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The Episode / Level of Care tab allows a company to track start and end dates, as well as the relevant staff assigned to a client as the client moves through different programs within the company. For example, from Detox to Partial Hospitalization or Residential to Transition. 



To access the Level of Care information, click on the Episode tab on the client’s page. This allows a user to add the start and end date of each Level of Care. 



1. Click on Add Program.


 2. Enter the Start Date, Program, and Location (optional).

a. Locations must be changed by BestNotes support via a ticket.



 NOTE: If you have entered in a Date of Discharge on the Client Detail screen, you cannot add a level of care after that date of discharge.


3. Click Save.

4. To return to the list of programs, click on the Return to Episode button.


 The Programs are listed with the most recent programs on top. See bed tracking in the reports (below).




Fee Schedule


Add a Fee Schedule as needed (military discounts, different insurance costs, etc. - For more setup information, Click HERE)


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Program / Episode Reports (P- )


P – Adm/Trans/Dis: displays all Program admissions/discharges/transfers for a given date range.

  • It will display the patient name, ID, program and program location  admitted to or discharged from, the program admission and program discharge dates (Episode DOA & DOD) and their referral source (for admits) and Inactive Reason (from contact edit) and program discharge reason (for discharges).


P - Authorization Status Report: displays all clients that are active in a program and group them by program/location. 

  • It can be filtered by Program and Location (Ctrl+Click for multiple filters). 
  • This report displays ID, Client Name, Age, Gender, Start Date, Therapist, Payer, Auth Level of Care, Auth Start, Auth End, Auth Number, Reviewer, Auth Notes, Estimated Discharge, Discharge Date & Discharge Reason.

  • Example: At a glance, this report provides students' authorizations that may need follow up.



    • Blue = the authorization's end date is in the past.
    • Green =  Auth has not yet expired
    • Orange = clients recently discharged (last 7 days)

For more documentation on Authorizations, click HERE.



P - Census Summary: display Program and Location Census by day for  specified date range.

  • Top section gives a summary of all programs
    • No Program indicates if a client is lost in the system, requires an End Date in their Contact Details window, or needs to be changed to an Individual Contact Type.
    • Admissions and Discharges are Start and End Dates of Episodes (Programs / Level of Care / Transfers)
  • For Bed Tracking, BestNotes Support can help add text to Episode Locations for two scenarios:
    • Each Location is a bed:
  1. Each Location would have the name of the Location then the Bed designation (e.g. Location1MaleBed1 or L1MB1)
  2. After each client has their Location selected in their Episode tab, go to Reports
  3. Run the P - Census Summary report
  4. A user can see what is available during a Date Range and even when a bed may open by their Episode End Date or (Estimated End Date)




    • Instead of having a Location for every bed, your company could simply request to add the number of beds to the end of a location and a user can run the report to gauge if there is an opening
      • e.g. if there are only 5 beds, quick math can tell a user how many are open (the following picture shows N. Wing has 3 openings) 





P – Daily Census: displays each programs' daily census.

  • It can be filtered by: Date and Program. It can include the report information from data forms (up to 2).
  • This report displays: Current Program, Current Location, Admission Date, Est. DC Date, ID, Patient Name, Gender, Referral Category, Referral(s), and Counselor.




P – Daily Summary: displays each programs' daily census.


  • It can be filtered by: Date and Program. It can include the report information from data forms (up to 2).
  • This report displays: Current Program, Current Location, Admission Date, Est. DC Date, ID, Patient Name, Gender, Referral Category, Referral(s), and Counselor.



P – Program Demographics: displays Program demographics: can be sorted as clients by program or programs by client.

  • It can be filtered by: Program, Location, and Date Range.
  • It can include in additional dynamic demographic information and/or data form fields (2) and/or data from an entire data form (any form with less than 30 fields).




P – Provider Caseload: displays each providers caseload of active clients within a date range. It will display all client's providers through assignment in the Episode/Program tab as Staff. If no provider is assigned (in program tab) this report will display providers as assigned at the client level in the provider selections. 

 

  • Active means that the student's program Start Date is within date range and program End Date is blank or within date range for each program provider.
  • The provider type selection lets you filter the report showing only users set as the selected provider type.
  • Selecting 'Program Provider Not Assigned' lets you see students in a program with no staff assigned at the program level.
  • Can be filtered by date range and program.  
  • This report displays: First Name, Last Name, DOA (Date of Admission), DOD (Date of Discharge), Estimated DOD, Program, and Provider.




P - Weekly Census (w/ Location): displays census by Program, default date range is one week.

  • If a company is using Program Locations, an additional dropdown will be available at the top of the report for filtering and the report breakdown will list students in the appropriate program/location.
  • It can be filtered by: Date Range and Program.
  • Census Summary breaks out totals by gender and age for total census, admissions, discharges, pending.
  • This report details display: Admission Date, Patient Name, DOB, Age, Therapist, Discharge Date, LOS, Referent, and State.


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