Allied Health Systems Authorizations Website

1. Allied Health Systems Authorizations Website Tutorial and Walk Thru http://www.alliedhealthsystems.com

2. Introduction This website has been designed to work with any recent version of the most popular web browsers. Directly coupled with a powerful database engine you can get visits for your patients in just seconds. Visit requests that require review, are done so by certified, knowledgeable reviewers.

3. Starting Point Directly from the main page is the main starting point for getting your visits approved. Under the Provider Access link, all providers will want to select Provider Login. The Reviewer Login option is reserved for our certified reviewers and your standard login will not work on that page.

4. Login Screen Every provider a part of the AHS Network has a unique ID for their office use only. In addition they will also have a unique password designed to protect their personal patients information. All covered under a secure 128-bit layer of browser security for full HIPPA compliance.

5. Welcome Screen Welcome Screen This first screen will contain recent account activity and important system news. Important Announcements In the green area to the right is a place where important announcements are posted. Some will require you to only read them and check them and others will require additional actions to complete. Please make sure that the contracted Provider knows about these announcements.

6. Homepage Homepage This page is considered the homepage for your session and you can easily get back to it at anytime by clicking on the logo in the top left of the screen. The menu across the top contains your action items.

7. Main Menu Visits: Initiates a request for new visits and allows you to see the status of past visit requests and review outcomes. Patients: This area allows you to maintain and create patient and Insured information. Provider: Information about the provider and allows you to change items such as password and system preferences. Resources: Links to support information, manuals, newsletters and other important resources. Logout: This logs you out of the system and should always be done when you are done rather than just exiting the browser.

8. Adding a Patient Adding a Patient

9. To get visits for a patient you first need to add a patients record into the system. You will access your patients by their Patient ID throughout the system. This may be ANY naming or numbering system that you may already have in place at your office but each patient will need a unique ID. To prevent duplicate entries, when you leave the Patient ID field it will check for duplicates and display a green checkmark or red dot.

10. To enter dates in the system you only need to type numbers and no separators. So 05191974 will be automatically formatted to display 05/19/1974 in the box. The green reset button will clear out the data in the box. Blue “help” bubbles will also offer additional help where needed. You may press the calendar button to display a popup calendar for all date fields. Simply select the date that you want entered in the field.

11. You can “postdate” a patient’s records to create Insured information for a previous policy year. If you need to request visits for a policy year that has already past then you will want to create a “postdated entry” when you create the patient. Do this by selecting the check box in either the primary or secondary insured information areas.

12. Fields that are required, will have a red border around them. They must be completed in order for you to continue and add it to the database. This field is a required field.

13. Modifying a Patient Modifying a Patient

14. Type either the Patient name or Patient ID and select the patient you want to make modifications to. The database will search for possible matches.

15. Make the modifications that need to be made in the fields. All changes will take effect immediately in the system.

16. Adding Patient Visits Adding Patient Visits

17. Type either the Patient name or Patient ID and select the patient you want to request visits for. The database will search for possible matches. Then click “Next Step.”

18. On the second screen you will select which policy this visit will take place on. The listed year is the year that the policy changes over on… not necessarily the calendar year. A “secondary” trailer means that it is a secondary insurance policy.

19. Fill out the date of Onset as well as the treatment date and a correct ICD Code for the treatment needed. You may use the calendar pop-ups to help with quick date entry. If you are requesting more visits for an existing condition, select it from the list.

20. The patients weight and height are important for a reviewer to know. You will be limited to 2000 characters as seen by a progress bar at the bottom of each of the fields. Depending on your patient and diagnosis information given, you may be required to provide additional information. Please be as complete and thorough as possible to get a desired outcome.

21. After all the information has been added and you add your visit request to the database you will see a completion screen similar to this one. From here you may do any of the listed options including seeing the status of the request you just made.

22. Viewing Visits Status Viewing Visit Status

23. Select the patient you would like to view a status on from the pull-down box then click on Next Step.

24. On this screen you can see the progress that this patient has had through the system as well as all of the data that you submitted in the past to get this far. By clicking on the tabs you can get a section-by-section view of the patients progress.

