Adult Day Workflow

Overview

This article focuses on Adult Day Care management in Ankota.

This article covers:

Set-up

Clock-ins and Clock-outs

Pre-Billing

Testing

Billing Management

Further Details

Set-up

Ankota environments with Adult Day Care management have a unique workflow. This article will primarily focus on Adult Day in general; for state-specific guidance, see your individual state guide. Please note this article focuses on the general administrative experience of setting up an Adult Day organization in Ankota in list form. For a deeper dive of each described process, click the links which will provider more detail.

See below for more information on the first step, set-up.

Service Set-up

Note: if you are providing both Medicaid and Private Pay services, or if you are providing services to a variety of LTC insurance companies, you will need to user Payer Descriptors. Each client will require a payer descriptor assignment, and payer descriptors will be applied to visit types. See here for more.

Note: for the longer version of this section, see the full Adult Day feature walkthrough.

In addition to the usual confirmations of billing rates, pay rates, visit types, payers, and any state reporting requirements, the following will need to be provided or decided for Adult Day organizations and discussed with an implementation specialist:

Lists to Provide

• A list of your facilities
• A list of your activities
• A list of your visit types and rates
• A list of your current billing methods and billing goals
• If you wish to do a data upload as opposed to manual entry, lists of:
  • Your clients Client Data Excel Template - VERSION NO SKILLS.xlsx
  • Your caregivers Caregiver Data - Excel Template

Decisions to Make

• Signature requirement: arrival yes/no? departure yes/no?
• Do you want drop-down categories of Adult Day care plan items?
  • For example, Adult Day Morning, Adult Day Afternoon, Adult Day Special Events, etc.
  • This is ideal for companies with many different care plan items - makes it easier to navigate
• Scheduled or Unscheduled Visits?
• Bill by visit type, payer, or client?
• For private pay clients, bill via credit card or ACH processing via Paragon?
  • See here for more on credit card/ACH payments in Ankota
• Pay standard hourly rate, per visit rate, or other
  • A complete walkthrough of payroll options is available here
• Mapping/Transportation management needed?
  • If so, do you want generic "driver" log-ins? 
  • The advantage of this is that you can reassign less often, it's easy to sort for, and you can easily set office locations for each driver if you run multiple facilities
  • If you have set drivers with set schedules, rather than a rotation among various people, individual log-ins may be preferred
• Caregiver shifts (scheduled or unscheduled) managed in Ankota or in another system?
• Client self check-in, Family check-in, or Staff check-in?
• Single "kiosk" user log-in for Adult Day check-ins, or individual staff log-ins?
  • Note this is separate from administrative access, which is always individual

Once these key items have been reviewed and configured by the implementation specialist, system data can begin being entered:

Data Entry

• Client entry, including authorizations, care plans, and schedules
  • Also add client schedule limitations if needed
• Caregiver entry
• Facility assignment
  • clients to facilities (so they can clock in to those facilities)
  • staff and/or caregivers to facilities (for viewing access)
• Document entry (provide Ankota with copies and they can be added to your Ankota system)

Clock-ins and Clock-outs

Here is a staff guide to managing client clock-ins and clock-outs. 

Here is an administrative guide to managing Adult Day visits, including management of the schedule board overview.

Here is a staff guide to clocking in and out of office shifts.

Here is a guide to activity management.

Pre-Billing

Successful billing and payroll starts at the beginning of the client's creation. The processes below will lead to successful billing. 

• Client and Caregiver entry
• Visit Management
  • Caregivers complete visits or timesheets are entered manually through the office
  • Visits are approved automatically or visits are approved by office
    • More specifically, ensure visits are closed, then review and clear the Visit Approval Dashboard
• Prevention of Errors/Unmatched/Rejected Claims
  • Watch your warnings on the Action Center (such as missing client IDs) and address as needed
  • Watch your warnings on the Visit Approval Dashboard and address as needed

Testing

Testing processes are typically not needed for private pay. Speak with your Ankota specialist if you have any state-mandated data delivery that requires testing. 

Billing/Payroll Management

Billing and payroll are simple processes if you follow the pre-billing practices above. 

In order to bill, you will:

• Schedule visits as usual
• Clients clock in and out as usual
• Manage visits as usual
  • Ensure visits are closed (assuming you schedule visits in advance)
  • Review/approve visits in the Visit Approval Dashboard
• Bill visits as usual
  • Calculate Billing
  • Review the Billing Report (Client) and complete invoices
• For private pay customers, email invoices or print and mail invoices

The payroll process is the same process as above, with the exception that you will choose Operation: Payroll on the Calculate Billing/Payroll page, and also set a payroll date to associate with the payroll.

Further Details

These additional resources may be of use:

• The Ankota Training Overview, including videos
• Daily Adjustments
• Manual Visit Entry
• The Attendance Report

 Client Data Excel Template