Clinical Advisor
User Manual
Version 7.0
Clinical Advisor powered by ClaimTrak 2.0
Section 4 (pages 190 - 250; Index)
1—Clinical Advisor User Manual Version 7.0
Table of Contents
Log In and Basic Navigation .............................................................................................................................. 3
Adding a New Client ............................................................................................................................................. 9
Accessing an Existing Client........................................................................................................................... 23
Scheduler ............................................................................................................................................................... 43
Authorizations ..................................................................................................................................................... 53
Doctors Progress Note - Standard ............................................................................................................... 62
Doctors Progress Note - Short....................................................................................................................... 88
Standard Progress Note Nurse ................................................................................................................... 100
Nurse Progress Note - Short ........................................................................................................................ 125
In Lieu of Nursing Progress Notes ............................................................................................................. 140
Case Manager Progress Notes ..................................................................................................................... 163
Residential Progress Notes .......................................................................................................................... 173
Progress Note Copy Last ............................................................................................................................... 183
Residential Note Copy Last .......................................................................................................................... 190
Group Notes ....................................................................................................................................................... 195
Amendments ...................................................................................................................................................... 208
Voiding a Progress Note ................................................................................................................................ 212
Client Packet Demographic Form .............................................................................................................. 217
Client Packet Treatment Plan ...................................................................................................................... 234
Clinical Advisor Display ................................................................................................................................. 251
Client Remarks .................................................................................................................................................. 259
Billing and Submitting Claims ..................................................................................................................... 264
Posting Payments............................................................................................................................................... 313
Charge Batch Error Codes Resolution...................................................................................................... 322
Action Code Summary Report ..................................................................................................................... 328
Productivity Reports....................................................................................................................................... 335
Progress Note Reports ................................................................................................................................... 348
Index ..................................................................................................................................................................... 351
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Residential Note Copy Last
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Copy Last Residential Note
All residential notes can utilize the “Copy Last” feature in Clinical Advisor.
1. Click Copy Last.
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2.
Click Yes in this box.
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Note: All fields on all tabs will be copied to the new note.
You have a menu of options for where to copy from. Choose from the following options:
1. You have option to include voided notes by clicking the Include Voided Notes box.
2. Copy your most recent Note for the current client.
3. Copy your most recently Voided Note (without regard to the current client). Selecting this
option will automatically select the voided notes box.
4. Copy your most recent Note (without regard to the current client).
5. Based on your selections, notes will appear in the box below. If there are multiple notes, select
the correct note by clicking on it. It will be highlighted.
6. Click Copy Now.
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All the data from the selected note will be automatically copied into the Residential Note. Review
the note carefully. If there are corrections that need to be made due to updates, omitted
information, date changes or corrections due to a voided note, make those changes now.

Make any adjustments or corrections as necessary.
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When you have entered all the required information and click Save Note you will get the Substance
Abuse or HIV information screen.
Click Yes or No to answer question.
Finalize Form Screen. This is where you sign your note.
You can Save & Sign the note OR Save Form Without Signing:
1. Enter your PIN to sign form.
2. Click Save and Sign Form OR…
3. Click Save Form Without Signing, no PIN is required.
a. You will need to complete the form and sign it at another time.
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Your residential “copied” note is complete!
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Group Notes
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To Access Group Notes you must have a Group set up and assigned to you indicating you are the
Assigned Clinician for the associated group. This access will enable a Group Tab on your Staff Home.
To access a group progress note, highlight the specific group and click Select.
1. Click Groups Tab from Staff Home.
2. Highlight & double-click the Group ID.
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The following screen opens:
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The bolded fields will automatically populate based on how the group configuration was setup for you in
Clinical Advisor.
1. Verify Note Defaults. Default selections can be modified if necessary.
2. Clients assigned to the group will appear in Group Members box.
3. Double-click on Group Members to add progress note.
a. Add note for each client as it pertains to this group session. See the following screens.
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Session Information Tab
1. Appointment Status from drop-down
a. Show
b. No-Show
c. Cancellation
2. Session Times: edit or add session time specific for this client
a. Length of Session will auto-populate.
b. Indicate if client arrived early or late in this box.
3. Length of Service auto-populates from the group set-up.
a. If necessary, you can modify Length of Service here.
