Sync data from PointClickCare to RehabAlpha
RehabAlpha is still under active development. It is not yet HIPAA compliant and should only be used with dummy data.
Use Refresh to retrieve supported information from PointClickCare (PCC) into RehabAlpha. You can refresh eligible patients across a facility or refresh one linked patient. Automatic updates can also retrieve changes from PCC when configured for your facility.
Before you start
- Complete Get started with PointClickCare. The facility needs an active, primary PCC connection.
- You need Owner, Admin, or facility manager access to start a refresh and review its results.
- To refresh an existing patient link, turn on the patient's integration and select a primary patient link from the same PCC organization and facility as the facility's primary connection.
Saving integration settings or adding a patient link does not start a refresh.
Refresh a facility
- Open Facilities and select the facility.
- Open Details → Integration.
- Check the displayed PCC organization and facility IDs.
- Select Refresh.
- Select See details beside Last full refresh to see how many patients were queued for import.
- Select See automatic update details beside Last automatic update to follow imports as they finish.
- Review the Issues tab and address any records that need attention.
A facility refresh considers new and current PCC patients, along with eligible linked patients who have an active RehabAlpha admission or were updated in RehabAlpha within the last 30 days. It can link an existing RehabAlpha patient by first name, last name, and birth date, or create a patient when no match exists. Ambiguous matches are skipped for review.
A facility refresh queues the selected patients instead of importing them immediately. Queued patients are imported a few at a time and appear under Last automatic update, so a large facility can take a while to finish. A test organization queues at most eight patients per facility refresh.
Refresh one patient
- Open the patient.
- Open Details → Integration.
- Review the Primary PCC patient link. If a message asks you to review integration settings, follow it and save the required changes.
- Select Refresh.
- Select See details beside Last patient refresh to review progress, outcome counts, and issues.
Use this workflow when you need to check a particular linked patient, including a patient who was not selected by a facility refresh. It retrieves all supported information for that patient from the saved primary source.
Review the imported information
| Information | What a refresh can do |
|---|---|
| Patient details | Create or update names, birth date, gender, Medicare Beneficiary ID, email, phone number, occupation, marital status, smoking status, special instructions, and deceased status and date when PCC supplies supported values. |
| Medical diagnoses and conditions | Update the active and resolved conditions reported by PCC, including removing imported conditions that PCC no longer reports. These remain separate from the diagnoses selected in therapy documents. |
| Admissions | Create or link admissions from PCC admission, discharge, and transfer history; update linked admission dates and admit times; and update the room and bed for an open stay. |
| Physicians | Match or create supported physician records and update names and NPIs. Other practitioner professions are not imported as physicians. |
| Payors | Match PCC payors to payors already set up in RehabAlpha and update eligible linked names. PCC coverage information is used to identify payors; the refresh does not create patient coverage records or billing episodes. |
Review patient information on Details, conditions under Medical diagnoses and conditions, and admissions on Admissions. For admission history, select Details → Integration → View ADT history to inspect PCC stays, their linked RehabAlpha admissions, and records that need review.
Create and classify payors in RehabAlpha before relying on automatic payor matching. If a payor is skipped, follow the issue's instructions to create or link the appropriate payor, then refresh again. Add patient coverages and billing episodes through their usual workflows.
Understand automatic updates
When configured for the facility, changes in PCC can trigger updates to the affected patient details, conditions, admissions, physicians, or payor information. An automatic update may retrieve only the information affected by the change. For example, a patient name update does not refresh every condition or admission.
On the facility's Details → Integration, review Last automatic update and select See automatic update details. Patients queued by a facility refresh are imported the same way and also appear here. Changes reported by PCC are imported before patients still waiting from a facility refresh. Physician and payor information found during these imports is applied in a separate automatic update shortly afterward, so its results and issues, such as a missing payor, appear there. Eligible connections also receive a daily scheduled facility refresh, shown under Last full refresh. It queues new and current PCC patients who are not linked yet, plus linked patients who have not been refreshed in the last seven days. Other changes arrive through automatic updates.
Automatic updates depend on the active primary connection and eligible patient links. New or current PCC patients that are not linked yet can also be imported. Several automatic updates can run at once. Updates may wait while PCC is busy or unavailable. Refreshing a patient requests all supported information and can take priority over an automatic update for that patient; unfinished automatic work is queued again. A facility refresh runs alongside automatic updates.
You should know
- PCC can replace local edits to imported fields. A successful condition refresh replaces that source's imported conditions, including restoring conditions deleted in RehabAlpha when PCC still reports them. Manual conditions and conditions from other sources are preserved. See Manage medical diagnoses and conditions.
- Blank fields have different effects. Most missing or invalid demographic values leave the saved RehabAlpha value in place. Missing or invalid PCC special instructions clear the saved special instructions. Review field issues after a refresh.
- Saved historical links do not choose the source. Only the active primary patient link matching the facility's primary PCC connection is used. RehabAlpha does not substitute another saved link.
- A completed refresh can still need review. Skipped records have a problem described in Issues; Ignored records were intentionally not applied. If a refresh fails or times out, changes already applied are kept.
- Refreshing imports information into RehabAlpha. To send supported therapy information back to PCC, use Sync data from RehabAlpha to PointClickCare.