Treatment Episodes: Transition Clinical Level of Care and Program

The Treatment Episodes feature introduces a workflow to transition the patient’s Clinical Level of Care or Program. This workflow also allows users to tracks patient transitions between different levels of care or programs. 

Restricting changes to this workflow ensures data integrity and prevents accidental data manipulation. 

Required Permission: To complete the Transition Clinical Level of Care and Program Workflow, users must have Allow Change Level of Care and Program enabled in their user profile. Super Admins should review each staff member’s profile and select Allow Change Level of Care and Program to the appropriate staff.

Access: Super Admins and users with the Allow Change Level of Care and Program permission can use the Transition Clinical Level of Care and Program Workflow.
Click here to learn more about Treatment Episodes user permission. 

Transition Level of Care/Program Video

Transition Clinical Level of Care/Program using Episode of Care Summary

1. Open the patient’s chart and click Manage.

2. Click the Transition LOC/Program button in the Episode of Care Summary window.

3. Fill out the required fields, indicated with an asterisk (*) in the pop-up window, then click Save.

   • Note: This workflow does not change the UR level of care. 

4. The system creates a new episode ID indicating the date transitioned, new clinical level of care, and program.

Transition Clinical Level of Care/Program using the Facesheet

1. Open the patient’s chart and click on the Edit Client button.
2. Click Transition LOC/Program in the patient’s facesheet.
3. Assign the transition date, level of care, and program then click Save.

Transition Clinical Level of Care/Program Using an Evaluation Form 

1. You can also transition the Clinical Level of Care/Program from any evaluation form that includes a patient.level_of_care_clinical field. Check Templates Evaluations to learn more.
2. Once you add this field to the desired template, the Transition LOC/Program option will be available in the selected evaluation form.

Edit the Transition

• Open the Episode of Care Summary and click the pencil icon next to the Undo icon to modify the transition event.
• Alternatively, click on the pencil icon next to the Transition LOC/Program button on the patient’s Facesheet to make updates.
• In the Edit Event Transition window, enter the reason for the edit and click the Proceed to Edit.
• The system displays an Editing Transition LOC/Program notice. The documentation will be reassigned to your new selection. Update the Transition Date, Level of Care, or Program, then click Save Changes.
• The edited transition 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 transition event was edited, and click the Staff icon to see who completed the transition and the timestamp.

  

Undo the Transition

Use Undo when the entire event needs to be removed. Example: If you transitioned the patient to the incorrect level of care, the transition event should be removed entirely. Undo is only available when the transition is the most recent event, and no documentation is attached to that episode. 

• 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 transition event.

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

• If any documentation exists, the Undo option will not appear.

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

Final Note: To complete the Transition Clinical Level of Care and Program Workflow, make sure Change Level of Care and Program is enabled in your user profile.