Scheduling

Scheduling Information in CareTracker is accessed from the CareTracker Main Menu.   This is where the kiosk schedule lights are added or maintained.

From the CareTracker Main Menu, click Change Scheduling Information.  The Change Scheduling Information window will appear.  This window displays existing assessment groups and has a link to create a new assessment group.

Assessment Groups are applied to turn on lights for groups of residents who have common assessment times. Four typical Assessment Groups are already included with CareTracker. These assessment groups can be edited or deleted as appropriate for your facility.  Also, new assessment groups can be added.

- Medicare Startup - Applies to residents who are new to the facility, usually less than 90 days.  Their payor source (Medicare) demands that documentation be completed more frequently.

- Non-Medicare Startup - Applies to residents who are new to the facility, usually less than 90 days.  Residents whose payor source is something other than Medicare are grouped with the Non Medicare Startup assessment group.

- All Residents Post 90 Days - Residents who have been at the facility longer than their startup period will be categorized with the All Resident Post 90 Days assessment group.  After a resident's startup period, go to Resident Information and change the Assessment Group to All Residents Post 90 Days.

- Daily - The daily assessment group will apply to any resident who needs to have documentation completed every day.  For example, this would include residents with a significant change.  If a significant change is noted with the resident, go to Resident Information and change the Assessment Group to Daily.

To Add a New Assessment Group

1. From the Change Scheduling Information window, under Common Tasks, choose Create a New Assessment Group.  The Add Assessment Group window will appear.

2. Type a name for the new assessment group in the Assessment Group Name box.  
3. From the Assessment Group Type field, choose Primary or Secondary.  A resident can have only one Primary Assessment Group, but may have multiple Secondary Assessment Groups in addition to a Primary one.
4. Choose OK to save and exit.

Edit an Assessment Group

To edit an assessment group title, from the Change Scheduling Information window, under Please Select an Assessment Group, select the existing assessment group by clicking the assessment group name.  The following window will appear.  Edit the assessment group name and click Ok.

To Select the Assessment Time(s) to be Included in the New Assessment Group

1. Click the newly created Assessment Group link (assessment group name).
2. Under Common Tasks (left side of screen) click Add or Remove an Assessment Time.  

In the CTSchWizard window (example below), click the check box(es) beside each assessment time want to assign to the new Assessment group, or click Create a New Assessment Time to add a new assessment time.   In the example below, we have chosen Everyday all shifts.

3. Click the [EDIT] button beside Everyday all Shifts to access a window similar to the one below that lists details about the assessment time.  Note: Editing an assessment time will affect ALL assessment groups using that assessment time, not just the one the user is currently working with.

Add Series to an Assessment Time

To add series to be included in an assessment time, click the assessment time on the Edit Assessment Group window.  In this example the assessment time is titled Everyday all shifts.  See illustration below.

A window similar to the following will appear.  The window displays all visible series in the kiosk view.  Click the check box beside each series to include with the assessment time.  Click Ok to save and exit or Cancel to return to previous screen without saving changes.

To Change Series Included with an Assessment Group

From the Edit Assessment Group window, choose the desired assessment group by clicking on the Assessment Group name.  The following window will appear that shows all series included in the current assessment group.   Click to mark the check boxes beside each series you wish to light up during the assessment time.  To un-mark a check box, click it.

Notes

1. Clicking on the Category will select ALL the series in that category.
2. If there are some check boxes in this window that appear grayed out, this means the same series is included with another assessment time in the same assessment group where assessment times are overlapping.  This is illustrated in the example above under ADLs and Mood and Behavior Categories.

To Assign an Assessment Group to a Resident

1. From the CareTracker Main Menu, choose Work with Residents.
2. Choose the resident from the list that appears.  If the resident is not on the list, you may need to add the resident to the system.  To add a resident, see the topic Work with Residents.
3. On the Resident window, choose the appropriate Assessment Group for the resident.

Note: only one Primary Assessment Group can be assigned to a resident, however, multiple Secondary Assessment Groups along with a Primary Assessment Group may be assigned.