Craneware Online: Activation and Message Groups

Craneware Online allows you to put the power of Chargemaster Toolkit’s reference tools in the hands of a wide array of users who participate in the charge capture process. Toolkit users already have access to the LMRP/ LCD/CMSAs of July 1, 2001, the Health Care Financing Administration (HCFA) became the CMS (Centers for Medicare & Medicaid Services) search tool and Correct Coding Initiative information through the Active Code Book. Users not directly involved in CDM management may also access these search tools as Craneware Online users. Access to Craneware Online is available to activated users from any web browser on any PC inside or outside of the hospital’s network.  

In addition to providing broad access to the Active Code Book resources, Craneware Online also enables Toolkit users to initiate memos to one or more Craneware Online participants. The memoA memo is additional text that is associated with a charge item. It is used to prompt action for further review, or to note any review queries is posted to their Craneware Online account and notification is issued by e-mail. Responses to the memo are returned to the Toolkit and detailed within the audit trail for the appropriate charge code. This communications tool can support a variety of workflow and objectives.

Options Checklist:

1. I want to eliminate the cost of multiple coding books and newsletter subscriptions within including patient accounting, finance, health information management, compliance, admitting, scheduling and clinical departments that only occasionally use these references by giving them access to CWOnline.
2. I want to notify the system administrators of the interdependent order entry, charge ticket and other charging source systems of adds, inactivates and description changes using message groups so that the audit trail shows evidence of the communication and they can also document that they took appropriate action.
3. I want to request approval of key transactions from finance using the messaging function so that an accountability trail is created for our compliance program.
4. I want to forward key compliance alerts to relevant department managers and request further confirmation of their business practices using the messaging function as part of an ongoing education and internal compliance audit process.
5. I want to seek clarification of gray areas with experts prior to acceptance of key transactions and document their responses for future reference and evidence of their involvement in the decision making process.

Key information and lessons from the field:

• The Health Insurance Portability and Accountability Act and Sarbanes Oxley Law have increased the importance of documentation, activity reporting and internal controls in reducing hospital exposure from errors, omissions and employee abuses that could lead to inappropriate billing. We encourage clients to give thoughtful consideration to how the communication and documentation processes within Chargemaster Toolkit™ can provide the framework for a well-organized system of CDM maintenance process controls.  
• It is important to remember that all memos attached to the audit trail are permanent and cannot be edited after the fact. Therefore, all Toolkit users with access to memos and the messaging function should be educated regarding appropriate documentation practices and policies written to guide their actions.
• Craneware Online is an effective tool to invite the participation of users who are less comfortable with a full scope of CDM maintenance activities.  
• Consider a survey across the organization to determine the collective cost of codebooks and coding subscriptions only used on occasion. Then evaluate the additional benefits of the CWOnline search engine in improving the efficiency of these resources. Many clients find substantial savings and employee satisfaction in moving from paper guides to their electronic equivalent.
• Keeping track of all the participants in the CDM maintenance process can be a daunting task if not impossible. An up-front investment of time to develop message groups for each GL category can provide ongoing returns in improved communications. Successful clients engage their clinical departments in more routine, brief communications to maintain their top of mind awareness regarding CDM changes impacting their department revenues. Craneware Online can encourage passive observers to become active partners in the CDM maintenance process through evidence of an accountability trail, direct access to knowledge and information and a better system of communications.

Further Reading:

Further details regarding Craneware Online are available in the following documents:

Craneware Online Setup

Using Craneware Online

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