Transcription

Titanium ScheduleUser Manual 2021 Titanium Software

2Table of ContentsSection I Overview5Section II Billing81 Add/Edit.Charges82 Add/Edit.Payments123 Find Invoices. 164 Generate/Process.Insurance Claims175 Billing.Notes226 Write.Offs and Adjustments227 Print .Account Records25Section III Client Import28Section IV Clients291 Add/Edit/Delete.Client302 Add/Edit/Delete.Client Photo353 Add/Edit/Remove.Flags374 Add/Edit.Demographics385 Disabled.Clients396 Add Form.to Client File427 Email.Clients458 Text Clients. 459 Review.Client File4610 Search.for Clients4911 Form .Letters49Section V My Clients List52Section VI Electronic Prescribing541 Add Prescriptions. 562 Edit Prescriptions. 593 Refill.Requests62Section VII Notes631 Add/Edit/Delete.Note642 Add Attachment.to Other Appointment673 Group.Notes67 2021 Titanium Software

Contents34 Supervisor.Review705 Document.Prescriptions706 Make.Diagnosis74Section VIII Outreach and Non-Clients761 Add/Edit/Delete.Non-Client Notes762 Add Non-Client.Note to Client File783 Schedule/Document.Outreach79Section IX Printer Settings81Section X Reports82Section XI Scheduling851 Add/Edit.Appointment862 Add/Edit.Recurring Appointment893 Appointment.Reminders914 Search.for Appointment945 Groups. 946 Mark .Attendance967 Placeholders. 978 Schedule.Groups999 Using.Online Scheduling10110 Waitlist. 101Section XII Supervision104Section XIII Task List107Section XIV User Configuration1081 User.Defaults Tab1082 User.Schedule Viewer Layout1103 User.Schedule Viewer Colors1124 User.Interface Tab1145 Calendar.Sync1156 CCMH. 118Section XV User Permissions120Section XVI Web Component122Section XVII Accessibility Tips127 2021 Titanium Software3

4Section XVIII Building ListsIndex133137 2021 Titanium Software

Overview15OverviewTitanium is an EMR software designed for counseling centers and other facilities that have asimilar work flow like psychology department teaching clinics, disability centers, etc. The modelbelow shows the basic client life cycle supported by center operations. The bulleted items arethe key functions in Titanium (items in orange are optional features available for additional fees).Titanium has a user friendly interface, with built-in tool tips that pop up when you mouse overitems in the program. You can also access many command menus by right clicking on the scheduleitems and headers, and free text fields. Titanium allows users to copy and paste text in a varietyof areas by highlighting the text and using keyboard commands (Ctrl C to copy and Ctrl V topaste).The main sections of Titanium are:User SchedulesAppointments and Placeholders for individuals or groupsReminders and attendanceClients (contact information, assign to users, demographics)Client File (appointment history and client notes)Client Notes and Group Session NotesoDiagnosis (DSM 5, ICD 10)oMedications (Note, electronic prescribing is also available.)oData Forms (e.g. client demographic information, assessments, checklists, userdefined questionnaires, etc.) 2021 Titanium Software

6oAttachmentsoSupervisor reviewsOutreach activities/Non-client notesBillingReportsIn addition, Titanium contains productivity tools to help you with your daily work flow.User Configuration: Customizable settings for appearance (fonts, colors, schedule days,pop-up windows) and behaviors (appointment announcements, note and report defaults)My Clients: list of all your active clients which allows at-a-glance appointment statisticsfor each client and access to client filesTask List: reminders to complete tasks assigned by your center administrator (e.g. markattendance, create note, sign note, etc.)Waitlist: highly customizable feature allows creation of one or more waitlistsClient Flags: set alerts for at-risk or special needs clients, which will appear in variousscreens in the programClient Appointment Reminders: send reminders via email or text message (additional feefor text messaging) to help reduce client no show rates. Message content is customizedby your center administrator.The following are add-on features to Titanium and have an extra fee.Web Component: allows clients to complete forms online, including intake forms,assessments, and surveys, and to make appointments onlineClient Import: allows clients to be added/edited by importing information from anexternal data source (i.e., school’s student registration system). Can also be used to verifyenrollment.Calendar Sync: Copies non-confidential appointment information from Titanium toMicrosoft Exchange (Outlook) or Google calendar. This feature is commonly used to show“busy” times on external calendars, and to allow Titanium users to view theirappointment schedules when they are out of the office.Titanium has been customized for use by your center's administrator. System administratorsshould click here for assistance in configuring Titanium.We encourage new users to view the complete suite of training videos available on our websiteat www.TitaniumSchedule.com. The Getting Started with Titanium video on our website contains 2021 Titanium Software

