Content

Introduction

This article is meant to assist you with the details in Adding and Maintaining Program Activity Types.
If you have a question not addressed here, you can search at the bottom of this article in
Related Topics or you can Contact Support.

Explanation and Purpose of Program Activities

Program Activity Types control your list of available Activities within a particular Program. Activities are events that occur at a certain point in time and need to be documented. These are typically social work contacts such as a home visits or collateral contacts such as phone calls, letters, or email. Activities usually have an associated case note or narrative and may also have associated file attachments.

Security Level Requirements and Access

You must be an Agency Administrator to access the “Administration” menu on the left side of your Workspace. Go to “Program Settings” and click on “Program Activity Types”.

Image: “Program Activity Types Access Screen”

Adding and Maintaining Program Activity Types

1. Once in “Activity Types, select an existing activity from the list or create a new one by clicking “Add Activity Type”.

2. If Cloning an Activity Type, click on “Clone Activity Type” within an existing Activity Type.

Image: “Activity Type: Clone Screen”

This new Activity Type will be titled, “COPY OF…”

Image: “Activity Type: Clone Screen”

3. If editing an existing Activity Type, click on “Edit”.

4. Within the General screen, complete the fields. Required fields are highlighted, while optional fields are not.

Image: “Activity Type: General Screen”

“Activity Type Information”

Field Name Description
Activity Name
Program A drop-down menu will be available, if this is applicable to your agency.
Create Trigger(s) If you would like an activity to be triggered based on the occurrence of another event, you can select one of these options. See Due Dates in Related Topics for more detail.
Available To:
Abbreviation
Menu Order The number you assign will determine the order in which this activity appears in the activity menu found within a specific program. (The top 12 activities appear if you hover over “Add Activity”, however you can click on “More” to view all activities in alphabetic order.)
Inactive Only inactivate if you no longer wish to use this activity type.

“Configuration”

Image: “Activity Types: Program Configuration Options”

Field Name Description
Options Should you check a box, the eR system will adjust your subsequent box options.
Due For more details on Due Dates, see Related Topics.
Trigger only if formula is true. This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Initial due date period based on formula. This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Unique Activity This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Can Schedule
No show
Requires Approval
Group Activity
Record Units
Record Units using start and end days Versus standard unit of time.
Units and fee (if applicable) are encounter-based (not based on duration)
Use quarter hour units (vs. tenths)
Use Medicaid 8-minute rule for units
Record duration with start and stop times
Record fee
Allow user to specify fee/unit rate per activity This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Rate varies based on level
CPT Code varies based on level This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Include in case note summary
Save and add another
Default activity date to blank instead of today This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Specify involved participants from people tab This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Specify number of total participants and first-time participants This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Do not create claim This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Use separate claim This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Submit claim to secondary insurance first (if one exists) This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Use multiple CPT Codes This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Authorization is not required/optional This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Authorization is never used/hidden This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Invoice zero amounts This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Use advanced form builder This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Check for duplicate activity type on same day
Use system assigned abbreviation
Allow for the collection of client signature(s) on-screen This advanced rule is available if you click on “Show Advanced Options” at the bottom of this list.
Delete if due after close date and case closed
Use months instead of days for due date units
Show in Compliance Checklist
Hide if single household
Show guidelines/help text Add a message you want your user to see when they use this Activity Type in the eR system.
Unit Length Fill in the amount of time equal to one unit.
Unit Type Select the type of service this is, from the drop-down menu.
Place of Service Select the location of this service from the drop-down menu.

“Rate Levels”

Field Name Description
Rate Level Select the type of service from the drop-down menu.
Rate Add the rate this level receives per hour.
CPT Code Select the CPT Code for this service from the drop-down menu.

“Template”

Image: “Activity Types: General: Template Screen”

Field Name Description
Type Select the template type you want from the drop-down menu.
This narrative format is mandatory Check the box if this format is required when workers make notes in this Activity Type.
Narrative Add the narrative with Custom Field Codes, from the “Custom” Tab, if you wish. For more support regarding Custom Fields, see Related Topics. This narrative will appear when you access this Activity Type in the eR system.

5. Save your work.

6. Activity Type Complete and Usable. Your new activity is now accessible from your Workspace within a case, and usable in your agency’s workflow.

Image: “Usable Activity”

Image: “Workflow Activity”