Settings: Instance Tab

Your Instance Settings act as the control center for your Kipu EMR account. This section allows you to manage which features, tabs, and other components are included in the Kipu EMR.

Looking for a specific setting? Use Ctrl + F (Windows) or Cmd + F (Mac) and enter your search terms.

When you make any changes, always be sure to click Submit at the bottom of the page to save any changes you have made. This page does not have auto-save.

1. To access Instance Settings, click on your initials and select Settings.
   
   
2. Choose the Instance tab.

   

There are Instance Settings defaults to manage Rendering Provider behavior on ancillary services. These settings apply to users with an integrated billing solution and can only be configured by a Kipu Staff Member. Please contact Support to request updates.

User Settings

This setting is enabled by default. When enabled, all users can modify their user profile details like name, title, email, etc. When disabled, only Super Admins and users with the Manage Users feature enabled can modify user profile details. Other users will only be able to alter their passwords and enable or disable the Sign with PIN option.

PDF Settings

Use the Provider Settings to customize what patient information appears at the top of each page of an exported PDF package or casefile for all locations and enable or disable PDF package customization.

• To customize patient information, click Select Patient Information to make your selection.
  • The patient's full name and MR number will always be selected and cannot be removed. Use the checkboxes to determine which other information will appear, then click OK.
• To enable or disable pdf package customization, check or uncheck the Allow on-demand cleanup/customizing PDF Package and Casefile results box.
• When the show diagnosis on group sessions setting is enabled, the diagnosis (at the time of the group session) will be included when printing group notes or saving them as PDFs.
  

Autocomplete Services

Autocomplete services use pre-built databases that undergo continual maintenance. These options are helpful for managing your insurances, diagnosis codes, and medications. These services are included at no additional cost.

• Kipu Insurance Service: this list—compiled by several clearinghouses—allows you to pick from a standardized list of insurance carriers when completing verification of benefits (VOB) or adding the patient’s insurance in the facesheet.
  • Facesheet insurance selection: This setting is only available when the Kipu Insurance Service is enabled. Select one of the following from the drop-down: 
    • Allow free-typed insurances: Allows the user to select the insurance from autocomplete (including payors configured under Settings > Payors) or free type a custom insurance of their choice.
    • Allow free-typed insurances and add them to custom payors list: Allows the user to select the insurance from autocomplete (including payors configured under Settings > Payors) or type any custom insurance of their choice. When the user types in a custom text, the system will prompt them to choose whether they want to add this as a new option to Settings > Payors or not. We recommend this setting only for clients using a Lab interface without an integrated Billing interface (e.g., CMD, Avea, or HL7).
    • Only allow insurances from autocomplete: Require users to select the insurance from the autocomplete list only. Super Admin can add custom options to the insurance autocomplete under Settings > Payors if needed.
    • Only allow insurances from custom payors list: This requires users to select insurance from one of the options configured under Settings > Payors. This option is recommended for all clients with CollaborateMD integrated billing.
• Enable ICD/DSM Service: Check this box, then choose which categories of ICD-10 Diagnosis Codes you want to be available for selection.
  • Use specific codes only: This ensures that only specific, billable codes can be added to the patient record.
• Medication Database: When entering an order, or creating an order template, you can select from standard medication names, dosages, and dosage types, as published by the FDA.

System Options

System Options allow you to enable key features and customize how they work within your instance. 

• Use shift reports: Enables the Shifts functionality, which allows staff to log notes about occurrences during their shift.
• Use group sessions: Enables the Group Sessions functionality, which allow users to create, schedule, assign, and document on Group Sessions.
  • View individual group sessions (AZ): For Arizona facilities, the feature allows the user to view individual notes for (the way they show up in the chart) all patients in the Group Session view.
  • Show group session attendees/absences in chart: Shows total number of present and absent patients for each group session in the chart's chart.
  • Show preferred name in sign in sheet: When enabled, the Print sign-in sheet area for each group session will display the patient's preferred name + last name initial instead of first name + last name initial. 
• Use Occupancy: Enables the Occupancy functionality, allowing you to track and manage your patient population.
• Enable Faxing: Turns on the Fax to Pharmacy feature, allowing you to fax prescriptions to a pharmacy directly from the patient’s chart.
• Enable free-form diagnosis codes: This allows the user to enter free-text diagnoses.
• : This feature displays medications with available packaging options in the Dispense Amount field and includes a new Day Supply field.
• Allow free-form medication names: This allows the user to enter free-text medications.
• Enable Patient Ledger: The patient ledger allows you to track charges and patient payments directly on the patient chart.
• Enable Patient Signature on Ledger: Enables a button on a ledger that allows you to collect the patient’s signature on transactions.
• Show attendance: Enable the Attendance Tracker to manage patient attendance and absences. 
• Use Portal: Enable the Kipu Portal allowing you to share documents and files with patients. This replaces the legacy Kipu Messenger. 

