Managing Patients in HiBoop

HiBoop calls the people you care for Patients on screen. This page uses "clients" in the text and the app's own labels in bold.

How do I add a patient?

Add a client to send them assessments and track their progress. You can enrol them in a program at the same time.

Step-by-Step Instructions

1. Click Patients in the left-hand menu.
2. Click Add Patient at the top right. (On a phone, use a larger screen to add clients.)
3. In the New Patient panel, fill in:
   • First Name (required) and Last Name
   • Email (required). HiBoop sends emailed assessments here.
   • (Optional) a Program Template and its Start Date
   • (Optional) the Care Team: the staff assigned to this client
4. Click Add Patient.

If a client with that email already exists, HiBoop offers Open Existing Patient instead.

How do I edit patient information

You can update a client's details at any time from their profile.

Step-by-Step Instructions

1. Click Patients in the left-hand menu and open the client.
2. Click View Profile on the profile card at the top.
3. Click Edit (the pencil).
4. Change the details you need. The fields shown are the profile fields your clinic uses, such as name, date of birth and gender.
5. Click Save.

How do I archive a patient

Archiving takes a client out of most views, including reports, while keeping their data. You can archive from their profile or from the patient list.

Step-by-Step Instructions

Option 1: From the client's profile

1. Open the client from the Patients page.
2. Click the status badge next to their name (for example, Active).
3. Click Archive and confirm.

Option 2: From the patient list

1. On the Patients page, find the client.
2. Click the ⋮ menu at the end of their row.
3. Click Archive.

To bring a client back, use Unarchive in the same menus.

How do I issue an assessment?

Each assessment you send is a session, labelled with one of your clinic's session labels, like Intake or Check-In.

Step-by-Step Instructions

1. Open the client from the Patients page and click the Assessments tab.
2. Click Add Assessment.
3. Set the Due Date.
4. Under Assessments, pick the session label and click Add to choose scales.
   • When you add the first assessment, HiBoop picks the label for you. A client's first session uses your Intake label and later ones use your Check-In label. This only happens if your clinic has exactly one label of that type. You can still change it.
5. Turn on Include Related Assessments if HiBoop should add scales for related conditions.
6. Under Delivery Method, choose one:
   • Email: sends a secure link. Set the Send Date, add a Message if you like, and set Reminders.
   • Mobile Device (QR): the client scans a QR code, or types the Assessment Code, on their own phone or tablet.
   • Clinician Mode: you complete the assessment on this device on the client's behalf.
   • Same Device: the client completes it on your device. Keep the return code to get back to your dashboard.
7. Click Save.

See Sending assessments for more on each delivery method.

How do I view patient results

The client's page has four tabs: Overview, Assessments, Forms and Notes.

Profile card

The card at the top shows the client's name and status. Click View Profile to see and edit their profile fields and care team.

Assessments

The Assessments tab lists every session and its scores.

• Each score shows the severity level from the scale's published cutoffs.
• Click an assessment to see the client's answer to each question.
• Click Show Insights to open charts of the client's results: one session, first compared with most recent, or over time.
• Click Export to download or send results.

How do I measure my patient progress over time?

Compare a client's scores between two sessions to see how much they have changed.

Step-by-Step Instructions

1. Open the client from the Patients page and click the Assessments tab.
2. Click Filters. Under Compare sessions, pick the two sessions to compare (for example, Intake and Discharge).
3. A % Change column appears beside the scores. Click its x to remove it.
4. To see the change between every session, open the display settings and tick Show All % Change.
5. Click Show Insights to see the results as charts.

See How do I measure the amount of change over time? for how % change is worked out.

How do I export patient assessment results?

Export results to share with your team, save to your EMR or send by fax.

Step-by-Step Instructions

1. Open the client and click the Assessments tab, then Export. To export one session, open a completed session and click Export there.
2. Under File Format, choose:
   • PDF (tick Compress File for a smaller file)
   • Spreadsheet (.CSV)
   • Copy to Clipboard (EMR), to paste into your EMR
   • Fax, to the fax number in your clinic settings. This option is turned off until a number is set in Settings > Clinic.
3. Tick Patient Details and pick which profile fields to include.
4. If the client has more than one session, pick the Sessions to export.
5. Choose what to include:
   • Assessment Scores and Subscale Scores
   • Group by Subscale (PDF and fax)
   • Question Responses
   • Forms, then pick which forms
   • Notes
   • Link to HiBoop Patient page
6. Click Export.

HiBoop remembers your last choices for next time. You need permission to view the client's results to export them.

Export completed forms

1. Open the client and click the Forms tab.
2. Click Export. Forms is already ticked.
3. Choose your file format. If the client has more than one completed form, pick the forms to include.
4. Click Export.

How do I manage whether patients can see their results?

You decide whether a client sees their scores when they log in. You can set this for the whole client, for a session, or in a program.

For one client

1. Open the client from the Patients page.
2. On the profile card, click the results badge (Shared or Hidden).
3. Click Share all results or Hide results, then confirm.

For one session or a program

• In a program template, turn Show results to patients on or off for each session. See How do I add program templates?
• For a session from a program, use Results Visibility in the session.

Is my patient data secure?

Yes. HiBoop is built to protect clinical data.

• Encryption: data is encrypted in transit and at rest.
• Role-based access: staff only see what their role allows. See roles and permissions.
• Two-factor authentication: staff can turn it on, and admins can require it for a role.
• Activity logs: access to client records is logged. See How do I monitor account activity?
• Hosting: hosted on Google Cloud in the US or Canada, with other regions on request.

HiBoop is SOC 2 Type II certified. For certifications, privacy laws and security controls, see the Trust Center.