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Care Management Time Logging — User Guide

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Overview

Encore OS tracks monthly care-management minutes for four programs: When a patient’s accrued time meets the program threshold, the billing engine automatically evaluates the month and routes a charge to the billing worklist or auto-posts (based on your organization’s settings).

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Logging Time — Two Paths

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Path 1: Live Timer (real-time capture)

  1. Open PM → Care Management → Worklist.
  2. Find the patient’s enrollment row.
  3. Click Start Timer — the live timer begins counting.
  4. When you complete the activity, click Stop and choose the activity type.
  5. The system saves the log with capture_path = live_timer.
Tip: You can pause and resume within the same activity session. Each stop event creates a sub-log that is summed automatically.

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Path 2: Retrospective Entry

  1. Open PM → Care Management → Worklist.
  2. Click the enrollment row to expand it, then click Log Time.
  3. Fill in:
    • Minutes — integer, 1–240 per entry
    • Activity — choose from care_coordination, documentation, consultation, patient_education, or care_transition
    • Service Month — defaults to the current month; change only for allowed backdating
  4. Click Save.
Notes:
  • A single month can have multiple log entries summing to the threshold.
  • Minutes are immutable once saved — contact a supervisor to void and re-enter if an error occurs.

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Viewing Accrued Minutes

On the Worklist, each enrollment row shows:
Colors:
  • Green — threshold met; charge ready for billing
  • Amber — time logged but below threshold
  • Grey — no time logged this month

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What Happens After Threshold Met

  1. The billing engine runs the gate evaluation (credential check, concurrent-billing check, CoCM registry check if applicable).
  2. If all gates pass:
    • Auto-post ON → a charge is immediately created in the billing queue with the appropriate CPT code.
    • Auto-post OFF (kill switch ON) → the charge appears on the Care-Management Review Worklist for manual submission.
  3. If a gate fails, the enrollment row shows the denial reason. No charge is created.

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Common Questions

Can I log time for a future month?
No. Backdating is limited by your organization’s configuration. Contact your supervisor for policy. What if I entered the wrong number of minutes?
Contact billing staff to void the log and re-enter. Logged time entries are immutable per audit requirements. Why does my CoCM patient show “registry check failed”?
The patient must be actively enrolled in the CL-54-EN-01 registry. Coordinate with the clinical team. What is a “concurrent billing” denial?
Certain CPT codes cannot bill alongside care-management codes in the same month per CMS rules (see your payer policy for the exact list). The billing team resolves these.