www.help.valant.com
This is a handy link to Valant Support and info.
**Note: I will continue posting overviews and other workflow info to this website over the next few weeks.**
Overview of Electronic Documents in Valant
We used to have paper Policies and Personal History forms that were sent out to clients when we saw them in person. The admin team sent out the forms to clients and it was the responsibility of the client to complete and the therapist to check to ensure that everything was completed fully (then, it was scanned & uploaded into CS). If clients did not complete a personal history, we required that they complete this in the waiting room during the appointment time.
At the New Year, we switched to electronic intake forms, and the system we used to manage our electronic forms only had admin access, so therapists relied on the admin team to upload the electronic intake forms. We began requiring forms to be completed 3 days prior to the intake or we rescheduled/cancelled the intake in order to provide time for us to manage the incoming forms.
Now that we have electronic forms integrated within our EMR, therapists are able to manage the receipt of the paperwork. Therapists are also able to schedule measures to be completed on a recurring basis between appointments and to send one time measures to the portal to screen clients for changes in diagnosis, reviewing treatment, assessing progress, etc.
The Patient Chart in Valant is virtually the manilla file folder we used for the client’s paper chart.
The “Overview” is similar to a Service Record or face sheet. There, you can find the current diagnosis, previous/upcoming appointments, as well as copies of your Notes.
If you want to edit the Diagnosis, you can do that under Diagnosis.
The Measures tab is where you would set up a one time measure or a recurring measure to be sent out between appointments.
The Documents area is where you would find the completed “Signed eSignature Requests” (Policies/Consents) and the CC Auth (admin still needs to upload the CC auth to Valant) and the Measures AFTER you complete the Mobile Notes.
Once we receive the completed & signed Counseling Policies (including a CC authorization for non-MA clients) the new intake is scheduled and we send the Portal Invite out to the client. The Measures are sent to the Portal immediately and can be completed once the portal is activated.
You can find the completed & signed Counseling Policies in the Documents section of the Patient Chart. This is where you will locate the credit card authorization information for adding a credit card on file in the Card Manager.
Intake Measures
The Measures, once completed by the client, are temporarily “stored” or held in the Uninitialed Documents tab on the main menu (or on the Dashboard). Essentially, these documents are stored/held here until you complete your Mobile Note. Once the Mobile Note is completed, then the Measures are automatically transferred to the Documents section of the Patient Chart. This is how it works for all Measures, whether they are intake measures or they are measures you send as one time or recurring measures.
If you have an intake and do not see that the Measures are in the Uninitialed Documents folder, then you can send your client a secure Message via the portal to remind them to complete them.
At the New Year, we switched to electronic intake forms, and the system we used to manage our electronic forms only had admin access, so therapists relied on the admin team to upload the electronic intake forms. We began requiring forms to be completed 3 days prior to the intake or we rescheduled/cancelled the intake in order to provide time for us to manage the incoming forms.
Now that we have electronic forms integrated within our EMR, therapists are able to manage the receipt of the paperwork. Therapists are also able to schedule measures to be completed on a recurring basis between appointments and to send one time measures to the portal to screen clients for changes in diagnosis, reviewing treatment, assessing progress, etc.
The Patient Chart in Valant is virtually the manilla file folder we used for the client’s paper chart.
The “Overview” is similar to a Service Record or face sheet. There, you can find the current diagnosis, previous/upcoming appointments, as well as copies of your Notes.
If you want to edit the Diagnosis, you can do that under Diagnosis.
The Measures tab is where you would set up a one time measure or a recurring measure to be sent out between appointments.
The Documents area is where you would find the completed “Signed eSignature Requests” (Policies/Consents) and the CC Auth (admin still needs to upload the CC auth to Valant) and the Measures AFTER you complete the Mobile Notes.
Once we receive the completed & signed Counseling Policies (including a CC authorization for non-MA clients) the new intake is scheduled and we send the Portal Invite out to the client. The Measures are sent to the Portal immediately and can be completed once the portal is activated.
You can find the completed & signed Counseling Policies in the Documents section of the Patient Chart. This is where you will locate the credit card authorization information for adding a credit card on file in the Card Manager.
Intake Measures
The Measures, once completed by the client, are temporarily “stored” or held in the Uninitialed Documents tab on the main menu (or on the Dashboard). Essentially, these documents are stored/held here until you complete your Mobile Note. Once the Mobile Note is completed, then the Measures are automatically transferred to the Documents section of the Patient Chart. This is how it works for all Measures, whether they are intake measures or they are measures you send as one time or recurring measures.
If you have an intake and do not see that the Measures are in the Uninitialed Documents folder, then you can send your client a secure Message via the portal to remind them to complete them.
| overview_of_electronic_documents_in_valant.pdf |