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Welcome to DCM Help Centre

Admissions

  • Updated

DCM accommodates In Hospital Claims (IHC) and Statutory reporting of Hospital Casemix Protocol (HCP) and Private Hospital Data Bureau (PHDB) data.

On transmitting In Hospital Claims (IHC) electronically, the two processes (IHC and HCP) are intertwined in DCM thus eliminating the need for duplication of data entry. Clinical coding to meet the Health Fund contract is required in the Admission before you are able to transmit the IHC.

Creating the Admission accommodates this workflow and associating the invoice with the Admission assists in the populating of data.

Unlike Patient Claiming, Bulk Billing, DVA Billing or ECLIPSE for the Medical Service, you cannot transmit the IHC from the invoice. The IHC is transmitted from the Admission form. This IHC option is ONLY available when the data recorded meets the Health Fund contract, thus allowing for improved cash flow prior to meeting HCP data requirements for the Statutory Reporting.

We have endeavored to automate and reduce the duplication of data entry on this. However, DCM, as a software application, cannot feed in all necessary data for the Claims if we are not linked to the Clinical Application of choice and integrate closely with this application. So may rely on user input. 

DCM also integrates with 3M Grouper and 3M Codefinder software.

It is the Clinical Coder who qualifies all in the end for the HCP reporting.

Create Admission Options:

  • In the Client Record select the Admissions tab and select Add,
  • Select Create Admission on the IFC, or
  • Select Create Admission on the Invoice

PreAdmission and Admission sections are the same. It is designed this way should you complete this section prior to admitting the Client and need to Handover to the Admitting Nurse.

Create the Admission

An Admission can be created a number of ways:

  1. On booking an appointment and selecting Edit and go to Client Admissions and Add
  2. Select Create Admission on the sidebar of the IFC. This associates the IFC to the Admission. At a later date you will need to unassociate the IFC and reassociate the invoice (once the IFC is converted to an Invoice)
  3. Select Create Admission on the sidebar of the Invoice. If there is an existing Admission not associated with an invoice, it will appear to select
  4. Go to Client record - Admission tab and select Add on the sidebar. If there is an existing Invoice not associated with an Admission, it will appear to select
  5. Right-clicking on List or the Appointment and selecting Create Admission (future release)
  • Best to create the admission from the invoice or client admissions.
  • These Admissions can then be quickly viewed and managed by selecting Regular Tasks - Admissions
  • Admission, Discharge and Reporting are all linked within these forms and steps.

The form once first open has links associated depending on the state you are working in. If accessing more than one hospital, you can also select the hospital and state.

Note the Menu on the left-hand side of the form

 

  • Reporting - Start here as per the forms above giving instruction. Please read the instructions on the form
  • Reporting - Create New Report also provides instructions. This form can be expanded to full screen for better viewing. You can choose what columns you wish to see and in what order
    1. Select to whom you are reporting - HCP and PHDB or State
    2. Select the month you are reporting
    3. Select the Admissions to include in the report. Admission in Green are valid. Admissions in Red need to be completed. Press CTRL+A to select all admissions to copy all at once to the panel on the right
    4. Name the report (e.g.: 2019 January HCP). NB that QLD Health have a unique naming convention
    5. Select the Create Report button

  • Sort any column in ascending or descending order by selecting the column heading
  • Ensure you use the Filter. Press CTRL+F to view the filter row and then CTRL+S to save this view
  • Right-click on any column heading and select Column Chooser to view other columns available
  • Right-click and select Go to Client Record to go to the Client Record or Open the Admission or Open the Invoice. Double click on the Admission opens the Admission. Details enetered here vary from state to state.
  • Staff may have already entered some detail or if an invoice is associated, detail will pre-populate
  • Select Print on the sidebar to generate the NPPHC or DVA Voucher and Same Day Certificate if required
    • NPPHC form can print to screen for onscreen signing and saved as PDF to Client Communications for future reference
    • DVA Voucher and Same Day Certificate are not required when transmitting In Hospital Claims
  • Toggled the Show Validation for: drop down to view validation for All, State or HCP
  • When all necessary details are entered, the Orange icon on the sidebar will change to Green in colour

