Adding Patients to your Portal will either a) create a new Hive for them or b) find an existing Hive with their email address and send them an invite to join your Portal. When looking to add Patients to your Portal you have two options available to you, adding them manually as detailed below, or adding them via your PointClickCare EHR integration. Regardless of how they are added, here are three very important things to keep in mind.
Emails Are Very Important When you are entering any email take your time and be sure it is correct. Entering an email address for a Patient, Primary Contact, or Emergency Contact will result in HealthHive taking an action (sending them an invite, creating a Hive, etc) that can be very difficult to undo. The good news is if you don't know it, just leave it blank and you can fill it in later!
Care Periods are Crucial A Care Period is the time frame for which the Patient's Hive and your Organization's Portal are connected. Only the Care-Period Start Date is needed to add a Patient to your Portal, but you should speak with your Organization's HealthHive point person to learn more about your Organization's policy regarding Care-Start and Care-End Dates.
Emergency & Primary Contacts Will Have Permissions The information entered for Primary and Emergency Contacts will create Users in the Patient's Hive with Permissions. Your Patient will be created as the Hive Owner, Primary Contacts will be created as Hive Co-Owners and Emergency Contacts will have All Access (these settings can be changed at any time by Hive Owners or Co-Owners). You can learn more about Permission settings within your Patient's Hives here.
Adding Patients Manually
From Your Patient List, select Add Patient and then Manual Entry. Now enter the Patient's information for
- Patient Details These are your Patient's demographic information. You can enter as much information as you would like, but make sure you enter the Patient's First Name, Last Name, Date of Birth, and Sex as those are required fields. The Email entered at this stage is very important as it will be the Email that the Hive is built around. Be sure to only use the Patient's email address (or just leave it blank if you don't have it handy).
- Primary Contact Patient's Primary Contact is the person, other than the Patient themselves, is the main point person for that Patient's care. Whoever you enter as the Primary Contact will receive Co-Owner permission (the highest level of permission other than the Patient in their Hive). As with the Patient, if you do not know this contact's email at the time of entry, you can enter it via the Patient Card later on, but once this email is entered it is incredibly difficult to change.
- Emergency Contact This Contact is any person that would be contacted in the case of an emergency. Once a Patient or their Primary Contact begins to use their Hive they can add as many Emergency Contacts as they would like, so at this stage, it is best to simply enter the Contact that will be most active in the caretaking process. As with Primary Contacts if you chose to enter an email at this stage it will give that Contact the ability to login to the Patient's Hive (with the slightly more limited permission set of All Access).
- Health History At this step, the only required information you will need to enter is the Care-Start Date (which will be auto-populated with the current date). While you will be able to set up Protocols and other administrative tasks during this time, the Care-Start Date is the first day that the Patient's Hive will be connected to your Portal. Care-End Date will be the date that connection will be severed, though all information gathered during that time will continue to be available to both you and the Patient.
- Review Now you're ready to check over the information you've entered. At this time it is crucial to double-check the spelling of any email address you have entered as after you have entered them it is incredibly difficult to change them. Once everything looks good, select complete and you are ready to begin Prepping Your Hives.