You can easily move patient information between different Kipu EMRs and/or Locations with Case Transfer. The most common types of transfers are:
- From one location to another within a master instance (no additional setup required);
- From one Kipu instance to another (additional setup required, please contact Support for more details);
- From the Kipu CRM to the Kipu EMR (CRM integration required, please contact the CRM team for more details).
Check out Chart Tracker
The functionality described in this article is the legacy method for transferring patient charts using PDF Packages and the Txfer option in the patient chart. We recommend using Chart Tracker instead, as this feature provides upgraded transfer and readmit options including the transfer of live documentation and completed consent forms.
User Permissions
Edit the user profile to add the transfer features. By default, Super Admins can manage outgoing and incoming transfers, however, all other users will need these features added to their profile.
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Transfer a Patient Chart
In order to send the facesheet to another location, follow the steps below:
- Open the patient chart you need to transfer.
- If you would like to include any prior documentation in addition to the facesheet, create a PDF Package or a Casefile before initiating the transfer.
- Once all attachments are ready, click on the Transfer icon in the right corner.
- Use the drop-down to select the location you are transferring the patient to.
- Click on each attachment that you want to include in the transfer. The attachment(s) should be highlighted, that's how you know the attachment will be transferred.
- Click the Send button to initiate the transfer.
- If the transfer is successful, you will get a green confirmation notification.
The most common issue that prevents a successful transfer is corrupted images in the Information tab (Like the Patient ID or Insurance cards). Re-upload or delete the corrupted image and re-attempt the transfer.
Accept the Transferred Chart
Super Admins and users with the Manage Incoming Transfers feature added to their profile will receive an incoming patient icon.
To accept the incoming facesheet:
- Click on the icon or navigate to your initials > Incoming.
- To view an Incoming patient record, click on Preview.
- Review the patient’s details.
- If the patient/client has previous episodes of care in your location, the system will try to match the transferred chart with existing charts and provide a Readmit button to link charts.
- For the Readmit button to appear, the patient's First Name, Last Name, and Date of Birth should match the chart in the system. For API pushes, we also match on External App Name and ID, if present.
- If the chart is transferred with a PDF Package or a Casefile attachment, you can review the file by clicking on the Link and decide if you want to include it in the new chart. To remove, click the X.
- Once ready, click on Readmit or Accept.
- You'll receive a green confirmation window when the new chart is created.
- The chart is created as a pre-admission item, it is not assigned to a Location and doesn't have an Admission Date or MR Number.
- Click on the patient's name to be redirected to a new chart. If the new chart has a transferred attachment, you can find it under Tx Hx tab. It may take up to 10 minutes for the Tx Hx tab to appear.
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