HOSPICE ADMINISTRATOR

FLOW CHART

December 2020
 Company Setup

Decide to Enable or Disable

Choose the seven-day range for the
Compliance for IDG Meetings,
Decide company-wide settings. Determine the Date through organization s Medicare Week and
Print Document Addendum and
See Admin Overview Manual for which books are closed for how SSN is displayed on patient face
Documentation Requirements.
Admin/Company Setup details. the organization. sheets.

Company Company Financial &

Clinical Operations
Setup Information Billing

Only available for those

with specific
permissions.

Subscription
Payroll
Plan

Enables organization leaders to The Current Payroll Settings displays

view subscription plan statuses, ready-only current rates and settings
request updates and that have been set. Add new rates to
communicate with the Axxess customize the Mileage, Travel, On-
team. Call, On-Call Mileage and On-Call
Travel.
 Users
Add New User
Add/User

Enter Choose Choose Payroll Infectious

System Roles Select Save
Required Info Permissions Rates Disease Profile

Red asterisks indicate Check Allow Weekend Access Check Permissions boxes Specify user payroll rates Add and view employee
required information to be able to login during individually or check based on organization COVID-19 Screenings.
weekend. Decide Earliest Log category section checkbox practices. Add new rates to
in Time and Automatic Login to select all permissions in customize the Mileage, Travel,
time. category. On-Call, On-Call Mileage and
On-Call Travel.

Edit User
People/People Center

Infectious
User Choose Choose Payroll
Select Edit System Roles* Disease Select Save
Information* Permissions* Rates*
Profile*

*Same options as adding new user.

Inactivate User Retrieving Inactivated Users

People/People Center People/People Center/ Inactive

Select Enter Select

Select
Deactivate Deactivation Activate
Deactivate
User Date User
 Physicians and Pharmacies
Functionality works the same for physicians and pharmacies

Edit Physicians Add New Physicians Remove Physicians

List/Physicians Add/Physician List/Physicians

Enter NPI Select Physician from top

There is also an Add Select
Select Edit Physician button. (only for center field then Physician
Information and Address Delete
Physicians) auto-populate.

Enter required items

Make Updates Enter Details manually including NPI
from top left field.

Select the View Physician

Select Save Select Add List button to see
Physician Physician previously entered
physicians.
 Vendors

Edit Vendors Add Vendors Remove Vendors

List/Vendors Add/Vendors List/Vendors

Enter required items. SNF

There is also an Add Enter Vendor or NF must be listed as Select
Select Edit Vendor button. Vendor Type to be able to
Details Delete
enter RUG rates.

Enter RUG
Make Updates Enter RUG Level, Rate and
Rates Effective Date. Then select the
Save hyperlink.

Select Save Select Save

 HIS Submission & Correction
Or approve multiple at once
Home/HIS Export Manager/ by selecting checkboxes then Home/HIS Export Manager/
Pending Approval selecting Approve Selected. Export Ready

Save File
Or make edits selecting Pending Generate
the Edit hyperlink. Approve to Local
Approval HIS File
Computer

Select hyperlink for single

HIS. Generate multiple by
selecting checkboxes and
then selecting Generate HIS
File.
Check
Errors Mark as
Exported
Runs the HIS scrubber.

Home/HIS Export Manager/

Export History

Update
Upload to
Status to Accepted
Accepted
CMS*

Select hyperlink for single

Update HIS status update. Update
Status multiple by selecting
checkboxes and then
selecting Update Status.

Home/HIS Export Manager/

Export History
Rejected
Save File to Update
Resubmit Generate Make
Local Status to
HIS to CMS* Cancel Correction
Computer Rejected Select hyperlink for single
HIS status update. Update
multiple by selecting
Select hyperlink. Select hyperlink.
checkboxes and then
selecting Update Status.
*Steps are completed outside of Axxess Software
 Orders Management
Patients/Orders Management/To Be Sent

Once orders are approved,

the To Be Sent screen will
To Be Sent populate the items ready Patients/Orders Management/Completed Orders
to be sent to the physician.

