Resident Data Entry

Table of Contents:

Resident Data Entry
Contacts
Resources
Managing Resident Status
Resident Notes
Resident/Prospect Documents

Resident Data Entry

Similar to viewing charts on a shelf, you can view the list of resident profiles from the Residents > Residents screen. You can view your residents in card view or list view by clicking the icons in the upper right.

Enter a resident

To add a new resident to your campus, navigate to Residents > Residents and select + New Resident and. Fields appear for data entry. If a Manage button is visible above a field, you can add an option to the dropdown list available for that field.

Entering a future Move-In date places that resident into a 'Reserved' status and will prevent services from populating to the Today screen for that resident. On the day of move-in, simply change their status from 'Reserved' to 'Active', adjust the move-in time, and medications and services will populate based upon the time selected.

Residex offers both on-site unit numbers and off-site street addresses, meeting the needs of those who serve people in the greater community.

The Ongoing Orders field will pull data entered into any service for that resident. This can remind staff of ongoing requirements (e.g. method of resident transfer, Elopement Precautions, etc...).

If a resident has a POLST you will need to answer the related evaluation option within the assessment. If the individual does not require assessments out of Residex, and the 'Suppress Provider Orders' option is selected, you will be able to select the POLST option from within the resident profile. This ensures seamless updating to both locations when changes in the resident's POLST status occurs.

Once you click Save, the Resident Profile has been created.

Move a Resident From One Campus to Another

Importing a Resident allows you to move a resident from one campus in the database to another campus or offsite address. The receiving campus is able to initiate the import without impacting the resident's record in the old campus. You cannot transfer a resident from one database to another.

From the campus the resident will be moving to, navigate to Residents > Residents > + New Resident > Import a Resident.
Begin typing the resident name. Residex will search for the name within the database. Select the correct resident and enter the move-in date and unit for the new campus, or community and address for an offsite location. If a future date is entered, the resident will be placed under a reserved status.

❗️Note: The resident record in the old campus will remain active until you DISCHARGE them from that campus, therefore remember to discharge the old campus record once the resident officially moves.

Importing a resident will pull:

Resident profile with a picture
Contacts
Diagnoses
Assessments
Resident notes
Medications and medication times
Services and service times
Resources (providers and organizations)
Documents
Care Coordination (appointments/provider contacts)

The following records do not import:

Resident payers
Insurance
Care status history (past admission and dates the resident was placed on hold)
Unit activity history (history of previous apartment/unit numbers)

Once imported into your campus, you'll want to go in and reassign medications and services to your own assignments.

Transferring a Resident Within a Campus

Once assigned a unit or room number, a resident can be reassigned or transferred to another unit by clicking the Transfer button located beneath the resident's picture within their profile.

Convert a Prospect to Resident

If using our marketing tools, your prospects can be converted to residents via the Residents > Prospects Profile screen. All data entered on the prospect screen carries through and populates to the resident profile.

Add Diagnoses

There are two methods to enter diagnoses. The first is using ICD-10 codes. Navigate to Residents > Residents > Select the resident profille > Diagnoses > Add a diagnosis

Start entering a diagnosis. Residex will offer you options from a list using ICD-10 codes / Keyword (s) sourced from the NLM (National Library of Medicine) website.
Select the diagnosis that applies. Optionally, you can click the blue "i" to be taken to the National Center for Health Statistics – ICD⁠-⁠10⁠-⁠CM list if you need to review what code you may need.

If ICD-10 codes are disabled in your database, users with Clinical (Role 19), Administrator Assistant (Role 410) or Administrator (Role 411) can add a new diagnosis to the global list by navigating to:

Beginning to type a diagnosis
Select the correct diagnosis from the auto-sorted selections
If nothing displays, continue to type the desired diagnosis name and click save. This will add the diagnosis to the global list.

NOTE: To ensure that the diagnosis is not already entered, click the blue ‘manage’ button to see the complete global diagnosis list. The diagnoses list should be reviewed regularly, and careful consideration should be given to correct spelling and eliminating duplicate entries.

Date and Note fields are optional. An optional configuration allows you to specify whether the diagnosis is a surgical diagnosis. Contact Residex support if this is needed.

The top diagnosis is flagged as primary. You may change the primary by selecting the appropriate diagnosis from the resident list and clicking the blue Make Primary button.

Bulletins

Bulletins are a great way to communicate resident specific information. They can be created either from the resident profile or from any service for that resident.
Click on the Add Bulletin button that is in the blue banner atop the Profile. Enter expiration date & time and the message.

The saved bulletin will appear as a banner across the top of the profile, across any service for that resident, and can appear as a report in the 'Login Report'.

Photo

We recommend a resident photo be added as a best practice. This is done from the resident profile > change photo screen by dragging and dropping or by clicking Upload to browse for an image.

