Skip to main content

Manage patient records

Use facility patient records to store demographics and patient-specific details before adding coverages, admissions, or clinical documentation. Each record belongs to one facility.

Create a patient​

  1. Open Facilities and select the facility.
  2. Click Patients.
  3. Click New patient.
  4. Enter the patient's demographic information.
  5. Add patient details such as gender, height, weight, Medicare Beneficiary ID, and medical diagnoses or conditions.
  6. Click Save.

After saving, RehabAlpha opens a new-admission form for the patient. The patient remains visible on the facility's Patients page even if you do not create an admission.

View a patient​

  1. Open Patients in the sidebar.
  2. Find the patient in the organization-wide list.
  3. Click the patient name.

The list includes patients from the facilities you can access. If the patient does not appear, turn off Active only to show patients without an active admission. You can also open Facilities, select the facility, and click Patients to use the facility-specific list.

In Details → Integration, review saved PointClickCare patient links, their source organizations and facilities, and the selected primary link. The patient information shown here is a snapshot from when the link was saved. Anyone with access to the patient can view this summary.

Owners, Admins, and facility managers also see PointClickCare admission history in Details → Integration. It shows when the patient's PointClickCare admission, discharge, and transfer (ADT) history was last synced, and whether the sync was a facility refresh, an automatic update, or a patient refresh. Select View ADT history to see:

  • Each PointClickCare stay, with its dates, inpatient or outpatient setting, and the RehabAlpha admission it was matched to.
  • Every ADT record in the stay, including its effective time, PointClickCare action, and any issue.
  • Records that are not part of a stay, such as cancelled records.

If the sync could not rebuild the stays from PointClickCare's history, or stopped before every stay was applied, a message explains that admissions were not updated. The history comes from the most recent sync; a refresh retrieves it again from PointClickCare.

Update a patient​

  1. Open the patient.
  2. Click Edit.
  3. Update demographics, contact information, patient details, medical diagnoses and conditions, or tags.
  4. Click Save.

The read-only Created and Last updated rows in Metadata show available dates, users, and sources. Managing an integration link does not change the patient's demographics or clinical information.

Manage medical diagnoses and conditions​

Patient Details → Medical diagnoses and conditions shows all conditions in one compact table, with active conditions first and a Status column. The Source column identifies manual conditions, PointClickCare conditions, and saved conditions from previous PointClickCare sources. Scroll within the table to review longer lists. Select Details on a condition to see its notes and full details. These conditions are separate from the medical and treatment diagnoses selected in evaluations and other therapy documents.

You need permission to edit patients to add, edit, or remove conditions. This includes PointClickCare conditions, even when integration is turned off.

  1. Open the patient and select Edit, or start with New patient when creating a patient.
  2. In Medical diagnoses and conditions, edit fields directly in any condition's row, or select Add condition.
  3. Enter a Description or select an ICD-10 code. A condition can have both; conditions without a code are supported.
  4. Set Status to Active or Resolved. Add onset and resolved dates when known, and optional notes.
  5. Select Save to save the conditions together with the rest of the patient details. Cancel discards your unsaved changes.

To reopen a resolved condition, change its status to Active. This clears its resolved date. Use the remove icon to remove a condition; the removal takes effect when you save. Newly added conditions are manual conditions. Source labels and PointClickCare-specific principal-diagnosis, rank, classification, and therapy information are read-only; review them through Details on the patient details page.

A successful, complete PointClickCare refresh overwrites local changes to that source's imported conditions and restores imported conditions you deleted if PointClickCare still reports them. It also removes conditions no longer reported by PointClickCare. Manually added conditions and conditions from other sources remain as you saved them, even when they share an ICD-10 code with an imported condition. Changes made in RehabAlpha are not sent to PointClickCare.

If condition retrieval or validation fails, your current conditions, including local edits and removals, remain unchanged. While integration is off, no refresh restores PointClickCare conditions. A condition from a previous PointClickCare source is updated or restored only when its original source becomes eligible for refresh again.

If the patient changes while you are editing, saving stops so your changes cannot overwrite newer information. Select Cancel to discard your unsaved edits, then select Edit again to load the current values before trying again.

You need permission to edit patients in the facility. To add a link, the facility needs an active primary PointClickCare connection. See Get started with PointClickCare for setup.

