4. Clinical Verification/Assessment

As part of the pre-admissions process, your team may need to determine whether a potential patient is clinically appropriate for your program. A short clinical verification or assessment can help you gather key information such as:

• The patient’s reason for seeking treatment
• Basic demographics (age, gender, location)
• Presenting issues and medical/psychiatric history

You can complete this assessment directly in the CRM or send it to the patient using a secure one-time link.

Best Practice Recommendations

• Use brief, focused forms that can be completed quickly by phone or via a one-time link.
• Always ensure that email or phone contact details are entered before sending assessments electronically.
• A Kipu team member or Super User can create custom assessment templates in your CRM. 
  • Avoid building full biopsychosocial (BPS) assessments in the CRM—save those for your EMR workflows.
  • Live forms created in the CRM can transfer directly into the Kipu EMR and will match your standard evaluation template format.

Workflow 1: Completing an Assessment Within the CRM

CRM users with the right permissions can add and fill out assessments from within a patient’s record.

1. Open the patient record and from the Assessments panel, select the appropriate assessment template.
2. Click Answer Assessment to begin.
3. When done, choose from the following save options:
   • Save and Continue: Keep working and save your progress.
   • Save and PDF: Save and download a PDF copy.
   • Save and Email as PDF: Send the completed version to another staff member for clinical review or approval.
   • Save and Close: Complete and close the document.
   • Send Link: Securely send the assessment to the patient to complete on their own.

Workflow 2: Sending an Assessment Link to the Patient

If you'd like the patient to complete the form on their own, you can send a secure one-time link via email or SMS (text). To use this feature, the patient’s record must include a valid phone number or email address.

1. Open the patient record and from the Assessments panel, select the appropriate assessment template.
2. Select Answer Assessment. 
3. Select the save icon. 
4. Select Send Link. 
5. The system will send the form to the patient via email and/or SMS.
   • SMS Sending requires an active Twilio integration.
   • This link expires after 48 hours. This expiration timeframe can be customized
6. Once submitted, the CRM will automatically update the assessment status to Patient Submitted.