Emergency File

In the event of an emergency, clicking the red 'Emergency File' button will pull the most recent POLST/MOLST uploaded to the document type of 'Emergency File' in addition to the 'Resident Profile' report. This feature is for a POLST (Depending on state may be MOST, iPOST, etc) only to provide immediate guidance to emergency personnel so they can act swiftly during an emergency. This is not intended for advanced directives, or additional paperwork, all of which can be provided at a later time. These additional documents can be housed in their own category, so that there is still ease of access to these documents.

Note: the POLST/MOLST MUST be uploaded as a .pdf file format to the document type of 'Emergency File' for it to pull when the 'Emergency File' button is clicked.

Contacts

Contacts are those people playing an important role in the lives of residents and prospects such as family, significant others, friends, decision makers, and so on.

From a resident or prospect's profile, you can view their Contacts list.

Add Contacts

From a resident or prospect's Contacts screen, press the Add a new contact button.
Enter details including address, phone number(s), notes, personal relationship to the resident, and legal relationships. Whichever contact is sorted at the top of the list is deemed the 'primary' contact.

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Billing: A contact with this option selected will become the default contact for billing matters for the resident. If checked, the resident themself will not receive invoices/statements. The 'Billing' contact's name and address will appear on the invoice/statement documents you generate. Only one of a resident's contacts should be their 'Billing' contact.

Copy of Bill: Contacts with this option checked will not be the primary billing contact for their related resident, but will receive copies of invoices / statements. Multiple contacts can have the 'Copy of Bill' role for a related resident.

Relationship types can be managed using the Manage button for that field.

Manage Primary Contact

To manage or change a primary contact for a resident, you simply click on the blue Sort contacts/Update primary flag link in the resident's contacts.

Click and drag the contacts to sort them. Contact at the top of the list will be flagged as "Primary". When sorting is complete, click 'Done with sorting' and the order will be saved.

Residents > Contacts

Users with Contacts (Role 9) have visibility to the Residents > Contacts screen, a master list of all resident contacts, prospect contacts, and referral sources for your campus.

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Update/Delete/Merge a contact

Click on any contact record to view the contact's profile

Click on the blue edit button to update details
Click on the blue 'Delete/Merge' button to remove a contact or merge duplicate contact entries
You can completely delete a contact from your records from the Residents > Contacts screen if the contact is not associated to a resident.
If the contact is already affiliated with a resident/prospect, you can also optionally replace it with another contact, updating every affiliated resident & prospect and associating them with a new contact of your choosing.

Resources

Resources include organizations and professionals that provide services and support to an individual resident as well as insurance information. Resource details entered for residents will appear as options on a variety of screens as well as reports.

A resident's resources can be viewed/managed from the resident profile > Resources screen.
A master list of all resources for any resident of your campus can be viewed/managed from Residents > Resources.

Managing Resident Specific Information

Resource Professionals

Resource professionals include the primary care providers, dentists, specialists, etc. To add a Resource Professional to an individual resident, navigate to the resident profile > Resources > Resource Professionals > Add Resource Professional. Start typing the name of the resource professional. If this person has already been added in Residex, their name and contact information will appear in a drop down and can be selected. If entering a brand new professional, you can keep typing the name and details of the professional and click Save.

The Manage link alongside the Type field will allow you to add a new type of provider. If the organization to which they belong does not populate when entering, you can keep typing to add the organization to the system.

The UPIN and NPI number fields are optional.

Organizations

Hospitals, pharmacies, clinics, durable medical equipment providers, hospices, and Medicare-certified home care agencies, are all types of organizations that can be added.

To add an organization, navigate to the resident profile > Resources > Organizations > Add Organization > select the organization Type > enter the organization Name. If this organization has already been added in Residex, selecting the name and fields will populate the remaining information. If entering a brand new organization, keep typing the organization name and details and click Save to add the new entry. Entering a new organization (or editing an organization) requires the user to have role 1. Users with the 411 Role can add new Types of organizations.

An organization can be made Inactive for a particular resident if the resident no longer uses the organization or if they are a preferred organization but not currently providing services. Click on any organization in a resident's resource list > click edit > uncheck Active checkbox. These organizations are flagged as inactive in the resident organization list.

Health Plans

Private health care insurance, Medicare, Medicaid, supplemental insurance, etc. may be entered from the resident profile > Resources > Health Plans screen. Include plan, group and policy numbers as needed.

Managing Global Information

Administrative users may navigate to Residents > Resources to view/manage a master list of all organizations and resource professionals associated with any resident.

View Organization or Resource Professionals by selecting the tabs at the top. From there, you can view details for any of these resources, search for a specific resource, or click on one to update it. When a resource is updated, an alert will remind you that updating the resource will affect all residents associated with this resource.