  1. Open the patient and select Settings → Integration settings.
  2. Select Add link.
  3. Open PointClickCare patient to load the patient list from the facility's saved primary connection.
  4. Wait for the complete patient list to load. The progress text shows how many patients have loaded so far. Selection is available when loading finishes. To cancel, select the X in the top-right corner of the card.
  5. Search the PointClickCare patient combobox. Compare the name, date of birth, display identifier, medical record number, and status where available, then select the correct patient. Selecting a patient adds the link to your unsaved changes and closes the picker.
  6. Use Make primary? to select the link for syncing, turn on Turn on integration when ready, then select Save.

Saving a link does not immediately import information. You can load the list while the patient's integration is turned off, as long as the facility's primary PointClickCare connection is active. If loading fails, select Retry loading to continue from where it stopped; selection stays unavailable until the complete list is loaded. A loaded list is reused for up to 10 minutes when you add more links, so recent PointClickCare changes may not appear. Select Refresh patient list to load the latest list. If the facility's primary source changes, reload the settings and select Add link again.

RehabAlpha enforces that each PointClickCare patient identity can be linked to only one RehabAlpha patient within the organization, even if two users save at the same time. Inactive and historical links still count. If the identity is already linked, remove the existing patient link before adding it elsewhere. Deleting a facility link does not release its patient links.

  1. Open Settings → Integration settings.
  2. Make the desired saved patient link primary, or turn off the current primary selection to leave no primary.
  3. Select Save.

Only one patient link can be primary. The first link you add is primary by default; you can turn its primary toggle off before saving. Adding more links preserves your primary selection. A historical link can remain primary even when its source differs from the facility's primary source; it is retained but ignored for fetching from that facility source. RehabAlpha does not substitute another patient link automatically.

  1. Open Settings → Integration settings.
  2. Remove the saved link you no longer need.
  3. Select Save, or Cancel to restore the saved settings.

Removing a link does not delete either patient or previously imported information. Removing the primary leaves no primary unless you explicitly select another link. Removing the last link also turns off the patient integration.

You can remove saved links or change their primary selection without contacting PointClickCare, even if the facility link has been deleted or PointClickCare access is unavailable. Patient links store their source independently of facility links and remain visible for historical reference.

Turn off integration for a patient​

In Settings → Integration settings, turn off Turn on integration and select Save. This preserves the patient's saved links and primary selection. Turning integration on does not immediately start a refresh.

Refresh a patient from PointClickCare​

Owners, Admins, and facility managers can open the patient's Details → Integration and select Refresh to update that patient. For a facility-wide refresh, open Facility → Details → Integration → Refresh. The facility's primary PointClickCare connection and the patient's matching primary link must be active. Saving a patient link alone does not start a refresh.

The refresh can update patient details and conditions, physician names and NPIs, and payor names. It can also create or link admissions from PointClickCare stays and update linked admission dates and admit times. Select See details to review progress, outcome counts, the total issue count, and any failure or interruption message. The Issues tab explains problems that need attention. A facility refresh queues eligible patients for import; their results appear under Last automatic update. Test organizations queue at most eight eligible patients per facility refresh. Coverage episodes are not imported. See Sync data from PointClickCare to RehabAlpha for supported information and refresh limits.

You should know​

When automatic PointClickCare updates are configured for the facility, changes in PointClickCare refresh the affected information for patients with an active primary link. Updates normally start within a few minutes, but other organization activity or PointClickCare availability can delay them. A name change can refresh patient details without refreshing conditions or admission history. New or current PointClickCare patients that are not yet linked can also be imported automatically.

On Facility → Details → Integration, Last automatic update and See automatic update details show the latest automatic batch separately from Last full refresh. Refreshing a patient still requests all supported information and can interrupt an automatic update for that patient; unfinished automatic work is picked up again later. Automatic updates do not send RehabAlpha changes back to PointClickCare.

Delete a patient​

  1. Open the patient.
  2. Click Settings.
  3. Find Danger zone.
  4. Click Delete patient.
  5. Confirm the deletion.

All admissions and coverages must be removed first. Only delete a patient if the record is not needed for documentation, schedules, billing, notices, or reporting.

Deleting a patient also removes its integration links and allows those PointClickCare patients to be linked elsewhere in the organization. It does not delete the patient in PointClickCare.

Patients cannot be moved between facilities. Create a separate patient record under another facility when needed.