HOW TO: Configure and Schedule Internal Visit Types in CareHub

This article explains how to configure Internal Visit Types in CareHub, schedule internal visits, and document visits in Elation. 

Note:  It includes an important workflow update related to a known system limitation when using certain note structures and custom visit note templates.

Overview

Internal Visit Types allow your organization to standardize how internal visits (such as PCP Assessment Visits) are scheduled and documented. Proper configuration helps ensure:

• Consistent scheduling and visit duration
• Accurate clinical documentation
• Proper capture of diagnoses and CPT codes
• Smooth collaboration with IRIS Risk Adjustment Consultants and Coders

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⚠️ Important Workflow Update 

When starting a visit note from CareHub using the any visit note structure in combination with a custom visit note template, some sections may not populate correctly.

What happens

• The Assessment and Review of Systems sections may be missing
• Billing information (CPT codes) & Diagnosis may be missing
• This occurs when a Visit Note Template is attached directly to the Internal Visit scheduling type

What this means

While a long‑term fix is in progress, we recommend an updated configuration and workflow to ensure complete documentation and avoid downstream issues.

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Who Can Configure Internal Visit Types

• You must be an Organization Admin in CareHub
• Configuration is managed in Settings → Scheduling Config → Scheduling Types

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Updated Recommended Configuration

Step 1: Navigate to Scheduling Types

1. Go to Settings
2. Select Scheduling Config
3. Open Scheduling Types

Step 2: Configure or Update an Internal Visit Type

When creating or updating an Internal Visit Type (for example, PCP Assessment Visit):

• Use a clear, standardized name
  • Example: PCP Assessment Visit
    • This helps IRIS Risk Adjustment Consultants identify visits for pre‑prep and counter‑prep reports
• Set visit details:
  • Visit Location: In‑Center
  • Visit Type / Structure: select as appropriate
  • Duration: 1 hour (recommended for PCP visits)
• ⚠️Leave the Visit Note Template field blank
  • Do not attach a Visit Note Template at the scheduling type level

Select Save.

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Scheduling an Internal Visit

1. Open the Center Calendar
2. Select Add Event
3. Choose Internal Visit
4. Search for and select the appropriate Internal Visit Type
   • Example: PCP Assessment Visit

The visit will automatically populate the visit structure and default duration.

1. Complete the remaining fields:
   • Provider (PCP)
   • Participant
   • Date and time
   • Additional details as needed
2. Confirm the visit location 
3. Select Save

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Updated Visit Documentation Workflow

Step 1: Start the Visit from CareHub

• From Agenda View, select the scheduled Internal Visit
• Select Start a Visit Note

The visit note opens in Elation using the configured note structure.

Step 2: Apply the Visit Note Template in Elation

1. In Elation, select Visit Note Templates
2. Search for the appropriate template (for example, PCP template)
3. Select Export to Note

This ensures the note includes:

• Assessment
• Review of Systems
• Diagnoses
• CPT codes
• All required clinical and billing sections

Step 3: Save or Complete the Note

• Providers may complete and close the note
• Non‑providers should save the note as a draft and close

Draft notes appear in the Requiring Action section of the participant’s chronological record.

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Why This Workflow Is Recommended

We recognize this workflow adds a few extra clicks. This approach:

• Ensures all required sections populate correctly
• Prevents missing Assessment and Review of Systems data
• Protects coding, billing, and risk adjustment workflows
• Reduces rework and corrections later

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Summary

Until a permanent fix is available:

• ✅ Remove Visit Note Templates from Internal Visit scheduling types
• ✅ Apply visit note templates directly in Elation after starting the visit

This ensures complete and accurate documentation while avoiding known limitations.