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Contract items include options to group services together, set budget limits, manage active services, and establish primary health services through other means other than the service category name alone.
Note: Contract items need to be unique and need to have unique services active for each one. A subservice can be active for more than one contract, however can only be active for one contract item in a contract. A contract can have multiple contract items.
Once services are active in a contract item, those services appear as an option when adding services in a client record as long as the service date is during the date span of the contract.
To activate services for a contract item, follow these instructions:
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Click Administrative Options.
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Click Service/Contract Setup.
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Click Contract Management.
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Click the contract to highlight it.
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Click Manage.
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Click Contract Items.
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Click Add.
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Enter the Contract Item name.
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Click Save.
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Click the contract item to highlight it.
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Click Subservices.
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Click Add.
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Select a subservice from the list.
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Click Save.
At this point, a service is active for the contract, and that service is available for data entry or imports. As seen in this example the service is listed as Active, the quantity is set to 1 unit, and the price is set to $0.00. These default settings can be adjusted by editing that individual service.
Optional settings for activated subservices:
Qty - The default number of units set when this service is added to a client.
Price - The default cost per unit for the service when added to a client.
Active? - If yes, this service is active for the contract and can be added or imported to a client.
Dependency Rule - Additional conditions set to ensure service delivery meets program criteria.
Example: A dependency rule could be set that a client must have a lab service before a medication service can be provided.
Follow these instructions to add a dependency rule:
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Click the subservice to highlight it.
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Click Set Dependencies.
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Click Add.
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Select a Dependency Rule.
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Select a Dependency Service.
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Click Save.
In this example, users can only enter the Covid Medications service after the client receives an EHE OAHS Labs service. CAREWare uses the service date to determine that.
Additional Options for contract items:
Budget - This sets a dollar limit for services in this contract item for the entire date span of the contract. This is better applied to contracts with expiration dates like contracts that are renewed annually.
Allow data entry past budget - By default, users get a message that the budget has been exceeded if the budget limit is met. Checking this box overrides the budget limit for this item's services allowing users to continue to add services over budget.
Primary Health Care Services - This distinguishes active services for this item as primary health care services for reports.
Service Category - This limits subservices added to this contract item to only subservices of the one service category selected.
Example: If Medical Case Management is selected, only MCM subservices can be activated for this contract.
Note: It is important that this setting is determined at the beginning when creating the contract item as subservices of other service categories could be added before the service category is selected, limiting which services can be activated after that. If other service category services are activated and services are delivered, there would be an error trying to remove those subservices from this item until those services are deleted.
Example: If a contract item is added with MCM and OAHS services active. The provider begins entering those services for the first 6 months. After 6 months the grant is amended such that only MCM services are funded. A user could edit this contract item setting Medical Case Management services as the only category that can be added. If anyone tried to add a new subservice, only MCM services would appear as an option, however the OAHS services would still be listed in the contract item and those delivered services would still exist in the client records. The OAHS services can be deactivated to prevent future data entry for this contract item, however as services were already delivered, the subservices have to remain in the contract item.
