CRM Configuration List

Kipu CRM configurations allow organizations to set up automated behaviors within their CRM tenant to streamline workflows. 

CRM Confirguration Access

1. Select Admin > Preferences > CRM Configuration.
2. Use the search field in the CRM configuration to modify your preferred configuration. 
3. In the Select a value from list, search & select the desired configuration type based upon the configuration chosen.
4. For example: Using the URL Timeout Expressed in Hours field, input the number of hours you would like this configuration to adhere to.
5. Select Save Changes to enable the configuration.
6. You can disable/delete a pre-existing configuration by selecting delete.

Recommended Configurations for All CRM Tenants

• Admission Event Data Received Kipu EMR integration clients only
• Opportunity Age Warning (Set to 29 Days)
• Default Patient Discharge Status
• Opportunity Status after Push to EMR Kipu EMR integration clients only
• VOB Configuration Type Default to VOB 2.0
• Default Opportunity Status
• Default Phone Type
• Actual Admit & Discharge Configuration
• Default Subscriber Relationship
• Default Address Type Should always be Billing
• Default Patient Status

CRM Configuration List

Actual Admit & Discharge Configuration

• Purpose: Enables user to edit Actual Admit Date, MR Number, and Actual Discharge Date.
• Use Case: The feature is only used by facilities not on the KipuEMR to manually record admitting/discharging information. For KipuEMR clients, these values are generally considered non-editable system values used in data modeling.

Admission Event Data Received

• Purpose: Enables user to select an opportunity status to associate with an opportunity that has received back admission date and MR number from the KipuEMR.
• Use Case: Used to auto close opportunities that have been admitted (received Admission Date & MR number). Recommended setting: Complete, Patient Admitted.

After Hours Message SMS

• Purpose: Auto-Respond to incoming text messages received after hours. Configured in CRM -> Organization -> Tenant -> Tenant Schedules.
• Use Case: Craft a custom after-hours message pointing prospects to your website or to dial a number to speak to someone.

Assessment Do Not Download PDF Default Choice

• Purpose: Set the default choice to PDF and Download or NOT PDF and download any assessment performed in the KipuCRM.
• Use Case: Transferring assessments to the EMR requires them to be PDF’d. Selecting default behavior assists the user in ensuring this step is taken. 

Assessment Lock Download PDF Choice

• Purpose: Prevents users from changing if they will auto-PDF any assessments in the system.
• Use Case: Ensures behavior set in “Assessment Do Not Download PDF Default Choice” is always followed.

Assessment 2.0 Autosave

• Purpose: Allows Super Users to enable autosave functionality when performing assessments in the Kipu CRM.
• Use Case: When working on an assessment in the system, users may forget to save their responses on the form. This configuration eliminates the worry in these scenarios as all responses are autosaved by the Kipu CRM.

Associate Insurance to New Opportunity

• Purpose: Auto associates the active primary insurance record on file to the treatment opportunity upon creation.
• Use Case: When documenting treatment opportunities, this configuration streamlines the process by automatically associating the active primary insurance record to eliminate additional steps.

Bypass VOB approval process

• Purpose: Allows users to Complete and Close VOBs without submitting them to a manager for approval.
• Use Case: The facility allows individual users to examine and approve VOBs with no central authority structure. Decision Date Less Than Hours.

Configuration Title/Label

• Purpose: The option selected for this configuration will be populated onto the assigned to field when submitting Outbound Call List Requests.
• Use Case: Designate a specific type of user to streamline the Outbound Call List request submission process.

Decision Date Less Than Hours

• Purpose: Alerts anyone viewing the pipeline that no decision has been entered within a super-user-defined timeframe.
• Use Case: Provides alert in the central admissions area that a decision needs to be made regarding an opportunity due to facility-specific policy and procedure or regulatory statute.

Default Call Disposition

• Purpose: Pre-selects a default call disposition in the call queue.
• Use Case: Faster processing times in admissions/call rooms that receive a high volume of incoming non-admission calls.

