Avatar

Avatar is an EMR used to capture client care n a HIPAA compliant way in accordance with Meaningful Use regulations

EMR/EHR

Electronic Medical Record/Electronic Health Record

Client

Patient, an individual receiving care.

Practitioner

Person administering care, whether medical, clinical, etc.

User Role

Assigned set of functions and permissions dependent on the user's particular function as it relates to a client's care.

Episode

Admission to Discharge,  Period of Stay

Work Flow

Set of actions to be completed from admission to discharge.  Dependent on User Role.

Medical Record Number

Unique identifying number assigned to a client when admitted.  Can be automatically generated by Avatar or manually added to comply with company naming conventions.

Form

Area to record client information of a specific nature

Form Display

Layout on left of Form showing the sections and active buttons

Field

Area of a form to enter data.  Can be buttons, checkboxes, free text, time/date, diagnosis look up, tables of info (allergies), etc.

Client Specific Form

Form that is entered for a specific client.  When opening a new form, the user must select the Client and will usually need to select the correct episode of care if multiple exist

Non-Client Specific Form

Form that is entered regardless of any specific client

Section

Division in a form used to show different types of information to be collected

Widget

Used to display infromation of a type.  Examples are Staff/Client, Forms/Data, To-Do List, etc.

Chart

Record of all client care.  Can be reviewed, updated, printed, or deleted - depending on user level

ADT

Admission/Discharge/Transfer (Leaves may be included)

Admission

Entering a client into the system to begin administering care

Discharge

Removing a client from the system as they leave the facility(or program) and are no longer receiving care.

Transfer

Moving a client from one program to another, or one facility to another.

Leave

Client leaves the facility for any reason.  Leaves are considered non-billable in the ID program.

Program

A program is the level of care the patient is admitted into.  Services are rendered to the cleint based on the program he/she is admitted into

Avatar PM

Practice Management - generally used to update items that are used throughout the system, not specific to a user or client

Avatar CWS

Clinician's Work Station - generally includes forms and options used while admistering care to a client, used by clinicians and those responsible for clients

Report

Aggregation of data selected by parameter. Can be client-specific or data- specific, e.g. Vital Signs for Client vs. Admissions By Type.

Home View

Standard view when logging in.  Configured to show widgets appropriate to user role and can be modified.  Home View may not be identical between users.

Home Button

Brings the user back to the Home View while leaving all open documents active in the background

Menu Bar

Series of buttons to access different options, including Preferences, Lock, Sign Out, Switch, and Help.

Recent Forms

Forms listed in the Recent Forms widget showing all forms used in the current Avatar session.  Forms are cleared when user logs out

Recent Clients

Clients listed in the Recent Clients widget showing all clients used in the current Avatar session.  Clients  are cleared when user logs out

Smart Search/Live Search

Entering information into a Smart Search field creates a list of possible matching results.  As more information is entered, the results narrow down accordingly.

Submit

Process (Report)

When creating a report, the Process button uses the paramters entered to gather the requested data and show it in a report.

Stock Report

A report of gathered data based on requested parameters.  These reports cannot be modified

Crystal Report

A report of gathered data based on requested parameters.  These reports can be modified to contain data from additional places and configured as needed by the user.  Displayed differently than Stock Reports.

Chart View

Standard view when accessing a client chart.  New data can be entered and previous data can be viewed/printed/modified if appropriate

Overview (Chart View)

Shows data specific to a client that has been previously entered.  This view is customizable and depenedent on User Role.

Chart View Inquiry

A text-display of all the data that has been previously submitted (in both draft and final status) in that specific form for that client

Client Data Bar

The Client Data Bar displays when a user accesses a client chart. The Client’s Name, Sex, Age and Date of Birth are displayed in the Client Data Bar from within the Chart View. To the far right of the Client Data Bar is the Allergies display.  The Client Data Bar also displays when a user accesses a Form for a specific Client.  This area of the screen is dynamic and the information that displays is dependent upon the episode and form that a user is accessing for the client. It will always display a base set of client demographic information and any Client Alerts filed for the client.

Demographic Information

Identifying information specific to a client, such as DOB, address, insurance information, any aliases, etc.

Guarantor

An entity in Avatar to identify the organization (insurance) or person responsible for payment of services. This in conjunction with the Benefit Plan selected at the patient level will identify which services are billed and to whom. 

Compliance Indicator

Shows status of required forms/actions compared to predetermined rules.  

To-Do Item

A required action assigned either automatically by the system based on rules, or assigned by another user.  Examples are to review a note or treatment plan before finalizing the document.

Sticky Note

Addition of a comment that will be appended to a previous entry to add detail

Radio Button

A circular button that can be clicked to select that value

Checkbox

A rectangular button that can be clicked to select that value

Dock/Undock

Widgets can be undocked and moved to another area of the screen to allow viewing of more information at one time.  Docking returns the widget to its original location and size.

