Overview

There are three applications in Welkin:

1. Care
2. Designer
3. Admin

Let’s dive into features you’ll need to know for Care: Please take a few minutes to read the below description of what is in the system, and review our linked training videos for reference.

Care: Feature Descriptions: 

Care is where Welkin users interact with the system to track patient interactions, document, and communicate externally to patients and internally with your teams.

The Care is navigated mostly via the vertical green menu on the left. Additionally there are system-wide functions available in the horizontal white menu at the top of the screen.  Those functions include:

• Magnifying glass: Patient Search (name, email, phone)
• Bell: Notifications window to show system activity
• Question mark: Help screens 
• Shield/key: Admin 
• Notepad/pencil: Designer (only visible when in Care Application)
• User Initials: Profile, Log-out, Role selection, Change Environment, and Offline Mode 

Home: This is the overview of relevant and urgent items for your day.  Home consists of: 

• Events Scheduled for the day
• Tasks due today or Overdue Tasks
• In-progress Encounters
• Urgent and High Priority Tasks

My Tasks: Repository of tasks you need to complete or are tracking the progress of.  From here you can review/sort/filter tasks, reassign tasks, and navigate from tasks to patient profiles. 

All tasks assigned to you, or where you are a “watcher.”  The Default filter on the task list is set to “Assigned to me” and “In Progress” or “To Do”

My Calendar:Your calendar of events and encounters for the day/week/month. Also where you can view other user’s calendars.

• Calendar with day/week/month view
• Ability to set working hours
• Create/edit/remove events
• Assign events to individuals or groups of patients

My Patients: List of all patients where you are a member of the patient’s care team. Clicking on a patient brings you to the Patient Profile.  (See also “Patient Profile” for more details) 

• Create new patients
• Filter, search, and access patient profiles

Relationship Therapy: Relationship therapy allows a user to create an association between two patients and identify the “primary” and “secondary” patient, which is used for billing purposes. 

Encounters: An encounter is an interaction with a patient which could be a planned visit or unplanned interaction (email/sms/chat conversation, phone call, etc).  This is an overview of all encounters Open, Future, Past, and Canceled for all patients where you are a member of the care team.

• Open encounters: Patient encounters that have been started by you or another team member but are not yet completed
• Future encounters: Encounters that have been scheduled but have not yet been started
• Past encounters: Encounters that have already occurred and been completed
• Canceled encounters: Encounters that were canceled by the Welkin user but not completed

Patient Profile: The patient profile is where all data for each patient lives. Next to the patient name is a link to “edit” where you can add or change patient demographic info, assign preferred communication schedules, and assign yourself and other users to the patient’s care team. 

Additionally, all patient profiles have links to the Communications Center from the icons under the patient’s name.  Email, phone, chat, and SMS are all accessible here.  There is also an icon to access Zoom video. 

Below the icons are a number of data layouts and views that you can review and modify.  Which layouts you see is completely customizable. They include both custom layouts (ie. Clinical Summary and Vitals) built in Designer, as well as Welkin system layouts (Assessments, Care Plans, Encounters, Documents) pre-built and available to use.  

• Patient Summary:  Custom layout. Patient extended demographics and insurance info
• Medical History: Custom layout.  Medical History, Family Medical History, Hospitalizations
• Clinical Summary: Custom Layout.  Primary Diagnosis, Visit Note, Active Problems, Allergies, Active Medications
• Program Summary: Custom Layout.  Enrolled Treatment Programs
• Metrics and Score: Custom Layout.  Charts of SDOH and PHQ-9 results over time 
• Vitals:  Custom Layout.  Charts of Blood Pressure, Glucose Meter reading, Body Weight, Body Temperature, Resting Heart Rate, Respiratory Rate
• Labs:  Custom Layout.  Charts of Creatinine, Potassium, Sodium, Urea
• Assessments:  System Layout.  Access to In Progress, Completed and new Assessments and Forms to complete with patients 
• Care Plans:  System Layout.  Custom Care plans with patient goals
• Encounters:  System  Layout.  Patient-specific encounters 
• Documents:  System Layout.  Document archive for scans, assessment/note copies, and other documents