Patient Migration Process – Getting Started in HospiceWorks


Overview:
This article provides a step-by-step guide for entering migrated patient data and preparing each patient’s chart so your team can begin documenting in HospiceWorks. This applies to new hospice agencies onboarding into HospiceWorks who are manually entering historical data for active patients.


Required Documents for Each Patient

Before you begin, ensure you have the following for each patient:

  • Current Certification with the Benefit Period and Start Date

  • Plan of Care Summary including:

    • Care Plans

    • Medications

    • Assignments

    • Diagnosis

    • Treatments

    • DME/Supplies (if applicable)

⚠️ Complete Tasks from the Dashboard

All actions must be completed by clicking links within the “Tasks to Complete – Routine Care Admission” section on each patient's Dashboard.

✅ Do not manually complete forms outside of the task checklist.

BEFORE YOU GET STARTED:  Do NOT Complete the Initial Nursing Assessment

Skip the “Initial Nursing Assessment” task.
Instead, upload all existing documentation from prior systems using the Documents tab.

To upload documents:

  1. Navigate to the Documents tab in the patient’s chart

  2. Click Upload File

  3. Select and upload files such as:

    • Initial Assessments

    • Certifications

    • Physician Orders

    • Historical Clinical Notes

⚙️ Pre-Setup: Required Before Step 2

✅ All Medications Must Be Linked to a Care Plan

  • Every medication in the patient record must be linked to a Care Plan.

  • For medications unrelated to the terminal diagnosis, create and assign them to an "Unrelated Medications" Care Plan.

✅ Missing a Care Plan from the Dropdown?

If the needed Care Plan isn’t available:

  1. Go to the Administration tab

  2. Click on Hospice Care Plans

  3. Select the green Create New button

  4. Enter the Name of the new Care Plan

  5. Set the Classification to Clinical

No Problem, Goal, or Intervention is required to create the Care Plan.

Step 1: Complete the Initial Certification (CTI)

  1. Select Complete Initial Certification (CTI) from the patient’s task list

  2. Choose Initial Benefit Period

  3. Enter the Starting Period and Start Date

  4. Click Edit → set the Certification Effective Date

  5. Click Preview → then select Override Certification Requirements

Step 2: Complete the Initial Plan of Care

Click Initial Plan of Care from the task list, then enter:

  • ✅ Care Plans

  • ✅ Medications

  • ✅ Assignments

  • ✅ Diagnosis

  • ✅ Treatments

  • ✅ DME and Supplies (if applicable)

Step 3: Final Setup Tasks

Complete each task from the Routine Care Admission checklist:

  • Hospice Aide Assignment

  • Add User Assignments

  • Schedule Visits

  • Add Care Providers to the Patient Profile

Step 4: Add Payer Information

  1. From the patient’s Dashboard, click Information

  2. Navigate to the Insurance section

  3. Click Add Payer and input the correct payer details

✅ You're Ready to Chart!

Once all tasks are completed:

  • Your staff will see assigned patients

  • Visits will appear on their calendars

  • Charting can begin immediately in HospiceWorks

Need Help?

If you have questions or need assistance during this process, please contact the HospiceWorks Support Team:

 support@hospiceworks.com