
• Service Providers - List of all available providers (e.g. hospitals, nursing homes, pharmacies, etc.)

The following example describes how to enter a new service provider, but the procedure is similar for the other screens included within the Lists menu:

• In the Main Menu under Lists, click Service Providers. The Service Providers Grid appears (see Figure 7)

Figure 7 - Service Providers Grid

• To create a new service provider, click Add Service Provider. The New Service Provider Screen appears
• Enter the service provider’s type and name. Click Save. The Edit Service Provider Screen appears (see Figure 8)

Figure 8 - Edit Service Provider Screen

• Enter the address and all other relevant information for the new provider. Click Add Contact Method to add one or more contact methods (e.g. phone numbers, email addresses, etc.)
• Click Save to commit the changes and return to the Service Providers Grid

Batches Menu

There are a number of screens that are accessible via the Batches Menu (see Figure 9). Unlike the screens that are contained within the Resident Screen, these are not limited to any particular resident. The Batches Menu is further sub-divided into modules (e.g. Resident Info, Accounting, etc.). Some of the modules and their corresponding screen links include:

• Accounting - Temporary Charges, Invoices (to create invoice batches), Deposits (to set up batch deposits), etc.
• Resident Info - Appointments, Census, etc.
• Personal Funds - Repository Transfers & Allowance Payments

Figure 9 - Batches Menu (With the Accounting module expanded)

Reports Menu

Reports allow the user to retrieve diverse subsets of data for multiple residents. They can combine information from multiple screens into a single useful document, which can be either printed or exported to common file formats (such as PDF and Excel). Some reports are designed to mimic mandatory government forms while others are entirely discretionary, but still very valuable and informative. The usefulness of a particular report is directly related to the quantity and accuracy of data that was entered into the CompuCare software. After clicking on the Reports link in the Main Menu, the Reports Menu is displayed (see Figure 10)

Figure 10 - Reports Menu (showing an expanded Resident Info category and Case Notes subcategory)

Reports may be launched by clicking on the Reports Menu, selecting a category and subcategory and then clicking on the report itself. Alternatively, they can be searched for using the search bar near the top of the screen

A number of reports, after being launched, prompt the user to enter one or more parameters (such as a date range or types to filter by). Modify the parameters (if desired) and then click Load Report to continue. While most reports are accessible via the Reports Menu, a few are dispersed throughout the application. Personal reports (those that only show information for an individual resident) may be accessed via the Reports tab in the Resident Screen (see Resident Entry above).