Navigating the Patient Chart
The patient chart serves as the central hub for all clinical, administrative, and financial information related to a patient. It is organized into distinct cards to organize and assist with workflow.
Contact tab: Administrative & Reference Details
The Contact tab manages all non-clinical, administrative, and demographic details for the patient using several specialized cards:
Contact Details Card: View or edit basic demographic information (name, address, date of birth, etc.).
Helpful Comments Card: A quick reference area for adding non-clinical notes that are visible to staff (e.g., "Patient prefers morning calls").
Related Contacts Card: Input and manage important contacts, such as family members, emergency contacts, or external physicians.
Release of Information (ROI) Card: Easily create, edit, and capture the patient's signature for all Releases of Information documents.
Coverage Card: Input and maintain all insurance and coverage information.
Authorizations Card: Tracking of an issued authorization. This will auto update the remaining units as used and be reflected in the census report. When scheduling a patient in the calendar, the authorizations icon will indicate how many units are left.
Files Card: Upload and save external files (like scanned documents or external reports) that are not natively created within BestNotes, directly to the patient's chart. Only file types that the user's browser can support will re-open from BestNotes without having to be re-downloaded (such as PDFs and most common image files or file types.)
Activity Tab: Workflow and Record Log
The Activity Tab is the dynamic workflow area, showing a complete record log and providing quick access to common patient-specific actions. The two views within the Activity tab are:
Record Log view: This section provides a chronological Record Log of everything that has occurred concerning this patient (e.g., notes created, tasks assigned, status changes).
Workflow View: A dedicated section allows you to view work, track progress, and ensure tasks move smoothly through each stage until completion.
This displays:
Any tasks associated with the patient.
Any In Progress items (like unfinished notes).
Any completed documentation for the patient in the Done column.
The blue Get Started button in the Activity Tab is key for initiating workflow actions from inside the patient chart. Clicking this button enables you to launch appointments, add tasks, start forms, and create packets that can be sent directly to the patient's portal.
Record View
Workflow View
The Clinical Tab: Treatment and Status Management
The Clinical Tab is dedicated to managing the patient's treatment history and program status.
Episode and Programs card: Shows the current episode/program status and details. The status of the patient’s episode and program can be controlled independently within this card.
Adding a new episode of care and program is done by clicking on the Plus icon on the top right corner of this card.
Adding a concurrent program to an existing episode can be done by clicking on the Add Program button.
Color and Label: The color and label of the status boxes indicate the patient's current status and may be changed (e.g., "Active," "On Hold," "Discharged").
Updating Status: By clicking on these respective status boxes, you can quickly change the status (e.g., placing the patient's status on hold, signifying program completion, etc.).
Diagnosis card: Displays the patient’s active diagnosis list.
Medications card: Shows a list of medications which can be reconciled within this card.
Medication reconciliation: Users with 'Manage medications' permission can now mark medications as reconciled to confirm a patient's medication list is current and accurate.
You can enter reconciliation mode in two ways: click the menu (⋮) in the medications card and select Reconcile medications, or click the Reconcile medications button at the bottom of the medications list while filling out a form.
Selecting medications: Once in reconciliation mode, checkboxes will appear next to each medication. You can select them individually, or use Select all to grab everything at once. The reconcile button will show you how many medications you have selected.
Completing reconciliation: Click Reconcile selected to confirm. Each reconciliation is timestamped and recorded against your practitioner account for a clear audit trail of who reconciled what and when.
Viewing reconciliation status: After reconciling, each medication will show a ✓✓ icon along with the date and practitioner who last reconciled it, so your whole care team can see, at a glance, that the list is up to date.
Allergies card: Shows a list of allergies which can be edited using the plus icon or selecting the current allergy.
OutcomeTools Card: When activated, this card will show a list of all completed and pending surveys assigned to the patient.
ASAM4 Criteria History Card: When activated, this card will show the patient's history regarding the ASAM (American Society of Addiction Medicine) criteria, how many ASAM4 assessments have been completed and their outcomes.
The Financial Tab: Billing and Ledger
This feature is coming soon!
The Financial Tab is where all billing and financial information related to the patient's services is recorded.
As the patient receives services, all associated billing information and ledger details will be recorded and housed here.