3. Note: “Payments Deposited in Bank” represents any previous deposits that have been made that have been entered in a bank deposit in Vitals. These payments will not be deleted if the wait list is removed.

4. Note: “Payments NOT Deposited in Bank” represents any previous deposits that have been made that have NOT been entered in a bank deposit in Vitals. These payments WILL be deleted if the wait list is removed.

Enter A Reservation

1. On the Prospect’s General screen, click Reserve Apartment

2. Click on the Plus Sign, then click on Reserve.

3. Enter the reservation information, and then click Submit.

4. Note: “Payments Deposited in Bank” represents any previous deposits that have been made that have been entered in a bank deposit in Vitals. These payments will not be deleted if the reservation is removed.

5. Note: “Payments NOT Deposited in Bank” represents any previous deposits that have been made that have NOT been entered in a bank deposit in Vitals. These payments WILL be deleted if the reservation is removed.

Schedule Follow-Up Activity

1. From the Prospects’ General tab, scroll down to the Sales & Marketing Activity section. Click the Add New Activity button.

2. Select Scheduled

3. Enter the information on the pop-up and click Submit to save the scheduled activity

Complete Follow-Up Activity

1. From the Prospects’ General tab, scroll down to the Sales & Marketing Activity section. In the list of scheduled activities, click directly on the scheduled activity to highlight then click the Complete Selected Activity button

2. Select the Outcome and enter any additional notes then click Submit to save

3. Enter information for the next scheduled follow-up activity

Add Influencers

1. From the Prospects’ General tab, scroll down to the section labeled Influencer(s). Click Add An Influencer.

2. On the pop-up, select the relationship and enter other contact information for the Influencer. If the Influencer has previously been added, click the link Click here to search to select an existing Influencer. Avoid creating duplicates.

3. Click Submit to save

4. Repeat these steps to add additional Influencers.

Add Referrals

1. From the Prospects’ General tab, scroll down to the section labeled Referral click on Referral to expand. Click Add Referral.

2. On the pop-up, select the referral type and enter other contact information for the Referral. If the Referral has previously been added, click the Search button to select an existing Referral. Avoid creating duplicate entries.

3. Click Submit to save

4. Repeat these steps to add additional Referrals.

Add Media Source

1. From the Prospects’ General tab, scroll down to the section labeled Media Source click on Media Source to expand. Click Add Source.

2. On the pop-up, select the source type and add the relevant information

3. Click Submit to save

4. Repeat these steps to add additional Media Sources.

Add Responsible Parties/Family Members/Interested Parties

1. From the Prospects’ General tab, scroll down to the Responsible Party, Family Members or Interested Parties section and click on the name to expand. Click Add….

2. Enter information on the pop-up screen that appears. Avoid creating duplicates by clicking the Search option and selecting an existing contact

3. Click Submit to save

4. Repeat these steps to add additional Responsible Parties, Family Members or Interested Parties

Enter Motivators

1. From the Prospects’ Personal tab click the Edit button within the Motivators section

2. Check the Motivators (aka Needs) that apply for this Prospect

3. Click Submit to save

4. Repeat these steps to add additional Motivators

Add Insurance Providers, Doctors, Hospitals/Agencies, Chronic Illness/Conditions & Emergency Contacts

1. From the Prospects’ Personal tab, scroll down to the Insurance Providers, Doctors, Hospitals/Agencies, Chronic Illness/Conditions or Emergency Contacts section. Click Add….

2. Enter information on the pop-up screen that appears. For Doctors and Emergency Contacts, avoid creating duplicates by clicking the Search option and selecting an existing contact.

3. Click Submit to save

4. Repeat these steps to add additional Insurance Providers, Doctors, Hospitals/Agencies, Chronic Illness/Conditions or Emergency Contacts

Perform a Move-In

1. From the Prospects’ Residence tab, select a community if required.

2. Locate the vacant Apartment and click the + symbol next to the apartment

3. Locate the vacant Bed and click the Move In option that corresponds with the correct bed

4. On the pop-up that appears, if the resident is private pay, select No, otherwise click Yes to indicate the resident receives state or other 3^rd party financial assistance.

