Clinical cases help organize all of a patient's critical information in a single, easy-to-access location. This allows you to quickly find and use the details you need to complete related workflows.
Let's take a look at how to add, view, and configure clinical cases, helping you streamline your work and provide more efficient care.
Topics Covered
- Add Clinical Cases to an Appointment
- Delink an Appointment from a Clinical Case
- View Clinical Cases
- All About the Clinical Case Details Page
- Clinical Case Settings
Watch this video for a concise summary.
You can add clinical cases to an appointment in CareStack in two ways:
- Using + Add Clinical Case, OR,
- While scheduling an appointment.
Perform the steps below to get started
Select the patient using the Global Search bar > click Cases > + Add Clinical Case.
- Enter the required details.
- To see more information on filling in the details, check below.
- Click Add.
| Note: Upon adding a clinical case from the chart, it will promptly be placed in the clinical cases queue. |
OR
- Navigate to the Scheduler.
- Select an existing Appointment Slot or create a new one as needed.
- On the appointment slide-out, you can add a new clinical case or an existing one.
- To add an existing Clinical Case, select the required one from the drop-down menu.
- To add a new clinical case, click + Add Case.
-
Enter the required details.
- Case Type: Select the classification of the clinical case, such as Oral Surgery. It indicates the specific nature of the treatment being provided to the patient.
- Production Type: The type of appointment or production that is being serviced in clinical cases. For example, Extraction.
- Tooth: Choose the tooth/teeth that will be subjected to the treatment. You can click Select All to mark all of them or pick Supernumerary Teeth.
- Name: The name of the clinical case. It will be auto-filled based on the teeth you choose. However, it can be customized.
- Location: The location where the clinical case will be attended.
- Start Date: The date when the treatment starts.
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Provider: The licensed dental provider that is offering the treatments for the case. You can select one or multiple providers.
- Click +Add Provider to create a new provider.
-
Case Assistant: A member who will be assisting with the clinical case.
- Click +Add Case Assistant to create a new provider.
- Click Add.
- The clinical case will be linked to the selected appointment.
- Once a clinical case is added, you can link treatment plans directly to the appointment. To do this,
- Select the Treatment Plans tab.
- Right-click on the required treatment plan.
- Click Add to Appointment.
Take a look at this tutorial for a brief walkthrough.
Let's explore how to delink an appointment from a clinical case if the appointment has been Cancelled, Rescheduled, or set to No-show.
To delink an appointment from a clinical case, perform the steps below.
- Select the desired patient from the Global Search bar.
- Click Cases.
- Click View Details on the required clinical case.
- Select the Overview tab.
- Locate the intended appointment in the Appointments card.
- Click Delink.
- Select the Appointments tab.
- Click Delink on the intended appointment from the grid.
You will receive a toast notification stating, 'Appointment Delinked Successfully'.
Watch this video for a comprehensive walkthrough.
There are multiple ways to view the clinical cases linked to an appointment. Visit any one of the below touchpoints to view them.
1. Appointment Slide-Out:
You can view them directly on the appointment slide-out where you have added the clinical case.
2. Scheduler:
- Navigate to the Scheduler.
- Right-click on the appointment tile.
- Click View Clinical Case.
- This will launch the Overview page for the related clinical case.
| Note: This option is only available if a clinical case is linked to the particular appointment. |
3. Clinical Cases:
- Navigate to the Global Search bar.
- Click Cases to view all clinical cases of a particular patient.
- You can view Active and Closed Cases by clicking the tabs on the top.
- These tabs also indicate the number of cases in each category.
- Click View Details on the required case to expand and see more information.
Watch this video for a step-by-step explanation.
The Clinical Case Details page features common elements such as:
- Cases Dropdown: This menu allows you to switch between a patient's Active and Closed Cases without navigating away from the page.
- Case Status: Found in the top right, this feature allows you to view and update the case's current status via the dropdown.
- Delete Case: Found in the upper right-hand corner, this button is used to delete the selected case.
- Launch Xchart: Click this button to open Xchart. For more info, refer here.
- Clinical Summary: Click this to view the patient's clinical summary.
| Note: You can delete a case only after delinking all the items (appointments, treatment codes, documents, etc.) linked to that case. |
Now, let's explore the various tabs on the Clinical Case Details page and their functionalities.
Overview
The Overview tab is an important tab that displays information about the selected clinical case. Let's explore the various cards on this page.
1. Case Progress
This card allows you to view the progress of the case in terms of completed tasks. You can check the relevant boxes to mark a task as completed.
A toast notification will appear on the top right stating, 'Clinical case progress list updated successfully'.
To manage tasks, click Update Tasks.
An Add/Edit Checklist modal will appear,
- Here, you can add an item using + Add Checklist and enter the item name.
