Configure Phases and Rules

Track treatment requirements for MAT patients with phases. Let's review how to set up and customize your facility Phase rules required to advance to the next phase of treatment.  Click here to learn more about patient phases and phase assignments. 

Required Permissions: This feature is only available for MAT facilities and can be configured by Super Admins. 

Video Instructions

Creating Phase Pathways  

Each location will have its own set of Phases, called a Pathway. This allows each location to determine its own requirements based on internal and state protocols.   

1. To begin, click on your initials and then click Settings. 
   
2. Then click the Phases tab.

3. Next, click on the Add Pathway button.
4. Fill out the information in the Add Pathway pop-up window.
   • Name: Enter the desired pathway name. 
   • Enabled: To enable the pathway, check the Enabled box.
   • Pathway Type: The system automatically names this field MAT.
   • Location: Choose a location for this pathway. Only one location can be selected per pathway. However, you can easily copy a pathway from an existing location to a new location to speed up the creation process.
5. Click Save. 

Creating Phases 

Once you have created a Pathway, the system will prompt you to build each phase and set up the associated requirements, including take-out dosages, drug screens, group sessions, individual sessions, normal lab results, duration, and maximum duration.  

1. From the Phases tab, and select the Pathway name from the left sidebar.
2. Click on the Add Phase button.  
   
    
3. Complete the Add Phase section:
1. Enter the desired phase name in the Name field. This name will appear on a patient’s MAT order.
2. Enable the phase by clicking on the Enabled box. If this box is left unchecked, the phase won't display in the MAT Order
3. In the Duration field, enter the minimum number of Days, Weeks, or Months a patient must remain in that phase.
4. Enter an optional maximum number of Days, Weeks, or Months a patient can remain in a phase using the Maximum Duration field.  These fields are not required and can be left blank.
5. Use the Comments field to document comments that will only be visible to other users in your facility.
4. When done, click Save.
5. Next, create the other phases for your program by repeating this process. 
6. Once you've created your phases, use the next set of instructions to add rules to each of the phases.

Creating Phase Rules 

Once you've created a Phase, set up the rules and requirements that determine when patients are eligible to move to the next phase of treatment. 

Available rules include: 

1. Take Out Doses: The total number of take-out doses a patient is eligible to take home during this phase.
2. Drug Screen: The required number of drug screens to be completed at the specified frequency. 
3. Group Session: The total number of group sessions attended or hours spent in group sessions required in this phase. 
4. Individual Session: The total number of individual sessions attended or hours spent in individual sessions required in this phase.
5. Normal Lab Result: The total number of consecutive normal lab results that must be received to advance to the next phase. 

You can only set each rule once per phase. We’ll explain how to create each rule type in their own sections below. 

Take Out Doses 

For take-out dose rules, set the total number of doses the patient is eligible for during this phase.   

1. To begin, click on the + sign located next to the phase name.   
   
2. Click on the Add Rule button.
3. Name your take-out doses rule and check the Enabled box to make the rule available for use.
4. Select Take Out Doses from the Rule Type drop-down.
5. Enter the total number of Total Take Out Doses the patient is eligible for in this phase. The Metric field is the system default and cannot be edited.
6. Once you have completed the rule, click the Save button. 
7. The Take Out Doses rule has been created and is available for review in the rule section. If you need to make changes and update the rule, click on the rule name. If you wish to remove the rule, click on the red x.
8. The system will ask you to confirm that you want to delete the rule.

Drug Screen  

For this rule, configure the total number and frequency of the drug screens required in this phase. 

1. To begin, click on the + sign located next to the phase name.  
   
2. Click on the Add Rule button.
3. Name your rule and check the Enabled box to make the rule available for use.
4. Select Drug Screen from the Rule Type drop-down.
5. Set the Number of Screens the patient needs to complete in this phase and choose the desired frequency from the drop-down.
6. Select the metric the facility uses to measure the drug screenings.
• Kipu Labs: By selecting Kipu Labs, the system will automatically count the total number of drug screenings received based on the facility lab integration.
• Evaluation: If chosen, use the drop-down to select the evaluation form your facility uses to record the patient’s drug screen.
7. When you’re done, click the Save button.
8. The Drug Screen rule has been created and is now available for review in the rule section. If you need to make changes or update the rule, click on the rule name. If you wish to remove the rule, click on the red x.
9. The system will ask you to confirm that you want to delete the rule.

