Overview
This user guide provides a comprehensive overview of accessing, creating, and managing Case Management within MediRecords. Case Management is a collaborative process that involves assessing, planning, and coordinating services to meet patients' health needs effectively. This guide includes step-by-step instructions, helpful tips, to ensure efficient handling of cases, enhancing user experience and patient care.
Table of Contents
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🎓 Method 1: Creating a Case from Today’s Notes
- Create a new case directly from a patient’s consultation notes
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🎓 Method 2: Creating a Case from the Case Management Grid
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Add a case via the patient’s Case Management tab
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🎓 Method 3: Creating a Case from the Case Management Global Grid
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Create a case using the global Case Management grid
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🎓 Method 1: Linking a Consultation to a Case from Today's Notes
- Link a consultation to a case directly from Today’s Notes
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🎓 Method 2: Linking a Consultation to a Case from the Case Management Global Grid
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Link a consultation from the global Case Management grid
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🎓 Method 1: Managing a Case from the Global Grid
- Edit and manage cases from the global grid view
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🎓 Method 2: Managing a Case from the Clinical Tab in Case Management Grid
- Manage case details from within a patient’s Clinical tab
ℹ️ There are several ways to access, create, and manage cases. This user guide outlines three different approaches:
Today's Notes, Case Management Grid, Case Management Global Grid
🎓 Method 1: Creating a Case from Today’s Notes
1. From the Patient Record, click the Clinical tab.
2. Click on Today's Notes.
3. Click on Cases.
4. Click on New Case.
5. The New Case window will appear, allowing you to enter the required information.
ℹ️ All mandatory fields are marked with an asterisk and must be completed before saving.
Patient Field: Automatically populated when creating a new case from the Patient Record.
Patient Field: Automatically populated when creating a new case from the Patient Record.
Case Number: Autogenerated and incrementally increased with each new case within the tenant. Case numbers are unique to each tenant.
ℹ️ If you’ve completed this method, you can proceed directly to Step 14 to continue creating the case.
🎓 Method 2: Creating a Case from the Case Management Grid
6. From the Patient Record, click the Clinical tab.
7. Click on Cases.
8. Click on New Case.
9. The New Case window will appear, allowing you to enter the required information.
ℹ️ All mandatory fields are marked with an asterisk and must be completed before saving.
Patient Field: Automatically populated when creating a new case from the Patient Record.
Case Number: Autogenerated and incrementally increased with each new case within the tenant. Case numbers are unique to each tenant.
ℹ️ If you’ve completed this method, you can proceed directly to Step 14 to continue creating the case.
🎓 Method 3: Creating a Case from the Case Management Global Grid
10. From the Navigation Menu, select Workflows.
11. Click on Case Management.
12. Click on New Case.
13. The New Case window will appear, allowing you to enter the required information.
ℹ️ All mandatory fields are marked with an asterisk and must be completed before saving.
Patient Field: Automatically populated when creating a new case from the Patient Record.
Case Number: Autogenerated and incrementally increased with each new case within the tenant. Case numbers are unique to each tenant.
14. Click on the drop-down arrow in the Status field.
15. Select the applicable option from the choices provided.
16. Click on the drop-down arrow in the Category field.
17. Select the applicable option from the choices provided.
18. Click on the drop-down arrow in the Type field.
19. Select the applicable option from the choices provided.
20. Click on the Max Sessions field and enter the appropriate number.
ℹ️ This indicates the number of consultations allowed under the selected Case Management pathway.
21. Click on the Case Ref. Number field and enter the appropriate number.
ℹ️ This field is used to store an external case reference number, similar to the external patient ID number found in MediRecords demographics.
22. Click on the Subject field and enter a general name for the case.
23. Click on the drop-down arrow in the Problem(s) field.
24. Select the applicable option from the choices provided.
ℹ️ Choose a Condition from the patient's current Medical History list. Multiple selections are allowed.
