To import notes from Aidace into PCC the Aidace team has to follow a few steps. Please read through this article to learn more about how it works and what to expect.
Step 1
➡️ Create a "Transmittal ID" in PCC.
When imports are started our team will run a report on all residents that have notes written in Aidace and they will create these IDs.
Going forward we will create new IDs once a week.
When creating these IDs we pick which payer we want the ID for (which in turn will be the payer that the notes end up associated with in PCC). Sometimes the payers available are not the payers you may want so here is the hierarchy of what we will select.
Medicaid pending
If no Medicaid pending we will choose private
If no Private we will choose the primary payer
If no primary payer we will either wait for a primary payer to show a balance or use the co insurance
Step 2
We will tag any resident we create an ID for with a "Transmittal ID" tag in Aidace.
On residents with that tag you should be seeing notes from Aidace in PCC. If the resident does not have the tag you can reach out to request an ID (keep in mind that we do create IDs weekly so if you don't reach out we will still it on our next run)
Here is what the tag looks like
Step 3
With the IDs created we can now import the notes.
Keep in mind that some clients are on a weekly import and others are on a daily import.
To see the notes that were imported you will head to the collections tab in PCC and un-collapse the collection activity on the payers. (Remember to check all payers)
The note data will match the note date in Aidace but the activity user (note author) will be blank in PCC.
The ones with the blank author are the ones from Aidace