Preparing Your Team for Treatment Episodes

Treatment Episodes introduce a clearer, more unified way to support a patient’s care journey in your EMR. Rather than creating new charts as a patient moves between programs or locations, everything now stays within one continuous episode of care.

What This Means for Your Team

This change is meant to make everyday tasks easier and reduce duplicate work. Here’s how it supports your workflows:

• Less time spent on admissions and transitions — processes that once took multiple steps now take only a few clicks.
• Clearer clinical picture — everyone treating the patient sees the same care story.
• Reduced staff effort — workflows follow familiar patterns, with minimal retraining needed.
• Stronger documentation and audit readiness — one chart means fewer gaps and mismatches.

This guide supports everyone involved in the patient journey — Admissions, Clinical, Case Management, Billing, and Admin teams.

Start Here

Watch this quick introduction (2 min) to see what’s changing and why it matters.

Before Go-Live: Quick Preparation Checklist

1. Complete team training:
   1. Introduction Mini-Course (6 min)
   2. Kipu Academy Full Course (30 min)
2. Designate internal “go-to” champions to help reinforce updated workflows.
3. Review your Levels of Care in Patient Settings.
4. Add any missing Levels of Care, then select Update. 
   
5. Remove any locations that should not be linked to a Level of Care. 
   Important: Do not delete a Level of Care as this will negatively impact your reporting. If you no longer need a LoC, simply unselect all Locations to prevent it from appearing for selection.
   
6. Assign a Program to all patients in the facesheet, including those in the current census and those who have been discharged.

7. Assign the Clinical Level of Care to all patients, including those in the current census and those who have been discharged. This must be done through an evaluation form with the patient.level_of_care_clinical field.

   Critical: Assign Programs and Levels of Care to all patients before the transition. If these fields are left blank, they will appear as unassigned upon the transition to Treatment Episodes, and you will need to manually assign the Clinical Level of Care and Program using the Manage option on the facesheet. 

During Conversion

This table shows how familiar tasks translate to the new episode model:

Task	Previous Workflow (Classic)	New Workflow (Treatment Episodes)
Add a new patient	Via Scheduler or Patients tab	Click New Patient → Search → Create/Readmit*
Admit a patient	Facesheet or Evaluation form	Click Manage → Admission
Change Level or Care/Program	Edit Facesheet or add Evaluation for clinical level	Click Manage → Change Program/LOC
Transfer locations	Discharge and re-admit	Click Manage → Transfer Location
Treat client at multiple locations	Create duplicate chart	Click Manage → Add Location
Discharge from a Single Location - End Episode (if being treated at multiple locations)	Discharge form or update Facesheet	Click Manage → End Episode
Discharge from Care (across all locations)	Discharge form or update Facesheet	Click Manage → Discharge

*If your team accepts incoming treatment opportunities from the CRM, that workflow stays the same.

Who Will Notice the Change Most

Each team interacts with episodes differently:

• Admissions: New-patient creation and readmission now happen in the Manage Episode screen.
• Clinical Staff: Levels of care and programs are updated within a single chart.
• Case Managers: Transfers and multi-location treatment are simpler.
• Admin & Billing: Discharge and census management become clearer and easier to track.

After Conversion Configuration Checklist

After your EMR is moved to treatment episodes, please take the following steps:

1. Census Review: Review your census and confirm that every patient has an assigned Program and Level of Care.

   Important: If a patient appears as unassigned after conversion, use the Edit icon from the Admission episode to assign the Clinical Level of Care and Program.

2. User Permissions: Confirm the Allow Transfers permission is enabled for applicable staff.
   Note: Super Admins must review user permissions and enable the Treatment Episodes features, as these are disabled by default.
   
3.  Form Field Configuration: Verify that transfer-related forms do not use a Discharge Date field [patient.discharge_datetime]. Previously, to transfer a client between locations, you would have to discharge the client and re-admit them in the desired location. With Treatment Episodes, you can transfer the chart to a new location without needing to discharge first. 
   Action: Replace the Discharge Date field with a standard date field [datestamp] to prevent triggering an unintended full discharge.

4. Chart Tracker: Ensure Chart Tracker remains enabled, as it is required to support patient re-admissions.

5. Patient Chart Tabs: If your locations have different patient chart tabs, you will only be able to view documentation in the tabs that you have access to. If you have locations where you regularly transfer clients, you should have the same tabs for any documentation that needs to be shared with the chart.

6. Review existing workflows and align them with the new episode structure.

Resources: Training & FAQs

• Treatment Episodes Help Center
• Treatment Episodes FAQs
• Introduction Mini-Course (6 min)
• Kipu Academy Full Course (30 min)

Encourage staff to complete the Academy course to reinforce confidence and consistency.

Need Help?

Email [e-mail] for support.

Prefer hands-on assistance? A 3-hour guided implementation with a specialist is available for $675 — or free if your organization transitions to our new simplified pricing model. Click here to learn more or request a guided implementation.