Work with Cases Sent

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The Cases Sent view lists patients at the acute care sites you're authorized to see who have an existing case in 4Next. Click a link in one of the sections below for detailed instructions.
To receive email and/or text notifications when a referral status is changed by the provider, or when a new message arrives, see Setting up notifications. You must set up notifications for each site you're authorized to work with.

From 4Next standalone, if you're authorized to create cases, Cases Sent opens by default.

To return to the list from any other 4Next view, click Cases Sent on the main menu.
The data is refreshed automatically when you return to the list from any other 4Next view.
To add a case to the list, see Creating a Case in 4Next standalone.

Filtering and sorting the Cases Sent listFiltering and sorting the Cases Sent list

Your filter and sorting selections will persist while you're signed in to 4Next.

Every thime you log in, the Owner filter is added, with your name. The filter applies to cases that you own and co-own.

To display the list of a different owner/co-owner, click to select a name from the view by list drop-down list.
To show patients for all case owners, click on the name in the search criteria.

Every thime you log in, active status are added. The filters apply to cases that are new, in process, awaiting to confirm, and confirmed.

To remove cases with a particular status, click on the Stat item in the search criteria.
To add cases with a status that isn't in the search criteria, click to select from the status drop-down list.
Selecting the Active option adds all active the status filters; selecting the Inactive option adds all the inactive (limited) status filters.
Inactive status filter limits: when you add an inactive status filter, the cases that are returned are limited to those that were finalized or canceled within the previous 5 days (120 hours).
The only way to see inactive cases that are outside the filter limits is to view by patient. To re-open a case that was canceled more than 5 days ago, search by patient. See Searching for cases without status limitations.

When you first log on to 4Next, you must select a site to see the list of active cases. This is required even if you have access to only one site. Once you set a site filter, the change is saved for the next time you log in. You can select only one (1) site filter.

To select a site, click to select from the site drop-down list.
Your site selection (if any) will be the same the next time you log in.
You must also have at least one Status filter added to see the cases from a selected site.
The only way to see cases for multiple sites is to view by patient. See Searching for cases for multiple sites.

By default, the list is sorted alphabetically by patient name.

To sort by a different parameter, click a column heading.
To reverse the sort order, click the column heading again.
Sorting is disabled if there are more than 3,000 cases in the list. Add filters to decrease the number of cases to 3,000 or less to be able to sort the list.

What you see - Cases SentWhat you see - Cases Sent

If there are any messages from online providers for a case that haven't been marked as Read, the column for the patient in the Cases Sent list has a red circle with the total number of unread messages, like this: .
patient - last name, first name
dob - date of birth
mrn - medical record number for the Mass General Brigham record (not available for Out patients)
from - site sending the referrals
admit. date and disch. date - dates of admission and discharge; the discharge date is red if the case has not been canceled or finalized
los - length of stay (days)
insurance - provider of health insurance (first listed)
location - current or last inpatient location (Mass General Brigham sites)
case owner - last name, first name
status - New, In Process, Awaiting to Confirm, Confirmed, Finalized, Canceled (for a description, see 4Next case statuses)

Refreshing the Cases Sent list

The list is updated automatically when you return to it. This includes when you log on, and when you come back to the list from a different 4Next view. There is no timed refresh. Don't refresh the browser - that will set all your filters back to the default settings.

To update the list manually without losing your filters and sorting setup, click refresh.

Last updated is the time when the list data was most recently updated, either automatically or via the Refresh button.
After you click it, the Refresh button is disabled. It is automatically re-enabled after three minutes, or when you navigate back to the list from a different 4Next view.

Navigating the list

Long lists are divided into pages. The page navigator includes a drop-down list of items per page , the current page number, the total number of pages, and the previous drop down arrow and next page buttons.

To change the number of items per page, click to select from the Items per page drop-down list (bottom right).
To display the next page, click . To display the previous page, click . (Scroll up a bit if the page navigation buttons are covered by another button.)

Your selection for Items per page will be the same the next time you log in.

Only 1,000 items can be displayed on the paginated list. (Printing the list is also limited to the first 1,000 items; sorting is restricted to 3,000 items.) If your list includes more than 1,000 items, you will only be able to page through to view the first 1,000. When you filter, every item on the list is affected, even if there are more than 1,000; however, only the first 1,000 items that match will be displayed. Use filters to limit the number of items to less than 1,000 if you need to view, print, or sort an entire list.

Viewing details of a case (quick view)

To display details on a patient and their existing case, click the row for the case. Quick details include the patient's name, gender, date of birth and age, and insurance(s), as well as the referring site, case owner, and co-owners.

Selecting a case to manage (4Next standalone)

Video: Set the list to show everyone's cases, then find your patient by MRN

To limit the list to cases you own or co-own, click to select your name from the view by list drop-down list.

To search for a particular patient:

In the fields above the list, type the patient's last name or type the complete medical record number (MRN) for the site.
Press ENTER. Any patients matching the criteria you entered are displayed in the list.
If you're looking for all cases for the patient over time, select Inactive, Finalized, or Canceled from the status drop-down list.

Click the patient name to select a case.

Printing the list

Click print.

If there are more than 1,000 items in the list, you'll receive a warning message that the maximum number you can print is 1,000. Click cancel to close the popup message, and then filter the list down to 1000 items.
The document opens in a popup window. From there, you can print or save a copy.
If there are multiple pages, every page of the list is included in the document.
Every page includes a footer with "Extracted from the Legal Health Record and printed on " and the date and time stamp, plus "Mass General Brigham Incorporated Clinical data printed from 4NEXT - Confidential" and the page number and page count.

Click × to close the popup.

If you need to print a list that has more than 1,000 cases, try filtering by status, view by list (case owner), and/or sites, and print the shorter lists separately.

See next

Creating a case in 4Next standalone - looking up a patient and adding their case
Creating and accessing a case in Epic - accessing 4Next from the encounter

Adding a need - selecting needs and searching for providers to meet them.
Printing or sharing a list of providers & provider info sheets - selecting providers and printing or emailing the list; printing provider information sheets for the patient or case manager/care coordinator.
Selecting providers and sending referrals - filtering provider search results by languages spoken on site, services offered, referral method, CMS rating, location, payers accepted, and relationship to Mass General Brigham; selecting providers; saving a draft referral; sending one or more referrals.

Managing a case - working with needs & referrals; managing case ownership & co-owners; canceling & re-opening the case, auditing activity on the case; printing a cover page for faxing an attachment.
Working with the Case Detail - viewing & adding patient information, adding documentation comments, viewing & printing documents, and adding document attachments.
Viewing and printing the Case Summary - viewing the current status for all referrals; viewing the reason for any denial; printing the case summary
Sending a message to multiple providers - viewing all messages sent and received; viewing messages for one provider; sending a message to one or more providers at the same time