. To access Bereavement Reference Files click on Reference Files | Bereavement on the main menu. There are five reference files to set up that are associated with Bereavement. Bereavement Reference Files can only be accessed through the Hospice line of business, therefore you must be in the
Bereavement Admission Status allows the agency to customize the level of admission for the Bereaved party.
To create a new Bereavement Admission Status from Reference Files | Bereavement | Admission Status:
1. Click New.
2. Enter the Description.
3. Click Save.
Bereavement Discharge Status allows the agency to customize and track the specifics of a Bereaved discharge.
To create a new Bereavement Discharge Status from Reference Files | Bereavement | Discharge Status:
1. Click New.
2. Enter the Description.
3. Click Save.
Bereavement Reason Not Admitted allows the agency to customize and track the specifics of why a Bereavement was not admitted.
To create a new Bereavement Reason Not Admitted from Reference Files | Bereavement | Reason Not Admitted:
1. Click New.
2. Enter the Description.
3. Click Save.
Level of Care allows the agency to customize and track their specific care plan levels.
To create a new Level of Care from Reference Files | Bereavement | Level of Care:
1. Click New.
2. Enter the Description.
3. Click Save.
The Bereavement Plan utilizes the Level of Care, Occasions, and Communications to create a Bereavement Plan. This is why it is important that all of
these sections are completely filled out and customized as desired, prior to creating a Bereavement Plan.
To create a Bereavement Plan from Reference Files | Bereavement | Bereavement Plan:
1. Click New.
2. Enter a name for the Bereavement Plan.
3. Select the Level of Care from the drop-down menu.
4. Click Save.
5. Make sure the Bereavement Plan is highlighted.
6. Click Edit Bereavement Plan Details.
7. Click New.
8. Select the Occasion from the drop-down menu.
9. Select the Communication from the drop-down menu.
10. If occasions and communications have been set up there will not be a need to enter an Amount, Frequency, or Duration, because this will already be set up through occasion and communication files.
11. Click Save.
12. The Bereavement Plan will appear in the Bereavement Plan grid.
13. Repeat steps 5-11 for each additional plan that needs to be set up.
Four (4) Basic Reference Files for Bereavement can be accessed through the Primary Menu under Reference Files. The Reference Files/Secondary Menu’s used for the Bereavement Program are (Figure 12):
● Ÿ Occasions
● Ÿ Attributes
● Ÿ Comm Editor
● Ÿ Admit/Discharge Status
Each of the Secondary Menu sections is discussed on the following pages.
To create a new Occasion, do the following steps (Figure 26):
1. Select Reference Files from the Primary Menu then Occasions from the Secondary Menu.
2. Select .
3. Enter a name for the Occasion.
4. Select a Type of Date* from the drop-down.
5. Select 
.
* If the Type of Date chosen is “Days into Admission” then an additional field will display asking for the number of days to be entered
. In addition, other types of occasions may require a specific date be entered. It is important that all displayed fields be populated to work properly.
To create a new Attribute, do the following steps (Figure 13):
1. Select Reference Files from the Primary Menu then Attributes from the Secondary Menu.
2. Select .
3. Enter a name for the Attribute.
4. Select .
The Comm Editor (Communication Editor) contains all the communication types to be used within the Bereavement program.
To create a new Communication Type, do the following steps (Figure 14):
1. Select Reference Files from the Primary Menu then Comm Editor from the Secondary Menu.
2. Select .
3. The New Communications Editor screen displays (Figure 15).
4. Select the Communication Type (Figure 15).
5. Enter the Description for the Communication (Figure 15).
6. Begin creating the Communication by entering data as needed in the Text section (Figure 15).
7. To include information from the program (i.e. name. city, zip, etc.) select the needed information from the Data Elements to be used (Figure 15). See the following example (Figure 16).
8. Select .
In reviewing the example (Figure 16), it shows the Anniversary Label and what it looks like in the Comm Editor. It displays where it pulled the data elements from and then the text entered to appear on every label as well. The next example displayed (Figure 17) shows a preview of the Anniversary Label to be printed for a Party. Note that the name and address appears for that Bereaved Party as well as the text “Anniversary Label” that was entered as text in Comm Editor.
Bereavement’s Admit/Discharge Status Reference Files allows an Agency to customize their specific Bereavement program discharge types, as needed.
If the Discharge Status Code, located in the Admit/Discharge Status reference file, has the “Associate to Bereavement” box selected for the code used, then the Caregivers with Pending Bereaved selected will automatically be promoted upon discharging the patient to death.
