The Provider Hub provides providers and their care teams with the tools to review and sign off on patient care plans and Annual Wellness Visits (AWVs) from one place. The Provider Hub lists every patient across the practices in your organization and shows which care plans and AWVs are ready for provider review, how long each has been waiting, and any to-dos assigned to you. In this section, you will learn how to read the ‘Provider’ card on the Command Center, how to access and navigate the ‘Provider’ screen, how to read a patient’s sign-off status, how to complete your to-dos, and how to review and sign off on care plans and AWVs.
Provider Card
The ‘Provider’ card is located on the ‘Command Center’ screen. It displays patients who need a provider’s review or sign-off. To learn more about the Command Center, please see the ‘Command Center’ section.
Initial Care Plan - This count displays the number of patients whose initial care plan is ready for provider sign-off.
Monthly Care Plan - This count displays the number of patients whose monthly care plan is ready for provider sign-off.
My To-Do’s - This count displays the number of patients with at least one open to-do assigned to the logged-in user.
AWV Finalize and Bill - This count displays the number of patients with an Annual Wellness Visit (AWV) that is ready for provider sign-off.
Notes:
Each patient is counted once per count, but a patient may appear in more than one count.
All counts on this card display in black.
This card requires the practice to have provider sign-off enabled. To learn more, please see the ‘Provider Sign Off’ options in the ‘Care Management Settings’ section of the Administrative User Guide.
If provider sign-off is not enabled, the card will display a ‘Provider Hub is not active for your organization’ message in place of its counts.
To view patients for a count through the ‘Command Center’ screen:
Click the desired count on the ‘Provider’ card to open the ‘Provider’ screen to the matching tab
To view your patients through the ‘Command Center’ screen:
Click the ‘Provider’ card header to open the ‘Provider’ screen to the ‘My Patients’ tab
Note: Each count on the card matches the number of patients in the tab it opens.
Provider
The ‘Provider’ screen is a patient worklist built for provider review. It lists every patient across the practices in your organization, whether or not they are enrolled in a program. For each patient, the worklist shows their programs, care team, sign-off status for each care plan and AWV, how many days each item has been waiting, and any to-dos assigned to you. From this screen, providers can review and sign off on all of a patient’s ready care plans and AWVs at once.
To access the ‘Provider’ screen through the left side panel:
Expand ThoroughCare’s left side panel
Expand the panel’s ‘Worklists’ menu
Click ‘Provider’
Notes:
The ‘Provider’ screen can also be opened from the ‘Provider’ card on the Command Center.
The Provider Hub is only available to organizations that have it turned on. To learn more about adding the Provider Hub, please reach out to a ThoroughCare representative for assistance.
Navigating the ‘Provider’ Screen
The ‘Provider’ screen will open to the ‘My Patients’ tab. The top of the screen displays the screen title, a month selector, and the ‘Filters’ button. Below the header, a row of tabs organizes patients into groups, followed by the patient worklist.
Selecting a Month
The month selector at the top right of the screen determines which month’s sign-off information is displayed. It opens to the current month.
To view a different month through the ‘Provider’ screen:
Click the left arrow next to the month selector to move back one month, or click the right arrow to move forward one month
Note: Future months cannot be selected.
Worklist Tabs
The worklist tabs sort patients into groups based on what is ready for review. Each tab displays the number of patients it contains.
All Patients - This tab displays every patient across the practices in your organization, with no filters applied.
My Patients - This tab displays patients where you are the Care Manager or Provider for at least one of their active programs.
Initial Care Plan - This tab displays patients with an initial care plan that is ready for provider review.
Monthly Care Plan - This tab displays patients with a monthly care plan that is ready for provider review.
My To-Do’s - This tab displays patients with at least one open to-do assigned to you, where you are the Care Manager or Provider for at least one of their active programs.
AWV Finalize and Bill - This tab displays patients with an AWV that is ready for provider review.
Notes:
‘My Patients’ and ‘My To-Do’s’ only include patients where you are assigned as the Care Manager or Provider for a specific program. Being the patient’s primary Care Manager or primary Provider alone does not include them.
Deceased patients are only found by searching the ‘All Patients’ tab.
To view a group of patients through the ‘Provider’ screen:
Click the desired tab
Worklist Columns
Each column in the worklist displays a different type of patient information. Several columns also open a related modal or the patient’s chart when clicked.
Patient - This column displays the patient’s name, date of birth, EHR ID, and preferred phone number. Clicking the patient’s name opens their chart. This column stays visible when scrolling to the right.
Flag - This column displays any flags on the patient’s chart. Clicking a flag or the pencil icon opens the ‘Edit Flag’ modal.
Risk Level - This column displays the patient’s risk level. Clicking the risk level or the pencil icon opens the ‘Edit Risk Level’ modal.
Practice/Department - This column displays the practice and department the patient belongs to.
