Treatment Episodes: Episode of Care Summary

The Episode of Care Summary is a timeline that tracks the patient’s journey through treatment, from creation to discharge. It helps monitor and understand the patient's progress, showing changes in location, level of care, and programs.

Required Permissions: Admin, Case Manager, Patient Coordinator, Records Admin, Super Admin, and UR Internal users can complete the clinical level of care and program change.

Let's review the Episode of Care Summary. It includes two key elements:

To begin, click on Manage.

Event: Records what happened and when, including creation, admission, changes in clinical level of care or program, and discharge.
Treatment Episodes: Represents the combination of clinical level of care and program during a specific period, including location, status, and episode ID.

Episode of Care Summary Information

Let’s check in detail the information available in the Episode of Care Summary:

Patient’s Name: Displays the patient’s first name, last name, and preferred name (in quotation marks between first and last names).
MR Number: Displays the medical record number.
Change LOC/Program: Allows you to change the current LOC and program.
Discharge: Allows you to discharge the patient.
Location: Displays the treatment episode’s location.
Clinical Level of Care: Assigned Clinical LOC.
Program: Assigned program.
Status: In Progress or Completed.
Episode ID: Unique episodes ID for each episode of care. The ID consists of the MR number and a sequential number (starting with 0 with the pre-admission treatment episodes).
Timeline: Shows treatment episodes dates and times.
Event: Shows the current event, i.e., creation, admission, changes in clinical level of care or program, and discharge.
MR Number: Administrative roles are allowed to update MR number, if needed.
Anticipated Discharge Date: Allows you to update the anticipated discharge date, if needed.
Undo Icon: Click this button to undo the most recent event, with a field to enter the reason. If the event gets canceled, the info icon will appear together with the user who canceled the event, when, and the reason for the cancelation.
User Icon: Click to view the staff member’s name, and the date and time they transitioned the patient.
Anticipated Admit Date: Allows you to update the anticipated admission date, if needed.

The Episode of Care Summary Events

Let’s review the episode of care events and actions you can complete in the Episode of Care summary screen.

Who Is the Patient?

Review the patient’s full name and medical record number at the top of the Episode of Care Summary.

What Actions Can You Complete in the Episode of Care Summary?

Admit the Patient

During the planned status in pre-admission, the system allows you to complete the Admission Workflow.

Click on Manage.
- Alternatively, you can click on the carrot and select Admission from the pre-admission chart.
Click on Admission from the Episode of Care Summary.
Assign an admission date, level of care, and program. Click Save.

Change Level of Care or Program

The Episode of Care summary window allows you to change the patient’s LOC and program during treatment.

Click on Change LOC/Program.
Enter the date, clinical level of care, and/or program for this episode. Click Save.

Note: This workflow does not change the UR Level of Care.

Add Location

The Episode of Care summary window allows you to assign multiple locations to a patient’s chart.

Select Add Location.
Assign a date, select the location, level of care, and patient programs, then click Save.
Once the location is added, the patient’s chart becomes accessible in both locations including all documentation from the previous locations where the patient has been treated.
Note: Users can only access locations specified in their user profile. Repeat the same process to add additional locations. You can add as many locations as needed.

Transfer Location

The Episode of Care summary window allows you transfer a patient’s chart from one location to another. This workflow moves the entire chart, including all the documentation.

Select Transfer Location.
Assign the transfer date, select the new location, level of care, and patient program, then click Save.
The system transfers the patient's chart to the new location, displaying the In Progress status on the Treatment Episode. In this example, the chart was transferred to the Demo Mental Health Center location.
All documentation is available in the new location including consents, evaluations forms, treatment plans, assessments, doctor's orders, labs, and others. The Location column displays the previous location's name.

End Episode

The Episode of Care summary window allows you end a single treatment episode for patients with multiple active treatment episodes. When you end an episode, the system marks it as Completed while maintaining any remaining active episodes.

Select End Episode.
Assign the end date, select the location where you want to end the episode, then click Save.
Once ended, the Episode of Care Summary displays the treatment episode with the Completed status for the selected location.
The Episode of Care Summary continues to display any remaining treatment episodes as In Progress.

Discharge the Patient

The Episode of Care summary window allows you to discharge the patient.

Select Discharge.
Assign the discharge date and discharge type.
If needed, enter information in the Discharge To field and click Save.

Episode of Care Timeline View

The Episode of Care Summary displays events in reverse chronological order (with the newest items at the top).

Let’s review the example below:

Created: The patient is created (at the bottom).
Admitted to: The second event occurs when the patient receives a MR number.
Change LOC/Program: The patient is assigned a level of care/program in the third event.
Discharged: The patient is discharged in the fourth event (at the top).

How to Edit Events Information

The system allows you to edit some event information if entered by error, made a mistake, or need to follow your facility protocols.

Edit MR Number

Click on the pencil icon to update the MR number (if needed) based on your facility's protocols. Click Update to save your changes.

Edit Anticipated Discharge Date

Click on the pencil icon to update the anticipated discharge date (if needed). Then click Update to save your changes.

Using the Undo Functionality

If an event is mistakenly assigned, you can use the Undo feature to correct it, as long as no documentation has been added to the treatment episode.

Important: Once documentation has been added to the treatment episode, the Undo option becomes unavailable.

Click to undo the most recent event, with a field to enter the reason. Select the Undo Event button to save your changes.
After the event is undone, the system will display an information icon.
Click on the information icon to view the staff member, the reason for cancelation, and the date the event was canceled.
Click on the user icon to display the staff member's name, date, and time the patient was transitioned by.