Your Current Processes:

• Using paper notes to document the relay of patient communication; ie. phone calls with doctor office and caregivers.
• Typing up new care coordination notes that frequently have same information – not using any of the Text Items codes. 

Benefits If You Change Your Process:

• All Barnestorm users can pull up information quickly (saves time).
• Going paperless (saves time and money from paper and ink).
• A notification can be sent to other employees.
• A running report can be printed for the patient quickly for surveyor. 

New Process Details:

The Care Coordination feature can be used for various documentation; for charting or non-charting purposes.  Use the CCN for documenting phone calls, progress notes/updates; anything that needs communicated to other staff (ie. falls,outside referrals).  As soon as the communication takes place, have the clinical staff start a CCN.  Some agencies will keep scrape paper to jot down the notes and then type up the CCN after all information has been collected.  If the employee is able they can also start the note and type it up as the communication occurs.  Use Text Item codes to insert text quickly for frequent topics that are used. 

Example 1: If a call comes in to report a patient fall; use a Text Item code that inserts a sequence of questions to ask the caller.The Text Item can have fill-in-the-blanks or multiple choice answers to choose from.  The text that has been inserted can be deleted or you can add more text as needed.  The CCN can be saved as “Open” if the employee needs to exit the note and go back in later to finish.  The CCN can be cc’d to other Barnestorm staff who will receive a message of a CCN that needs to be viewed.  Print a copy of the CCN for any non-Barnestorm user. 

Think of current forms used to communicate to different staff members or even others outside of the agency; or any paper forms used to fill out and place in the patients chart.Use the CCN to insert Text Items codes with the forms questions.  The Barnestorm user can insert the text and type out the answers.  Once the note is saved any other Barnestorm user can view or print the note as needed.  This is a great way to start with paperless documentation. 

Example 2:  A good example is a patient case conference note.  You can create a new Text Item code for each discipline case conference note.  Insert the codes into a care coordination note, deleting and adding information as needed.  This can be done by the primary employee or data entry.  You can CC any other Barnestorm user for them to view or you can print the care coordination note for non-Barnestorm users or outside sources.     

Suggestion on how to start this process:

• Collect a list of forms you would like to add into the Text Item feature.  This is especially easy if the form is already in a Word format. Attached is an example of a case conference note. 
• Pull up one of the forms in Word, highlight all of the text needed, right click on the highlighted text and left click on Copy.
• Go to the Text Item feature in Barnestorm Office > Codes > POC Codes > Text Items and create a new code.  Right click in Text area and then left click on Paste. Below is a link on how to add text items. 
• You may need to edit the text to modify the format; ie. adding lines or prompters.  
• Save the new Text Item code. 
• To make sure the format is correct, create a Care Coordination note with the newly added Text Item.  See what it looks like on the screen and printed. Edit the Text Item text as needed.
• Repeat the above steps with other forms you want to add. 
• Helpful tip: create new topics for the care coordination notes for common forms that you will be using.  Below is a link on how to customize the topic section. 
• Helpful tip: when creating the Text Items, give each code a category name. When you are in the Care Coordination Note you can pull up one category at a time to search through, instead of all of the codes.  This will help save time.

Daily Use

• Create the Care Coordination Note with the specific Text Item.
• Edit the note by adding additional information in the text as needed.
• CC staff who need to be notified (who also use Barnestorm Office or POC).
• If someone who does not use Barnestorm needs notified, simply email or print a copy. 
• You can email a copy by clicking on Print This CCN then click on the Email icon at the top of the page.  At that point your default email should pop up asking for the users email address. 

Checks and Balances:

If you feel the need at first, you can always use the suggestion on how to start the process and print the form for each person involved.  Also printing a copy for the patients chart.  After you feel comfortable with the process you can go paperless. 

Related Reports:

From Barnestorm Office or POC > Care Coordination >Print CCN Reports.  You have many options on printing the notes; including:  print one or all patients, print one or all employees, print select topics, print all text or just the first line.  If you go paperless this will be used for surveyors.

Related How-To Articles:

Add/Change/Delete Pre-Typed Text http://kb.barnestorm.biz/KnowledgebaseArticle50091.aspx

Add Care Coordination Note (old screen) http://kb.barnestorm.biz/KnowledgebaseArticle50414.aspx

New Care Coordination Screen http://kb.barnestorm.biz/KnowledgebaseArticle50696.aspx

Print Care Coordination Reports http://kb.barnestorm.biz/KnowledgebaseArticle50424.aspx

Tips for Customizing Care Coordination Note:  http://kb.barnestorm.biz/KnowledgebaseArticle50423.aspx

Customizing Screens:http://kb.barnestorm.biz/KnowledgebaseArticle50243.aspx