In PointClickCare (PCC), assessment scheduling is primarily handled through the MDS Scheduled view for standard, federally-mandated assessments and through custom assessments for facility-specific needs. The system automates much of the scheduling for MDS assessments, though manual oversight is critical to ensure accuracy and compliance.
Scheduling MDS assessments
The Minimum Data Set (MDS) is the core of resident assessment for long-term care facilities. PCC automates the calculation of MDS schedules based on facility admission dates and assessment reference dates (ARDs).
Using the MDS Scheduled view
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Navigate to the MDS Schedule: From your PointClickCare homepage, click on Clinical > MDS > Scheduled.
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Expand resident schedules: The main page displays a list of all residents. Click the plus sign (+positive
) next to a resident's name to expand their assessment schedule. This will show upcoming assessments, including Quarterly, Annual, and Significant Change in Status Assessments (SCSA).
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Access the MDS tab: Click on a resident's name to go directly to the MDS tab in their chart. This tab provides a more comprehensive view of their assessment history and upcoming due dates.
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Initiate a new MDS: To start a new assessment, click on the ARD link for the scheduled record. This will open the Reasons for Assessment window, which is used to create and initiate the MDS assessment.
Understanding and managing ARDs
The Assessment Reference Date (ARD) is the final day of the look-back period for an assessment.
- ARD calculation: For new admissions, the admission ARD must be no later than day 14 of the resident's stay.
- Recalculate schedules: Sometimes schedules may appear incorrect due to changes in a resident's stay or errors. The MDS Scheduled view allows you to:
- Recalculate the MDS schedule based on the resident's data.
- Adjust incorrect schedules to maintain compliance.
- Clear schedules (e.g., clear the Medicare schedule) when a resident's payment source or circumstances change.
Best practices for MDS scheduling
- Regular manual audits: While PCC automates much of the scheduling, it is crucial for MDS coordinators to manually audit resident assessments. Check each resident's chart near the end of each month to ensure that all upcoming assessments for the next month are correctly scheduled.
- Look for discrepancies: Review the resident's entire history, including any data imported from previous systems, to catch any inconsistencies that could affect the automated schedule.
- Utilize MDS Analytics: PointClickCare's MDS Analytics feature can enhance data integrity by flagging discrepancies and inconsistencies in assessments in real-time, reducing the need for manual audits.
Scheduling custom user-defined assessments (UDAs)
For assessments not covered by the standard MDS schedule, facilities can create User-Defined Assessments (UDAs). UDAs can be scheduled through triggers to automate documentation based on specific clinical events.
Trigger-based scheduling
- Create or edit a custom assessment: Navigate to Clinical > Setup > Custom Assessments. For multi-facility environments, this is found under Management Console > Standards > Care Management > Custom Assessments.
- Add trigger logic: Click edit for the assessment or the specific section you want to add a trigger to. Click triggers for the desired question.
- Define the trigger event: Select a response that will trigger the assessment. Then, click New to select the specific item(s) that will be triggered. Triggers can be based on various resident data points, such as a significant weight change, fall, or new diagnosis.
- Save the trigger: Click Save to finalize the trigger settings. The system will automatically schedule a UDA based on the defined event.
- Lock assessments: For triggers to be fully functional, the assessments that contain the triggers must be locked.
Tracking and monitoring assessments
Effective assessment scheduling requires robust monitoring to ensure all required documentation is completed on time.
Using the clinical dashboard
- View alerts: The Clinical Dashboard is a central hub for managing resident information. It displays clinical alerts, including those triggered by UDAs or overdue MDS assessments.
- Follow up on alerts: Ensure staff follow up on and clear alerts related to assessments that have been triggered or are nearing their due date.
Utilizing scheduled reports
PCC EHR's Report Library is a powerful tool for monitoring assessment compliance.
- Schedule a report: Open the Report Library from the Reports menu and select the assessment-related report you want to schedule.
- Set filters: Apply filters to narrow the results, for example, to see all residents with a quarterly assessment due in the next month.
- Set frequency and time: Choose a name for the report and set the frequency (e.g., daily, weekly) and time for it to run. This automates the generation of crucial assessment oversight reports.
- Monitor report results: The results of scheduled reports are available on the Saved Results tab, providing a consistent, automated way to track upcoming assessments.
Streamlining the workflow
Integrating these features into your daily workflow can improve efficiency and prevent missed assessments.
- Interdisciplinary collaboration: Encourage cross-disciplinary collaboration by using features like MDS Analytics, which shows how different sections of the MDS relate to each other. This ensures all departments are aligned on care planning and assessment data.
- Point-of-Care (POC) integration: Since front-line staff use POC to document vitals and Activities of Daily Living (ADLs), this data automatically feeds into the system, influencing assessment triggers and providing up-to-date resident information.
- Training and adoption: Ensure staff are properly trained on both the MDS Scheduled view and any facility-specific UDA triggers. This is critical for maximizing compliance and leveraging the system's full capabilities.