Nipunika Flow Board

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Flow Board

Introduction

This section introduces you to the purpose, features, and procedures of the Flow Board of LibreHealth EHR. Flow Board is an organized way of viewing the patient appointments based on patient status, category, provider or date of the appointment. Since Flow Board deals with appointments, it works in tandem with the Calendar. The changes made in one program can be seen in another.

High-Level Overview:

  1. Flow Board is an organized and efficient way of viewing the appointments scheduled.
  2. Flow Board only reflects the changes made by Calendar and does not make any changes itself.
  3. Generally, when patients arrive or appointment status changes, professionals record it using the Calendar and the change reflects in the Flow Board.
  4. LibreHealth EHR provides a lot of flexibility in terms of how you want your Flow Board to look.

Nipunika, LibreHealth Documentation Intern Applicant, 10th March 2020

Procedure

To see the Flow Board, click on the “Flow Board” tab in the top left corner of your screen (enclosed in the rectangle).

Nip-flowboard01.png


Generally, when patients arrive/reschedule or change their appointment status in any way the changes will be made through Calendar and reflected in Flow Board for ease of use. Each status is assigned a different color to increase readability.

Flow Board Preferences

Flow Board Preferences determine the layout and columns of the Appointment Table. You can change the default setting by clicking on the gear icon (enclosed in the red circle) next to the “Flow Board” title. You can click the same icon to collapse the Preferences section.

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Show Visit Reason in Patient Flow Board

When selected, the “Reason” column will be visible in the Appointment Table. It lists any reason for the patient visit if it was recorded.

Show Patient ID in Patient Flow Board

When selected, the “PID” column will be visible in the Appointment Table. It lists the unique ID that is assigned to every patient.

Show Exam Room in Patient Flow Board

When selected, the “Exam Room #” column will be visible in the Appointment Table. It lists the Room information in which the patient is supposed to or has checked in.

Show Visit Type in Patient Flow Board

When selected, the “Category” column will be visible in the Appointment Table. It lists information about the type of Visit of the patient.

Show Patient Encounter Number in Patient Flow Board

When selected, the “Encounter” column will be visible in the Appointment Table. It lists the Encounter Number of the patient appointment.

Flag Double Booked Appt

When selected, this option flags the appointment which has been double-booked by highlighting in orange.

Allow Date Range for Patient Flow Board

If selected, this option will enable searching for appointments in the Appointment Table for a range of dates.

Ending Date for Patient Flow Board

This option allows you to specify the date until the appointment information is to be displayed and only makes sense when “Allow Date Range for Patient Flow Board” is selected. Once the “From” date is entered, the “To” date will be automatically calculated based on the selected range. The default “To” date can be overridden by manually entering another “To” date.

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Patient Flow Board Timer Interval

It determines the time (in seconds) after which the Flow Board will be automatically refreshed. The default is 20 seconds. This feature can be disabled by selecting “No automatic refresh”.

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You can also manually refresh the panel by clicking the circular arrow icon (enclosed in the red rectangle) next to the lock icon on the Flow Board tab.

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These settings can also be changed through User Preferences => Calendar as described below:

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Go to the Calendar tab in “Edit User Settings” (enclosed in the red rectangle)

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You will see similar options as described earlier. This tab controls the settings of both the Calendar and the Flow Board.

Once you have specified your preferred options, click on “save” to see the changes take effect. You will be able to see some changes in the columns of the Appointment Table depending on the changes made.


Selection Tool

The Selection Tool allows you to filter the appointments which are displayed on the Appointment Table. It has the following options (if you disable date range in Flow Board Preferences):


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Provider

This feature allows you to filter appointments based on the service provider. If you choose a provider, the Appointment table will only list appointments of the chosen provider. By default, all providers are chosen.

Status

This feature allows you to filter appointments based on appointment status. If you choose a status, the Appointment table will only list appointments of the chosen status. By default, all the statuses are chosen.

Nip-flowboard09.png

Category

This feature allows you to filter appointments based on the appointment category. If you choose a category, the Appointment table will only list appointments of the chosen category. By default, all categories are chosen.

Nip-flowboard10.png

Date

This feature allows you to filter appointments based on a particular date or range of dates. If “Allow Date Range for Patient Flow Board” is selected you can choose a range of dates. Otherwise, you will be allowed to choose only one date. By default, the chosen date is the date of the next day.

Nip-flowboard11.png

By default, the “From” date’s value is the date of the next day and the “To” date’s value is calculated based on “Ending Date for Patient Flow Board” value. If “Allow Date Range for Patient Flow Board” is not selected then “From” and “To” filter merge into “Date” filter whose default value is the date of the next day.

Nip-flowboard12.png

Appointment Table

The Appointment Table is a list of the filtered appointments as per the parameters in the Selection Tool. This list is generated after you click the “submit” button in the Selection Tool section. The statuses are color-coded to increase readability and ease of use.

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PID

This column contains the Patient ID (PID) which is a unique ID given to every patient.

Patient

This column contains the name of the Patient whose appointment is scheduled. Clicking on the name will open up the patient profile.

Reason

This column contains the reason for their appointment.

Encounter

This column contains the Encounter Number of the appointment.

Exam Room #

This column contains the information of the room in which the patient has checked in or is supposed to check-in.

