Maggie.Negm.LibreHealth EHR Flow Board

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Introduction

The Flow Board module is a feature in the LibreHealth EHR application. The Flow Board creates an organized way to view information related to patient appointments that were scheduled using the Calendar. Any changes made to patient appointments in the Calendar are reflected in the Flow Board, and vice versa. By working together, the Flow Board and Calendar create a seamless way to create, view, and edit patient appointments. Maggie Negm, LibreHealth Outreachy Internship Applicant, October 2019

Procedure

Accessing the Flow Board

If the Flow Board is not already opened, simply select “Flow Board” from the main menu.

Maggie-flow-board-main-menu.png

Flow Board Settings

The Flow Board settings can be accessed within two locations:

  • Local Settings
  • Global Settings

Flow Board Local Settings

The Flow Board local settings can be accessed within the Flow Board module by selecting the gear icon in the upper left corner of the window.

Maggie-local-settings-1.png


After clicking on the gear icon, the following items will appear (as well as the following default values, unless they’ve been changed):

Maggie-local-settings-2.png

Show Visit Reason in Patient Flow Board

If checked, the “Reason” column will be included in the Flow Board, and any patient appointments that have a visit reason will be visible in the Flow Board.

Show Patient ID in Patient Flow Board

If checked, the “PID” column will be included in the Flow Board, and each patient appointment’s Patient ID will be visible in the Flow Board.

Show Exam Room Patient Flow Board

If checked, the “Exam Room #” column will be included in the Flow Board. If the patient has been checked into a room, the exam room information will also be visible in the Flow Board.

Show Visit Type in Patient Flow Board

If checked, the “Category” column will be included in the Flow Board, and each appointment’s visit type will be shown in the Flow Board.

Show Patient Encounter Number in Patient Flow Board

If checked, the “Encounter” column will be included in the Flow Board, and the each appointment’s Encounter Number will be shown in the Flow Board.

Flag Double Booked Appt in Patient Flow Board

If checked, the Patient Flow Board will flag double-booked appointments (if enabled) by highlighting the appointment time in orange to alert users of such instances.

Allow Date Range for Patient Flow Board

If checked, the Flow Board will allow users to enter a date range, rather than one date.

Ending Date for Patient Flow Board

If “Allow Date Range for Patient Flow Board” (the previous setting) is checked, a user can choose how the default date range will be calculated.

Maggie-local-settings-3.png

Thus, once a user chooses a “From” date in the Flow Board, the “To” date will be automatically calculated for the user based on the default date range chosen. However, the “To” date can still be changed in the Flow Board.


Patient Flow Board Timer Interval

This feature determines how often the Flow Board refreshes itself to display the most up-to-date information. This feature can be disabled by choosing the “No automatic refresh” option.

Maggie-local-settings-4.png

These settings are a subset of the Flow Board settings within Globals.

Flow Board Global Settings

Users with Administrator access can view the complete list of Flow Board settings within Globals.

(For more information on the Global settings, visit the “Globals” Wiki doc.)

To access these settings: 1. Select "Administration" from the main menu.

Maggie-global-settings-1.png


2. Select "Globals."

Maggie-global-settings-2.png


3. Select the "Calendar" tab.

Maggie-global-settings-3.png


For more information regarding each Flow Board setting:

Flow Board Selection Tool

The Flow Board Selection Tool helps users narrow down which appointments they want to view in the Flow Board based on certain search criteria. It is located under the local settings’ gear icon in the Flow Board module.

Maggie-selection-tool-1.png

Selection Tool’s search criteria:

Provider

Choosing a provider will display patient appointments who have appointments with that provider. Otherwise, all providers are chosen.

Status

Choosing a status will display patient appointments with that specific status. Otherwise, all patient appointment statuses are chosen.

Maggie-selection-tool-2.png

Category

Choosing a category will display patient appointments that are in that category. Otherwise, all patient appointment categories are chosen.

Maggie-selection-tool-3.png

Date

Choosing a specific date will display appointments that are scheduled on that day. Otherwise, the “Date” field’s default value, which is automatically generated with the following day’s date, will be used.

This field can be changed to accept a date range in the form of “From” and “To” fields by placing a check mark next to the “Allow Date Range in Patient Flow Board” setting in the Flow Board settings.

Maggie-selection-tool-4.png

Otherwise, the default values that are automatically generated will be used. The “From” date’s default value will be the following day’s date, and the “To” date’s default value will be calculated depending on what option is chosen for “Ending Date for Patient Flow Board” Flow Board setting.

Appointments List

After using the Flow Board Selection Tool to enter a set of search criteria information, the results are shown under the Selection Tool in the form of a table that consists of a list of scheduled patient appointments and their associated information:

Maggie-appt-list.png

PID

The Patient ID (PID), which is a unique number assigned to each patient, is displayed here.

Patient

Patient’s name is displayed here. Clicking on the patient’s name will open their patient profile in a new window.

Reason

The reason for the appointment is displayed here. The appointment reason can be added while creating the patient appointment, and it can be added, edited, or removed later by opening the appointment in the Calendar.

Encounter

The appointment’s Encounter Number will be displayed here.

Exam Room #

Once the patient has been placed into an exam room, the room number will appear here.

  • Click on the appointment status under the Status column in the Flow Board, then update the status under “Exam Room Number” in the “Change Status” form that pops up.
  • Select the appointment in the Calendar and manually update the status next to “Room Number” in the Patient appointment creation form that pops up.

Appt Date

The appointment date will be displayed here.

Appt Time

The assigned appointment time will be displayed here.

Arrive Time

The patient’s arrival time will be displayed here.

Status

The most recent status change will be displayed here, as the patient appointment’s status is updated throughout the appointment’s workflow. Furthermore, the status count displayed on top of the table is updated as well.

There are two ways to update an appointment status:

  • Click on the status under the Status column in the Flow Board, then update the status under “Status Type” in the “Change Status” form that pops up.
  • Select the appointment in the Calendar and manually update the status next to “Status” in the Patient appointment creation form that pops up.

With each status change, the color of the row containing the appointment information is changed. (For more information, regarding appointment statuses and their assigned colors, visit the “LibreHealth EHR Calendar and Flow Board” Wiki doc.)

Current Status Time

After the appointment status has been changed to “@ Arrived,” the total time the patient is waiting and no action is being taken is displayed here. It is highlighted in red and continues to blink repeatedly until the status is changed to another status, in which the timer will disappear.

Category

The category that the patient appointment is assigned to is displayed here.

The category is typically assigned when the patient appointment is created. It can be manually changed by selecting the appointment in the Calendar and updating the status.

Provider

The provider’s name who the patient is assigned to see on the day of their appointment is displayed here.

Total Time

The total time the patient has been in their appointment, from “@ Arrived” status to “> Checked Out” status, is displayed here.

Check Out Time

The time the patient has been checked out is displayed here.

Updated By

The username of the last person to update the patient appointment will be displayed here.

Changes made in the Flow Board are also reflected in the Calendar.

Summary

The purpose of this document is to provide an in-depth summary of the Flow Board module in the LibreHealth EHR application.

We discussed how to customize the Flow Board through its Local settings and from within the Global Settings, if the user has Administrator access.

We also discussed the two main parts of the Flow Board: Selection Tool and Appointments List.