Overview
The Clinical Cases module is the central hub for tracking multi-visit or high-value treatment plans. Use this tool to unify appointments, payments, lab work, and clinical documentation into a single dashboard. This step begins after the patient has been presented and accepted a treatment plan requiring multiple visits and phases of treatment. Please review the article for additional information. An Overview of Clinical Cases
Following the Clinical Intake Steps for Treatment Planning: Clinical intake and Patient Charting
Initiating a New Case
You have presented treatment to the patient and you are moving towards scheduling an appointment. You will initiate your Clinical Case at this time.
- Navigate to the Scheduler and schedule as indicated.
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Clinical Case: Click + Add Case.
- Case Type will prepopulate for you.
- Production Type
- Name will prepopulate for you. Update based on your practice recommended naming convention.
- Tooth: Select ALL tooth numbers involved in the entire phase of treatment.
- Location, and Start Date will default automatically for you.
- Provider and Case Assistant should be assigned. Click Add.
9. Select the Treatment Plan tab, select all appropriate codes, and add to appointment.
10. Lab Cases: For Cases that require lab work, scroll the left panel on the appointment slider, select the + Add button next to Lab Cases, then complete the necessary information to create the lab case.
11. Enter Lab Case Details
12. Book Appointment
Managing a Case
- Navigate to the Case Overview Tab by right-clicking the appointment, scroll to select View Clinical Case. The left panel and right panel can scroll for additional details on a single page. Details for Case Progress and Treatment Codes can be reviewed. Use the Case Progress Checklist to check off important steps, such as ordering parts or clinical steps usually taken in the office.
Tip: Checklist Templates can be configured in your practice settings. To learn more: Click here
Appointment Tab: Your appointment is now linked, but you can also you can schedule additional appointments if required, view appointment history or use the current appointment to launch xchart for vital monitoring. Items linked to case from the appointment such as treatment codes and lab cases (if applicable) will automatically carry over to the linked clinical case.
Care Notes: Once a case-related visit has been completed, start the Care Note from inside the Case itself. Click on the Care Notes tab to create a new Care Note, following the same workflow as usual or link an existing Care Note. This way the clinical note is automatically linked to the case and not missed. Remember, once a note is finalized it cannot be edited to then link to a Case.
To Learn More: Click here
Images: Images can quickly be viewed using the filters in place. Easily toggle between Exams and Images. Providers can also quickly access the Clinical Summary for more patient details, including the patient’s current and past medical histories.
Documents: Trigger appropriate forms (Ex: Consent forms) that the patient needs to sign prior to beginning treatment. Add Documents to prepare for arrival or Fill Now with patient check-in. You can also link an existing document.
Please note: Cases may be put on Hold in situations where the patient may need to pause treatment.
NOTE:
XChart Integration via Clinical Cases
To enable XChart from the system, the practice must complete the initial configuration.
Contact support@carestack.com to request XChart enablement.
Once enabled, you can access and configure it from the Services page.
Please see the article on XChart Configuration. Configuring and Launching XChart
1. Launching XChart from CareStack
To ensure the data flows back to the correct case, always launch the XChart session from the Appointments Tab in the clinical case. You MUST have the appointment linked to the clinical case in order to complete this step.
- Open the Patient Chart > Clinical Cases tab.
- Click into the Case Details of the active treatment.
- Navigate to the Appointments tab and click Launch XChart.
To learn more: Videos illustrating Use Cases for Different Sedation Levels
- You will undergo a handoff procedure, importing and updating all necessary information for XChart from this case. Subsequently, you will be seamlessly transitioned into an Xchart Anesthesia Record, where the relevant items will be generated or revised.
2. Post-Op: Importing Data to CareStack
Once the procedure is finalized in XChart, the data must be pulled back into the CareStack Clinical Case for permanent storage.
- Clinical Notes: The vitals log and sedation summary can be imported directly into your Care Note linked to the Case.
- Documents: Ensure the finalized XChart PDF is synced to the Document Center under the "Clinical Case" category.
Check your patient out from the schedule and apply your Advanced Payment credit. Collect any remaining balance if applicable. Payments applied to codes linked to the case can be seen in the Clinical Case under the Payments tab.
TIP: Be sure to follow the CS Way for pre-collecting Large Cases!
Large Case Collections
Payments: Payments applied to codes as they are completed will automatically appear in the payments tab. This view provides quick insights on any amount owed but the payments tab is crucial to view codes completed and how payment from patient and insurance are applied including adjustments.
If you do not see an expected payment, ensure the codes have been completed and that the payment was properly applied to correct codes via the ledger. This is vital in order to ensure the payment progress meter from the Overview tab is accurate. (Unapplied Credits will NOT reflect here)
Completing the Case: Once all treatment for the case and all payments have been applied, you can proceed with closing the case. Click the dropdown Menu under Case Status and select Closed. All information for the case will be retained. You can also use this to place a case on hold or a custom status that can also be configured in your practice settings.