PDF Packages

PDF Packages allow you to easily pull patient chart information into a convenient package. Unlike Casefiles, you can choose exactly which content goes into your PDF Packages. 

These PDFs are helpful in many scenarios, including:

• Transferring the patient to a different facility
• Pull medical records for a court case
• Filing an audit for a denied insurance claim

Required Permissions: Users must have the Manage PDF packages feature in their user profile to create PDF packages from this tab. Users who simply need to review what is included in a PDF package can be assigned the View PDF packages feature. However, don’t assign both permissions to the same user. These will conflict and limit the user’s access. 

Create a PDF Package

To create a PDF package, first identify which version of the system your organization is using: Kipu Classic or Treatment Episodes.

Please select the tab that matches your instance format to review the appropriate instructions for creating a PDF package.

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  1. Click on your initials and choose PDF Packages.
     
  2. From the PDF Packages tab, click New.

  3. Name your PDF package. This is the name the user will select when generating a PDF package from the patient’s chart.

     

     • Set the Owner. This defaults to the person creating the package and can be used to limit who can use/edit this package using the Editable by and Viewable by options. 
     • Check the Enabled box. This ensures the Package template is available for use.

  4. Next, determine who can edit this package and who can view (use) this PDF package. Use the checkboxes to select the sections you’d like to include in the package.

     

  5. If you selected the Consent Forms or Evaluations sections, be sure to select the desired documents from the related columns.
     • Grayed-out consents or evaluations indicate that the template has been disabled. You can still add these to your PDF packages to capture any past documentation using this disabled version of the form. 
     • When done, click Save PDF Package at the bottom of the screen.
  6. Next, click Edit on the package you just created. This will allow us to set the order for each item within the package.
  7. Use the drag icons (click and drag) on each of the selected items to reposition their package order.
  8. Use the checkboxes to select the Sections you’d like to include in the package.
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  1. To access PDF Package in Treatment Episodes, navigate to the patient’s header and click on the Actions menu.

  2. Select PDF Package.

     

  3. In the Generate PDF Package window, select the PDF Package from the drop-down list.

  4. Choose one or more treatment episodes by using the toggle button. 

     

     • Select a single episode to focus the package on that portion of care.
     • Select multiple episodes for a broader scope.
     • Select the Toggle All option to include every treatment episode.
  5. You can customize the items in PDF Sections and PDF Options by setting the toggles to on for the documents you want to include from the selected treatment episodes.
  6. Review the PDF Options section and adjust if needed.
  7. Click Generate to create the PDF package.

The system displays a green message when PDF package is generating.

Depending on the size of the case, generation can take several minutes to several hours. Once the PDF package is generated, you’ll receive a notification in the EMR header.

You can view your PDF package download progress and access completed PDF packages from your Downloads tab.

Note: PDF packages with more than 500 pages will be broken up into multiple documents and downloaded as zip files to avoid errors and to make them easier to open and navigate through.

Click here to learn more about PDF Packages by Treatment Episodes. 

Customize PDF Headers

You can customize the patient information that is displayed in the header of each page of the patient's PDF package. Click here for instructions. 

Create a PDF Package of a Patient’s Chart

Let’s review how to create a PDF Package of the Patient’s Chart using the PDF Package template. 

1. Open the patient chart and click on the PDF Package icon.
2. Select a PDF Package from the drop-down. These are templates created by your organization.
    
    
3. Some boxes will be selected by default. Click on the other items to include them in the PDF Package.
   • Include Pending Forms: Select this option to include forms added to the patient chart that haven’t been completed yet like Consents and Evaluations. By default, only completed forms are included in PDF Packages.
     • If the Show incomplete group sessions in chart feature is enabled under Settings > Instance and the Include Pending Forms option is selected, group sessions in the In Progress and Pending Review statuses will be included where relevant (such as PDF packages including the Group Sessions and/or Chart Summary tabs).
   • Include Golden Thread List: Select this option to include the Golden Thread list.
   • Page Numbers: Ensure each PDF page is numbered (e.g., 1 of 27 pages). 
   • Sort Chronologically: Override the manual sort order applied when the package was created and ensure that each item is added based on when it was completed.
   • Add Date Range Filter: Only include a specific date range in the package.
   • Customize: If you click Customize, you can choose to remove or reorder items in the package. Uncheck the boxes by the information you wish to remove, and click the six grey dots next to the item you wish to move, and drag it to the desired spot. This feature can be enabled or disabled under Settings > Instances.
4. Click Generate. Once the PDF Package is complete, you’ll receive a Download badge in the header and access the PDF Package from your Downloads tab.

Create a PDF Package of a Specific Tab

Quickly create PDF Packages of all the forms contained within a tab on the patient’s chart. 

1. From the patient’s chart, open the tab containing the forms you want to make into a package.
2. Click on the PDF Package icon.
3. From the drop-down, select Forms in Current Tab.
   
4. Review your options, such as determining whether you want to include non-completed forms or customize order/contents, and click Generate.
5. The PDF Package will generate. 
6. You can view your PDF Package download progress and access completed PDF Packages from your Downloads tab.