Overview of Multiple Episodes of Care
Multiple Episodes of Care helps admins and clinicians manage patients’ return to care by organizing each treatment period as a distinct “episode” under a single patient profile. This provides a complete view of the patient journey while keeping current and past treatment data clearly separated for accuracy, access, and streamlined workflows.
Key Features
Single profile, multiple episodes: View and manage all past and current episodes in one patient profile via the episode selector and Manage Episodes page. Tags can be assigned to specific episodes, allowing for detailed tracking. Providers can also be assigned to episodes (however, they still have access to the whole patient file).
Create, end, and restart episodes: Start new episodes, end active ones, or restart the most recent ended episode when appropriate. Previously assigned assessments are not restored when restarting an episode.
Episode‑specific profile fields: Configure certain patient profile fields to be captured per episode (e.g. referral source, program details). These sections are labeled and changes affect only the selected episode.
Clear patient experience: Patients with multiple episodes can view results and notes per episode; those with one episode will see no differences.
For more information, please see: Managing Episodes of Care
What happens to existing patients?
All existing patients will be put in their first episode automatically, without changing any underlying data. An episode will be created containing all existing data, including assessments, results, notes, and tags. Your team can continue working as usual and keep recording assessment results in that episode.
When a patient is archived, their active episode will end and all assigned assessments will be unassigned. This mirrors today’s archive behaviour and ensures closed episodes do not continue delivering measures.
When the patient returns, you can either restart or start fresh:
Restart the most recent ended episode and assign new assessments as needed. Previously assigned assessments are not restored automatically.
Or, start a brand‑new episode to capture a new episode name, start date, tags, and providers.
Episode information: Tag and provider assignment is now at the episode level. This means that each episode of care can have different tags assigned, which helps you filter more granularly in the dashboard. Provider assignments are also at the episode level - this will improve the accuracy of therapeutic alliance and engagement score calculations, using only the data from episodes that a provider is associated with.
Episode‑specific profile fields: If there is patient profile field you want recorded per episode (e.g., referral details, program‑specific fields), go to Clinic Settings → Patient Profile and enable the “episode specific” toggle for those fields.
Read more here: Configuring Patient Record Fields for Episodes
Resolving Duplicates
Multiple Episodes of Care should eliminate the need to create duplicate files for returning patients—simply start a new episode in the existing profile.
However, if you have existing duplicates and would like to merge them, there are two enhancements to support you:
Merge duplicates into one profile: Use the self‑serve merge tool to combine multiple patient profiles into a single profile. With Multiple Episodes of Care enabled, each merged profile becomes its own distinct episode under the unified patient profile.
Read more here: Patient Merge
Universal Patient Access (optional setting): With our upcoming Universal Patient Access configuration, providers can search for and self‑assign patients across their clinic or organization, reducing duplicate creation and speeding up assignment. This setting launches alongside Multiple Episodes of Care and is optional for admins to enable.
Read more about configuring Universal Patient Access: Configuring Universal Patient Access
Data Updates
Our dashboards will updated to improve accuracy and clarity:
Updated Provider Metrics: Therapeutic alliance scores are calculated using only the data from relevant episodes that a provider is assigned to.
Case‑based analytics: Dashboards are moving from “per patient” to “per episode (case).” Metrics such as outcomes and counts are calculated per episode, so returning patients can appear in metrics more than once—once per episode. Terminology and labels (e.g., “# of Patients” to “# of Cases”) are being updated for clarity.
Episode status behaviour for assessments: Ending or archiving an episode unassigns assessments tied to that episode; assigning new assessments happens in the active episode going forward. This preserves historical episode boundaries and keeps delivery logic accurate.
Exports and API considerations: Episode details are being incorporated into analytics and exports over time; initial dashboards will support viewing active or inactive episodes. Episode‑level data is not yet consistently exposed via the API or dashboard exports, but this is planned.
See more here Interpreting Analytics Dashboards with Episodes
For broader analytics guidance with episodes, your Customer Success Manager can help ensure your dashboards align with these updates and provide documentation links when new articles are published.
Patient Experience
Patients with one episode will see no change. If multiple episodes exist, patients can switch between episodes via a selector at the top of the “Assessments” page.
Instead of the episode name, patients will only see if the episode is past or current, along with start dates.
FAQs
Does restarting restore old assignments? No. Restarting the most recent ended episode does not restore previous assignments; assign only what’s needed next.
Can a patient have more than one active episode? Only one episode can be active at a time, however this is a planned addition in the future. For now, you can only start a new episode after ending the current active episode.