Treatment Episodes: Admission Workflow

The updated admission workflow streamlines the process and defines the transition from pre-admission to active treatment.

The new admission workflow clearly defines the admission process, allowing users to set the patient’s admission date, and MR number, and establish the patient’s location, clinical level of care, and program.

Restricting changes to the admission date within the workflow ensures data integrity and prevents accidental modifications. 

Warning: To complete the Admission Workflow, users must have Allow Admit enabled in their user profile. Super Admins should review each staff member’s profile and enable Allow Admit for the appropriate users.

Required Permission: Super Admins and users with the Allow Admit permission can use the Admission Workflow. Click here to learn more about Treatment Episodes user permission. 

You can initiate the admission from the Facesheet, using manage, or evaluation workflows.

Admission Workflow Video

Admission Workflow from the Facesheet

Once you have completed the patient creation process, follow these steps. 

1. Open the patient’s chart and click on the Edit Client button.
2. Enter the required information marked with an asterisk (*) on the patient’s facesheet.
3. Click the Admit button next to the MR number field.
4. Assign the admission date, level of care, and program then click Save.

   • Note: The admission date/time and location are assigned by default. If you leave required fields blank in the facesheet, the system displays a yellow message prompting you to validate the facesheet and add the missing values.

5. The system generates automatically an MR number after completing the workflow.

Admission Workflow Using Episode

1. Click on the Manage link available in the new patient header.
2. Alternatively, you can click on the carrot and select Admission from the pre-admission chart.
3. Click on Admission.
4. The system prompts you to assign the admission date, level of care, and program. Then click Save.
5. The system automatically generates an MR number upon completing the workflow.

Admission Workflow Using an Evaluation Form  

You can also start the Admission Workflow by using the facility admission form with the patient.admission_datetime field. Keep in mind that the evaluation type must be set to pre-admission or the Admit button in Step 2 will not appear.

1. Super Admins or users with the Manage Templates feature can configure the facility Admission form under Templates Evaluations, ensuring the patient.admission_datetime field is added. 
2. Once the field is added to the admission form, the Admit button will appear in the form, allowing you to admit the patient through the admission workflow.
3. The system prompts you to assign the admission date, level of care, and program. Then click Save.
4. The system automatically generates an MR number upon completing the workflow.

What Happens After the Patient Is Admitted?  

Once the patient is admitted, they appear in the current census, and an admission notification is triggered.

The patient’s chart will also reflect the following updates: 

1. The system displays a blue tile in the MR number field to indicate an active status.
   
2. The system displays the in progress treatment episode with assigned location, level of care, and program.
3. A treatment episodes is created in the Episode of Care Summary. The Episode of Care summary includes creation, admitted event, and pre-admission treatment episodes details.
4. The system marks the planned treatment episode as Completed and creates the Admission treatment episode with an In Progress status.
5. The system generates the MR number. As the user creates additional treatment episodes, the Episode ID increases by one number. In this example, MR# DTC-2025-9 and Episode ID: DTC-2025-9.1.

Edit the Admission

• After the admission is created, you can use the pencil icon to update basic episode details such as the medical record number, anticipated discharge date, or anticipated admission date.
• Click the pencil icon next to the Transition LOC/Program button on the patient’s Facesheet to make updates as needed.
• Alternatively, open the Episode of Care Summary and click the pencil icon next to the Undo icon to modify the entire admission event.
• In the Edit Event Admission window, enter the reason for the edit and click the Proceed to Edit.
• The system displays an Editing Admission notice. The documentation will be reassigned to your new selection. Update the Admission Date, Level of Care, or Program, then click Save Changes.
• The edited admission event will appear grayed out to indicate it has been modified.

• Click the Information (i) icon to view the staff member’s name and the reason the admission event was edited, and click the Staff icon to see who completed the admission and the timestamp.

   

  

Undo the Admission

Use Undo when the entire event needs to be removed. Example: If you admitted a patient who never arrived, the Admission Episode should be removed entirely. Undo is only available when the admission is the most recent event, and no documentation is attached to that episode. Click here to learn more about the Episode of Care Summary.

• Click on the undo icon next to the pencil icon on the patient’s Facesheet to remove the event.

• Alternatively, open the Episode of Care Summary and click the Undo icon next to the Staff icon to remove the entire admission event.

• Enter the reason for the undo and click Undo Event.

• If any documentation exists, the Undo option will not appear. For example, initial consents were completed after the admission.

• To restore the Undo option, move all documentation out of the Admission Episode using Move Records in Bulk from the Chart Summary>Treatment Episodes tab. Once the episode is documentation-free, Undo will reappear again.

 Important: To complete the Admission Workflow, make sure Allow Admit is enabled in your user profile.