Using Treatment Phases

Treatment phases help identify distinct periods of care, separated by a discharge.

About Treatment Phases

At any point in time, on the Intake tab of the Demographics form, an Intake or Patient's Status may be Active or Discharged. The care provided to a Patient between their initial admission and their first discharge is considered Treatment Phase 1. If once discharged, the Patient is readmitted to your clinic, they will begin Treatment Phase 2.  

Discharging a Patient

To discharge a patient from ClinicTracker, go to Patients > Demographics > Intake tab. 

  • Click the Status dropdown and change the status from Active to Discharged. 
  • In the Key Dates section, click the Discharge Date from the date picker. 
  • Click Save. 
  • You will be asked if you want today to be the discharge date in the compliance record. 
  • Click Yes or No. 
  • You will be offered the chance to end active Staff and Program Assigments for the Patient.
  • Click Yes or No.
  • You will be offered the chance to remove the Patient from scheduling groups, scheduling group wait lists, and future scheduled events.
  • Click Yes or No.
Note: When patients are discharged, their records will remain in the system. However, their names will not display in the Find form by default. You will need to click the Show Discharged checkbox on the bottom right of the Find form to include discharged names in the results. Discharge patients will be displayed in the Find Form with an asterisk.

Readmitting a Patient (Phase 2)

While many patients will be admitted to your clinic and permanently discharged following treatment, some may return. To avoid the duplication and extra work involved in creating a new record each time a patient returns, ClinicTracker creates what are called Phases of Treatment. The original admission and discharge represent Phase 1 of treatment. 

 

To Readmit a Patient go to Patients > Demographics.

  • Locate the Patient in the Find Form and be sure to click the Show Discharged check box.
  • Click Readmit Patient on the top toolbar. 
  • You will be asked to confirm that you want to create a new Phase of Treatment.
  • Click Yes or No.
  • To finish creating the additional Phase, modify any existing information, complete all required fields, and save.

  • Once you complete this process, you will see an additional menu item on the top of the Demographics form labeled Treatment Phase.

  • When you click on Treatment Phase, a list of all the available Treatment Phases for the current patient will be displayed. To toggle between Phases, simply select the Phase you wish to view from that menu.

Note: Whenever a patient has multiple Treatment Phases, the Treatment Phase Menu will show at the top of all data entry forms. If a Phase item is grayed out, it is set as type Intake and therefore cannot receive the paperwork.

Transfer Records From Different Treatment Phases

If you are an Administrative user, you can transfer records from different treatment phases. To do this, go to a paperwork item, for example, Paperwork > Treatment Plan >  Treatment Phase > Change Phase of Current Record.

  • You will be aksed if you would like to change the treatment phase of this record.
  • Choose Yes, and you will be able to select the appropriate phase from the drop-down box. 
  • When you choose OK, you will receive a confirmation message that your record has been transferred.

Transfer Records to a Different Patient

In some scenarios, you may need to transfer records and treatment phases to a different patient. For example, if you accidentally save a record with an incorrect Treatment Phase and an incorrect patient. 

 

To transfer a record to a different patient go to the paperwork record and click File > Transfer Record to Different Patient.

  • Click the binoculars to select the correct patient to transfer to. 
  • Select the Treatment Phase.
  • Click Transfer Record. 

Only Show Current Phase Goals in Progress Note

Clicking the Pick From Tx Plan button on a Progress Note will normally find the Goals and Objectives from the most recent Treatment Plan, regardless if it was from a previous phase of treatment. Enable this setting to only search within the current Treatment Phase.

 

To enable this setting, go to Admin Config > Options > General: Treatment Plan Options.

  • Click the check box that says Only Show Current Phase Goals in Progress Note.
  • Click Apply.
  • Click Ok. 
More About Demographics

Creating a Demographics Record

Completing the Demographics Tab

Managing Demographic Requirements

 

 

 

 

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