Care Team - This column displays the patient’s Care Manager and Provider for each of their active programs. Clicking an underlined name opens the ‘Edit Care Team’ modal for that program.
Programs - This column displays the programs the patient is active in, along with their enrollment dates, and the programs recommended for them.
Provider Sign-Off - This column displays the sign-off status of each of the patient’s care plans and AWVs for the selected month. To learn more, please see the ‘Reading the Provider Sign-Off Column’ section below.
Days Pending - This column displays how many days each care plan or AWV has been waiting for provider sign-off, such as ‘CCM 7d’.
My To Dos - This column displays the open to-dos for the patient that are assigned to you. To learn more, please see the ‘Completing a To-Do’ section below.
Actions - This column provides quick access to send a message, log time, print the care plan, or create a to-do for the patient.
Reading the ‘Provider Sign-Off’ Column
The ‘Provider Sign-Off’ column shows two steps for each of the patient’s care plans and AWVs. The first step shows whether the item has been prepared for the provider, and the second step shows whether the provider has signed off.
Care Plans - Each care plan is labeled with its program and care plan type, either ‘Initial Care Plan’ or ‘Monthly Care Plan’. It has two steps:
Care Plan Review - Displays ‘Completed’ once a care team member selects ‘Mark as Reviewed’ on the program’s ‘Clinical Review’ tab for the selected month. Otherwise, displays ‘Not Done’.
Finalize and Bill - Displays ‘Not Ready’ until the care plan review is completed, then ‘Ready for Review’ until a provider signs off, then ‘Completed’.
AWV - Each AWV has two steps:
Ready to Finalize - Displays ‘Completed’ once ‘Mark that Patient Received a Copy’ is selected for the AWV. Otherwise, displays ‘Not Done’.
Finalize and Bill - Displays ‘Not Ready’ until the patient copy is marked as received, then ‘Ready for Review’ until the AWV is signed off, then ‘Completed’.
Notes:
When a step is completed, the date and the name of the user are displayed below it. A completed sign-off displays as ‘Signed M/D · Name’.
A care plan is labeled ‘Initial Care Plan’ until the program’s Initial Patient Centered Care Plan is completed in the patient’s chart. After that, it is labeled ‘Monthly Care Plan’.
CCM, PCM, and APCM share one care plan sign-off. A patient in more than one of these programs has one shared item instead of separate items.
Care plans signed off from the patient’s chart also display as ‘Completed’ here.
Reading the ‘Days Pending’ Column
The ‘Days Pending’ column counts the calendar days each item has been waiting for provider sign-off.
Notes:
For care plans, the count starts the day ‘Mark as Reviewed’ is selected, which displays as ‘1d’. If the care plan is marked as reviewed again in the same month, the count starts over.
For AWVs, the count starts the day ‘Mark that Patient Received a Copy’ is selected.
The count goes up by one each day at midnight in the practice’s time zone, and continues into the next month until the item is signed off.
Once an item is signed off, it is removed from the ‘Days Pending’ column.
Filtering the Worklist
The ‘Filters’ button opens a panel of filters that narrow the worklist to specific patients and programs. The filters panel works the same way as the filters panel on the ‘Remote Monitoring’ screen. To learn more about using the filters panel, please see the ‘Filtering the Worklist’ section in the ‘Remote Monitoring Hub’ section.
Active Program - Displays patients active in the selected programs, including AWV, or patients with no active programs.
Billing Status - Displays patients with at least one billable program, or patients who are not billable.
Enrollment Day - Displays patients enrolled in a program between the selected dates.
Care Manager - Displays patients where the selected users are the Care Manager for any of their programs.
Provider - Displays patients where the selected users are the Provider for any of their programs.
Departments - Displays patients in the selected departments.
Practice - Displays patients in the selected practices.
Flags - Displays patients with the selected flags.
Conditions - Displays patients with the selected conditions.
Risk Level - Displays patients with the selected risk levels.
Care Plan Type - Displays patients with an ‘Initial’ or ‘Monthly’ care plan, both (‘All’), or an ‘Annual Wellness Visit’.
Days Pending - Displays patients with items that have been pending sign-off for a number of days within the range entered.
My To-Do Status - Displays patients with to-dos assigned to you that are ‘Due’ or ‘Overdue’.
Provider Sign-off Status - Displays patients with items that are ‘Complete’, ‘Not Ready’, or ‘Ready for Review’.
Notes:
Applied filters display as pills below the tabs, such as ‘Care Plan Type: Initial’. Each selected value has its own pill.
Program filters also limit the program information displayed in the ‘Programs’, ‘Care Team’, ‘Provider Sign-Off’, and ‘Days Pending’ columns. For example, filtering by an enrollment date range only displays the programs enrolled during that range.
Applied filters stay applied when switching tabs.