5. On the next screen, enter the move-in information including the deposit information (where applicable), move-in date and billing start date.

6. Click the Continue button to complete the move-in

Perform an Assessment

1. From the Prospects’ Service tab, click Perform Assessment in the quick links bar

2. If necessary, select an assessment tool from the drop down or click submit if the tool is preselected

3. Enter Effective Date and Administered Date for the assessment. The Effective Date is the date the assessment will be used for the administration of care and be used to affect any billing changes. The Administered Date is the date on which the interview or assessment was conducted with the resident or resident’s representative.

4. Complete the assessment by filling in the responses and notes for all applicable items

5. Click Save and Close to save the assessment in edit mode

6. Click Save as Completed to review your assessment results. Selecting Return to Previous Page from the bottom of this screen then closing the subsequent window will also allow you to return at a later time to complete the assessment. Assessments that are not Approved and Saved will be left in Edit Mode to allow for changes to be made at a later time. Assessments in Edit Mode are not completed and will not appear on reports until Approved and Saved.

7. After reviewing your results select Save as Completed at the bottom of the page to save the assessment

8. You may view completed assessment in PDF format by clicking PDF to the left of the assessment

Searching for Leads

Searching for All Prospects

1. From VitalSigns, click Search for a Lead or on the left Navigator Bar click Lead Search

2. Click the Search Prospects button

3. To search for Inactive Prospects, select the Former option

4. Click on the Prospects name in the search results

Searching for All Influencers

1. From VitalSigns, click Search for a Lead or on the left Navigator Bar, click Lead Search

2. Click the Search Influencers button

3. To search for Inactive Influencers, select the Former option

4. Click on the Influencers name in the search results

Searching for All Referrals

1. From VitalSigns, click Search for Referral or on the left Navigator Bar, click Referral Search

2. Click the Search Referrals button

3. Click on the Referrals name in the search results

Searching for a Specific Prospect by Name

1. From VitalSigns, click Search for a Lead or on the left Navigator Bar, click Lead Search

2. Enter any part of the prospects first or last name in the search boxes.

3. Click the Search Prospects button

4. Click on the Prospects name in the search results

Searching for a Specific Influencer by Name

1. From VitalSigns, click Search for a Lead or on the left Navigator Bar, click Lead Search

2. Enter any part of the influencers first or last name in the search boxes.

3. Click the Search Influencers button

4. Click on the Influencers name in the search results

Searching for a Specific Referral by Name

1. From VitalSigns, click Search for Referral or on the left Navigator Bar, click Referral Search

2. Enter any part of the referrals first or last name in the search boxes.

3. Click the Search Referrals button

4. Click on the Referrals name in the search results

Searching for a Prospect by Decision Status

1. From VitalSigns, click Search for a Lead or on the left Navigator Bar, click Lead Search

2. Select a Decision Status from the drop down menu

3. Click the Search Prospects button

4. Click on the Prospects name in the search results

Searching for a Prospect from an Influencer

1. From VitalSigns, click Search for a Lead or on the left Navigator Bar, click Lead Search

2. Enter any part of the influencers first or last name in the search boxes.

3. Click the Search Influencers button

4. Click on the Influencers name in the search results

5. From the Influencers General tab, scroll to the Prospect section and click on the Prospect’s name

Searching for a Prospect from a Referral

1. From VitalSigns, click Search for Referral or on the left Navigator Bar, click Referral Search

2. Enter any part of the referrals first or last name in the search boxes.

3. Click the Search Referrals button

4. Click on the referrals name in the search results

5. From the Referrals General tab, scroll to the Prospect section and click on the Prospect’s name

Searching for a Referral from a Prospect

1. From VitalSigns, click Search for a Lead or on the left Navigator Bar, click Lead Search

2. Enter any part of the prospects first or last name in the search boxes.

3. Click the Search Prospects button

4. Click on the prospects name in the search results

5. From the Prospects General tab, scroll to the Referral section and click on the Referral’s name

