Q: How do I learn to use the Visit Note Portal?

A: Start by reviewing the information on this page and watching these helpful Training Videos. Then login and create a test record or two and try it out; you can always delete these test records later.  

​

Q: Does HHC provide a tablet/device for using the portal?

A: No, the current expectation is for HHC per diem staff to use their existing cellular device (smart phone) to complete documentation via the portal. The visit documentation portal was specifically designed and optimized for use on mobile. 

​

Q: How much storage space does the Visit Note Portal occupy on my personal device?

A: None. The Visit Note Portal is through secure online access that does not require the user to download or save anything to their personal device.

​

Q: How can I quickly access the Visit Note Portal from my device? 

A: We suggest adding the Visit Note Portal as a web icon (quick link) on your device home screen. Watch this video for step-by-step instructions for how to do this on an iPhone device. 

​

Q: How are patient/client signatures obtained?

A: Patients will sign using a stylus pen or a finger. It is our strong recommendation that you do not allow the signor to hold your device. Instead, we recommend that you place your device on a clean, stable surface or that you hold the device while obtaining signature. 

​

Q: How do I make sure I am provided a stylus pen and appropriate supplies for sanitizing the pen and my device? 

A: A stylus pen and alcohol wipes to sanitize the pen can be ordered from the Agency through our online supply order form. It is not recommended to use alcohol or other sanitizing wipes on any touch device. As recommended by most device manufacturers, when UV light sanitation is not available, the exterior surfaces of touch devices should be cleaned with a cloth mildly dampened by soapy water or 70% alcohol.

​

Q: What if my device is damaged while charting is being done? 

A: You are responsible for the proper use and protection of your device at all times. You should not give your device to a patient/client or place your device on an unstable or unclean surface. Maintaining control and protection of your device while charting should prevent any damages from occurring.

​

Q: Is there any reimbursement for using my personal device to chart electronically? 

A: No. At this time the use of personal devices for electronic charting is not determined to incur additional costs to our per diem staff, therefore no additional compensation is provided. Full-time RNs and/or nurses consistently completing 30+ hours of visits on a weekly basis may be eligible for compensation and/or device coverage.

Q: What about my patients that have forms in the home that I need to submit? 

A: The Visit Note Portal allows for images and files to be uploaded with any visit record submission. The user simply scans or takes a clear picture of the paper/pages and uploads the image(s)/file(s) to the visit record.

Q: What about my patients that are with pharmacies that require specific forms in addition to or in lieu of HHC standard documentation? 

A: Nurses can complete these special forms as usual and then scan or take a clear picture of the paper/pages and upload the image(s)/file(s) to the visit record. For pharmacies that require their own forms in lieu of HHC paperwork, the user will only upload the required documentation and will not be prompted to complete HHC forms electronically.
 

Q: What if I forget to have my patient sign the visit note, consent, or education checklist?

A: During a Start of Care or Admission visit it is crucial that the nurse obtain signature on the HHC Consent form prior to providing any hands-on care. This is to ensure the Agency, Nurse and Patient are protected by our insurance and liability coverage. Failure to obtain this signature could result in disciplinary action, so please do not forget.

​

If you forget to obtain signature during a routine visit for an established patient, you will need to notify us via Teams by tagging @TeamHelp-VisitNotes.

 

*Forgetting to obtain signature should be a rare occurrence. Nurses with a pattern of forgetfulness will be required to travel back to the patient's residence to obtain signature without additional compensation.

​

Q:  How do I know which "pharmacy form" to select from the drop-down menu when I am creating the visit record?

A.  The requirements and information (including Pharmacy info and if the visit is a Start-of-Care, etc.) are sent to you by the Care Coordinator via Microsoft Teams when the visit is confirmed.  If you are unsure or unable to locate this information, please ask (tag @TeamHelp-CareCoordination) and request clarification prior to the visit.

​

Q. What if I am unable chart electronically due to cellular service or device issues?

A.  While electronic charting is the required method for charting, paper documentation is accepted when circumstances prevent / limit the use of technology.  Paper documentation must be submitted (uploaded) via the portal following the guidelines & requirements set forth in the documentation instructions sent with your visit confirmation. 

*It is important to maintain paper copies of visit note forms in your Supply Kit to use in emergency situations where electronic charting is not accessible.

Review Paper Documentation Guidelines & Requirements HERE

​

Download & Print Documentation HERE

Request printed documentation / supplies HERE

​

​

Q. I have reviewed all the information & training resources on this page, but I still have questions or need assistance?

A.  Submit a Visit Note Support Ticket and a member of our team will be in contact to assist you further.