The consumer master is the home page for all consumer information. The registration page includes basic demographic information, address, phone number, and other items such as race, marital status, etc. You can enter a much information as you want to track for your consumers.

NAVIGATION: MAINTAIN menu > Consumers

1. To view the registration information for a consumer, type the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers. Once selected, all saved registration information for that consumer will be displayed on the screen.
2. To make edits, edit the existing information and click SAVE.
3. To add additional information, type the in the proper field and click SAVE.
4. On the left side of the consumer master screen you'll see the QUICK LINK panel where you can add additional information (sections listed below). Again, you can track as much or as little information on your consumers that your organization decides is necessary.
   1. Program Status (required)
   2. Service Plans (required)
   3. Day Program
   4. Payor Setup
   5. House/Family
   6. Meds
   7. Doctors
   8. Release of Information
   9. Contact Information
5. On the right side of the consumer master screen you'll see the ACTIONS panel section where you can add additional information (sections listed below). Again, you can track as much or as little information on your consumers that your organization decides is necessary. Specific steps for each section are covered in following training.
   1. Note Actions
   2. Tracking Actions
   3. Other Actions

Program Status

Every service location is considered a facility in the system. If a consumer is active/open in a facility, it must be listed in this section. If you process your billing through the Stratus Cloud, a facility must be assigned to each consumer. During the implementation process, this information will be populated from your service authorization file. Submit a Help Desk ticket if you need assistance.

NAVIGATION: MAINTAIN menu > Consumers > Quick Link panel > Program Status

1. Select a consumer by typing the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers.
2. In the Quick Link panel, click the PROGRAM STATUS icon.
3. The grid will show the facilities the consumer is open to. Click the SHOW ALL button to view the programs the consumer has been closed from.
4. Click the ADD NEW button.
5. In the STATUS FORM dialog box, complete the following information: In the FACILITY field, type the facility number or use the browse button to view the list of all facilities. Enter or select the facility.
6. In the OPENED field, enter the date this consumer was opened in the facility.
7. In the STATUS field, select a status of OPEN.
8. Diagnosis information is required for billing and can be entered in the ID Diagnosis Codes and MH Diagnosis Codes sections.
9. Click SAVE.

Service Plan

The service plan is a listing of all the authorized services the consumer will receive while at the facility. Once a consumer is opened to a facility, then a service plan needs created for that consumer.

If you process your billing through the Stratus Cloud, a service plan(s) must be assigned to each consumer. During the implementation process, this information will be populated from your service authorization file. Submit a Help Desk ticket if you need assistance creating service plans for a new fiscal year.

NAVIGATION: MAINTAIN menu > Consumers > Quick Link panel > Service Plans

1. Select a consumer by typing the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers.
2. In the Quick Link panel, click the SERVICE PLANS icon.
3. The grid will show the current authorized services. Click the SHOW ALL button to view previously authorized services.
4. Click the ADD NEW button.
5. In the SERVICE PLANS dialog box, complete the following minimum information:
   1. The Date field will be pre-filled with the date you are entering the authorization. This is not the start date of the authorization.
   2. In the PAYOR CODE field, enter the payor for the consumer (i.e., PROMISe, BC/BS, UPMC, etc.)
   3. In the FACILITY field, select the facility at which the service is authorization to be provided.
   4. In the START DATE field, enter the beginning date for the services.
   5. In the END DATE field, enter the date the authorization expires.
   6. Select the authorized service in the SERVICE field.
   7. Enter the number of units authorized or the amount authorized in the appropriate field. The Units Unposted, Units Posted, and Amount Used fields will automatically display remaining balances as billing is processed in the system.
6. Click SAVE.

REQUIRED STEP:  For billing to process properly, service authorizations need added to the consumer service plan and also the Facility Master Fee for Service tab.

Payor Information

The insurance information for the consumer should be added to this section. If your organization processes billing through the system, this section is necessary to maintain. If you do not process billing through the system, this section is not required, but is useful to keep a record of consumer insurance/payor information. PROMISe will be added by default as the primary payor for each new consumer.

