VMS Training Manual

Access to Recovery (ATR III)

User Manual

TABLE OF CONTENTS

Table of Contents 2

Basic System Display Information 3

Logging onto VMS 4-5

Search Screen 6-7

Open Registrations/Pending Referrals 8

Accepting a Referral and Starting an Authorization 9

Pg. #

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Accepting a Referral and Starting an Authorization 9

Entering Progress Notes 10-11

Entering Service Invoices 12-15

Discharging Clients From Services 16-17

Logging Out/Support 18

The following items appear throughout the system:

Command Buttons:

Clicking the Submit or Save buttons will save the information that has been typed in and move the user to the next step.

In order to print a copy of information entered into a VMS screen, users can click on the printer icon. They will then have a hard copy of the information.

Drop-Down Selection (Combo Box) –used for selecting values from a pre-determined list of allowed values for that field. The value can either be selected by clicking on the arrow at the right end of the Combo Box, or by typing the entry.

Check Box – used when a response to a question is either Yes or No; if checked the response is Yes and if unchecked the response is No. Checkboxes will many times often cause other fields to become enabled and/or required.

Registration/Inquiry Button –brings

BASIC SYSTEM DISPLAY INFORMATION

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Text Box – used for entry of free-form text fields, such as names, numbers, and dates. Some text boxes assist the user by showing the format next to the field; for example, numbers should be entered into one of the following formats:

Phone/Fax Number: XXX-XXX-XXXXDate: MM/DD/YYYYDollars: XX.XX

Please note that the system will not spell check your entries. Please enter

information exactly as you want it stored.

Registration/Inquiry Button –brings the user back to the default (home) screen.

Logout Button – ends user’s session and logs out of the VMS.

Back Button –exits from the current screen and returns to the previous screen .

Service Status Button – returns user from the current screen to the list of authorized services

LOGGING ON TO VMS

• Select LOGIN, in the upper right hand corner, then ATR III to log in to the VMS.

To access the ATR III VMS, users will first need to log on to the Internet and go to the Advanced Behavioral Health Web site at www.abhct.com. From this page users can:

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• Select RESOURCES, then ATR III to view and print hard-copy documentation, provider alerts and other important ATR III documents.

LOGGING ON TO VMS (continued)

Once a user connects to the ABH Web site and navigates to the ATR III login screen, he or she must enter a User ID and Password. All individual users will receive a unique login and password after completing the “Statement of Rights and Responsibilities” (available in the Resources/Forms section of the ABH website). Once the User ID and password have been entered, click the Log In button.

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Occasionally, notices and announcements concerning system changes, maintenance, or service updates will appear on the login screen. Please read these notices and adjust accordingly.

Tip:

SEARCH SCREEN

To Search For Referred Clients:

After a successful login, the user’s

first and last name will display at the

top of the page. The provider’s

contracted service address(es) will

be in the Combo Box beneath the

This is the Default Screen. Once users

log in to the ATRIII VMS (and anytime

they click on Registration/Inquiry) this is

the screen that will be shown.

Users can type in any combination of available

criteria to locate a client and view the status.

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be in the Combo Box beneath the

name. Select the specific service

address needed from the provider

drop-down box.

SEARCH SCREEN (CONTINUED)

Report options will be added on an ongoing basis. Two VMS reports are currently

Tip:

After selecting or typing in criteria, click the Search button to receive the results ofyour search. If all criteria fields are left blank and Search is clicked, the VMS willshow all clients linked to the provider location.

Open Registrations: Those clients with current pending referrals.

Active Clients: Those authorized for services with units available to bill.

Inactive Clients: Those whose authorizations either ran out of units or days but were not yet discharged.

Discharged Clients: Those who have completed services with a discharge entered.

Pending Invoice: Those whose invoices have been submitted without a matching progress note.

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Report options will be added on an ongoing basis. Two VMS reports are currentlyavailable – ATR III Claims Report and ATR III Referral Outcomes Report.

To run either report, select the provider location from the Combo Box, and enter a date range. The Claims Report will show all claims entered for that site location and during the specific timeframe, along with the claim header ID number, client information, charges, date of entry, user ID, and check number. The Referral Outcomes Report will summarize all referrals made to the agency during the specific time frame as well as the action taken (authorization created, referral closed, client discharged), total units and dollars paid, and the agency’s percentage of authorizations to payments.

OPEN REGISTRATIONS/PENDING REFERRALS

To see all clients who have been referred through ABH Care Coordination to a particular provider service location,

first select the site from the Combo Box. Click the Check Box next to Open Registrations and click Search.

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To create an authorization and begin the client’s services, click Add under Service Request – Start Date.

ACCPETING A REFERRAL AND STARTING AN AUTHORIZATION

Enter the client’s date of birth and the

service start date and click submit. This

should only be done once provider staff

has met with the client and the client has

indicated his or her desire to begin

services.

Once the date of birth and service start

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Once the date of birth and service start

date have been entered, the user will

see a confirmation screen explaining

that the authorization will be created. If

there are any limitations (for example,

due to services previously received by

the client), they will be displayed here

as well.

