Care Status Tracking is a structured way to document where each client stands in their care journey with you. Instead of simply marking a client as active or archived, you assign one of ten care statuses that reflect what's actually happening in the relationship. Every status change is timestamped and stored in the client's record, giving you a clear, organized view of your caseload and a complete history of each client's path through care.

Accessing Care Status

Care status is visible on the client profile. You'll see a status near the top of the profile that shows the client's current care status.

1. Open the client's profile.
2. Tap the Update Care Status button on the right side of their profile.
3. Select the new status from the dropdown.
4. Choose a reason from the structured options and add a required note for additional context.
5. Save. The change is recorded immediately.

Every care status change is logged in the client's session activity feed on their profile. Each entry shows:

• The previous status
• The new status
• Who made the change (you, another provider, or the system)
• The date and time
• Any additional note that were added are included in the EMR export.

This gives you a complete timeline of the client's care journey — useful for documentation, supervision, and picking up where you left off when a client returns.

Some care status transitions happen automatically:

• New client added to your care team → Automatically set to Awaiting Treatment
• Client completed their first session → updated to In Treatment
• Provider is deactivated → Active clients are moved to Provider Withdrew
• Client switches to a new therapist → The previous provider's relationship is updated to reflect the transition, and the new provider's relationship starts as Awaiting Treatment
• Client moves out of state (where you're not licensed) → The relationship is updated to Did Not Start or Client Withdrew

All other status changes (Treatment Completed, On Hold, Referred Out, etc.) are manual — you or a Tava admin will update them.

FAQs:

1. Do clients see their care status? No. Care status is visible only to you and Tava's clinical and administrative teams. Clients do not see their care status in the Tava app, and they are not notified when it changes.
2. Does care status affect billing or scheduling? No. Care status is a clinical and organizational tool — it does not change how sessions are billed, restrict a client's ability to book, or affect your compensation. It's purely informational, designed to help you stay organized and document care transitions clearly.
3. Can I change a care status back? Yes, in most cases. For example, if a client who was marked "On Hold" returns to treatment, you can move them back to "In Treatment." If a client is moved to an End Care status, you will not be able to change the care status back. Contact therapist-support@tavahealth.com to help.
4. What's the difference between "Client Withdrew" and "Lost to Follow-Up"? Use Client Withdrew when the client has communicated — directly or indirectly — that they want to stop treatment. Use Lost to Follow-Up when the client has simply stopped attending and you haven't been able to reach them despite outreach.
5. What's the difference between "Treatment Completed" and "Referred Out"? Treatment Completed means the client met their treatment goals with you. Referred Out means you're sending them to another provider or a different level of care — they may or may not have completed goals with you specifically.
6. What if I'm not sure which status to choose? When in doubt, the most common choice is the one that best reflects the client's current situation. If you're unsure about a specific scenario reach out to Tava's clinical team.
7. Is this the same as a discharge note? Not exactly. Care status is a structured field that captures where the client stands — it's not a clinical document. You should still complete appropriate discharge documentation in your session notes as part of your standard clinical practice. Care status tracking complements that documentation.