The Clinical tab is where you manage the client's episodes and program enrollment, add diagnoses, and assign their care team — the users who work with this client day-to-day.

Episodes and program enrollments

An episode is a period of care — it has a date of admission (DOA) and, when the client is discharged, a date of discharge (DOD). A client can have more than one episode over time, each with its own admit/discharge dates and program enrollments.

Each episode holds one or more program enrollments. Programs drive what automated surveys run for the client. The Episodes / Programs card lists them; the Care Team card sits below it.

Enroll a client in a program

1. On the Episodes / Programs card, click the + button.
2. If the client's most recent episode is closed (has a discharge date) or they have no episodes, the modal is titled Create New Episode and starts a fresh episode. Otherwise it's titled Assign to Program and adds the program to the current open episode.
3. Pick the Facility (selected automatically for single-facility accounts), then the Program — the program list is limited to what that facility offers and to programs the client isn't already enrolled in.
4. Set the Admit Date (defaults to today) and, optionally, a Discharge Date.
5. Add one or more Diagnoses — see below.
6. Under Automate Survey Assignments for, choose who the automated surveys go to — the client and/or any related contacts.
7. Click Create Episode / Assign.

Add and rank diagnoses

Each program enrollment can hold one or more diagnoses, ranked by priority. The primary diagnosis (priority 1) shows on the program row with a ★ and on the Client Summary Contact card; additional diagnoses appear as ranked chips.

• Add — type a code (e.g. F32.1) into the diagnosis field and press Enter. The new diagnosis is appended at the next priority.
• Edit — click an existing chip to open the Edit Diagnosis popup. Update the code, the optional label (long description), and the priority. Setting priority to 1 (primary) promotes a diagnosis to primary.
• Reorder — drag a chip, or focus it and use Alt+Left/Right, to change its rank.
• Remove — use the × on the chip; remaining diagnoses are renumbered automatically.

Series automation that filters on diagnosis matches against any code in the list, not just the primary — so a client enrolled in a depression-screening series with both F32.1 and F41.1 still qualifies.

Discharge a client from a program

Click the program row to open Edit Program and set a Discharge Date. The client stays active in OutcomeTools after discharge, so you can continue post-discharge follow-up surveys. To archive a client system-wide, change the status on the client record from the Detail tab.

While discharging, you can also check Close Episode to end the whole episode, which discharges every open program in it. Closing an episode requires that you can manage every open program in that episode.

Manage the care team

The care team is the set of users who work with this client. It controls:

• Visibility in "My" — the client appears in your My clients list if you're on the care team.
• Notifications — per-user preference for alert emails and survey-completion emails.
• Primary team member — one user is designated Primary. The first member you add is the Primary by default.

Add a care-team member

1. On the Care Team card, click the + button.
2. In the Add Team Member modal, search for the user by name.
3. Pick a Role from the dropdown (the role options come from account settings configured by an admin).
4. If the team already has members, optionally check Make Primary to make this user the new primary.
5. Choose notification preferences — Alerts and Survey completion are both checked by default. Uncheck either to opt this user out of those emails for this client.
6. Click Save.

Edit or remove a care-team member

Click a team member row to update their role, notifications, or promote them to Primary. Use the remove button to take them off the team — they lose any care-team-driven access to this client (they may still see them via a program assignment, or if they're a level 5 user).

Related articles

• Assigning a survey
• Working with a connected system of record
• Admin: programs
• Admin: access levels