Appt Date

This column contains the appointment date.

Appt Time

This column contains the appointment time.

Arrive Time

This column contains the time at which the patient arrived.

Status

This column contains the current status of the patient appointment. The color of the row will change with each status update. To customize this color refer to “Global Settings”. To change the appointment status, you can:

1. Click on the current status against the patient name in the Appointment Table


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2. Change the status type in the form that pops up

3.  Click “save”


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Current Status Time

Whenever a status update takes place, the Current Status time is reset. This cell will keep blinking for a specified amount of time called “Alert Time” to grab user attention. The default value of Alert Time is 10 seconds. To customize Alert Time, refer to “Global Settings”.

Category

This column contains information about the category of patient appointments. This is generally assigned when the appointment is made. You can change this through Calendar.

Provider

This column contains the name of the provider with whom the appointment is made.

Total Time

This column contains the total time of the appointment from “@ Arrived” status to “> Checked Out” status. This is automatically calculated.

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Updated By

This column contains information of the user who last updated an appointment.

Patient Flow Board Report

The Patient Flow Board Report can be accessed by going to Reports => Visits => Patient Flow Board.

1. Click on “Reports” (enclosed in red rectangle)

Nip-flowboard17.png

2. Click on Visits (as shown in the picture below)


3. Click on “Patient Flow Board” (as shown in the picture below)

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After going through the above steps, you should see a similar panel like the one shown below. To obtain the report you need to set these parameters which function as filters for your report.


Nip-flowboard19.png


  • Facility: allows you to choose the facility from which the report is to be generated
  • Provider: allows you to choose the service provider whose services’ report is to be generated
  • From/To: allows you to choose the range of dates for which the report is to be generated
  • Status: allows you to choose the status of the appointments for which the report is to be generated
  • Category: allows you to choose the category of the appointment for which the report is to be generated
  • Patient: allows you to choose the Patient for whom the report is to be generated

After choosing the above parameters according to your needs, click the “submit” button (in blue) to generate the report (as shown below). You can also print the report by clicking the “print” button (in purple).

Nip-flowboard20.png
  • Check “show details” for a detailed report (as shown below)


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Global Settings

LibreHealth EHR gives its users a lot of flexibility in terms of how they want to customize their Flow Board. The settings we discussed above are user-specific and can only be changed for the user who is making those changes. Global Settings require Administrative User privileges. These settings will take effect for every user logged into the System.

Patient Flow Board Global Settings

To access these Global Settings, follow the instructions given below:

1. Click on Administration

2. Click on “Globals”

3. Click on the “Calendar” tab


Nip-flowboard22.png

You should see a panel similar to the one given below.

Nip-flowboard23.png


Options which have not been discussed before are:

Appointment Overbook Statuses

This field is used to define the codes of the statuses which can be overbooked. For example, appointments status “cancelled” (x) can be booked again.

Appointment Display Sets-Color

You can change the colors associated with Appointment Display as per your convenience:

1. Click on color field 2. Choose a color from the color picker

Nip-flowboard24.png


Click on “Default” to revert back to the default colors.

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Patient Flow Board: Disable

If selected, this feature allows you to disable the Flow Board.

Patient Flow Board: Enable Random Drug Testing

This feature enables random drug testing on the appointments in the Flow Board. This is for clinics that do random drug testing on their patients.

Percentage of Patients to Drug Test

If Random Drug Testing is enabled, you can also choose the percentage of Patients to randomly choose for the drug tests.

Maximum Number of times a Patient can be tested in a year

If Random Drug Testing is enabled, this field represents the maximum number of times a patient can be randomly tested for drugs in a year. If zero is entered, it means there is no limit.

Appointment Statuses

Another Global Settings feature is the “Edit List” which can be used to customize the Appointment Statuses. To access this feature:

1. Click on “Administration”

2. Click on “Lists”


Nip-flowboard26.png


3. Choose “Appointment Statuses from the drop-down list to obtain a screen similar to the one below:

Nip-flowboard27.png

All the data fields in the Appointment Table under Flow Board are taken from the Calendar except for the Appointment Statuses which are derived from here. Custom statuses can be added according to the needs of your facility.

ID

This is a unique character or word that is assigned to each status for identification. When Adding your own custom statuses, you will need to assign a unique ID to your status.

Title

This is the name of the status and also functions as a brief description. When entering the title, the description must be followed by the ID.

Order

This defines where a status would fall on any drop-down Appointment Status list. Changing the order value would change the way the statuses are ordered on the drop-down list. The lower the value, the higher the status would be on the list.

Color

Each status, by default, has a unique color to increase readability. The color associated with each status can be changed by choosing another color from the color picker. You can even assign two statuses the same color, although it is generally not advised.

Alert Time

This value determines how long each status would wait before it starts blinking to get your attention.

Check In/Out

Check In/Out are to indicate whether the patient would be checking in/out in association with that status. To select these settings, check the respective box.

Code(s)

This field contains any relevant and applicable medical code.

After making the required changes, click “save” to ensure that they are implemented.


Summary

We have reviewed the purpose, features, and functionalities of the Flow Board in this guide. We hope that this guide has proven helpful and fulfilled its purpose.

In case you have any doubts, we recommend you visit the LibreHealth community in the Forums, where you can get in touch with the developers and other users who may be able to assist you.