Overview7a demonstration of commonly used features. Our website has contact information for theTitanium team, link to our Knowledge Base, and system/hardware requirements. For userquestions, email is often the best contact method because you can include a screen shot anddetails. To discuss best practices, processes, and collaborate with other users, you can join theusers Listserv. A link to the Listserv is available on our website. We encourage the systemadministrator at new facilities to sign up for the Listserv. 2021 Titanium Software

82BillingThe Billing feature allows you to create track charges and payments for clients. Depending onsettings chosen by your center administrator, users can create insurance claim forms, and exportprint image files for uploads to clearinghouses or print hard copy CMS 1500s. Titanium can beused to generate invoices, statements and client account reports.If your center administrator chooses, the Invoices Needed list may be used to reviewappointments for which invoices or insurance service lines should be prepared. You can alsodocument billing agreements made with clients.Your center administrator may limit users who have access to billing.2.1Add/Edit ChargesUsers can add charges for clients by using invoices or adding service lines for insurance claimsusing the billing file screen. Centers that are not using Titanium to generate insurance claimforms should use invoices to enter charges. Centers that are generating claim forms usingTitanium should enter charges from the billing file.What would you like to do?o Add charge to an invoiceo Edit charge on an invoiceo Add charge to bill insuranceo Edit insurance billing chargeAdd Charge to an Invoice1. Open the Invoice screen:o On the calendar screen, right click on the appointment and click Billing, oro On the clients tab of group appointments, click the desired client and click Billing, oro On the calendar screen, click to open an appointment and click the Billing icon on the menubar, oro From the calendar screen, click Open Invoices Needed, double click on a list item to openthe appointment screen, and click the Billing icon on the menu bar or billing button on theclients tab for group appointments, or 2021 Titanium Software

Billing9o From the calendar screen, click Open Billing, and click Find to search for the client as younormally would.2. Add Invoice Items.o Click Add to create a line item for the service.o Choose a billing code from the pull down menu.o If necessary, click in the date, description or amount fields to edit them.o Repeat these steps to add additional invoice items. Click a line and click Remove to removethe line.3. If necessary, use the pull down menus on the invoice screen to select other information to beadded to the invoice. (Note: Your center administrator may not have enabled all of these items).o Providero Supervisoro Diagnosis (Note: Titanium will not automatically enter a diagnosis on the invoice screen fromthe client's file.)4. Click the check box to set the charge and diagnosis selections as the default for invoices for theclient. (Note: If checked, charges and diagnosis will automatically populate on subsequentinvoices for the client.)5. Click Save.6. Click Exit.Edit Charge on an InvoiceNote: You may be unable to edit charges that have been used to generate insurance claims.1. From the calendar screen, click Open Billing.2. Click the Find icon on the menu screen.3. To see invoices from the current day, click Show Today's Invoices.4. To see a client's invoices, click Select Client and search for the client. All invoices for the clientare shown.5. Double click to open the desired invoice. 2021 Titanium Software

