Overview
This article lists all the necessary updates for a client (in the proper order) to successfully discharge and inactivate him/her. Your agency should make sure this process is clearly laid out (who does each of the below steps) so nothing is missed.
When a Client Is No Longer Receiving Services
Complete All Tasks in the Following Order
- Enter all service lines into Time module.
- Complete all clinical documentation, including discharge forms (ex. Discharge summary, DAANES Discharge, etc.).
- Update Client Record (in the Clients module) - see below.
- In the Appointments Module, cancel any remaining individual appointments. This will prevent appointment notifications from being sent.
Update Client Record (step 3)
- Go to the Staff tab
- If clients are able to schedule appointments though Client Portal, you will want to inactivate staff. This will prevent future appointments from being scheduled through Client Portal.
- Go to the Admissions tab
- If billing institutional claims, enter discharge date and time, and change status (typically 01).
Caution: You will want to bill out all continuing claims from the previous month before changing the admissions tab.
- If billing institutional claims, enter discharge date and time, and change status (typically 01).
- Go to the Programs/Groups tab
- If using Programs, check the inactive checkbox for the program and enter the stop date.
- If using Client Groups, uncheck each of the groups.
NOTE: Removing the client from Client Groups in the Client Module will also remove them from upcoming group appointments.
- Go to the Client tab
- Enter Reason file closed and Date file closed.
- Change Active status to inactive.
Important: For Professional claims, you can still invoice and post payments for a client that is inactive.
For Institutional claims, complete your billing for the client prior to making the client inactive. If you use the Residential calendar, once the client is made inactive, all unbilled service lines will be removed from the Residential Calendar.