Case Repeats Follow-ups

Creating Repeats/Follow-ups for a Case

You can create repeat/follow-ups for a case. For instance, perhaps the surgical procedure needs to be repeated every six months for the next two years.

To add a Repeat/follow-up series, do one of the following,

• On the Add Patient page, select Case is part of Repeat/Follow-up Series.

• From the Tasks > Case Completions page select the orange Repeat/Follow-up icon.

• From View List History (after searching for a patient), select the orange Repeat/Follow-up icon.

Add Patient

Step 1 – Add Care Plan

Hover the mouse pointer over the labels for more information

The first step is to supply the care plan information.

Repeat/Follow-up Every is how often the provider would like to see the patient. For example, if the provider would like to see the patient annually, 1 year would be entered.  

(+/-) indicates a time frame in which it is acceptable to see the patient. For example, entering 2 months would indicate the provider is okay with a Repeat Follow-up every 1 year (+/-) 2 months.  

# of repeats/follow-ups is how many times the provider would like this patient to return.  

History displays the patient’s Wait List History page.  

Select Add to proceed to the next step.

Step 2 – Confirm Follow-up Case Information

Review the care plan created in Step 1. The procedure and care plan can be edited. For example, the procedure in the Repeat/Follow-up series may be different than the first wait list entry.

The recommended Priority is based on the (+/-) days entered in Step 1. Using the example from Step 1, the patient can be seen from 10 to 14 months (one year +/- 2 months), which is 4 months of acceptable time. This is equivalent to 120 days. Because 84 is closer to 120 days than 182, Priority 3 (84 days) is recommended. (The priorities and target dates are configured by your Novari ATC administrator during the implementation phase.)

Select Confirm to proceed to the next step.

Step 3 – Review Created Follow-up Cases

Review the cases created based on the plan created in Steps 1 and 2.  

You can:

• add a case to the series.

• remove a case from the series.

• edit a case that is currently part of the series.

• activate a case that is part of the series to the wait list, thereby indicating this wait list entry is ready to begin preparations for booking and surgery.

Cases that are not manually activated to the wait list may automatically be activated on the date listed on the entry as long as the previous case has been booked for surgery. It is recommended that any Repeat/Follow-up series whose interval is less than 3 weeks should be considered for manual activation. When a case has been activated to the wait list, the case can be booked. When it is booked outside of the Date Activated and the Latest Date, the surgery date will be coloured in red.

Viewing a List of Repeat/Follow-up Cases

To view a list of Repeat/Follow-up cases, select Repeat/Follow-up List from the List entry of the Provider’s Office navigation menu.

Only the first case in the series which has not yet been activated to the wait list is displayed in the default view of the list.

The Repeat/Follow-up List in privacy mode, with some series requiring more reporting information

Click the Plus icon in the left-most column to expand the view to display the cases in that series after the main one. Cases in the expanded view cannot be activated to the wait list.

The expanded view of a single series.

Viewing Repeat/Follow-up Cases

To view a Repeat/Follow-up Case, do one of the following to navigate to the View Patient page:

• Click the patient’s name in the Repeat/Follow-up Case list.

• Click the Repeat/Follow-up Index to navigate to the Review Created Follow-Up Cases page and from there select View this Case.

Cases can be edited like any normal wait list entry. If the case is part of a Repeat/Follow-up series, the entry’s background is orange.

To open an the overview of the series:

• Select Review Cases in the Repeat/Follow-ups for this Patient section under View Patient Actions.

Clearing a Repeat/Follow-up Automatic Activation Audit

Once the interval has elapsed for a case, the case will be automatically activated and placed onto the wait list. The Repeat/Follow-up Automatic Activations page displays cases that have been automatically activated. The Decision to Treat date will be the day the case was activated.  

Once this audit is cleared, the case can be booked for surgery.

To open the Repeat/Follow-up Automatic Activations page, do one of the following:

• Select Uncleared RFU Activation task in the Task component on your Dashboard.  

• Select Repeat Follow-up Activations from the Task menu in the Provider’s Office navigation menu.

Repeat/Follow-up Automatic Activations currently has two cases with outstanding audits.

By clearing the audit, the case is now part of your active list.