1. Patient Shows Interest in Attending Treatment

When patients are interested in seeking treatment, they can be referred to a facility in a number of different ways. Whether or not they ultimately attend treatment there, the prospective patient’s demographic information and communications are documented. This article will walk you through the pre-admission process for clients using the EMR only. 

Tip: This process only describes the pre-admission process for clients not using a CRM or Kipu integrated RCM products. 

Best Practice Workflow Video

Best Practice Workflow Steps

Let’s review the Kipu EMR workflow for scheduling a patient’s preliminary screening. This process will include the verification of benefits. 

1. To begin, click on the Schedules tab and then Scheduler.
2. Click + Add. 
   
3. In the New Appointment window, enter the Patient's Name and Last Name to search for any matching patients in the system. If you do not see the patient, click on the Create New Patient link. For detailed instructions on adding appointments to the Scheduler, click here.   
   
4. In the New Patient pop-up window, type the patient's First and Last Name in the respective fields and click on the Add patient button.
5. Fill out the prospective patient’s basic demographic information in the facesheet.
   
   • Note: Be sure to include the patient’s email so they can receive an invite to the Patient Portal.
6. If the patient has insurance, enter their insurance information. Required fields include Insurance Company, Policy Number, Effective Date, Group ID, Payer Type (if Medicare or Medicaid), and Subscriber information.
7. Click VOBGetter Instant to verify their benefits.  For more information on VOB Getter, click here. 
   
8. Scroll to the top of the face sheet and click on the Invite to Portal button. Click here for more information on inviting patients to the Patient Portal.
9. In the pop-up window, click Yes to connect the portal account with the patient’s chart and select the Close button to return to scheduling the appointment.
10. When the patient has registered for the portal, any users with the Portal Registration Notification enabled will receive an alert. Click here for instructions on setting up notifications. 
    
11. Return to the new appointment and search for the patient you just created in the Patients search field. Enter the remaining required fields (indicated with asterisks (*) and click Save.
    
12. The appointment has been scheduled and will be displayed on the Scheduler.
    
13. The prospective patient will receive a notification that their appointment has been scheduled by email or text, depending on how you have set up the appointment communication. For more information on adding appointments to the Scheduler, click here.  
    

Workflow Deviation 

If your facility is not using the Scheduler feature to schedule appointments or not using the VOB Getter to verify benefits, please follow this workflow deviation. 

Non-Scheduler Workflow

If your facility is not using the Scheduler feature, create a pre-admission chart from the Patients tab. For detailed instructions on creating a pre-admission chart from the patient’s tab, click here.  

1. To begin, click the  + New patient button in the Patients tab.
2. Complete the known information fields and click Add Patient.

Non-VOBGetter Workflow

If your facility is not using the VOBGetter functionality, use the insurance verification form to collect the patient's benefit information. 

1. Click on the Insurance Verification form in the facesheet. Click here to learn more about using the insurance verification form.
   
2.  Enter the patient’s insurance information manually.