MAT Overview

The MAT section of the knowledge base covers how to set up and use MAT-specific functionality within your Kipu EMR Instance. MAT articles have been broken out into the following sections based on MAT workflows.

MAT Pump Medication

The MAT Pump Tab is designed to make it easy to manage the daily pump processes, change medication, and maintain optimal pump performance.  

• MAT Pump Medication: Recommended Daily Workflow: This is a walk through from opening the methadone bottle at the start of the day to closing at the end of the day. 
• MAT Pump Tab Overview: Include the daily pump processes.
• Start of Day Procedure [Pump Meds]: Prior to dispensing, each user must prepare the pump by emptying the cleaning solution, opening the medication, and priming the medication.
• Pump Calibration: This optional process allows you to verify that the proper amount of medication is being dispensed. 
• Change Bottle and Transfer In [Pump Meds]: Simultaneously close and open MAT medications when the quantity remaining is low. This feature can also be used to transfer the remaining medication to a different bottle.  
• End of Day Procedure [Pump Meds]: At the end of the treatment day, empty the medication and clean the pump.  
• Update Pump Mode (Manual/Automatic): Troubleshoot pump connection issues, missing pump tabs, and update pump mode.

MAT Non-Pump Medication [OTP]

• MAT Non-Pump [OTP] Medication: Recommended Daily Workflow: This is a walk through for accurate dispensing, bottle management, and documentation for non-liquid medications. 
• MAT Non-Pump Medications OTP Overview: Review accurate dispensing, safe storage, and compliant handling of all non-liquid MAT medications.
• Start of Day Procedure [Non-Pump Meds] OTP: Complete the Start of Day process before any non-liquid medication can be dispensed. 
• Change Bottle or Transfer In [Non-Pump Meds] OTP: Close or Transfer a non-pump MAT medication and open another one in a single workflow.
• End of Day Procedure [Non-Pump Meds] OTP: Close a medication bottle used during the day and return to Inventory.

Manual Pumps without Konnector

• Manual Pumps without Konnector: Manage pump medications with a manual dispensing pump.

MAT Order and Dispensing Workflow

MAT Order Types

Providers can create the following MAT Order types for the patient based on their treatment needs. 

• MAT Order and Dispensing: Recommended Daily Workflow: Complete overview of the Medication-Assisted Treatment (MAT) Order and Dispensing workflow.
• MAT Orders Overview: Overview of the most common MAT orders prescriptions.
• Templates: MAT Orders: MAT Order Templates streamline the order entry process.
• Standard MAT Order: Standard Orders provide a consistent dose per day. 
• MAT Titration Order: Titration Orders allow you to create a MAT Order with an increasing dose. 
• MAT Taper Order: Taper Orders allow you to create a MAT Order with a decreasing dose.
• MAT Interval Order: Interval dosing allows a medication to be dispensed at a specific interval. This is commonly used for medication like Vivitrol, where the injection only occurs every 28 days.
• MAT Orders: Physician Signature: If an order is created in the EMR by a user who isn't a provider, the order will require a signature. These orders can be reviewed and signed from the Physician Dashboard.

Dispensing Workflow

• Dispense the Ordered Doses: A current and active MAT Order is required to dispense doses. The available doses appear in the Doses to Dispense section of the patient's MAT Order.
• Deny a Dose: You can deny administering a dose as needed. Common scenarios include if the patient has an abnormal lab result or patient comes into the facility visibly intoxicated. 
• Re-Dispense Doses: If there was a problem with dispensing, a spill, or another type of issue, doses recorded as dispensed can be re-dispensed until midnight on the day of dispensing.
• MAT Flags: Flags applied to the patient chart can prevent the medication from being dispensed until the flag has been resolved or indicate the patient is due for a drug screen. 

Manage MAT Orders

• Navigating MAT Orders: Learn how to navigate the MAT Order tab on the patient chart and review key order details. 
• Navigating the MAT Log: The MAT Log tab displays a patient’s complete dosing history.
• Exception Orders: Once a MAT Order has been entered, Exception Orders can be created to dispense additional doses to the patient, as needed.
• Change a MAT Order: Create a Change Order to update the patient's current MAT Order.
• Discontinue a MAT Order: Discontinuing a MAT Order essentially cancels the order and prevents future dosing. After discontinuing an order, the provider can create a new order, if needed.
• Notification for MAT Orders: New, Changed, and Discontinued: this feature enables automated system notifications to alert designated staff when a MAT order is created, changed, or discontinued.
• Manage Patient Phases: Phases are a set of requirements that are assigned to the patient to allow them to build trust with the facility. As patients progress through their MAT treatment phases successfully, they can be given more responsibility by allowing them a greater number of take-home doses.

