-EMR/LEO

Provider Manual Home Page

EMR ~ LEO

Includes: LEO Overview; Provider Access and Permissions; Provider LEO Training; EMR Quality and Integrity Standards; Data Requirements; Help Desk; LEO Bulletins; System Enhancements and Recommendations; Security and Protection of PHI; Release of Information; Meaningful Use; CEHR Portal/Consumer Access to Medical Records; Transition to ICD-10 and DSM-5


1. Quality Improvement

The Quality Improvement (QI) Team will collaborate with Providers’ IT support personnel to facilitate timely, secure access to LEO, the Electronic Medical Records (EMR) system. LifeWays will provide a LEO license to Providers/Provider Groups generating more than 20 claims per month. Providers requiring additional licenses will be required to cover the license and maintenance costs. LifeWays will only pay for one (1) license fee and maintenance fee per Provider. Services will be provided in a professional, responsive and user-friendly manner.

LEO is a browser-based Electronic Medical Records system.  Internet Explorer is certified for use with LEO.  Java plug-in is required for most peripherals that integrate with LEO.  Such peripherals as document scanners and signature pads are integral for inputting information into the LEO system.

All LifeWays staff and members of the Provider Network require user credentials before access can be gained to the LEO. For security reasons, procedures are in place requiring users change their passwords on a regular basis.

Quality Improvement is continuously striving toward efficient delivery and retrieval of data within our EMR system. The Quality Improvement Team is responsible for defining agency reports and assuring information reliability.

LIfeWays' EMR Administrator is Alexis Shapiro.


2. Electronic Medical Record (EMR)

The LifeWays Electronic Organizer (LEO) is the electronic medical record (EMR) used by LifeWays and the provider network. These terms (LEO and EMR) may be used interchangeably when referring to LifeWays’ medical record system. LEO is an internet-based system. There are two primary links where employees of LifeWays and our Provider Network can access LEO:

  1. LEO Login - This is the link that will take you to the live LEO EMR where clinical data and information is input and stored. Click here for the form to Add or Change a User.
    1. All Add or Change User forms must be submitted via a LEO Help Desk ticket.
  2. LEO Training System - This is the LEO training module that is used for training purposes only. Information meant for a medical chart should not be input here.

If you run into any difficulty while using LEO, please enter a Help Desk ticket in LEO. Instructions on how to enter a LEO Help Desk ticket are available here. You may also call the LifeWays IT Help Desk at 517.780.3367 for additional help.

     A. Provider Access and Permissions

The LifeWays QM Team is responsible for enforcing EMR security at all times.  User access and permissions are monitored on an ongoing basis and may be modified as needed without prior notice.  The LifeWays System Analyst is responsible for new/change and termination of access requests.  Please reference procedure 8-05.02 Electronic Medical Record (EMR) Management for more details.

Procedure:

8-05.02 Electronic Medical Records Management

8-05.02-A LEO User Profile Form

     B. Provider LEO Training

New providers can request training from LifeWays by contacting the LifeWays Help Desk at 517.780.3367.  The QI Department will provide an overview to LEO and highlight general areas of use.  Currently, LifeWays utilizes a Peer-to-Peer model for more specific training.  Please contact your supervisor for LEO training related to your specific job. 

     C. EMR Quality and Integrity Standards

There are a minimum of 55 standards necessary to determine an electronic medical record complete and accurate.  Those standards are referenced in the attachment to procedure 8-05.02 Electronic Medical Records Management.

Attachment:

8-05.02-B LEO Quality and Integrity Standards for Electronic Medical Records

     D. Data Requirements

The Substance Abuse and Mental Health Administration’s (SAMHSA's) Synectics BH-TEDS (Behavioral Health-Treatment Episode Data Set) Award Agreement with the Michigan Department of Health and Human Services (MDHHS) is an evolution of the Substance Use Agreement to expand and include client-level mental health data in addition to the substance use data that has been collected in Michigan for 25 years.  BHDDA (Behavioral Health and Developmental Disabilities Administration) leadership has decided that the national effort to combine these systems coupled with the advent of P.A. 500 and 501, provided an excellent opportunity to combine the substance abuse and mental health (SU-TEDS and QI Data) demographic files into a single system with a single coding schema.

Based upon a Time 1 - Time 2 architecture, BH-TEDS is used to measure the magnitude and direction of change between two points in time.  This single data collection system for mental health and substance use treatment services utilizes the federal coding requires and additional Michigan-specific fields deemed necessary.  The coding of these fields will now be the same, whether mental health or substance use.  This has been repeatedly requested by CMHSPs for many years. Data is submitted to the Federal Government at the Time 2 point. The data is analyzed on a national, state, and local level.

Link:      

BH-TEDS Q&A; BH-TEDS Coding Instructions

Procedure:      

8-05.01 Behavioral Health Treatment Episode Data Set

     E. LEO Help Desk

If the user is experiencing an emergency situation such as LEO not functioning, e-prescribing not functioning or the user is locked out of LEO, the user shall contact the LEO Help Desk by calling 517-780-3367 (internal x2367). The LEO Help Desk is intended to provide technical assistance and troubleshooting of system errors for traditional business operations that currently exist within the EMR (LEO). 

