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Manage patient records

warning

RehabAlpha is still under active development. It is not yet HIPAA compliant and should only be used with dummy data.

Use facility patient records to store demographics and patient-specific details before adding coverages, admissions, or clinical documentation. Each record belongs to one facility.

Create a patient​

  1. Open Facilities and select the facility.
  2. Click Patients.
  3. Click New patient.
  4. Enter the patient's demographic information.
  5. Add patient details such as gender, height, weight, Medicare Beneficiary ID, or PCC resident ID when available.
  6. Click Save.

After saving, RehabAlpha opens a new-admission form for the patient. The patient remains visible on the facility's Patients page even if you do not create an admission.

View a patient​

  1. Open Patients in the sidebar.
  2. Find the patient in the organization-wide list.
  3. Click the patient name.

The list includes patients from the facilities you can access. If the patient does not appear, turn off Active only to show patients without an active admission. You can also open Facilities, select the facility, and click Patients to use the facility-specific list.

In Details, Integration shows the patient's source identifiers, refresh status, and last successful refresh. This section appears when the facility has PCC configuration or the patient has a current PCC link. A patient that is not linked shows Not linked and its saved resident ID. Use this section to link or refresh the patient. Edit the patient’s details to manage a manual PCC resident ID.

Refresh a patient from PointClickCare​

  1. Open the patient's Details and find Integration. It is absent while editing.
  2. Review the PCC patient and resident IDs, linked admission IDs, and refresh history.
  3. Select Refresh to retrieve this patient's information, linked admission history, physicians, supported payors, and supported coverages. This runs the patient's workflow without refreshing the facility's other patients.

Anyone who can view the patient can read the summary. Refresh requires Owner, Admin, or manager access for the patient's facility, an enabled and configured integration, and an established PCC patient link. If the patient is not linked, use Link and refresh with its saved resident ID as described below. The section remains visible when disabled or unavailable and explains why an action cannot run.

Last attempt shows the most recent outcome. Last successful refresh advances even when the source information is unchanged; unsuccessful attempts retain the previous success time. A refresh that saves patient details but cannot finish related work can show Completed with issues. Review the reported issue before retrying.

Only one refresh can use the facility integration at a time. If another refresh is running, wait for it to finish and select Check status. To cancel a patient refresh, open the facility's Details → Integration and select Cancel patient refresh. Changes already saved remain.

Update a patient​

  1. Open the patient.
  2. Click Edit.
  3. Update demographics, contact information, patient details, or tags.
  4. Click Save.

Manage external identifiers​

  1. Open the patient and select Edit.
  2. Under Patient details, enter PCC resident ID. Keep leading zeros and use up to 15 printable ASCII characters.
  3. Select Save. Clear a manually entered resident ID and save to remove it.

You need permission to edit the patient and PointClickCare features enabled for your organization. No facility integration setup is required. Each nonempty resident ID must be unique within the facility. You can also supply the resident ID when creating a patient or through the import tool.

The resident ID supports PCC billing exports independently of API synchronization. It always appears in Patient details and also appears in the Integration summary when PCC is configured. With PCC synchronization configured for the facility, you can use it to link and refresh the patient.

After the patient is linked to PCC, the resident ID is read-only and maintained by PCC. Linking and refresh use PCC's current resident ID; a missing or blank PCC resident ID clears the saved value.

PCC refreshes can replace supplied names, suffixes, birth dates, gender, and Medicare Beneficiary IDs, including manual corrections. Values PCC does not supply are preserved. Email addresses, phone numbers, and mailing addresses remain managed in RehabAlpha; refresh leaves existing values unchanged, and newly imported patients start with empty contact fields that you can fill manually. Height, weight, notes, tags, scheduling preferences, and clinical documents also remain managed in RehabAlpha.

In Metadata, Created and Last updated show the available date and time, responsible RehabAlpha user, and source: Via Manual, Via Import tool, or Via PointClickCare. These rows are read-only and remain visible while editing.

Facility and patient refreshes also import supported PointClickCare coverages. Later refreshes update their payor, dates, time zone, and read-only PCC rank, while preserving locally entered authorizations, financial details, notes, and tags. Review the imported patient coverages and any coverage issues before using them for billing.

Use a saved PCC resident ID to connect an existing RehabAlpha patient before the first facility refresh:

  1. Save the resident ID in the patient's Patient details.
  2. Open Details → Integration and select Link and refresh.
  3. Follow the refresh progress and review any issues. Once linked, use Refresh for later updates.

Link and refresh requires permission to edit the patient, Owner, Admin, or manager access for the facility, and an enabled integration with saved PCC organization and facility IDs. PointClickCare features must be enabled for your organization. Wait for any other facility integration refresh to finish first.

RehabAlpha looks for an exact resident-ID match among the PCC facility's New, Current, and Discharged patients, preserving case and leading zeros. It links only when one PCC patient matches, then starts a refresh for that patient. It does not refresh other patients in the facility. No match, multiple matches, or invalid source information leave the patient unlinked.

The lookup can take up to a minute. If it cannot finish, run Refresh from the facility's Details → Integration instead; that workflow can establish the same link while refreshing the facility's patients. If you see Linked to PCC, but the refresh could not start, the link is saved. Resolve the reported problem and select Refresh again.

Each PCC patient can be linked to only one patient in the facility. If another patient already holds the link, RehabAlpha names that patient. Delete that patient first if it is a duplicate, then link again.

Turn off integration for a patient​

Stop facility refreshes from updating one patient while the facility integration stays on:

  1. Open the patient and edit its details.
  2. Under Patient details, turn off Sync with facility integration.
  3. Select Save.

You should know:

  • Facility refreshes skip the patient entirely, including its admissions, coverages, physicians, and payors. Skipped patients are counted as unchanged, not as issues.
  • The PCC link and resident ID are kept. Turn the setting back on to resume updates through the same link.
  • Refresh and Link and refresh are unavailable while integration is off.
  • A link cannot be removed. Turning off integration is the way to stop updating a linked patient.
  • RehabAlpha recognizes the patient by its PCC link or resident ID. A patient with neither may still be imported as a new patient by a facility refresh.
  • Changing this setting requires PointClickCare features to be enabled for your organization.

Delete a patient​

  1. Open the patient.
  2. Click Settings.
  3. Find Danger zone.
  4. Click Delete patient.
  5. Confirm the deletion.

All admissions and coverages must be removed first. Only delete a patient if the record is not needed for documentation, schedules, billing, notices, or reporting.

Deleting a patient also removes its external identifiers. If a PCC refresh is still reading the patient roster, deletion cancels that refresh. Once the roster is loaded, the refresh skips the deleted patient and continues processing the others. A later PCC refresh may recreate the patient if it still exists in PCC.

Patients cannot be moved between facilities. Create a separate patient record under another facility when needed.