Introducing the New Patient Layout

  • Updated

Limited Access: This updated layout is currently in beta testing with a select group of clients. We'll begin rolling out to additional organizations in the coming weeks.

We’re simplifying Avea patient management, by combining prospective and admitted treatment episodes under a single patient profile. This new workflow introduces the concept of a prospective treatment episode, allowing you to collect more prospective patient information upfront, ultimately making it easier to generate a complete patient treatment episode upon admission.

New Patients Layout

The new Patients page contains a single list view of your patients—both prospective and admitted—with the addition of a new Episode Status filter (all, prospective, or admitted) making it easier to quickly locate the patient by type. 

Add Prospective Patients

Let's review the new wizard for adding a prospective patient treatment episode. 

  1. Click Add New Patient
  2. The first section of the wizard allows you to collect Patient Details

    At minimum complete:

    • The patient's First Name and Last Name.
    • Gender is not required but will need to be added at some point to resolve the Patient must have a specified Gender TODO alert.
    • The patient's Birthday.
    • Select at least one Associated Practice

    Click the Next: Add Treatment Episode button to continue.

  3. The Add Episode section allows you to choose whether you want to create a Prospective Episode or an Admitted Episode. Choose Prospective Episode

    At minimum:

    • Select a Practice
    • Enter the Anticipated Admit Date. 
    • Add at least one Diagnosis Code. You can use the + button to add additional diagnosis codes. 

    Next, you have two options:

    • Choose Add Patient and Episode Only to finish creating the prospect without insurance details.
    • Choose Next: Add Insurance to move to the next step in the wizard and add the prospect's insurance details.
  4. From the Add Insurance window, you can include the patient's Medical, Home, and Behavioral payer.

    All fields on this page are optional. 

    • Enter the policy's Effective Date
    • Use the Payer field to select an insurance. By default, the first payer added is the patient's Medical payer. 
    • If you would like to add the Home Plan or Behavioral Payer, please use the related links. 
     
  5. Additionally, this new view makes it very simple to add new payers to the practice. Simply select the radio button for New Payer or New Paper Payer and complete.
  6. Next, you have two options:
    • Choose Add Patient, Episode, and Payer Only to finish creating the prospect without Policy information.
    • Choose Next: Add Policy Info to move to the next step in the wizard and add the prospect's insurance details.
  7. The last section allows you to add the patient's insurance policy details:

    At minimum:

    • Add the Insurance ID
    • Select the Patient Relationship to Insured
    • If the relationship is not Self, please complete the First Name and Last Name fields for the subscriber. 

    Click Finish to create the prospective treatment episode.

  1.  

Patient Billing

For clients who have purchased Patient Billing, as soon as the prospective treatment episode is created for the patient, you have access to the Patient Billing tab. The only tab that won't be available is Services. From here, you can collect payments prior to admission.

Admitting a Prospective Episode

To admit the prospective patient using the prospective treatment episode you've already created:

  1. Locate the patient and click to open their chart.
  2. From the Treatment Episode, click Admit.
  3. This opens the Admit Episode window, which walks you through adding the missing treatment episode information, insurance, and policy information, if not already added.
  4. From the Admit Episode section:

    At minimum:

    • Select the A/R Classification for this patient. 
    • Add their Admit Date. This will prepopulate with their previously entered Anticipated Admit Date.
    • Enter the Patient's Street Address, City State, and Zip Code. While this field isn't required, you will need to add it at some point to resolve the To do: Treatment Episode must have a completed Patient Profile alert.

    To add insurance and/or policy information, click Next: Add Insurance.

    If you've previously entered the insurance and policy information, click Admit Episode Only.  

  5. Please see the Insurance and Policy information sections previously covered above for instructions on completing these sections. 
  6. Once you've completed adding the admitting information, you'll receive an Episode admitted successfully! alert.

Add Admitted Episode

Let's review the new wizard for adding admitted patient treatment episodes. 

  1. Click Add New Patient
  2. The first section of the wizard allows you to collect Patient Details

    At minimum complete:

    • The patient's First Name and Last Name.
    • Gender is not required but will need to be added at some point to resolve the Patient must have a specified Gender TODO alert.
    • The patient's Birthday.
    • Select at least one Associated Practice

    Click the Next: Add Treatment Episode button to continue.

  3. The Add Episode section allows you to choose whether you want to create a Prospective Episode or an Admitted Episode. Choose Admitted Episode

    At minimum:

    • Select a Practice to admit the patient into. 
    • Select an A/R Classification.
    • Enter the  Admit Date. 
    • Enter the Patient's Street Address, City State, and Zip Code. 
    • Enter the Patient's Street Address, City State, and Zip Code. While this field isn't required, you will need to add it at some point to resolve the To do: Treatment Episode must have a completed Patient Profile alert.
    • Add at least one Diagnosis Code. You can use the + button to add additional diagnosis codes. 

    Next, you have two options:

    • Choose Add Patient and Episode Only to finish creating the patient's treatment episode without insurance details.
    • Choose Next: Add Insurance to move to the next step in the wizard and add the insurance details.
  4. From the Add Insurance window, you can include the patient's Medical, Home, and Behavioral payer.

    All fields on this page are optional. 

    • Enter the policy's Effective Date
    • Use the Payer field to select an insurance. By default, the first payer added is the patient's Medical payer. 
    • If you would like to add the Home Plan or Behavioral Payer, please use the related links. 
      • If needed use the radio button for New Payer or New Paper Payer to add a missing payer to the practice.

    Next, you have two options:

    • Choose Add Patient, Episode, and Payer Only to finish creating the prospect without Policy information.
    • Choose Next: Add Policy Info to move to the next step in the wizard and add the prospect's insurance details.

     

     
  5. The last section allows you to add the patient's insurance policy details:

    At minimum:

    • Add the Insurance ID
    • Select the Patient Relationship to Insured
    • If the relationship is not Self, please complete the First Name and Last Name fields for the subscriber. 

    Click Finish to create the admitted patient treatment episode.

 

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