Admission/Discharge/Leave Error Guide

Owned by Daniel Smith
Last updated: Jul 12, 2017
3 min read

Problem

Use this guide when a clerical error has been made in a client's episode. The path to resolution may be different depending on program type (i.e. acute, outpatient), so this guide will outline two different paths as not all users will have the same access. 

Solution

For this issue, the guide assumes the user has admitted, discharged or altered a client's leave status unintentionally and needs to undo the movement (a "movement" can be an admission, discharge, bed switch/assignment or leave status change). Action should be taken immediately for resolution and staff should be informed not to chart on an admission made in error until it's fixed as that will mean these resolutions will not work. The following scenarios are all covered by either of the two paths to resolution:

  • Scenario #1 - Admitted/enrolled the wrong client
  • Scenario #2 - Admitted/enrolled an existing client under a new Avatar/MR# instead of using the existing
  • Scenario #3 - Discharged the wrong client
  • Scenario #4 - Discharged a client unintentionally
  • Scenario #5 - Accidentally placed a client on leave or accidentally returned a client from leave (sub-acute/residential programs only)

If you or admin staff at your program have access to the "Delete Last Movement" form, follow Path #1

Path #1 - Delete Last Movement
  1. Search for the "Delete Last Movement" form in your Form Search on the Forms & Data widget
  2. Launch the form
  3. Input the client's name or Avatar/MR# into the search (if client was pre-selected, Avatar will skip this step), a warning message will pop up, click "OK"
  4. Once the form has launched, verify client name and Avatar ID in the top left corner
  5. Select the episode (this likely will be the latest and will also display any admission & discharge information)
  6. The last "movement" of the client will then show in the gray text field, verify the movement you want to undo shows as the last movement
  7. Click "Submit"

Avatar will send you back to the main menu, and you will want to use the appropriate means to verify the movement was deleted. This will remove the episode, and for clients for whom it was episode #1, it will remove the Avatar/MR # from search. 

If you or no one at your program has access to the Delete Last Movement form, follow Path #2 

Path #2 - Contact Support
  1. Send an e-mail to both HelpDesk@telecarecorp.com and RevenueCycleAvatarSupport@telecarecorp.com
  2. In the e-mail, detail the movement you need deleted (i.e. admission or discharge) along with the client's initials (only the initials) and Avatar ID/MR#. Failure to do so will mean we will have to contact the program for that information and will result in a delay.
  3. We will respond when the issue is resolved

Client Merge

If you are into Scenario #2 (Admitted/enrolled an existing client under a new Avatar/MR# instead of using the existing) and clinical staff have charted on the episode (meaning the movement cannot be undone), then contact support to request a Client Merge be performed. This will allow us to merge the client/episode created in error with the original. We will need the following information:

  • Client initials, Avatar ID/MR # and episode # of the movement made in error (also called the "source" client)
  • Client initials, Avatar ID/MR # of the original client (also called the "target" client)

When complete, the movement made in error will be deleted and become the next episode # on the original/target client. All clinical documentation will be moved to the original/target client's new episode. 

Notes

Keep in mind the following:

  • Deletion of a discharge or a leave will cause Avatar to attempt to place the client back into the bed they originally were when the movement was performed. However, if that bed is occupied within the system when the movement is deleted, the client will be in "limbo" and must be assigned back into a bed manually using the "Bed Assignment" form.
  • For any program charging Room & Board to their clients, use of Path #1 and the Delete Last Movement form to undo discharges or leaves could have a census/billing impact and RevenueCycleAvatarSupport@telecarecorp.com must be informed. 
  • If using Path #2 and contacting support, do not contact multiple persons with the same request as that will cause delays and lost time
  • Acute programs likely cannot use Path #1 as mistakes made in using the Delete Last Movement form can have an adverse effect on census & billing.