NAVIGATION: MAINTAIN menu > Consumers > Quick Link panel > Payor Setup

1. Select a consumer by typing the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers.
2. In the Quick Link panel, click the PAYOR SETUP icon.
3. The grid will show the current insurance information. You can edit an existing entry by clicking in the field you want to update. If the payor becomes inactive, enter the End Date in the grid.
4. To add a new payor, on a blank line in the Payor Setup grid click the browse button and choose the payor you wish to add. Fill out the remaining information on the line as appropriate.
5. In the TYPE column, click the drop down arrow and select the appropriate option for this payor (i.e., primary, secondary, etc.)
6. In the STATUS column, click the drop down arrow and select the active or inactive.
7. Below the Payor Setup grid, enter the Recipient Number and a Short Insurance Description if desired.
8. Enter any notes regarding this consumer in relation to the selected payor in the NOTES field.
9. Many times if you need to re-bill any services, the insurance company will provide you with a reference number that needs submitted with the billing file.  If you are re-billing services with a reference code, add the code in the SPECIAL REFERENCE # field.   After you submit the billing, delete the code from this field.
10. Click SAVE.

Optional Demographic Information

This section is intended to track the consumer's emergency contacts. This section is not required but can be very helpful for staff quick reference.

NAVIGATION: MAINTAIN menu > Consumers > Quick Link panel > Contact Info

1. Select a consumer by typing the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers.
2. In the Quick Link panel, click the CONTACT INFO icon.
3. In the Contact Information section, complete the contact information for up to two people. Include the name, relation, and up to two phone numbers.
4. To edit an existing entry, click in the field you want to update and type over the information.
5. Click SAVE to save all the information entered on the screen.

The information in this section is used for Residential Attendance Billing to signify that a consumer is "in a Day Program" during the day and times specified.

NAVIGATION: MAINTAIN menu > Consumers > Quick Link panel > Day Program

1. Select a consumer by typing the case number in the case number field or use the browse button to view the list of all consumers. You can also tab to the Last Name field and begin typing the last name to select from a list of consumers.
2. In the Quick Link panel, click the DAY PROGRAM icon.
3. The grid will show the current day programs. To add a new outside day program, place your mouse at the beginning of the first open line.
4. In the OUTSIDE PROGRAM field, enter a description for the program. This can be as simple as "Other" or you can be more descriptive and enter the full name of the program.
5. Press tab to move to the Begin Date field and enter a start date. The End Date is not required unless you are editing a previous program that has ended.
6. Press tab to select the Day of the Week. Press tab again to enter the start and end time and total number of hours. If this is a full day program that may vary slightly, you can enter five hours for each day, and as long as the consumer has five or more hours on any given day you will not need to edit the Attendance Entry.
7. Press the tab key to move to a new line and continue entering each program for each day of the week. If the consumer attends day programming five days a week, there should be five lines in the grid.
8. Click SAVE.

This section is to track the physicians that your consumers visit. This information is not required but can be useful to staff for quick reference.

NAVIGATION: MAINTAIN menu > Consumers > Quick Link panel > Doctors

1. Select a consumer by typing the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers.
2. In the Quick Link panel, click the DOCTORS icon.
3. The grid will show any doctors already entered into the system. You can edit an existing entry by clicking in the field you want to update.  If you want to delete an entry, click anywhere on the line and click DELETE. A prompt will appear to confirm you want to delete the record.
4. To add a new doctor, in the first blank row of the grid, type the doctor name. Press the tab key and continue entering the remaining information as appropriate to include the address, phone, fax, etc.
5. Continue adding doctors by pressing the TAB key to move to the next line or use your mouse to begin a new row.
6. In the LAST PHYSICAL field, enter the date the consumer had a physical.
7. Click SAVE to save all the information entered on the screen.

This section is to list the family members for consumers that are living in a private home. It is not required but can be used for reference.