Normal Lab Result 

This rule allows you to configure the total number of consecutive normal lab results required before the patient is eligible to advance to the next phase.  

1. To begin, click on the + sign located next to the phase name.  
   
2. Click on the Add Rule button.
3. Name your rule and check the Enabled box to make the rule available for use.
4. Select Normal Lab Results from the Rule Type drop-down.
5. Enter the total number of required consecutive normal lab results the patient must receive during this phase.
6. Click on the Save button. 
7. The Normal Lab Result rule has been created and is available for review in the rule section. If you need to make changes or update the rule, click on the rule name. If you wish to remove the rule, click on the red x.
8. The system will ask you to confirm that you want to delete the rule.

Group Sessions 

The Group Session rule allows you to configure the total number of group sessions (or hours) required to be completed before the patient can qualify for the next phase. 

1. To begin, click on the + sign located next to the phase name.  
   
2. Click on the Add Rule button.
3. Name your rule and check the Enabled box to make the rule available for use. 
4. Select Group Session from the Rule Type drop-down.
5. Use the Count Type drop-down to choose between Count (the number of sessions attended, such as 7 sessions) or Hours (the number of hours attended, such as 7 hours).
   1. When Count is selected, enter the number of group sessions required for the selected interval (e.g., Weekly).
      
   2. When Hours is selected, enter the number of hours required for the selected interval (e.g., Monthly).
      
      
6. Select the metric the facility uses to calculate group session attendance.
   • Kipu Groups: By selecting Kipu Groups, the system will count the total number of group sessions attended by the patient as recorded in the Group Sessions feature. 
   • Evaluation: If chosen, use the drop-down to select the evaluation form your facility uses to record group session attendance.
7. When done, click Save. 
8. The Group Session rule is now available for review in the rule section. If you need to make changes or update the rule, click on the rule name. If you wish to remove the rule, click on the red x.
9. The system will prompt you to confirm that you want to delete the rule. 

Individual Sessions 

The Individual rule allows you to configure the total number of individual sessions (or hours) required to be completed before the patient can qualify for the next phase. 

1. To begin, click on the + sign located next to the phase name.  
   
2. Click on the Add Rule button.
3. Name your rule and check the Enabled box to make the rule available for use. 
4. Select Individual Session from the Rule Type drop-down.
5. Use the Count Type drop-down to choose how you want to measure individual session completion, by the count of sessions attended (e.g., 3 sessions) or by hours attended (e.g., 3 hours of sessions).
   1. When Count is selected, enter the number of individual sessions required for the selected interval (e.g, Weekly).
      
      
   2. When Hours is selected, enter the number of hours required for the selected interval (e.g., Monthly).
      
      
6. Evaluation is the only available metric to calculate individual session attendance. Use the drop-down to select the evaluation form your facility uses to record individual session attendance.
7. When done, click Save. 
8. The Individual Sessions Rule is now available for review in the rule section. If you need to make changes or update the rule, click on the rule name. If you wish to remove the rule, click on the red x.
9. The system will prompt you to confirm that you want to delete the rule. 

Copying Pathways

You can quickly copy phases and their related rules to a new location to speed up the Pathway creation process.

1. Locate the Pathway you'd like to copy. Click the Copy Pathway button.
2. You can adjust the pathway title and choose the location to assign the pathway to.
3. Once a pathway is copied to the location, you can quickly make any adjustments to the phases or rules as needed. 

Phases Reporting 

Report on patient attendance data and phases, including historical requirement metrics with the Phases Report. Click here to learn more. 

Tips for Phases

• Every Rule, Phase, and Pathway can be Enabled/Disabled by clicking on the name of the item and toggling the Enable checkbox.
• Make sure you've added the Phases tab to the patient chart. Click here for instructions.
• The default phase rules configured in the Pathway are assigned to a patient when the patient is assigned a phase in a MAT Order. However, Patient Phase requirements can also be individually configured on a patient’s chart in the Phase Chart.
• Phase rules do not restrict an ordering practitioner in any way when entering MAT Orders. They are populated on the MAT Order for reference only.

Process Steps

You can click through the process for Phases and Rules Settings in the simulation exercise below. If you have a hard time seeing the steps, click on the Fullscreen button