Create a New Patient with the CRM + EMR + RCM Integration

Creating new patients with an admitted treatment episode has never been easier with the Kipu RCM and EMR integration.

For information on creating a patient in the RCM only, click here.

User Permissions

Let's review the user permissions required to create a new patient using the CRM + EMR + RCM integration!

In the EMR	In the RCM
There are multiple user types in the EMR that can add and manage patient information. For more information on these roles, click here.	Managing Organization Admins and Organization Admins can create and manage patient profiles. User-level profiles require additional permissions before accessing or editing any patient information. For more information on user roles and permissions, click here.

Profile Types

There are two types of patient profiles in the RCM: Prospective and Admitted.

Patient Type

Patient Demographics

VOB and U/R Creation

Patient Billing Features

Prospective (Pre-Admit)

Both profile types include a record of all patient demographic information.

Admitted Patients require an admission date/time and diagnosis.

Both profile types allow for checking eligibility and creating U/R Plans.

Admitted Patients require the demographics to be filled out completely before a U/R plan can be created.

Both profile types allow for the recording of patient payments made in advance directly in the RCM.

Admitted

Workflow

Click below to learn how to create patients in Kipu!

Let's review how to create an admitted patient using the EMR + RCM integration.
1. In the EMR, navigate to the Patients tab and click New.
  - Note: The name of this tab can be customized, so your second tab may be labeled “Clients” or something else, depending on your organization's nomenclature.
2. Enter the required patient demographics:
  - Rep on Intake Call: The user who enters the information can be updated if needed.
  - Referrer: Indicate if the patient was referred by selecting the referrer from the list (pulls from your Contacts page). This information can be added later if needed.
  - Required to Contact: Check this box if the referrer must contact.
  - First, Middle, Last Name: Enter the patient's name. Note: Only the first and last are required.
  - Admission Date: Indicate the patient’s admission date and, if available, the time of admission.
  - Location: Select a location for this patient's chart. Typically, this is where they will be treated.
3. Then click Add Client.
4. In the patient's chart, click Edit Patient.
5. Scroll to the section that includes demographic information, and enter information in the following fields:
  - Birth Sex
  - Diagnosis
  - Date of Birth
  - Current Address information, including the Street, City, State, Zip Code, and Country.
6. When complete, click Create MR Number. This action will create an MR Number and send the patient's chart information to the RCM, where an Admitted Patient profile will be created.
Let's review how to create a prospective patient in the RCM!
1. In the EMR, navigate to the Patients tab and click New.
  - Note: The name of this tab can be customized, so your second tab may be labeled “Clients” or something else, depending on your organization's nomenclature.
2. Enter the required patient demographics:
  - Rep on Intake Call: The user who enters the information can be updated if needed.
  - Referrer: Indicate if the patient was referred by selecting the referrer from the list (pulls from your Contacts page). This information can be added later if needed.
  - Required to Contact: Check this box if the referrer must contact.
  - First, Middle, Last Name: Enter the patient's name. Note: Only the first and last are required.
  - Location: Select a location for this patient's chart. Typically, this is where they will be treated.
3. Then click Add Client. This will automatically send a record of the patient's chart to the RCM as a Prospective Patient.

Send to Kipu RCM Errors

The following errors may appear when clicking Send to Kipu RCM on the patient facesheet. These indicate the patient was not successfully sent.

Error Message	Resolution
Patient state is missing or invalid	Add the state to the patient address and resend.
ICD-9 code is invalid	Replace with a valid ICD-10 diagnosis code.
Cannot insert duplicate key row in object 'dbo.Patients' or 'dbo.Treatment Epsiodes'	Contact support to resolve this issue.
Missing admit date	Add an admit or anticipated admit date.
No birthday specified	Add the patient’s date of birth and resend.
Duplicate patient or episode exists	This error occurs when a patient with the same first name, last name, and date of birth already exists in the Kipu RCM. Because the patient already exists in the EMR and the RCM, please search the EMR or the RCM to locate the previously created patient record and use that existing record.
The conversion of a datetime2 data type to a datetime data type resulted in an out-of-range value	Someone has entered a date that is very far in the past (ex: entering 0202 instead of 2002) This could be for the Admission Date or Date of Birth. To resolve, enter a valid date. Note: If the Insurance Effective Date is invalid, please contact Support for assistance.
You do not have access to this record	This error occurs when the API user added to the Kipu RCM Konnector doesn't have access to the RCM. This can occur for two reasons: The password on the konnector is incorrect: In this instance, please reset the password for the API user in the RCM, then update the Password field in the Konnector. The API user wasn't configured correctly in the RCM: Please contact Support for assistance.
Cannot create a Treatment Episode for a patient without a specified Birthday	An admitted patient was sent to the RCM without a birthday. To resolve, update the patient’s facesheet with the date of birth and then click Send to Kipu RCM.
Invalid Authorization Header	Verify RCM Konnector credentials.
Another user has modified this record. Please try again.	This occurs when a user is editing a patient in RCM at the same time the ADT is being sent. To resolve, try clicking Send to Kipu RCM again.
Patient must be discharged from the previous Treatment Episode before creating a new episode	In the RCM, you cannot have two concurrent treatment episodes for a patient at the same practice at the same time. The patient needs to be discharged from the previous treatment episode before the new one can be created.
Object reference or parsed_response error	Contact support to resolve this issue.
Exception Error: undefined method 'parsed_response' for nil:NilClass.	The EMR was unable to connect to the RCM. Please contact Support for assistance in resolving this issue.

Helpful Hints

Click below to learn about common scenarios and how to address them!

1. To convert a pre-admit patient to an admitted patient, navigate to the patient's chart and click Edit Patient.
2. Next, locate and click Admission Date to generate the calendar for selecting the admission date, then click Done when complete.
3. Finally, follow steps 5 and 6 in the Admitted Patient Workflow to complete the process.
Click here to learn how to add and modify insurance information in the RCM.
If a prospective patient was created under the wrong EMR location or RCM practice, follow the steps below before admission.
1. Open the patient chart and select Edit Patient.
2. Scroll to the External App section and click Delete External App.
3. Next, select the correct Location from the Location drop-down.
4. Remove location history using the Hx button and confirm.
5. Next, click the X to remove the wrong location then click OK to confirm the deletion.
6. Follow the instructions outlined here to recreate the patient's insurance profile and recreate the patient's profile in the RCM.