O-14-127 Confirm That Signed Documents Have Been Attached

👤 Responsible Person

Administrative Specialist

🎯 Purpose

This task will generate after the 485 from a client’s Start of Care (SOC) is approved. Its purpose is to track receipt of signed admission paperwork and to prompt the Administrative Specialist to make two selections in the patient’s snapshot in HCHB after the paperwork is received signed which will allow billing to be sent. The task does not generate for recertification; it generates only for a SOC.

🔄 Process

1. After the Start of Care (SOC) visit, the task will generate:
2. Locate the signed SOC paperwork

   1. Check in Forcura, under the “0XX Administrative Assistant” shared folder

      

      If the signed paperwork is located here in Forcura, follow the Administrative Assistant steps laid out in [[O-7-160 Mobile Forms Review and Linking]] prior to proceeding.

   2. If the document is not in Forcura, check in the POA-Legal Rep Paperwork folder.

      

      If the paperwork is located here in the indicated T-drive folder, follow the Administrative Specialist steps laid out in O-14-216 Process POA/LEGAL REPRESENTATIVE Note.

      Once the paperwork is received back signed by all required parties, then proceed with the remaining steps of this process

   3. If the paperwork is not in either location listed above:

      Wait for one business day after the task arrived in workflow. If the paperwork is then still not in either location, connect with the Business Manager to ensure the paperwork has been received and is in process. If the paperwork has not been returned to the office by the clinician, the Business Manager will follow up and ensure paperwork is obtained timely.

3. After the signed paperwork has been received and attached to HCHB per the applicable processes referenced in step 2, navigate to workflow and open the task tied to the client.

   

4. Select Edit/View Referral. This will open the clinical tab within Patient Snapshot

   

5. Mark essential paperwork as received within HCHB, which will allow billing to proceed

   1. In the lower left of the patient snapshot under the Clinical tab, locate the Medical Release Codes field. Click the magnifying glass icon and select option “Y”

      

   2. Check the box “Verify Receipt of paperwork and Appropriate Patient Signed Documents”

      

   3. Click Save and Close

      

6. Select Stage Completed, completing the task in HCHB

   

📅 Effective: 03/14/2025  |  🔍 Reviewed: 03/14/2025

🛠️ Revised: 07/18/2025  |  ✅ Approved by: JFJ