Operational Flow: A Typical Patient Visit

🧭 Operational Flow: A Typical Patient Visit

The flow is divided into three key stages: Pre-Visit Logistics, On-Site Care Delivery, and Post-Visit Documentation & Billing.

1. Pre-Visit Logistics (N-CARE Office & HHC Platform)

This stage focuses on preparation, scheduling, and ensuring the caregiver has everything needed before they leave the office.

Step	Action by System/Staff	Key Outcomes
1. Service Order Generation	A service order is created either from a new patient intake or as a standing order in the HHC Software. This details the required skill level (e.g., Registered Nurse, Physiotherapist) and duration.	Defines the exact service to be rendered.
2. Caregiver Assignment & Schedule Optimization	The Scheduler uses the HHC platform's dispatch module to match the service order with the best-qualified, nearest, and available caregiver. GPS data and skill matrices are used for matching.	Optimized Route: Minimizes travel time and fuel costs. Confirmed Caregiver: Prevents scheduling conflicts.
4. Electronic Patient File Access	The assigned caregiver receives a notification on their Mobile App. They review the patient's care plan, medical history, active medications (MAR), and specific visit tasks for the day.	Informed Caregiver: Prepared for the patient's current needs and clinical status.
4. Supplies Preparation	Based on the care plan (e.g., wound care, catheter change), the caregiver gathers necessary supplies and equipment, scanning items out of inventory using the mobile app.	Audit Trail: Accurate inventory tracking and cost allocation.

2. On-Site Care Delivery (Caregiver Mobile App)

This stage is the core service delivery, heavily reliant on the mobile app for verification and real-time data capture.

Step	Action by Caregiver/System	Key Outcomes
5. GPS Check-In (Clock-In)	Upon arrival at the patient's home, the caregiver uses their mobile app to Clock-In. The system verifies their location against the patient's recorded address using GPS coordinates.	Time and Attendance Verification (Proof of Visit): Accurate billing start time and compliance with scheduled duration.
6. Task Execution & Vitals Recording	The caregiver executes the specific tasks listed on the digital care plan. They record all clinical data, including vital signs, medication administration, and patient observations, directly into the mobile app.	Real-Time Clinical Data: Immediate alerts for abnormal vitals (e.g., high blood pressure) sent to the Supervising Nurse.
7. Patient/Family Sign-Off	The caregiver requests the patient or a family member to digitally sign the mobile app screen to confirm the care services rendered and the duration of the visit.	Service Delivery Proof: Validates the visit for billing and legal purposes.
8. GPS Check-Out (Clock-Out)	The caregiver clocks out using the mobile app upon completion of the visit.	Final Visit Duration: Locks the service time for payroll and billing.

3. Post-Visit Documentation & Billing (N-CARE Office & HHC Platform)

The final stage ensures the data is accurate, reviewed for quality, and processed for payment.

Step	Action by System/Staff	Key Outcomes
9. Clinical Review & Audit	The Supervising Nurse reviews the visit documentation (vitals, notes, tasks completed) submitted via the mobile app for completeness, accuracy, and adherence to the care plan.	Quality Assurance: Ensures patient safety and clinical integrity. Corrects any discrepancies.
10. Billing and Payroll Generation	The HHC Software automatically pulls the verified Clock-In/Clock-Out times and documented services. It then generates: * A finalized invoice for the patient/insurer (Billing). * The actual hours worked for the caregiver (Payroll).	Automated RCM (Revenue Cycle Management): Reduces manual entry errors and accelerates payment processing.
11. Follow-up & Care Plan Update	Any observed changes in the patient's condition (e.g., new symptoms, successful wound healing) trigger a review by the Supervising Nurse to update the patient's long-term Care Plan.	Continuous Quality Improvement: Ensures care remains relevant to the patient's evolving needs.

This integrated system ensures data integrity (via digital documentation), compliance (via GPS and mandatory fields), and financial efficiency (via automated billing and payroll).