4. Re-Admission

It's not uncommon for individuals who previously completed care to return for additional support. Whether due to relapse, emerging mental health needs, life transitions, or voluntary continuation of care, readmissions are a normal part of the recovery journey.

This article outlines the workflows for discharging patients to a referral source or readmitting them using the Kipu CRM and EMR systems, with best practices to ensure continuity and accurate recordkeeping across both platforms.

Workflow 1: Readmitting the Patient in the EMR

Click on the Readmit button in the patient’s EMR facesheet to readmit the patient. When a patient reaches out for help again, you will not be creating a new chart, you will be readmitting them from their previous episode.

1. Once the patient is re-admitted in the EMR, a new treatment opportunity will be created in the CRM.
   Important: While not mandatory, admissions staff is encouraged to update the opportunity status from New Inquiry to a more accurate status. They should retain the EMR Admit value under Referred Through and, if necessary, add additional referral details under Add Referred Through to provide further context. Retaining the EMR Admit value provides a clear indication of how frequently Admissions Staff are readmitting patients through the EMR.
2. Re-readmittance, the information will not pull over to the CRM. All information would need to be manually updated.

Readmitting the Patient in the CRM

You can readmit the patient through the CRM by creating a new treatment opportunity, ensuring efficient tracking in the Treatment Opportunity Pipeline.

1. When a patient calls looking to be readmitted to the facility, search for them in the CRM.
2. Then create a brand new treatment opportunity.
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     • Patient Information
     • Address
     • Insurance
     • VOB/li
     • Patient Contacts
3. If the patient has information that needs to be added or updated, the admission staff should make sure that they add end dates for the previous information (e.g., insurance and address) to make them inactive before adding the new information.
4. Admission staff will also complete a new pre-admission assessment. Depending on the facility's policy and the patient's discharge date, a new pre-admission assessment may be required, even if a previous one exists
5. Once the above items have been completed and the facility decides to readmit the patient, the admission staff can send the record to the Kipu EMR.
   • Important: If the patient record has not been sent from the CRM to the EMR but already exists in the EMR as a prior patient, the admissions staff will see the Readmit option. When transferring a record to the EMR, the system scans the database for matches based on first and last name, date of birth, and social security number.
6. Once the patient has been fully admitted into the Kipu EMR with an admission date and medical record number, this information will automatically update in the CRM and the treatment opportunity will be closed out.

Workflow 2: Referring the Patient Out After Discharge

The admission staff from the EMR will discharge the patient from the EMR system and choose where to discharge the patient to a referral.

1.  
   1. Enter the same referral source in the Actual Discharge To field under the decision area of the corresponding treatment opportunity in the patient's CRM record.
      • Important: Discharging a patient to a referral source in the EMR system does not automatically update the CRM system. Currently, this is a manual process to ensure that the referral source for discharge is consistently recorded in both systems.
   2. Using the Planned Discharge To field in the Decision area helps track outbound referrals and improves report accuracy.Note: The planned discharge can be added/filled out before transferring the opportunity to the EMR or even during the patient's treatment anytime before discharge.