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Manage and Review Referrals in Clinware

Overview

This guide explains how to manage your referral portfolio within the Clinware portal. It outlines how to interpret critical data points—such as Clinware Ratings, Daily Profit margins, and Clinical Capability—and details the process for accepting, denying, or pushing patient referrals to PointClickCare (PCC).

Prerequisites & Permissions

  • User Role Required: [Check: Admissions Coordinator or Administrator]
  • Dependencies:
  • Active Clinware account credentials.
  • PointClickCare (PCC) integration must be enabled for PCC-specific steps.
  • Admin configuration for "Clinical Capabilities" and "Base Patient Cost" must be completed for accurate data.
  • Time Estimate: 10 minutes

Step-by-Step Instructions

1. Access the Referral Portfolio

  1. Navigate to Clinware.com.
  2. Click the Login button in the top right corner, or navigate directly to the secure login portal.
  3. Once logged in, locate the Referrals tab in the left-hand navigation menu.
  4. Review the main dashboard table. Key columns include Patient Name, Status, Clinware Rating, Daily Profit, and Clinically Capable.
    [Insert Screenshot: Main Referrals Dashboard showing the columns mentioned above]

2. Analyze Referral Metrics

Before accepting a patient, review the automated scoring and financial metrics provided in the table.

  • Clinically Capable: This column displays Yes or No.
  • This is based on settings configured by your Admin.
  • If a facility lacks specific equipment (e.g., High-Flow oxygen > 10L), the system marks the referral as No (Not Clinically Capable).
  • Daily Profit: This figure represents the Conservative model of PDPM components (PT/OT, SLP, Nursing, NTA, Non-Case Mix).
  • Calculation: (Reimbursement +/- Wage Adjustments) - (Medication Costs + Base Patient Costs).
  • Clinware Rating (Star Score): This rating aggregates Clinical Fit, PDPM Score, and Pharmacy Score.
  • 5 Stars (4.5–5.0 points): Strong Consideration.
  • 3 Stars (2.5–3.4 points): Conditional Consideration.
  • 1 Star (Clinical Fail): High Risk or Clinical Mismatch. Note: If the Clinical Fit score is 0.0, the referral receives an automatic 1-Star rating regardless of financial viability.

3. Manage Referral Status

  1. Locate a referral with the status Ready. This indicates the loading process is complete.
  2. To move the patient forward, click Accept.
  3. The status will update to Bed Offer Proposed and eventually Accepted.
  4. To perform other administrative tasks, click the Three Dots Icon on the far right of the row.
  5. Select Edit to modify patient info.
  6. Select Discard to remove the referral.
  7. Select Share to send the file to team members.
    [Insert Screenshot: The Action menu showing Edit, Discard, and Share options]

4. Process PointClickCare (PCC) Integration

If your facility has PCC integration enabled, follow these steps to push the patient data:

  1. When changing the status to Accepted, ensure the patient's Birth Date is entered.
  2. You can manually enter this or allow Clinware to prefill it from the source data.
  3. Confirm the push to PCC. The patient will appear in PCC with a "Pending" status waiting for ADT approval.
  4. Log in to PointClickCare.
  5. Click the Bell Icon to view pending patients.
  6. Select Create New.
  7. Review the data. Demographics and SSN should pre-populate from Clinware; enter any missing minimum data to finalize the creation.
    [Insert Screenshot: The Bell Icon notification inside the PCC interface]

Validation

  • Successful Acceptance: The referral status in Clinware updates to Accepted.
  • Successful Integration: The patient appears in the PointClickCare "Pending" list under the notification bell, with demographic data pre-filled.

Troubleshooting / Common Issues

  • Referral Rating is 1 Star: Check the "Clinical Fit" score. If the facility cannot meet clinical needs (e.g., vent care, dialysis), the score defaults to 0.0/1-Star for safety, regardless of profit.
  • PCC Push Failed: Ensure a valid Birth Date was entered during the acceptance process. This is a mandatory field for the integration bridge.
  • "Clinically Capable" shows "No" incorrectly: Contact your Administrator to update the "Clinical Capabilities" settings in the Admin portal if your facility has acquired new equipment or capabilities.

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.