25. At the bottom of each patients record status you may see several different button options depending on his/her progress. Request AdditionalVisits: Begins a process to request additional visits beyond what was previously approved. FileReview: Begins a process to undergo a full file review of your patient to get even more visits if you are not allowed any more from the website. Request Procedure: Begins a process to approve/deny X-rays and other procedures that you may need to have done.

26. If you request Additional Visits it will be assigned to a certified reviewer and you will be notified by CHP webmail when the review is complete or you may visit the site later and check the record’s status online. For the safety of your patients information (and HIPPA guidelines) the notification email will only tell you the patient ID and instruct you to visit the site.

27. Doing a File Review Doing a File Review

28. On the Patient Status screen select File Review from the current diagnosis code. The File Review button will only be available AFTER you have requested “Additional Visits” and it has been seen by at least one reviewer.

29. Be as descriptive as you possibly can and complete the required text blocks. You will also need to enter the number of visits that you will need to take the treatment to its completion. A file attachment including chart notes and diagnostic findings is REQUIRED for a File Review.

30. After you upload the file (it may take a while to upload if it is a large attachment) and you continue to the next step, and make sure that everything is correct before it is sent on to the certified reviewer. Click the “Request Review” button when everything is correct.

31. When completed your File Review will be assigned to a certified reviewer and you will be notified by CHP webmail when the review is complete or you may visit the site later and check the record’s status online. For the safety of your patients information (and HIPPA guidelines) the notification email will only tell you the patient ID and instruct you to visit the site.

32. Doing an Appeal Doing an Appeal

33. On the Patient Status screen select Appeals Process from the current diagnosis code. The Appeals Process button will only be available AFTER you have requested a “File Review” and it has been seen by at least two reviewers.

34. Be as descriptive as you possibly can and complete the required text blocks. It is rare that visits are approved for an appeal but it can be used if you feel a file review was not reviewed appropriately. A file attachment including chart notes and diagnostic findings is REQUIRED for an Appeals Request.

35. When completed your Appeals Request will be assigned to a certified reviewer and you will be notified by CHP webmail when the review is complete or you may visit the site later and check the record’s status online.

36. Creating and Insured Policy Creating an Insured Policy

37. If the patient changes their policy mid-year you can create a new policy year by creating a new Insured Policy. Enter in the Information that is needed on the first screen.

38. On the next screen select the policy year that is currently in effect. The second option is optional and is used to bring forward information from an already existing policy, such as Policy ID and insured birth date.

39. The last screen has you finish out with whatever information the system needs to create the new policy year. The system will also check the Policy ID to make sure that you are not using a policy that is already in the system and return a green check like in the Add Patient screen.

40. Showing/Hiding Patients Activating / Hiding Patients

41. If a patient no longer goes to your practice or you do not want them to appear in the selection lists you can deactivate the patient from the Show/Hide menu option. You can also unhide a previously hidden patient from this same search list. The patient list on the first screen contains both hidden and active patients.

42. From this second screen you can Show/Hide at the patient level or Show/Hide at the Policy Year level so that policy years under a patient no longer show up in your selection lists. When you first enter the screen, you can see their current setting. When you are done you do NOT need to save any changes, it is done dynamically.

43. Changing Provider Information Changing Provider Information

44. You may change your account information such as password, secondary email address, website, etc. by using the “Provider Information” menu item. Some information (at the bottom of the screen) requires additional documentation to change.

45. If there is a change to your Providers NPI code or your Facility NPI you can make those changes under the “NPI Codes” section of the Provider Menu. Changes made here take effect immediately.

46. Viewing Access Logs Viewing Access Logs

47. All access to the site is strictly logged for your security. You may browse these logs to see your account activity. The most current events will be at the top of the page. By clicking in this column you can see the unique Internet IP address used to perform the action.

48. For Questions: Allied Health Systems • support@alliedhealthsystems.com • Voice: 800-339-5958 • Fax: 801-352-7024