Patient Services and Service Occurrences

Once the Service Assignment has been completed, whenever the template is saved, the Service Assignment will be included in the Treatment Plan.

The "Services" Tab

Video tutorial - Video tutorial here

The new "Services" tab allows you to track Services carried out in the Patient's treatment plan link program services to the patient’s treatment by adding "Occurrences". 

The above image shows the Services due as part of the Patient's Activity Plan on the patient's "Service" tab.

Assigned Services

When you first redirect to a Patient's "Services" tab, you will immediately be greeted with the option to create a new activity plan or select a saved plan template as shown above. If the Patient already has an Activity Plan assigned, then a section outlining the Service Assigned as per the Patient's Activity Plan will display instead.

There is a counter for each Service added. All counters are color-coded to show how many Services have occurred (Active and Validated) versus how many remain.

• If 100% of expected occurrences have been logged, the counter is green 
   

• If 50% of expected occurrences have been logged, the counter is orange 
   

• If 25% of expected occurrences have been logged, the counter is red 

Note: This page is for creating patient service occurrences and displaying previous occurrences. If the event is not tied to a Service, please go to the patient’s Calendar.

Additionally, if the Patient is missing all/some of the assigned Services, a banner will display informing you that some Services need to be added in Patient > Information.

Underneath that section, you will see a table listing all the Occurrences that have been logged, as well as relevant information about that Occurrence, which you can view/edit.

Service Occurrences

A “Service Occurrence”, is simply an instance of a subservice event happening during the patient’s current application. Each Occurrence can

• be of Status Active, Discarded, or Validated,

• can have many Services tied to it

• and can have as many Events tied to it as needed.

To create an Occurrence, simply click on the "add service occurrence" button in the Patient Services section of Patient > Services, as shown below

Creating a Service Occurrence

After clicking the "add service occurrence" button, you will be redirected to the Add Service Occurrence page, where you can fill in the following details:

1. Select a Service -
   1. This list is populated by the patient's assigned subservices
2. Occurrence Date -
   1. Use this to record when the Service occurred or is due to occur
3. Notes
   
   
4. Tie the Occurrence to a MedPack -
   1. Displays all Active MedPacks linked to the Patient if the selected Service has been flagged as tied to medication in the Services menu
      (Services > Subservices >Subservice Details)
5. Create an Event for this Occurrence
   1. See below
6. Add -
   1. When clicked, the system adds a new Service form, allowing you to create multiple Service Occurrences on one Page
7. Save
   1. Saving an Occurrence moves it to Active status with all entered details saved
   2. If multiple Occurences have been created at once, each individual Occurence will be listed in the Patient Services table found in Patient > Services

Service Occurrence Events

When creating an Occurrence/editing an Active Occurrence, if you wish to create an Event linked to the Occurrence, you can do so by clicking the checkbox labelled "Create an event on the Patient’s Calendar for this occurrence."

Clicking this checkbox will display Event details, where you can fill in the following details:

1. Event Title
   1. Name of Event
2. Event Type
   1. which can either: 
      1. Event
      2. Activity
      3. Follow-Up
      4. Appointment
3. Start and End Date of Event
   1. Start Date is required for validation
   2. End Date is not required for validation
   3. Neither date can be more than 30 days from the Occurrence Date
4. Event Link
5. Remove 
   1. Clicking will remove the Event from the form
6. Add
   1. Clicking will add an additional Event in the form

Note: You can add one or more Events if required, as long as the Occurrence is under “Active” status 

Upon saving with an Event added, the Event(s) will be added to the Patient's calendar. You can also edit an already saved Occurrence, which will allow you to make changes, confirm, or validate the Occurrence.

Discarding a Service Occurrence

To discard an occurrence, please reach out to PMS Support. When discarded,

• The occurrence is view only, and no further action can be taken.

• Discarding an occurrence that is linked to an event will also delete the associated event from the system.

Confirming and Validating a Service Occurrence

To Validate an Occurence, the Occurrence must first be confirmed. This includes checking that all details are accurate and that all required documentation is present.

To confirm an Occurence, simply click the checkbox labelled "I confirm this Occurrence" while viewing/editing an Active Occurrence.

Clicking this checkbox will display a document type selector and an upload field. To validate, you must upload at least one document of type Service confirmation, Pre assessment form, Post assessment form, or Test Voucher, then click the "Save" button.

Once the Occurrence has been confirmed, it can then be Validated by clicking the "Validate" button at the bottom of the page. 

The option to Validate will not display until the Occurrence has been Confirmed.

While validated, the Occurrence is view-only and locked from further edits.

Service Occurrence Interaction Logs

When a Service has been validated, an automated interaction log is created.

The interaction is not automatically validated to allow staff to review and appears in the program dashboard until it has been validated.  

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