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1. Overview of Function Portal

Posted
Updated
ByErin Carlin

Function Portal is Amcord’s own data entry system. Here you will update all your client’s information, complete sessions to document all of your work, upload necessary documents, and schedule visits. All of a client’s previous sessions can be accessed in Function Portal, allowing you to monitor their continuity of care.

Login:

  • Link to Function Portal
  • Username: “first initial.last name”
  • Password: 
    • “first 4 letters of last name + last 4 digits of SSN”
      • **First letter is capitalized**

Dashboard

The Dashboard is a summary of important information pertaining to your assigned client caseload. 

Personal Notifications

Automatic system notifications and links regarding your client caseload

  • Common – Common problems/errors that exist in the client’s system.
    • Expiring Client Services – the end date of services in the Service Tab is approaching or past
    • Missing Authorization – System problem with getting authorizations from Envolve
      • There is nothing to do for this.
    • UTL (Unable to Locate) – at least 3 unsuccessful outreaches have been documented for the participant this month.
  • Missing Values – Important contact or Health information/data that is missing in the client’s Info data
    • This is information you should be getting from the participant ASAP
  • Appointments – Upcoming or past due contacts required by PHW. 
    • Overdue Events – Contacts/Visits that were not completed before their compliance due date
    • Upcoming Events – Contacts/Visits that are approaching their compliance due date
  • Sessions – Documented work for participants that is either Unsubmitted or Drafts
    • THERE SHOULD NOT BE ANY UNSUBMITTED SESSIONS OR SESSION DRAFTS AT THE END OF THE DAY
  • Birthdays – upcoming client birthdays
Tasks

Specific items pertaining to participants that need to be done in a set timeframe.

In the Dashboard, you will only see who the task is for and when it is due. Click on it to view details of the task in the participant’s page.

Start working on tasks ASAP. Do NOT wait until the due date to make attempts or notes.

Calendar of Events

Displays sessions as well as upcoming, past due, and scheduled contacts

Each “dot” represents a different session or contact. The colors each have their own meaning.

**Note: the calendar is updated/changed frequently, therefore the color meanings may change w/o notice**

  • Red – Past due contacts; whether or not they are scheduled. 
    • Once these contacts are completed the red dots will either change color or be deleted automatically. 
  • Yellow/Orange – Upcoming due or scheduled visits/contacts
  • Green – Scheduled contact that is within its compliance date
  • Blue:
    • Past blue dots are submitted billable sessions
    • Future blue dots are upcoming due Monthly Contacts 
  • Gray – submitted Non-billable sessions

Main Menu

The bridge between different pages of Function Portal

Click on the 3 horizontal lines on the top left of the page to bring up the other pages. You will work with the Dashboard and Clients

Clients

A summary of your assigned client caseload

  • The left side of the client screen is the list of clients you are assigned to
  • The right side of the client screen shows the Dashboard again
Search

You can search for clients by selecting the magnifying glass on the top right and typing in any portion of their name

  • Each client has their own box, which shows the following:
    1. A link to their individual data/information
    2. Eligibility 
    3. The coordinator(s) assigned to the participant and their supervisors
    4. A quick link to the participant’s sessions
Eligibility check
  • Information regarding Waiver Eligibility from PROMISe
    • Represented in 2 ways:
      1. Written – Beneath the participant’s name it will say if the participant is eligible for the month or not
      2. Colors – At the top of each client’s box there is a color representing Eligibility and activity
        • Green – Eligible and active
        • Orange – Eligible, but is “UTL” or Unable to Locate
        • Red – Ineligible 

Eligibility is important because Billable work/sessions CAN NOT be submitted for Ineligible participants. 

If your participant is Ineligible, notify your supervisor. Only non-billable sessions should be submitted.

Individual Client Data 

Bring up the participant’s page by clicking on their name.

  • Page Layout:
    1. Eligibility and activity are stated again on the top of the page
    2. Notifications for this participant are on the right side of the page
      • Errors/Missing information, Upcoming/Past due contacts, and more!
    3. Different tabs containing different information about the participant. 

Info

Contact and General Information of the participant *Updated by the SC*

  • Name – First and Last name of the participant
  • Identity – SSN, DOB, Gender, and Marital Status
  • Address – The address where participant receives services
    • Address must be validated before saving
  • Contact Info – Primary contact information of the participant. Can include secondary number and email address if known
  • Emergency Contact – Names, relationships, and phone numbers of the participant’s emergency contacts
  • Direct Care Worker – Names, relationships, and phone numbers of the participant’s HHA/DCW
  • Waiver – Type of waiver that the participant is receiving, and their Recipient ID (a.k.a Member ID, or Medicaid ID)Most common waiver will be Community HealthChoices
  • Service Dates – The date the participant started with Amcord/was entered into Function Portal 
  • MCO – The Managed Care Organization that the participant is enrolled with, and their Medicaid ID (a.k.a Recipient ID, or Member ID)
    • We only work with PA Health & Wellness
  • Diagnoses – List of the participant’s diagnoses 
    • Add diagnoses based on the ICD-10 code
  • Physician – Name and contact information of the participant’s Primary Care Physician (PCP) 
  • Insurance – The participant’s other insurances aside from Medicaid
    • Confirmed in PROMISe
  • Assigned to – Service Coordinator assigned to the participant
  • Notes – Miscellaneous notes to be added at the SC’s discretion

Services

Collection of the participant’s services *Updated by QA and SC*

  • Each box is for an individual service and lists the following:
    • Type of service
    • Provider of the service
    • Dates of authorization, start, and end of the service

