Introduction

Welcome to Transfer IQ®—your centralized workspace for managing patient transfers quickly, efficiently, and with full visibility across the health system. As part of TeleTracking’s Operations IQ® platform, Transfer IQ® standardizes workflows, connects referring and receiving teams, and supports real-time updates to help coordinate safe, timely transfers and improve patient flow.

What Does Transfer IQ® Do?

Transfer IQ® streamlines the entire patient transfer process by enabling users to initiate, track, and manage transfer cases within a single platform. It facilitates communication across facilities and helps coordinate transport and clinical reviews. It also provides visibility into transfer activity and system capacity to help health systems make data-driven decisions in real time.

What Is a Transfer?

A transfer refers to the coordinated movement of a patient from one care setting to another, such as from an emergency department to a hospital unit, from one hospital to another, or from a clinic to an inpatient facility. Transfers may occur for higher-level care, specialized services, or to balance capacity across a health system.

Who Uses the Application?

Transfer IQ® is primarily used by:

Patient Placement Specialists – to manage incoming and outgoing transfer requests.
Transfer Center Coordinators – to facilitate communication between sending and receiving facilities.
Nurses and Physician Advisors – to validate clinical information and ensure appropriate placement.
Command Center Staff and Logistics Coordinators – to oversee flow and transport logistics.

Why Use Transfer IQ®?

Health systems use Transfer IQ® to:

Centralize transfer operations in one platform
Improve response times and reduce delays
Ensure appropriate and timely patient placement
Enhance communication across departments and facilities
Monitor system performance and optimize throughput
Improve the patient experience by ensuring seamless transitions

Transfer Cases

What is a Transfer Case?

A Transfer Case is the digital record used to coordinate a patient’s movement from one facility to another. It contains all critical details, such as:

Patient demographics and clinical notes
Referring and receiving facilities
Status updates and documentation
Transport coordination details

Once a case is created, it appears in your Cases List and can be managed through completion, helping you ensure nothing falls through the cracks.

The Cases View

The Cases View provides an at-a-glance list of all of the transfer requests that you can quickly scan. Each row represents a transfer case, and each column displays information from one case field.

The Cases List helps to more easily manage multiple cases at once and quickly see priorities.

You’ll use this list to:

Track new requests
Update case details
Take follow-up actions (e.g., dispatch transport, close a case)
Prioritize transfers based on timing and urgency

View the Cases List

Active, Upcoming, and Completed Tabs

Cases are organized in three default tabs:

Active – Transfer cases with an ETA of today or earlier
Upcoming – Cases scheduled for a future date
Completed – Finalized transfer cases
- The Cases List will update to only display transfer cases that match the case status of the selected tab.

If your health system has merged the Active and Upcoming tabs, all future and current transfers appear under Active. (Feature flag required)

View Only and Edit Mode

You can open a case in Edit Mode (to make changes) or View Only Mode (for read-only access):

Edit Mode shows a Save button
View Only Mode shows an Edit Case button

How to Access Each Mode

Click the pencil icon or a row in the Cases List → Edit Mode
Click the paper icon → View Only Mode

Sort, Search, and Filter the List

Sort by clicking a column heading (click again to reverse the order)

Search by typing in the search field below any column header

Use drop-down filters for structured fields like Facility or Unit
Combine multiple filters to narrow results

Filter by Created Date

Hover over the “From” cell in the Created Date/Time column
Select a date range using the calendar icons
Click the “X” to clear the filter

Case View

Customize the Cases View

Tailor the list to show the information that matters most:

Show & Hide Columns

Click the Column button in the top-right corner

Check/uncheck the columns you want to display

Use “Select All” or “Unselect All” as needed
Click Update to apply changes

Use Reset to Default to revert to the original view
Drag & drop columns to reorder them

Note: Only users with Administrative permissions can save layout changes. If you don’t have Admin rights, your custom layout will reset to the default the next time you log in.

Note: If you want to reset the column display to the original Default view, click the Reset to Default link.

Users can adjust the width of each column and reorder them by dragging and dropping to suit their preferences.

Pagination and Case Volume

Use the Show dropdown at the bottom of the page to display 25, 50, or 100 cases

Use the Next and Previous buttons to navigate pages

Customize the Cases View

Inside a Transfer Case

Each transfer case in Transfer IQ® includes a series of tabs at the top of the screen, where you’ll enter and manage all relevant information:

Patient Tab
This tab captures essential patient information, including demographics, medical condition, and level of care needed. You’ll enter or update these details to support placement decisions and ensure accurate coordination of the transfer.
Communication Tab
Use this tab to log and review all communication related to the transfer. This includes conversations with referring and receiving teams, transport coordination, and any other stakeholders. Maintaining a complete record of these interactions supports transparency and informed decision-making.
Outcome Tab
This tab documents the final disposition of the transfer case. You’ll indicate whether the patient was accepted, declined, or canceled, along with reasons or notes as needed. It also captures critical details such as the bed request, bed assignment, and transport arrangements—essential steps in the transfer process that support accurate reporting and effective follow-up.
Documents Tab
Here, you’ll upload and manage all documentation related to the case, such as clinical summaries, consent forms, or transport records. Centralizing these documents ensures quick access, supports compliance, and streamlines coordination across teams.

Case Log

The Case Log tracks communications, notes, and any issues related to a transfer. It provides a complete, time-stamped history of the case.

The Case Log appears on the right-hand side of the transfer case screen and helps ensure:

Transparency in communication
Support for quality assurance
Legal protection when documenting decisions

Upcoming Cases

Upcoming Cases are transfer requests that are in progress but not yet completed, typically because the patient hasn’t arrived at the destination facility. These cases usually have an estimated time of arrival (ETA) more than 24 hours in the future. Most often, they represent transfers scheduled for a later date and may still require updates or follow-up.

Characteristics of Upcoming Cases:

Status: Usually marked as open, in progress, or pending transfer.
Next Steps May Include:
- Finalizing placement
- Arranging or dispatching transport
- Awaiting acceptance from the receiving facility
- Completing documentation
Used For:
- Tracking near-term patient movements
- Prioritizing coordination tasks
- Ensuring timely transitions in care

Completed

Completed Cases refer to transfer requests that have gone through the full workflow, from initiation to the successful arrival (or final disposition) of the patient. These cases are closed and no longer require active coordination.

What Are Completed Cases?

Completed Cases indicate that:

The transfer process is finished
The patient has arrived at the destination facility or the transfer was canceled or declined and marked accordingly
All required fields were completed before closing
The case was finalized using the "Complete Case" action in Edit Mode

Why Completed Cases Matter:

Serve as a historical record of the transfer
Support reporting, audits, and compliance
Provide data for quality assurance and operational review
Can be referenced later in the Case Log or exported data

How to View Completed Cases:

In the Cases List:

Click the “completed” radio button at the top of the Case List.

Complete a Case

A case is marked as complete when the transfer process has ended, typically because the patient has arrived at the destination facility. In some situations, the decision may be made not to proceed with the transfer. Even in these cases, the case should still be marked as complete, as there is no separate status for canceled or withdrawn transfers.

Before Completing a Case

Check Required Fields: Make sure all required fields (marked with a blue asterisk) are filled in.
Fix Missing Info: Any missing required fields will be highlighted in red, along with a red icon on the related tab. Complete these before finishing the case.