Generate Reports

1. From VitalSigns, click Print Sales & Marketing Reports or click the Reports tab at the top of the page

2. Click Lead Management

3. Select a report by clicking on the name (scroll if necessary)

4. If necessary, select a geo group or building

5. If necessary, select a date range or manually enter date period

6. If necessary, enter any additional search criteria in the Sort area

7. Click the Generate Report button

Operations/Clinical Module

Searching for Residents

1. From VitalSigns, click Search for a Resident or on the left Navigator Bar, click Resident Search

2. Enter any part of the residents first or last name or leave blank to search for all residents then click Search Residents

3. Click on the Residents name in the search results

Update Demographic Information for Resident

1. From the General tab, select the Edit button or click Expand and then Edit

2. Update the leads contact information

3. Update the Current Housing Status and Lives Miles From Community fields

4. Enter the DOB, SSN and other relevant information

5. Click Update to save

Perform a Status Change

1. From the Residents General tab, click Status Change in the quick links bar

2. Enter information on the pop-up screen that appears.

3. Click Submit Status Change to save

Add Responsible Parties

1. From the Residents General tab, scroll down to the Responsible Party. Click Add….

2. Enter information on the pop-up screen that appears. Avoid creating duplicates by clicking the Search option and selecting an existing contact

3. If the Responsibility is billing, be sure to specify which GL Account charge codes they are responsible for. If all charges, select All Unassigned GL Accounts. Also specify the percentage that the billing Responsible Party is to cover.

4. If the Responsible Party will also be an Emergency Contact, be sure to check this option

5. Click Submit to save

6. Repeat these steps to add additional Responsible Parties

Add Referrals

1. From the Residents General tab, scroll down to the section labeled Referral section and click on Referral to expand. Click Add Referral.

3. Click Submit to save

4. Repeat these steps to add additional Referrals.

Add Interested Parties and Family Members

1. From the Residents General tab, scroll down to the Interested Parties or Family Members section and click on the name to expand. Click Add….

2. Enter information on the pop-up screen that appears. Avoid creating duplicates by clicking the Search option and selecting an existing contact

3. Click Submit to save

4. Repeat these steps to add additional Interested Parties or Family Members

Add Influencers

1. From the Residents General tab, scroll down to the section labeled Influencer(s) section and click on Influencer(s) to expand. Click Add An Influencer.

3. Click Submit to save

4. Repeat these steps to add additional Influencers.

Add Doctors, Hospitals/Agencies and Insurance Providers

1. From the Residents Personal tab, scroll down to the Doctor, Hospital/Agency or Insurance Provider section. Click Add….

2. Enter information on the pop-up screen that appears. For Doctors, avoid creating duplicates by clicking the Search option and selecting an existing contact

3. Click Submit to save

4. Repeat these steps to add additional Doctors, Hospitals/Agencies or Insurance Providers

Add Chronic Illnesses and Conditions

1. From the Residents Services tab, click Add Chronic Illness / Condition.

2. Enter information on the pop-up screen that appears.

3. Click Submit to save

4. Repeat these steps to add additional Doctors, Hospitals/Agencies or Insurance Providers

Perform an Assessment

1. From the Residents Services tab, click Add New…

2. If necessary, select an assessment tool from the drop down or click submit if the tool is preselected

4. Complete the assessment by filling in the responses and notes for all applicable items

5. Click Save and Close to save the assessment in edit mode

7. After reviewing your results select Save as Completed at the bottom of the page to save the assessment

8. You may view completed assessment in PDF format by clicking PDF to the left of the assessment

Transfer Resident to another Apartment

1. From the Residents Residence tab, click the blue bar labeled Transfer to Another Unit/Space

2. Select a community if required

3. Locate the vacant Apartment and click the + symbol next to the apartment

4. Locate the vacant Bed and click the Move In option that corresponds with the correct bed

5. On the pop-up window, enter the transfer information including the transfer date and the billing start date.

6. Click the Continue button to complete the transfer

Place Resident on Leave (LOA)

