Rural Only - Home Health Case Manager DOT Dated Note Process

This article is to supplement the eLearning course VCH Procura DOTs for Rural HH Case Managers

Click on a heading to jump to that section of the article. 

• Create a New DOT
• Update a DOT
• Discontinue a DOT
• Data Entry Reminders

Create a New DOT

	Major Step	Location and Details	Who
1.	Create a New DOT	Go to the Share Drive on your computer: Open ‘Templates’ folder Find and open the appropriate template, i.e. ‘DOT – Inhaled Medications.’ ***DO NOT edit and then save the template in this same folder without choosing ‘Save As.’ These are the templates that everyone uses and should remain unchanged.*** Edit the template you have chosen (you haven’t saved anything yet, so this is OK!) with all of the details of your delegation. When finished editing, go to ‘File’ then ‘Save As.’ Save the edited DOT template into the ‘Task II – Community Folder’ with the naming convention: “CLIENT LAST NAME, FIRST NAME – TEMPLATE NAME – DATE i.e. ‘Smith, Jane - DOT Inhaled Medications January 23-2021’	Home Health Clinician
2.	Copy DOT information	In your newly created DOT, go to page 2 and highlight the entire page. With the text highlighted, press Ctrl+ C (or right click and select ‘Copy’) This text is what will be entered into the Dated Note within Procura.	Home Health Clinician
3.	Create Dated Note in Procura * If client does not exist in Procura escalate to the  Scheduler to create.	In Procura, open the relevant *Client Record: Go to the ‘Dated Note’ folder on the left hand side of the screen. Create a new Dated Note by clicking on the paper icon in the top right hand corner of the Dated Note grid. In the body of the Dated Note, press ‘Ctrl+V’ (or right click and select ‘Paste.’ The information you previously copied will now show up here.	Home Health Clinician
4.	Change Dated Note type	Change the Dated Note type to ‘DOT – Delegation of Task,’ using the ‘Type’ tab. Double-click or use the arrows to move the ‘Type’ over to the left side. If using the drop down menu, ensure to click ‘Add.’	Home Health Clinician
5.	Edit Dated Note Subject	Edit the Dated Note ‘Subject’ to reflect the DOT being entered: i.e. DOT – Inhaled Medications use the exact name of the DOT Template as it makes things easier for the Schedulers.(They have a legend to follow if they are confused- see bottom of this document)	Home Health Clinician
6.	Send/Save Dated Note	After the previous 3 steps have been completed, your Dated Note is ready to Save/Send: The ‘To:’ field works the same as an e-mail. Add recipients that need to know this information (i.e. LPN Supervisor(s)) Step #7 involves communication to the Schedulers via PARIS Save/Send.	Home Health Clinician
7.	PARIS Notify Schedulers	As per current practice, communicate your changes clearly to the Schedulers via PARIS notification. As needed, contact Scheduler over phone or have verbal conversation regarding changes. Step #8 is the next step the Scheduler takes. In order for the CHW to be fully informed on their mobile device, your steps outlined above and the next step by the Scheduler must both be completed.	Home Health Clinician
8.	Create Procura Care Plan Task	PARIS Notification received from HH Clinician notifying of new DOT. The Scheduler will add a Procura Care Plan Task to match the DOT(s) you have submitted. i.e. MDINHL-D / Inhalers – See DOT for details	Scheduler

