Quick Account Wizard Training

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Before the first patient

Signing in puts you straight into the wizard

Wizard and POPS accounts land on the Quick Account Wizard the moment they log in to HEART. There is nothing to navigate to and no menu to find — the interview is the whole application for these users.

Three controls sit in the maroon bar and stay there the entire time:

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 stepping away from a shared workstation.

Your work is saved as you go. A small “Draft saved” note appears near the buttons as you move between screens. If the session times out, log back in and the entries come back — everything except the Social Security digits, which are never held in a draft.

1

Screen one

Patient & Visit

Everything the account needs about the patient and this encounter, on one screen. Two fields do work for you.

Medical record number: Type it and tab out. If the patient has been here before, the rest of the demographics fill themselves in and you only correct what has changed.
Social Security number: Known — enter all nine digits. Unknown — the patient has one but not to hand; it is stored so it can be added later. No SSN / DACA — leave blank.
ZIP: Fills city, county and state. Correct them if the family's mailing address differs.
CSN number: The encounter's Contact Serial Number from Epic — exactly nine digits, no leading zeros.
Admit date: Sets the poverty-level year and the patient's age used in the calculation, so it has to be the real encounter date.

The starred fields are required. Press Continue with any of them empty and the wizard outlines every one that is missing and pulses them — not just the first. If more are waiting below the fold, it tells you how many.

2

Screen two

Two questions

These two answers can decide the whole interview on their own, which is why they come before any financial detail.

Willing to provide financial information?: No ends the interview here. The account is routed to Shrine Assistance and screen three is skipped entirely.
Applied for Medicaid in the last 90 days?: Yes also ends the interview. The account is flagged Medicaid without a means test.

The second question greys out when the answer to the first is No — there is nothing left to ask.

Watch the button. When an answer ends the interview, Continue becomes See outcome and step three is struck through in the progress bar. That is your signal that no income figures are coming.

Screen two with 'No' chosen for the willingness question. An explanatory line appears and the second question is greyed out. — Answering No: the wizard says where the account is heading before you move on.

3

Screen three

Financial snapshot

Only reached when both gate answers allow it. These are the numbers the means test runs on.

Household size: Tax dependants — mother, father, brothers, sisters, step-family.
Gross monthly income: Before deductions, and everything counts: wages, disability payments, child support, alimony, unemployment.
Circumstances: Pick the one that applies and collect the documentation, or choose None of these apply. A qualifying circumstance can route a family to Charity that income alone would not.

Gross, not take-home. Entering the net figure understates the household and can send the account down the wrong route. If a family quotes what lands in the bank, ask for the figure before deductions.

4

Screen four

Outcome & confirm

Nothing has been written to HEART yet. This screen shows what the wizard concluded and gives you the chance to fix anything before it becomes an account.

The banner: The likely route — Medicaid, Charity or Shrine Assistance — colour-coded, with the reason underneath.
Decision receipt: The numbers used: household size, gross income, the 100% poverty level for that year, the state factor, the resulting Medicaid limit and the 4× ceiling. Read it back to the family if they ask why.
Review cards: Patient, Visit and Answers as they will be saved. Edit jumps back to that screen with everything intact.
Confirm & create: The green button. This is the point of no return — it writes the account.

✓

After Confirm

Print the letter, then take the next patient

The account now exists in HEART and the entry flagging it for follow-up has been made. The finish screen does exactly what the old wizard's last page did.

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, and to the patient otherwise.
Kentucky only: Medicaid accounts in Kentucky also offer the KCHIP application, which opens the state's own website.
Start a new patient: Clears everything and returns to screen one, ready for the next family.

Print before you move on. Starting a new patient clears the screen. The letter can always be regenerated from the account in HEART, but printing it here is one click.

The finish screen: a green tick, 'Account created', the Medicaid outcome, a supporting-documents list with a Print button, and buttons to start a new patient or log out. — Account created. One document to print, then straight into the next interview.

R

Behind the banner

How the wizard reaches its answer

Three possible outcomes, decided by six rules applied in order. The first rule that fits wins, which is why the two gate questions can settle it before any income is discussed.

R2 · R3 MEDICAID Potentially eligible for Medicaid. An entry is made flagging the account for future processing.

R4 · R6 CHARITY Potentially eligible for Charity. An entry is made flagging the account for future processing.

R1 · R5 SHRINE ASSIST Potentially eligible for Shrine Assistance. The health plan must be updated to Shrine Assistance for current and future encounters.

Rule	When it applies	Result
R1	Family declines to share financial information	Shrine Assist
R2	Family applied for Medicaid within the last 90 days	Medicaid
R3	Income is at or under the state Medicaid limit for that household size and age	Medicaid
R4	Over the Medicaid limit, but a qualifying hardship circumstance applies	Charity
R5	Income is over four times the federal poverty level	Shrine Assist
R6	Over the Medicaid limit but still within four times the poverty level	Charity

The rule number is on the screen. The small chip beside the outcome — R3, R6 — is the rule that decided it, and it is written into the account's diary entry too. Quote it when you ask anyone to check a result.

≡

The short interview

When the family declines, you are three screens from done

The outcome screen for a declined interview: a gold SHRINE ASSIST banner, a decision receipt saying the financial snapshot was not required, and step three struck through in the progress bar. — Rule R1. Step three is struck through — it was never needed.

A family who will not share financial details still gets an account, and still gets a letter. The wizard simply stops asking.

The receipt says so in plain words: “Not required — the interview ended at the gate questions.” There is no income figure to defend and nothing missing from the record.

Back from this screen returns to the two questions, not to the skipped financial screen — so if the family changes their mind, change the answer to Yes and the third screen reopens.

Shrine Assistance needs one more step from you. The health plan on the encounter has to be updated to Shrine Assistance for this and future visits. The wizard flags the account; it does not change the plan.

!

In practice

What will come up in your first week

1
The CSN already exists in HEART The wizard asks whether you want to re-evaluate that patient's current eligibility. Yes re-runs the decision against the existing account. No clears the CSN and returns you to screen one to enter the right one.
2
A returning patient's details are out of date Auto-fill from the medical record number is a starting point, not gospel. Check the address and the guardian names with the family every time — the letter is posted to what you leave in these boxes.
3
The session timed out mid-interview Log back in. The wizard restores what you had typed and tells you it has. Re-enter the Social Security digits — those are deliberately never stored in a draft.
4
Continue does not seem to do anything A required field further down the page is empty. The wizard pulses every field that is blocking you and, when more than one is waiting, says how many.
5
The family asks why they got that answer Open the decision receipt on screen four and read it back: household size, gross monthly income, the poverty level for the year, and the limit their income was compared against.
6
Nothing is emailed to the family The wizard prints; it does not send. Anything the family needs to receive goes out through your normal process.

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Keep at the desk

Quick reference

The pass

Patient & Visit — MRN, names, DOB, address, CSN, admit date
Two questions — willing to share? applied in 90 days?
Financial snapshot — household, gross monthly income, circumstance
Outcome & confirm — check the review cards, then Confirm
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