06 Mobile App: Starting a Note

Although entering and completed service notes is the biggest and most important aspect of the process, the OnTarget mobile application provides a smooth workflow to ensure users are provided the most efficient manner to prevent the need for surfing through several screens. Because a service note is driven by the date(s) and time(s) in which a service is provided, starting a note is directly tied into the schedule process.


Within each schedule card, a Start Note button is provided for users to utilize when it’s time to begin entering data for a service note. The availability of the start note button becomes available is dependent upon the type of service assigned to the scheduled shift, the type of time of the scheduled shift (duration vs. start / end time), and the time in which the scheduled shift is to occur. Additionally, the process in which the time is entered for a service note differs depending on the type of service assigned to the scheduled shift. The differences outlined below provide an abridged description of when the start note button becomes available.


These will be explained in more detail later in this training guide.


Services that are associated with EVV requirements will require the user to clock in for a shift before the ability to start a service note is provided to the user. Once a user has clocked in for a scheduled shift, the service note may be started.

Starting a Note

  1. A scheduled shift that contains a duration type of schedule (not a start time / end time schedule) will provide the ability to start a service note on the date in which the shift is scheduled.
  2. A scheduled shift that contains a start / end time type of schedule will provide the ability to start a service note based on the date and time of the scheduled shift.
    • The differences outlined below provide an abridged description of when users enter time. These will be explained in more detail later in this training guide.
  1. A service that requires an EVV driven clock in and clock out process requires users to clock in before a note can be started. This means that time entry must occur before the service cannot be started. However, clocking out for a shift driven by EVV requirements may occur at any time during the shift.
  2. Time entry for a scheduled shift that is not driven by EVV requirements occurs after the service note has been completed.

Completing a Non-EVV Note from Schedule


Steps to Complete a non-EVV Service Note from the Schedule

  1. Locate the scheduled shift within your schedule.
  2. Click on the Start Note button.
  3. Click each listed outcome and enter the appropriate intervention and / or assessment values.
  4. Complete any required additional comments if necessary.
  5. Once all outcomes are completed, click the Confirm Time button.
  6. Enter the Start Time and End Time for the scheduled service / service time provided.
  7. Click Sign Note
  8. Enter your OnTarget mobile application password.
  9. Click Confirm.

Completing an EVV Note from Schedule


Steps to Complete an EVV Service Note from the Schedule

  1. Clock in for the scheduled EVV shift.
  2. Click Start Note (It is not necessary to clock out before starting the note).
  3. Click each listed outcome and enter the appropriate intervention and / or assessment values.
  4. Complete any required additional comments if necessary.
  5. Once all outcomes are completed, click the Confirm Time button.
  6. Verify and confirm the Start Time (time clocked in) and End Time (time clocked out).
    1. Please Note: if not clocked out, you must manually enter the clock out time.
  7. If editing the Start Time or End Time, select a Reason and Action code from the provided drop-down menus.
  8. Click Sign Note
  9. Enter your OnTarget mobile application password.
  10. Click Confirm.

Viewing Service Note Data

The moment a user clocks in for an EVV related scheduled shift, the associated service note may be started. Within the OnTarget mobile application, this is indicated by the Start Note button turning from Gray to Green. Clicking this button initiates the process for entering collected data for all the outcomes associated to the scheduled service.


As stated previously, scheduled shifts that are not related to an EVV type of service, will not require a clock in and / or clock out. In these cases, the Start Note button becomes available at the date and / or time the scheduled shift starts.


To provide an organized manner for which the goals and outcomes are presented to the user, each goal is listed within the mobile application as a title highlighted in purple. The goal title can be expanded or contracted. Using the down arrow will expand the goal to display all associated outcomes. The outcomes are the specific tasks in which the user is expected to run / perform with the client.


Likewise, the goal title may be contracted to hide all the associated outcomes by clicking the up arrow located within the purple title.


Please Note: The purple goal title is displayed based on the configurations of your company. The title will show if configured to display. If not configured, the purple title will display blank, and the outcomes would be listed below. Please contact your company support for additional information. The number of outcomes listed for each goal title is different for each service and each client. It may be necessary to scroll down / up the mobile application window to view all the associated outcomes. Each outcome that’s listed contains the following components:

  1. Outcome Completion Indicator – Initially this appears as a small, blank circle located to the left of the outcome. Once the data has been entered for the listed outcome and saved, the circle will turn green and contain a white check mark. This indicates that the outcome has been completed.
  2. Outcome Description – The description provides a portion of the outcome to be run / performed with the client during the scheduled shift. In many cases, the description may not fully show if the text is long.
  3. Selection Arrow – Each outcome contains a right arrow on the right side. This is used to proceed to the next step of the data collection entry process. This provides the user detailed information and functionality to record the necessary data for the listed outcome.

