Enrollment Overview - PM
Enrollment refers to a defined period of time during which some or all of a client's episodes will be grouped together in order to be viewed as one continuous period of care.
Identifying which client episodes are considered part of the same Enrollment will be a user-based decision, but the system can also group like episodes automatically based on program, and overlapping admit and discharge dates, if desired.
When Enrollment functionality is enabled, the system will convert all existing client diagnoses (episode based) into Enrollment based diagnoses.
Before this conversion can be run, it is required that the system be configured as an Enrollment based diagnosis system, and that all programs have an Enrollment Program defined. To do this, you must:
- Set the Enable Enrollments registry setting to '1'.
- Define the values in Enrollment Program.
- In the Program Maintenance and Single Program Maintenance forms, set up all programs (including inactive programs) with the appropriate Enrollment Program. This defines the enrollment grouping that a client's admissions/episodes should be assigned to when Automatic Enrollment is enabled and there are overlapping episodes.
- When finished, return to the Enable Enrollments registry setting and set the value to '2' (manual enrollments) or '3' (automated enrollments), as appropriate.
The conversion will run, automatically creating Enrollments for each client based on the admission dates, discharge dates and Enrollment program of each episode following the rules for Automated Enrollment creation.
Functionality
Enrollment functionality allows for the recording of diagnoses to take place once per Enrollment, but be applied across any episodes associated with that Enrollment. This cross-episode diagnosis capability allows for the billing of services in different episodes to use or pull from the same set of diagnosis recorded by a user without requiring duplicate data entry of diagnosis information across multiple episodes.
For example, when using the Charge Input forms, the Active Diagnosis field will automatically pull the diagnosis associated with the Enrollment, even if there is no diagnosis specified for the episode.
Admissions
Each new episode added in the Admission, Admission (Outpatient), or Pre Admit forms will need to be associated with an Enrollment. For manual enrollments, episodes can be assigned or reassigned to an Enrollment through the Enrollment field.
If the admission is the client’s first episode, there will be no Enrollments created yet. For this scenario, if Automated Enrollment is not enabled, you will be able to select New Enrollment as the Enrollment to associate the episode with and then select the Enrollment name to be created. The Admission Date of the episode will be used as the Enrollment Start Date.
Edits
If you make changes to an existing enrollment's start and/or stop dates by using the Client Merge or Delete Last Movement forms, you will need to update that client's enrollment manually. There is no automated process for checking if Enrollments need to be reopened or closed.
Discharge
When a discharge is filed for an episode, the Automated Enrollment process (if enabled) will determine if there are other episodes of the same Enrollment Program still active. If not, the Enrollment that the episode was associated with will be closed with an Enrollment End Date that is the same as the Discharge Date.