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PointClickCare Knowledgebase Article: A Simple Guide

Welcome! This guide will walk you through the steps to connect your PointClickCare system with WorxIQ or TheWorxHub. This integration helps keep your resident information accurate and up to date across both systems, making your daily work smoother.

What does this integration do?

In a nutshell, it links your organization and its locations in PointClickCare with your WorxIQ/TheWorxHub setup.

This means:

Your PointClickCare organization will be connected to your TheWorxHub customer account.
Your PointClickCare facilities will be linked to your TheWorxHub sites.
Specific locations within your facilities will be mapped between the two systems.

Things to Note:

All resident locations within your PointClickCare account will be mapped to resident locations within TheWorxHub.
This is an all-or-nothing selection to have PointClickCare manage your resident census. All of your residents need to be managed in PointClickCare as you will not be able to make manual edits directly in TheWorxHub. PointClickCare will be the source of truth for all resident location management.
Future dated Admissions, Discharges, and Transfers (ADT) will not show in TheWorxHub until the Date and Time of the ADT.
Back-dated ADT will show immediately in TheWorxHub after the next interval sync.
Patient information (like admissions, transfers, and discharges) will automatically sync between PointClickCare and TheWorxHub every 5 minutes.
The Worx Hub can only support a maximum of 1 temp stay per single resident.
There can be no more than 1 resident with the same account number.
If two resident entries for the same person exist, with the same account number, one must be set as a temp stay or discharged.
When executing Resident Sync and PCC has two active admissions for the same patient, The one with the older admission date is considered the permanent residence, and the other one becomes the temp stay.

Prerequisites for Integration:

TheWorxHub integration must be requested and approved through the PointClickCare marketplace

The PointClickCare Integration must be activated in TheWorxHub
Review residents in TheWorxHub and ensure you don’t have duplicate accounts or missing account numbers

NOTE Every resident needs a distinct patient ID in PointClickCare. PointClickCare Patient IDs will become the new TheWorxHub account numbers

Review locations in TheWorxHub and ensure you don’t have missing locations that are available in PointClickCare

Step 1: Getting Approval from PointClickCare

Before we can do anything on our end, your organization needs to request this integration from PointClickCare.

1. Your Request: Contact PointClickCare to initiate the integration request.

2. Siemens Approves: This request will then come to Siemens for approval through the PointClickCare Integrations dashboard.

3. PointClickCare Grants Access: Once Siemens approves, PointClickCare will grant access for the integration to connect with your PointClickCare system. This approval process can take anywhere from one to five business days.

NOTE PointClickCare allows you to choose which of your facilities you want to integrate. You can start with a few and add more later!

Step 2: Connecting Your Customer Account

Now, let's get into the steps you or your team will be involved in.

1. Permissions First: Make sure you have the necessary permissions in TheWorxHub to access the integration management pages.

2. Map Your Organization:

a. You'll need to link your unique PointClickCare Organization ID (OrgUUID) to your customer account.

If you have WorxIQ: Log into WorxIQ and go to Integrations > ADT > Settings.
If you don't have WorxIQ: Log into TheWorxHub and go to Integrations > ADT > Customer > Settings.

3. Map Your Facilities: This is a crucial step!

You need to match your PointClickCare facilities to your TheWorxHub sites.
- Why is this important? If data starts flowing from an unmapped facility, all integration activities for your account will pause until this mapping is completed.
Campus Breakdown: PointClickCare often breaks down campuses into separate facilities (e.g., for different care levels or billing). For example, one campus might have four PointClickCare facilities, all mapping to a single TheWorxHub site.
Initiate Mapping: Click the Sync Facilities button on the Customer-level Facility Mapping tab. This will pull in and update your list of facilities. (Good news: this also happens automatically once a week!)
Save Your Work: After you've mapped each facility, click Save Mappings.

NOTE Once the PointClickCare integration is fully enabled, the controls for admissions, moves, and discharges in TheWorxHub will be disabled.
This is because PointClickCare becomes the "source of truth" for this information, meaning any changes should be made in PointClickCare first.
While these controls can be re-enabled, it's generally not recommended as it can lead to data inconsistencies that are difficult to resolve.

4. Resolving Errors

Errors may occur during the facility mapping process. You can view the time of the error, the event type, the patient’s name, details, and the error for each issue.

To resolve:

In the left-hand side menu, click Integrations and select ADT
Click the Error Log tab
Click the Retry button to retry the process causing this error.

Step 3: Configuring Each Site (Location Mapping)

Once your facilities are mapped, it's time to map the specific locations within each site.

1. Access Site Settings: This step can only be done in TheWorxHub. Go to Sites > Settings.

2. Sync Locations:Click the Sync Locations button to retrieve the locations for that site.

3. Review Mappings:

a. Navigate to Imports.

b. Click on the vertical ellipsis (3 dots) and select Review Existing Location Mappings.

4. Map PointClickCare Locations:

On the Location Mapping page, select the PointClickCare partner.
From here, you'll map your PointClickCare locations (like rooms or beds) to your corresponding TheWorxHub locations, just as you normally would.
Once you've finished mapping, click Save Mappings.

