POC Training - The Basics
Please provide this link for all staff who will use Point of Care.
Have them use the guide, YouTube videos, and other supporting materials.
We recommend saving the link to your favorites list in your web browser
versus printing, as changes are made often.
Table of Contents
This link has all videos related to Point of Care grouped together POC - YouTube
Listed here are the features on the Barnestorm login screen.
Your desktop may have one of the three icons on your desktop. Double-click on the icon to open the Login Screen. The login screen will either pull up your Windows username or show a blank User ID field so that you can enter your Barnestorm User ID. Note: your Barnestorm User ID may not be the same as your Windows username.
There’s a global setting that can be set to allow any user to switch users on the login screen. This saves time so that one user does not have to log out of Windows to allow another user to login.
There is a security feature in the Barnestorm Point of Care software that is activated when a user attempts to log in three times incorrectly - Does Not Apply to Office.
If this happens the software will remove identifying patient information from the local database. All of the information collected on the tablet will be retained, but the vital patient data needing to be secured will be removed.
An office staff will need to unlock your profile from Barnestorm Office. You may want to check with your office to verify you have the correct password. Note that Barnestorm support staff will not supply password information. Once the laptop is connected to your network, the user will be able to log into POC. Most likely, the user will need to start a chat to have Barnestorm support complete a rebuild of the database.
Version and Updates
The login window might have a link available that shows the most recent updates related to the version you are using.
With an internet connection, select the link to open a web page with recent updates. If the link does not show up then there are no related updates to view.
POC Video: Select a Patient - YouTube
From the Main Menu in Barnestorm you can search for a patient by entering their last name, first name, or chart number. When you start to enter the data a list of patients with that data will appear. The more you type in the fewer the patients will show up.
Barnestorm Office Select Patient
At the bottom of the screen, select the viewing option:
- Patients by Name will search both first and last name.
- Patients by FirstName and LastName to narrow down which data type to search.
- Chart number will search for both active and discharged patients.
- When searching for a discharged patient by name select the discharge bullet.
- Use the Program dropdown field to refine data by program.
- The Show field will restrict the number of rows to return (ie. 10 will only show top 10).
- The icon with the three lines will allow you to Auto Run Searches. This will save your last search and run it each time you enter the Select Patient screen.
Barnestorm Point-of-Care Select Patient
- If the patient is active leave the Active bullet selected; or
- Select the Discharged bullet
- Pull up a patient by entering their six digit chart number; or
- Select Last Name or First Name and start to type in their name
- This Program# Only will help refine your search to a specific program code
Click on the patient you want to select. You’ll notice the patient’s information will appear at the top of the page. This is your way of knowing which patient is currently selected.
When Barnestorm is maximized the patient data search criteria will look slightly different and will also include the patient's last visit date and Hospice benefit period.
From the Main Menu in Barnestorm Point-of-Care click on My Patients. This shows all patients that are assigned to you (in Barnestorm Office > Referrals > Employees tab). They will appear in alphabetical order by patient last name. When you select a patient the bottom panel will list the most recent visits, 485’s, and OASIS for that patient. You will have the choice to Edit or Print from here.
From the Main Menu in Barnestorm Point-of-Care click on My Expiring 485s. This will give you a list of patients with expiring 485s in order by the Thru Date. Use this feature frequently to know which of your patients need a 485 created. You’ll also be able to see which patients are on hold and which are active. NOTE: If a patient does not show up on your My Expiring 485s report, make sure you are listed as an Employee in that patient's Referral > Employees tab.
From the Main Menu in Barnestorm Point-of-Care click on My Recent Visits. When you click on this button a list of your most recent visits will appear in date and time order. By default the visits will go back 14 days. Visits in the Incomplete or Completed status will show up regardless of the number of days. You can change the number of days to look back by changing that number. You can go back up to 120 days. This is a great way to see which visits are not locked. Run this daily to see which visits need completed.
What does the status mean?
Incomplete= The assessment has a time in but does not have a time out.
- You will need to edit the assessment to mark a time out and review/verify that all documentation has been entered and accurately so that it can be locked.
Completed =The assessment has a time in, time out but has not been locked.
- The employee needs to review/verify that all documentation has been entered and accurately so that it can be locked.
Locked = The assessment has both time in and out and has been locked.
- Nothing needs done.
- If you need to edit this assessment you will need to unlock it first.
- If you are not able to unlock the assessment then the max number of days for edits has passed. You will need to ask your supervisor in the office to unlock the assessment.
Locked+Chg =The assessment has been locked by the employee and has been prepped by an office staff for billing.