Organizations

Click the New Organization button at the top to create a new organization. From this screen, you can click Managenext to› Type to manage your available organization types.

Delete/Merge organizations

You can completely delete an organization from your records from its profile screen.
If the organization is already affiliated with a resident/prospect, you can also optionally replace it with another organization, updating every affiliated resident and prospect and associating them with a new organization of your choosing.

You can also edit a resource professional from the organization profile by selecting the resource professional you wish to edit. Additionally, to change the organization the resource professional is linked to, simply select a different organization in the designated field when editing.

Resource Professionals

Click on the Resource Professionals tab to manage professionals associated with your residents. Click on any resource professional to edit their details.

Delete/Merge Resource Professionals

You can completely delete a resource professional from your records if they are no longer associated with a resident.
If the resource professional is already affiliated with a resident/prospect, you can also optionally replace it with another resource professional, updating every affiliated resident and prospect and associating them with a new resource professional of your choosing.

Marketing Capability

Marketing campaigns can be added to specific organizations. This will allow you to indicate how a prospect heard about your facility and track the effectiveness of marketing efforts.

To add a campaign to an organization, navigate to:

Residents > Resources > Organizations
Select the Organization
Click + Add Campaign
Enter the campaign name, start date, and optional end date
Enter a note as needed

All campaigns are visible on the organization screen. Ended campaigns will be greyed out. Campaigns will sort by date on the organization screen.

Marketing reports can be found under the Prospect category on the reports screen.

Managing Resident Status

Resident status options allow you to manage census information, resident status history, hospitalization rates and discharge process.

Care Status Options

By default, only nurses, managers, supervisors, and administrative users can change client status. If you need other provider types, such as direct support persons (DSP) or HHAs to have this ability, please email support@residex.ai.

The following care status options can be managed from a resident profile:

Reserved

When planning for a future admission, we recommend using the Prospects feature to allow for accurate billing and census data of current residents. The prospect feature is specifically designed for managing potential residents before they arrive. If you do admit a resident with a future intake date, they'll be placed under a 'Reserved' status. When the resident arrives, you can navigate to the resident profile > Change Status > Make Active button to make them active so that their services and medications will populate to the Today screen for documentation.

Active

This status indicates the resident is at the facility or their home and that meds and services can be documented.

Hold

If the resident is hospitalized or goes on a leave of absence from the facility, navigate to the Resident Profile >Change Status > Put on Hold button. Select the date and time that the services should be paused for that resident. Services scheduled earlier (but not yet charted) will remain active and available to chart up until the 'hold' time. Selecting the reason 'hospitalization' will allow you to track hospitalization and re-hospitalization rates for your campus.

When a resident returns, go to their profile and select Change Status > Make active, using the date and time fields to indicate what time the resident returned. You will also be asked what time you would like the first services for the resident to populate to the Today screen. If the resident returns at 12:00 PM but needs to have a 9:00 AM service provided or med administered, you can select the 9:00 AM option from the dropdown so staff can chart those meds or services.

Staff with Administrator (Role 411) or Administrator Assistant (Role 410) can manage the hold reason types by navigating to the Resident Profile > Change Status > Put on Hold > clicking the blue Manage button next to the hold Reason, and clicking New Reason. On the Add new Reason screen, you will enter the reason and select the reason type, Institutional (Hospital, SNF) or Other (Family visit, Other). The hold reason type will affect how holds are billed.

NOTE: Medicaid Hold Types

Institutional hold claims cannot be submitted for the admission date to a healthcare facility, but may be submitted for the return date from the institutional setting.
Other (Non-Institutional Leaves) claims may be submitted for both the departure date and return date, provided the resident received services on those days.

Discharged

To discharge a resident, navigate to their profile > Change Status > click the Discharge button > enter the date, time and reason for discharge. Users with Administrator (Role 411) or Administrator Assistant (Role 410) can manage the reason for discharge by clicking the manage button next to the reason field. The chart will no longer be active but will remain accessible in Residex by clicking the Current Residents drop down and switching to Discharged Residents.

Users with the Administrator (Role 411) can delete a discharged resident if the resident has not had any charting completed.

Rollback to Prospect

Sometimes prospects are admitted early but then don't arrive as planned. Users with the Prospects (Role 52) are able to convert the discharged resident back to a prospect given these 4 pre-requisites:

The resident must be discharged
The resident must have no billing pending
The resident must have no charted services
The resident must have previously been a Prospect in Residex

If all prerequisites have been met, simply click the Other Actions > Rollback to Prospect button beneath their picture.

Care Status History

Clicking on the Care Status History link located in the Resident Profile will allow you to view all care status changes for that resident. If there are discrepancies in care status, such as a return date earlier than a leave date, the discrepancies will be highlighted and are available to edit using the blue pencil to the right of the care status line item. Discrepancies will interfere with accurate census and billing reports.