NOTE We're excited to share that we'll soon be adding a new feature that will let you download a location mapping worksheet with all your PointClickCare rooms/beds, making it even easier to upload!

Step 4: Synchronizing Resident Data (ResidentSync)

After all your locations are mapped, you're ready to bring over your resident data!

1. Start the Import: From the Imports menu, click Import and select From PointClickCare Census.

2. Initiate Process: On the Resident Imports page, click Start Process.

3. Import Residents: Assuming you don't need to clean up any existing TheWorxHub data, next select Import Residents > From PointClickCare. This will pull patient/resident data from PointClickCare and show you a summary.

4. Review and Complete:

Carefully review the Resident Import Preview Report.
If everything looks good, click Complete Process.
If you spot any issues, you'll need to decide on a case-by-case basis whether to fix them in PointClickCare or TheWorxHub.

NOTE Once this resident import is finalized, all account numbers from PointClickCare will replace the existing ones in TheWorxHub.

Step 5: Activating the Site

You're almost there! The final step is to activate the integrated site.

Return to Settings: Go back to the Integrations > Settings page. (This is either in WorxIQ or in TheWorxHub if you don't have WorxIQ).
Activate: Sites that meet all the requirements will now display an Activate button. Click it, and you're all set!

Main App: Audit Log

The Audit Log screen allows you to see what is happening in PointClickCare process in TheWorxHub. Users can view Timestamp, Event type, Patient name, and Details for each record. The Audit Log can be filtered for easier review.

To access the Audit Log:

Login to your TheWorxHub account.
In the left-hand side menu, click Integrations.
Click ADT.
Click on the Audit Log tab.

Main App: Error Log

Error Log allows users to see errors that occur during the PointClickCare process of location import, location mapping, or census import. This refers to checking the error section when processing events coming from PointClickCare. If an error appears, you should review it there to understand what went wrong. Most of the time, the issue is related to a location mismatch or configuration problem, and the error occurs during the event processing stage. Users can also view Time of error, Event type, Patient name, details and error for each record. The Error list is filterable.

To access the Error Log:

Login to your TheWorxHub account
In the left-hand side menu, click Integrations.
Click ADT.
Click on the Error Log tab.

If an error is found, click the Retry button to retry the process causing this error.

Cancellations of events in PointClickCare

For any ADT transactions that were performed prior to the PCC and TWH integration for your PCC instance, when cancellation of these transactions are attempted post integration, you may experience an error, at which point you will need to contact our support team to have this issue investigated further.
In PointClickCare, cancellation of events should be done in the reverse order they were performed in to avoid issues within TheWorxHub instance. i.e.,
- Order of event in PointClickCare
  - Admit -> Transfer 1 -> Transfer 2 -> Discharge (Move Out)
- Order of Cancellation
  - Discharge (Move Out) -> Transfer 2 -> Transfer 1 - > Admit
Canceled ADT events in PCC are deleted from PointClickCare UI but appear in TheWorxHub audit logs.

Leave of Absence from PointClickCare

This section outlines the flow of a Leave of Absence event, and its return and cancellation from Point Click Care to The Worx Hub.

Creation of a Leave of Absence

When a Leave of Absence is added to a Patient’s record in PointClickCare.
In TheWorxHub, when the Leave of Absence event is posted and processed, the user will be able to view a newly created Away Notification. With only the Leave Date populated, the newly created entry will have an 'x' beside to the right of the Leave Date.
A Log entry item will also be created for the event inside the Log panel of the Patient Record in TheWorxHub.

Logs in The Worx Hub

Returning from a Leave of Absence

When an ADT is used to add a Return for the Patient, for the Leave of Absence, PointClickCare will send the transaction to TheWorxHub.

Once the event is processed, the user will be able to see the Return date for the initial Away Notification.

A Log entry is also created for the Return in the Log Panel for the Patent’s Record in TheWorxHub.

Updated Away Notification Log

Cancellation of a Return from Leave

If the user decides to cancel the Return for the Leave of Absence, they can do so in PointClickCare. This will need to be done in order of transactions.

Once it is processed, the user can see that the “Returning” date column has been cleared in inside TheWorxHub.

And the Log entry for the Return has also been deleted from the Log Panel

Returning column log is removed

Cancellation of a Leave of Absence

Once the Return is canceled, the user can cancel the cancel the Leave of Absence from PointClickCare.

When it is processed, the user can see that the away notification entry that was created for the Leave of Absence has been deleted.

Away Notification from is deleted

TheWorxHub will also remove the log entry for the associated Leave of Absence for the Log Panel.

No logs for the Away Notification on the 29th of April

Data Points Synchronized From PointClickCare **

When it comes to the integration between TheWorxHub and PointClickCare, PointClickCare is the source of truth. We receive a lot of data from PointClickCare, but we only map the data points that are relevant to TheWorxHub application.

PointClickCare	TheWorxHub
firstName	First Name
lastName	Last Name
admissionDate	Move-in Date
patientExternalId	Account #
homePhone	Home Phone
email	Email Address
cellPhone	Cell Phone
Photos	(Coming soon)
Contacts	(Coming Soon)