Intake Template Filter for Intelligent Intake (Last Completed Date, Specific Date)

Similar to the functions affiliated with Template Demographics for Intake Templates or EMR Templates, there are options available for limiting the template data expected to be completed by the patient. Unlike the Template Demographic filters that must be configured at the Template Category level, the Intake Template Filter described within this article affects the entire template's ability to be displayed to the patient based on the specific date filters applied to the entire Intake Template.

Executive Summary

Intelligent Intake Templates can be assigned to patients based on the last time the corresponding EMR Template was completed OR after a specified date. Making timing configurations may assist in reducing the time spent in the waiting room filling out paperwork, and mitigate patient frustration with completing repetitive information during follow-up visits.

Template Timing Use

Template Timing was introduced in order to better control what data is being requested from the patient within an Intelligent Intake form associated with follow-up visits. Specifically, this setting will affect the entire template's display within the Intake Form. In this scenario, it is best to use the Last Encounter Date option. However, there are additional use cases accounted for with the configuration option for a Specific Date. In either case, unless the condition is met, the entire Intake Template will be excluded from the patient's view within the Intelligent Intake.

Similar to Template Demographics, these configurations can only be made by users with the appropriate role access to Setup > Templates. Given the complexity of these changes, it is recommended you submit a Template Change Request Form (TCRF)

Real Word Example

There are many possible use cases for the Intake Template Filter, the primary use of this filter will be the Last Encounter Date option. This will allow a practice to configure a specific Intake Template to only display in the event the corresponding template in the EMR, the mapped template, has not been completed and/or updated within the provided range. 

In a scenario where a patient should only complete a questionnaire every 4 weeks, the Intake Template containing the questionnaire, the "PHQ-9" for example, could be configured to only be displayed if the last PHQ-9 template seen in the EMR had not been completed in over 4 weeks. Given this setup, if a patient had a weekly follow-up appointment, and that appointment type is associated with the "Follow-Up" Intake Form, the PHQ-9 would only be filled out by the patient every 4th visit. 

The other configurable filter, Specific Date, may be used to assist in making planned changes to an Intake Form. For example, if there is a new template needed within the Intelligent Intake, and this template shouldn't be used until a future date, ex. 12/31/2024. An Intake Template Filter may be set up to only display the Intake Template after the specified date.

In practice, you may have a patient-facing form required to be gathered per the government. An Intake Template could be created on your behalf and configured with the Specific Date filter to only be available on the day the regulation goes into effect. This automation can help ensure you are prepared for these types of changes without having to remember to make them the day of.

Screen Definitions

Always (Default)

This option is the default for all Intake Templates. The template will ALWAYS display to the patient, however, there may be Template Demographics associated with the template as well that may affect the Template Categories displayed to the patient. 

Last Encounter Date (Mapped Template) Older Than:

Based upon the corresponding template in the EMR, the most recent Encounter Date associated with a template within the chart would be evaluated before displaying the Intake Template to the patient. If the date falls OUTSIDE of the range, the Intake Template will be displayed

Options: ## of {Days / Weeks / Months}

Encounter Date Explained
Encounter Date under the purview of EMR templates is what you see in the {Chart Tab} > History - Encounter Date column. For history templates, the encounter date is set to the date the template was saved on. 

This setting is inclusive, meaning when the template is configured to display based on the Last Encounter Date. It will be evaluated as Current Date >= Last Encounter Date. So, if you set it up to display the template only when the Last Encounter is Older than 2 days, on the second day at midnight the template would display to the patient (assuming there was a template completed for 2 days prior already)

Specific Date

Similar to the Last Encounter Date option, the Specific Date configuration is used to only display the template to the patient if the condition is met. So, the template will display to the patient ON or AFTER the date entered in the setup screen. This evaluates if the Current Date >= Specific Date.

 Making modifications to the Intake Template Filter will have an immediate effect on currently assigned intakes. If the patient has not started the Intake Form already the filters will take effect. If the patient already started and saved some of the sections but has not yet submitted the form, the filter will not be applied.