- If you need to edit the assessment use the late entry feature or ask your supervisor to unlock the assessment.
When the assessment is Locked it applies the employees electronic signature to the note (if the electronic signature is used at your agency).
From the Main Menu in Barnestorm Point-of-Care you have two features to click on to check recent order entries. You can view any pending order regardless of the order date or you can view recent verbal orders within the number of days selected on this screen.
First, select if you want to only view your orders, or your patient orders entered by other employees:
o My Orders/CCNs Only
o My patients not by me
These options are listed in upper, right hand corner.
View Pending Orders
o This will show all of your pending orders regardless of the order date. This is a good checks-n-balance to make sure you do not miss any orders. Click on the patient. The pending order will appear. Print if needed. Hit Close to return to main screen.
View Recent Orders
o This will show all of your recent verbal order entries depending on the number of days you have selected to look back. The default days will go back 14 days. Change the number in the Days box to go back further (you’ll have to click on My Recent Orders again to refresh the screen).
The list gives you the order number, order date, patient and doctor, and lists the Mail Date and Return Dt. Select the order number. The order will appear. Print if needed. Hit Close to return to main screen.
From the Main Menu in Barnestorm Point-of-Care click on My Recent CCNs. This will list your care coordination notes by date. First, select if you want to only view your CCNs, or your patient orders entered by other employees:
o My Orders/CCNs Only
o My patients not by me
Select the Recent CCNs button. The default date goes back 14 days. Change the number in the Days box to go back further (you’ll have to click on My Recent CCNs again).
The list gives you the patient, when (date), who (caller) and the discussion. When you click on one the complete text will appear. If you click on the text area it will take you back to the list of CCNs.
Patient Info button is used to view patient information, but not change it. This is the quickest way to find information concerning a specific patient. You may print any tab under Patient Info by clicking the Print button. Some screens will show an itemized list where you are able to select an item to view the full content. To return back to the itemized list click on the text anywhere.
Use the Get Map/Directions button to view a map from your agency to the patient’s home.
Copy Feature: This allows you to copy a selected tab from Patient Info and paste it somewhere else.
Most of the tabs work in the same fashion, it will list an itemized list and then you click on it to view additional information.
OASIS-PPS: This will show each OASIS entered. Click on an OASIS and it will show you which OASIS questions where used to create the HIPPS code. The first section shows you the first 6 ICD codes used for billing. To the left of each code will show the value of the code. The next section shows the rest of the ICD codes used for the patient. Next to each code shows the potential value of the code. The third section shows a mixture of MO questions and the value of each.
Office Notes: This information comes from POC > Assessment > Care Goals > Status Improvements section.
Care Conference: This information comes from POC > Assessment > Care Goals > Summary of Progress.
60 Day Summary: This will show vital signs for each 485 episodes. When you click on an episode it shows any of the following information: temperature, respiration, pulse, weight, and blood pressure. It also shows wounds and the measurements, type, and location. This will also show pulse-ox readings. Comments from the Start screen of assessment if the "Add to 60 day summary" box is checked. Comments from Care Coordination Notes if the "Add to 60 day summary" box is checked. Assessment > Care Goals > Status Improvements section.
Scheduled Visits: Shows planned visits by employee, date, type of visit, program/payer code and comments. It will also show if an actual visit was completed for that date or not. The scheduled visit will be compared to the assessments employee and time in. If the employee matches and the time is close then a "OK" will show up next to the scheduled visits.
Clinical Notes: This is a great way to quickly see everything that’s going on with the patient. It pulls a collection of information together to view on one report: Care Coordination Note discussion text, assessment Start screen comments, assessment Misc Notes > 60 Day Summary text.
Messaging Log: Pulls up Messages used in the Barnestorm system tagged with the patient's chart.
Pt Progress: Allows you to select specific information to pull into a graph based on a date range.
Video: Patient Information Screen Video - YouTube
Search for Patients
- Select the Patients bullet. This screen will allow you to search for patients using specific text in the 485, verbal orders, care coordination notes, or patient information screen.
- If you leave the From and Thru dates as today’s date, it will bring up all active patients as of today. Otherwise, you will receive the report for all patients that were active on and between the two dates.
- Type in the text you want to search for in the Text to search for box.
- Oldest to Newest will order by patient last name, then by date.
- Check the box 1 Page per Pt if needed.
- You can select which sections of Barnestorm to search for the patient information: 485’s, Verbal Orders, Care Coord Notes, and Patient Info. Uncheck the boxes for any areas you wish to exclude from the search.
- Enter the Program, Team, Employee codes if needed. Any items left blank will cause the search to include all codes.