MAT Inventory

• MAT Inventory Overview: Information on managing your MAT medication inventory and non-pump medication workflows within the Kipu EMR. 
• Receiving MAT Inventory: Learn how to receive pump and non-pump medications into your MAT inventory. Medications received as MAT Inventory has special characteristics that differentiate them from non-MAT medications.
• Transfer Inventory Between Locations: Medication Inventory (including MAT Medications) can be transferred to other locations using the Transfer to Another Location transaction type.
• Allow Transfers Between Different Lot Numbers: Allow users to consolidate remaining pump medication into any bottle of the same medication even when the bottles have different lot numbers. It also supports returning pre-poured units to an open bottle.
• Return to the Manufacturer or Return to Reverse Distributor Transactions: Record exactly what happened to the medication.
• MAT Inventory: Witness Signature Workflow: You can assign a Witness to every transaction logged in MAT Inventory. These Witnesses must sign off on the transaction before the medication can be reconciled. 
• End-of-Lot Waste Procedure for Pump Medications: When switching between Methadone bottles from the same lot, left-over medication can be safely transferred to a newly opened bottle from the existing lot. However, when a facility has used all methadone inventory from a specific lot number, a special End of Lot Waste procedure must be performed to prevent cross-lot contamination.  
• MAT Inventory and Pumps: Special Scenarios
• Recording Manual Dispenses [Power/Internet Outage/Event]: Kipu EMR allows users to record doses that were manually dispensed during a power outage, internet loss, or another event when the EMR or pumps were not functional.

Unit Inventory Dispensing

• Inventory: Unit Inventory Dispensing Overview (MAT): The Unit Inventory module streamlines this process by allowing facilities to prepare, store, and dispense medications.
• Unit Inventory Settings: Unit Inventory settings can be configured per location, giving facilities flexibility to use different workflows at different sites.
• Unit Inventory: Unit Dispensing: Create dispensing sessions for MAT medications and pre-pour unassigned doses for a selected date range.
• Unit Inventory: Current Unit Inventory: Display all doses prepared [pre-poured] during a Unit Dispensing session, but have not yet been given to patients.
• Unit Inventory: Past Unit Inventory: Display all units given to a patient, spilled, wasted, or returned to inventory.
• Unit Inventory Dispensing Feature: Allow facilities to prepare units and assign them directly to patients.
• Unit Inventory Dispensing with Dispensed Unassigned Doses Feature Enabled:  Prepare doses based on the expected patient volume and store without any patient-specific information.
• Dispense Unit Inventory Doses to Patients with Stop Dosing Flags: Pre-pour doses with no restrictions, even when a patient has a Stop Dosing flag.
• Unit Inventory Report: Review a summary of all units in the safe by unit amount and medication strength.

MAT Queues and Kiosk

The Queue feature allows staff to check patients in and out, track waiting times in each queue, complete documents, medicate patients, change orders, and complete other actions to expedite their workflows.

• Queues & Kiosk: Recommended Daily Workflow:  recommended workflow for managing patient arrival using Queues and Kiosk in Kipu EMR. 
• MAT Queues Overview: check patients in and out, track waiting times in each queue, complete documents, medicate patients, change orders, and complete other actions to expedite their workflows. 
• Check Patients into the Queue: Staff can use Queues to manage patient flow throughout their visit from check-in to check-out.
• Manage Patients in Drug Screening Queue (Labs Interface):  This Queue is for facilities that have a Lab Integration.
• Manage Patients In Standard Queue [MAT]: The system automatically opens the Patient Processes tab (not Dosing or Drug Screening queues).
• Queue Display and Announcements: Queues are displayed in a facility lobby or waiting area on a TV or other electronic device. 
• Queue Settings [MAT]: Set up and customize Queues for your facility.

MAT facilities can take advantage of the EMR's self-service Kiosk, allowing patients to check themselves into the facility.

• Kiosk Overview and Settings:  EMR's self-service Kiosk.
• Kiosk: Patient Check-In Process: Allow patients to check themselves into the facility.
• Kiosk Appointment Types for Check-in Settings:  Configure Queues to automatically check the patient into a specific Queue based on their scheduled appointment type(s).
• Flags for Kiosk: Create flags alerts to the patient chart and report on them.

MAT Call Backs

• Call Backs Overview: Diversion control tool to schedule and complete random medication counts for their patients.
• Scheduling a Patient Call Back: Patients are contacted at random for Call Backs once per quarter and given 24 hours to come into the clinic with their medication(s).
• Completing the Call Back Form: Learn how to complete the Call Back form.
• Flags for Call Backs:  System-generated flags automatically added to the patient’s chart when the patient is scheduled for a Call Back.
• Current Census Tab:  Lists each patient with specified medications on the current census.
• Past Call Backs Tab: List of all past patient Call Backs with results.
• Patient Chart: Call Backs:  Review the call backs for specific patients from that patient’s chart.
• Call Backs: SMS Consent Forms: Before SMS messages can be sent to a patient, complete and sign a SMS Consent form. 
• Call Backs: Configuration and Settings: configure MAT and non-MAT Medication for call backs.
• Flag Settings: Call Backs: configure system-generated flags that are automatically added to the patient’s chart when the patient is scheduled for a Call Back.

