Patient Communication Logs

In the Kipu CRM, users wield the power to meticulously document their engagements with patients and associated contacts, safeguarding a comprehensive record of all communications pivotal throughout the client's pre-admission journey. With versatile patient communication logs, users can meticulously chronicle a diverse spectrum of interactions, including phone calls, emails, meetings, and text messages.

Requirements

Only users with one of the following roles can create and manage Patient communication logs.

• Super User
• External 3rd Party VOB Worker
• Admission Worker
• Combined +
• Combined (Admissions and B.D.)
• Limited Admissions Worker
• VOB Worker
• Restricted Admissions Worker
• Alumni/Aftercare Worker

Important: If you are managed by a third-party biller, it is possible you will not see these roles available for your tenant. Contact support for more assistance.

Creating Patient Communication Logs

To create a patient communication log record, you must have an active patient record in the database. Please refer to the steps below to begin.

1. Use the global search bar to access your desired patient record.
2. Select Activities from the left-side panel.
   
   Important: For more information on the Patient Activities area, please click here. 
3. In the Activity panel, select the context menu icon.
4. Select Add Communication Log.
5. The patient communication log modal will appear. Fill out the following fields:
   • Communication Log Date: Document the date on which this interaction occurred. 
   • Communication Method: Document how the interaction took place.
   • Communication Category: Dynamically adapts based on the selected method of interaction. For example, if a Phone is chosen, it provides options for Inbound and Outbound, while selecting Meeting offers choices like In-Person Onsite or In-Person Offsite.
   • Contact With: Designate the particular individual you interacted with.
   • Reason for the Call: Using the dropdown list, indicate the reasoning for the interaction.
   • Notes: Describe the details of the interaction, making sure to include any key information that may need to be referenced at a later time.
6. Use the Follow-Up Date field to automatically generate a task corresponding to the documented interaction in the system. You may leave this field blank in cases where no follow-up action items are required.
7. Attach any relative documentation to the interaction by using the Add Files to Communication Log field.
8. Once you have filled out all of the details of your communication log, select Save Changes.
   Important: If a follow-up date is present, the task record modal will appear. Please fill out all necessary fields to accurately describe the action that must be completed. For more information on the task feature, please click here.
   
9. The communication log will now be available for reference in the Activity section of the patient record.

Quick Action Areas

Kipu CRM users can quickly generate communication log records from various areas of the system to promote a more seamless documentation experience. Please see the available areas below.

• Prospect/Patient Records Grid: Right-click option
• Prospect/Patient Records Grid: Focus Panel - Activities Tab
• Admissions Pipeline: Right-click option
• Admissions Pipeline: Focus Panel - Activities Tab
• Alumni Processing: Right-click option
• Alumni Processing: Focus Panel - Activities Tab