Once the patient is discharged to death and an “Associate to Bereavement” Discharge status code is used, then an additional or missed Caregiver can be added after the death of the patient. They can be entered here and then the Bereaved status chosen to promote and admit them as patients once it is saved.
To create a new Admit/Discharge Status to be used within the Bereavement Program, do the following steps (Figure 18):
1. Select Reference Files from the Primary Menu.
2. Select Admit/Dischg Status from the Secondary Menu. Admission/Discharge Status screen appears.
3. Select .
4. Enter a Discharge Code.
5. Enter an Associated Occurrence Code, if necessary.
6. Select Associate to Bereavement, if necessary.
7. Enter a Discharge Status Description.
8. Select .
Additionally, five (5) Reference Files for Bereavement can be accessed through the Secondary Menu under Reference Files. The Details located under Reference Files/Bereavement are (Figure 19):
● Ÿ Admission Status
● Ÿ Discharge Status
● Ÿ Reason Not Admitted
● Ÿ Level of Care
● Ÿ Bereavement Plan
Each of the Detail sections is discussed on the following pages.
Bereavement’s Admission Status Reference Files allow an Agency to customize their levels of admission, as needed.
To create a new Admission Status to be used within the Bereavement Program, do the following steps:
1. Select Reference Files then Bereavement from the Primary and Secondary Menus.
2. Select Admission Status from the Detail Menu. Admission Status screen appears (Figure 20).
3. Select .
4. Enter the new Admission Status description (Figure 21).
5. Select .
Bereavement’s Discharge Status Reference Files allow an Agency to customize their specific Bereavement program discharge types, as needed.
To create a new Discharge Status to be used within the Bereavement Program, do the following steps:
1. Select Reference Files then Bereavement from the Primary and Secondary Menus.
2. Select Discharge Status from the Detail Menu. Discharge Status screen appears (Figure 22).
3. Select .
4. Enter the new Discharge Status description (Figure 23).
5. Select .
Bereavement’s Reason Not Admitted Reference Files allow an Agency to customize their Bereavement program non-admitted reason types, as needed.
To create a new Reason Not Admitted to be used within the Bereavement program, do the following steps:
1. Select Reference Files then Bereavement from the Primary and Secondary Menus.
2. Select Reason Not Admitted from the Detail Menu. Reason Not Admitted screen appears (Figure 24).
3. Select .
4. Enter the new Reason Not Admitted description (Figure 25).
5. Select .
An Agency’s Level of Care entered in the Bereavement’s Reference Files allows the Agency itself to track their specific care plan levels.
To enter a new Bereavement Level of Care, do the following steps:
1. Select Reference Files then Bereavement from the Primary and Secondary Menus.
2. Select Level of Care from the Detail Menu. Level of Care screen appears (Figure 26).
3. Select .
4. Enter the new Level of Care description (Figure 27).
5. Select .
As discussed in the previous section, a Bereavement Plan is a specific scheduled outline of communication for the care of the Bereaved Party. A Bereavement Plan is created by first naming the plan and selecting the level of care and second, selecting the communication details for the plan. Once created, the plans can be used within the Bereavement Management section.
To complete the first part of creating a new Bereavement Plan, do the following steps (Figure 28):
1. Select Reference Files and Bereavement from the Primary and Secondary Menus.
2. Select Bereavement Plan from the Detail Menu.
3. Select .
4. The Bereavement Plan screen displays.
5. Enter the new Bereavement Plan Name.
6. Select a Level of Care for the Plan.
7. Select .
To complete the second part of the new Bereavement Plan, do the following steps:
1. Under Reference Files/Bereavement Plan choose the new plan from the list.
2. Select Edit Bereavement Plan Details (Figure 29).
3. Select a Communication type from the drop-down (Figure 30). This is a required field.
4. Select an Occasion from the drop-down, if necessary (Figure 31). It is important the Occasion selected is set up properly under Reference Files\Occasions. Occasion is not a required field.
5. Select a Frequency from the drop-down list then enter a value, in numeric form, for the Duration (Figure 32). The Duration indicates the length of the frequency. Please note: the communication durations are carried out one at a time, in the order chosen. For example: if the first communication detail is a Phone Call set up with a duration of four (4) weeks, then the next chosen communication will not begin until the four (4) weeks is completed.
6. Enter a value, in numeric form, for the Amount (Figure 31). This indicates how many times the selected Communication is to be performed.
7. Select .
8. Continue entering additional Details for the plan, as needed, by performing steps 4-7 above. Once completed, select the link Return to Plan Descriptions (Figure 32).