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Create a Patient Record in PointClickCare via Clinware

Overview

This guide outlines how to transition an accepted referral from Clinware into PointClickCare (PCC). It covers automating the population of clinical summaries—including diagnoses, ICD-10 codes, allergies, and immunizations—to reduce manual data entry and mitigate risk during the admission process.

Prerequisites & Permissions

  • User Role Required: Admissions Coordinator or Clinical Supervisor
  • Dependencies:
  • Active PointClickCare (PCC) integration enabled.
  • Referral documentation must be uploaded to Clinware.
  • Time Estimate: 10 minutes

Step-by-Step Instructions

  1. Navigate to the specific referral within Clinware.
  2. Review the uploaded documentation. The AI agents will automatically extract demographics and clinical data.Note: The system automatically checks for duplicates. If the patient exists in PCC, new documents will attach to the existing record.
  3. Click the Accept button within the referral portfolio to initiate the transfer to PCC.
    [Insert Screenshot: The Accept button highlighted in the Clinware referral dashboard]
  4. Log in to PointClickCare.
  5. Click the Bell Icon to view the "Pending Resident" list.
  6. Locate the patient pushed from Clinware and click Accept.
    [Insert Screenshot: The Pending Resident list in PCC with the specific patient highlighted]
  7. Complete the Admission, Discharge, and Transfer (ADT) workflow by selecting the appropriate Payer.
  8. Assign the patient's Location (Room/Bed).
  9. Navigate to the patient's Summary tab in PCC.
  10. Verify that diagnoses, ICD-10 codes, allergies, and immunizations have populated correctly.
  11. Click the Miscellaneous tab to view the Clinware Scorecard and hospital discharge summary.
    [Insert Screenshot: The Miscellaneous tab showing the attached Clinware documents]
  12. Manually enter any required medication and treatment orders.Note: Orders are not pushed automatically due to compliance and facility-specific template requirements.

Validation

  • Clinware: The resident status changes from "Bed Offer Proposed" to "Bed Offer Accepted."
  • PointClickCare: The patient appears in the active resident list with demographic and clinical data populated.

Troubleshooting / Common Issues

  • Duplicate Records: If a duplicate warning appears in Clinware, verify the Medical Record Number (MRN) before forcing a new record creation.
  • Missing Data: If clinical data does not populate in the PCC Summary immediately, wait 2-3 minutes and refresh the page.
  • Support: If issues persist, contact support at customersuccess@clinware.com (Mon-Fri, 8:00 AM - 5:00 PM EST).
  • Managing Manual Medication Orders in PCC
  • Updating Patient Demographics

Source Document

This guide is maintained in Google Docs. View the source document →

For additional help, contact our support team during business hours or visit our Getting Started Guide.