Entering Service Notes

Once an outcome is selected from the provided list, the specific details are displayed for the user to enter the required and / or recommended data. Each outcome is written to specifically address the overall goal for the person served. And the specific way in which the data is entered varies from outcome to outcome.


Service notes that are associated with a grid type of style are configured to provide the ability to enter interventions, assessments, comments, or a combination of all three. Additionally, there are variations in how data is successfully entered and completed within the noted areas.


Interventions

  • Interventions are utilized within outcomes to indicate the needed assistance when running and completing the outcome. A set of interventions may include but are not limited to Independent, Verbal, Physical Assistance, etc. and the type of data entered for each may vary depending on your company’s needs.

The screenshot on the previous above shows a portion of the outcome detail for users to enter data.

  1. Outcome Description – Identifies the specific details of the outcome providing basic instructions on the action to be taken when working on the outcome and how to measure the result of the outcome.
  2. View Methodology – When clicking the View Methodology button, a pop-up window will display specific steps needed to perform and complete the listed outcome. A screenshot of a sample methodology is below.
  3. Intervention with Toggle – Some interventions will contain a toggle that can be turned on or turned off. An intervention with a toggle indicates basic selection. In some cases, using a toggle for an outcome may result in the other listed interventions as unavailable.
  4. Intervention with Value Entry – Based on the need of the outcome, some interventions may require a value entry. Typically, there are number based entries. The plus symbol used to the right of the number is used to increase the numeric value by one. The minus symbol to the left of the number is used to decrease the numeric value by one.

Please Note: The screenshot on the previous slide is a sample of a set of interventions for the selected outcome and may not represent the configurations for your company and person served.

Please Note: Based on your company’s configurations, an outcome may only allow for 1 intervention entry. If this is the case, when an intervention is selected, the other remaining interventions will become unavailable. In these cases, updating an intervention entry for an outcome will require the removal of the current intervention entry to be provided the ability to reselect an intervention entry.


Methodology

When viewing the Methodology, a detailed set of steps or information is provided to assist the user with performing the outcome with the person served. Very detailed methodologies may require the user to scroll down to view all the information. Choosing the Cancel or Confirm buttons will close the pop-up window.

Assessments

  • Assessments are utilized to provide data on the result of completing an outcome. The data entered for an assessment may be related to an intervention or the assessment may stand alone as the only required data entry.
  • For some outcomes, the assessment may be automatically entered based on intervention data entered for the outcome. Automatic assessments are based on configured rules for selected interventions created for each outcome. The use of automatic assessments may vary depending on your company’s needs or the needs of the person served.

Comments

  • The entry of a comment is available for each outcome and does not contain any limitations. However, there may be instances where if a specific intervention and / or assessment entered then a comment entry is required.

The screenshot provided above represents the view of the associated assessments for the outcome. The assessments are marked by a checkbox. Clicking or touching the checkbox completes the data entry for the assessments. Remember, some outcomes are equipped with configured rules that will automatically mark the appropriate assessment value. If you have additional questions regarding marking the appropriate assessment value, please contact your supervisor.

The comments section is available for each outcome and required entry is conditional on the selected intervention and / or assessment. These vary based on your company’s configuration.


Additional Text Entry

  • In some cases, outcomes or types of goal may outfitted with additional text entry fields. These are special fields that are configured based on the needs of your company and / or person served.

Completing or Updating Outcomes

  • Once the data entry is completed for each outcome, which may include intervention(s), assessment(s), and additional comments, the outcome is complete. As a verification that the outcome has been completed, clicking / touching a ‘Complete Goal’ button will scan the outcome to ensure entry. If the outcome is missing required data, the outcome will not save, and a message appears notifying the user of the needed entry.

    • Note: Any time an outcome has been completed, if returning to the completed outcome to update or change any of the entered data, utilizing an ‘Update Goal’ button will save the outcome update entry. The ‘Update Goal’ button is displayed to signify to the user that the outcome was originally saved with entered data in the event a user selected an incorrect outcome.

  • The ‘Complete Goal’ and ‘Update Goal’ buttons are located at bottom of each outcome after all data

entry points.

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