Casefiles

Casefiles allow you to export a patient’s entire medical record as a PDF. This is helpful for any other situation where a patient's medical record needs to be exported and provided. This feature is beneficial when sharing records with third parties who need documentation from a particular phase of treatment.

Required Permissions: Casefiles can only be created by Super Admins or Records Admins.

Create a Casefile

To create a Casefile, first identify which version of the system your organization is using: Kipu Classic or Treatment Episodes.

Please select the tab that matches your instance format to review the appropriate instructions for creating a Casefile.

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  1. To access Casefiles in Kipu Classic, click on the patient's chart and select the Casefile icon.
     
  2. By default, all documentation that is completed will be included in the file. Click on the checkboxes for the items to include them in the casefile PDF.
  3. Customize: If you click Customize, you can choose to remove or reorder items in the package. Uncheck the boxes by the information you wish to remove. To reorder, click the six grey dots next to the item you wish to move and drag it to the desired spot. This feature can be enabled or disabled under Settings > Instances.
  4. When ready, click Generate.
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  1. To access PDF Casefiles in Treatment Episodes, navigate to the patient’s header and click on the Actions menu.

  2. Select PDF Casefile.

     

  3. In the Generate Casefile window, locate the section labeled Treatment Episodes listing the location, level of care, program, start date, and end date.

  4. Choose one or more treatment episodes by using the toggle button. 

     

     • Select a single episode to focus the casefile on that portion of care.
     • Select multiple episodes for a broader scope.
     • Select the Toggle All option to include every treatment episode.
  5. You can customize the package content in the PDF sections by toggling the documents tied to the selected treatment episode(s).
  6. Review the PDF Options section and adjust if needed.

  7. Click Generate to create the PDF casefile.

     Documents Included in a Casefile by Treatment Episodes

     The generated PDF will include any of the following documents linked to the selected treatment episodes. 

     Vitals Glucose Weight Height CIWA-AR CIWA-B COWS Medications Brought In

     Lab Orders Lab Requisitions Lab Results Orthostatic Vitals Rounds MAT Orders Evaluations

     Consent Forms Facesheet Insurance Forms Appointments Doctor's Orders Group Sessions Med Log

The system displays a green message when casefile is generating.

The casefile will generate. Depending on the size of the case, the generation can take several minutes to several hours. Once the casefile is complete, you’ll receive a notification in the EMR header.

 

You can view your casefile download progress and access completed casefiles from your Downloads tab.

Click on the link to automatically download the casefile to your computer.

Casefiles Definitions

PDF Sections

• Include Insurance Forms: Any Insurance verification forms or any insurance forms added to the patient facesheet (Information tab).
• Include Facesheet Notes: Any notes added to the patient information tab.
• Include PHI Forms: Forms in the Disclosure Log tab.
• Include Pending Forms: Any forms that have been added to the patient chart but haven’t been completed.
• If the Show incomplete group sessions in chart feature is enabled under Settings > Instance and the Include Pending Forms option is selected, group sessions in the In Progress and Pending Review statuses will be included in the casefile.
• Include Urgent Issues Forms: No longer supported
• Include Protected Tabs: Any tabs that you have made protected under Settings > Patients > Patient Processes will not automatically be pulled into the casefile unless you select Protected Tabs.
• Include Rounds Observations: Select this option to include the observation history from the Rounds tab.
• Include Golden Thread List: Select this option to include the Golden Thread List View tab in the Casefile along with the individual treatment plans.

PDF Options

• Page Numbers: Ensure the casefile has page numbers (e.g. 1 of 27 pages).
• Sort Chronologically: Override the sort order set in the Instance Settings to order everything based on date.
• Specify a Date Range: Only include a specific date range in the package.

You can customize the patient information that is displayed in the header of each page of the patient's Casefile. Click here for instructions. 

Casefile Settings

Casefiles are enabled in every Kipu Instance by default. In your Instance Settings, you can determine how to sort the order of the casefile documentation. 

To update your Casefile Sort Order:

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

3. Locate Casefile documents: default sort order. Use Ctrl + F (Windows) or Cmd + F (Cac) to quickly search the page.
4. Choose your preferred sort order from the drop-down.
   • Default: Sorts forms by tab order (e.g., Information, Pre-Admission, etc.)
   • Name: Sorts forms alphabetically regardless of tab
   • Date: Sorts forms chronologically regardless of tab
   • Status: Shows all forms in the open status, then in progress, then in review, then complete.
5. Click Update to save your changes.

Casefile User Permission Workaround

If you want someone who isn’t a Super Admin or Records Admin to be able to download a complete Casefile, we recommend creating a PDF Package that includes everything. 

The easiest way to do this is create a new PDF Package, following these instructions. Then for the Sections, Consents, and Evaluations section, please click the Select All boxes.

Note: Click here to learn more about Casefiles by Treatment Episodes