106. Click Edit on the menu bar. (Note: To delete the invoice, click Delete on the menu bar. If theinvoice charges have been used to create an insurance claim, you may be unable to edit thecharges or delete the invoice.)7. Make desired changes.8. Click Save.9. Click Exit.Add Charge to Bill InsuranceThese steps allow you to add charges from the Billing File screen for the purpose of billinginsurance. An invoice is created at the same time, and can be viewed/printed using the Print Invoice option from the menu bar.1. Navigate to the billing file screen by:o On the calendar screen, right click on the appointment and click Billing File, oro On the clients tab of group appointments, click the desired client and click Billing File, oro Search for the desired client, and click the Billing File icon on the menu bar, oro From the calendar screen, click Open Billing File, and click Find to search for the client.(Note: You can work with multiple client accounts by clicking Find Clients, setting the filtersand clicking Search. Click Ok to view the accounts of all clients who match the search criteria.)2. Open the service lines window by clicking New, or clicking Selection Actions or right clicking inthe account and choosing Post New Services. (Note: You may be prompted to associate thecharge with an appointment, by selecting it from the list and clicking Ok.)3. On the service line window, add charges by:o Use the pull down menus to choose counselor and supervisor, if not associated with anappointment.o Check the box to indicate that the service charge and diagnosis entries on the screen will bethe default for the client, if appropriate. (Note: If checked, charges and diagnosis willautomatically populate on subsequent service lines for the client.)o Click Add, and use the pull down menus to choose service date, and billing code from the listcreated by your center administrator.o If necessary, click in the description or amount fields to edit them.o Check the box to indicate that the item will be billed to insurance. 2021 Titanium Software

Billing11o Repeat these steps to add additional service lines. Click a service line and click Remove toremove the line.4. Edit the default insurance items chosen by your center administrator as necessary (days/units,emergency, HCPCS/CPT code, place of service, Early & Periodic Screening, Family Planning,Supplemental Information, Outside Lab).5. Click Add and then use the search function to find and select the desired diagnosis. (Note:Titanium will not automatically add the diagnosis from the client's file.)6. Click Save.7. Click Exit.Edit Insurance Billing ChargeNote: If a charge has been used to generate an insurance claim, it may not be possible to edit theservice line.1. Navigate to the billing file screen by:o On the calendar screen, right click on the appointment and click Billing File, oro Search for the desired client, and click the Billing File icon on the menu bar, oro From the calendar screen, click Open Billing File, and click Find to search for the client.(Note: You can work with multiple client accounts by clicking Find Clients, setting the filtersand clicking Search. Click Ok to view the accounts of all clients who match the search criteria.)2. Double click on the desired service line.3. On the service line window, click Edit on the menu bar. (Note: To delete the service line, clickDelete on the menu bar.)4. Use the pull down menus and buttons to make desired changes.5. Click Save.6. Click Exit. 2021 Titanium Software

122.2Add/Edit PaymentsWhat would you like to do?o Add payment to the client accounto Add payment to an invoiceo Add insurance paymento Edit payment on the client accounto Edit payment on an invoiceo Edit insurance paymento Allocate account creditAdd Payment to the Client AccountThese steps allow you to add payments from the Billing File screen. Payments will be reflectedon the invoices to which the payment is allocated.1. Navigate to the billing file screen by:o On the calendar screen, right click on the appointment and click Billing File, oro On the clients tab of group appointments, click the desired client and click Billing File, oro Search for the desired client, and click the Billing File icon on the menu bar, oro From the calendar screen, click Open Billing File, and click Find to search for the client.(Note: You can work with multiple client accounts by clicking Find Clients, setting the filtersand clicking Search. Click Ok to view the accounts of all clients who match the search criteria.)2. Open the payment window by clicking Selection Actions and choose Post Payment, or rightclicking in the account and choosing Post Payment.3. On the payment window, add payment by:o For centers that use Titanium to generate insurance claims, review the CoPay column(s) in thetable. (Note: The co-pay amount is based on the entries made in the client's insuranceinformation.)o Use the pull down menus to choose payment date and payment type. (Note: Click here forinstructions to post an insurance payment for a claim created using Titanium. Use theinsurance payment type in this window only to record payments for claims generated outsideTitanium.)o Type in payment amount and description. (Note: If you right clicked on an existing serviceline to open the payment window, the payment amount will default to match the service line 2021 Titanium Software

