> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Care Management — Time Logging User Guide

> How clinicians and care coordinators log time for CoCM, BHI, CCM, and PCM monthly billing.

# Care Management Time Logging — User Guide

## Overview

Encore OS tracks monthly care-management minutes for four programs:

| Program | Full Name                     | Monthly Minimum (Initial / Subsequent) |
| ------- | ----------------------------- | -------------------------------------- |
| CoCM    | Collaborative Care Model      | 70 min / 60 min                        |
| BHI     | Behavioral Health Integration | 20 min / 20 min                        |
| CCM     | Chronic Care Management       | 20 min / 20 min                        |
| PCM     | Principal Care Management     | 30 min / 30 min                        |

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).

***

## Logging Time — Two Paths

### 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.

### 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.

***

## Viewing Accrued Minutes

On the Worklist, each enrollment row shows:

```
Alex Rivera — CoCM
Accrued: 75 min  (threshold: 70 min ✓)  |  Code: 99492  |  Status: Pending Review
```

Colors:

* **Green** — threshold met; charge ready for billing
* **Amber** — time logged but below threshold
* **Grey** — no time logged this month

***

## 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.

***

## 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.

***

## Related Resources

* [Care Management Admin Guide](care-management-admin-guide.md)
* [Care Management Billing Integration Reference](../architecture/integrations/PM-75-CARE-MANAGEMENT-BILLING-INTEGRATION.md)
* [PM-75 Compliance Signoff](../../specs/pm/reviews/PM-75-COMPLIANCE-SIGNOFF.md)