Have you ever wondered if there is a mechanism within Cloud 9 to locate patients that have not been seen in the practice for a long period of time, that you feel should be inactivated? In your practice, patients may get four retainer checks, each six months apart, after being debanded. What if they don't show up for the third or fourth one? What can we do about removing them from the Retention Status without having to do a record-by-record search? The Inactivate Patient Utility may be just what you are looking for.
Requirements: The employee must have the permission of 'Run Utilities' assigned to them under Edit > Setup > Employees.
Accessing the Utility
From the Header bar within Cloud 9, go to Edit > Run Utility> Inactivate Accounts, as shown below.
Familiarity
Let's cover each section of the Utility before getting started.
On the same Horizontal plane as the title of the utility, to the right, notice the refresh button, the green Update button (which is shaded and not able to be used at this time), and the close button for exiting the utility.
Beneath that line is the Filters section, as shown below.
The Filters section contains two fields, both of which have dropdown menus. The first field is Patient Location, which will show all of the locations within your practice. From this dropdown you can select All, Some, or One of your locations. The second field is called Patient Status. This field also has a dropdown that will show all patient statuses within your url. The same criteria apply to this dropdown, where you can select all, some, or one of the patient statuses.
The next section is titled Actions and is shown below.
In the Actions section, there are also two fields that need to be completed. The first is titled Years Since Last Activity. This is a free text field where you can use any number you would like. The second field is titled Set to Status. Based upon what status you selected under the filter section, select the new status in this field that you want all patients from that previous status moved into. As in the example at the beginning of the article, you may elect to move patients from a Retention status into an Inactive status.
Running the Utility
Once you have completed identifying the Filters and the Actions, select the Refresh button near the upper right of the screen. This refresh brings in all patients that meet your criteria. From this list, you can select the box to the left of the Patient column header to select all in the list. Or you can manually check all of the ones that you want to move to the new status individually. Once you have done this, notice that the green Update button in the upper right is no longer shaded, but is now available for you to select. When you select the Update button, your action will be accomplished.
Confirm the results of your action by looking at the same screen. The individual(s) you selected for that action should no longer be showing.
Conclusion
As you can see, the setup of this utility is critical to its correct operation. When you get the setup correct, the running of the utility is simply the click of a button.
As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at 1.800.394.6050 option 2.