MAT Reports

• MAT Reports Overview: The following reports are available to help you report on your MAT activities. 
• MAT Reconciliation Report: Review all transactions related to a specific medication type. Used for many facilities to review daily inventory at the start and end of the day, this report is also valuable for completing an inventory review when requested by compliance agencies.
• MAT Pump Calibration Report: Provides visibility into calibration activity across all medication pumps in your instance.
• OTP Dispense Summary Report: This report lists all doses dispensed on a given day and may include medication totals and patient signatures. Generates a daily dispensing report, eliminating manual calculations, exports, and external documentation. Reports can also be electronically signed and printed for compliance and recordkeeping.
• MAT Inventory Transactions: Review recent transactions on MAT medications. This report includes extensive filter options, allowing you to quickly can obtain the appropriate data based on the facility protocols.
• MAT Log Report: View all MAT dosages across patients, allowing facilities to view reports from specific timeframes and export them as needed to review all the MAT dosages. 
• MAT Orders: The MAT Orders report lists all MAT orders across all patients for the selected timeframe. This report can be exported for additional insight if needed. 
• MAT Flags: View all flags assigned to patient charts and take actions such as resolving, acknowledging, and canceling flags all in one view.
• MAT Queues: View average queue times by location and queue type, with details on individual patient visits including check-in and check-out times, processing times, waiting times, and total duration. This report can help facility administrators to improve facility operations and decrease patient waiting times. 
• MAT Phases: Compare patient attendance data against phase requirements based on the facility's internal protocols. This report provides an overview of the patient’s phases including historical requirements metrics.  
• MAT Clinical: This robust report allows users to choose from a broad range of data fields to build customized reports. Combine MAT-specific data fields with patient, contact, insurance, and care team data fields, creating diverse reports for many different needs. 
• Patient Ledger: The Patient Ledger Report lists all charges, payments, and adjustments posted for patients, allowing facilities to review outstanding balances from specific timeframes and export them as needed.

MAT Settings

MAT Settings

• MAT Settings Overview: MAT Settings allow Super Admins to configure the main MAT elements in their EMR instance once the MAT functionality has been enabled by a Kipu staff member.
• MAT Medications: Create Non-pump Medications, Pump Medications, and Strength Combinations from this tab.
• Settings: MAT Tab: Configure duration for start and end day procedures, dosing signature requirements, quantity refill preferences, and manual dosing. 
• MAT Inventory Settings: The Inventory Settings section of the MAT setting tab allows users to customize the available MAT Reconciliation report types and medication remaining threshold.
• MAT Location Settings: Manage location-specific settings for each of your MAT Locations including MAT Order settings, Unit Inventory, the Lighthouse Central Registry Integration, the Opioid Maintenance Therapy Report, and Medication Label Instructions.
• MAT User Permissions: Review MAT access based on roles and features. 
• Konnectors: MAT Automatic Pump: Learn how to configure the automatic pump for dispensing liquid methadone within the EMR.
• MAT Label Printers: Super Admins can configure the label printers for facility use.
• Scheduled Closure Dates: Schedule days when the facility will be closed. Patients expected to return to the facility during those closure dates will have take-home doses automatically scheduled within their MAT Order, allowing them to be dispensed at the window on a date prior to the closure.
• Configure Phase and Rules: Let's review how to set up and customize your facility phase rules required to advance to the next phase of treatment. 
• MAT Flags Settings: Learn how to configure patient flags for MAT facilities, including stop-dose, no-show, and random drug-screen flags.
• MAT Patient Identifiers: Learn how to enable and configure MR, Patient ID, and Central Registry ID.  
• Add Patient Ledger (Billing tab): Create a Patient Ledger tab.
• Add Phases Tab: Create a Phases tab.
• Add MAT Orders Tab: Create the MAT Order tab.

Zing Dispensing Robot

• ZING® Dispensing Robot Overview: ZING® robotic technology transforms how methadone doses are prepared in clinics by connecting to existing methadone pumps and working directly with the dosing workflow in the system.
• Setting Up the Dispensing ZING® Robot: The integration must be properly configured including enabling the feature, adding the robot, and assigning permissions.
• Kipu Recommended Daily ZING® Workflow: The automated dispensing robot is designed to streamline medication preparation, improve accuracy, and support efficient clinic workflows.
• ZING® Queue and Order Management: ZING® Queue provides a centralized, real-time view of dose preparation across all patients, giving users greater control and visibility into the dispensing process.
• ZING® Pump Maintenance and Robot Workstation: The robot includes a built-in workstation used for pump maintenance and configuration tasks.
• ZING® Inventory and Labels: ZING® integrates with Kipu inventory and labeling workflows while maintaining existing system behavior.
• ZING® Responsibilities and Troubleshooting: Review the responsibilities handled by Kipu and by ZING® Robot (Opio Connect).

MAT Troubleshooting 

• MAT Pump Troubleshooting: Resolution when pump communication errors occur.
• MAT Pump Bottle Error Messages: Resolution of diverse bottle error messages.
• Troubleshooting MAT Orders and Dispensing: Resolutions for common issues with orders and dispensing. 

MAT Integrated Billing

For organizations that utilize our integration with Kipu RCM, MAT billing is now available. Click here for more information on configuring your integration for MAT billing.