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How to Manage and Create Renewals

Overview

The Renewals feature simplifies the process of creating and managing reminders for both users and clients. It helps ensure timely renewals by easily tracking consents, certifications, licenses, credentials, training, insurance, and more at set intervals.

 

Required Permissions and Prerequisites 

  • Please article is in reference to our Desktop application
  • Please assign the Create, Modify, View, and Delete permissions for the following rules:
    • Client Renewals
    • My Personnel Folder Renewal
    • Receives User Renewal Alerts for all clients
    • Receives User Renewal Alerts for all users (opt)
    • Renewal Sub Types
    • Renewal Type
    • User Renewal
  • Please review and determine if these settings are applicable for your agency:
    • -11  ALERTS  Send Alerts when User Renewals are about to expire to those with the Profile Setting
    • -22  ALERTS  Send Alerts when Client Renewals are about to expire to those with the Profile Setting
    • -25  ALERTS  Send Alerts when Client Renewals are about to expire to PTs and QPs
    • -35  ALERTS  Send Alerts when User Renewals are about to expire to the actual user
    • -398  RENEWALS - Automatically add bulk Renewals to Users and Clients as Active
    • -801  RENEWALS - Date to Compare on Client Renewal Expiration
       

 

Step-by-Step Instructions

 

 

Step 1: Navigating to Renewal Types 

First, we will need to take a look at Renewal Types to understand how renewals function in PIMSY.
From the top navigation menu, go to:

Administration > Pick List Management

 

 

Step 2: Understanding Renewal Types

From Pick List Management, type “renew” into the search bar and click Search. This will display all renewal related items. Select Renewal Types.

Renewal Types act as parent categories for all renewals in the system. For example, a Renewal Type like Trainings can be used to group similar individual renewals that need to be completed at specific intervals.

  • To create a new Renewal Type, click on the empty row at the bottom of the list. Fill in the following areas:

    • Name - the name of the Renewal Type
    • Description - (optional) The description of your renewal type
    • Active - This is automatically marked as active upon creation
    • Default - Check to make the renewal type default (optional)
    • Renewal Category - Select if it's either a client or user-based renewal
    • Allow Auto Reminder Messages - (optional) This column when checked will look at the upcoming renewal expiration and will send a message to the user/client, based on the parameters within the messaging settings.
    • User Group - (optional) This column is used to assign a user group, identifying staff members linked to a specific renewal type. This helps ensure, for example, that notes are not released by members of the assigned group if their renewal has expired.

 

 

Step 3: Renewal Subtypes

Renewal Subtypes is a sub category of Renewal Types and further expands on the categorization of renewal types. For example, under the Renewal Type "Trainings", you can specify individual training items, such as CPR or Bloodborne Pathogens, and set the required renewal frequency for each.

Sub Types columns include:

  • Renewal Type - The renewal parent category
  • Name - Name of the Renewal Sub type
  • Description - (optional) Description of the sub type
  • Renewal Frequency - How often the renewal subtype needs to be renewed
  • Active - Automatically marked as active upon creation. Uncheck if a subtype if no longer needed.
  • Default - Check to make the renewal subtype as default
  • Suspend Note Releasing By User on Expiration - If checked yes, when the renewal expires, PIMSY will automatically check the Suspend Notes checkbox in the user profile. That clinician will not be able to release any notes until the renewal has been renewed.
  • Suspend Note Releasing on Client on Expiration - If checked yes, when the renewal expires, PIMSY will automatically check the Suspend Notes checkbox in the client chart. Notes on that specific client cannot be released by any clinician until the renewal has been renewed.
  • Days to Add to DOA or DOH for Expiration - When creating a new client or user, this will tell PIMSY to add a specific number of days to the Date of Admission/Hire to generate the first expiration date.
  • Auto Add to New Clients or Users - When checked, this will automatically assign the specific renewals when a new user or client is created.
  • Expiration Alert Lead Time in Days - This determines the amount of time prior to the renewal expiration date that a notification will be sent out.
  • Division - Enables the assigning of divisions to specific Renewal Sub Types.

 

 

Step 4: User/ Client Renewals Tab and the Renewals Screen

The Renewals tab is available in both the User Personnel screen and Client Chart. The Renewal Type dropdown is populated based on the Renewal Types category in Pick List Management, while the Renewal dropdown pulls from the Renewal Subtypes.

 

 

Step 5: Creating a New Renewal

For the purposes of this article, we’ll focus on the Renewals tab within the User Personnel screen. On the left side, you’ll see a list of renewals currently assigned to the user. The right side displays the details of the selected renewal. 

Let’s walk through how to create a new renewal:

  • Select a Renewal Type from the dropdown
  • Select a Renewal from the dropdown
  • Type in a Performed / Certified By for informational purposes, if desired
  • Enter the Renewed On date. This will be the start date.
  • Enter the Expires On date. This will be when the renewal expires.
  • Click Save

The new renewal will be added to the list of renewals in the left section. Additionally, renewals can be renewed manually by pressing the blue Renew button. If you wish to stop alerts on the renewal, check the Suspend Alerts box.
 

 

Step 6: Client Portal Renewals

Renewals can be setup on client documents and forms such as the PHQ-9. When a client accesses the client portal, they will be able to see the Last Completed Date and Next Due Date for any forms marked for renewal.


 

 

Step 7: Reporting for Renewals

To view a list of global renewals, from the top navigation menu, go to: 

Clients > Renewals

Here, you can filter for renewals that are set to expire within a date range, how many renewals a specific user has outstanding for their clients, among many other combinations. This report can be exported to excel.

 

 

 

 

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