Overview
A Careflow is how you document a patient encounter in Omnivers. This article walks through creating a new careflow from a patient record, selecting the appropriate careflow type, and setting the date of service. It also covers how careflow creation works for discharged patients.
Before You Start
Before creating a new careflow, confirm the following:
The patient exists in Omnivers and is assigned to the correct facility.
You have access to the facility and careflow type you need.
You know the actual date of service (when the patient was seen).
Creating a New Careflow
Step 1: Open the Patient Record
Navigate to the Patients page from the left-hand menu.
Search for and select the patient.
Step 2: Select New Careflow
From the patient record, click New Careflow.
A dropdown of available careflow types will appear.
Step 3: Choose the Careflow Type
Available careflow types are sorted alphabetically.
Use the search feature at the top of the dropdown to quickly locate the careflow you need.
Select the appropriate type (for example, Initial Patient Visit, Follow-Up, RPM).
Step 4: Enter the Date of Service
The Date of Service (DOS) should reflect when the patient was actually seen — not the date the note is being created.
Keep in mind the following validation rules:
DOS must be entered in MM/DD/YYYY format.
DOS cannot be more than 7 days before the careflow is created. If it is, you'll see: “Date of Service is more than 7 days before the care was created.”
DOS must fall between January 1, 2010 at 12:00 PM and end of the present day at 11:59 PM.
Step 5: Complete the Careflow Steps
Navigate through each step of the careflow, completing the required fields. You can:
Save a draft if you need to pause and return later. (See: How to: Save a careflow as draft.)
Resolve the careflow when documentation is complete.
Creating a Careflow for a Discharged Patient
Omnivers allows new careflows to be created on discharged patients for up to 7 days after the discharge date. This supports timely documentation when a patient was seen before discharge but the note wasn't completed in time.
How it works
If the discharge occurred within the last 7 days, the careflow dropdown will display appointment types as normal and you can create the careflow.
If the discharge occurred more than 7 days ago, appointment types will not appear in the dropdown and a new careflow cannot be created.
Why 7 days?
Medicare allows up to 7 days to document progress notes for timely billing. The 7-day post-discharge window aligns system behavior with that timeline.
When to use this
You saw the patient before discharge but didn't complete the note before they were discharged.
The date of service on the note needs to match the actual visit date.
💡 If it has been more than 7 days since discharge, reach out to Omnivers Support at [email protected] and we'll help you find the right path forward.
Related Articles
How to: Save a careflow as draft
How to: Use Addendums in Careflows (for updates to already-resolved careflows)
Editing a Note (for editing a saved note and republishing to PCC)
How to: Export Data from the Careflow Page