NAVIGATION: MAINTAIN menu > Consumers > Quick Link panel > House/Family

1. Select a consumer by typing the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers.
2. In the Quick Link panel, click the HOUSE/FAMILY icon.
3. The grid will show the current family members. You can edit an existing entry by clicking in the field you want to update.
4. To add a new family member, on a blank line in the grid click in the FIRST NAME field and type the first name. Press tab and type the last name. In the RELATION field, click the drop down to select the relation to the consumer. A date of birth can also be added.
5. Enter any notes regarding this consumer in relation to their family in the FAMILY COMMENTS field.
6. In the FAMILY HISTORY section, check any of the options that apply to the consumer.
7. Click SAVE.

This section is to list any medications the consumer is currently taking as well as any allergies to medications. This information is not required but can be useful to staff for quick reference. For this section to work, a system administrator will need to set-up the medication list master table.

NAVIGATION: MAINTAIN menu > Consumers > Quick Link panel > Meds

1. Select a consumer by typing the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers.
2. In the Quick Link panel, click the MEDS icon.
3. The grid will show any medications already entered into the system. You can edit an existing entry by clicking in the field you want to update.
4. If you want to delete a medication, click anywhere on the line and click DELETE. A prompt will appear to confirm you want to delete the record. This feature should be used when a medication was entered incorrectly.
5. If the consumer stops taking a medication, in the medication grid enter an End Date. This will maintain a history of all the medications the consumer has taken.
6. To add a new medication, in the first blank row of the grid, use the browse button in the CODE column to select the medication. Press the tab key. Place a check mark in the OTC box if appropriate. Enter the remaining information as appropriate to include the frequency, dosage, prescribing doctor, etc.
7. Continue adding medications by pressing the TAB key to the next line or use your mouse to begin a new row.
8. Check the box CONSUMER REPORTS TAKING MEDICATIONS AS PRESCRIBED if appropriate.
9. In the COMMENTS/ALLERGIES TO MEDICATIONS field, list any comments necessary.
10. Click SAVE to save all the information entered on the screen.

This section is used to track releases of information from the consumer's doctors, family, other providers, etc. This information is not required in the system but can be very helpful for staff quick reference as they receive calls or requests for information about the consumer.

NAVIGATION: MAINTAIN menu > Consumers > Quick Link panel > Release of Info

1. Select a consumer by typing the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers.
2. In the Quick Link panel, click the RELEASE OF INFO icon.
   1. The grid will show any release of information already entered into the system. You can edit an existing entry by clicking in the field you want to update.
   2. If you want to delete an entry, click anywhere on the line and click DELETE. A prompt will appear to confirm you want to delete the record. This feature should be used when a release was entered incorrectly.
3. If there is a change in the release of information, in the grid enter an End Date. This will maintain a history of all the releases.
4. To add a new release of information, in the first blank row of the grid, type the person who is making the request. Place a check mark in the REFUSED or REVOKED as applicable. Press the tab key and continue entering the remaining information as appropriate to include the effective date, expiration date, etc. Enter the doctor or provider's name in the NAME column.
5. Continue adding releases by pressing the TAB key to move to the next line or use your mouse to begin a new row.
6. Click SAVE to save all the information entered on the screen.

Add a scanned copy of the actual release of information using the Other Actions > Attachments feature. Directions to add attachments are outlined in the Attachments to the Consumer Record section.

Forms

1. If your agency uses individualized forms to complete documentation, setup a new form for the authorized services. 
2. Once the individualized form is setup, go to the Consumer Master > Assign Forms to link the form to the service.  
3. If your agency uses one default form for all consumers, go to the Consumer Master > Assign Forms to link the form to the service. 

1. Select a consumer by typing the case number in the CASE NUMBER field or use the browse button to view the list of all consumers. You can also tab to the LAST NAME field and begin typing the last name to select from a list of consumers.
2. Click on the picture image on the top-left of the screen.
3. In the SELECT FILE field, click the paperclip and navigate to the saved image on your computer. Select the file.
4. Click the UPLOAD FILE button.
5. The image will now appear in the Consumer Master.

VIDEO: How to Work with Consumer Registration Information

VIDEO: How to Use the History and Clear Buttons in the Consumer Master

VIDEO: How to Add Payor Information to a Consumer

VIDEO: How to Add a Service Plan for a Consumer

VIDEO: How to Add Day Program Information

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388