- Once the item is added, you can click and drag the items to your preferred order.
- Click Save to update the changes.
- You can also Delete a task as needed.
2. Payment Progress
- This card shows the progress of different types of payments such as Insurance Due, Patient Due, Insurance Paid, Patient Paid, and Total Due.
3. Case Details
- This card shows all information about the clinical case such as Case Type, Case Assistant, Production Type, Start Date, Tooth No, Created Date, Provider, and Location.
- To see the definitions of these terms, refer above.
To edit case details, perform the following steps:
- Click Edit.
- Make the required changes in the modal.
- Click Save.
4. Care Notes/Appointments/Treatment Codes
- These three cards display the Care Notes, Appointments, and Treatment Codes that are linked to the selected clinical case.
Add Appointments to a Clinical Case
To add appointments to a clinical case,
- Select the patient using the Global Search bar > click Cases > Active Cases > View Details.
- Navigate to the Overview tab > + Add Appointment on the 'Appointments' card. This will take you to the Scheduler.
OR
- Select the Appointments tab.
- Click + Add Appointment.
- You will be directed to the Scheduler.
- Drag and select an appointment slot of your choice.
- Select an existing appointment and click Proceed to Book New Appointment.
- Enter the required information and click Book Appointment.
- The clinical case will be automatically linked here.
Add Treatment Codes to a Clinical Case
To add treatment codes to a clinical case, follow these steps:
- Select the patient using the Global Search bar > click Cases > Active Cases > View Details.
- Select the Overview tab > Click + Add Treatment on the 'Treatment Code' card. This will take you to the Chart.
OR
- Click Treatment Code > + Add Treatment.
- You will be directed to the Chart.
- Choose the tooth you want to extract and click on + Code.
- Select the codes to be added.
- Add any mandatory details such as Surface, Tooth/Area, ICD Code, etc. as needed.
- Click on Add to Treatment.
To add treatments to a case directly from the Chart,
Navigate to Clinical > select Chart.
- Select the Codes you want to transfer to the case from below the Odontogram.
- Right-click, and choose Link to Clinical Case.
- Select the case to which you want to add the codes.
Other Tabs
1. Care Notes: You can view all Care Notes attached to the clinical case here.
- To add a Care Note, click + Add Care Note.
- Click Show Details to view detailed notes.
- Select the required template and click Add Note.
- You can also add multiple care notes and click Merge & Add to combine them.
Click Delink to remove Care Notes related to the selected clinical case.
2. Images: You can view all clinical images related to the clinical case here. You can choose between Exam View or Individual View.
3. Lab Cases: You can view all lab cases linked with the clinical case here.
- To add a new lab case, click + Add Lab Case and enter the required information.
- To remove a lab case from the clinical case, click Delink on the intended lab case.
4. Medical History: In this tab, you can view all the medical history forms.
Click View Form next to a form to open it.
To add a new form:
Click + Add Form.
- Select the language required for the form.
- Fill out the form with Yes, No, or I don't know.
- Click Next to fill in the other sections of the form.
- Click Print and Sign to complete.
5. Documents: You can view all the documents attached to the selected clinical case here. The documents can be forms, reference letters, checks, etc.
- To add a document to the clinical case, click + Add Document and upload the file.
- To add an existing document from the patient, click + Add Existing Document and upload the file.
6. Payments: All the payments related to the clinical case appear here.
7. Claims: All the claims and their details related to the clinical case appear here.
8. Pre-Authorization: If any Pre-Authorization was made related to the clinical case, it will appear here.
Explore this video for an in-depth walkthrough.
You can manage Custom Statuses and Case Progress Checklists here. Let’s see how.
To add a Custom Case Status, follow these steps:
Navigate to the System Menu > select Practice Settings > Clinical Case Settings.
- Select the Case Status Settings tab.
- Click + Add Custom Status.
- Enter the Case Status Name and Description for the custom status.
- Choose a preferred Color.
- Click Save.
On the Case Status Settings, you can view all custom Case Statuses, including their Type, Color, and Status.
- You can Activate or Deactivate a custom case status from the menu.
- A search bar is available to help you find specific custom case statuses.
- Click Case Progress Checklist.
- Select the required specialty, for example, Oral Surgery/Orthodontics/Periodontics/Custom.
- Upon choosing the default specialty for the Progress Checklist, you can add items to the list by selecting + Add Checklist Item.
- Click + Add Checklist Item to add a new entry.
- Enter the Description.
- Click Save.
- Drag and drop the checklist items to reposition them according to your preferred order.
- You can Edit or Delete the intended item from the grid as needed.
Practices can use this simple yet informative guide for an in-depth walkthrough on Clinical Cases.