Care Plans - Technical Steps (CHW/ICA)

The Care Plan is an important piece of the Advocate/Patient relationship and is something you are responsible for completing within the 7 days following each new patient visit. Below, we will look at the Care Plan through pictures and explanations.

NOTE: There are two different dashboard views. The views do vary slightly but behave the same way: 

• Hybrid accounts for those who advocate with private pay clients and an ICA with patients
• CHW/ICA-only accounts for those working exclusively with insurance-covered patients. 

PATIENT CONSENT: The intake clinician obtains patient consent for Solace's advocacy services during the care assessment appointment. You may begin researching and preparing for your intro call as soon as the patient is scheduled with you. 

There are a few ways to access the “Care Plans” section after logging into your Solace account, pictured below:

• By clicking “Care Plans” via the left-hand side navigational column
• By clicking the “Patients” via the left-hand side navigational column 
  • Next, click "My Patients" to view your patients list
  • Then, click the "More" button located to the right for the patient in question
  • And finally, click "View Care Plan" from inside of the "More" menu
• Any "Tasks" reminders for Care Plan submission will also transport you to "Care Plans"

Once on the “Care Plans” page, two tabs appear: “Incomplete” and “Submitted.” Click the corresponding tab to locate the Care Plan in question based on whether it is new and still needs work to be done or if it has already been completed.

The "Care Plans" page includes four columns, pictured below:

• Patient - this is the patient's name
• Patient ID - This is their Solace identification number (please use this when contacting support)
• Status - this is the current status of your Care Plan
• Due Date - this is set for 24 hours after your patient's booking
  • You are encouraged to complete a Care Plan as soon as possible after your conversation with the patient while the various details are still fresh in your mind.

When you click the “Open Care Plan” button, you will be shown the first page of the Care Plan (Patient Information), pictured below. From this initial Care Plan page, you can also access:

• Solace Physician's Notes — This button expands a side column containing clinician notes
• View Previous Draft — This button is only visible in instances where the previous Care Plan format version already existed for this patient when we were releasing a new, updated format

After you complete the three fields in the "Patient Information" section, click "Save Draft" to resume work later or "Continue" to move to the "Care Objectives" page.

Each of the below categories have their own Care Plan page with three fields to complete:

• Patient Information (pictured above)
  • What brought the patient to Solace?
  • Current Medical Situation
  • Family and Social Dynamics
• Care Objectives (pictured below)
  • Current Care Team
  • Medical History
  • Other Barriers to Care
• Plan of Care (pictured below)
  • Patient History of Care Management
  • Patient Goals
  • Next Steps and Plans
• Review & Submit (pictured below)
  • If you get to this page and are not ready to submit for review, there is a "Previous Page" button located at the bottom, left, where you can "Save Draft."

Once the Care Plan has been submitted:

• You will find them under the “Submitted” tab of the “Care Plans” page
• You can also access them by clicking “My Patients” on your navigational column, where each patient will be listed.
  • For the patient in question, click “More” to expand a drop-down field where you can click “View Care Plan”
• Click “Patient File” to access their file. Care Plans are located in the "Documents" section, pictured below:

View Physician Encounter via the "Solace Physician's Note" button:

View former Care Plan style via the "View Previous Draft" button:

NOTE: Care Plans can be downloaded as a PDF if you want to share them with your patient. At the bottom of the Care plan page from the Patient File is a "Download as PDF" button. Click to download it and then email it to your patient at their preferred address. 

Still have questions? Feel free to email us at [e-mail] or give us a call at [phone]. We're happy to help!