Billing13amount.)o Click in the Allocated Amount column, and type in the amount of the payment to be allocatedto unpaid charges. (Note: Payments can be used to pay any unpaid charges showing in thewindow, in any combination. If you right clicked on an existing service line to open thepayment window, the payment will default to that service line.)4. Click Ok to save the payment. (Note: If the payment is not fully allocated to existing charges, apop-up warning will be shown notifying the user that there is a credit. Click No to return to thepayment window and allocate the entire payment. Click Yes if the client is pre-paying for servicesnot yet rendered.)5. Click Exit.Add Payment to an InvoiceThese steps allow you to add payments on the invoice screen. The payments created on theinvoice screen will be visible on the Client Billing File screen.1. Open the Invoice screen:o On the calendar screen, right click on the appointment and click Billing, oro On the clients tab of group appointments, click the desired client and click Billing oro On the calendar screen, click to open an appointment and click the Billing icon on the menubar, oro From the calendar screen, click Open Billing, and click Find to search for the client. Selectthe desired invoice and click Ok. Click Edit on the menu bar.2. Click Add in the payments section.3. On the payment window, add payment by:o Use the pull down menus to choose payment date and payment type. (Note: Click here forinstructions to post an insurance payment for a claim created using Titanium. Use theinsurance payment type in this window only to record payments for claims generated outsideTitanium.)o Type in payment amount and description. (Note: The payment amount will default to theamount of the invoice charges.)o Click in the Allocated Amount column, and type in the amount of the payment to be allocatedto unpaid charges. (Note: Payments can be used to pay any unpaid charges showing in thewindow, in any combination. Titanium will default to showing payments in the charges forthe current invoice.) 2021 Titanium Software

144. Click Ok to save the payment. (Note: If the payment is not fully allocated to existing charges, apop-up warning will be shown notifying the user that there is a credit. Click No to return to thepayment window and allocate the entire payment. Click Yes if the client is pre-paying for servicesnot yet rendered.)5. Click Save.6. Click Exit.Add Insurance Payment1. Navigate to the billing file screen by:o On the calendar screen, right click on the appointment and click Billing File, oro On the clients tab of group appointments, click the desired client and click Billing File, oro Search for the desired client, and click the Billing File icon on the menu bar2. Click the service line and click Selection Actions, or right click on a service line used to createthe insurance claim and choose Post Primary Insurance Payment. (Note: The claim must bemarked Complete before a payment can be posted. If payment is for the client's secondaryinsurance, choose Post Secondary Insurance Payment.)3. Use the insurance company explanation of benefits to enter the amounts in payment andcontractual adjustments for the service lines on the insurance claim.4. Click Ok.5. Click Exit.Edit Payment on the Client Account1. Navigate to the billing file screen by:o On the calendar screen, right click on the appointment and click Billing File, oro On the clients tab of group appointments, click the desired client and click Billing File oro Search for the desired client, and click the Billing File icon on the menu bar, oro From the calendar screen, click Open Billing File, and click Find to search for the client. 2021 Titanium Software

Billing15(Note that you can work with multiple client accounts by clicking Find Clients, setting thefilters and clicking Search. Click Ok to view the accounts of all clients who match the searchcriteria.)2. Double click on the payment or right click in the account and choose Edit Payment. (Note: Todelete a payment, choose Delete Payment and click Ok.)3. On the payments window, make desired changes and click Ok.4. Click Exit.Edit Payment on an Invoice1. From the calendar screen, click Open Billing.2. Click the Find icon on the menu screen.3. To see invoices from the current day, click Show Today's Invoices.4. To see a client's invoices, click Select Client and search for the client. All invoices for the clientare shown.5. Double click to open the desired invoice.6. Click Edit on the menu bar.7. Click the payment and click View/Edit. (Note: To delete the payment, click Remove.)8. Make desired changes on the edit payment window and click Ok.9. Click Save.10. Click Exit.Edit Insurance Payment1. Navigate to the billing file screen by:o On the calendar screen, right click on the appointment and click Billing File, oro On the clients tab of group appointments, click the desired client and click Billing File oro Search for the desired client, and click the Billing File icon on the menu bar, oro From the calendar screen, click Open Billing File, and click Find to search for the client. 2021 Titanium Software

