Discharging a case
Discharging a referral means "we're done with this case clinically." It closes the case to new clinical work while keeping everything you need for billing, reporting, and records fully available.
Who can discharge
- Practice managers, supervisors, and admins can discharge a case directly.
- A discharge also happens automatically when a discharge summary is approved — finishing the clinical close-out closes the case as part of the same step. (Approving clinical documents is a supervisor/practice-manager action; admins don't approve clinical work.)
What discharge changes
After a case is discharged:
Blocked — no new clinical documents, including:
- Progress notes and visitation notes
- Treatment plans and safety plans
- Concrete assistance
- Crisis incident reports
- Home safety audits
- New scheduled sessions
Still works — everything retrospective and financial:
- Viewing all existing records on the case
- Billing and KidTraks exports
- Monthly reports
- The discharge summary itself
You can always open a discharged case and read its full history, and it stays in the billing pipeline so you can finish billing for work already delivered. What discharge stops is adding new clinical documentation.
On the case page, a discharged referral shows a clear Discharged badge so its state is obvious at a glance.
Reopening a case (un-discharge)
If a case was discharged in error or services resume, it can be reopened.
- Only practice managers and admins can un-discharge.
- A reason is required, and the action is logged and announced to the team — reopening a case is a deliberate, visible step, not a quiet toggle.
Un-discharging brings the case back, but it does not automatically put workers back on it. After reopening, reassign staff deliberately — see Assigning workers to a case.
FAQ
I discharged a case but still need to bill for last month's work. You're fine — billing, monthly reports, and KidTraks exports all keep working after discharge. Discharge only blocks new clinical documents.
I tried to write a note on a discharged case and couldn't. That's expected. New clinical documents are blocked once a case is discharged. If the case genuinely needs more work, a practice manager or admin can reopen it.
Who can reopen a discharged case? Practice managers and admins, with a required reason. Supervisors can discharge but not un-discharge.
After reopening, why isn't the original worker back on the case? Reopening doesn't restore assignments automatically. Reassign the worker from the referral's assignments.