Assessments

Q. How can assessments realistically save me time?
The assessments that we offer generally are self-administered by the patient and automatically scored, producing the results in seconds. They involve no more staff time than handing a survey unit to a patient, docking it when it is returned, and putting the report in the patient’s chart.

Depending on the assessment used, a complete work up on the patient can be summarized and trended, highlighting the key areas of concern. This could save easily 5 minutes of interview time per visit. If a provider does 20 – 30 visits in a day, the range of time savings is 1.6 to 2.5 hours per day

Q. How many patients really need assessment services?
Using the INFOCore assessments (initial visit or follow up), it’s beneficial to assess every patient at every encounter. This way you can assess and compare results over time to measure the effectiveness of treatment programs. When deeper issues are uncovered (approximately 10 – 15%) of the time, in-depth condition-specific assessments should also be used.

Q. Can I use my own assessments?
What makes information valuable for population management and outcomes is the ability to compare, which requires standardized data. We can implement your own assessments, but it is highly recommended and more cost-effective to configure available assessment to fit your needs.

Q. Why would you administer more than one assessment?
Assuming you used an INFOCore assessment to initially screen the patient, the results may reveal that a specific co-morbid or underlying issue exists, that can better be addressed by administering a condition-specific assessment. When this occurs, much like a lab test, you can order up the additional assessment and follow up on the results before the patient ever leaves the office. For instance, the How’s Your Health survey may reveal that a patients shows signs of depression. Therefore, you would want to follow up with the Shedler QPD panel.

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Hardware

Q. Why do you recommend a survey unit?
Patient Tools supports many different types of devices for patient input and each has its advantages and disadvantages. Generally, when clients consider all the cost and spatial factors involved, they find survey units to be the best option.

Survey units are designed to look and function much like a banking ATM machine. They are the least intimidating of the devices available. Being a portable tablet, they function better than kiosk PCs, overcoming the space, queuing, and privacy problems. Using a docking station and IR communication, they are more secure than wireless web tablets or tablet PCs. Because no one wants to actually touch the fingerprint smear from the previous user of touch screens on PCs, tablets or Pocket PCs, a stylus is required, which typically gets lost.

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Q. Can we use different hardware/input devices than you have listed?
Due to HIPAA concerns, each device offered by Patient Tools has integrated security measures. Without the drivers for these security measures, other devices simply can not communicate with the Patient Tool servers. Patient Tools is continually developing new technologies, so we are happy to discuss integrating your specialized hardware needs.

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Security

Q. How do you provide HIPAA compliance?
Beyond the typical measures of user name and password authentication using 128-bit encrypted communications (similar to online banking), Patient Tools implements two significant additional measures. First, we “de-identify” all data by storing all Protected Health Information (PHI) inside the client’s firewall, creating a patient code for any data that goes to the Patient Tools’ servers. Second, integrated security for all access to the Patient Tools’ servers uses device-specific signatures to lock any account to one known valid location. Attempts to login from any other location is automatically rejected. These two additional measures provide a superior level of security for all Patient Tools’ clients.

Q. Why does the information have to reside on Patient Tool’s server?
In order to trend, aggregate, and access information from multiple locations, the information has to be centrally located. Patient Tools securely handles this centralized data in its data warehouse, enabling these types of reporting functions to be performed.

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Training

Q. Do you train our internal IT staff to maintain the programs?
There are several different types of training, depending on the audience and functions used. For instance, Patient Tools provides training for in-service, office managers, IT personnel, and aggregate dashboard access. This training can be performed remotely or on-site. In larger organizations it makes sense to train-the-trainer, basically training personnel on your staff who in turn train the rest of your organization.

Enterprise

Q. We want to view our data from different locations. Is this possible?
Because your data is centralized in Patient Tools’ data warehouse, with proper permissions and security, you can view your data from any location with internet access.

Q. Does the PTI data merge into our system that currently collects all of our EMRs for patients nationwide?
Because interfacing to the different EMR systems available is not straight forward, some customization is usually required to push data into a local EMR, or alternately pull pertinent data from the EMR.

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Data Collection

Q. What is a “launch” form?
Launch forms are used at Launch Stations to initiate an assessment. The forms can be configured to collect supporting clinical and financial data prior to starting the assessment. They are also the access point for interfacing to a local EMR.

Q. What is an “update” form?
In many situations, all of the supporting clinical information around a patient is not known at the time the assessment needs to be administered. For these situations, an Update form can be configured and accessed at a later time, enabling you to go back and fill in the information generated as a result of the visit.

Q. Can I create my own aggregate reports?
The ability to configure your own aggregate “dashboard” reports is one of the key services provided by Patient Tools. Standard templates can be imported and easily modified to execute statistical analysis and display the results in tabular and/or graphical form. The data definitions are automatic and you can look at your data in real time.

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Billing

Q. Can I get reimbursed for administration of assessments?
While the primary reason to use Patient Tools is to save time (dollars) while getting more in-depth information, you can potentially get reimbursed for administering assessments as well. Assessments provide a higher level of documentation, which can enable you to code at a higher level.

Additionally, many assessments can be treated as reimbursable tests. Primarily assessments with a psychological component can often be reimbursed under CPT 96100. You will need to verify when this appropriate as this type of reimbursement varies from payer to payer and region to region.

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