Overview
The Patient Enrollment Tracker provides a centralized view to monitor patient enrollment progress, complete onboarding checklists, and manage visit preferences. Staff can track which patients have completed their enrollment requirements and quickly update patient information inline.Key Benefit: See all patients at a glance with their enrollment status, visit preferences, checklist progress, and hands-off meeting status - all in one grid with inline editing capabilities.
Accessing the Tracker
Patient Tracker Grid
The tracker grid displays all patients with their enrollment information:| Column | Description |
|---|---|
| Patient Name | Patient name and ID with search functionality |
| Enrollment Status | Current status with inline dropdown editing |
| Visit Preference | Telehealth, In-Person, or No Preference (inline editable) |
| Hands Off Meeting | Meeting status (Scheduled, Completed, etc.) |
| Checklist Progress | Completion progress showing X/Y items and required percentage |
| Last Updated | Date of last modification |
Grid Features
Sort & Filter
Sort and filter by any column to find specific patients
Inline Editing
Edit enrollment status and visit preference directly in the grid
Search
Search patients by name, facility, or status
Configure Workflow
Customize checklist items for the facility
Visit Preference
Patients can have a visit type preference assigned to indicate how they prefer to receive care.Preference Options
| Preference | Display | Description |
|---|---|---|
| In-Person | Blue chip | Patient prefers face-to-face visits |
| Telehealth | Green chip | Patient prefers virtual visits |
| No Preference | Plain text | Patient has no specific preference |
Setting Visit Preference
From the Patient Tracker Grid:Click the Preference Chip
Click on the Visit Preference chip (or “No Preference” text) in the patient’s row
Visit Preference in Demographics
The Patient Demographics Profile displays both fields in the Personal Information section:| Field | Description |
|---|---|
| Visit Preference | The selected preference (In-Person, Telehealth, or No Preference) |
| Visit Preference Reason | Optional explanation for the preference |
Enrollment Checklist
The enrollment checklist tracks required and optional items that must be completed before a patient becomes active.Opening a Patient’s Checklist
Click anywhere on a patient’s row in the tracker grid to open their checklist modal.Checklist Item Types
The enrollment workflow supports five types of checklist items:Checkbox
Checkbox
Purpose: Simple completion trackingHow it works:
- Staff marks the checkbox when the requirement is fulfilled
- Used for tasks that don’t require additional data entry
- “Initial assessment completed”
- “Welcome call made”
- “Insurance verified”
Document Upload
Document Upload
Purpose: Require a document to be attachedHow it works:
- Staff must upload a document file to complete this item
- Document is stored and linked to the patient record
- “Upload consent form”
- “Attach medical records”
- “Upload signed agreement”
Free Text
Free Text
Purpose: Capture open-ended text informationHow it works:
- Staff enters text in a multi-line text field
- Item is complete when any text is entered
- “Notes from intake call”
- “Special instructions”
- “Dietary restrictions”
Numeric
Numeric
Purpose: Capture numeric valuesHow it works:
- Staff enters a number (supports decimals)
- Item is complete when a value is entered
- “Weight (lbs)”
- “Height (inches)”
- “Number of medications”
Dropdown
Dropdown
Purpose: Select from predefined optionsHow it works:
- Staff selects one option from a dropdown menu
- Options are configured by the administrator
- Item is complete when a selection is made
- “Preferred pharmacy” (Option 1, Option 2, Option 3)
- “Living situation” (Independent, Assisted, Memory Care)
- “Primary language” (English, Spanish, Other)
Completing Checklist Items
Complete Items
For each item:
- Checkbox: Check the “Mark as complete” box
- Document: Upload the required file
- Free Text: Enter text in the text field
- Numeric: Enter a number value
- Dropdown: Select an option from the menu
Progress Tracking
The tracker grid shows checklist progress for each patient:| Display | Meaning |
|---|---|
| X/Y | X completed items out of Y total items |
| X/Y required (Z%) | Progress toward required items only |
Important: Only required items count toward the progress percentage shown in the tracker. Optional items are tracked but don’t affect the status progression.
Configure Workflow
Administrators can customize the enrollment checklist for each facility.Accessing Configuration
- Click the “Configure Workflow” button in the Patient Enrollment Tracker header
- The Enrollment Workflow configuration page opens
Adding a Checklist Item
Select Item Type
Choose one of:
- Checkbox - Staff will mark this as complete when the requirement is fulfilled
- Document Upload - Staff must upload a document file to complete this requirement
- Free Text - Staff will enter text to complete this requirement
- Numeric - Staff will enter a numeric value to complete this requirement
- Dropdown - Staff will select from a list of options to complete this requirement
Configure Dropdown Options (if applicable)
If you selected Dropdown:
- Enter option text and press Enter to add
- Minimum 2 options required
- Remove options by clicking the X on the chip
Set Required Status
Toggle “Required Item” on if the patient cannot become Active until this item is completed
Managing Checklist Items
The checklist configuration table shows:| Column | Description |
|---|---|
| Item Name | Name of the checklist item |
| Type Badge | Icon and label indicating the item type |
| Actions | Reorder (up/down arrows), Edit, Delete |
Item Type Badges
| Type | Icon | Color |
|---|---|---|
| Checkbox | ✓ | Gray |
| Document | File | Blue |
| Free Text | Tt | Orange |
| Numeric | # | Yellow |
| Dropdown | ▼ | Green |
Enrollment Status
The enrollment status automatically progresses based on checklist completion.Status Values
| Status | Description |
|---|---|
| Pre-Care | Patient added, working through checklist |
| Care Ready | All required checklist items completed |
| Active | Patient is actively receiving care |
| Confirmed Care Ready | Care readiness confirmed |
| Churned | Patient no longer receiving care |
Automatic Status Updates
Status Progression Rules:
- When all required checklist items are completed, status automatically changes to Care Ready
- Active status is preserved - updating checklist items will NOT move an Active patient back to Care Ready
- Only patients in Pre-Care status will have automatic status updates based on checklist completion
Manual Override
You can manually change the enrollment status at any time:- Click on the Enrollment Status dropdown in the patient’s row
- Select the new status
- The change takes effect immediately
Hands Off Meeting
Track the status of hands-off meetings for each patient:| Status | Display |
|---|---|
| Scheduled | Blue “Scheduled” badge with calendar icon |
| Completed | Green “Completed” checkmark |
| Not Scheduled | No indicator |
Best Practices
Troubleshooting
Documents not showing for a patient
Documents not showing for a patient
Possible cause: Records may have been unlinked during a system updateSolution: If previously uploaded documents are not visible:
- Refresh the page
- If still not visible, contact support to verify record linking
Patient status changed unexpectedly
Patient status changed unexpectedly
Possible cause: Automatic status updates based on checklist completionSolution:
- Check if all required items were completed (triggers Care Ready)
- Note: Active patients will NOT be moved back automatically
- You can manually override the status if needed
Checklist progress not updating
Checklist progress not updating
Possible cause: Only required items count toward progressSolution:
- Verify the items you completed are marked as “Required”
- Check Configure Workflow to see which items are required
Cannot add dropdown options
Cannot add dropdown options
Possible cause: Minimum 2 options requiredSolution:
- Add at least 2 options before saving
- Enter text and press Enter to add each option
Visit preference not saving
Visit preference not saving
Possible cause: Network error or permission issueSolution:
- Check for error notification
- Refresh the page and try again
- Verify you have permission to edit patient records