2. Complete Preliminary Screening Assessment

Preliminary screening assessments are conducted to determine if a patient meets certain qualifications such as the patient’s ability to pay (either independently or through insurance), proximity to the facility, and potential danger to themselves or others, among other factors.  

This assessment can be conducted by a business development representative, or the patient can self-assess online to identify if they are eligible for the treatment offered by the facility. If the patient passes the preliminary screening, the data collected is reviewed in more detail during the pre-admission assessment.

The Preliminary Screening Assessment can be completed in the Scheduler by assessing the patient virtually (over the phone), in person, or via telehealth appointment. You can also send a self-assessment document to the patient in the Patient Portal for them to review and sign. 

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

Workflow Video

Workflow Steps

Let’s review Kipu EMR’s best practice workflow for completing the Preliminary Screening Assessment.  

1. To begin, click the Schedules tab and then the Scheduler tab to start the prospective patient’s appointment over the phone or via telehealth. 
2. Click on the desired patient’s appointment tile in the Scheduler calendar.   
3. To launch a telehealth appointment, click Start Meeting.  
4. Next, click Documents to add the Preliminary Screening Assessment to the patient’s chart. The form will automatically open. For more information on adding appointments to the Scheduler, click here.
5. Once the preliminary screening is completed over the phone, in person, or via telehealth, this document can be sent electronically to the Patient Portal where patient, guarantor, and/or guardian signatures can be collected if needed. 
   
   
   1. Note: You can also send the form directly to the patient to complete a Self-Assessment using the Patient Portal. Click here for instructions on sharing documents in the Patient Portal.   
6. Next, the patient, guardians, and/or guarantors (as applicable) will receive a notification via email that a document has been sent to the Patient Portal for signatures.
7. The patient can open the Patient Portal to sign the document. Click here for the Patient Portal Patient Guide. 
   
8. After the document has been signed by the patient, the staff member will receive a notification indicating that a Portal document has been completed and is ready for their signature. Click here for instructions on setting up notifications.
   
9. Next, update the pre-admission status in the patient’s chart by opening the Information tab and clicking on Edit Patient.
10. Select the relevant Pre-Admission Status. 
11. If the patient is eligible for treatment at your facility, use the following steps to schedule them for their pre-admission assessment. 
12. Navigate to the Schedules tab, click on Scheduler, and then click on the + Add button to schedule the appointment.
13. Fill out the required appointment fields, indicated with an asterisk (*), and click on Save to schedule the appointment. For more information on adding appointments to the Scheduler, click here.
    
14. The patient will receive a notification that their appointment has been scheduled by email or text, depending on how your facility’s appointment communications are set up. Click here to learn more about appointment communications.

Form Pre-Population

Any fields that have been set up on the Preliminary Screen to pre-populate the Pre-Admission Assessment will be filled out when the pre-admission assessment is added to the patient chart. Click here for instructions on setting up pre-populations. 

• Preliminary Screening Assessment: This is the initial form.
• Pre-Admission Assessment: The selections and information entered into the preliminary screening assessment have been carried over to the pre-admission assessment.

Workflow Deviations

If the facility does not use the Scheduler, add the Preliminary Screening Assessment directly to the patient’s chart. Patients can sign the assessment at the facility, or you can collect signature(s) in the Patient Portal. 

1. To begin, click on the appropriate tab and click + Add Form.
2. Select the Preliminary Screening Assessment. 
    
3. The Preliminary Screening Assessment can be completed either in person or virtually (over the phone).  
4. If the patient is at the facility, complete the assessment, and click the Sign & Submit button.  
5. Prompt the patient to sign and click Submit. 
6. If the patient is assessed virtually, the form can be sent to the Patient Portal to collect appropriate signatures. Click here to learn more information about Patient Portal (go to step 4 and review the next steps).