Default Opportunity Status

• Purpose: Pre-selects opportunity status to super-user-defined value upon creation.
• Use Case: Used to set the first step of your admissions process onto a new opportunity.

Default Patient Admit Status

• Purpose: Sets patient record status to super-user defined value upon the receipt of admit data from the EMR.
• Use Case: Automatically change the records of patients admitted at your organization from Prospect to Patient or Client to ensure accurate reporting.

Default Patient Discharge Status

• Purpose: Sets Prospect/Patient Record to super-user defined value upon the receipt of discharge data from the EMR.
• Use Case: Automatically change the Records of patients discharged from your organization from Patient Record to Discharged Record or Opts in for Alumni. Use of this configurator will automatically push discharge clients into the Alumni Processing area of the KipuCRM.

Default Patient Status

• Purpose: Sets the default classification of all Records upon creation to a super-user-defined value upon creation from the Call Queue or New button.
• Use Case: Generally, set to Lead or Prospect depending on workflow. If implementing a Cold Leads list is recommended set the value to Prospect for all new records.

Default Address Type

• Purpose: Sets a default Address Type on address records upon creation to a super-user-defined value.
• Use Case: Generally, this configuration is set to Billing to ensure all address records created in the system do successfully transfer over to the EMR.

Default follow-up days upon discharge or communication

• Purpose: Sets a default follow-up days value that is defined by the super user upon a patient's discharge at the facility. Additionally, this follow-up counter will reset upon a communication log being recorded on the patient’s file.
• Use Case: This configuration aids facilities with managing their Alumni/Aftercare programs by ensuring all discharged patients are appropriately scheduled for a follow-up to abide by facility requirements and/or state requirements.

Default Form Disposition

• Purpose: Sets a default form disposition value that is defined by the super-user for all form queue records.
• Use Case: Faster processing times in admissions that receive a high volume of incoming Viable Leads via their webform submissions.

Decision Record Sync

• Purpose: When enabled, the facility accepts toggle will automatically be set to Yes upon receipt of admission date + MR number on the treatment opportunity - decision area.
• Use Case: Utilizing this configuration will eliminate steps for the admission agent as the decision record will automatically reflect a Yes on facility accepts once the admission is recorded in the Kipu EMR.

Do Not Auto Create Opportunity From the Form Queue

• Purpose: When enabled, patient records generated via the form queue will no longer auto-generate a treatment opportunity on file for the prospect.
• Use Case: This configuration can be leveraged by organizations that would prefer their staff members to manually document the treatment opportunity in order to ensure that all key data points are filled out.

Default Outbound Assigned Agent

• Purpose: When adding a record to the Outbound CallQueue, this value will serve to automatically pre-populate the assigned to field.
• Use Case: Organizations that are seeking to streamline the assigned portion of the Outbound Call List workflow.

Use Entity Tags for Email Marketing

• Purpose: When enabled, records subscribed to email marketing integrations will include a record type tag Patient, Patient Contact, Referral Source Contact.
• Use Case: To assist users when segmenting their email lists to ease the process of targeting specific types of audiences.

Facility Distance Sorting

• Purpose: When enabled, the proposed facility field within the treatment opportunity will sort the options based on the following criteria: Distance between Facility and Patient Address, Seeking Treatment For, and Interested In. This configuration supports the Facility Match Wizard feature.
• Use Case: Aides admission staff members in selecting the best possible facility option for the prospect's treatment.

Forms Default Contact Relation

• Purpose: Sets default the default relationship (Parent, Case Manager, Therapist, Probation Officer, Attorney, etc) if filled out on your Web Form.
• Use Case: Allows faster processing of web forms. 

Forms Default Prospect Status

• Purpose - Sets the default classification of all Records creation to a super-user-defined value upon creation from the Form Queue in Admissions Management.
• Use Case: Generally, set to Lead or Prospect depending on workflow. If implementing a Cold Leads list, we recommended setting the value to Prospect for all new records.

