When a client has been discharged but is returning for care, you can readmit the client for another episode of treatment. This allows you to create a new chart, providing a fresh start for the client, eliminating the need to re-enter all demographic information. Additionally, there's an option to import information from previously saved documentation. 

Database setup

When working with multiple charts, there are a few housekeeping items that you will want to address:

• It is best practice to follow our Discharge Process for previous admits. 
• You will need to reach out to BestNotes Support to update the "Grade" field in demographics to "Case." This will allow you to keep track of the most recent chart. Activating this will also allow you to see which "Case" each client chart is upon hover in the search bar. 
• If you have historical data in relation to multiple charts and you are updating your database to use the "Case" field option, you can set up a meeting with BestNotes support for a historical analysis of your data.

Permissions Required

To readmit a client, you must have the "Add Contacts" permission.

Readmit client

When re-admitting a client, make sure you start with their most recent chart. This will ensure that you are pulling forward to most recent information from the demographics and the documentation. 

1. Navigate to the search bar in the top left-hand corner and enter the client's name. The search results will list all potential matches, with the inactive client chart displayed in light grey. As long as the first and last name is the same for each chart, they will be listed oldest to newest from top to bottom. You can also hover over the name in the search results to see which case you are viewing.
2. Click on the most recently inactivated chart. This is where you will be creating a new episode.
3. Navigate to the "Episode" tab. 
4. Select "Add Episode."
5. Verify demographic information, making any necessary edits. Update the "Case" with the appropriate number. Select the appropriate "Accessible by" tag, then select "Save."
6. A new chart for the client has been created, with a new episode listed under the Episode tab. The current chart you are viewing is indicated by a double asterisk with the number and a Stop Date, while the new chart (or episode) does not have a Stop Date.
7. Navigate to the client's new chart by selecting on the new episode number without a "Stop Date/Time", or search for the client with their name in the search bar. If you search for the client's name in the search bar, the previous charts will display in light grey text, indicating them as inactive, while the new chart will display in black text. Also, as long as the first and last name is the same for each chart, they will be listed oldest to newest from top to bottom. You can also hover over the name in the search results to see which case you are viewing. 
8. Select the "Contacts" tab. Here you will see the client chart that you created the new Episode from, with the relationship type "Self" automatically assigned.

Duplicating information

With the new episode created for the returning client, information from the Med/Clinical tab of the original episode can be pulled forward into the new episode's equivalent document. 

It is recommended best practice to only pull this information forward from the intake documents to keep the treatment documents clean and up-to-date with the client's current information.

To pull information forward follow these steps:

1. Select the "Med/Clinical" button on the new client chart.
2. Select the assessment you wish to pull over to the new chart.
3. Select the pull forward icon.
4. A message will appear, informing you that all information in this document will be overwritten with data from the same tab of the related contact. Select "OK" to confirm.
5. Once the information has been pulled forward, the pull forward icon will disappear and will be replaced by a check mark. 
6. You can repeat this process for any other Med/Clinical documents, with the exception of the documents found in the "Treatment Planning" and "Medical" sections.
7. After reviewing and updating the document, assign the "Required Signatures" and select "Publish Snapshot."

For additional information about duplicating information, visit Merging duplicate contacts with no discharge date.