Transfer Workflow

The Transfer workflow makes it easy to transition patients between substance use treatment programs in the same Kipu instance. For example, a transfer might be from a location offering a higher level of care to a location with a lower level of care, or to a location with more specialized care. Since the locations share patient data and records, external referrals are unnecessary, making the process more efficient.

Required Permissions: Admin, Tech, Therapist, Case Manager, Nurse, Doctor, Biller, Record Admin, and Super Admin.

Transfer Workflow Video

Best Practice Workflow Steps

Let's review Kipu EMR's best practice workflows to prepare for a transfer.

1. Add the ASAM Transfer evaluation using the centralized documentation icon to determine the level of care change, and add the criteria met, and clinical judgment information.
   
2. Set the anticipated discharge date in the facesheet. 
   
3. Schedule transportation to the new location.
   1. Best Practice: Use the Scheduler feature to book the transportation and intake appointment at the location receiving the patient.
      
4. Aftercare Plan and Documentation: Complete all documentation in the initial chart that will be transferred to the receiving location, including the Biopsychosocial Assessment, History & Physical, Releases, and other records repeated during admission at the receiving facility.
5. Close Out Ledger Items: Settle financial transactions in the Patient Ledger and provide documentation to the receiving facility.
   
6. Enroll in Alumni Group: Assign an Alumni Coordinator to the patient’s Care Team and use the Patient Portal to maintain communication, provide updates, and conduct regular check-ins.
1. Note: Facilities may enroll transferring patients in an Alumni Group at the original location, especially when moving to a lower level of care to maintain regular communication, share updates on events, and help patients stay connected with staff and peers. 
7. Ensure the patient has appointments with a Primary Care Physician or another provider.
8. Doctor’s Orders Discontinued or Approved to Continue on Discharge/Transfer: The patient should be given their physician-approved medications, including any refills. A physician must give special permission before any controlled substances can be dispensed to the patient.
9. Return personal belongings to the staff assigned to transport the patient.
10. Add the Discharge Summary evaluation using the centralized documentation icon and enter the discharge type and date of discharge.
    
11. Transfer the patient using Chart Tracker and transfer live forms being sure to include the anticipated admission date.
    
12. Discharge the patient in the Kipu EMR and ensure that all outstanding documentation pending the patient's signature is collected in the Discharged Patients tab.
    
13. Use the Unenroll Outcomes Measurement assessments to prevent duplicate assessments at the receiving location.
    
14. The patient leaves initial location and arrives at the transfer facility to complete the admission process.