Instances, Locations and Programs

Your Kipu EMR instance is 100% configurable to your workflow, your process, your requirements. Our Client Services team is available 24 hours per day, 365 days per year.

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All-in-One Single Instance

A Single Kipu EMR Instance allows you to manage one or more locations, across multiple states, within the same time zone. In a Single instance configuration, each location is separated by what we call ‘soft walls.’ In a soft wall environment, a patient can move or transfer seamlessly from one location to another during a single episode of care.

Staff members will have access to all locations within the instance, although you still have the ability to restrict access to specific patient charts if needed. A Master Instance (link) is used where total segregation is needed.

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Locations

Your Single Kipu Instance can manage an unlimited number of locations. A location is best described as a physical address or building. In a Single instance configuration, each location is separated by what we call ‘soft walls.’ Soft walls means that a patient can move or transfer from one location to another location during a single episode of care. A simple click will allow you to view patients or entire census in each location or all combined.

For example, Recovery Right Meow™ has three different addresses where they operate Recovery Right Meow™ facilities. They could all be IOP facilities, or they could have Detox in one, PHP in another and OP in the third. Recovery Right Meow™ would set up three locations in one Kipu instance. Staff may be assigned to one, two, or all three locations. With this feature, staff at one facility can see patients at other facilities.

Programs

The Programs feature is completely customizable and allows you the option to organize patients by color-coded programs or tracks. A simple click will allow you to filter and view all patients in each Program.

Your facility may choose to manage your patients by level of care, like Detox, Residential and PHP,  by modality like EMDR, CBT, and Equine Therapy or any combination you choose. In any case, Programs allow you to manage your clients the way that works best for you.

Master Instance

Multiple Facilities. Multiple Locations. Multiple Programs. Multiple Time Zones.
No Problem. Kipu’s got you covered!

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Kipu’s Master Instance allows you to manage two or more individual instances, even with different time zones, under a single ‘master’ sign-on. Each facility or location within the Master is managed as a standalone instance – complete with its own unique programs, customizable documents and forms, user access and workflow. You decide the staff members who should have access to one, two, or all locations, which we even let you customize to the individual patient chart level.  You can even decide which forms to share among the locations, including templates and group sessions. You set the requirements.  We provide the security, ease of access, and functionality of the gold standard EMR.

A Master Instance is transparent to the user. Upon sign-in, each user sees only what they are supposed to see and more importantly, doesn’t see what they are not supposed to see. For example, a staff member in Facility “A" may only see patients being treated in Facility “A," where your Medical Director may have access to two or more other locations. As a manager, you get one single sign on to see all your facilities in one place, with the ability to toggle between each instance.

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A Master Instance allows each facility (instance) to operate independently, with patient charts segregated from other facilities by “walls,” yet transparently as a single “Master Instance” so that all user control, accounting, admission, VOB, UR, Clinical Review, etc. can be consolidated under a single sign-on. User access can be set to one or many facilities within the Master. Toggle between facilities or locations or view all in one single sign-on.

Locations

Your Master Instance can connect an unlimited number of locations. A location is best described as a physical address or building. Each location within a Master Instance operates as a standalone entity, which can only be seen by those staff members you designate. Simply stated, the patient charts in one location are segregated from patient charts in any other locations by what we call ‘hard walls’ to ensure complete HIPAA confidentiality.  That means you have the best of both worlds – the ability to share resources like forms and documents, calendars, group sessions, and reports PLUS and the ability to configure each location on it’s own. You can set and manage different facility names and addresses, time zones, medical record numbers, care teams, levels of care, programs or tracks, and more!

Patients may transfer from one location to another location utilizing Kipu’s Face Sheet transfer feature, which transfers the Face Sheet and a complete PDF casefile to the new Kipu location. Alternatively, patients are discharged from one location upon completion of the episode of care, before being admitted to the new location.

Programs

Each of your facilities or locations may offer different treatment programs or modalities, and Kipu will allow you to customize those by location within your Master Instance. The Programs feature allows you to group or otherwise organize patients by color-coded programs, tracks, or phases of treatment in one simple click. For example, your center may choose to manage your patients by level of care, like Detox, Residential and PHP,  by program like Behavioral Health, Eating Disorder and Substance Abuse, by treatment modality like CBT,  EMDR and MAT, or any combination of all. In any case, Kipu’s Program feature allows you to set up your instance in the way that works best for you.Patients can move from one program to another within the location at the click of a button and Kipu will track and maintain the history of all changes.

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Levels of Care

Kipu understands there is no one size fits all approach to Substance Abuse, Mental Health and Behavioral treatment, so we let you configure your instance, your way.  Perhaps your facility provides the full continuum of care from Detox and Residential to PHP, IOP, OP and Sober Living. Perhaps you operate an Outpatient only facility. Regardless of your set up, Kipu allows you to customize each location based on your services, your workflow and your insurance and billing needs and requirements.

Kipu (Single) Instance and Master Instance

Any client running more than one Kipu EMR instance can elect to have a Master Instance created to act as an umbrella over all individual Kipu instances with a single sign on. Your Client Services Representative or Kipu Sales Consultant can assist you in selecting the configuration that’s right for you.

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A Comparison

Kipu (Single) Instance and Master Instance

Any client running more than one Kipu EMR instance can elect to have a Master Instance created to act as an umbrella over all individual Kipu instances with a single sign on. Your Client Services Representative or Kipu Sales Consultant can assist you in selecting the configuration that’s right for you.

How Much Do Locations Cost?

Locations are included*. You may have as many as you want. Example: we have one large client with one instance and seven locations (they pay for only one instance). We have another client with six different “locations” in one instance, again, they pay for only one instance. Yet another client runs five instances under different names and 35 locations. Finally, we have a client with 13 instances, one per location, because each one has different owners and needs to be completely separate. The possibilities are endless.

How Am I Invoiced When I Have Multiple Locations?

We generate one monthly invoice per instance. If you require separate invoices, you will need separate instances.

When Do I Need A New Instance?

Clients who have different locations or facilities where:

  • There is separate ownership, or facility names where different systems are required by your legal or compliance team; or…
  • There is a requirement of different invoices generated for each facility; or…
  • The facilities are In-Network and Out-Of-Network, and compliance or legal requires absolute separation of the two; or…
  • The facilities are in different time zones (this will be improved in future updates).
How Am I Invoiced When I Request Additional or Multiple Instances?

New Instances using the same chart require new virtual servers, licenses, and implementation, and are billed at 50% of the price published on the most recent Kipu price list. You can also get separate invoices, and there is a $500 maintenance fee, per instance, to cover the cost of the additional servers and licenses we must pay for.

Can A Master Instance Eliminate The Need For New Instances and Their Cost?

A Master Instance simply consolidates all of your instances together, so that management access all facilities with a single login. You still need to license a new instance for each new facility.

For Commercial Biller and Labs

A variation of this feature, using Kipu Single Sign-On, is also available for commercial billers, labs and other third parties who continually log into multiple instances. Third parties can now log into multiple instances with a single set of credentials, and a single login. All instances allowed under the consolidated login feature will remain open and available to the biller/lab without having to log into multiple instances, and without having to share logins. This is also a requirement for maintaining Kipu Gold Certified Biller Accreditation.

*Some exceptions apply; see first page of your agreement