Cases

The Case Management module uses cases to group information on a patient’s file.

A case acts as a view or filter to limit the information displayed. If the Filter by Case checkbox is selected, only items which are attached to the selected case display throughout the module. If deselected, all items on the patient record may display.

Tip: If no case is selected, the Filter by Case checkbox is disabled.

Once a case is created, all the related records must be attached. These items include:

  • Referrals, notes, and forms
  • Appointments and recalls
  • Treatments, treatment plans, and lab orders
  • Attachments, consents, and dental devices

Cases have an associated case type that describes the type of treatment being performed during the case.

Example case types: Wisdom tooth extraction, rear molar implant, and difficult orthodontic procedure on a child.

The case type specified also controls which forms are used for the case. Case types can specify a Time Out form and a Day of Surgery form. Additionally, default forms can be specified and automatically added to the patient’s file (and case) when the case is created.

A patient can have multiple cases, and each case can have multiple appointments attached to it, such as the pre-surgery visits, a surgery, and the post-surgical follow-up.

Note: An appointment can only be attached to one case.

EHR content such as recalls, referrals, treatments, notes, forms, treatment plans, and attachments can also be attached to a specific case.

Note: Medications, prescriptions, perio information, findings and conditions, as well as the content in the Patient Alert tabs, cannot be attached to a case. They are always visible regardless of whether a case and the Filter by Case checkbox are selected.

  1. Select a patient and open the EHR module > Case Management tab.
  2. Select a case from the Case Type list.

    3. The case is now selected and the Filter By Case checkbox is selected. Only information associated to the selected case displays.

  3. Review the case attachments as necessary.

    4. Note: Medications, prescriptions, perio information, findings and conditions, as well as the content in the Patient Alert tabs, cannot attached to a case and are always visible in the Case Management module.

Your approach to managing cases will vary depending on whether the case details (items) are created before or after the case itself.

  • If the treatment, appointments, consents, etc. exist in axiUm prior to the case’s creation, they are attached to the case after the case is created.

  • If the case is created and the treatment, appointments, consents, etc. have not yet been captured in axiUm (e.g., a new patient), they are attached to the case when they are added.

When a case is selected, the Filter by Case checkbox controls whether a new item, such as a form, auto-attaches to the selected case.

  • If Filter By Case is selected, and you create an item (e.g., a new form), the new item auto-attaches to the selected case.
  • If Filter By Case is deselected, and you create an item, the new item does not attach to the selected case.

    • Note: If there is a parent-child relationship between two items:

    • When you attach a parent to a case, the child also attaches.
    • When you detach a parent from a case, you are prompted to detach the child.

      • Example: When you detach a treatment plan from a case, you are prompted to detach any related consents and treatments. If you click No, the consents and treatment remain attached to the case.

Below are two examples that illustrate the different approaches to managing a case:

In this scenario, a non-axiUm patient is referred from an outside source. The patient is created in axiUm with the appropriate external referral. At this point, there is nothing in axiUm (other than the referral) to attach to the case. With the case (and Filter by Case checkbox) selected, anything added from the Case Management module is auto-attached to the case, allowing you to build your case as you enter information in axiUm.

In this scenario, an internal axiUm patient requires surgery and may be referred from another department. The patient, and much of the case information, already exists in axiUm. Once the case is created, deselect the Filter by Case checkbox to display all content in the EHR tabs. You can then attach individual items to the case. Once you attach all existing items, select the Filter by Case checkbox again to display only relevant case information. Any additional items added will be automatically attached to the case.

To manage cases: 

  1. Select a patient and open the EHR module > Case Management tab.
  2. Review the listed cases.

  3. To perform another task, complete any of the following:
    1. In the Case Type list, click New Item to display the Case window.
    2. Complete the fields as necessary and click OK.

      3. Field Description
      Case #

      A read-only field displaying the case's ID.
      Case Created This field defaults to the current date.
      Case Type

      Click the ellipsis to choose a case type.

      Example: Basic
      Site

      If applicable, enter the site(s) or area(s) of the mouth that will be involved in the case.
      Provider Type

      Select the provider type from the drop-down list.
      Exam

      This field defaults to the current date.
      Tx Started

      Enter the date that the treatments on the case were started.
      Tx Completed

      Enter the date that the treatment(s) was completed.

      Note: Entering a date in this field marks the case as Completed.

      The case is created and selected with the Filter by Case checkbox automatically selected so that any new items can be added automatically to the case.

    1. Right-click a listed entry and select Edit… to display the Cases window.

      2. Tip: You can also double-click a case to display the window.

    2. Make any necessary changes and click OK.
    1. Right-click the currently selected case and select Deselect.

      2. The case is no longer selected, and the Filter by Case checkbox is deselected and disabled.

      Note: This means that all records display regardless of case and any new records will not be associated with a case.

    1. Right-click a listed entry and select History… to display the Case History window.

    2. Review the history of the case and click X to close the window.

    1. Right-click a listed entry and select Edit... to display the Cases window.

      2. Tip: You can also double-click a case to display the window.

    2. In the Tx Completed field, enter the completion date for the case.
    3. Make any additional changes and click OK.
    1. Right-click a listed entry and select Delete.
    2. When prompted, click Yes to confirm the deletion.

      3. Important: Only the case is deleted. Any items that were attached to the case are detached.

    Once a case has been created on a patient’s record, you can attach any applicable existing items to it.

    1. Using the other EHR tabs, locate and right-click an item, then select Attach to Case.
    2. When prompted, click OK.

      3. The item is now attached to the selected case.

    Once a case has been created on a patient’s record, you can attach new items directly to it. This can be done regardless of whether you are working in the EHR or another module.

    1. Complete any of the following:
      • Attach a new item from outside the EHR module:
        1. Add a new item using your existing workflow.

          2. Example: Add an appointment.

        2. When prompted to attach the item, select a listed case and click Yes.

      • Attach an item from within the EHR module:

        1. Select a case from the Case Type list.

          2. With the Filter by Case checkbox selected, only items attached to the case display.

          Note: Items that cannot be attached to cases always display.

        2. Using the other EHR tabs and your existing workflow, add a new item.

          3. The new item is attached automatically to the selected case.

    1. Right-click a listed entry and select Detach from Case.

      2. Tip: You can also detach items from several other tabs in the EHR.

      Note: Items cannot be detached from the In Progress tab.

    2. When prompted, click OK.