Creating an Intake
From the Intake tab, you can enter demographic, referral and insurance information for a newly referred client. This creates the client record after which additional visit and billing activities can be documented. You can also create an Intake from the Clients tab of the patients chart.
Information entered within the intake module appears in various other areas throughout the system, such as the Start of Care (SOC), the 485, and billing. Not all the information fields are required.
When entering a new intake, potential patient matches appear with ordered results from most to least likely. After you select a potential intake match, the intake fields are populated with the previous demographic information. It is important to review all potential patient matches to prevent duplicate medical records being created.
To create an Intake, do one of the following:
Click Intakes, review the list of client names to be certain the referral is not already initiated. If you find the client record is initiated, click Edit next to the client name to access the referral.
Click Add to start a new client referral.
Click Clients, click Cancel, click Patient Case Record Search and click New Intake.
Select Branch, select Time Zone if needed, select Line of Business, and select Location.
Enter the Referral Source. Complete the following:
Click Select Referral Source/Contact and type a few letters of agency name, select agency and click Accept.
Enter the Referral Date and Time.
Select Source of referral.
Enter Patient Attributes.
Enter Previous Provider Information.
Click Add Patient Contacts and complete the fields.
Click Add Patient Professional Contacts and enter additional professional contacts (non-physician) such as Dentist, Attorney, or Religious Leaders and click Accept.
Click Add Physician and select Physician. Type the first the first letters of the last name, highlight and select physician and click Accept.
Click Add Insurance and complete the fields.
Complete the following:
Clinical patient instruction field, enter patient instructions and diagnosis.
Services requested - Mark all services to be provided per the referral documentation.
Service information - Enter the Start of Care Date.
Click Complete.
The County must be completed for your OASIS document to load correctly.
When adding a patient Physician, after selecting a physician name and returning to the Add Physician field, you can update physician information. You cannot update the NPI or PECOS Information, as this information should only be updated under configuration after confirming physician information.
The patient Primary Physician must be marked as Primary Physician before creating the SOC assessment.
Patient instructions entered with Intake push into the client chart under Client Details, Demographics.
Diagnosis description entered with Intake push into the Client chart under Case Details, Diagnosis.
Determine who in your organization is responsible for entering and verifying information and at what point in the process these tasks are done.
If you ignore patient matches, you could create a duplicate patient. This creates billing and other issues.
The patient search lists ordered potential patient matches from most to least likely and fields highlight where an exact match is identified.
When the clinician completes the initial admission and determines it is a viable admission, it is recommended to Complete or Accept the Intake. Failing to mark the Intake as completed keeps the Case Type as "Intake" rather than "Open" and is not included in the active census numbers.
If the Intake does not result in an admission, the Intake should be Rejected. The Patient no longer appears in the Client Search list and any patient data is hidden but remains within the system.