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Plato RAC Track is a web based, easy to use tracking software application designed to monitor, track and report on many facets of requests for health information. This tool is designed to track RAC as well as other requests to meet your auditing/tracking needs.
Log In
•Log in to the web based application by using your e-mail and password given to you by your System Administrator.
Choose Facility - This application can be used for multiple facilities
•Click on the drop down arrow and choose your desired facility, and then click ‘Go’
Plato RAC Track displays several “Tabs” across the top of the window providing for easy accessibility to the various functional features within the application. When a tab is clicked on, a double red line appears to the left of the tab identifying where you are within the application. The tabs are described in the following section:
Home Page Tab - This page shows you a “Dashboard” of the following functions divided by sections:
•Search & Add – Entry for either Account/Request search or access to add a new Account/Request
•Search” for any existing request or account; or
•Add Request” button – To directly add any new account and request
•Tasks – Tasks that are due that week
•Recent - Most recent Searches by Account and/or Requests
•Graph - Picture of the last graph generated
Account Tab - This allows you to go directly to your list of specific patient accounts created in the tracking system. You can also add new accounts from this area
Request Tab - This allows you to go directly to your list of specific requests created in the tracking system. You can also add new requests from this area.
Report Tab - A variety of easy to use, canned reports provide you with various views of the data entered related to your requests.
Analyzer Tab - The analyzer cube is a unique and innovative tool that allows you to redefine the way you view your data.
Graphs Tab - Graphs are another way to be able to view your data in terms of pictorial percentages and values.
Adding an Account
There are three ways to add an account:
•The demographic information can be populated through an ADT interface, which would need to be configured. Please contact CPR Technologies for more information or
•When adding a Request, you can click the ‘Add’ button, above in the (purple) section or
•Click on the ‘Account’ tab, and then click ‘Add’ and complete the following fields.
oAccount ID# - Encounter or visit number
oPatient ID – Medical Record number
oDOB – Date of Birth
oAdmit Date – Date patient was admitted
oMSDRG - Medical Severity Diagnosis Related Group; Table is populated for you
oInitial payment – Date payment was received
oPhysician – Physician associated with request (If applicable)
oFinancial Class - Medicare, Medi-Cal, Private Pay etc..
oPatient Name – Patient associated with request
oPayor ID – Health Insurance Claim Number from CMS
oDischarge Date – Date patient was discharged
oPatient Type – Inpatient, outpatient etc…
oDate of Service – Date service was performed
oCoder – Coder associated with request (If applicable)
•When completed click Save.
You can drill down for more account detailed information by double clicking on the hyper link, Account ID
Adding a Request (Dark blue section)
After the account has been populated either through the ADT interface or manually, your next step would be to add the request.
•From the ‘Search and Add’ box, click on ‘Add Request”, or click on the ‘Request’ tab and then click ‘Add’.
•Complete the following fields by entering all the audit request information
oRequest ID – CMS or other auditor request number
oAudit Type – Type of audit being requested i.e., RAC, CERT, PERM etc
oCategory – Automated or Complex
oSubject – Audit reason
oRequest Date – Date on the actual form received
oOriginal $ - Amount already paid (Not always on the form)
oBatch ID – Multiple requests for records may come in batches
oRequest Type – Medical Necessity, One Day Stay, DRG Change etc.
oInitial Status – New, In progress, Appealed etc.
oFinal Status – Denied, approved, withdrawn
oReceived Date – Date the request was received at your facility
oSuggested $ - The amount the specific auditor is suggesting they should have paid (Not always on the form)
oComments – Anything you want to note or message you want to pass on
oFinalized $ - Amount settled in the end See NOTE
oFinalized Date – Date it was settled
Note: You have the option to have 4 more numeric fields to define specifically for your financial class needs. See System Table section in ADMINISTRATION & SET UP -> Additional Request Fields
•When completed click Save
The copying of records is very time sensitive. Depending on the chosen ‘Stage’ you can set up the system to send you automatic reminders that will populate the Plato RAC Home page/Task List. See SET UP. See section on Adding a Reminder Activity
Edit or Retrieve an already entered Request
•From the ‘Search & Add’ box enter the Request ID or click on the Request tab and locate the desired Request ID, and double click.
This work flow screen will give you a birds-eye view of the action that has occurred with the specific request and consists of the following sections:
o1st Section – Patient Account information (Purple)
o2nd Section – Action Panel (Light blue)
o3rd Section – Request Information (Blue)
o4th Section – Action Activity (Green)
o5th Section – Reminder Activity (Red)
o6th Section – Notes (Orange)
You can drill down for more account detailed information by left clicking on the hyper links; Account ID, Request ID, Batch ID or Subject.
Action Panel (Light blue section)
After adding the initial Request, from the workflow screen you have the option to use the ‘Action Panel’ to Add Action Activity, Add Reminder, Send an E-mail or Add a Note.