When services are “expiring” it means the listed end date for the service is either past or approaching
This is avoided by updating the stated end date for a year after each visit

Eligibilities

Participant’s Managed Care and Insurance Eligibilities

This information is automatically pulled from PROMISe each month, but it is important to check the entries to ensure accuracy

  • Managed Care – The Managed Care Organizations that the participant is enrolled with. 
    • There are 2 which are required for them to be our client. Therefore coordinators must check for these each month. 
      1. Participant’s waiver eligibility – Program: CHC20-COMMUNITY HEALTH CHOICES
      2. Participant’s MCO – CH2E – PA HEALTH AND WELLNESS COMMUNITY HEALTHCHOICES
      3. The 3rd is the Behavioral Health MCO
  • Other or Additional Payor – The participant’s other insurances
    • Not all participants have these!

Authorizations

The participant’s official authorizations from PA Health & Wellness

This information is pulled from Envolve, however when looking to verify authorizations or amounts of services for accurate information
Use the Authorization Spreadsheet that is emailed each day.

Sessions

Where all work for the participant is documented. 

See the Function Portal Sessions Manual for more assistance on the specific sessions!

The most recent session is at the top. Scroll down to see older sessions that have been submitted. 

Adding new sessions
  • Select the “+” on the bottom right corner
  • Select the appropriate “Session Type” for the work completed.

Each session has its own different content that needs to be answered/filled out in order for the session to be submitted. Follow the prompts to complete the session accurately. In general you will need the following:

  • Valid Time – If you do not change the time there will be red text saying “The time range you have selected is invalid”
  • Answer all prompted questions and/or comments
  • Attach any required attachments.  

Tasks

When PHW or Amcord has important tasks that need to be done in a certain timeframe, a task will be created with a deadline for completion and specifics on what is needed.

Coordinators MUST complete and respond to tasks in the time frame given.

Tasks can be assigned by anyone of management and may involve a variety of instructions for the SC to complete.

  1. Type of Task – The primary category of the task assigned.
  1. Dates – The date of when the task was opened and when it is due.
  • SC MUST resolve task or formally request an extension by the Due Date
  1. Status of task – Open tasks still need to be completed/resolved. Closed tasks are complete.
  1. Details of Task – The initial details/instructions of the task will be mentioned here by the originator.
    • SC must read and comply with the instructions provided.
    • Otherwise, they can ask for more details by Adding a note
  1. Comments – Any comments that you, your supervisor, or the task originator may have made about the task.
  1. Add Note – Add comments, questions, and/or updates about the task. Be sure to add any and all notes pertaining to questions or work done for the task as well as read through additional notes provided by others.
  2. Hit Resolve – When you believe you are done with all steps of the task.

Note: After the task is resolved, the originator will review the task and will either Close or Reopen the task.
If the task is Reopened, SC MUST continue work to Resolve the task again.

If the task involved calling the participant, uploading a document, etc., there MUST be a session completed to reflect that work.

Attachments

All documents attached/uploaded to the submitted sessions are organized and displayed in the attachments pages.

Click on the attachment to download it for review.

 

Types of Attachments:

  • PACKETS – the first 4 pages of the Docusign packet completed during Comprehensive Needs Assessments
    • ANNUAL_CONTACT_PACKET; TRIGGER_EVENT_PACKET; QUARTERLY_CONTACT_PACKET; ORIENTATION_PACKET
    • Includes: Acknowledgment/cover page, HIPAA consent form, Representative Form, Participant Selection of Personal Care Options (Models of service)
  • AUTH_TO_DISCLOSE – PHI form that defines who the participant has allowed to have their health information disclosed to. 
  • DOCUSIGN_CERTIFICATE – certificate of the completed Docusign packet from the Comprehensive Needs Assessments
  • DSNP – only past DSNP/HRA’s show in this section, this assessment is now documented directly in Function portal and is no longer uploaded
  • FORM_1768 – 1768 forms completed to reflect communication and alterations to the Waiver Eligibility to the CAO. 
  • FREEDOM_OF_CHOICE – document signed by participants during their Comprehensive Needs Assessment, confirming their understanding of the freedom to choose the waiver program. 
  • INCIDENT_REPORT – Past uploads of Incident Reports A & B, these are now documented directly in Function portal and are no longer uploaded
  • INTER_RAI – only past InterRAI’s show in this section, this assessment is now documented directly in Function portal and is no longer uploaded
  • LTSS_SERVICE_REQUEST – SRTs completed when requesting changes to the service plan
  • MEDICATION_PROFILE – the pharmacy information and list of medication completed during a Comprehensive Needs Assessment
  • MEMBER_CONTACT_ASSESSMENT – only past MCA’s show in this section, this assessment is now documented directly in Function portal and is no longer uploaded
  • OTHER – other miscellaneous documents that have been uploaded
  • PCSP – The Person Centered Service Plan completed during Comprehensive Needs Assessments
  • SERVICE_PROVIDER_CHOICE_FORM – The services and providers chosen by the participant during the Comprehensive Needs Assessment

Analytics

  • Day by day breakdown of units completed for the participant
    • Green is the billable units completed
    • Red is non-billable units completed

**This tab is not being used currently**

Tasks

Here is where you can see all tasks that have been assigned assigned to you, whether they are currently Open, Resolved, or Closed.

You can perform the same actions to tasks as stated above in “Individual Client Data”

Next 2. Function Portal Sessions Manual
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