• Show in MARs & Doctor's Orders (Vitals, Orthostatic Vitals, Weight, Height, Glucose, CIWA-Ar, CIWA-B, COWS): Displays the selection in Doctor’s Orders, MARs/Med Log, in Evaluations, and Rounds.
• Use Target Body Weight: Track the patient’s weight goal alongside their actual weight.
• Enable Abnormal Vital Sign Warnings: When enabled, any vital signs that fall outside of the defined ranges will highlight in red. Choose to use the default ranges provided or enter your own.

• Show DEA in: For physicians with a DEA (Drug Enforcement Agency) number added to their user profile, you can choose to display this number in the following sections:
  • Group Sessions
  • Evaluations
  • Doctors Orders
• Enable MARs Generation by Orders: Controls whether or not MARs will be generated for active orders.
  • Require MAR Patient Signature: Requires the patient signature when a medication is observed/administered.
  • Require MAR task Not Done comment: Requires a typed comment when No is selected on a medication administration row on the MAR.
  • Require New Orders Acknowledgement: Requires nurse acknowledgment to ensure that staff reviews newly submitted orders before charting them in the MARs. Click here to review the full workflow.
  • Observation Status: Choose from the following options for documenting in the Med Log:
    • Mark MARs observed/administered based on roles: Doctors and Nurses will document as administered, and Techs will document as observed.
    • Mark all MARs as observed: All roles will document as observed.
    • Mark all MARs as administered: All roles will appear as administered.
    • Mark all MARs as patient reported: All roles will document as Patient reported to [user documenting].
    • Important: For Master Instances, these fields can be configured separately by Location. By default, each location is set up to inherit the Instance Setting. If you would like to change this, navigate to Settings > Company Settings > Edit Location. 

• Order duration type: Choose a default order duration type. This impacts how duration is counted for medication administration frequency:
  • 24 Hour: Defines a day as 24 consecutive hours from the start day and time of the order.
    • Example: An order is entered on 6/1 at 11:00 am with a 3-day duration and a frequency of every 8 hours. This means the order will run for 72 consecutive hours (3 days x 24 hours) starting at 11 am (i.e., the start time of the order) and will run for 13 hours on the ordering day, 24 hours on the 2nd day, 24 hours on the 3rd day, and 11 hours on the 4th day before expiring.
      • Looking at our example, the medication will be given at 11am and 7pm on 6/1, at 3am, 11am, and 7pm on 6/2, 3am, 11am, and 7pm on 6/3, and 3am and 11am on 6/4 before expiring. 
  • Calendar day: Defines a day as the span from 12:00 AM to 11:59 PM.
    • Example: An order is entered on 6/1 at 11:00 am with a 3-day duration and a frequency of every 8 hours. This means the order will run for 61 consecutive hours starting at 11 am (i.e., the start time of the order) and will run for 13 hours on the ordering day, 24 hours on the 2nd day, 24 hours on the 3rd day, then expire. 
      • Looking at our example, the medication will be given at 11am and 7pm on 6/1, at 12am, 8am, 4pm on 6/2, and 12am, 8am, 4pm on 6/3 before expiring. 
        