Resident Notes

Narrative notes recorded here can be viewed alongside Service Notes, Appointment/Provider Contact and Incident Follow Up Notes to create a cohesive timeline of events and observations about the resident.

Enter a Resident Note

You can enter a resident note by navigating to Clinical > Resident Notes > New Resident Note or from the resident profile > Notes > New Resident Note.

Enter the Occurrence Date > Occurrence Time. Residex will still track the actual date and time the note is entered. Enter the Resident > Note Type > Topic, and the narrative note itself.

Selecting the Send Note as Snap Message option will allow you to send a copy of the note as a snap message to a colleague or group of providers, once the Save button is clicked.

Prior to saving, you can also optionally select the Add this note to additional residents link allowing you to select all or some residents for whom this same note should be added.

View Resident Notes

Resident notes can be viewed from a resident profile > Notes or from Clinical > Resident Notes. You can optionally select Include Service Notes and Include Care Coordination Notes to view notes entered in those locations.

Notes can be edited by the writer for a period of time determined by your facility's configurations and can be stricken by a user with Supervisor (Role 13), Administrator Assistant (Role 410) or Administrator (Role 411). This will remove it from the screen view, however, stricken notes are able to be viewed by a report.

Manage Note Types

Users with Administrator (Role 411) can manage note types from the Admin > Resident Note Types screen. This includes adding new notes types, adding note templates, and managing which provider types can view and/or enter note types.

You can create a new note template by selecting the Add Note Type button or update an existing note template by selecting the blue pencil to the far right of the specific note type you wish to edit. Creating note templates, or outlines, can prompt staff to include certain details when entering a note. Structured notes like this are handy for admission notes or care conference notes.

Resident note types allow you to:

Organize resident notes
Pull notes of specific type(s) into relevant reports
Limit access to certain note types to only administrators
Create a structured note template of required elements for staff to follow when entering notes of that type

Examples of note types for which structured elements might be helpful include 'Care Conference' notes, 'On-Call' notes, or perhaps a Therapy or Hospice note.

To Manage Note Types navigate to Admin > Resident Note Types

Select a Type to edit:

Make a Type Active/Inactive
Setup structured Note Templates
Limit Visibility of Notes belonging to the Type to Administrators only

Add a new type by selecting the Add Note Type button.

Resident/Prospect Documents

Store paper documents (admission paperwork, lab data, signed provider orders, insurance cards, etc...) by scanning and saving here as a document OR by receiving a fax in Residex and filing it here.

Documents

You can upload documents by navigating to a resident or prospect profile > Documents > New Document > enter the document description > select the type, date, and either upload the scanned item or drag and drop it to the screen > click Save. Users with the eFax option can process and save faxed documents directly into Documents as well.

The person uploading a document or staff with the manager or supervisor roles is able to edit or delete an uploaded document.

Managing Document Types

Document Types can be managed by navigating to Admin > Document Types OR by clicking the Manage button near the Document Type field when uploading a document. Users with the Administrator (Role 411) are able to add or edit types and identify what provider types should be able to either view or upload these documents. Document types entered in error or not in use can be deleted.
Once a document is added, you can retrieve the document at any time by opening the attachment and clicking the link.

You can add or edit document types as well as set controls on what provider types at your organization can either see or upload those documents.

Downloads

Administrator (Role 411) users can download all documents attached to a resident. This includes uploaded documents, attached faxes, and any documents attached to Provider Orders and Care Coordination documents.

Clicking the Download All Documents button will initiate a download request. The request can take a few seconds to several minutes to complete. You don’t need to stay on the screen or stay logged in. You can leave, come back later and Residex will let you know when your file is ready. You can also refresh the screen to check the status. The downloaded zip file will contain subfolders for each document type with files in each folder.

Resident Data Entry

Entry of resident demographic data is the first step in establishing the electronic health record. Residents can be entered as new residents, can be converted to a resident from Prospects, or can imported from another campus within the same database.

Resident Data Entry

Enter a resident

Move a Resident From One Campus to Another

Transferring a Resident Within a Campus

Convert a Prospect to Resident

Add Diagnoses

Bulletins

Photo

Tags

Emergency File

Add Contacts

Manage Primary Contact

Residents > Contacts

Update/Delete/Merge a contact

Resources

Managing Resident Specific Information

Resource Professionals

Organizations

Managing Global Information

Organizations

Resource Professionals

Marketing Capability

Managing Resident Status

Care Status Options

Reserved

Active

Hold

Discharged

Rollback to Prospect

Care Status History

Resident Notes

Enter a Resident Note

View Resident Notes

Manage Note Types

Resident/Prospect Documents

Documents

Managing Document Types

Downloads