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Set up a patient

A patient is a person receiving therapy services. Patient records are used for demographics, coverages, admissions, therapy cases, clinical documentation, schedules, billing, notices, and reporting.

Before you start​

You need:

  • An organization. See Set up an organization.
  • Admin access to add a patient.
  • The patient's name and, when available, birthdate, contact information, location, gender, height, weight, and Medicare Beneficiary ID (MBI).
  • A payor if you want to add coverage during setup. See Set up a payor.
  • A facility if you want to add an admission during setup. See Set up a facility.

Choose a patient setup workflow​

There are three ways to set up a new patient in RehabAlpha:

  • Manual setup: Add the patient directly in RehabAlpha. Use this workflow when you are entering one patient or want full control over each detail as you create the record.
  • Import: Upload one or more files with patient information using the import tool. This is explained in Import data.
  • PointClickCare integration: RehabAlpha is actively working on a PointClickCare integration and expects it to be ready in the fall of 2026.

The steps below explain the manual setup workflow.

Manually create a patient​

  1. Open People.
  2. Click Patients.
  3. Click New patient.
  4. Confirm the Role is Patient.
  5. Enter the patient's basic details, such as first name, last name, phone number, birthdate, and email.
  6. Enter location details when available, such as state, city, street address, ZIP code, and ZIP+4.
  7. Enter patient details, such as gender, height, weight, and Medicare Beneficiary ID (MBI).
  8. Add tags or notes when helpful.
  9. Click Save.

RehabAlpha creates the patient person record. Patients cannot be users and cannot be invited to sign in.

Add a coverage​

Coverage tells RehabAlpha who may be responsible for paying for the patient's therapy services during a specific time period.

  1. Open the patient.
  2. Click Coverages.
  3. Click New coverage.
  4. Select the payor.
  5. Enter the coverage start date.
  6. Enter an end date if the coverage has a known end date.
  7. Add authorization, deductible, copay, coinsurance, or out-of-pocket details when available.
  8. Click Save.

Add an admission​

An admission links the patient to the facility where care is being provided. Create an admission when the patient starts care at a facility.

  1. Open the patient.
  2. Click Admissions.
  3. Click New admission.
  4. Select the facility.
  5. Select the service location when needed.
  6. Enter the admit date.
  7. Add medical record number, room number, physicians, prior hospitalization, or PDPM assessment details when available.
  8. Add billing periods if your organization tracks billing setup in RehabAlpha.
  9. Click Save.

After an admission exists, the patient can appear in facility-level workflows and therapy case setup.

Manage patient planning settings​

  1. Open the patient.
  2. Click Settings.
  3. Update the available planning settings for that patient.

Patient settings may include availability and schedule preferences. Use these settings when RehabAlpha should consider patient treatment availability, preferred treatment times, therapist preferences, or other planning constraints.

Find a patient after setup​

  1. Open People.
  2. Click Patients.
  3. Find the patient in the list.
  4. Click the patient name.

The patient list may be filtered to active patients. If a new patient does not have an active admission yet, turn off the active patient filter to show all patients.

You should know​

Only admins can add patients or delete people.

Patients cannot sign in to RehabAlpha and cannot be invited as users.

Do not delete a patient if the record is still needed for admissions, documentation, schedules, billing, notices, or reporting.

Frequently asked questions​

How do I add patients to a facility?​

You do not directly add a patient to a facility. Instead, create an admission for the patient and select the facility where care is being provided.

  1. Open the patient.
  2. Click Admissions.
  3. Click New admission.
  4. Select the facility.
  5. Select the service location when needed.
  6. Enter the admit date.
  7. Click Save.

After the admission is created, the patient is connected to that facility and can appear in facility-level workflows. See Manage admissions for more detail.

Does every patient need a coverage?​

Add a coverage when RehabAlpha should track who may be responsible for paying for the patient's therapy services. Some setup or testing workflows may start with the patient record before coverage details are known.

Does every patient need an admission?​

Create an admission when the patient starts care at a facility. A patient without an active admission may not appear in active patient lists or facility workflows.

Where do I add physicians for the patient?​

Add physicians to the patient's admission. Open the patient, click Admissions, open or create the admission, and use the Physicians section.

Can I change a patient to another role?​

The role field is locked after a person is created as a patient. If you selected the wrong role, create the correct person record instead.

What to do next​

After creating the patient, add any needed coverage and admission records. Then start a therapy case for each discipline providing care.