    • Please note that Taper Orders will only behave as Calendar Day regardless of the instance setting selected.
• PRN Medication Administration Interval: Configure the amount of time at which a PRN medication with an interval frequency prior can be given early, if at all. Your options are:
  • After half of the required time interval has elapsed
  • Up to 120 minutes before the next dose: When selecting this option, type in the number of minutes (0 to 120) before the next allowed dose.
  • Important: For Master Instances, the PRN Medication Administration Interval field can be configured separately by Location. By default, each location is set up to inherit the Instance Setting. If you would like to change this, navigate to Settings > Company Settings > Edit Location. 
• Enable MARS Warning for Early Dose: When charting a medication on the Med Log the system will provide a pop-up warning message if the scheduled administration time is in the future. This message must be dismissed before the medication can be marked as administered. Type in the number of minutes before administration time that is allowable. Beyond that, a warning will appear. 

• First Response PRN & Scheduled: This feature allows you to document efficacy and adverse reactions to medications. The First Response button will show up on the first Observed/Administered dose of an order on the Med Log/MAR. 
  • Ongoing Response PRN & Scheduled: Document efficacy and adverse reactions on all doses of scheduled and PRN medications.
  • Ongoing Response PRN only: Document efficacy and adverse reactions on all doses of PRN medications.
  • Ongoing Response Scheduled only: Document efficacy and adverse reactions on all doses of scheduled medications.
    • Minutes Until Response: For each of the above settings selected, set up a specific number of minutes before the medication's response requires documenting. This will appear in the Med Pass on the dashboard when this time interval has elapsed.
  • Important: For Master Instances, this set of medication reaction fields can be configured separately by Location. By default, each location is set up to inherit the Instance Setting. If you would like to change this, navigate to Settings > Company Settings > Edit Location. 
• Enable Messages Service: Controls whether or not the internal EMR Messaging Service is operational.
• Outcomes Measurement: Enable standardized outcomes assessments, programs, and reporting.  
• Show Timezone in Locations Picker: For users with a Master Instance, this allows you to see the timezone when selecting a location from the Locations drop-down.
  
• Use Facility Inventory: Enable inventory that is managed at the facility. 
• Use Patient Inventory: Enable inventory that is managed for patients. 
• Transfer from Facility Pharmacy: When both Facility and Patient Inventory are enabled, the feature allows transferring medications from Facility inventory to Patient inventory and back.
• Default for replenish alert: Auto-calculates the replenishment amount (for both inventory levels) when a new medication is added to the inventory. The replenish alert appears next to the medication once the remaining amount of that medication is less than the replenish amount. This can be set to 10%, 20%, 30%, 40%, or 50%.
  • Important: For Master Instances, this set of Inventory fields can be configured separately by Location. By default, each location is set up to inherit the Instance Setting. If you would like to change this, navigate to Settings > Company Settings > Edit Location. 

• Verify Facility Inventory on Medication Order Entry: Displays available facility inventory that matches the Medication entered when creating or editing an Order.
• Use Flags: This feature allows you to create critical, warning, and information flags to assign to patients. 
• Use Queues: Enable this feature to create custom, color-coded workflows to manage patients. 

Dashboard Options

The Dashboard Options section allows you to control Case Load tabs and default sort orders for the Dashboard.

• Display in Dashboard?: Controls whether or not case managers, primary therapists, primary physicians, and primary nurses (main Care Team) see patients listed in their respective Case Load tabs on the Dashboard.
  • Primary Therapists: Enables the functionality of assigning caseloads and assigned group sessions.
  • Case Manager: Enables the functionality of assigning caseloads.
  • Primary Physician: Enables the functionality of assigning caseloads.
  • Primary Nurse: Enables the functionality of assigning caseloads. Click here to learn more about Dashboard Nurse Review. 
  • Current Census Order: Set the sort order for the Current Census tab on the Dashboard to Alphabetical, Admission Date (Newest First), or Admission Date (Oldest First).
• Discharged Patients Order: Set the sort order for the Discharged Patients tab on the Dashboard to Alphabetical, Admission Date (Newest First), Admission Date (Oldest First), Discharge Date (Newest First), or Discharge Date (Oldest First).

Patient Options

Patient Options allows you to customize patient-specific settings within your KIPU Instance.

