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Prepare and export PointClickCare files

warning

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

Use Reports → PointClickCare to review therapy charges for one facility and download a text file for PointClickCare (PCC). The supported formats are PointClickCare Default and Rehab Care.

Before you start​

  • You need Owner or Admin access to run the report and download files.
  • To configure charge mappings with Custom access, you need Update permission for Facilities and the Facility manager, Biller, or Auditor profile for the facility. Owners and Admins already have this access. See Manage user permissions.
  • Enter each patient's PCC resident ID using an account that can edit patient details. Confirm resident IDs, charge codes, prices, and the receiving facility's file format before exporting.
  • Review the period's saved service logs and billing details. Unsigned saved documents can contribute charges; exporting does not check that signatures are complete.

Configure resident IDs and charge mappings​

  1. Open each patient's Details, select Edit, and enter PCC resident ID under Patient details. Keep any leading zeros, then select Save. This is the resident ID assigned in PCC, separate from the Medicare Beneficiary ID. Use up to 15 printable ASCII characters.
  2. Open the facility's Settings and find PointClickCare billing exports.
  3. Enter PCC facility code if the receiving facility needs it. This optional code supports up to five printable ASCII characters and is included in the PointClickCare Default file.
  4. Select Add charge mapping. Choose Medicare part, Discipline, Quantity, and HCPCS code. Enter PCC charge code and Price per unit or Price per minute.
  5. Add one mapping for every Medicare part, discipline, and HCPCS combination used in the export. Each combination can appear once. Charge codes support up to 15 printable ASCII characters. Prices must be from 0.00to0.00 to 99,999.99, with up to two decimal places; enter zero explicitly when appropriate.
  6. Select Save.

Choose Units to export the whole units already calculated in billing details, or Minutes to export the service's recorded total minutes. The price applies to the selected quantity: for example, 30 minutes at 2.00perminuteproducesa2.00 per minute produces a 60.00 charge. These PCC prices are configured separately from fee schedules, payor reimbursement, and facility invoice amounts. Changing them does not change those calculations.

Run, review, and download​

  1. Open Reports → PointClickCare.
  2. Choose Facility, Start date, and End date. The period can include up to 31 days.
  3. Choose Medicare part and PCC file format, then select Run report.
  4. Review each resident, service date, discipline, HCPCS code, charge code, quantity, unit price, amount, and modifiers.
  5. Resolve every message under Resolve before export. Use Patient details to correct resident IDs and Facility settings to configure missing charge mappings. Review billing details when a message concerns service minutes or unit allocations. Run the report again after making corrections.
  6. Select Download PCC file when the report contains charges and has no validation messages. Give the file to the staff responsible for importing charges into PCC.

Changing any report filter requires another Run report before downloading. Downloading recalculates and validates the charges from the current saved information, so changes since your preview can affect the file or block export. Downloading does not submit charges to PCC or mark them as submitted; coordinate repeat downloads to avoid importing the same charges twice.

You should know​

  • Medicare Part A and Medicare Part B select services assigned to those exact payor types. Managed Care Part A, Managed Care Part B, and other payor types are not included.
  • The report exports therapy service charges. A PDPM day without therapy services does not create a charge, and zero-quantity rows are omitted.
  • PointClickCare Default currently uses 329-character records and leaves optional diagnosis fields blank. Unit-based charges include up to three available modifiers; minute-based charges leave modifiers blank. The supplied specification has conflicting record-length and diagnosis-position information; confirm this layout with the receiving facility before importing.
  • Rehab Care omits modifiers and the optional facility code. Choose the format configured by the receiving PCC facility; the formats are not interchangeable.