4. Enter the following required information:
a. Service Urgency
b. Client Type
c. Attended (must be at least 1)
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Observations Tab
1. Complete as applicable.
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Intervention Tab
1. Complete as applicable.
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Notes Tab
1. Complete as applicable.
2. Select Save.
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When you have entered all the required information and click Save Note you will get the Substance
Abuse or HIV information screen.
Click Yes or No to answer the question.
Finalize Form Screen. This is where you sign your note.
You can Save & Sign the note OR Save Form Without Signing, here’s how:
1. Enter your PIN to sign form.
2. Click Save and Sign Form OR…
3. Click Save Form Without Signing, no PIN is required.
a. You will need to complete the form and sign it at another time.
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Your progress note is complete!
You will be taken back to the Group Notes Screen to continue notes for the rest of the clients in the
group.
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Group Notes Screen
1. The client has been moved to the Signed Notes section.
2. Continue to add notes for the clients until all have been completed.
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Voiding a Progress Note
1. From the client packet screen, double-click on the selected note or right-click and select Open
Progress Note.
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The note opens – See next page.
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Voiding a Progress Note continued…
1. Click Void.
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2. Enter Reason.
3. Click OK.
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Finalize the Void
1. Enter your PIN.
2. Click Save and Sign Form.
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3. The note remains in the system as voided. See Voided Status of the note.
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IMPORTANT - Regarding deleting a note that is attached to a claim:
If you are Voiding a note that is attached to a claim, you must notify your billing department so they can
make necessary changes and adjustments.
To find the claim or batch number of a voided note that has been swept or posted:
1. Click on the voided note on the left side of the screen.
2. Stretch the screen down to display all notes on the right side of the screen.
3. Note the Claim or Batch number.
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Amendments
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Amendments
Enable a user to electronically amend a patient’s health record to:
1. Replace existing information in a way that preserves the original information; and
2. Append patient supplied information, in free text directly to a patient's health record;
3. Enable a user to electronically append a response to patient supplied information in a patient's
health record.
Amendments are entered in the Clients Packet section of Clinical Advisor. Press F12 to open Client
Packets.
1. Click New Packet.
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2. Enter Packet Date & Time. Press tab to enter current date & time when the cursor is in the field.
3. Select Amendment Request from the drop-down.
4. Click Save.
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5. Find the new Amendment Request on the left side of the screen. Double click on Amendment
Request to open the request.
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6. The Add Amendment Request box opens.
7. Complete date requested and Date Approved/Denied. These dates cannot be prior to the EOC date
(Enrollment Date).
8. Find the EOC date (Enrollment Date) listed here.
9. Choose either Client or Provider from the Drop-down.
10. Provide Details of the Request.
11. Click the Approved Box to mark the Amendment approved. If this box is not checked, the
request is considered to be denied.
12. Click Save. Once saved, amendment requests cannot be edited.
* = Required Fields. If there are errors or information lacking the fields will be highlighted in
yellow.
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Voiding a Progress Note
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Voiding a Progress Note
1. From the client packet screen, double-click on the selected note or right-click and select Open
Progress Note.
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The note opens – See next page.
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Voiding a Progress Note Continued…
1. Click Void.
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2. Enter Void Reason.
3. Click OK.
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Finalize the Void
1. Enter your PIN.
2. Click Save and Sign Form.
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3. The note remains in the system as voided. See the Voided Status of the note.
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IMPORTANT - Regarding deleting a note that is attached to a claim:
If you are Voiding a note that is attached to a claim, you must notify your billing department so they can
make necessary changes and adjustments.
To find the claim or batch number of a voided note that has been swept or posted:
1. Click on the voided note on the left side of the screen.
2. Stretch the screen down to display all notes on the right side of the screen.
3. Note the Claim or Batch number.
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Client Packet Demographic Form
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Demographic Form
A demographic form is created when the initial client intake is completed. The Demographic form
is located in the Full Enrollment folder. You can also create new Demographic Form by clicking on
New Packet. In the example that follows, we’ll create a New Demographic form. You can edit an
existing Demographic form as well.
1. The Demographic form is located in the Full Enrollment folder. This for is editable.
2. To create a new Demographic form, click New Packet.
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Creating a New Packet continued…
On the right side of the screen under Packet:
1. Enter Packet Date. Place your cursor in the box and press tab for today’s date.
a. You can enter a prior date. You cannot back date farther than the enrollment date.
2. Enter Time. Place cursor in the box and press tab to enter the current time.
3. From the drop-down menu, choose Demographic.
4. Click Save. This will create a new Demographic folder and a new blank demographic form in
the folder.
