How to Use Prepare Mode in Care Insights

Overview

Prepare Mode lets care team members stage insight responses ahead of an encounter, so providers walk into a chart that's already been thought through. Prepared responses are saved as drafts — clearly attributed and never submitted — and the provider makes the final call during the visit.

Prepare Mode is available to every provider organization. Each organization decides which users can action, prepare, and view insights through role- and user-based permissions.

Why use Prepare Mode?

Many provider organizations perform pre-visit planning so the right actions happen at the point of care. Often, that prep is documented outside the encounter, which leads to duplicated work between chart prep and reporting what happened during the visit. Prepare Mode keeps chart prep inside Care Insights, so the work done ahead of the visit carries straight into the provider's review and helps your organization get credit for performance.

How it works

• Prepare Mode is available by default. Each organization decides which users can action insights or prepare them on a provider's behalf. Anyone with Action permissions (which include Prepare) sees the Prepare Mode toggle. A standalone Prepare permission is available for care team members who don't have Action permissions.
• The care team prepares the insights. In Prepare Mode, a user works through open insights for an upcoming visit and saves Agree or Disagree responses as drafts. Nothing is submitted, and nothing is written back to the EHR.
• The provider reviews and finalizes. Prepared insights sort to the top of the insights list, ahead of everything else. The provider confirms, edits, or rejects each prepared response (or all of them at once), and the final action is attributed to the provider.

   

Key capabilities

• Every insight type supported. Prepare Mode works across all Care Insights categories, not a subset.

• Full provider control. Prepared responses stay visible and fully editable. The provider decides what gets submitted.

• Clear attribution. The insight shows who prepared each response and when.

• Prioritized review. Prepared insights appear at the top of the insights list.

• Two-way visibility. Encounters with prepared but unsubmitted insights are flagged for both the provider and the care team member who prepared them.

• Reversible before submission. Care team members can undo or change a prepared response any time before the provider actions it.

• Automatic expiration. Drafts expire 14 days after the last edit (the clock resets with every edit), and the insight returns to its original open state.

Built for compliance

Prepare Mode is non-committal by design:

• Saving a prepared response never triggers EHR writeback and never triggers auto-resolve, so preparing an insight can't close it on its own.
• Only a provider action commits the record, and the final submission is attributed to the provider.
• Expiration is recalculated from the most recent edit, so providers never review stale prep work.
• Prepared actions can't be applied inside a locked encounter.

At a glance

Frequently asked questions

• Can a care team member submit an insight in Prepare Mode?

  No. Prepared responses are drafts only. A provider must confirm, edit, or reject them before anything is submitted.

• What happens if a prepared response isn't reviewed?

  Drafts expire 14 days after the last edit, and the insight returns to its original open state.

• Who gets credit for the final action?

  The provider. The final submission is always attributed to the provider, while the insight also shows who prepared the response and when.

• How do I give a care team member access to Prepare Mode?

  Assign them Action permissions (which include Prepare) or the standalone Prepare permission. Contact your organization's Vim administrator to update permissions.