Ok to send SMS

• Purpose - Sets a default selection for the OK to send SMS toggle on new phone records recorded in the system for patients and patient contacts.
• Use Case: When set to YES, this ensures all new phone records for Patients and patient Contacts are enabled to support SMS messaging capabilities.

Opportunity Age Warning Days

• Purpose: Alerts admissions workers that an opportunity is approaching a Super-User-defined age.
• Use Case: This alert is displayed as an “!” in the Admissions Pipeline and should prompt an attempt to re-establish contact or close the opportunity; either successfully admitting the patient into care or setting a record to the appropriate “Dropped….” or “Completed….” Status.

Opportunity Status After Push to EMR

• Purpose: Changes Opportunity Status to a Super-User Defined value after it has been moved to the EMR for intake.
• Use Case: Pre-defined status informs the Admissions workers that Opportunities with this status are pending intake in the KipuEMR. This status should prompt follow-up by admissions to either Intake staff or directly to the Lead/Prospect to determine why they have not been admitted and determine the next steps. Successfully admitted patients will receive back an MR# and admission date from the EMR. Used in conjunction with “Admission Event Data Received” to auto-close opportunities who have been admitted thus removing them from the admissions pipeline.

Use Patient Identifier on Notifications

• Purpose: E-mail notifications in the system will reference unique patient identifiers and remove any prospect/patient names or initials from system notifications.
• Use Case: A layer of privacy and protection for potentially unsecured phones/laptops that may be receiving system notifications.

VOB 2 Enabled

• Purpose: Configuration setting to enable VOB 2.0 Feature on the CRM tenant.
• Use Case: Enabling this configuration ensures that Phone VOB requests are routed to the VOB 2.0 queue instead of VOB 1.0. Additionally, when this setting is enabled, the Closed VOBs, VOB Open Client View, and VOB Closed Client View are hidden in the system.

Require Patient Phone Number

• Purpose: This configuration requires all users to add a patient phone number anytime a new patient record is created prior to saving changes.
• Use Case: Admissions-related workflows may focus on capturing a contact # for the patient record. Enabling this configuration will help drive all users to document this information as they will not be able to move forward until it is added.

Quick Entry Complete Path

• Purpose: This configuration modifies the behavior of the Quick Entry application to navigate the user into the newly created patient record.
• Use case: N/A

Patient Activity Default Filters

• Purpose: This configuration allows the super user to designate the exact record types that will appear by default within the Patient Activities section.
• Use Case: Organizations may want to eliminate wasted time when reviewing patient records in the system. By applying this configuration, the superuser can default activities like communication logs and patient notes to appear by default, eliminating the need to re-select your desired activity types.

Okay to Leave VM

• Purpose: This configuration allows you to default the Yes/No value for the Okay to Leave Voicemail toggle for phone numbers in the system.
• Use Case: N/A

Number of Hours prior to task due notifications

• Purpose: This configuration allows super users to designate a specific # of hours prior to the due date of the task to receive the task due notification.
• Use Case: To ensure tasks are completed on time, utilize this configuration to ensure users are notified ahead of the due date of the task.

Lock Prospect/Patient Communication Log

• Purpose: This configuration allows super users to lock patient communication logs to restrict editing to only the user who created the log.
• Use Case: Leverage this configuration if you would like to minimize the possibility of edits being made to historical communication logs in the system. This preserves data integrity.

Lock Opportunity Referred Through

• Purpose: This configuration allows super users to restrict edits to the referred-through section on treatment opportunities to only a specified security role.
• Use Case: Organizations may experience issues like malicious editing of referred-through information to inflate referral statistics. This setting allows you to designate one single security role that can edit this type of information to avoid this from occurring.

Lock Care Coordinator

• Purpose: This configuration allows super users to lock down the care coordinator field once a selection has been set on the treatment opportunity.
• Use Case: Organizations may compensate their admission representatives based on the # of treatment opportunities they are assigned to considering their outcomes. This functionality assures staff members that their work will not be maliciously edited.

