eCharting

The Today Screen

The Today screen is your 'To Do' list. It shows you a list of items that need to be marked as complete or declined. These items may be assigned to you personally or to the assignments for the shift. Marking items complete will move them from the To Do list over to your Done list. When your charting is complete, your 'Today' screen will be empty, and your Done list will be full.

Items assigned to you personally

Some items on the Today screen will be assigned to individual users, no other users can see them except the individual to whom they are assigned. For example: Tasks (giving a tour, maintenance, audit, fire drill, etc.) or reviewing information you are responsible for reading (resident care plans & biographies, company policies & procedures).

When you open the Today screen, items assigned to you will appear whether you have selected an assignment or not. If the Complete button is visible, you can click on it to mark the item done or click the item to see more information/record notes. If the Complete button is not visible, you must click on the item and follow additional steps.

Services, Medication Administration, & Chores

On the Today screen, select an Assignment. This will show you a list of the scheduled duties for that assignment. These may include services (housing and health care work assigned to specific residents), medication administrations, and/or 'chores' (a recurring job not associated with an individual resident). The 'New' or 'Updated' tags for services on the To Do list display for seven days to alert you to a newly added service.

Search
You can filter down what is displayed on the 'Today' screen using the 'Search' field (type a resident name, type of service, room number, etc. to find matches).

Sort
Change how your Today screen is organized by using the Sort Options link.

Charting the basics
Some simple jobs will display with a green 'complete' button or green arrow to the right.

• You can quickly chart these items by clicking the Complete button (or swiping the arrow to the right), or
• You can click elsewhere on the item to record notes, mark them as refused, etc.

Some jobs do not display the quick 'Complete' button because they require more detailed feedback. Click anywhere on one of these jobs to record the details of the work:

When viewing the details:

• You can record a note about providing the service (sometimes this is required)
• You can opt to send a value or service/chore note as a Snap Message
• You can mark the service as Declined/Not Done
• In some cases, you may be able to reassign a service. (The service will only allow you to reassign X number of days from the original date/time of the scheduled service based on the service setup in the global service list.)
• If your home uses the time tracking feature, you can specify how long it took you to provide a service, or you can use the blue clock symbol as a stopwatch to record time duration as you go. Simply click the icon to start a timer and click again to stop it. The duration field will then be filled with the total time you spent (rounded to the nearest minute).

Reassign a Service

As stated above, certain services may be able to be reassigned based on their setup in the global service list. When you see the red Reassign button, you will be able to select a new date and assignment and enter a reason for reassigning the service.

When the service is reassigned, it will display on the Today screen under the Assignment selected. A note at the top of the screen will indicate the original schedule of the service and any note entered.

Charting Restrictions
Staff permissions will determine how early or late you can chart.

• Aides can chart care services up to 12 hours early or up to 7 days late
• Aides may chart housing services (housekeeping, laundry, etc) up to 3 days early or up to 14 days late.
• Nurses, Managers, or Supervisors are able to chart up to 12 hours early/14 days late for Scheduled medications and 3 days early/14 days late for housing and care services; they may chart a PRN medication up to 3 days late.

Charting Scheduled Activities

Activities
Life enrichment activities may also be scheduled for you to chart. These work a little differently than other work you chart on the Today screen.

Activities will show up on the screen just like any other job. Once you click on an activity, you will see a screen prompting you to record the Location where the activity took place, optional Notes about the activity, and then a place to document who attended. You will see a list of residents:

• You can Filter by Community if you have a large home split into different groups, so you don't have to sort through residents from another community.
• You can check that all residents Attended the activity by selecting Mark All Attended. This option can be hidden by turning on the configuration Activity Screen - Hide the 'Chart All' option.
• Or you can go through and check one at a time that residents Attended.
• Finally, you can record Notes about each individual resident (e.g. present and observing, but not participating,' 'disruptive,' or 'invited and declined'). The Snippets tool will make this go very quickly.

Resident Council Meetings
Some states and licenses require Resident Council Meetings to be held; some only require they be offered and have a place if residents want them, and others do not have any related requirements. These meetings can be charted by selecting the "Resident Council" activity type and following the above steps.

When you've completed your charting for the activity, press the Complete button at the bottom of the screen!

Unscheduled Charting

Residex allows users to document duties they complete during their workday that were not scheduled. These can include unscheduled chores, services, vitals, and activities.

To document something on an unscheduled basis, navigate to the Clinical dropdown.

Unscheduled Services

Unscheduled services include personal assistance services provided to specific residents. These can be charted on an unscheduled basis when they are needed/completed, or added as a one-time care to an assignment list.

