Treatment Episodes: Transfer Location

The Kipu EMR allows you to transfer a patient’s chart from one location to another using the Transfer Location workflow while keeping all relevant information together. This workflow moves the entire chart, including all documentation, such as consents, evaluation forms, lab results, doctor's orders, assessments, treatment plans, medications, and others. 

Required Permissions: Super Admin, and users with Allow Transfer Location in their user profile. Click here to learn more about user permissions.

Transfer Location Video

Transfer a Patient’s Chart to a New Location

Follow these steps to transfer the patient's chart to a new location:

1. Select the desired patient and click Manage.
2. The Episode of Care Summary window displays the patient’s current location. In this example, the patient's chart is available in the Demo Detox location.
3. Click Transfer Location.
4. Alternatively, click the right side of the Manage icon and select Transfer Location from the drop-down list.
5. Assign the transfer date, select the new location, level of care, and patient program, then click Save.
6. 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 Adolescent Treatment location.

What Happens to the Patient's Chart in the Receiving Location? 

Once transferred, the patient’s chart updates as follows:

1. The patient appears in the current census of the new location retaining same MR number.
2. The Episode of Care Summary logs a Transferred event with the In Progress status.
3. 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.
   
4. Any newly added forms reflect the name of the new location.
5. The Doctor’s Orders/Med Log tab displays a med log warning, prompting users to acknowledge that orders have been carried over from a previous treatment episode before they can administer medications.

What Happens to the Patient’s Chart in the Transferring Location?

Once the patient’s chart is transferred, the following updates occur in the original location:

1. The Treatment Episode status is Completed.
2. The Med Log displays a warning to prevent medication administration at the original location.
3. The Episode of Care summary displays the treatment episode as Completed.
4. The patient’s chart is removed from the current census, but users can still search for the patient’s chart using the search bar.
5. After the transfer, you can still add or complete pending documentation in the completed Treatment Episode.

Edit the Transfer

• Open the Episode of Care Summary and click the pencil icon next to the undo icon to modify the entire transfer event.
• In the Edit Event Transfer window, enter the reason for the edit and click the Proceed to Edit.
• The system displays an Editing Transfer Location notice. This complete an episode in the current location. Select a clinical level of care and program for the new location, then click Save Changes.
• The edited transfer 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 transfer event was edited, and click the Staff icon to see who completed the transfer and the timestamp.

  

Undo the Transfer

Use Undo when the entire event needs to be removed. Example: If you transferred a patient to the wrong location, the Transfer Episode should be removed entirely. Undo is only available when the transfer is the most recent event, and no documentation is attached to that episode. Click here to learn more about the Episode of Care Summary.

• Open the Episode of Care Summary and click the Undo icon next to the Staff icon to remove the entire transfer 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 Transfer Episode using Move Records in Bulk from the Chart Summary>Treatment Episodes tab. Once the episode is documentation-free, Undo will reappear again.

Other Tools to Transfer Patients

If your facility chooses not to use the Treatment Episodes Transfer Workflow, you can still transfer a patient using traditional tools within the Kipu EMR.

Readmitting a Patient

Readmitting a patient allows users to create a new chart at the same or a different location. The user must have access to the selected location to complete the readmission. To learn more, click here to review how to use Chart Tracker.

Required Permissions: If the user has the Manage Chart Transfers feature enabled in their profile, they can create a new chart in a location they don’t have access to.

Using the Legacy Method

The legacy method allows users to transfer patient information between different Kipu EMR instances and/or locations. To learn more, click here to review how to use the legacy method.

Required Permissions: Users must have Manage Incoming Transfer and Manage Outgoing Transfer enabled in their user profile.