SHRINERS CHILDREN'S · HEART

H.E.A.R.T.

A four-screen interview that creates the account, decides the family's likely assistance route, and prints the contact letter — in one pass, without leaving the page.

Audience  Financial Counselors
Time  About 20 minutes
Covers  Screens 1-4 and the finish
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BEFORE THE FIRST PATIENT

Signing in puts you straight into HEART

Data entry begins the moment you log in to HEART.

Change password
Sets a new HEART password without leaving the wizard. Minimum eight characters.
Start over
Clears every entry and begins a fresh interview. It asks first, so a mis-click costs nothing.
Log out
Ends the session. Use it at the end of a shift or when leaving a shared workstation.
Screen one as it opens, with the four-step progress bar across the top.
1
SCREEN ONE

Patient & Visit

Screen one completed, with city, county and state filled in automatically.
City, county and state filled themselves in from the ZIP code.
Medical record number
Type it and tab out. A returning patient's demographics fill themselves in.
Social Security number
Known: enter all nine digits. Unknown: has one, but unable to provide. No SSN / DACA: leave blank.
ZIP
Fills city, county and state. Correct them if the mailing address differs.
CSN number
The encounter's Contact Serial Number from Epic - exactly nine digits, no leading zeros.
Admit date
Enter the patient’s Service Date
Account type
IP for an in-patient stay, OP for an out-patient visit.
2
SCREEN TWO

Two questions

Willing to provide financial information?
“No” entry will conclude the interview here. The account is routed to Shrine Assistance and screen three is skipped.
Applied for Medicaid in the last 90 days?
“Yes” entry will conclude the interview here. The account is flagged as “Medicaid” without a means test.
Screen two with No chosen for the willingness question.
3
SCREEN THREE

Financial snapshot

Screen three: household size, gross monthly income and the list of circumstances.
Three answers drive the means test. All three are required.
Household size
Tax dependants - mother, father, brothers, sisters, step-family.
Gross monthly income
Before deductions: wages, disability payments, child support, alimony, unemployment.
Circumstances
Pick the one that applies OR choose None.
Gross, not take-home. If a family quotes what lands in the bank, ask for the figure before deductions.
4
SCREEN FOUR

Outcome & confirm

Screen four: the outcome banner, the decision receipt and the review cards.
The outcome, the arithmetic behind it, and a last look at your entries.
The banner
The likely route - Medicaid, Charity or Shrine Assistance.
Decision receipt
Household size, gross income, the poverty level for that year, the state factor, the Medicaid limit and the 4x ceiling. Read it back if the family asks why.
Review cards
Patient, Visit and Answers as they will be saved. Edit jumps back with everything intact.
Confirm & create
The green button. This is the point of no return - it creates the account.
≡
WHEN THE FAMILY WILL NOT APPLY

Medicaid on paper, Charity in practice

Some families qualify for Medicaid on income but tell you they will not apply for it. Screen four has a tick box for exactly that.

The tick box
On the blue Medicaid banner. Tick it when the family says they will not apply for Medicaid and want Charity considered instead.
What changes
The banner turns green and reads CHARITY. The receipt still shows the Medicaid arithmetic - the money has not changed, only what the family will pursue.
The documents
The finish screen offers the charity letter or charity application in place of the Medicaid contact letter.
The diary
HEART records: Financially qualifies for Medicaid but is unwilling to pursue the benefit.
The box appears only when the means test lands on Medicaid by income. It is not offered when the family has already applied in the last 90 days.
Screen four with the tick box ticked: the banner now reads CHARITY.
The same interview, with the box ticked.
✓
AFTER CONFIRM

Print the letter, then take the next patient

The account now exists in HEART and will be followed-up by the Benefits Assistance team.

Supporting documents
Print opens the family's contact letter, already filled in, in a new tab. It is addressed to the parent or guardian for a minor.
Start a new patient
Clears everything and returns to screen one for the next family.
Print before you move on. Starting a new patient clears the screen.
The finish screen: account created, with the supporting documents list.
One document to print, then straight into the next interview.
KEEP AT THE DESK

Quick reference

THE PASS

  • 1. Patient & Visit - MRN, names, DOB, address, CSN, admit date
  • 2. Two questions - willing to share? applied in 90 days?
  • 3. Financial snapshot - household, gross monthly income, circumstance
  • 4. Outcome & confirm - check the review cards, then Confirm
  • 5. Print the contact letter, then Start a new patient

ASK IT THIS WAY

  • “How many people do you claim as dependants?”
  • “What does the household bring in each month before anything is taken out?”
  • “Has anyone applied for Medicaid in the last three months?”

STOP AND CHECK

  • Address and guardian names on a returning patient
  • Admit date matches the encounter
  • Income is gross, not take-home
  • Shrine Assist → update the health plan
  • Medicaid but the family will not apply → tick the box