Overview
The facility onboarding process ensures smooth integration of new healthcare facilities into the AllCare platform. This guide covers the complete end-to-end onboarding workflow.For detailed CRM workflow steps, see the CRM Workflow Complete Guide.
Onboarding Checklist
1
Pre-Onboarding
- Initial facility assessment
- Contract negotiation
- Service package selection
- Pricing agreement
2
Documentation
- Signed service agreement
- Business Associate Agreement (BAA)
- Facility license verification
- Insurance documentation
- Administrator contact information
3
System Setup
- Create facility in CRM
- Configure service features
- Set cycle start day (if applicable)
- Upload legal documents
- Invite facility administrator
4
User Access
- Administrator account creation
- Staff user accounts
- Role and permission assignment
- Access credentials distribution
5
Training
- Administrator training session
- Staff training (if needed)
- System orientation
- Documentation distribution
6
Go-Live
- Patient roster upload
- Service selection for patients
- Provider assignment
- Schedule initial visits
Timeline
Typical onboarding timeline for new facilities:| Phase | Duration | Responsibility |
|---|---|---|
| Contract & Documentation | 1-2 weeks | Sales & Legal |
| System Setup | 1-2 days | Operations |
| User Access | 1 day | Operations |
| Training | 2-3 days | Training Team |
| Go-Live Preparation | 3-5 days | Operations |
| Total Timeline | 2-4 weeks | Collaborative |
Required Documentation
Legal Documents
Legal Documents
- Service Agreement (signed)
- Business Associate Agreement (BAA)
- HIPAA compliance documentation
- Facility operating license
- Professional liability insurance
Facility Information
Facility Information
- Facility license number
- Physical address
- Contact information
- Administrator details
- Capacity information
- Operating hours
Service Configuration
Service Configuration
- Service categories selected
- Specialty services needed
- Pharmacy partnership (if applicable)
- Task module requirements
- eMAR and bubble pack options
Post-Onboarding
Monitor Engagement
Track facility usage and patient enrollment
Regular Check-ins
Schedule follow-up meetings with facility administrator
Support Tickets
Monitor and resolve any support issues
Performance Metrics
Review key performance indicators