- Click on View. This will generate a list of patients with the criteria you selected.
- To print the list, click the Print button. Click on the Print button from the Print Preview screen.
Soc. Sec. No.: Search for a patient by social; enter at least the first five digits of the social security number into the text field. Then click on the Soc. Sec. No. button.
Phone#: Search for a patient by their phone number; enter at least the first four digits into the text field. Then click on Phone#.
HIC#: Search for a patient by their beneficiary number located on the Referral > Payer screen. Enter at least the first four digits into the text field. Then click on HIC#.
Here is a list of fields that are searched:
Patient Info: Emergency contact name, Emergency contact address, Misc Notes
485: 14. DME and Supplies, 15. Safety Measures, 16. Nutritional Requirements, 17. Allergies, 18A. Functional Limitations Other, 18B. Activities Permitted Other, 19. Mental Status Other, 21. Orders
Verbal Orders: Text of order
CCN: Topic, Text of CCN
Search for Doctors
- Select the Doctors bullet.
- Type the first three letters of the doctor’s last name. A list of doctors will appear.
- If you want to narrow down the list, you can select the referral type from the list on the right side (00 – physician, 01 – physician, etc.)
- Click on the doctor’s name to select the doctor. This will give you the doctor’s demographic information along with some of the identification numbers (i.e. NPI).
- If the doctor has any active patients a list will appear at the bottom of the screen. It will also show how that doctor is affiliated with the patient (ie. primary physician, consulting, ordering, meds)
Search for Pharmacies
- Select Pharmacies.
- Type at least the first three letters of the pharmacy name. A list of pharmacies will appear.
- Click on the pharmacy name you want. This will give you the pharmacy demographic information.
Search for Medicines
- Select Medicines.
- Type at least the first three letters of the medicine name. A list will appear.
- Click on the medicine name you want. This will give you the instruction information.
Search for Patients Using a Certain Medication
After selecting the medicine, you can view Active Patients Only or select a From and Thru date for active patients.
Click on Search for Patients Taking This Med. A list will appear.
Click on the Print button if you need to print.
Search for Most Common Medications
Select Active Patients Only or use the From and Thru dates.
Click on Most Common Meds. A list of medicines will show with a number of how many patients have used that medicine.
Search for Employees
- Select Employees.
- Enter the first three letters of the employee’s first or last name in the Search for an Employee box. A list of employees will show.
- Click on the employee you want to view. The employee demographics will appear.
You should synchronize your Barnestorm Point of Care as often as possible. The longer between sync's, the longer it will take to complete. It is ideal to sync twice (before and after) or more each day you work. Synchronizing will 1) send all of your data to the main server, and 2) retrieve data from the main server to load onto your local database.
How to Sync
- From the Main Menu, select the Synchronize button.
- A pop-up box will appear showing a connection or not.
- Click the Synchronize button. The pop-up will hide and you will see a percentage (progress) of the synchronize process. If you have a lot of information to sync then this may take a while. You can continue to work in Barnestorm while this process takes place.
If you do not have a connected status, check your internet connection or try rebooting your machine.
Keywords and details about the sync
Database = A collection of patient data.
Entries/Log = Each time a piece of information is saved, it gets recorded in a single log, or an entry. For an example, when documenting an assessment, each screen documented will save an entry. If you return to the same screen several times to edit, it will save one entry per edit. This allows for a historical picture of documentation that occurred.
Local = Each machine that uses Point of Care has its own local database. This means when you are documenting patient data, it gets saved on your machine only until you complete a synchronization.
You will see two numbers separated by a dash. The first number represents the last log/entry number that has been sync'd to the server. The second number is the most recent log/entry that has not been sync'd yet. This means the sync process will send all the log/entries starting with that first number, to send to the server.
Network/Server = The main place where all of the patient data is stored. Each machine that completes a sync will move their data to the server.
The two numbers work the same as the local, it will return any data since the last time you synchronized.
How much data is saved on the local?
During the sync process, data that is older than 120 days will be removed from the machine. This does not mean the data is deleted, it just clears it from the local machine so that it does not bog the machine down with data that may not be needed. The data is preserved on the server database. Patients that have been discharged 120 days ago will be removed from the local database.
If you need to recover data that has been removed
- From the Select Patient in Point of Care, click the Recover Chart button.
- Enter the patient's six digit chart number.
- Enter the number of days you need to go back to pull the patient's assessments.
- Select the Search button, the patient's name and number of assessments available will appear.
- Select the Recover button.
- You will receive a message when the process is complete - select the Close button.