1. From the Residents Residence tab, click the button Start Leave of Absence

2. Complete the information on the pop-up that appears

3. Click Submit to complete

Move Resident Out

1. From the Residents Residence tab, click the button Move Resident Out

2. Enter the move-out information on the pop-up window including the Moved To, Reason, Move Out Date and Last Billing Day then click Submit to complete the move-out. You may be prompted to indicate how you wish to handle any final billing adjustments.

Update Advanced Directives (CPR/DNR Orders)

1. From the Residents Emergency tab under the Emergency Orders section, click Edit

2. Enter the information and click Submit to save

Add an Emergency Contact

1. From the Residents Emergency tab, scroll down to the Emergency Contact section. Click Add An Emergency Contact

2. Enter information on the pop-up screen that appears. Avoid creating duplicates by clicking the Search option and selecting an existing contact.

3. Click Submit to save

4. Repeat these steps to add additional Emergency Contacts

Add Doctors or Hospitals/Agencies

5. From the Residents Emergency tab, scroll down to the Doctor or Hospital/Agency section. Click Add….

6. Enter information on the pop-up screen that appears. For Doctors, avoid creating duplicates by clicking the Search option and selecting an existing contact

7. Click Submit to save

8. Repeat these steps to add additional Doctors or Hospitals/Agencies

Add Clergy and Funeral Home Contacts

1. From the Residents Emergency tab, scroll down to the Clergy or Funeral section. Click Add…

2. Enter information on the pop-up screen that appears. Avoid creating duplicates by clicking the Search option and selecting an existing contact.

3. Click Submit to save

4. Repeat these steps to add additional Clergy or Funeral contacts

Generate Reports

1. From VitalSigns, click Print Assessments, Care Plans, Face Sheets, Census & Other Operations Reports or click on the Reports tab at the top of the page.

2. Click Resident Care

3. Select a report by clicking on the name (scroll if necessary)

4. If necessary, select a geo group or building

5. If necessary, select a date range or manually enter date period

6. If necessary, enter any additional search criteria in the Sort area

7. Click the Generate Report button

Admin/Billing/AR/Employee Mgmt

Generate Prebilling

1. From VitalSigns, click Review Prebilling or on the left Navigator Bar, click Preview Billing

2. Select a community from the drop down list or enter any part of a residents first or last name

3. Click Generate Pre-Billing

Change Room or Care Rates

1. From VitalSigns, click Review Prebilling or on the left Navigator Bar, click Preview Billing

2. Select a community from the drop down list or enter any part of a residents first or last name

3. Click Generate Pre-Billing

4. Click on a Residents name to display the Prebilling pop-up window

5. In the area labeled Actions, click Edit Care/Room Rates

6. Update the rate information and enter an effective date then click Submit to save

Change Charge Proration Method

1. From VitalSigns, click Review Prebilling or on the left Navigator Bar, click Preview Billing

2. Select a community from the drop down list or enter any part of a residents first or last name

3. Click Generate Pre-Billing

4. Click on a Residents name to display the Prebilling pop-up window

5. In the area labeled Actions, click Edit Care/Room Rates

6. Update the Charge Accrual and/or Proration Type drop downs as well as the rate information if necessary. Enter an effective date then click Submit to save

Post Ancillaries or Adjustments

1. From VitalSigns, click Post Ancillaries or Adjustments or on the left Navigator Bar, click Preview Billing

2. Select a community from the drop down list or enter any part of a residents first or last name

3. Click Generate Pre-Billing

4. Click on a Residents name to display the Prebilling pop-up window

5. On the next available row in the Prebilling window, select a GL Account from the dropdown for the transaction, enter the date the transaction occurred, enter a description in the Activity column, enter a quantity and unit price then click Add. Negative amounts can be used to create credits or offsets.

