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Enrolling a Patient into a Program From their Patient Chart
Once a patient agrees to participate in a program, you can enroll them through ThoroughCare.
On the ThoroughCare Dashboard, search for the target patient that is to be enrolled by selecting the search bar at the top of the page. Users can search by patient First Name, Last Name, or EHR ID number.
NOTE: If the patient doesn't already exist in ThoroughCare, you must create a new patient before you can enroll them.
On the Patient Search Results screen, select the target patient by clicking their name, EHR ID, or "View" button under the "Actions" column.
From the Patient View Page, select the "Care Management" tab located under the patient information. From here, click "Enroll" on the "CCM" tab to begin the CCM enrollment process.
Enrolling a Patient into a Program From a Program Worklist
A patient can also be enrolled into a program from the respective worklist. In this example, we will use the CCM program and worklist.
To do this one must navigate to the CCM "Not Enrolled" worklist.
NOTE: A user can access the "Not Enrolled" CCM worklist by clicking the number located underneath "Not Enrolled" on the ThoroughCare dashboard.
Users can begin the enrollment process by clicking the "Enroll" button located under the "Actions" column to the far right of the patient record (as shown below).
Beginning Enrollment
Once a user begins enrollment, a "[Program] Enrollment Status" pop-up screen will appear. Click on the drop down list labeled "Change enrollment status to".
Since we are enrolling a patient in CCM make sure to select "Active" from the drop down box.
NOTE: You can also mark patients as Inactive (Declined) from this drop down list. Click here for instructions on how to inactivate a Patient/Candidate
Notice that after a user selects the "Active" status from the dropdown, additional enrollment documentation will immediately appear below the "Change Enrollment Status to" dropdown.
After setting the enrollment status to 'Active', the user should continue to fill out all necessary fields, which include:
Medical Necessity: Care teams can use this text field to document the clinical justification for program participation. This field can be updated independently of enrollment status changes.
NOTE: These notes are stored with a versioned history, can be updated at any time, and can be included in the Care Plan Report as needed.
Patient Consent Checkboxes (Required): Each program, with the exception of CCO, will display 5 checkboxes that represent the patient's consent to the program they are being enrolled in.
NOTE: It is expected that the Care Manager/User that is completing enrollment for a new patient has gone over all of the listed checklist items with the patient during or prior to completing the new enrollment.
Consent Method (Required): Used to reflect how the patient's consent to the program was received.
Updated By: Dropdown field used to reflect the user who obtained the patient's consent to the program.
NOTE: This field will default to the logged in user, but can be updated to reflect the appropriate member of the care team.
Start Date: Date field used to reflect the day the patient was enrolled in the program.
NOTE: This field will default to the current date, but can be updated to reflect the appropriate start date if it happened prior to the day the modal is being entered.
Note: Text field that can be used to document any additional comments related to the patient's enrollment.
Patient is Billable: Checkbox field used to indicate whether or not claims should generated for the services provided.
When the "Enrollment Status" pop-up has been completed, and the patient's change in status has been correctly documented click the "Save" button in the bottom right hand corner of the screen.
If this is a patient without a primary care manager or physician assigned to them, another pop-up will appear with two dropdowns after selecting save: Care Manager and Physician.
Click on each dropdown and scroll or type to find the care manager and physician for the patient. Once finished select the blue "Save" button.
Lastly, if the patient does not have any conditions currently assigned to them you will be able to assign them in the next pop-up.
Selecting the "Add condition" will create a dropdown of all possible conditions the patient may have. Select the conditions that apply to the patient.
Once finished with the conditions, select the blue "Save & Close" button.
Congratulations, the patient is now enrolled in CCM or the program of your choice!
Viewing an Enrollment Status
Now, navigate to the Patient Chart page. Select the program tab like before and scroll down to the "Initial Monthly Workflow" section. In the bottom left corner, you can see the current status of the patient's CCM enrollment, enrollment date, and if the patient is billable.
NOTE: If a user ever needs a printout of the patient's enrollment, one can create a PDF or paper report of the Patient's CCM Consent in the Patient's CCM Management Page. For our article on creating Patient Reports click here.
To access other helpful ThoroughCare articles in the Knowledge Base or to get help from the ThoroughCare Support team members, click the ‘i’ icon in the top right corner of the software next to the username and use the appropriate link!