Note the enrollment date
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1. Note the Demographic Folder on the left. Click the “+” sign in the box to expand the folder and
see the Demographic Form.
2. Double-click on Demographic Form to open the new form.
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Liability Tab
Fill in information as appropriate. There are no required fields.
1. The patient Liability Limitation field is “read only” and is determined by household size and
total annual family income.
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Liability 2 Tab
Enter information as appropriate.
1. DWI CoPay is always $20.00.
2. Urine CoPay is determined by household size and gross monthly household income. It will
range from $2.00 - $12.00.
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Page 3 Tab
The information in the area outlined below in bold comes from the Client Master. You can edit this
information. When you have finished editing, you will get a notification box asking if you wish to
update the Client Master. (See below) If you click yes, this information and the information in the
Client Master will be updated. If you click no, only the information on this tab will be updated.
1. To edit the consumer information, click the Edit Consumer Data box. Complete your edits.
2. Click Save.
3. Click Yes to update Client Master or click No to leave Client Master Information unchanged.
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Dx Tab
Dx is the Diagnosis Tab. The information on this tab is only viewable and editable by the primary
provider.
1. Click Modify Dx to make changes to the diagnosis.
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An alert message appears when you click Modify Dx. Note that once you have clicked Modify Dx,
the record will update, whether the form is saved or not.
2. Click OK to proceed to the Client Diagnosis screen.
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Client Diagnosis Screen – This is viewable only to the Primary Provider.
1. To add or change a diagnosis, type a question mark “?” in the field and press tab for a dropdown list of items. Select the correct diagnosis by double-clicking on it.
2. Use the radio button to select the Principal Diagnosis.
3. Click Save.
4. Click the Current Dx button to view the current diagnosis and diagnosis history. See the
following pages.
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Diagnosis Changes/ PCP Notification
Changes to the diagnosis require that the Primary Care Physician be notified. After saving your
changes the following alert will display.
1. Click Yes to proceed to the PCP Notification screen.
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2. Select Notification of Change as reason for this communication.
3. Click, Significant Change in Diagnosis.
4. Click Save.
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Client Diagnosis Screen, Current Diagnosis Tab
The client’s current diagnosis is displayed on this page.
1. Click Close, to return to the client diagnosis screen.
2. Click the Diagnosis History List tab to see the Diagnosis History screen. See the following
page.
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Client Diagnosis Screen, Diagnosis History Tab
1. Double-click on highlighted line to see it in full detail. See example of full detail on the next
page.
2. Click Close to return to the Client Diagnosis screen.
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Below is an example of the full detail of a diagnosis. This is the screen that comes up after doubleclicking on the diagnosis in the history tab. See step 1 on the preceding page.
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Special Pop Tab
Special Pop stands for special populations. Here you can add substance abuse information.
1. Prior to saving changes to the Demographic form, you must enter a Reason for Submission.
Your choices are:
 EOC Start (Episode of Care)
 Full Update
 EOC End
 Correction
You cannot save a Demographic form without entering a Reason for Submission.
2. Complete the other fields via the drop-down boxes as appropriate for the client.
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Children Tab
If the client has children, indicate their ages and indicate Y/N for each question. Include ALL the
client’s children, even those 18+. Leave blank if client does not have children.
To Add Children:
1. Click the “+” sign. A new row will appear.
2. Enter the child’s age.
3. Choose yes or no from the drop-down for
a. Enrolled with Magellan.
b. Living at home.
c. Removed from home.
4. Select the State Agency the child is enrolled with from the drop-down.
5. Click Save.
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Page 7 Tab
Miscellaneous information is entered on the Page 7 tab. There are various fields which can be
completed by selecting the appropriate response from the drop-down menu.
1. When finished, click Save.
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History Tab
Here you will find a record of changes made to the Demographic form.
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You can see when changes were made and what kind of change was made.
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Client Packet Treatment Plan
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Treatment Plan
Create a New Treatment form
1. Click New Packet.
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On the right side of the screen under Packet:
1. Enter Packet Date. Place cursor in box and press tab for today’s date.
a. You can enter a prior date. You cannot back date farther than the enrollment date.
2. Enter Time. Place cursor in the box and press tab for the current time.
3. From the drop-down menu, choose Treatment Plan.
4. Click Save. This will create a new Treatment Plan folder and a new blank treatment plan in the
folder.
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1. Note the Treatment Plan Folder on the left. Click the “+” sign in the box to expand the folder.