6. Enter additional ancillaries or adjustments as necessary then click Close Window in the top right portion of the screen

7. Perform these steps for adjustments on all other residents prior to preparing invoices/statements (aka Statement Close)

Enter Resident Cash Receipts and/or Pre-Payments (aka Advanced Payments)

1. From VitalSigns, click Enter Cash Receipts or on the left Navigator Bar, click Post Payments/Adjustments

2. Select a community or type in the resident the payment is for and click the Search button

3. Click on the Resident name in the search results

4. Click on Add a new payment/refund button

5. Enter the Payment Date, Payment Status, Responsible Party, Payment Type, Check Number if applicable, Payment Description, and Amount then click the Submit button

Prepare Invoices/Statements for All Residents in a Community

1. From VitalSigns, click Prepare Invoices/Statements or on the left Navigator Bar, click Prepare Statement

2. Select a community from the drop down list

3. Click Search Open Invoices

4. Confirm that all residents are on the same billing cycle by observing the information in the Start Date column

5. Click the Check All button in the lower right area of the screen

6. Enter the last day of the billing cycle to be closed in the Ending Date field

7. Click the Complete All Checked Invoices button

Prepare an Invoice/Statement for a Single Resident

1. From VitalSigns, click Prepare Invoices/Statements or on the left Navigator Bar, click Prepare Statement

2. Select a community from the drop down list or enter any part of a residents first or last name

3. Check the box next to the residents name

4. Enter the last day of the billing cycle to be closed in the Ending Date field

5. Click the Complete All Checked Invoices button

Enter Post-Close Charge Adjustments*

*Note that these steps should be performed before invoices/statements are printed and distributed or in cases where the billing responsible party is expecting a revised invoice/statement as a result of the adjustments.

1. On the left Navigator Bar, click Post Payments/Adjustments

2. Select a community or type in the resident the payment is for and click the Search button

3. Click on the Resident name in the search results

4. Click on Activity name to edit the charge or click the Add a new charge/adjustment button to add a new charge

5. Enter the Invoice, Charge Date, Responsible Party, GL Account, Activity Description, Quantity, and Amount then click the Submit button

6. Enter additional ancillaries or adjustments as necessary then close the window by clicking the X in the top right part of the window.

7. Perform these steps for adjustments on all other residents prior to printing invoices/statements

View Invoice Details*

1. On the left Navigator Bar, click Post Payments/Adjustments

2. Select a community or type in the resident the payment is for and click the Search button

3. Click on the Resident name in the search results

4. Click on the invoice number to view the details of the invoice.

Print Invoices/Statements

1. From VitalSigns, click Print Invoices/Statements or click the Reports tab at the top of the page.

2. Click Administration

3. Select your companies Invoice or Statement report by clicking on the name (scroll if necessary)

4. If necessary, select a geo group or building

5. Enter a date range or manually enter date period

6. If necessary, enter any additional search criteria in the Sort area such as the residents name

7. Click the Generate Report button

Finalize Charges*

*Note: Vitals recommends that all charges are finalized once invoices are reviewed, printed, and mailed. This will assure accuracy between the system and what the Customer sees on the invoice. Invoice items must be finalized in order of invoice start dates. Once finalized, those charges can no longer be edited.

