Getting to Know iCM
Getting to Know iCM
Welcome to iCareManager. We would like to introduce you to our state of the art EHR system. We have designed a very powerful tool for managing your business, clients and staff. Let us show you all iCM has to offer.
We begin with our iCM dashboard. From this main dashboard you will see what we refer to as meters and then below the meters we have modules. At the top you see arrows. There are 3 important icons at the top of this screen. The first in red is your alert icon. When the system generates an alert it will appear here. The next in blue are tasks. The Care Tracker module tasks appear in this area. Lastly in green, this is for internal communication. You can communicate back and forth with staff without leaving the system. This is HIPAA compliant method for communication. Always look here first when logging in.
The meters that run across the dash are for Census, Incidents, Medication Compliance and Orders to be verified. Let's look at each briefly.
The first meter is for Census. This will show you an accurate and real time list of all current individuals in your organization. You can select a date to view past census details. If you have more than one location they will all be listed on this screen. There is a reports feature that we will discuss later but printing a census report by location or status is possible.
The next meter is for Incident Reporting. Here you will find one month's worth of data for all locations. You can search by dates or by individual/resident name. All incident reports can be edited for accuracy and printed out.
The next meter is our Medication Compliance meter. This is a real time measurement of medications ordered versus administered by staff to individuals. By clicking on view details you can see what staff has missed and follow up accordingly. This is a highly useful meter for monitoring compliance and improving staff performance while limiting errors. All staff are encouraged to check their compliance before signing out and leaving for the day.
The last of the meters is for orders to be verified. If you are integrated with your pharmacy they will automatically push orders to your facility to be verified. If you are not integrated you will enter your orders in house. There are documents available on how to verify orders as well as how to enter orders.
Back to the dashboard. The system administrator will have this drop down from the small arrow next to his/her name. Many important features are found in this drop down menu. Announcements allows certain designated roles the ability to send out system wide notifications. This could be for announcing meetings, training's, drills, or even kudos to staff.
Next is the Workflow Manager. In the workflow manager you can set alerts to notify staff of issues (red alert at top of dashboard). You can set a missed medication alert, incident report alert, 6 month review of assessment alert and so many more. This is a very useful feature and can help to automate operations and reduce or eliminate errors. There is a document available on how to use the workflow manager.
In the setting feature you will see many options for managing your organization. Access to this feature is limited to the system administrator. From this location you can set up your billing profile, add a credit card to your account, see your billing statement and manage settings.
One of the most important features is the permission setting section. Here the system administrator assigns permission sets for staff. This helps to define who has access to certain features and allows for a layer of security. Please see our document on permission setting for more detailed information.
For all staff other than system administrator from the top drop down by the name there is a punch in/punch out feature available for use. There is a time sheet that can be generated and exported into excel format. We are not tied to any payroll system but most will accept excel format and you would be responsible for uploading this information.
Staff must enter their social security number to punch in and out. It is important that this information is also in their staff profile. There is a help document on adding staff available and we will briefly look at the staff module after we explore People.
Let's go back to the dashboard. From here you are able to enter into modules. You can click/touch the main screen or use the icons that run down the left side. Let's look at People.
In this module you will manage all information relating to each individual in your care. You will build an eChart for each person. There is a document available for how to add an individual/resident.
From this location you can see to the right quick access tabs. The emergency packet tab is very useful in an emergency for generating send out documentation. From this tab you can also fax this information. To begin you must click/touch the Emergency Packet tab.
Once in this section you can quickly select the documents you wish to compile by clicking/touching the boxes next to the available items. In order for some of these items to be present you would have had to upload them during the initial process of building the eChart. This is a recommended step in the set up process. You will notice that items that are not available are grayed out. From here you can print or fax.
This is the document that prints out. It is a very easy to read and concise record for this individual.
When building your facility profile you can add in physicians and organizations with their fax number and these will auto populate. If you want to send to a different fax number you have the option to enter this information.
Once inside the eChart you will see many available features. The first is module is medication. In this module you will keep a complete and detailed list of all medications for this individual.
You have access to all active, non-verified, discontinued and pending orders. From this module you can add medications, view med history, enter the eMAR and print this list. All medications can be viewed and edited from this location or even discontinued or put on hold. A document on how to add medications as well as how to verify medications is available.
The eMAR is also available from the individual dashboard, the home dashboard or the icon down the left side. The eMAR will automatically take you to the current time of day. It is easy to move through the eMAR and document administration. There is a document available for working in the eMAR.
Services are also a very important element for individuals. Information entered in the services module will drive services to be performed in the Care Tracker.
The care tracker is designed to enhance staff performance and quality of care. It looks similar to the eMAR feature and has a real time compliance meter. There are many useful and detailed reporting features available with the care tracker. For more information and a look at reports available see the document on working in the Care Tracker.
A new and exciting feature is our Attendance module. From this location you are able to track attendance for individuals that attend DDA/IDD programs. This new feature you can improve recording attendance and streamline approval and billing. There is a sophisticated reporting feature built into the attendance module. For a better look see our document on Attendance.
As you can tell from the individual dash above there are many available resident modules. There is a complete section for entering assessments. All features in this section are easy to use and alerts can be set for reminders to complete assessments and to perform required 6 month charting.
There are also areas for charting notes and vitals logs. If vitals are entered while administering medication they will automatically populate in the vitals log. Vitals can also be entered directly into the log. Logs can be printed or faxed to physicians. In orange you will see an area to pharmacy review, contract, final arrangements and reports. From this location you can also discharge a person. Once a person has been discharged you still have access to their record from the discharge tab in the facility icon.
Let's take a quick look at the staff module. Again, you can enter from the side icon or the main dash tab. Once inside this area you have access to all staff information. Whether you are building an individual eChart or employee profile it is always recommended to enter as much information as you have to create the most accurate file.
From this location you are taken to your active staff list. You can enter a profile, change a password, suspend or terminate an employee. All of these features are also available once in their profile. You add staff from this location, manage groups of staff and can run reports. You can also find suspended or terminated staff in this area. Let's take a quick look in a profile.
You can see that there are many tabs in an employee profile. For more detailed information see our document on adding staff. For alerts that are going to be sent via email or text it is important to have that information populated in their profile. You can upload health, training documents or certificates into the profile and manage training's. Staff can set their eSignature using a touch pad and this will populate on documents. This feature is especially useful to nursing staff.
If an employee forgets their user name you can find this information here and then assist them with changing their password. In the workflow section you can set email and text alerts. The system will automatically send an internal alert (red icon at the top of the page).
This has been a brief overview of the iCM system. For more detailed information see our other documents available. If you still need assistance or would like to arrange for a demo please contact us.
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