Update a DOT

	Major Step	Location and Details	Who
1.	Update a DOT	Go to the Share Drive on your computer: Open ‘Task II Community’ folder and then the ‘New DOT’ folder. Find the DOT you are updating *Note: DO NOT edit and then save the template in this same folder without choosing ‘Save As.’ This original DOT you are updating will need to be moved to the ‘DOT Archive’ folder. Edit the DOT you have chosen (you haven’t saved anything yet, so this is OK!) with all of the details of your delegation. When finished editing, go to ‘File’ then ‘Save As.’ Save the edited DOT template into the ‘New DOT’ folder with the naming convention: “CLIENT LAST NAME, FIRST NAME – TEMPLATE NAME – DATE” Make sure to change the date! i.e. ‘Smith, Jane - DOT Inhaled Medications February 26/21’	Home Health Clinician
2.	Copy DOT information	In your newly created DOT, go to page 2 and highlight the entire page. With the text you need highlighted, press Ctrl+ C (or right click and select ‘Copy’). This text is what will be entered into the Dated Note within Procura.	Home Health Clinician
3.	Move old DOT to archive in Share Drive	Click and highlight your old DOT (the one with the older date), press Ctrl+X (or right click and select ‘Cut’). Navigate to the ‘DOT Archive’ and press Ctrl+V (or right click and select ‘Paste’). The old DOT is now archived.
4.	Create Dated Note in Procura	In Procura, open the relevant Client Record: Go to the ‘Dated Note’ folder on the left hand side of the screen. Create a new Dated Note by clicking on the paper icon in the top right hand corner of the Dated Note grid. In the body of the Dated Note, press ‘Ctrl+V’ (or right click and select ‘Paste'). The information you previously copied will now show up here. *NOTE: you will see your old DOT still active, DO NOT FORGET TO DISCONTINUE IT IN STEP #8 OF THIS PROCESS*	Home Health Clinician
5.	Change Dated Note Type	Change the Dated Note type to ‘DOT – Delegation of Task.’ If using the drop down menu, ensure to click ‘Add.’	Home Health Clinician
6.	Edit Dated Note Subject	Edit the Dated Note ‘Subject’ to reflect the DOT being entered: i.e. DOT – Inhaled Medications	Home Health Clinician
7.	Send/Save Dated Note	After the previous 3 steps have been completed, your Dated Note is ready to Save/Send: The ‘To:’ field works the same as an e-mail. Add recipients that need to know this information (i.e. LPN Supervisor(s)) Save/Send. Remember we will be notifying the Schedulers in PARIS in the last step; so you don’t have to also generate an e-mail to them.	Home Health Clinician
8.	Discontinue old DOT	With the old DOT highlighted, click on ‘Edit Dated Note’ in the top right hand corner (paper and pencil icon). In the ‘Status’ drop down menu select ‘Discontinue.’ In the ‘To:’ field add the recipients(s) that need to be aware, i.e. LPN Supervisor(s) Save/Send.	Home Health Clinician
10.	PARIS Notify Schedulers	As per current practice, communicate ALL your changes clearly to the Schedulers via PARIS notification. *Be specific so the Scheduler is clear what the update(s) is/are. If they open Procura and see 3 DOTs, make it very clear which DOT(s) they need to be concerned with. i.e. “Updating DOT – Oral Meds, discontinued DOT – Inhaled Medication.” This will make their job easier and know WHICH Procura Care Plan Tasks to be concerned with. Note: DOT changes are likely to coincide with changes to the HSO (Patterns of Service, Authorized Hours etc.) As per normal, remember to communicate this clearly. *As needed, contact Scheduler over phone or have verbal conversation regarding changes.*	Home Health Clinician
11.	Update Procura Care Plan Task(s)	PARIS Notification received from HH Clinician notifying of change(s) to DOT(s) Scheduler will go into Procura Care Plan tasks and make the changes that you have directed. If you’re not clear, they may call you for clarification. Although they are not touching the DOT Dated Notes, they need to know which Procura Care Plan Tasks to address and which ones to ignore.	Scheduler

Discontinue a DOT

	Major Step	Location and Details	Who
1.	Discontinue a DOT	Go to the S: Drive on your computer: Open ‘Task II Community’ folder and then the ‘New DOT’ folder. Find the DOT you are discontinuing. Click on and highlight the DOT and press Ctrl+X (or right click and select ‘Cut’)	Home Health Clinician
2.	Move old DOT to archive	Navigate to the ‘DOT Archive’ and press Ctrl+V (or right click and select ‘Paste’) Your DOT is now archived on the S: Drive.	Home Health Clinician
3.	Discontinue the DOT in Procura	In Procura, open the relevant Client Record: Go to the ‘Dated Note’ folder on the left hand side of the screen. Find the DOT you are discontinuing and highlight it. With the DOT highlighted, click on ‘Edit Dated Note’ in the top right hand corner (paper and pencil icon). In the ‘Status’ drop down menu select ‘Discontinue.’ Save/Send. Note: no need to generate an e-mail to the Schedulers at this step as it will only go through as a generic Dated Note e-mail and won’t indicate anything is being discontinued. See Step #4 for proper communication.	Home Health Clinician
4.	PARIS Notify Schedulers	As per current practice, communicate ALL your changes clearly to the Schedulers via PARIS notification. *Be specific so the Scheduler is clear what the update(s) is/are. If they open Procura and see 3 DOTs, make it very clear which DOT(s) they need to be concerned with. i.e. “Updating DOT – Oral Meds, discontinued DOT – Inhaled Medication.” This will make their job easier and know WHICH Procura Care Plan Tasks to be concerned with. Note: DOT changes are likely to coincide with changes to the HSO (Patterns of Service, Authorized Hours etc.) As per normal, remember to communicate this clearly. *As needed, contact Scheduler over phone or have verbal conversation regarding changes.*	Home Health Clinician
5.	Update Procura Care Plan Task(s)	PARIS Notification received from HH Clinician notifying of change(s) to DOT(s) Scheduler will go into Procura Care Plan tasks and make the changes that you have directed. If you’re not clear, they may call you for clarification. Although they are not touching the DOT Dated Notes, they need to know which corresponding Procura Care Plan Tasks to discontinue and which ones will remain.	Scheduler

 

Data Entry Reminders:

• You won’t be able to edit the Dated Note once it is saved as DOT – Delegation of Task.
• You will have to follow the Discontinue a DOT workflow to make a change and then submit a new Dated Note with the correct information in the event you make an error.
• If you get pulled away and want to come back, you can save the Dated Note as DOT – Pending Review note type. A Dated Note with this note type is not live in Procura Mobile and the CHWs can’t see it until it is changed to DOT – Delegation of Task.
  • You can treat DOT – Pending Review as a draft that can be edited, however, it is recommended to use this only when necessary.