Before you start
Have these to hand. You can come back for anything you don’t have yet.
Your hospice's legal name and address
A list of your care team, with work emails
Each IDG team's meeting day
The name of the EMR your hospice uses
Check your hospice profile
Choose your name at the bottom of the left rail, then Organization. The first tab, Profile, holds your legal name and address. We filled it in from your trial request; check every line.
Your state decides which Medicare contractor reviews your claims, and so which LCDs Jubal cites on every worksheet, certification and addendum. It is the state your hospice is licensed in, not where a patient lives. If it is wrong, correct it before you build any document, and tell us so we can check it.
Pick an icon beside the name. The letterhead preview shows exactly what prints at the top of your worksheets, certifications and memos.
Add your care team
Open the Team tab. List everyone who cares for your patients: nurses, aides, social workers, chaplains and physicians, whether or not they will ever sign in. Jubal uses this list to name a patient's RN case manager, to fill IDG teams, and to decide who gets a deadline's task.
- a.
Choose + New person to add one person: name, credentials and title. The credentials set the discipline, so RN is a registered nurse and LCSW a social worker.
- b.
Or choose Paste a list: one person per line, straight from a spreadsheet or your EMR's staff list.
- c.
People who do not sign in show as Not in Jubal yet. That is fine for anyone who only needs to appear on documents and IDG teams.
Add your medical director and attending physicians even if they never sign in. Their names then come up when a certification needs a signature.
Invite the people who use Jubal
On a person's row, open Invite to Jubal… and choose what they can do, for example As Clinician. They get an email with a sign-in link. Your trial has no limit on how many people you invite.
| Owner | Everything an admin can, plus payment, the BAA, and who else is an owner. You are the owner. |
|---|---|
| Admin | The team and its access, organization settings, IDG teams. Good for a director of clinical services. |
| Clinician | All patient work: records, documents, IDG updates, tasks. Most nurses and IDG members. |
| Physician | Patient work, and the decisions that are the physician's, such as the physician-review rows on a worksheet. |
| Viewer | Reads patients and documents, changes nothing. For a compliance reviewer. |
Invitations come from signin@jubalmed.com. Ask your team to check spam the first time, and ask whoever runs your email to add the address to your safe senders.
Add your IDG teams
Open Compliance, then IDG teams. Each team has its own patients and its own meeting day, and Jubal prepares the briefs for a team's patients before that team meets.
- a.
Choose + New team and give it a name, for example "North team".
- b.
Set the meeting day and how often it meets. Every 2 weeks is the default, since the plan of care is reviewed at least every 15 days.
- c.
Add the members from your care team, then Save team.
Putting patients on a team and running the meeting is guide 5, IDG teams and meetings.
Choose where your dates live
Still under Compliance, find Where your dates live. Type your EMR's name at the top, then decide for each deadline whether Jubal keeps it or your EMR does.
- Jubal keeps it: Jubal runs the clock. A task for the RN case manager, reminder emails, and an overdue alert.
- Your EMR keeps it: Jubal stays quiet about it. Dates entered in Jubal show for reference only.
| Deadline | What it covers |
|---|---|
| Notice of Election | Filed within 5 days of the election |
| Certifications and face-to-face | Benefit periods, signed certifications, recert dates, face-to-face visits |
| IDG reviews | The 15-day review of the assessment and plan of care, signed by the physician |
| HOPE assessments | Admission assessment, HUV1, HUV2 and submission |
Every deadline starts with your EMR, so nobody gets reminders they did not ask for. If you want Jubal to remind your team, switch that deadline to Jubal and Save. Each person can still turn their own task emails off in Settings › Notifications.
Set your time zone
Open the Settings tab of Organization. Set your Timezone: documents are dated in it and deadlines fall due in it. Here you also choose the Patient identifier, how patients are named on screen.
You are done when…
The letterhead preview shows your name and address, and the state is right.
Your whole care team is listed, and the people who use Jubal are invited.
Each IDG team exists, with its meeting day and members.
Every deadline says Jubal or your EMR, the way you want it.