O-11-211 Create POA/LEGAL REPRESENTATIVE Coordination Note
👤 RESPONSIBLE POSITION
Intake Coordinator
🎯PURPOSE
When Intake identifies that a client has a Power of Attorney (POA) or Legal Representative, they must obtain verbal consent from the POA or Legal Representative to begin home health services.
To document this communication, as well as to initiate follow-up steps to obtain signed paperwork from the POA/Legal Representative, the intake coordinator creates a POA/LEGAL REPRESENTATIVE coordination note in HCHB and follows the steps below. This coordination note will route to the Business Manager Responsible Position for their follow-up on admission paperwork as outlined in process O-14-216 Process POA/LEGAL REPRESENTATIVE Note.
🔄 PROCESS
- In the client’s chart, navigate to Coordination Notes and select Add.
- Refer to O-11-200 Create/Review Coordination Notes in Back Office for steps to create a coordination note in HCHB Back Office.
- Choose POA/LEGAL REPRESENTATIVE from the dropdown. The text field will populate with a pre-set template. The Intake Coordinator is responsible to complete Section One.
SECTION ONE: INITIAL CALL – INTAKE COORDINATOR
> VERBIAGE FOR PHONE CALL:
”ADARA HOME HEALTH HAS BEEN CONTACTED TO PROVIDE [NAME SERVICE OR SERVICES] BY [NAME ORDERING PROVIDER] FOR [CLIENT NAME]. YOU ARE LISTED AS THE POA/LEGAL REPRESENTATIVE. WE ARE OBLIGATED TO OBTAIN YOUR CONSENT FOR ADMISSION. IN ADDITION, AFTER THE ADMISSION YOU WILL HEAR FROM US AGAIN TO OBTAIN YOUR VERBAL CONSENT TO TREAT BASED OFF OF THE PLAN OF CARE ESTABLISHED AT THE ADMISSION AND ADDITIONALLY WILL RECIEVE SIGNATURE REQUEST VIA EMAIL ON ALL REQUIRED CONSENT FORMS.”
> VERBAL CONSENT TO ADMIT OBTAINED BY: *ADARA EMPLOYEE ON *DATE
> ANY VERBAL CONSENT FOR CLIENT TO SIGN PAPERWORK FOR THEMSELVES? *
> REQUEST TO OBTAIN POA/LEGAL REPRESENTATIVE DOCUMENT FOR NON-FAMILY MEMBER: *
> POA/LEGAL REPRESENTATIVE NAME: *
> CONTACT INFO - PHONE: *
> CONTACT INFO - EMAIL: *
> CONTACT INFO - MAILING ADDRESS: *
> PREFERRED METHOD OF COMMUNICATION: *
> BEST TIMES TO REACH BY PHONE CALL? *
- Call the POA/Legal Representative. Using the verbiage included in the template, obtain verbal consent to admit the client.
- Document consent obtained and complete all asterisked areas (*) of Section One of the coordination note template, including POC/Legal Representative Contact information and preferred method of communication.
- In the case that the POA/Legal Representative gives consent for the client to sign paperwork for themselves, document this consent in the field below as prompted:
> ANY VERBAL CONSENT FOR CLIENT TO SIGN PAPERWORK FOR THEMSELVES? *
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If POA gives consent for client to sign paperwork for themselves, delete Section Two and all following sections.
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Save the coordination note by selecting Save & Close.
- When created, the coordination note will route to the Business Manager workflow.
- After the Start of Care visit, the Business Manager will follow next steps and complete remaining sections of the coordination note as described in process O-14-216 Process POA/LEGAL REPRESENTATIVE Note.