•Click on the ‘Request’ tab and locate the desired Request ID, and double click.
•From the Action Panel choose the desired function
oAdd Action Activity – See section on ‘Adding an Action Activity’
oAdd Reminder Activity – See section on ‘Adding a Reminder Activity’
oSend E-Mail – See section on ‘Sending an E-mail’
oAdd a Note – See section on ‘Adding a Note’ or scroll down to each individual section to perform the function.
•When completed click Save
Adding Action Activities (Green section)
•From the ‘Search & Add’ box enter the Request ID or
•Click on the Request tab and locate the desired Request ID, and double click or
•Utilize the Action Panel section to add an Action Activity
•From the ‘Action Activities’ section, click on ‘Add’ and complete the following fields.
oAction Date – Date the Action was taken
oAction Type – Type of Action taken i.e. Researched, Faxed, and Meeting planned etc.
oStage – Initial request, Discussion Period, Appealed etc.
oTracking – How and who it was delivered with Tracking number
oPages – The amount of pages sent
oSubject – Which action was taken
oComments - Anything you want to note or message you want to pass on
•When completed click Save
The patient account and request information always appears in the section above the Action Activity so you always know which patient you are working with. You can drill down for more account detailed information by double clicking on the hyper link; Account ID, Request ID or Batch ID.
Adding a Reminder (Red Section)
•From the ‘Search & Add ‘ box enter the Request ID or
•Click on the Request tab and locate the desired Request ID and double click or
•Utilize the Action Panel and/or scroll to the red Add Reminder section
•From the ‘Reminder’ section, click on ‘Add’ and complete the following fields.
oDate – Date you are setting the Reminder
oSubject – Which action I need to be reminded to do i.e. copy records, follow up etc.
oDue Date – Date the request is due Note: Auto Reminder due dates can be manually changed
oRemind User – Who you would like to remind about this due date/request
oCompleted % - What percentage of this request is complete
oStage – What stage is this request/reminder in
oRemind Before – How many days do you want to be reminded before the due date
oPriority – High, Medium or Low
oComments - Anything you want to note or message you want to pass on
•When completed click Save
The patient account and request information always appears in the section above the Reminder so you always know which patient you are working with. You can drill down for more account detailed information by double clicking on the hyper link; Account ID, Request ID or Batch ID.
Auto Reminders
The copying of records is very time sensitive. Depending on the chosen ‘Stage’ you can set up the sytem to send you automatic reminders that will populate the Plato RAC Home page/Task List, your Outlook Calendar and e-mail to the appropriate people. See ADMINISTRATION & SET UP -> AUTO REMINDERS
Adding a Note (Orange Section)
Notes provide additional comments that you would like your team to know regarding a specific request. This section also gives you the ability to attach any document from your hard drive. For example; scanned documents, letters, support documentation, correspondence etc.
•From the ‘Search & Add box enter the Request ID or
•Click on the Request tab and locate the desired Request ID, and double click or
•Utilize the Action Panel to Add a Note or
•From the ‘Notes’ section, click on ‘Add’ and complete the following fields.
oDate – Date of the note
oSubject – Action taken
oStage - Initial request, Discussion Period, Appealed etc.
oComment - Anything you want to note or message you want to pass on to the team
oAttachment – Browse out to your hard drive and attach any pertinent documents
oSystem Flag – By checking this box it will allow you view all the notes taken in the notes section for that request.
•When completed click Save
The patient account information always appears in the section above the Note section so you always know which patient you are working with. Drill down for more account detailed information by double clicking on the hyper link; Account ID, Request ID or Batch ID.
Sending an E-Mail
You can send an e-mail to anyone with an e-mail in the Plato RAC system or to anyone entered in your Contact list that has an e-mail.
•Click on the ‘Request’ tab and locate the desired Request ID, and double click.
•From the ‘Action Panel’ section, click on ‘Send an E-mail’or scroll down to the green Activities section and click on 'Send E-mail'
•Complete the following fields by entering all information.
oTo – Intended recipient
oCC – If applicable
oBCC – If applicable
oStage – Initial request, Discussion Period, Appealed etc.
oSubject – Will automatically populate the Request ID#
oInsert Account ID – By clicking this button, it will automatically populate the Account ID you are working with in the Body of the e-mail. Enter any other desired information needed for your team to know. The Body section cannot be left blank.
•When completed click Send
Adding a new E-mail or Contact See ADMINISTRATION & SET UP -> MANAGE
Adding a new User. See ADMINISTRATION & SET UP -> SECURITY
ADMINISTRATIVE SECTION and SYSTEM TABLES
ADMINISTRATION & SET UP
We always recommend you have a System Administrator or Super User to perform higher level, administrative type functions in the application, that we don’t recommend, be done by the end user. The application has a library of “System Tables”. These tables are user defined and are found under the ‘Administration & Set Up’ section located in the upper right corner of the application.
•Click on Administration & Set Up
MANAGE
These are system tables/data fields that can be applied to any audit.
