Environment Explanations FAQ

Use the following FAQS to better understand how specific workflows can affect resulting data.

Visits

Why is there a DN (Daily Note) without an appointment?

When an appointment is preemptively canceled, a therapist can still complete a note in the case if the appointment does occur. The correction can be made via the EMR. Note: An alert displays shows when someone attempts to finalize a note without an appointment.

Appointments

Why do I see negative and positive appointment_id's?

When there is an IE and a DN, the IE is negative while the DN is positive.

I am trying to find the unique scheduled visit count by case, why am I seeing duplicates?

Most likely there is a need to use MAX(appointment_id)

How do I differentiate between appointments that occurred on the same date of service for the same case?

Using a combination of case_id, DOS, and MAX(appointment_id)

How do I can see if an appointment was canceled?

Using the visits (notes) table you can identify which appointments were canceled. This query can be found in the Standard Extract Queries.

Cases

Discharge Date (visit with DQ/DS) different than Case Closed Date?

The patient can be manually discharged at any time in Patient Info. This will populate the Case Closed Date. If there is no formal discharge, the discharge information stays NULL. If the provider opens the case back up and completes the discharge, then the dates will not match.

Case Closed Date exists but Discharge Date (visit with DQ/DS) not found?

The patient was manually discharged with no official note type completed for the discharge itself.

Last Visit date (visit w/ DN) after Discharge Date (visit with DQ/DS)? 

The case was reopened for an additional visit after the discharge. We recommend beginning a new case to avoid this issue.

Case Status = A where Case Closed Date or Discharge Date exists?

A case was reopened which makes it active. We do not recommend reopening cases post-discharge.

Case Status = D where neither Case Closed Date or Discharge Date exists?

A combination of not completing a formal discharge or other best-practice workflows.

The case has a DN but is inactive?

A combination of not completing a formal discharge or other best-practice workflows.

Patient Insurance

What is the difference between "Self-Pay" and "Cash Patient"?

• Typically "Self Pay" is a placeholder insurance for patients who don't have insurance.
• "Cash Patient" is the value that represents when a patient pays a balance after the insurance pays. Sometimes members enter "Cash Patient" as an insurance and use it for the intention of "Self Pay", which is not a recommended workflow.

How do we see the detail around a refund such as:

1. When created/refunded 
2. Amount refunded
3. Who was refunded

All PATIENT_CREDIT records with a negative original_amount and patient_credit_type = 7 are refunds. The record shows who and the money_type they were paid with. The deposit date represents when the refund actually took place.

Patients

What makes a Patient inactive?

This is a manual effort by a user.

Billing Charges

How do I find the balance on a billed charge?

Balance = Charge_Amount - Total_Pay_Amt - Total_Adj_Amt. Total_Pay_Amt = Total_Ins_Pay_Amt + Total_Pat_Pay_Amt. There is also a Cur_Balance field and an Owed_Amt field for extra detail.

ICD Codes

How do you properly use this table to gain information from it?

This table is intended to join to the Case table. Every ICD Code for a particular case is listed, while only one should be marked as primary. Reference the Standard Extract Queries you have been provided to see how you can link this table to Cases and pull every ICD Code.