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Document Client Death in Profile EMR (Deceased Client Workflow)

  • Updated

Contents:

Background

Documenting Client Death (PARIS-then-Profile Workflow)

The PARIS-Profile EMR Interface

Documenting Client Death (Profile-Only Workflow)

Links to other Help Files

 

Background

Once a provider or clinician receives confirmation of a client’s death from a reliable source, they can document it in PARIS or Profile EMR. "The following table lists ways in which staff can be informed of client death.  The table is arranged so that more reliable information sources are at the top and less reliable sources are at the bottom.  For all sources that fall below the red line it is important to verify and seek more information before confirming death"[i] in the EMR and document in an Encounter note any decision making and actions taken regarding the information source. 

 

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Documenting Client Death (PARIS-then-Profile Workflow)

First, document client death in PARIS (after confirmation):

If you have access to PARIS, is best to record the client's death in PARIS, as this death information is passed from PARIS to Profile EMR when the "PARIS update" button is clicked.  When the client is marked deceased in Profile EMR, it is not passed back to PARIS.

Follow these instructions in PARIS:  PARIS User Help: Document Client Death and follow PARIS protocols.

Then, document client death in Profile EMR (after confirmation):

Once client's death has been recorded in PARIS:

  1. Open the client record in Profile EMR.  A provider or clinician documents the clinically relevant details related to the confirmed death, who reported it, and the people and/or programs informed in a New Encounter.
  2. Click "PARIS Update" button.  This will pull the client status and date of death from PARIS to Profile EMR.

The PARIS-Profile EMR Interface

Everyday Profile EMR "checks" if the client has an appointment and will bring information across which includes the decease information.  

Additionally, each POS of the team member who wrote an Encounter note within the last 365 days will receive a Task via CSC/CA Task Group. This task is meant to be an FYI in case the clinic has extra processes that need to be followed for deceased clients.

If there are no extra processes, you can go ahead and mark the tasks as completed, which will remove them from your task list.

 

Documenting Client Death (Profile-Only Workflow)

If this user does not have access to PARIS or the client does not have a PARIS record (e.g. Get Checked Online), follow these instructions to record the client's death in Profile EMR.

  1. Open the client record in Profile EMR.  A provider or clinician documents the clinically relevant details related to the confirmed death, who reported it, and the people and/or programs informed in a New Encounter.
  2. A provider or clinician Completes or Cancels all Tasks in the client’s medical record.
    Note: This step will remove these tasks from the clinic’s Pending Task lists.
    For more information on Tasks: How to View, Edit and Complete a Task
  3. Provider or Clinician can delegate the next steps to the CSC group if it fits within the clinic's workflow.
  4. In the Alter Client tab, go to General in side bar:

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  • A.  Click the Inactivate button. An Inactivation pop-up window will appear.
      • If there are Tasks that are not complete, a pop-up will appear There are X pending tasks for the client, would you still like to inactivate the client?. Click Yes. These tasks will Not be auto-completed/cancelled.
  • B.  Enter the date of death (date client status changed) in the Inactivation Date field. Leave the Inactivation reason blank. You can still chart on an inactive client.
  • C.  Tick the checkbox for Deceased and leave the Check for future activity… box ticked so that future appointments, interventions, and referrals and recalls will be auto-closed/cancelled
  • D.  Click OK.
  • E.  Click OK at the bottom right of the screen to save the changes in Alter Client.
      • If there are future appointments, outstanding interventions, or open referrals, pop-ups will appear asking if you want to close/cancel them. Click Yes to each.

5. As of November 2023, PC POS and ALT POS and MRP (if one exists) will remain in the yellow bar following client death.

As workflows included removal of PC POS and ALT POS and MRP from client records following death prior to November 2023, Profile EMR will be re-entering this information into these records

 

Links to other Help Files

Standard Operating Procedure: Primary Care Place of Service and Alternate Place of Service – Profile EMR User Help

PARIS User Help File: Death – PARIS User Help