•Global – The Global fields have been pre-populated with some RAC required fields by CPRT and are used across all facilities and cannot be changed.
•Facility – These fields allow the facility to user define each table to specifically fit their facility needs.
Adding values to the System Tables/Data Fields
•From the ‘Manage’ section, click on desired table
•From the right side, click on ‘Add’.
•Enter Description and then click ‘Save’
oPatient Type – Inpatient, Outpatient etc.
oAudit Type – Type of audit being requested i.e., RAC, CERT, PERM, MIC
oAction Type – Type of Action taken i.e. Researched, Faxed, and Meeting planned etc.
oMS-DRG – Medical Severity Diagnosis Related Group; This table is populated for you
oService Area – In which area has automated RAC denials occurred this quarter i.e., Inpatient, Psychiatric etc.
oRequest Stage - Initial request, Discussion Period, Appealed etc.
▪Description
▪Set Reminder (Days after request date)
▪Set Due Date (Days prior to reminder)
oRequest Status - New, In progress, Won, Appealed etc
oRequest Type - Medical Necessity, One Day Stay, DRG Change etc.
oContacts – Other contacts you wish to notify that are not users in the application
▪Description
oPhysician – Physician table will populated for you (Contact CPR Technologies for more information)
▪Description
▪ID
oCoder –
▪Description
▪ID
oFinancial Class -
▪Description
▪ID
•Deactivate Column– Deactivating a field simply removes it from a specific table so it can no longer be used, and puts it in the Deactivate table. It does not affect any data entry against it. You can restore the deactivated field by clicking on the ‘Deactivate’ table, and then click on ‘Restore’
•Description Column – Field description
•Scope Column – Whether it is a Global or a Facility field. See descriptions above
SECURITY
The security section determines the Users and Roles and the level of permission allowed. Facility allows you to enter multiple facilities that have permission to access the application.
Adding a Role – User defined role that determine the level of permissions a user might have
•Click on the ‘Role’ table
•From the right side, click on ‘Add’.
•Enter Description i.e., RAC Coordinator, Manager, Data Entry etc. and assign appropriate rights, and then click ‘Save’
oCan Manage Security Tools – Adding Users, Roles and Facility
oCan Manage Object List – These are the user defined system tables
oCan Edit Data – Editing already entered data
oCan Review Reports – User can only generate and view reports
Adding a User – Defines various users throughout the Plato RAC application
•Click on the ‘User’ table
•From the right side, click on ‘Add’.
•Enter Description i.e., last name, first name, E-mail and Password and then click ‘Save’
•When saved locate the user in the membership column and click on Roles. This will allow you to assign a specific Role to that User.
oDescription – Last name, first name
oE-mail – The e-mail the user will use to receive e-mails and reminders etc.
oPassword – A secure password for security purposes
Adding Facility Fields – The application can be used for multiple facilities and clinics. Each facility will have its own site license. To purchase additional facility licenses please contact CPR Technologies for more information.
oDescription – Name of Facility Note: The facility name is set up during the initial system set up. However, it can be changed if necessary.
oFacility Type – These are populated for you and are mandated by the American Hospital Association (AHA)
oQuarter start month – This field allows you to change the month your quarters start, and is associated with the Quarterly Over/Under Payment report in the Reports section.
oLogo – You have the ability to attach you own logo to the application. Just browse to your hard drive and attach it.
SET UP
Each user has the ability to change there own password.
Changing a Password
•Click on ‘Change Password’. You will automatically be brought to the Reset Password screen.
•Complete the following fields and click ‘Save’.
•Enter current password
•New password
•Confirm new password
Additional Request Fields
•Here you have the option to add 4 more numeric fields to the 'Request' section to help monitor additional financial class fields. For example:
oField 1 - Medicare reimbursement
oField 2 - Medicare adjustment
oField 3 - Repayment of Co-pay
oField 4 - Secondary payor
Auto Reminders
The copying of records is very time sensitive. Each auditing agency, i.e., RAC, MIC, and Dept of Health etc. may have a different time frame for records or documentation to be submitted. You can set the system to send you automatic reminders that will populate the Plato RAC Home page/Task List, your Outlook Calendar and e-mail.
The auto reminders work in conjunction with the 'Request Stage', i.e., Initial request, Discussion Period, Appealed etc.
When the request stage is set for that auditing agency, the reminder will appear in the workflow screen of a particular Request ID, a specific amount of days before your action is due. For example, if you are in an appeal process and you have 60 days to respond, you can set the system to remind you 10 days before the 60 days.
When clicking on Auto Reminder your 'Audit Types' will appear on the right. Check the box of the audit type you want to turn on to be automatically reminded. You can use the system set request stage/auto reminder or create your own.
To add a different request stage
oClick on 'Request Stage' then click Add
oEnter description
oSet reminder (days after request date)
oSet due date (days prior to reminder)