Sync data from RehabAlpha to PointClickCare
RehabAlpha is still under active development. It is not yet HIPAA compliant and should only be used with dummy data.
Use Send to PCC on a patient's Details → Integration section to send supported therapy documentation and minutes to PointClickCare (PCC). You start each send manually. Signing a document or refreshing information from PCC does not send it back to PCC.
Before you start
- You need Owner, Admin, or facility manager access.
- The facility needs an active, approved primary PCC connection. The patient's integration must also be on, with a primary patient link that matches that connection. See Get started with PointClickCare.
- Review the patient's primary PCC link before sending. It determines which PCC patient receives the information.
- Complete the required signatures and wait for signed PDFs to become available. RehabAlpha uses the last fully signed version of each document; an unsigned amendment does not replace it.
- If you plan to send progress reports, ask RehabAlpha support to confirm that a PCC progress note type has been configured.
Review what will be sent
| Information | What RehabAlpha sends |
|---|---|
| Initial evaluations | Therapy track details, including diagnoses and the treatment plan, plus an encounter note with the signed evaluation PDF. |
| Daily treatments | Eligible signed treatment encounters, including service details and the signed treatment PDF. |
| Progress reports | The signed report's Notes text, reporting period, provider, and signing date as a PCC progress note. The report PDF is not sent. |
| Therapy minutes | Actual individual treatment and evaluation minutes from signed documents for today and the previous 10 calendar days, using the facility's time zone. Evaluation minutes include signed reevaluations. |
The send checks the patient's cases across admissions. There is no document picker or date-range selection. The 11-day limit applies to therapy minutes; eligible clinical documents can be older. Future-dated documents are skipped.
When therapy minutes are sent, PCC replaces the matching minute values in its reporting window. This can replace actual minutes already entered in PCC and clears planned minutes in that window because RehabAlpha does not send planned minutes. Coordinate with your PCC team before using this workflow if they maintain therapy minutes or planned appointments there.
Send the patient's information
- Open the patient and select Details.
- In Integration, review the Primary PCC patient link.
- Select Send to PCC. Sending starts immediately.
- Wait for Sending… to finish, then review the counts and messages below the button.
- Check the received information in PCC. Evaluations and daily treatment documents use PCC's Therapy tab; progress reports are sent as progress notes.
RehabAlpha sends the case evaluation before its encounter notes. If the evaluation cannot be sent or its delivery is unconfirmed, related encounter notes are skipped.
Review the send result
Results are grouped into Evaluations, Encounter notes for evaluations and daily treatments, Progress notes from progress reports, and Therapy minutes.
| Result | What to do |
|---|---|
| Sent | Review the information received in PCC. |
| Unchanged | The version was already confirmed or PCC reported that the progress note already exists. |
| Skipped | Read the message. An item may need signatures, corrected information, or a supported workflow before it can be sent. |
| Failed | Read the message, resolve the problem, and send again when ready. |
| Uncertain | Check PCC before sending again. PCC may have saved the information even though RehabAlpha could not confirm it. Retrying a first-time evaluation or encounter upload can create a duplicate. |
A send can finish with a mixture of results. A sent evaluation does not mean its PDF or every treatment note was also sent.
You should know
- Evaluation requirements: The treatment plan needs an end date and a first period expressed as a fixed number of visits per week. Every medical and treatment diagnosis needs an onset date, and at least one treatment diagnosis is required.
- Encounter requirements: The signed PDF must be available and no larger than 2 MB. The assigned therapist needs a matching license for the discipline, service date, and service location's state. Daily treatment services need documented minutes and service notes.
- Unsupported therapy modes: Group, concurrent, and co-treatment encounters are skipped. If a session in a therapy-minute window uses one of these modes, that discipline's affected minute category is skipped too.
- Document limits: Reevaluation and discharge documents are not sent by this workflow. Reevaluation minutes can still be included in the evaluation-minute totals.
- Amendments: After an amendment is fully signed, sending again can update an evaluation or daily treatment already confirmed in PCC. An exported progress report cannot be replaced through this workflow; review the earlier PCC note with your PCC team before correcting it there.
- Billing: Send to PCC does not export therapy charges. Use Prepare and export PointClickCare files to download a billing file and import it into PCC.