O-5-140 Clinical Systems Support Templates

🎯 Purpose

User will utilize the email group ClinicalSystemsSupport@adarahomehealth.com to request support, assistance or guidance for clinical systems including HomeCare HomeBase, Forcura and Carevoyant. Refer to O-5-141 Adara Internal Support Team - Contact and Communication for directions on how to initiate a support request.

📂 Template Examples

Branch Transfers:

Clinical Supervisor must confirm with new branch office they will accept transfer and both Clinical Supervisors should be included in the e-mail:

Current Branch Office:

Branch Transfer from XXXXX to XXXXX:

1. New Branch:
2. Client’s name:
3. Client’s new address:
4. Client’s phone number:
5. Date the client is moving to the new location:
6. Current payer(s):
7. Disciplines ordered:
8. Services ordered:
9. When visits are due:
10. Recert due date:
11. Scheduling specifics (what needs to take place in order to schedule visits? (Examples: interpreters, caregivers involved, time specific, etc.)
12. Client specific information:
13. Current branch case manager:
14. Provide client with New Branch contact information: (Who will be contacting the client/family and when?)
15. Communicate with the Provider to determine if the provider will oversee home care orders since client has moved, or if client needs to establish a new primary care provider. (Inform provider that client will be transferred to another Branch and provide them with contact information if needed).

New Branch Office:

1. New Branch Case Manager:
2. Client Team (North, South, East West):
3. Staff who will provide the first visit:
4. Contact client to schedule first visit and explain what will take place on the first visit. Confirm client has branch contact information in case they need to change visit date/time, etc. Explain if labs, comprehensive assessment, or paperwork are needed)

Late Recerts:

Clinician/Clinical Supervisor is responsible for identifying late recert, communicating to physician and obtaining/entering a VO from the provider to continue services and perform the late recert.

Recert must be assigned in the current episode in order to be moved to the new episode.

1. Client:
2. Payer:
3. Recert Due Date:
4. Services:
5. Situation:
6. Recert Plan:
7. Name of Clinician Late Recert Assigned to:
8. Date of Late Recert Visit:
9. Is Late Recert Billable or Non-Billable?

Payer Change:

1. May be initiated by Authorization Specialist or Clinical Supervisor when guidance or direction is needed for an unexpected payer change. Examples include retroactive insurance changes and monthly EVS changes.
2. Client’s name
3. Current payer:
4. New payer:
5. Date new payer is effective:
6. If the client has a MDCR payer, does the client currently meet MDCR criteria?

📅 Effective: 02/28/2025  |  🛠️ Revised: 07/21/2025  |  ✅ Approved by: JS