Overview
To ensure regulatory compliance and streamline clinical workflows, HospiceWorks includes an automated scheduling feature for Supervisory Visits. This system ensures that every patient with an assigned Hospice Aide receives a timely supervisory evaluation by a Registered Nurse (RN) at least every 14 days.
How It Works
1. Automation Trigger
The system automatically initiates the supervisory visit schedule as soon as a Hospice Aide is assigned to a patient’s care team.
2. Initial Scheduling Logic
Once triggered, HospiceWorks schedules the first supervisory visit to occur 14 days after the patient’s admission date. This ensures that the initial supervision window is captured immediately upon the start of aide services.
3. Compliance Maintenance (Rescheduling Logic)
The system is designed to be dynamic. If a supervisory visit is manually updated or completed:
The system calculates the next required visit date.
A new visit is automatically scheduled within 14 days of the last visit.
This continuous "rolling" logic ensures the agency remains compliant with Medicare Conditions of Participation (CoPs) regarding aide supervision.
Managing and Assigning Visits
Important Note: To allow for flexibility in nursing schedules, these automated visits are created as Unassigned. They are scheduled on the calendar but are not linked to a specific Registered Nurse by default.
How to Assign Supervisory Visits:
There are two primary ways to manage and assign these visits to an RN:
Option A: Company Hospice Calendar
Navigate to the Company Hospice Calendar.
Run a report or filter for Unassigned Visits.
Select the supervisory visit and assign it to the appropriate RN.
Option B: Patient Calendar
Open the specific Patient’s Calendar.
Locate the unassigned supervisory visit.
Edit the visit details to assign the performing RN.
Clinical Documentation
When an RN opens a visit that was generated by the automated supervisory scheduler:
The system automatically triggers the Supervisory Section within the Nurse Visit Note.
This ensures the nurse is prompted to document the aide’s performance and the patient’s satisfaction with aide services during the visit, satisfying documentation requirements.
Summary of Key Features
| Feature | Logic |
| Trigger | Assignment of a Hospice Aide. |
| First Visit | 14 days post-admission. |
| Subsequent Visits | Auto-rescheduled 14 days from the last completed/updated visit. |
| Default Status | Unassigned (Requires manual assignment via Calendar). |
| Nurse Note Impact | Automatically enables the Supervisory documentation section. |
For further assistance with the Company Calendar or assigning staff, please contact your System Administrator.