How to Push Opportunities to the EMR

When the patient has completed the pre-admission process meaning the patient has at least one treatment opportunity added to their record and has been approved for treatment by the facility, you can push the opportunity over to the Kipu EMR. 

This automatically creates an incoming patient profile, allowing EMR users to accept the patient and generate their pre-admission patient chart. 

Transferring The Opportunity

Once you are ready to transfer the opportunity to the EMR, please follow the steps below:

1. Use the Global search bar to access the patient record.
2. From the patient record, use the quick panel to select Treatment Opportunities, or feel free to scroll down to Treatment Opportunities.
   
3. Inside the Treatment Opportunities section, use the action icon and select either Push to EMR or View on the appropriate opportunity.
4. In the Treatment Opportunity, select Transfer to EMR at the top of the screen.
5. Once you select Transfer to EMR, you will be given an option to send files associated with this record. These files must be in the patient’s Manage Files area in their profile. Be sure to toggle on the files you wish to include and select the tab you wish these files to be in, in the EMR, and then select Queue Transfer to EMR. 
   • Note: Assessments will not appear in the patient’s Manage Files unless the assessment has been selected as Save & PDF.  Manage Files will allow you to upload any attachment to the patient record.
6. Once the Opportunity is sent to the EMR, input an appropriate status indicating what the next steps are.
7. If already configured, the opportunity status will default to accepted by facility, patient accepted care. If it is not configured, the opportunity status will have to be manually updated in the CRM.
8. The CRM will automatically close the opportunities for admitted patients. A patient is considered admitted when they have an MR Number and Admission Date & Time added to their EMR facesheet. Any clients who declined to admit or never arrived for their admission must be manually closed with the appropriate status and decision in the CRM. 

Possible Readmission

Upon transferring a record to the EMR, the system will scan the database to identify any matching First & Last Names, Date of Birth, and Social Security Numbers. If a match is found on at least two of those data points, the system will present a possible re-admit option.

Important
For EMR users, the Possible Re-admit options will appear exclusively for CRM records that have not been previously transferred to the EMR but already possess a corresponding facesheet within the EMR system. This will ensure the patient's charts remain connected between both CRM & EMR.

Accepting Transfers in the EMR

For authorized users, that have the feature Manage incoming transfers enabled in their EMR user profile, the incoming tab will list any Patient whose information is being transferred from another KIPU Instance (for example, a referrer facility that does not offer your Level of Care), or the KipuCRM platform via API.

1. To access this area, click on the Incoming Icon or click your name in the top right of the screen and select the incoming tab.
2. You will be prompted to preview the information received.
3. Once you reviewed the information, click Accept to create the Pre-Admission Patient/Client record in your KIPU Instance.
   
4. If this patient has a previous treatment episode with your organization that exists in the EMR, Kipu will match the records based on Name, DOB, and Social Security number and automatically associate the two records.
5. If the user is presented with possible readmit options, please click readmit on the option with the latest Medical Record Number MR# that the client had when they were previously at your facility.
6. These records can be found by clicking the Pre-Admission button on the Patient Census.

Finding Accepted Patients in Pre-Admission

From the Patient landing page, click on the Pre-Admission button. This will toggle the view between the Current census and the Pre-Admission census.

Once in Pre-Admission, click the client who has arrived for intake and process. Kipu will place you in the Information Tab of the Patients Chart. Prospects/Patients can stay in Pre-Admissions for as long as necessary if they miss intake appointments or experience delays.

Verifying Socio-Demographic Information

In the patient chart, the Information Tab is where we verify the client’s socio-demographic information. The CRM will generate this factsheet for you and will contain any information captured during the pre-admissions process over in the CRM.

Verify and ask the patient for any missing patient information. Update and fill out all the required information to admit the patient by clicking Edit Client/Patient.

Admitting Patients to the Current Census

When editing a client's face sheet items marked with an asterisk * are required for admission. At the bottom of the form, the Validate Form will check for missing required fields and highlight them in red.

Validating the facesheet provides a list of required fields for admission.

The two most important data fields are Admission Date & Time and the MR# (Medical Record number). Entering both of these into a Validated patient's chart will admit the patient into your facility.

Once the Admission Date and Time and MR Number have been documented on the patient's chart. The CRM opportunity status will automatically update to complete, patient admitted.