LifeWays Help Desk staff shall maintain high standards for timeliness of response and resolution, and maintain open communication with the user regarding attempts made to resolve the help desk ticket.

Please note the following:

  • Submit a ticket through the Help Desk module within LEO for non-urgent issues.
  • Contact the LEO Help Desk at 517-780-3367 (internal x2367) for urgent* issues.

*Urgent is defined as something that impacts the provider’s ability to move forward and complete their essential function.

Step 4: Submit the required information needed regarding your issue and click save. For additional detailed instructions for submitting a Help Desk Ticket, please refer to the attachment below.


LifeWays also maintains a LEO Help Desk Directory.  If you have a specific subject matter that you need assistance with, please contact the following:

SUBJECT MATTER

CONTACT PERSON

Contracts/Fee Schedules

Codes/Modifiers/Rates

Provider Records

COFRs

Single Case Agreements

Contracts Assistant

517.789.1299

Incident Reports

Recipient Rights Administrative Assistant

517.789-1237

Insurance Policies

Medicaid Look Up

Financial Information

Ability to Pay

Medicaid Application

Networks Benefits Specialist

517.789.2497

Claims Processing

Remittance Advice

Claims Specialist

517.796.4586

Password Resets

Provider Administrator

 

EMR Systems Administrator

517.780.3367

Insurance Billing 

Consumer Billing/Account Balance

Injection Billing

Children’s Waiver Billing

Billing Specialist

517.789.2481

Encounters

QI Data Clean Up

EMR System Analyst

517.789.1268

Consumer Authorizations

BTC Review

Utilization Management Supervisor

517.796.4578

Self Determination

Self Determination Coordinator

517.796.4502

Lab Results

 

Medical Services Supervisor

517.780.3308

 

     F. System Change Control Process & Communication

It is expected that the system will evolve and changes will be necessary as areas for improvement are identified.  The agency shall maintain an organized process for receiving and implementing system enhancements.  Please reference procedure 8-05.02 Electronic Medical Record (EMR) Management for details on the Systems Development Life Cycle.  Any requests for enhancements or reports should be entered as a LEO Help Desk.

The agency shall follow the change control process for system enhancements in order to effectively communicate with system users.  Changes are communicated primarily through email notification.  Primary users shall be provided with the opportunity to test the change in the Training system and provide input before it is in the Production system.  The agency will use the LifeWays Provider Meeting as a mechanism to communicate critical changes to the system, provide training and seek input.

The LifeWays System Administrator hosts a monthly LEO Update meeting via GoToMeeting (webinar style) on the Fourth Thursday from 3:30pm-5:00pm to discuss recent enhancements deployed to LEO, along with upcoming enhancements in the pipeline.  This meeting is voluntary to attend and offers real time demonstration of the EMR.

    G. Security and Protection of Protected Health Information

All LifeWays staff and provider network shall comply with LifeWays policy and procedure for Uses and Disclosures of Protected Health Information. 

Procedure:

7-02.05 Use and Disclosures of Protected Health Information

     H. Release of Information

A valid Release of Information form must be on file before any documents can be released.  A release can be generated from LEO by going under Consents to Participate/Exchange Information.

Releases are time limited, so be sure to verify validity of the release if using one already on file.  Refer to the Procedure below when releasing information. 

Procedure:

1-06.03 Medical Record Release of Information

     I. CEHR Portal/Consumer Access to Medical Records

Providers should refer to LifeWays Consumer Access to Medical Records when a consumer wishes to have access to his or her medical record. 

LifeWays and PCE Systems would like to introduce a secure online portal for patients to access their own health information using the Internet.  The Community Electronic Health Record (CEHR) is now available. 

  • Features include the ability to view diagnosis, track medications, vital signs, allergies, appointments, contact information, and other important components of their services.   
  • Information available is from the LEO electronic medical record that behavioral health care providers use to document services through the LifeWays network. 
  • Benefits of the patient portal is to inform the individual about their own health information and use this to work with their health care providers to manage their illness.  The long-term goal is to use this portal as a way to interact with their health care provider and view treatment plan information.
  • Security of the information is protected and encrypted using an SSL certificate, which meets the safeguards expected of Meaningful Use and HIPAA.

Procedure:

1-06.04 Consumer Access to Medical Records

     J. Business Continuity

Each provider is encouraged to have on hand at all times, paper forms in the event LEO is down during regular business hours.  If an outage is anticipated (i.e., inclement weather), the minimum amount of information needed to continue services should be printed and available to staff.  These items may include:  schedules, last appointment notes, consumer contact information, etc.  Each provider is responsible for the security of these records and should shred them once power is restored. 

Procedure:

7-02.01 Business Continuity and Disaster Recovery

     K. Meaningful Implementation of Data

Based upon the request of information for reporting purposes, one or multiple platforms identified in procedure 8-05.05 Use of Multiple Data Platforms, are accessed to produce data sets used within the agency and its contracted provider network among multiple workgroups for decision making and process flow decisions.  Manipulation of data sets is sometimes necessary to obtain a final data set that is useful in these decisions.  Drill-down data can be accessed to make client coordination of care decisions, along with location specific or provider specific decisions.

Procedure:

8-05.05 Use of Multiple Data Platforms