1. Creating a Patient Record

When prospective patients express interest in attending treatment, they may reach out to their chosen facility through various methods, such as phone calls or web form submissions. Whether or not they ultimately attend treatment there, the prospective patient’s demographic information and communications are documented.

Creating Patient Record

In the admissions process, team members manage incoming calls and web form submissions from both prospective patients and B2B relationships. The Call Queue, Form Queue, and Add Patient icon are the primary features used to create prospective patient records.

Best Practice: Patient Status

Patient Status
Patient Status reflects a potential patient’s stage in the pre-admission process and will be updated throughout. The following two statuses are often used at the beginnging phases:

Lead: A potential patient who has expressed interest but hasn't been clinically, financially, or insurance qualified.
Prospect: A more qualified potential patient—screened for clinical fit, insurance eligibility, or financial readiness.

Super Users should set a default Patient Status under CRM Configurations (e.g., Prospect or Lead). Prospect is the standard default status, as it's the most commonly used.

Patient Status can be updated at any time during the pre-admission process.
Additionally, CRM Configurations allow setting a Default Patient Admit Status to automate status updates upon admission into Kipu EMR.

Workflow 1: Adding Patient Manually

The Add Patient icon allows users to quickly add a prospect/lead into the system from anywhere on the site.

From the CRM home screen, select the Add Patient icon.
Search for the patient record or patient contact to ensure that the patient doesn't already have a record in the system. Then select New Patient.
Use the patient information field to complete as many details as possible and click Save Changes.
1. It is best practice to collect either a phone number or an email. These details are essential for follow-up with the patient or prospect.
A new patient record is created, allowing you to continue the qualification process.
Important: To learn more about the available search parameters, click here.

Workflow 2: Adding Patients From The Call Queue

This feature tracks incoming calls and recordings, and allows users to create patient records, contacts, and referral sources.

Accessing Call Queue Records

Select CRM > Admissions Management > Queues > Call Request Queue.
Select the ID from the Call Queue menu.

Important: Be sure that you're not speaking to a client that is already present the system.

Set a call disposition, call rating, relationship, tags and any additional notes if needed.
- Best Practice: It is best practice to regularly disposition all unqualified Call Queue records for efficient queue management and more accurate reporting data. Additionally, Admission staff can add notes to supplement the disposition, if needed.
If an assessment is needed search for it using the Search for a Assessment field. The assessment will be available in the patient record once generated.
Select Patient in the New Record Type drop-down field. Then click New Patient to begin the new record.
The Patient Information window will appear. Complete as many details as possible. The caller ID and Phone number will pre-populate in the patient's record.
- Important: If no records are found associated with the caller’s phone number, search for the caller's name to avoid creating duplicate records.
Select Save Changes after completing all of the desired fields.

Workflow 3: Creating a Patient From the Form Queue

When a patient is created through a form queue record with an attached form template, the assessment will automatically appear in the assessments section of the new patient record and generate a new treatment opportunity. All form submissions made on your integrated web forms will flow to the Form Queue.

Select CRM Dropdown > Admissions Managment > Queues > Form Queues.
Select the Form ID to open the form queue record.
Match any pre-existing records before creating additional records.

Best Practice: It is best practice for users to utilize the search field to retrieve desired matches in case no matches were presented due to no matching information.

Once the record is selected, set your Form Disposition to Existing Client. Select Save Changes.

Best Practice: Disposition all invalid form submissions to ensure a clean and up-to-date Form Queue. Additionally, Admission Staff can add notes to supplement the disposition if needed.

If there are no matching records, set your form disposition, add tags, and select New Patient.
You will be taken to a new tab with the new patient record.
Review and add any additional patient information and select Save Changes.
Patient records created from the Form Queue will contain an auto-generated treatment opportunity.