Completing a To-Do
The ‘My To Dos’ column displays the open to-dos for each patient that are assigned to you, so they can be completed without leaving the worklist. Each to-do displays a ‘DUE’ or ‘OVERDUE’ badge, its due date, its name, and the first two lines of its notes.
To complete a to-do through the ‘Provider’ screen:
Locate the desired patient and to-do in the ‘My To Dos’ column
Note: Hover over a to-do to view its full notes.
Check the ‘Complete & Remove’ box next to the to-do
Notes:
A to-do is ‘DUE’ through its due date and ‘OVERDUE’ after its due date, based on the practice’s time zone. To-dos with the soonest due date are listed first.
Completed to-dos are removed from the worklist and can still be found under ‘Completed’ in your To-Do panel. For a repeating to-do, only the selected occurrence is completed.
If a to-do cannot be completed, a message is displayed and the to-do stays in the list so it can be completed again.
If a patient has no open to-dos assigned to you, the column displays ‘No Assigned To-Do’s’.
Reviewing and Signing Off
The ‘Review & Sign’ button opens the ‘Provider Sign-Off’ modal, which displays every care plan and AWV that is ready for review for a patient. Providers can review each item, choose which care plan sections to include, and sign off on each item one after another.
Notes:
The ‘Review & Sign’ button is only available when the patient has at least one item ready for review. Hovering over a disabled button displays ‘Nothing is ready for provider review this month’.
The top of the modal displays the patient’s name. Click the arrow next to the name to view their date of birth, EHR ID, phone number, programs, care team, and recent review dates.
‘Programs Ready for Provider Review’ displays a pill for each item that is ready, in alphabetical order.
Signing Off on a Care Plan
To sign off on a care plan through the ‘Provider’ screen:
Locate the desired patient and click the ‘Review & Sign’ button to open the ‘Provider Sign-Off’ modal
Review the care plan report
Check or uncheck the boxes under ‘Report sections’ to choose which sections are included in the signed report
Note: At least one section must be selected.
Enter a note in the ‘Note’ field, if desired
Note: Notes are saved to ‘Provider’s Initial Review Notes’ on the patient’s ‘Provider Review’ tab.
Check the attestation box
Click the ‘Sign-off on Care plan’ button to sign off and move to the next item
Note: To move to the next item without signing, click ‘Skip to next program’. On the last item, click ‘Skip and finish’.
Notes:
A care plan can only be signed off when its program has a provider sign-off template set up. Otherwise, the ‘Sign-off on Care plan’ button is grayed out. To learn more, please see the Administrative User Guide..
A care plan reviewed but not signed off last month can also be signed from the ‘Reporting Month’ selector in the modal.
The first sign-off for a program is recorded as the initial care plan approval. Each sign-off after that is recorded as a monthly sign-off.
Signing Off on an AWV
To sign off on an AWV through the ‘Provider’ screen:
Locate the desired patient and click the ‘Review & Sign’ button to open the ‘Provider Sign-Off’ modal
Review the AWV provider copy
Note: Click ‘Open AWV in Patient Chart’ to open the AWV in the patient’s chart.
Select ‘In-Office Visit’ or ‘Telehealth’ under ‘AWV Performed Via’, if displayed
Note: ‘AWV Performed Via’ is only displayed for practices that allow AWVs through telehealth.
Check the attestation box
Click the ‘Sign-off on Care plan’ button to sign off
Notes:
Signing off on an AWV checks the attestation in the AWV’s ‘Finalize Wellness Visit’ section, sets ‘AWV Performed Via’, and sets ‘Date Completed’ to today.
When a Physician signs off on an AWV, they become the AWV’s Provider Reviewer.
Who a Sign-Off Is Recorded For
Any user with access to the Provider Hub can sign off on ready items. The sign-off is always recorded for a provider:
When a user with the ‘Physician’ role signs off, the sign-off is recorded under their name.
When any other user signs off, the sign-off is recorded under the patient’s assigned Provider for that program, or the AWV’s Provider Reviewer. If no provider is assigned, the ‘Sign-off on Care plan’ button is grayed out.
Note: Some practices only allow Physicians to sign off on AWVs.
Finishing a Review
After every item has been signed or skipped, the modal displays a summary titled ‘Review complete’. Signed items display the provider and date. Skipped items display ‘Returned to sign-off queue’.
To review skipped items through the ‘Provider Sign-Off’ modal:
Click the ‘Review skipped programs’ button
To close the modal through the ‘Provider Sign-Off’ modal:
Click the ‘Close’ button
Notes:
Sign-offs cannot be undone from the ‘Provider Sign-Off’ modal.
If the modal is closed with unsaved changes, such as a checked attestation or a note, a message will ask you to confirm before closing. Completed sign-offs are always saved.
Skipped items stay in the worklist as ‘Ready for Review’.
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!