2. Double-click on Treatment Plan to open the new form.
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Reason for Treatment Tab
Fill in information as appropriate.
1.
2.
3.
4.
Click Edit to make changes to the form.
Choose Reason for New Service Plan.
New ISP Review date is auto-populated to six months from today’s date.
Does Client Require Special Assistance information is pulled from the Client Status form and
auto-populated, if available. If yes, an explanation is required.
5. Click Save.
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Goals Tab
Enter information as appropriate.
1. Click Edit to make changes to the form.
2. Fill in sections as appropriate for the client.
3. Click Save.
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Strengths Tab
Enter information regarding the client’s strengths.
1.
2.
3.
4.
5.
Click Edit to make changes to the form.
Click Add to add a new strength.
Click Edit to edit the highlighted strength. You can change the narrative in the lower box.
Click Delete to delete the highlighted strength.
Click Save.
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Needs Tab
Enter information regarding the client’s needs as appropriate.
1.
2.
3.
4.
5.
Click Edit to make changes to the form.
Click Add Need to add a new need. See next page for the Add Need window.
Click Edit Need to open the Edits Needs window. See the next page the Edit Need window.
Click Delete to delete the highlighted need.
Achieved Needs section will only populate when the current measure is greater than or equal
to the desired measure of a need. See next page for more details.
6. Click Save.
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Needs Tab, Add Need Window
1.
2.
3.
4.
5.
Select Need Type from drop down.
Choose Current Measure from drop down.
Choose Desired Measure from drop down.
Add Narrative in this box.
Date Need Met is required when the current measure is greater than or equal to
the desired measure.
6. Click OK.
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Achieved Needs Window
Only when the Current Measure is equal to or greater than the Desired Measure will the need
populate in the Achieved Needs window. A screen shot of that section of the window is below. This
section is found on the Needs Tab.
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Needs Tab, Edit Need Window
You only have two fields you can edit.
1. Change the Current Measure from the drop down.
2. Edit the description section.
3. Click OK.
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Services Tab
Enter information regarding the client’s services.
1.
2.
3.
4.
Click Edit to edit the highlighted service.
Click Add Button to add a new a service. A new window opens, see screen shot next page.
Click Delete to delete the highlighted service record.
Click Save.
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Add Services Window
To add a New Service, the following items are required.
1.
2.
3.
4.
Select the Service Intervention used to meet need from the drop-down menu.
Use of Service Description.
Enter Target Achievement Date. This date must be a future date.
Enter Service Frequency. Select from the drop down menu.
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Treatment Participants
On this screen add those staff members who are participating in the client’s treatment on this
treatment plan.
1. To begin, click Edit.
2. This will activate the Add, Edit and Delete buttons.
3. Click Add or Delete to add or delete a participating staff member. See the screen shots on the
following page.
4. Click Add, Edit or Delete to make changes in the Participating Friends and Family section.
5. If client chooses to decline friends and family participation, check this box.
6. Sign here to complete adding the treatment plan. The system will prompt you if any required
information is missing. Once “signed” the form cannot be changed. See the last page of this
section for how to sign.
7. Click Save.
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Adding Client Contacts from Clinical Staff
1. Select participating staff from the left screen by clicking and highlighting the staff member.
2. Click Add to move staff member to the right screen.
3. To remove members from participation, click and highlight the staff member on the right side of
the screen and click the Remove button.
4. Click OK.
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Adding Friends and Family
This screen appears when you click Add under the participating Friends and family section.
5. You must complete both the Participant Name and Relationship.
6. Click OK.
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Sign the Treatment Plan
If you are the person completing the ISP:
1. Click here to open the finalize form screen. Complete form as seen on the following pages.
If you are DCFS or OJJ and have authorization to use and disclose:
2. Click here to open the Finalize form screen. Complete as seen on the next page.
In order for DCFS or OJJ staff to sign the form, their DCFS or OJJ ID must be listed on the referral
screen for the selected client. Complete signing the treatment plan as seen on the following pages.
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Louisiana Referral Screen
1. Locations on the referral screen for the:
a. DCFS ID
b. OJJ/Jet ID
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Finalize Form Screen. This is where you sign and complete the treatment plan. Once
signed, it cannot be edited.
You can Save & Sign the note OR Save Form Without Signing, here’s how:
1. Enter your PIN to sign form.
2. Click Save and Sign Form OR…
3. Click Save Form Without Signing
a. You will need to complete the form and sign it at another time.
