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Set up a facility

A facility is a place where your organization delivers therapy services. Use it for the building, campus, or operating site you want to manage in RehabAlpha.

Before you start​

You need:

  • An organization. See Set up an organization.
  • Admin access to the organization.
  • The facility name, state, and default Place of Service.
  • Address, county, ZIP code, ZIP+4, tags, or notes when you want those details available in RehabAlpha.

Choose a facility setup workflow​

There are two ways to set up a new facility in RehabAlpha:

  • Manual setup: Add the facility directly in RehabAlpha. Use this workflow when you are entering one facility or want full control over its service location details as you create the record.
  • Import: Upload one or more files with facility information using the import tool. This is explained in Import data.

The steps below explain the manual setup workflow.

Manually create a facility​

  1. Open Facilities.
  2. Click New facility.
  3. Enter the facility Name.
  4. Select the Default place of service.
  5. Select the facility State.
  6. Select the County when available.
  7. Enter the City, Street Address, Zip code, and ZIP+4 when available.
  8. Review the Time zone. RehabAlpha suggests a time zone from the selected state and county when possible.
  9. Add tags or notes when helpful.
  10. Click Save.

RehabAlpha creates the facility and adds a service location named Default service location using the facility location details and the default Place of Service you selected.

Facility vs service location​

A facility is the broader site RehabAlpha uses for facility-level workflows. Admissions are tied to a facility, and the facility page brings together details, patients, schedule, planner, contracts, invoices, service locations, documents, tags, notes, and settings.

A service location is the specific setting where therapy services are furnished within a facility. Each service location can have its own name, Place of Service, address, ZIP code, county, time zone, tags, and notes.

RehabAlpha uses service locations to identify the care setting for services. A facility can have one service location or multiple service locations. When a facility has multiple settings, those settings can belong to the same operational facility while still needing different Place of Service values for documentation, billing, schedule preferences, and reporting.

Examples:​

1. Simple outpatient clinic​

Maple Grove Therapy Clinic is a small outpatient clinic with one service location.

2. Senior living campus​

Cedar Ridge Senior Living Campus may have separate service locations for assisted living, skilled nursing, and outpatient therapy.

3. Therapy company site​

Riverbend Therapy Center may document services under the same facility while furnishing care in different buildings or treatment settings.

4. One therapy company with multiple facilities​

Keep in mind that your therapy company can manage all three of these facilities within its organization.

If the facility only has one care setting, the default service location may be enough. If services happen in more than one setting, add each setting from the facility's Locations tab.

You should know​

Only admins can create, update, or delete facilities.

You cannot delete a facility that has an admission. Deleting a facility also deletes its service locations, so only delete a facility when you are sure it is not needed.

The facility Default service location is used as the starting service location in related workflows, such as admissions and therapy cases. You can still choose a different service location where a workflow allows it.

Frequently asked questions​

Should I create one facility or multiple facilities?​

Create one facility when the site is managed as one operational location or account. Add multiple service locations under that facility when the same site has different care settings or Places of Service.

Create separate facilities when the sites should be managed separately for admissions, schedules, access, contracts, invoices, or reporting.

What if the default service location name is too generic?​

Open the facility, click Locations, open Default service location, and edit the service location name. Choose a name users will recognize, such as SNF wing, Outpatient clinic, or the name of the building.

Can a service location use a different address than the facility?​

Yes. A service location starts with the facility's location details when it is created, but you can edit the service location if the setting has a different address, county, ZIP code, or time zone.

How do I login to a specific facility / How do I know which facility I'm working in?​

In RehabAlpha, you do not log in to one facility at a time. Your access is based on your organization and permissions, so information is not siloed into a separate facility login.

For example, when you open the patient directory, you may see patients from all facilities you have permission to access.

To work with one facility, go to Facilities, then select the facility you want to view. The tabs on that facility page, such as locations and settings, are specific to the selected facility.

What to do next​

If the facility has more than one care setting, add the remaining service locations.

After the facility and service locations are ready, continue setting up people, payors, billing providers, and patients.