Set Up Recurring Assessments [Evaluations]

The Recurring Assessments feature can be used for the forms that you need to populate within the patient's chart repeatedly at specific intervals. Any evaluation form can be set as a recurring assessment and automatically populate within the chart.

Let's review how to set up and use recurring assessments.

Create a Recurring Assessment

Super Admins and users with Manage Templates or Manage Templates - Consents and Evaluations can add recurrence to an existing form or create a new evaluation specifically for recurring assessments, as needed. 

1. Navigate to Templates > Evaluations.
2. Click on the Edit icon to add recurrence to an existing form.
3. You can also create a new evaluation as needed.  
4. Check the Recurring box to enable recurrence for this evaluation.
5. Set up the recurrence schedule:
   • Daily Start Time: select the time the first form for the day is populated.
   • Interval in minutes: Enter the number of minutes from 30 to 1440 to set the frequency. If your frequency is in hours, you need to convert it to minutes, e.g. 4 hours is 240 minutes, you need to enter 240 in the Interval in Minutes field.
     • Note: Recurring forms can only be populated with intervals less than 24 hours (1440 minutes).
   • Show as Daily Overview: Check this box to add all completed forms for the same day into a single evaluation form with the results for each of the completed assessments added as a table within that form.
     • This is how all the forms completed for a single will display in the patient chart tab when the Show as daily overview box is checked.
     • If it's not checked, each form will be added as its own evaluation line item.
6. Make sure the template is Enabled.
7. Click Update to confirm that any changes have been saved. 

Create a Manage Recurring Assessments Form

Super Admins or Users with Manage Templates or Manage Templates - Consents and Evaluations can create a form that allows end-users to manage recurring assessments for the patients using the patient.recurring_forms field type.

Important: Without this form, only Super Admins or Records Admins can assign or unassign Recurring Assessments. 

1. Navigate to Templates > Evaluations.
2. You can edit an existing form you need to add the field to or create a New Evaluation.
3. Click Add item at the end of the form.
4. Select the Field type: patient.recurring_forms.
5. This field can be incorporated in any form (e.g. Nursing Assessment) or used as a stand-alone form with only one field to manage recurring assessments. 
   • Note: You can only use the field type once per evaluation form.
6. After the template has been created/updated, any user who has access to manage forms and whose function matches the form's signature requirements will be able to add the form and use it to manage the recurring forms:
   
7. When the form is added to the patient chart, you'll be able to view the names of the recurring forms set up for the location.

Enable Recurring Assessments for the Patient

Before recurring forms can be added to the patient's chart, they need to be enabled. There are two ways to enable recurring assessments for the chart, depending on your user role.

Super Admins/Records Admins

Super Admins or Records Admins can enable recurring assessments within the patient's facesheet.

1. Open the patient chart and click Edit Patient from the Information tab.
2. Check the Enable recurring assessments box, then choose which assessments should be enabled for this patient using the related checkboxes.
3. Next, add the first form to the chart to kick off the recurring schedule.
4. Select the tab containing the form and click Add Form.
5. Choose to add the previous or next interval, based on your needs. The interval time is calculated based on the Recurrence start time and the interval. For example, if the form's recurrence start time is 2 pm with an interval of every 6 hours, the previous interval at 2:00 pm is going to be 8 am and the next interval will be at 8 pm.
6. Complete the form just like any other.

End Users

All other users don't have access to the Recurring Assessments section on the facesheet, so they must use the manage recurring assessments evaluation form (as described above) to enable or disable the management of recurring assessments.

1. From the patient chart, open the tab where the recurring assessment management form has been assigned.
2. Click Add form.
3. Click Add on the form.
   
4. After the form is added, check the recurring evaluations that need to be enabled for the patient.
5. Next, add the first form to the chart to kick off the recurring schedule.
6. Select the tab containing the form and click Add Form.
7. Choose to add the previous or next interval, based on your needs. The interval time is calculated based on the Recurrence start time and the interval. For example, if the form's recurrence start time is 2 pm with an interval of every 6 hours, the previous interval at 2:00 pm is going to be 8 am and the next interval will be at 8 pm.
8. Complete the form just like any other.

Use Recurring Assessments in the Chart

Once the necessary recurring assessments are enabled for the patient, any user who has access to manage forms and whose function matches the form's signature options, within the template, will be able to complete the form.

1. Once the "first" evaluation is added, the additional forms will populate automatically based on the template's frequency (e.g., every 360 minutes a new form will be automatically added to the patient chart tab for completion).
2. Moving forward, users need to complete and sign the forms as with any other evaluation form.
3. All recurring forms have a default option to mark if the patient is off-premises.

Ending Recurrences

It's imperative to turn the recurring assessment off as soon as you no longer need them to be automatically added to the patient chart. If you don't turn off the recurrence, the forms will continue to add to the chart tab indefinitely. 

To end a recurrence:

• Super Admins/Records Admins: Uncheck the specific form, or uncheck Enable Recurring Assessments from the patient facesheet to turn off all recurring assessments and prevent additional ones from being assigned to the patient. 
• End Users: All other users can edit the manage recurring assessments form and uncheck the assessments that should no longer recur.