  • Direct CONTROL integrates with the 3M Grouper to generate the correct DRG
  • Direct CONTROL integrates with the 3M Codefinder as well

Claim

  • Select Claim

  • On associating an invoice to the Admission, this detail is populated from the Item Codes on the Invoice
  • The invoice can be unassociated, edit if necessary and reassociated
  • Select the Payment Type
    • Case Payment (HCP:2)
    • Other (HCP:3)
    • Per Diem (HCP:1)
  • When all necessary detail is entered the Orange icon on the sidebar will change to Green in colour

Procedures

  • Select Procedures

  • The Principal Procedure will populate from the associated invoice defaulting to -00
  • Select to change
  • Select the field under Other Procedures - Code to add other Procedures
  • The DRG field will populate automatically if integrated with the Grouper
  • When all necessary detail is entered the Orange icon on the sidebar will change to Green in colour

Diagnosis

  • Select Diagnosis

Other

Select Other

Add/Edit detail as required

When all necessary detail is entered the Orange icon on the sidebar will change to Orange in colour

 

Generate Report Data

  • Select Generate Report Data

Transmit Report Date

  • Select Transmit Report Data

View Report Files to send

  • Select View Report Files in Windows Explorer

 

 

 

Resending Reports

Should you need to resend reports, the steps are:

  1. Resolve any issues in the Direct CONTROL setup or admissions. For example:
    1. An HCP code has changed and needs updating in Contact Management - Insurers/Companies
    2. Incorrect detail was selected on an Admission
  2. Go to Regular Tasks - Admissions
    1. Enter the months from and to date range
    2. Select the Fund Group if relevant
    3. Select Include ALL Processed Admissions
    4. Select ALL
    5. Select Process resulting in a new 'batch' of files in Report Summary
    6. Detail the correct Comment
    7. Select Create Files to create new files to be emailed/uploaded to the relevant body

 

HCP Reporting for Victoria - VAED

Select Regular Tasks – Admissions. Listed in Process Admissions will be all Unprocessed Admissions

NB: An Unprocessed Admission is an Admission that has not been Processed (Batched ready to Create Reports to send to the relevant organisations) or an Admission that has been Processed and Reports Created and the Admission Edited after the Report has been Created.

By default, the selection Include ALL Processed Admissions should be unselected. This is how you want it, as you only will list every Admission NOT Processed based on the filters used. Before selecting Include ALL Processed Admissions, it is recommended that you select a data range first as it may take time to return a result if many admissions.

State ONLY

Using months February and March as an example and Processing VAE Data for March before 10 April.

  1. Ensure all is Valid for HCP Reporting for February (Admissions that would have been already sent to VAED in the early March Report)

How?

  • Select Filters:
    • Report for HCP Only
    • Group All
    • Date Range 1/2/20xx to 28/2/20xx
    • Ensure all Claims are Valid (Green)
  1. Select State ONLY
  2. Select Date Range – e.g.: February and March
  3. Click on an Admission
  4. Press [Ctrl]+[A] to select all
  5. Click on Process

This results in removing the Admissions from the Process Admissions form and creating a Report in the Report Summary with an ID and Processed Date and Status Processed. It also enforces that February Admissions are complete and March Admissions are only valid for State/Admission Reporting.

  1. Click on the Comment Field and enter relevant detail .. e.g.: State February and March. These Reports are saved in this list as a history
  2. Click on Create Files.

This results in the Victoria State File ONLY being created and saved in the folder specified … eg:\DirectCONTROLServerFiles\Admissions. An Admissions Report is also generated on screen at this time for you to print should you wish.

VAED Report Errors

Should VAED inform you of any errors with an Admission in the month of March, you can edit this Admission.

In the Process Admissions Tab list select Include ALL Process Admissions. Locate the Admission and double click on it to Edit/Change it.

On editing an Admission, you are prompted whether you want to re-flag the admission to be processed in the next month’s report to VAED. Ensure you select YES.

This will result in this Admission now listed to be processed again in the next month’s Report to VAED

Further information for VAED reporting can be found at Victorian Admitted Episodes Dataset | health.vic.gov.au

See related article Admissions and IHC: Invoice – Direct CONTROL Medical (DCM)

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