1. On the left Navigator Bar, click Finalize Invoices/Payments

2. Select a community from the drop down list and enter any part of a residents first or last name or simply a date then click Search Transactions

3. Click Check All Invs button or check individual items and then click Finalize Selected Transactions button

Search Outstanding Balances/Collections

1. From VitalSigns, click Search Outstanding Balances or on the left Navigator Bar, click Post Payments/Adjustments

2. Select a community from the drop down list then click Search

Generate Reports

1. From VitalSigns, click Print AR Reports or click the Reports tab at the top of the page.

2. Click Administration

3. Select a report by clicking on the name (scroll if necessary)

4. If necessary, select a geo group or building

5. If necessary, select a date range or manually enter date period

6. If necessary, enter any additional search criteria in the Sort area

7. Click the Generate Report button

Enter Non-Resident Cash Receipts

1. From VitalSigns, click Enter Cash Receipts or on the left Navigator Bar, click Post Payments/Adjustments

2. Click on the Add or Edit Non-Resident Payments link.

3. Click on the Add a new non-resident payment link.

4. Enter the Community, GL Account, Payment Date, Payment Type, Check Number (when applicable), Payment Description, Payee, and Amount then click the Submit button

Transfer Balances

1. Utilize steps from Enter Post Close Adjustments or Enter Resident Cash Receipts or Prepayments to make appropriate offsetting charges or payments as appropriate.

Issue Refunds

1. From VitalSigns, click Issue Refunds or on the left Navigator Bar, click Post Payments/Adjustments

2. Select a community or type in the resident the payment is for and click the Search button

3. Click on the Resident name in the search results

4. Click on Add a new payment/refund button

5. Select Payment Status of Issue Refund, and Enter the Payment Date, Responsible Party, Payment Type, Check Number if applicable, Payment Description, and Amount then click the Submit button

Reverse a Payment (NSF/Returned Check)*

*Note: Once payments are deposited in the Bank, they can’t be edited or deleted without first deleting the bank deposit. Once a payment is finalized, it can’t be edited or deleted at all and must be handled by offsetting transactions.

1. If Payment has been included in a bank deposit and not finalized, follow steps 2 through 5.

2. On the left Navigator Bar, click Search History

3. Select a community from the drop down list or enter any part of a residents first or last name then click Search By Name or search by community and date and click Search By Deposit Date

4. Locate the deposit that contains the payment to be reversed and click Desposit ID to display the deposit details

5. Click the Delete Deposit button to delete the bank deposit

6. Click on Payments/Adjustments

7. Select a community or type in the resident the payment is for and click the Search button

8. Click on the Resident name in the search results

9. Click on Responsible Party to edit/delete the charge or click the Add a new payment/refund button to add a new charge

10. Enter the Payment Date, Payment Type (NSF/Returned Check), Check Number (when applicable), Description, Amount, GL Revenue Account, Community, Payee and Billing Period affected then click the Submit button

Prepare Bank Deposits

1. From VitalSigns, click Prepare Bank Deposits or on the left Navigator Bar, click Batch Deposits

2. Select a community from the drop down list then click Search Payments

3. Check the box to the left of each payment to be included in the deposit batch then add a Deposit Date and click the Prepare Deposit button

Finalize Payments*

*Note: Once bank deposits are verified, payments should be finalized to not allow any further changes to those payments.

1. or on the left Navigator Bar, click Finalize Invoices/Payments

2. Select a community from the drop down list and enter any part of a residents first or last name or simply a date then click Search Transactions

3. Click Check All Pmts button or check individual items and then click Finalize Selected Transactions button

Adding An Employee

1. On the left Navigator Bar, click Manage Users

2. Click on Add New User / Employee

3. Complete Employee form including Vitals Security Group and Geo Group assignment and then click the Add New User / Employee button

Editing An Employee

1. On the left Navigator Bar, click Manage Users

2. Enter necessary search criteria or nothing at all and then click on Add New User / Employee

(If no search criteria is entered, the system will make sure you want to run the search for all employees.)

3. From results screen, user can Change Passwords, Inactivate Users or Delete Users. To edit additional information, click on the Employees Name

4. To change the Geo Group assignment, click the Assign this person to a management group or community link.

5. To change additional information about the user, click the Edit button, complete the necessary information, then click the Submit button