• Patient String: Customize the way you refer to your patients (e.g., Client, Resident, Participant, etc). Always make sure you use the singular form of your choice and capitalize the first letter.
• Patient Name Format: Choose your organization's preference for displaying the patient’s name.
• MR Number String: Customize how you want to label your Medical Record Number (e.g., MRN, Chart #, Record #, etc.).
• Enable Patient ID: This field is typically used in MAT facilities to uniquely identify the patients while maintaining privacy. This field can remain the same across multiple episodes of care while a patient's MR Number will change each time a new chart is created for the patient. 
• Use State ID: This setting can be used to collect the patient's State ID like a driver's license or for the Opioid Maintenance Therapy integration.
• Use CID: Enable this setting if you are integrated with the Central Registry for your MAT facility. This is a unique ID that allows you to report the patients in your current census with their doses to the Central Registry. 
• Print LaserBands: Print patient information onto Laserbands from the patient chart. 
  • Print LaserBands Offset Values: Adjust how the label information appears when printed. 
  • Table Offset: Adds padding BETWEEN the header label and grid labels.
  • Header Top Offset: Adds padding to the TOP of the header labe
  • Header Left Offset: Adds padding to the LEFT of the header label.
  • Grid Height Offset: Adds padding to the BOTTOM of each grid label.
  • Grid Width Offset: Adds padding to the RIGHT of each grid label.

• Print Patient Photos?: Controls whether or not the patient photo is printable from the EMR.
• Require SSN?: Makes the patient social security number required. This should be enabled for organizations with a billing integration.
• Use Gender (male/female)?: Controls whether or not the patient Information tab (facesheet) lists the individual’s gender (unnecessary for single-gender facilities).
  • Use gender identity?: Enables KIPU's Gender Identity functionality.
• Use Ethnicity and Race Information?: Includes race and ethnicity fields in the patient Information tab (facesheet).
• Use Payment Methods for Patient?: Allows users to select from custom payment methods on the patient’s facesheet. This is required to be enabled for billing integrations. 
• Therapist String (singular): Customize the way you refer to your therapists (e.g., Counselor, Advisor, Coach). Make sure you use the singular form of your choice and capitalize the first letter.
• Provider String (singular): Customize the way you refer to your service providers. Always make sure you use the singular form of your choice.
• Use Sobriety Date for Patients: Enables the patient’s sobriety date field in the patient Information tab (facesheet). When used, the facesheet will display a days-since-sobriety counter; also, the Statement of Medical Necessity for Lab Testing will include a sentence referencing the days-since-sobriety.
• Show Level of Care: Choose how to display LOC to best match your facility’s workflow. Options include: Show Clinical and UR LOC, Show UR LOC, Show Clinical LOC, or Hide LOC.
• Show Pre-Admission Status for Patient: Controls if the patient’s pre-admission status appears on the patient Information tab (Facesheet) once they have been assigned an MR number.
• Use Patient Programs: Create different programs (e.g., IOP, OP, PHP, Holistic) within your Instance. Programs are customized by your organization and can impact your billing integration.  
  • Title for Patient Programs: Enables you to customize how you refer to Patient Programs.
• Use Patient Statuses: Enables the Patient Statuses functionality.

• Create Unknown Referrer in Contacts: When checked, this option allows you to create new referrers from the facesheet. When unchecked, you will be restricted to the selection of existing referrers.
• Enable Patient Contact Details: Enabling this checkbox provides fields for patient contact first and last name, as well as more detailed address fields, and the Lab Testing section on the facesheet for the entire instance. Both single and master instances can enable this feature here, but locations in master instances can override this setting for individual locations. To enable this setting for a single location, check out this article. 
• Validate evaluations when signing: When enabled, the system will automatically review all fields (strings, text boxes, checkboxes, etc.) in every evaluation form when signed.
• Allergies Validation for Forms (Always required for Med/Lab orders): You won’t be able to complete the selected form types (evaluations or consents) until the patient’s allergies are added to the patient’s factsheet (or no known allergies is selected).
  • Require for evaluations: Check to require allergy documentation prior to adding evaluations. 
  • Require for consent forms: Check to require allergy documentation prior to adding consent forms. 
• Casefile documents: default sort order: Defines the document sorting order for the Casefile PDF. Options are:
  • Default: This is the order that forms appear in the chart (tab order e.g., Information, Pre-Admission, etc.)
  • Name: Alphabetically
  • Status: Shows all open forms, then in progress, then in review, then complete.
  • Date: If a form does not have one of the 3 Evaluation Date fields listed below, it will appear in the Custom Sort order after the dated forms.
    • Evaluation Date
    • Evaluation Date/Time
    • Evaluation Start and End Time
• Use rounds: Enable this feature to document the location and status of patients in the desired intervals and include vitals (optional).
• Use patient tags: Enable this feature to mark a patient chart with custom tags and create the search filters based on those tags.
  • Allow Tag Creation from Facesheet: Enable this setting to allow any user to create new tags from the patient chart. Disable this setting to require users to select from a list of tags created by Super Admins.
• Chart Tracker: Enable this feature to manage readmits, transfers, and transfer live forms.
• Enabling this feature disables the ability to change patient locations once an MR # has been created and documentation has been created.
• Include diagnosis when transferring via Chart Tracker?: If this setting is enabled, diagnosis codes from the current chart will not be retained and the new chart will have no diagnosis codes. If this setting is disabled, diagnosis codes from the current chart are retained and will be present on the new chart created by the transfer. 
• Evaluation Copy: This feature allows users to copy evaluation form content to a brand new version of the same form in one click.
• Use chart check: Enable this feature to create a to-do list of patient documents that need to be completed. 

