Intake board and checklist

The intake board and the intake checklist serve every discipline your clinic offers. Each discipline brings its own steps: speech and occupational therapy follow referral, benefits, evaluation, plan of care and authorization to the first visit, and ABA adds its assessment, authorization and staffing steps (see ABA intake).

Intake board#

Open Patients > Intake board to see episodes that are referred or have their evaluation scheduled, plus episodes whose first treatment visit was in the last 30 days. Each column is an intake step, with a count. The board fills the window below the filters: each column runs the full height and scrolls on its own, and you scroll sideways to reach more columns. For speech and occupational therapy the steps are:

Steps follow the episode's records, so you never move a card by hand: book the evaluation, sign the note and the card moves. When records skip a step, the card shows at the furthest step reached. Click the help icon beside a column's name to see what moves a patient there, for example "Moves here when an evaluation is scheduled."

Each card shows the patient, the discipline, the chart number, days since referral, the payer (the primary coverage's, or the one named on the referral until the patient has one), the provider who leads the case and how much of the intake checklist is complete. Urgent and soon referrals are marked. Click Checklist on a card to see its items, their status and what is missing, each linked to the screen that completes it, and to check off your clinic's own staff-checked items with Check Off; click the patient to open the chart. Filter the board by Location, Payer, Discipline or Case lead; the header location switcher applies too. With several disciplines on the board, pick one under Discipline to see only its steps.

Your clinic's columns and order#

Your clinic can add columns of its own, rename, hide or reorder the built-in steps and change which checklist items each discipline uses, in Setup > Patients > Intake. A column of your own shows a colored dot and fills only when its checklist item is complete, such as Intake call done once someone checks off Intake call with the family. With permission to view Setup, Intake Setup above the board opens that page.

Intake checklist#

Open a patient's chart and click Intake checklist to see what each open episode needs before treatment starts, with how many items are complete and the board step. Each item links to the screen where you complete it. Every discipline checks:

• Diagnosis on the episode, plus the diagnostic evaluation filed in the chart's documents when your clinic names its category.
• Referral or prescription: filed in the chart's documents when your clinic names its category, otherwise the episode's referral date.
• The consents your clinic requires (see consents).
• Benefits verified on a coverage in effect today (not needed for self-pay).
• A signed treatment plan.
• An approved authorization for the discipline. When the primary payer requires no authorization for it, the item shows as not needed.

A discipline can add its own items; ABA's are listed in ABA intake. Your clinic can add items of its own, turn built-in items off and reorder them per discipline in intake setup, where you also choose the document categories that hold the diagnostic evaluation and the referral and the consents intake requires. Items turned off leave the checklist and its counts.

Checking items off#

An item your clinic marks as checked off by staff shows a Check Off button on the checklist and on the board card's checklist. The checklist keeps who checked it and when. Click Uncheck to take it back; the history keeps who unchecked it and when. Every other item completes from the chart, so open it to complete it on its screen.

Permissions#

Viewing the board and the checklist needs Patient chart: Read; checking items off needs Patient chart: Update. Changing intake setup needs Practice: Manage.