How to Assign Phone VOBs

• Purpose: This configuration allows super users to modify the phone vob assignment process for VOB 1.0 feature.
• Use Case: N/A

Forms Default Contact Type

• Purpose: This configuration allows super users to designate a default contact type for contact records generated via the form queue.
• Use Case: Organizations that primarily serve adolescent patients may want to set up the system to assume all contacts generated via the form queue should be considered Emergency contacts for the patient.

Form Queue - Round Robin

• Purpose: This configuration can be set up to trigger round-robin behavior for form queue records. This setting requires a form queue team to be present in your CRM.
• Use Case: Organizations may have a dedicated team responsible for processing web form submissions. Enabling this configuration can ensure that the work is distributed equally.

Disable Quick Entry

• Purpose: This configuration can be utilized to deactivate the Quick Entry application in the Kipu CRM.
• Use Case: Organizations may want to deter staff from utilizing the quick entry application to eliminate the possibility of duplicate records in the system.

Default Subscriber Relationship

• Purpose: This configuration allows super users to designate a default subscriber relationship that is applied to all new patient insurance records moving forward.
• Use Case: Organizations may want to default subscriber relationship to Self to eliminate a step in the process for their admission reps.

Default Residence Type

• Purpose: This configuration allows super users to designate a default residence type for all new patient records created.
• Use Case: An organization may encounter that most of their clients reside in a private home. Leveraging this configuration can eliminate the need to document this field for each new patient record recorded in the system.

Default Phone Type

• Purpose: This configuration allows super users to specify a default phone type for all new phone number records created in the system.
• Use Case: Most organizations leverage this configuration to set up the system to default phone types to Mobile as most phone numbers plugged into the system are related to mobile phones.

Default ok to send Patient email toggle

• Purpose: This configuration allows super users to default Ok to send email toggle on patient records to either Yes or No.
• Use Case: Ok to Send Email, toggle controls whether email communications can be sent to the patient via Kipu CRM. For example, Assessment One Time Use URLs.

Default Ok to Email Referral Source Toggle

• Purpose: This configuration allows super users to default Ok to send email toggle on Referral source and Referral Source contact records to either Yes or No.
• Use Case: Organizations that heavily utilize email marketing integrations in the system typically set up this configuration to YES to ensure all new referral sources added to the system are auto-subscribed to their email marketing lists.

URL Click Timeout Expressed in Hours

• Purpose: Value is used when a patient selects an assessment link to be answered. The timer indicates how long before the URL expires.
• Use Case: The timer is leveraged when sending out assessments for completion to patients and/or external parties. Once the timer has elapsed, the assessment URL is disabled.

URL Request Timeout Expressed in Hours

• Purpose: Once a patient has clicked on a link that opens the one-time use url application, this timer starts. The patient has the time specified in hours to complete the assessment.
• Use Case: Designate a specific allotted time that the patient and/or external party will have an opportunity to complete the assessment. If this time has elapsed, the receiving entity will not be able to complete the assessment.

Automatically Create Treatment Opportunity For New Records

• Behavior: When set to yes, If set to yes, this configuration will automatically create a treatment opportunity when a new patient record is created.

Default email Marketing, Opt - Patient

• Use Case: Automates the response set on the “Email Marketing, Opts” toggle present on patient records, which controls whether a patient record is sent to a third-party email marketing provider.

Default Email Marketing, Opts - Patient Contacts

• Use Case: Automates the response set on the “Email Marketing, Opts” toggle present on patient contact records, which controls whether a patient contact record is sent to a third-party email marketing provider.

Default Email Marketing, Opts - Referral Source Contacts

• Use Case: Automates the response set on the “Email Marketing, Opts” toggle present on referral source contact records, that controls whether a RS contact record is sent to a third-party email marketing provider.