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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.
  • Owner or Admin access, or Custom access with Create permission for Facilities and All facilities scope.
  • Facility creation enabled for your organization. Test organizations have it by default. For a real organization, contact RehabAlpha support to have a Platform admin enable it. Until then, New facility does not appear and the Facilities page explains that facility creation isn't enabled.

Understand facilities and service locations​

A facility represents the building, campus, or operating site you manage. Each facility has its own patients, admissions, schedules, contracts, and invoices.

A service location is a specific care setting within that facility. Each service location can have its own name, place of service, address, county, time zone, tags, and notes. One facility can contain several service locations with different places of service.

For example, Maple Grove Therapy Clinic may need only one service location. Riverbend Therapy Center may use separate service locations for its main gym, treatment room, and community building. Your organization can manage both as separate facilities.

A PBJ reporting facility is the nursing home whose staffing hours are reported to CMS. RehabAlpha groups resident-care service locations with the same state and PBJ facility ID into one reporting facility. If your team prepares nursing-home staffing exports, configure PBJ reporting for the relevant service locations.

Senior living campus example​

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

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.

The steps below explain the manual setup workflow.

Create a facility manually​

  1. Open Facilities.
  2. Click New facility.
  3. Enter the facility Name, such as Rosewood Nursing.
  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.

This workflow creates two records in your therapy organization:

  1. A facility, such as Rosewood Nursing.
  2. A service location named Default service location that belongs to the facility.

Your Default place of service selection sets the place of service for the automatically created service location.

To rename the generated service location, open the facility, click Locations, open Default service location, and edit its name.

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

Configure facility integrations​

Use Settings → Integration settings to manage the external connections assigned to a facility. A RehabAlpha Platform admin must create and activate a connection for the facility before you can enable it for your organization.

To change these settings, you need permission to update the facility. Owners and Admins have this permission. Facility managers without it can view the saved settings.

Choose the guide for your provider:

Saving settings or turning on a connection does not start a refresh. Once the primary PointClickCare connection is active, Owners, Admins, and facility managers can select Details → Integration → Refresh. See Sync data from PointClickCare to RehabAlpha for manual and automatic updates.

PointClickCare billing exports are set up separately under Settings → PointClickCare billing exports and do not need a connection. See Prepare and export PointClickCare files.

Close a billing period​

Owners and Admins can set a facility's Billing close out date to protect billing inputs after a period has been reviewed.

  1. Open the facility and click Settings.
  2. In Billing close out, enter the Billing close out date.
  3. Click Save.

The selected date is included: Custom users cannot create, delete, or change billing inputs on or before it, even when their profile normally permits those actions. Existing clinical notes, service-item notes, and signatures remain available under their usual permissions. Owners and Admins can correct protected billing inputs directly.

The billing close out date also protects related admission and billing-episode details, cases, billable events, modifiers, and facility billing settings. Shared billing settings are protected through the latest billing close out date across the organization, even when working in another facility. This includes payor and billing-provider details, fee schedules, payor arrangements, and therapist credentials. Future terms and rates can still be added, and an ongoing term can be ended after the billing close out date without changing its closed portion.

To reopen dates, an Owner or Admin can move the date earlier or clear it and click Save. Clearing the date removes that facility's billing close out protection. Creating invoices, adding draft adjustments, recording delivery and payments, and reviewing corrections remain available under their usual permissions; invoice locks still apply. Only Owners and Admins can delete a facility while its billing close out date is set.

Billing close out is separate from the organization's timesheet close out, which protects recorded work and leave hours.

You should know​

Owners and Admins can create, update, or delete facilities. With Custom access, creating a facility requires Create permission for Facilities and All facilities scope. Updating or deleting a facility requires the matching organization permission and access to that facility.

You cannot delete a facility while it has patients, even when those patients have no admissions. Service locations also block deletion, as do other linked records or references, including contracts, invoices, events, planned hours, therapist availability, and external signature requests or signing sessions. RehabAlpha identifies the blocking record or reference when you try to delete the facility.

When a billing episode has only one available service location, RehabAlpha selects it as the episode's default after you add the episode or change its primary payor. You can clear the selection when the episode should not have a default.

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 generated 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 know which facility I’m working in?​

Your organization and permissions determine which facilities you can access. You do not need a separate login for each facility.

Use Patients in the sidebar to browse patients across the facilities you can access. To create a patient or manage a facility's patient list, open Facilities, select the facility, and click Patients. Patient records, admissions, coverages, and clinical records remain scoped to their facilities.

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 members, payors, billing providers, and patients.