How to manage cases from a Clinical form

What is the context?

Clinical forms (episodes) allow you to record and manage clinical information for an appointment. Appointments are managed by using episodes and Cases. Each case can handle multiple episodes and you can use this functionality in such a way that best fits your work, however, most commonly a case can be used to monitor an ongoing issue.

What is the purpose of this article?

There is a range of things users can do to manage cases. Some of these tasks can be done from Eligibility and Cases within a patient record. Other tasks can be done from within a Clinical form itself.

This article provides a walk-through of how to carry out key case management activities from within a Clinical form for an appointment. Specifically:-

• How to link a new case to an episode via a Clinical form
• How to edit a case from a Clinical form
• How to close a case from a Clinical form
• How to re-open a case from a Clinical form

How to link a new case to an episode

When you are in a Clinical Form for an Appointment, and where there is no case for the episode, you are able to create a New Case. This enables you to create a relationship between the episode and a new case.

1.  From the Clinical form for an appointment, select the case field at the top of the screen

2.  In the drop-down, select New case

3.  Provide the Title for the case

4.  Provide the Safe title for the case

5.  If appropriate, select a diagnosis

6.  Leave the status to ‘Open’

7.  Select Create via the menu

The case is created and assigned to the Clinical form (episode).

Alternatively, it can be done via New case under the field This episode belongs to the case.

How to edit an existing case for an episode

Where an episode does have a related case that needs to be edited, from a Clinical form for the appointment, you can: -

1. Select the case field at the top of the screen

2. In the drop-down, select Edit case

3.  Make adjustments as required to the :

        a. Title

        b. Safe Title

        c. Diagnosis

4.  Save the changes

The amendments for the case are made.

Change the assigned case from a Clinical Form

• When you are in a Clinical Form for an Appointment, and where there is a case, you can select a drop-down list of cases for the patient and change the case.

How to close a case from a Clinical form

Where a case needs to be closed, from the Clinical form you can:-

1.  Select Close case

2.  In the Confirm close case dialogue that appears, select Yes.

The case is closed. The episode is now no longer editable.

Warning dialogue when closing a case

• When you select Close case, you are presented with a confirmation dialogue that asks if you want to close the case.
  • At this point, you can proceed to close the case or decline to close the case and leave the case open.

How to re-open a case

Where a case has been closed, from the Clinical form you can:-

1.  Select Edit case

2.  In the Edit case dialogue that appears, select the Status field and change to Open

3.  Select Save

The case is re-opened. The Clinical form to which the case is related becomes editable again.

Useful hints & tips for working with cases in Clinical forms

Below are some further useful hints and tips about managing cases in Clinical forms.

• When the pre-arrival case feature is enabled and a case is chosen during the booking process, the first episode in that appointment is assigned to the case selected during the booking
  • If other episodes are created for the same appointment, they are not automatically assigned to the same case
• It is not possible to delete a case from a Clinical Form
• It is not possible to merge a case from a Clinical Form
• The rules for being able to edit case names will follow existing permissions that govern the ability to manage cases (e.g Can Close Case, Can reopen case)

Episodes linked to closed case are not editable

• When a case is closed, any episodes related to the case become uneditable

• That said, it is possible to Edit the case to re-open it
  • By doing so, the episodes related to that case become available again.

Review date

This article was last updated on 21st November 2024.