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Exporting PCC Records to Clinware for MDS Analysis

Overview

This guide outlines how MDS users can export patient documentation (such as Discharge Summaries and H&Ps) from PointClickCare (PCC) and upload them into Clinware. By digitizing these records, users can leverage Clinware's AI to analyze clinical data and determine the optimal Assessment Reference Date (ARD) settings.

Prerequisites & Permissions

  • User Role Required: MDS Coordinator or Clinware Standard User.
  • Dependencies: Access to PCC with "Documents" or "Misc" tab permissions; local storage access (e.g., Downloads folder).
  • Time Estimate: 5 minutes per patient record.

Step-by-Step Instructions

Part 1: Exporting Documents from PCC To analyze a patient, you must first convert their PCC records into a compatible PDF format.

  1. Log in to PCC and navigate to the Documents (or Misc) tab.
  2. Open the specific document required for analysis (e.g., Discharge Summary, History & Physical).
  3. Select the Print function within the document viewer.
  4. In the printer selection menu, choose Save as PDF instead of a physical printer.
  5. Save the file to a location you can easily access, such as your Downloads folder.
\[Insert Screenshot: The [PCC](/glossary/#pcc "PointClickCare. Electronic health record (EHR) system used by skilled nursing facilities for managing patient care, documentation, and billing.") print dialog box highlighting the "Save as PDF" option\]

Part 2: Uploading to Clinware

  1. Log in to your Clinware dashboard.
  2. Click the Choose Documents button.
  3. Browse for and select the PDF file you saved in Part 1.
  4. Confirm the upload.

Note: Once uploaded, the AI agents require 45 to 60 seconds to analyze the record. Please wait for the processing to complete.

Part 3: Viewing Patient Analysis & Scorecards

  1. Monitor the upload status until the button turns Green and displays Ready.
  2. Click the Patient's Name (Blue Hyperlink) to open the clinical dashboard.
  3. Review the following sections to assist with your MDS workflow:
  4. PDPM Analysis: View reimbursement categories and clinical groupings.
  5. Clinical Findings: Review summaries of oxygen use, IV fluids, and IV medications to determine the optimal Assessment Reference Date (ARD).
  6. Medical Overview: Check active diagnoses, medications, behaviors, and clinical capabilities.
  7. NTA Summary: Identify top Non-Therapy Ancillary points found by the system.
\[Insert Screenshot: The Clinware Patient Dashboard showing the [PDPM](/glossary/#pdpm "Patient Driven Payment Model. Current Medicare SNF payment system implemented October 1, 2019.") Analysis and Clinical Findings sections\]

Part 4: Updating an Existing Referral If you receive new documentation (e.g., a late Physician's H&P) for a patient already in the system, do not create a new file.

  1. Locate and open the existing patient record in Clinware.
  2. Navigate to the Scorecard view.
  3. Click the Add more documents button.
  4. Repeat the Print to PDF and Upload steps used in Part 1 and Part 2. This merges the new data into the existing analysis.
\[Insert Screenshot: Location of the "Add more documents" button on the [Scorecard](/glossary/#scorecard "A comprehensive patient assessment dashboard in Clinware that displays clinical metrics, PDPM analysis, medications, diagnoses, and financial projections for referral decision-making.")\]

Validation

  • Successful Upload: The status indicator changes to a Green "Ready" button.
  • Data Accuracy: The Clinical Findings section populates with data matching the uploaded PDF (e.g., correct oxygen usage or IV codes).

Troubleshooting / Common Issues

  • File Upload Fails: Ensure the file was saved specifically as a PDF. Clinware may not accept image formats (JPG/PNG) or Word documents directly from PCC.
  • "Processing" Status Hangs: If the status remains on "Processing" for more than 2 minutes, refresh your browser page.
  • Missing Data: If the analysis seems incomplete, verify that the original PCC export contained all necessary pages before uploading.
  • Interpreting the PDPM Analysis Scorecard
  • Best Practices for Setting ARD Dates using Clinware