25. Click on the drop-down arrow in the Urgency field.
26. Select the applicable option from the choices provided.
27. Click the Calendar Icon to select an expiry date, if needed.
28. Choose the applicable date.
29. Click in the Case Manager field and begin typing to search for a user.
30. Choose from the populated list.
ℹ️ This identifies the individual responsible for monitoring the case and ensuring its completion. The user must have a provider number on record to appear in search results.
31. In the Case Participant field, click to search a user or contact.
32. Make your selection to add.
ℹ️ Case participants are pulled directly from your contacts list. You can select multiple participants.
33. Click on the drop-down arrow in the Referral field.
34. Choose the referral associated with the case.
ℹ️ This field will populate with the referral from the Correspondence IN section.
35. Click on the drop-down arrow in the Linked Documents field.
36. Select any relevant documents to link to this case.
ℹ️ This field will populate with documents from the Correspondence OUT section, provided it has a status of final.
37. Click in the Comments field to add any relevant comments related to this case, if applicable.
38. By default, this case will be added to Today's Notes upon saving. You can uncheck this option if you prefer.
39. Click on Save to confirm.
ℹ️ Your new case will be recorded in Today's Notes, the Case Management Grid, and the Case Management Global Grid.
🎓 Method 1: Linking a Consultation to a Case from Today's Notes
41. From Today's Notes, Click Cases.
42. Click on Link to Existing Case.
ℹ️ Make sure to enter your consultation notes before linking them to a case.
43. Check the box next to the applicable case listed.
ℹ️ A consultation can only be linked to a single case at a time. If you have multiple cases, ensure you select just one case; only then will the Save button in the linking modal be activated.
44. Click on Save to confirm.
45. A pop-up will appear confirming that the consultation has been successfully linked to the case.
ℹ️ After linking, the number of sessions in both the Case Management Global Grid and the patient Case Management Grid will increase. The consultation notes will also be visible in the expanded view.
🎓 Method 2: Linking a Consultation to a Case from the Case Management Global Grid
46. In the Case Management Global Grid, click the ellipsis next to the case listed on the far right.
47. Click on Link to Consult.
48. Tick the box next to the consultation note/s you wish to link to the case.
ℹ️ The consultation notes from the patient's past consultations will appear here.
You can link a Case to one or more consults.
49. Click on Save to confirm.
50. A pop-up will appear confirming that the consultation has been successfully linked to the case.
51. After linking, the number of sessions in both the Case Management Global Grid and the patient Case Management Grid will increase. The consultation notes will also be visible in the expanded view.
🎓 Method 1: Managing a Case from the Global Grid
52. You can use the Search field when locating a case for a patient.
ℹ️ This search field lets you look up cases by patient name, case number, or associated problems.
53. Use the filter to help locate a patient's case.
54. Make your selections in the Filter section as needed, then click Apply to confirm.
ℹ️ Default Filters are:
Case Manager: Logged-in user
Practice: Logged-in practice
All Filters Type: Search/Select from the Case Type list (multi-select)
Case Manager: Search/Select from Users (multi-select)
Practice: Search/Select from Practices (multi-select)
Status: Search/Select (multi-select)Expiry Date: Date range selection
Urgency: Multi-select
55. To edit a case, Click the ellipsis next to the case listed on the far right.
56. Click on Edit.
57. Make any necessary changes and click Save to confirm.
58. Alternatively, you can edit a case by clicking on the Case No. in the grid.
59. Make any necessary changes and click Save to confirm.
60. To Delete a case, Click the ellipsis next to the case listed on the far right.
61. Click on Delete.
62. Click on Yes to confirm.
63. Alternatively, you can delete a case by ticking the box next to it in the grid list.
64. Click on Delete located above the grid list.
65. To update a case's status, click the drop-down arrow in the Status column.
66. Select the applicable option from the list.
ℹ️ You can also update the Status during the Edit process.
🎓 Method 2: Managing a Case from the Clinical Tab in Case Management Grid
ℹ️ You cannot delete a case from the Case Management Grid. Deletion can only be performed from the Case Management Global Grid.
67. You can edit a case by clicking on the Case No. in the grid.
68. Make any necessary changes and click Save to confirm.
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