16(Note that you can work with multiple client accounts by clicking Find Clients, setting thefilters and clicking Search. Click Ok to view the accounts of all clients who match the searchcriteria.)2. Double click on the payment, or right click on a service line used to create the insurance claimand choose Edit Primary Insurance Payment. (Note: If payment is for the client's secondaryinsurance, choose Edit Secondary Insurance Payment. To delete payments, click Delete InsurancePayment.)3. Use the insurance company explanation of benefits to edit the payment amounts and requiredcontracted adjustments for the service lines on the insurance claim. (Note: If a secondaryinsurance claim has been generated, you may be unable to edit primary insurance payment.)4. Click Ok.5. Click Exit.Allocate Account Credit1. Navigate to a client invoice or client's billing file screen.2. Click on the Unallocated Payments link (blue underline).3. Click to select the payment to be allocated.4. Click Allocate.5. On the Edit Payment window, click in the Allocated Amount column and enter the desiredamount.6. Click Ok.2.3Find Invoices1. From the calendar screen, click Open Billing.2. To see invoices from the current day, click Show Today's Invoices.3. To see a client's invoices, click Select Client and search for the client. All invoices for the clientare shown. 2021 Titanium Software

Billing174. Double click to open the desired invoice. (Note: There is an Outstanding Accounts reportavailable in the reporting feature of Titanium.)2.4Generate/Process Insurance ClaimsTitanium allows users to print hard copy insurance claim forms using pre-printed CMS 1500 paper.This feature is activated and configured by your center administrator. Prior to generating claims,users who bill insurance may also have to configure settings, depending on choices made by thecenter administrator.Titanium does not electronically interface with any third-party insurance clearinghouses, butclaim information can be exported as print image files which might be suitable for upload to somethird-party clearinghouses.What would you like to do?o Add client insurance informationo Edit client insurance informationo Review client insurance informationo Generate bulk claimso Generate claims for single cliento Process claimsAdd Client Insurance Information1. Navigate to the billing file screen or client record by:o From the calendar screen, click Open Billing File, and click Find to search for the client, oro Search for the desired client2. Click the Client Insurance icon on the menu bar or button on the client screen.3. Click Edit.4. Click Select to enter the insurance carrier:o Click the carrier from the list or (Note: Enter search criteria if the list is long.) 2021 Titanium Software

18o Click the Add New Carrier radio button and click Ok. Then enter insurance carrier informationon the pop up window and click Ok.5. Use the pull down menus and text boxes to enter the client's insurance information.6. Enter a prior authorization number and number of visits, if applicable. (Note: Titanium will notperform any automatic calculations using this information.)7. Enter the client's co-pay type (flat rate or percentage) and rate or percent. (Note: Titanium willnot use this information to automatically calculate the client's co-payments.)8. Click the Other Insurance Details tab, and use the pull down menus and text boxes to enterinformation required on insurance claims. (Note: You should consult with your centeradministrator or use the state or federal guidelines for CMS 1500 claim forms to learn more aboutthese fields.)9. If the client has secondary insurance, click the Secondary Insurance tab and enter information.10. If desired, attach a scanned copy of the client's insurance card by clicking Insurance Cards, andusing the Windows interface to navigate to the desired file. Enter the file name, and click Ok.(Note: To manage insurance cards, right click on the card and choose Delete, Edit Description,Open or Print.)11. Click Save.12. Click Exit.Edit Client Insurance Information1. Navigate to the billing file or client record screen by:o From the calendar screen, click Open Billing File, and click Find to search for the client.(Note that you can work with multiple client accounts by clicking Find Clients, setting thefilters and clicking Search. Click Ok to view the accounts of all clients who match the searchcriteria.) oro Search for the desired client2. Click the Client Insurance icon on the menu bar or button on the screen.3. Click Edit.4. Click the desired tab, and edit the information. (Note: Click Clear All on the menu ba

Titanium is an EMR software designed for counseling centers and other facilities that have a similar work flow like psychology department teaching clinics, disability centers, etc. The model below shows the basic client life cyc