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Roadmap to Implementation

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Task Assigned To Status
  1. Input accurate location addresses, phone, fax and site manager info.
  2. Define all programs (that require discrete referral/enrollment/discharge tracking) at dashboard>clinical>programs.
    a. DefineClosure Reasons (or reasons for discharge) at dashboard>clinical>programs, separated by semi-colons.
     b. Define and input Eligibility Criteria for enrollments into each program and input at dashboard>clinical>programs>eligibility criteria, separated by semi-colons.
  3.>  Construct Program Sections which will define how clinical notes are organized in the client file for that program. dashboard>clinical>programs>add section
  4.  Input Program Locations for each office location from which services are provided) if there is only one service location, the system will still require it to be added as the location for each program). dashboard>clinical>programs>add locations
   5.   Begin Clinical Form Development and/or testing.
    a.  For forms provided by EMR-Bear, test all forms on 'John Doe' and edit as needed.
    b.  For newly created forms, begin an iterative process of gathering paper forms, creating electronic versions of all forms, and testing the forms on 'John Doe'.
    c.  Define form supervision/signature requirements for each clinical form.
    d.  Set form launching rules (launch with or without appointment).
    e.  Define documentation timeliness rules, if any. HOW***
   6.  Associate forms with appropriate Program Sections. (This will define the organization of the client file or "chart", and will define what kinds of encounter forms can be used for the clients enrolled in that program.
  7.  Input all applicable Fee Schedules at dashboard>billing>fee schedules>+Add New Schedule
  8. Input all applicable Payers
  9. Create Plans for each Payer and associate those plans will the appropriate fee schedule. //HOW//
   10.  Input appropriate billing codes associated with each clinical form and/or confirm that no billing codes are associated with the form, if appropriate, at dashboard>>clinical>>forms>>"form name">>edit.
   11.  Input all Users (employees) into the system. dashboard>>Admin or Human Resources>>Users>>Add New
      a.   Ensure that licensure, credentials, and supervisors for all users (employees) in the program have been input into user records. (This requires that Payers have been input by billing staff so that provider credentials can be attached to those payers.)
  The remaining steps are subject to the team's planning process as a result of the Milestone Meeting, as well as the agency's priorities, resources and structure, and may include the following:
Task Assigned To Status
    b.  Assign appropriate Roles in their user record (i.e., if front desk stall will also set appointments for themselves to conduct admissions, they need to have Front Desk role, Intake role, and Provider role.
    c.  If applicable, confirm that each user in the system has the appropriate scheduling permissions indicated their user record. HOW
  12.  Identify Program Liasons per program (agency-wide program managers) and Location Liaisons per program (site-specific program managers) at dashboard>clinical>programs>+AddProgramLocation. Anyone that is involved with admitting into or discharging from a program, or anyone that manages caseloads within a program, should be identified as a Program Liaison. Location Liaisons will have the same roles as the Program Liaison, but only for their defined location.
13.   Create and test all signatures forms in the system (PCP notifications, consent for treatment, release of information, etc.).
14.   Collect documentation for RxNT (for electronic prescription writing from EMR-bear) enrollment and validations, if applicable.
15.   Create Appointment Type Templates which define what kind of appointment can be schedule for each type of provider in the program (i.e., "CSW" templete = CCSS Plan of Care, CCSS Note, CCSS Med Log, CCSS Discharge Summary). Dashboard>Human Resources>App Type Templates
16.   Assign each provider in the system with the appropriateAppointment Type Template so that all applicable Appointment Types are listed in their user record.
17.   Pre-populate agency-specific lists such as Referral Sources, PCPs, Reasons for Admission/Closure, and Schools (Dashboard>Admin box>List Maintenance>System tab).
18.   Conduct a Pre-Training Milestone Meeting to // state the purpose of the mtg //
  The remaining steps are subject to the team's planning process as a result of the Milestone Meeting, as well as the agency's priorities, resources and structure, and may include the following:
Task Assigned To Status
19.  Conduct 'EMR-Bear 101' class for entire Staff
20.  Input clients into EMR-Bear or migrate client data via electronic transfer //HOW//
21.  Hold program-specific training sessions for Program/SIte "Super Users".
22.  "Super Users" conduct team-specific training sessions per program or functional area.
23.  Complete Data Entry Addendums for each client. Input clinical "starter" data, i.e., Diagnosis, Symptoms/Problems and Goals/Objective/Interventions, demographics, contact info, and insurance coverages.
24.  Record accurate client referral/enrollment dates for each program in which they are receiving services. (client file>Admin tab>[name of program]>"Add Program Enrollment">input referral and enrollment dates, and check Admit? Box).
25.  Assign all clients to clinical staff (client file>Admin tab>[name of program]>"Add Provider Assignment").
26.  Record dates of any tracked documents done outside of EMR-Bear.
27.  Input schedule appointments.
28.  Launch - "Day One"

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