Click on Unscheduled/PRN Service to chart:

• The current Date and Time will appear by default. You can change these if needed. You can schedule a service to be charted in the future as a one-time thing if needed.
• Specify your Assignment
• Specify the Resident you are assisting
• Specify the Type of service you provided
• Provide a note on what was done, and why it was needed.
• Mark service completed box - If you have already provided this service, check this box. If you are scheduling a one-time service to be provided in the future, leave it unchecked.
• Record Time spent if this section appears for you, and press Save

This completed service will now appear in the "Done" section of the Today screen, which can be updated/corrected if needed.

 

Unscheduled Vitals

Vitals can be scheduled on a regular basis, but can also be recorded on demand for any reason, by going to Clinical > Unscheduled Resident Vitals.

• The current Date and Time will appear by default; you can change these if needed.
• Specify the Resident whose vitals are being recorded
• You will then be presented with every type of Vital sign tracked by your organization. You can record one, some, or all of them all at once. Provide any relevant notes explaining why you are recording these vitals, along with the vitals themselves.
• Note: If you have resident specific information you would like to have appear on the 'Unscheduled Vitals' screen, you will need to add a PRN vital service to the resident's service plan with those specific instructions.

Note: Unscheduled vitals can be deleted by a nurse or user with Supervisor (Role 13) for up to 14 days after entry. This can be done by navigating to: Clinical > View Resident Vitals OR Residents > Residents > Vitals.

Unscheduled Activities

Activities are life enrichment events like games, group activities, exercise, entertainment, spiritual worship services, etc. While these events are often scheduled in advance, they can also be documented on an unscheduled basis.

Navigate to Clinical > Unscheduled Activity

• The current date and time will appear by default / you can change these if needed.
• Specify the Type, Category, and Group Size of activity being documented.
• Specify your Assignment
• Specify Time spent (the duration of the activity) if prompted,
• Optionally specify the location of the activity
• Specify which residents participated in the activity along with their level of engagement.
• Mark service completed - If you have already provided this service, check this box. If you are scheduling a one time service to be provided in the future, leave unchecked.
• Save when finished!

 

Unscheduled Chores

Navigate to Clinical > Unscheduled Chores.

• The current date and time will appear by default, but you can change these if needed.
• Specify the Assignment you are working as
• Specify the Type of chore you are doing
• Enter a note describing the work completed, and why it was needed
• Specify Time spent - the duration of the time you spent doing the chore, and Save

In the course of your day-to-day routine, supervisors will send documents to your Today screen asking you to review and acknowledge them. These documents include Care Plans, Resident Bios, and Policies & Procedures.

Ideally these items should be read and marked as reviewed as soon as possible after you first see them.

Care Plans

Care plans provide a comprehensive view of the plan of care for a resident based upon needs identified by a nursing assessment. Each time a clinical assessment is completed by a nurse for a resident, a care plan will be generated and will appear for you on the Today screen. This means, depending on your state's regulations, you may need to review the care plan for a resident multiple times per year.

When you need to review a care plan, it will show up on your Today screen

• Click on the care plan & read it
• Check the "I acknowledge I have reviewed the Plan of Care ..." option at the bottom of the plan, and press the Acknowledge button. You're done!

Care Plan visibility
In addition to officially Acknowledging the Care Plan, you will be able to access and review a care plan on demand from the Residents > Residents > Resident Profile screen, or by clicking any service assigned for the resident.

A brief resident biography may be made available, called a Bio/History Review. These allow you to review a brief history of the resident's personal life and some of their personal preferences. These will help you get to know your residents on a deeper level.

Reviewing a Bio/History is done in the exact same way as a resident Care Plan - they will show on the Today screen, you will click on one, read it, and acknowledge it.

The Bio/History will also always be available to you from any service assigned for a particular resident, or from their resident profile, again in the exact same manner as the Care Plan.

Policies

Policies define expected procedures and practices for your organization. As with the Care Plan and Bio/History, Policies may appear on your Today screen.

Click on a policy, read it, and Acknowledge it. You're done!

Anytime you are charting a service that has a related policy, that policy will be available within the service for you to reference on demand as you need.

This optional feature allows staff to claim responsibility of services for certain residents as well as claim specific chores at the start of a shift. This is used by facilities that may opt to have just one AM HHA provider, for instance, but have multiple staff working to complete the services assigned to that single provider. Claiming will let coworkers know you will be responsible for the services and chores you claimed. Claimed residents will automatically sort to the top of your Today screen todo items.

On the Today screen, the Claim services / chores option will display if this feature has been enabled for your organization. Click on it to begin.

A window will appear to select residents. Click the box by the resident(s) name and chore(s) you wish to claim responsibility for.

Click Close when finished.

Your Assignment screen will display services for the residents you claimed at the top of your todo list, and will be flagged with your name on them for all to see.

Setup Participant Schedules - Expected / Unexpected