Admission Dashboard Workflow

Admission Dashboard Workflow

In this guide, we will review the workflow for the Admission Dashboard, as well as other pertinent information such as how PHI is handled:
  • New Referrals
  • “Interested” Response
  • “Accept” Response
    • “Have you admitted this patient?”
  • “Declined” Response
  • “No Response / Declined" Status
  • “Admission Booked” Status
  • Confirming Admission / Confirming Service Start 
    • Patient Health Information access

New Referrals

When a new referral lands on your dashboard it will arrive in your Awaiting Response tab. The new referral will be outlined in red. You may notice that the additional tabs on the Admission Dashboard predominately deal with the responses you provide to a given referral. The response is the most important part of the workflow in AIDA. 
The first thing you want to do is click the red “Respond” button. This will open up a popup window where you will be able to retrieve more information about the patient. 

In this face sheet interaction, you can view the Clinical Care Criteria as well as access Patient Files and/or Patient Records. These are the primary sources where you may review the patient’s context so that you may respond to the discharge planner as quickly as possible.
You have three (3) response choices: “Accept”, “Interested”, or “Declined”.

“Interested” response

The “Interested” response is a powerful response for you. This response enables you to provide a timely response while not committing to accept or decline the patient. We recommend that you select this option if you require additional information or time to fully understand the patient’s context. 
When you click the “Interested” button, you will be asked to select the reason for which you are unable to accept the patient. You may want to select a reason such as “Need More Information to Complete Review” if you need to request more information from the discharge planner. Or maybe “Need more time to review patient data”, if you are unable to decide at that exact moment.

Once you have selected a reason, the referral will move to your Interested tab

“Accept” response

The “Accept” response informs the discharge planner that you are able and willing to provide service for the patient. To solidify this idea, you must include a date on which you will be able to start providing service to the patient. 

The “Accept” response does not mean that you will be selected to provide service to the patient. Usually, the discharge planner has to return to the patient to make a final decision on whose services the patient would like. As such, even if you select the “Accept” response it is not 100% guaranteed that you will win the referral. 
The opportunity to provide service to the patient is much higher if you respond with “Accept”, as the discharge planner and the patient will know that you are 100% willing and able to provide service to the patient.
Once you select a date on which you can begin services for the patient, the referral will move to your Accepted tab.

“Have you admitted this patient?”

If you accepted a patient, the patient’s Estimated Discharge Date has passed, and if the referral is still in an ‘active’ state, you will see the “Have You Admitted This Patient?” button. 

When you click this button, you will need to confirm if you have begun services for the patient. If yes, then it will prompt the discharge planner to close the referral and formally discharge the patient in AIDA.

“Declined” response

The “Declined” response informs the discharge planner that you are unable or unwilling to provide services to the patient. There are a variety of reasons why you may decline a referral. As such, when you click the “Decline” button you will be prompted to select a Decline Reason. 

There is a multitude of Decline Reasons from which you may choose. Some include reasons regarding the level of care that a patient may need, such as “Not able to meet clinical care needs” or “Not able to meet behavior needs”. Other Decline Reasons may be related to availability (e.g., “Vacancy filled with another resident”) or payer (e.g., “The patient’s payer is contracted, but unable to accept at this time”). 
We recommend that you review the Decline Reasons thoroughly to provide the most closely related reason for which you are declining the referral. 
Note: you can scroll through the list or use the keyword search to locate a Decline Reason
Once you select a Decline Reason, the referral will move to your Declined tab.

“No Response / Declined” status

In AIDA, there is no ‘bad’ response. However, there is a ‘bad’ status: “No Response / Declined”. This status means that you did not respond in AIDA and, therefore, AIDA auto-declined the referral. 

Referrals will enter this status when a new referral has been on your Admission Dashboard for more than 72 hours, at which point it automatically updates to this status and moves to your Declined tab. 
Of course, you can always update your response! Simply click the “Review / Update Response” button to provide the appropriate response. We recommend that you always respond to a referral, even if you are going to decline it.

“Admission Booked” status

After, and only after, you respond with “Accept”, you may receive notification that a referral has been booked with you. You will see that the specific referral that was booked with you is now outlined in green and has the status “Admission Booked on [date]”. 

This status means that the discharge planner collaborated with the patient and confirmed that the patient or the patient representatives would like for you to provide services to them. 
At this point, you can be certain that you were selected and begin preparing to provided services for the date that was agreed upon, based on the date that is provided.

Confirming admission / confirming service start

Once a discharge planner closes a case in AIDA and chooses you as the care provider to which the patient will be discharged, you will be prompted to confirm the admission of the patient. You may consider this as the final step of the Admission Dashboard workflow. 

You have two options: “Confirm” or “Deny”. If you deny that services have begun for the patient, then the referral will return to the discharge planner for further reconciliation. If you confirm that services have begun for the patient, you may select the date on which services truly began and the referral will move to your Admitted Referrals tab. 

Patient Health Information access

An important note: Patient Health Information (“PHI”) is housed in the AIDA platform and will not be released outside of it. Specifically, you will lose access to PHI held within Patient Records or Patient Files when two statuses appear. The two statuses that will remove PHI are: “Discharged to a different Care Provider” or “Referral Canceled by Discharge Planner”.

The “Discharged to a different Care Provider” status means that the referral is fully closed in AIDA and a different care provider was selected to provide services to the patient.
The “Referral Canceled by Discharge Planner” status means that the referral may still be in an ‘active’ state in AIDA, but the discharge planner has canceled the referral that was sent to you.
In addition to losing access to PHI when these two statuses appear, you will also lose the ability to use the Messages tool to communicate directly with the discharge planner regarding this case. 
Now, as long as the referral continues to have an ‘active’ state and you have access to the referral, then PHI will persist until the discharge planner determines otherwise. Additionally, you will not lose access to PHI if you confirm admission to a referral. The referral, including any Patient Records or Patient Files that were included, will remain in your Admitted Referrals tab.
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