Shows orders that are

Completed signed and received.
Orders Options to download
and print.

Patient Name, Physician,

Filter by Filter Type, Order Date,
Age, Branch and Team.

For multiple orders. Select

Select Printer or Download Mark hyperlink for single order.
Print/ Icon. Orders must be Confirmed Received Date
Download printed/downloaded and Selected as (auto-generates today) and
Orders sent outside Axxess Received enter Signed Date then select
Hospice. Mark.

Select To mark multiple orders as

Select To mark multiple orders as
Checkboxes received.
Checkboxes sent.

For multiple orders. Select Mark

hyperlink for single order Pending Options to download, print
then confirm by selecting Selected as and Update Status.
Signature
Yes, Mark As Sent. Sent

Patients/Orders Management/Pending Signature

 Insurances/Payers
Display name, Payer Type, Payer Name, Source of
Add New Payer Bill Type and Taxonomy are Payment, Payer ID and
Add/Insurance_Payer required. *If Applicable. address are required.

Step 1: Enter
Enter Enter Payer
Insurance / Clearing Select Next
Information Address
Payer Details House*

Automatic Choose Room &

Step 2: Billing
Select Next Recurring Payer Board
Information
Claims* Settings Settings*

Choose Continuing Claim Payer Requires Custom HCPCS Choose Payer Type and Continuing
Frequency. for Levels of Care. Claim Frequency. Enter Procedure
Code and whether payer requires
Itemized Service Lines.

Add Level of
Step 3: Fee Add Visit
Care Rates History Select Save
Schedule Rate(s)
Information

Choose Task, Preferred Choose Level of Care, Preferred

View previously entered rates.
Description, Effective Date, Description, Effective Date, Rate,
Revenue Code, Service Unit Type Revenue Code and Service Unit
and Rate then select Save Visit Type then select Save Level of Care
Information. Rate.
Edit Payer Remove Payers
List/Insurance_Payers List/Insurances_Payers

There is also an Add Select Next

Select
Insurance/Payer Select Edit Make Updates or Previous
button. Delete
to Save
 Templates

Add New Template Edit Template Remove Template

List/Templates List/Templates List/Templates

Select Add Select

Select Edit
Template Delete

Enter
Template
Name and Make Updates
Description

Select Save Select Save

Template Template
 DME and Supplies

Add DME/Supplies Edit DME/Supplies Remove DME/Supplies

Add/DME Add/Supplies List/DME List/Supplies List/DME List/Supplies

There is also an There is also an Select

Add DME Add Supply button
Enter Name button here. Select Edit here. Delete

Choose whether
Choose whether
infusion pump or not. Enter/Choose formulary or not.
Enter the price for Per Make Updates
Details Enter unit cost for
Diem, Purchase and
Supplies.
Rental for DME.

Select Add
DME/Supply Select Save

Select View List to see

previously entered.
 Teams

Add Teams Edit Teams

Add/Team List/Teams

Enter Team Name and start

typing the name of Hospice Enter Team Select Save Option to Add Team.
Physician Clinical Manager. Select Edit
Choose Agency Branch. Details

Select Add Meeting Schedule.

Choose the Frequency, which Add Enter Name and add optional Enter New Also option to Update
days to Repeat on, an Hospice Physician by typing Patient list. Choose Make
Effective from Date and Meeting the name then after finding Group Group and Updates
Meeting Start Time. Select Schedule select Add. Details corresponding Team.
Save.

Start typing member

name. Once found,
select Add Selected Add Team Select Next Add Group Select Save
Member. Members

Select +Add Group.

Delete Teams
List/Teams

Select
Delete
Help Center Process

Help/Help Center

Help Center

This center will provide

step-by-step instruction on
areas of the software, as
well as instructional videos.