ENTERING PROGRESS NOTES

To enter progress notes, select the location and search by name (you can also do this by clicking on Active Clients and Search to find the

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Search to find the client’s name). Next, Click Addunder the Progress Notes column. Progress notes matching an invoice must be entered onto the VMS.

Tip:

A claim will not be released unless the progress note has been entered and matches the invoice.

ENTERING PROGRESS NOTES (CONTINUED)

All fields are required.

Session Date automatically defaults to

today’s date. Type in the correct

session date (if necessary) and select

the start and end times from the combo

boxes. Indicate the person or people

present at the session as well.

Type in the goal being worked on, the

intervention provided, the client’s

response, and the plan or next steps.

Select the point in progress of the goal

from the combo box (Goal Met, Goal

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Not Met, In Progress, or Revised).

Please note that these four fields have

a 250-character maximum. Click Save

and repeat this process as necessary to

document all goals discussed during

the session.

Once the user clicks Save, the fields will

clear out and the content of the note will

move to the table below the empty

fields. All progress notes entered by

provider location staff can be viewed

from this screen.

ENTERING SERVICE INVOICES

All service payment claims for

authorized services must be entered

via the VMS. When the client is

displayed, click Add under the

Invoicing column.

All service authorizations assigned

to the provider location will be

displayed. Click the Invoice button

on the right of the screen to enter a

claim.The

authorization

Tip:

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Enter the service start and end dates. Units represent the amount of time spent with the client and vary by service type. For Supported Recovery Housing Services, the units will automatically calculate and the VMS will not allow you to bill in excess of 7 units at a time. For all other services, enter the number of units being billed. Click Submit.

authorization

dates and

maximum units

are visible

above and to

the right of the

Prior Invoices table.

ENTERING SERVICE INVOICES (CONTINUED)

There is a shortcut button (Add

Progress Notes) next to the

Submit button on the invoicing

screen. This will take a user

directly to the progress note entry

screen; but please note that

adding a progress note alone

will NOT generate an invoice.

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will NOT generate an invoice.

Users must enter a progress note

and an invoice separately in order

to create a claim for payment.

All progress notes that have been

entered against the authorization

being viewed are stored and

visible on the bottom of this

screen.

ENTERING SERVICE INVOICES (CONTINUED)

If no progress note has been

entered onto the VMS for the billed

service date yet, users will see a

message in red reminding them that

a note MUST be entered before a

claim will generate. No payment will

be issued until a complete claim,

including progress note, has been

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including progress note, has been

submitted.

Providers may search via the

Pending Invoices check box on the

default screen to locate invoices that

have been submitted with no

corresponding progress note.

Provider staff can view the status

of an invoice submitted. Locate

the client and click the Add button

under Invoicing.

If units remain and are able to be

billed, the Invoice button will still

be visible. If all units have been

billed, the Invoice button will be

replaced by a View button. To

check the status of an invoice,

click the button that corresponds

ENTERING SERVICE INVOICES (CONTINUED)

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click the button that corresponds

to the authorization that was billed.

The VMS will display

Acknowledged/Accepted for a

short time after submission.

Once the VMS has adjudicated the claim to the internal ATRIII system, the Status will update with whether the

claim is ready to pay, has been denied, or is pending for progress note entry. Claims may be denied if the

requested timeframe or number of units exceeds the service approval, or if the provider bills outside of the 30-day

timely filing window.

Once the claim has actually been included on a check run, the Paid Date and Check # fields will fill in for provider

reference.

DISCHARGING CLIENTS FROM SERVICES

Provider staff must record all client

discharges on the VMS. Discharges

must be entered when the client

successfully completes ATR services

OR leaves services early.

To enter a discharge, locate the client

and click the Add button under

Service Level Discharge.

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All questions in the Service Level

Discharge are required; however,

please note that depending on the

responses given, additional fields

may be required as well. The

Discharge Date defaults to today’s

date, but can be edited to reflect

the actual date of discharge. Select

or type in the appropriate response

for each question then click Save.

DISCHARGING CLIENTS FROM SERVICES (CONTINUED)

The VMS will notify the user if the selected date is not appropriate based on the client’s authorization dates.

Clients should not be discharged on dates that are:

-- prior to the start of the authorization;

-- after the end of the authorization; or

-- prior to the most recent paid service date.

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Please note that clients will continue to be included in a

provider’s service caseload maximum until a discharge is

submitted in this manner. Discharges should be submitted

once all billing has been done for the client, as the VMS will

automatically cancel any unpaid units and they will not be

available for invoicing.

Tip:

LOGGING OUT/SUPPORT

When you are done using the

VMS system, you should always

log out. When you log out, no

one can use your session to get

into the VMS portal until a ID and

password are entered. Logging

out protects you from other

people making accidental or

purposeful changes to your

information.

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Should provider staff encounter any problems or questions, click the General Help link that is located at the bottom

of every page. This link will open a new email window that provider staff can use to contact support at ABH.