The treatment form is now complete.
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Index
277 report, 310
835 report, 311
997/999 report, 309
Accept Assignment, 21, 33, 35
Achieved Needs, 241, 242
AIMS, 75, 76, 252, 255
Allergies, 72, 252, 254
Amendments, 209
Appointment, 15, 47, 48, 49, 50, 51, 52, 64,
91, 127, 128, 175, 198
Authorization Number, 57
Authorizations, 15, 53, 54, 55, 59, 60, 61
Authorized Quantity, 57
Batch Numbers, 281
Batch Posting Error Codes Screen, 275
Billable Diagnosis, 65, 92, 129, 166, 176
Billing with Authorizations, 61
Calendar, 44, 47, 50, 51
Charge Batch Entry, 269, 275
Children Tab, 231
Claim Data Screen, 292
Claim History Data Screen, 293
Claims, 7, 15, 264, 278, 281, 282, 283, 285,
287, 289, 290, 291, 292, 295, 296, 299,
300, 301, 306, 307, 310, 323, 324, 326
Claims Maintenance, 299
Claims Search, 7, 291
Claims Unsubmitted Report, 287
Clearing Errors, 286
Client Appointment Screen, 49
Client Diagnosis Screen, 225, 227, 228
Client Master, 7, 14, 15, 19, 24, 26, 27, 28,
32, 49, 54, 60, 61, 223, 297, 306, 307,
322, 323, 324, 326
Client Packets, 7, 24, 37, 38, 40, 63, 65, 89,
126, 164, 174, 185
Client Program Form, 41
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Client Remarks, 7, 259, 260, 261
Clozaril, 132
Consumer Tab, 21
Current Diagnosis Tab, 227
Current Dx button, 225
Current Measure, 242, 243
Current Meds, 72, 73
Custom Reports, 339
Cut & Paste Functionality, 8
Dates of Verification, 30
DCFS, 14, 26, 248, 249
Defaults, 15, 16, 19, 197, 292
Deleting an appointment, 50
Demographics, 14, 15
Diagnosis Changes, 226
Diagnosis History, 227, 228, 253, 256
Diagnosis History Tab, 228
DWI CoPay, 222
Dx Tab, 224
Edit Consumer Data, 223
Error Codes, 272, 275, 287, 321, 322
Export Tool Display, 332
Face Sheet Tab, 254
File Import Status, 308
General Tab, 66, 177
Goals Tab, 239
Guarantor, 15, 20, 21, 22, 29, 31, 32, 33,
34, 35, 36, 54, 56, 292, 293, 297, 322,
323, 324, 329
Helpdesk Number, 4
History Tab, 233
HRA, 254
Injections Tab, 131
Insured ID, 21, 30, 33, 35, 297
Insured Tab, 21, 22
Intervention Tab, 200
ISP Goals, 71, 91, 254
ISP Tab, 93
Labs, 75, 76, 130, 252, 253, 254, 255
Liability 2 Tab, 222
Liability Tab, 221
log off, 8
Log-in, 4
medications, 73
Meds Tab, 72
Member Eligibility, 10
Message Center, 5
Modify Dx, 224
MSE, 77
Needs Tab, 241
Notes Tab, 165, 201
Observations Tab, 199
OJJ, 14, 26, 248, 249
Parameters Tab, 343
PCP, 16, 17, 18, 19, 66, 67, 226, 254
PHI, 15
PIN, 6
Pop Up Rules, 261, 262, 263
Post Charge Batches, 280
Principal Diagnosis, 225
Priority, 21, 31, 33, 35
procedure codes, 58
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Reason for Treatment Tab, 238
Receipts Search, 7
Recurring Event, 51
Referral Screen, 24, 25, 26, 249
Saving Reports, 341
Secondary Guarantor, 35
SECONDARY PROVIDERS, 65, 92, 129, 166,
176
Service Frequency, 245
Service Intervention, 245
Services Tab, 244
Session Tab, 64, 90, 91
Short Cuts, 7
Smoking, 79, 115
Special Pop tab, 230
Staff Home Page, 6
Strengths Tab, 240
Submitting your claims, 282
Target Achievement Date, 245
Terminate a Remark, 263
Treatment Adherence, 66
Treatment Participants, 246
Urine CoPay, 222
Vitals, 75, 76, 130, 252, 254, 255
Write Off Claims, 301