• Quick Text: Enabling this feature allows you to assign the Manage Quick Text role to users so that they can create and use Quick Text. 

• Require reason when deleting forms?: Enable this feature to require the selection of a reason for deletion when deleting a form.

Patient Overview: List View Options

Enabling these options displays Level of Care and Insurance on the List view of the Patients page.

To access the List view, click on the List icon on the Census.

Hardware Options

This function tells Kipu whether or not to look for your compatible signature pad.

Enterprise Scheduler

When these options are enabled, you can use the Scheduler feature, and enable or disable Telehealth and Text Communications. 

• Enable Scheduler: Can only be enabled by a Kipu Staff Member
  • Once the Scheduler is enabled, all Group Session Templates, Group Session Schedule Templates, and assigned client Group Session Schedules will automatically migrate to the Scheduler. You will not have to manually process the Group Session import.
  • Additionally, when Scheduler is enabled, Group Sessions will be automatically enabled, and you will be able to mark them as Telehealth sessions.
• Enable Workflow View: Can only be enabled by a Kipu Staff Member. Enables you to view appointments in columns by status. You can move them through the various statuses by dragging and dropping them into different columns.
• Enable Telehealth: The Telehealth option must be enabled before you can conduct telehealth sessions in Scheduler.
  • When you enable the Telehealth feature, you will see the following message.
  • Click Agree to accept and finish enabling the feature. Additionally, make sure you click the Submit button at the bottom of the page to save all changes.
  • You can click on the clock icon to view the Enable Telehealth History.
  • The pop-up window shows the date and time of any changes, whether the status was changed to Enabled or Disabled, and the name of the person who made the change.
  • When you disable the feature, you will see the following message.

  •  Click Agree to accept and finish disabling the feature. Additionally, make sure you click the Submit button at the bottom of the page to save all changes.

  • All existing telehealth appointments will be converted to regular non-telehealth appointments.
• Enable Text Communications: This feature must be enabled before you can send SMS messages through Scheduler.
  • When you enable the Text Communications element, you will see the following message.
  • Click Agree to accept and finish enabling the feature. Additionally, make sure you click the Submit button at the bottom of the page to save all changes.
  • You can click on the clock icon to view the Enable Text Communications History.
  • The pop-up window shows the date and time of the changes, whether the status was changed to Enabled or Disabled, and the name of the person who made the change.
  • When you disable the feature,  you will see the following message.
  • Click Agree to accept and finish disabling the feature. Additionally, make sure you click the Submit button at the bottom of the page to save all changes. You will no longer be able to send SMS messages through Scheduler.

Calendar

The following calendar settings are related to the legacy Calendar. If you are no longer using Calendar you will not see this section.

• • Use calendar: Enables the Calendar in the Schedules tab.
  • Use Telehealth: Check this box to create sessions with a telehealth session link (via Zoom).
    • Telehealth Contact Email Address: Add an email address that will appear in the Zoom invitation email for invitees. 
  • Ignore Notes during Export: Do not include the notes field when exporting the appointment details.