Diagnosis

The identification of the nature of an illness or other problem by examination of the symptoms.  Can be entered in the following formats:  ICD 10,   DSM 5

Authorization

Agreement by insurance to pay for a requested care service

Prior Authorization

Authorization received priot to administration of the service

Plan

Insurance Plan

Outcome Action Plan

Identifies individualized problem(s), goals/objectives, and interventions.

Progress Note

Information regarding the treatment of an issue identified in the Outcome Action Plan

Knowledge Base

Online repository of articles created to inform users of the appropriate method of using the Avatar system and included functionality.

Article

Topic-specific document used to train/inform users on specific Avatar functionality

Form Tree

Listing of Forms available to a user.  Dependent on user role.

Preferences

Avatar user experience can be modified with the following Preference options:  Spell Checking, Printer, Themes (includes Color Blind Theme), Calendar, Widgets, and Chart

Themes

Sets of default colors that can be used according to specific user preferences

Required Field

A data entry field in a form that must be completed before the form can be submitted.  Usually shown with Red Text (or BOLD in color blind theme).

Payor

Entity responsible for remittance

Remittance

Payment from a responsible party for services rendered

Inpatient

A patient living at the facility and receiving care there

Outpatient

A patient not living at the facility but coming there to receive care

Service Code

An entity in Avatar used to identify a billable or non-billable action to be part of the patient’s treatment history

Online Documentation

Avatar allows Users to access Online Documentation from within Forms. The link to the Online Documentation is located on the left bar of the Form display.  The Online Documentation will open in a new browser window to the section that addresses the Form the User currently has open

Multiple Iteration Table

Table used to capture multiple entries of related information. An example is Allergies.  Many allergies are added to the same table and grouped together as Allergy results when creating reports, etc.

NPI

National Provider Identifier

HCFA

The Centers for Medicare & Medicaid Services (CMS), previously known as the Health Care Financing Administration (HCFA)

MAR

Medication Administration Record.  All-inclusive record of all medications administered to a client, including identity of substance, person who administered it, date and time, reactions, and comments.

CPT Code

CPT (Current Procedural Terminology) codes are numbers assigned to every task and service a medical practitioner may provide to a patient including medical, surgical and diagnostic services. They are then used by Payors to determine the amount of reimbursement that the facility will receive. Since everyone uses the same codes to mean the same thing, they ensure uniformity

DSM

Diagnostic and Statistical Manual of Mental Disorders

ICD Codes

International Classification of Diseases.  The ICD codes are used to classify the diagnoses.  It is the ICD associated with the DSM at the patient level that goes out on the billing output, and has an impact on the amount of remittance.

HCPCS Codes

Healthcare Common Procedure Coding System.  Codes used by Medicare and monitored by CMS, the Centers for Medicare and Medicaid Services. Based on the CPT Codes developed by the American Medical Association,  they are assigned to every task and service a medical practitioner may provide to a Medicare patient including medical, surgical and diagnostic services. 

ERS

Executive Reporting System

RRG

Risk Retention Group?

CCD

Continuity of Care Document

Alias

Additional name a person may be known by

TDMHMR

Texas Department of Mental Health and Mental Retardation

RTF(A)

Residential Treatment Facility (for Adults)

SLF

Supportive Living Facility

A-DAS

Adult Diversion and Acute Stabilization

ISP

Individual Service Plan - The written details of the supports, activities, and resources required for the individual to achieve personal goals.

SEEP

Social, Emotional, Environmental Plan - also known as a SEE(Plan)

DRG Codes

Diagnosis-Related Group (DRG) is a system to classify hospital cases into one of approximately 500 groups, also referred to as DRGs, expected to have similar hospital resource use, developed for Medicare as part of the prospective payment system

SNOMED-CT

Systematized Nomenclature of Medicine - Clinical Terms

CAP

College of American Pathologists

OVR

Office of Vocational Rehabilitation

FBVR

Facility Based Vocational Rehabilitation

ONC-ATCB

Office of the National Coordinator - Authorized Testing and Certification - This certification authority assists all U.S. health agencies and organizations to adopt and update electronic health information technology. ONC-ATCB is also a resource open to the public. The ONC-ATCB is part of the the U.S. Department of Health and Human Services.

HIE

Health Information Exchange - Health information exchange (HIE) is the mobilization of healthcare information electronically across organizations within a region, community or hospital system. In practice the term HIE may also refer to the organization that facilitates the exchange.

IBHIS

Integrated Behavioral Health Information System

HIPAA

Acronym for the Health Insurance Portability and Accountability Act that was passed by Congress in 1996