1. Prepare for Intake

During the Admissions or Intake process, patients are assessed for treatment suitability, insurance coverage is verified, patient safety measures are put in place, and consents are obtained to begin treatment. An Intake Specialist typically handles this process, but nurses, techs, and/or program directors may also be involved depending on the facility size. Additionally, collaboration with the Medical Director and Clinical Director is necessary to complete certain intake requirements, like care team assignment and managing the patient's existing medications. Typically, this process is completed within 24 hours, depending on state regulations and facility policies.  

Note: This process only describes the admissions process for clients not using a CRM or integrated RCM platform. 

Best Practice Workflow Video

 

Best Practice Workflow Steps

Let’s review Kipu EMR’s best practice workflow to prepare for intake.  

1. Click on the Admission tab or the tab containing your facilities intake paperwork. Click here for more information on Consent forms.
2. Select Populate with Forms to add the configured consent forms to the patient’s chart. Click here for more information on the Populate with Forms function. 
   
3. Next, send the admission documents using your custom Intake Portal Package to collect patient, guarantor, and/or guardian signatures (if applicable). The patient will receive an email notifying them that there are documents pending signature.  Click here for instructions on sharing documents using Patient Portal Packages. 
4. After the documents have been signed, 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.
   
5. Any fields previously configured will pre-populate into the designated intake form(s) once added to the patient chart. Click here for instructions on setting up pre-population. 

Workflow Deviation  

If the Patient Portal admission documentation is not completed before the intake appointment, the patient can complete the paperwork in person at the facility:

1. Open the Admission tab or the tab with your facility's consent forms.
2. Use the expandable screen button and lock icon to secure the screen, ensuring HIPAA compliance and protection of patient health information (PHI). Click here for instructions on how to lock the screen. 
3. Prompt the patient, guardian, and/or guarantor to sign the admission documents.