This article provides a comprehensive guide on how client surveys from the Team Recovery app are integrated into Kipu. It covers the essential steps for ensuring a smooth data sync, locating completed forms, and managing surveys that fail to match.
Ensuring a Seamless Match Between Systems
The success of the integration hinges on the consistency of client information between the Team Recovery app and Kipu. While the system has a multi-step matching process, the most critical element is the client's email address.
Primary Matching Field:
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Email Address: Ensure the email the client uses to register for the Team Recovery app is identical to the email listed in their Kipu chart. Since emails are unique, this is the most reliable way to guarantee a match.
Secondary Matching Fields:
If a match cannot be made by email, the system will attempt to link the survey using the following information in order:
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First Name and Last Name
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Date of Birth
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Admission Date
While the system can often find a match using these secondary fields, inconsistencies can lead to errors. To prevent issues, it is crucial that all client charts in Kipu are kept up-to-date and that clients use their correct personal information when registering for the app.
Locating Completed Surveys in Kipu
Once a client submits a survey, it takes approximately 5-10 seconds to appear in their Kipu chart. All completed forms will be automatically filed in a dedicated tab.
To access these documents:
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Navigate to the client's chart in your Kipu instance.
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Click on the NAATP tab.
Here you will find all the surveys and forms completed by the client.
Understanding the Survey Documents
The survey files are organized with a clear naming convention and a standardized format.
File Naming Convention:
The title of each document follows this format: FirstName LastName - InstrumentName - YYYY-MM-DD HH:MM:SS.
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Periodic Subtitles: The instrument name may include a code indicating when the survey was taken.
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D (Day): Denotes a survey taken during treatment (e.g., 1D is one day after admission).
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W (Week): Denotes a survey taken during treatment (e.g., 3W is three weeks after the survey sequence began).
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M (Month): Denotes a post-treatment survey (e.g., 6M is six months after the discharge date).
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Document Format:
When you open a survey document, you will see:
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Client's Name, Instrument Name, and Completion Date/Time.
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Survey questions in regular text with the client's answers in bold.
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A blue introductory statement on some surveys explaining the context to the client.
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Questions labeled with a "Q" (e.g., Q1, Q2) are those officially reported to NATAP. Other questions without a "Q" label are used for internal verification and matching purposes.
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Scoring Information: For scored assessments like the GAD-7, a second page will be included with instructions on how to calculate the score based on the client's answers.
Handling Unmatched Surveys
In the rare event that a survey cannot be matched to a client in Kipu based on all five data points (email, name, date of birth, admission date), an email notification will be sent to designated staff members.
This email will contain:
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A notification of a "No Matching Patient".
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The client's name, email, and date of birth.
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The completed survey form as an attachment.
When you receive this notification, you are responsible for:
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Manually uploading the attached survey into the correct client's NAATP tab in Kipu.
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Reviewing and correcting the client's information in either Kipu or the Team Recovery app to ensure a match for all future surveys.