Client Pop-up Menu

CILe - Client Information Ledger

What is on the Client Pop-up Menu?

The Client pop-up menu provides functions such as session notes, intakes and discharges, and insurance managment that pertain to specific clients.

The Menu Items

Click the menu item below to jump to the explanation of that function. Click the arrow to return to this screen. If the item in the table is a hyperlink, click it to jump to the full explanation of that function.

The following is a brief description of what the Client Pop-up menu provides:

1) Session Notes	Allows a quick and convenient way to document the session and automatically produce the electronic claim from client and insurance information previously entered.
2) Client Cancelled Today	Lets you quickly and conveniently document today's session as cancelled without having to actually go to the session note screen. You have to do it the day of the session, though, because it automatically inserts today's date into the note. If you make a mistake and click this button on a day other than the session date, you can just go to the session itself (by clicking 'Session Note') and change the date using the "Change Incorrect Date" button.
3) Client Cancelled Today with Note	Does the same thing as "Client Cancelled Today" but allows you to put a short note of explanation, again without actually going to the session note screen. This has the same date requirement as the "Client Cancelled Today" item.
4) No Show Today	Documents today's session as a no-show without having to go to the session note screen. This has the same date requirement as the "Client Cancelled Today" item.
5) Therapist Cancelled Today	Documents today's session as a cancellation by you without having to go to the session note screen. This has the same date requirement as the "Client Cancelled Today" item.
6) Phone Call or Misc Note	Allows a quick and convenient way to document a phone call or other quick note relating to a specific client without having to go to the session note screen. Automatically documents as a no-charge phone call, but lets you access it via scrolling through the session note screens.
7) Admin Face Sheet	Let's you edit client information, including emergency contacts and other minor administrative information.
8) Fiscal Face Sheet	This screen is the pivot-point for the system. It lets you document the client's personal and insurance information. This is the screen you would go to when you want to call the insurance company about this client, both to confirm coverage and research unpaid claims. All of the information you need to make that phone call is on one screen.
9) Missed Appt Letter	Allows you to quickly produce a pre-formatted letter, automatically addressed to the client, informing them that they had an appointment they missed and what the fee for them would be. You change this fee, defaulted to $35, in the "Edit Employee Data" screen off of the Administrative Menu so it automatically shows up in both this letter as well as on the "no-show" session note as due to you by the client.
10) Write Letter	Allows you to write a letter to a specific client and have it printed on your letterhead. The client's name and address automatically print on the letter.
11) Envelope to Client	Allows you to produce a letter-sized envelope with the client's address automatically printed on the envelope.
12) Intake	Lets you document the client's first session. Includes the psychosocial data as well as the Mental Status exam and diagnosis. This is the process that "Opens" the client in CILe.
13) Readmission	Provides a shortened version of the Intake form for clients who are returning after discharge. Also "Opens" the client.
14) Diagnosis	Documents the client's diagnosis. The primary diagnosis documented here automatically gets posted onto the session note for claims submission. The form has a pull-down list of diagnoses for easy lookup. You no longer have to memorize diagnostic codes.
15) Dx History	Shows a listing of all of the diagnoses this client has been received.
16) Medications Entry	Allows you to document the medications prescribed by the client's doctor. The psychotropic medications would appear on the printed session note for the session.
17) Medications Report	Gives a listing of the client's medications in case you would want to include it in their folder.
18) Releases	Allows you to document when you have received a release of information for a client. This way you can look quickly at your computer listing if you get a phone call without having to stop and go to the file cabinet for confirmation.
19) HCFA Claim Form	Allows you to print up to five sessions on a standard HCFA 1500 form. It also documents the sessions as having been submitted by paper and keeps track of when it was created and allow you to track whether or not it has been paid.
20) HCFA Envelope	Allows you to print the envelope with the official mailing address of the insurance company for mailing the HCFA 1500 claim form.
21) Insurance Pmt Maintenance	Presents a listing of this client's outstanding insurance submissions. Allows you to document the insurance checks as they arrive, allowing you to track which ones have and have not been paid.
22) Claim Stop or Resubmit	Gives you a listing of this clients sessions, whether kept or not, an allows you to document those as kept for claims resubmission, or document the session as "do not submit a claim" if you do not want a particular session's claim stopped.
23) ITP	Allows you to develop the Individualized Treatment Plan for this client. Presents a quick and convenient "Treatment Planner" for automatically cutting-and-pasting standardized treatment plan goals and objectives into the text boxes that you can then modify to suit your particular needs.
24) ITP Review	Allows you to produce the periodic review of the ITP developed above. This routine will automatically document the "Next Review Due" date as six months from the date of the review. You can go to the "ITP Reviews" listing off of the Administrative Menu to change this date if you would like.
25) Attendance	Gives a listing of all of the sessions this client has had session notes writte for, whether kept or not. Also shows other information pertaining to the session, including the date and day of the session, the type of session, and teh copay and insurance paid.
26) Client Accounting Report	Lists the client's payments due and paid by session note in a mailable format. This can be printed onto letterhead for sending to the client as a voucher for monies due or a statement of their payments to date. This report can be selected by either Current Intake Period, Client's entire history, or a specific date range. The amount due and the amount paid by the client are retrieved from the session note screens entered on the day of the visit.
27) Visit Authorization Letter	Allows you to document the client's authorizations as received from their insurance companies. This information will then be used by the "Calculate Visits Left (UTP Due)" listing off of the Fiscal Menu to let you know when you are about to run out of visits or time.
28) Copay Maintenance	This form allows you to document the amount of money the client is expected to give you each session. As you are entering the session note, this amount will be automatically populated onto the session note form for comparison to what they have given you that day. The amount as documented on the session note will be used by the Client Accounting Report to compare to what they have given you so determine any outstanding balance due.
29) List All Appts	Allows you to list all appointments scheduled fo this client. This is particularly useful if you think you might have scheduled this client in the future and cannot remember what day it was. This allow you to quickly answer that question without having to page through the schedule.
30) Discharge	Allows you to document the closing information about this client, including their reason for discharge, their progress, and any outstanding work that needs to be done. This function sets the client's status as "closed."

E-mail

Note: There are occasions when an e-mail may get lost in cyberspace. I answer all e-mails, so please, if you don't hear from me within 24 hours, e-mail me again. Persistence will get you through.