Overview
The On-Site indicator tracks whether a patient is physically present at a facility. This helps care teams know if a patient is available for in-person services or if they’re temporarily away (hospitalized, on vacation, visiting family, etc.).Key Benefit: Quickly see which patients are on-site and available for care, and track the reasons why patients are temporarily away from the facility.
What Is the On-Site Indicator?
The On-Site indicator is a checkbox that appears in the Place of Service section of a patient’s profile for facility-based entities (like ALFs, SNFs, and Group Homes).| On-Site Status | Meaning |
|---|---|
| Checked | Patient is physically at the facility |
| Unchecked | Patient is temporarily away from the facility |
The On-Site indicator only appears for facility-based entities - places where patients physically reside. It does not appear for mobile-based services like Home Health, Hospice, Pharmacy, or Mobile Clinics.
When to Use On-Site
Patient Is On-Site
Keep the On-Site checkbox checked when the patient is:- Living at the facility
- Present and available for care
- Back from a temporary absence
Patient Is Off-Site
Uncheck the On-Site checkbox when the patient is temporarily away:| Off-Site Reason | When to Use |
|---|---|
| Hospitalization | Patient admitted to a hospital |
| SNF | Patient transferred to a Skilled Nursing Facility |
| Vacation | Patient on planned leave/vacation |
| Family Visit | Patient staying with family temporarily |
| Other | Any other temporary absence (requires note) |
How to Update On-Site Status
Marking a Patient as Off-Site
Select Off-Site Reason
A dropdown will appear - select the reason:
- Hospitalization
- SNF
- Vacation
- Family Visit
- Other
Marking a Patient as Returned (On-Site)
Where On-Site Appears
The On-Site indicator is visible in several places:| Location | What You’ll See |
|---|---|
| Patient Profile | On-Site checkbox in Place of Service section |
| Care Team | On-Site status shown per facility entity |
| Patient Lists | Filter by On-Site/Off-Site status |
| Global Patient Profile | On-Site status for each facility in Care Team |
On-Site vs. Admission Status
These are two separate concepts:| Field | Purpose | Options |
|---|---|---|
| Admission Status | Is the patient enrolled/receiving care? | Pending, Active, Discharged, Cancelled |
| On-Site | Is the patient physically at the facility? | Yes (checked) or No (with reason) |
Example Scenarios
Active patient at facility
Active patient at facility
- Admission Status: Active
- On-Site: Checked
- Meaning: Patient is receiving care and is at the facility
Active patient hospitalized temporarily
Active patient hospitalized temporarily
- Admission Status: Active (still enrolled)
- On-Site: Unchecked
- Off-Site Reason: Hospitalization
- Meaning: Patient is still enrolled but temporarily at the hospital
Patient returns from hospital
Patient returns from hospital
- Admission Status: Active
- On-Site: Checked (updated when they return)
- Meaning: Patient is back at the facility and available for care
Patient permanently leaves
Patient permanently leaves
- Admission Status: Discharged (not Off-Site)
- On-Site: N/A
- Meaning: Patient no longer receiving care at this facility
Facility Types and On-Site
The On-Site indicator only appears for entities where patients physically reside:| Entity Type | Has On-Site Indicator? | Why |
|---|---|---|
| Assisted Living Facility (ALF) | Yes | Patients live on-site |
| Skilled Nursing Facility (SNF) | Yes | Patients live on-site |
| Group Home | Yes | Patients live on-site |
| Residential Care | Yes | Patients live on-site |
| Pharmacy | No | No physical patient residency |
| Home Health | No | Services provided at patient’s home |
| Hospice | No | Mobile-based services |
| Mobile Clinic | No | Services go to patients |
Off-Site Reasons Explained
Hospitalization
Hospitalization
When to use: Patient has been admitted to a hospital for acute care.What happens:
- Patient remains enrolled at the facility
- Care team is notified patient is unavailable
- Update to On-Site when patient returns
SNF (Skilled Nursing Facility)
SNF (Skilled Nursing Facility)
When to use: Patient temporarily transferred to SNF for skilled care.What happens:
- Patient remains enrolled at original facility
- Indicates temporary skilled nursing stay
- Update when patient returns
Vacation
Vacation
When to use: Patient on planned leave or vacation.What happens:
- Patient remains enrolled
- Care team knows patient is away by choice
- Medications may need to be adjusted for travel
Family Visit
Family Visit
When to use: Patient staying with family temporarily.What happens:
- Patient remains enrolled
- Short-term absence for family time
- Update when patient returns
Other
Other
When to use: Any temporary absence not covered by other reasons.What happens:
- Free text field appears for explanation
- Document the specific reason
- Examples: court appearance, religious retreat, day program
Best Practices
Common Questions
What if I don't see the On-Site checkbox?
What if I don't see the On-Site checkbox?
The On-Site checkbox only appears for facility-based entities. If you don’t see it:
- Verify the entity type is residential (ALF, SNF, Group Home)
- Check that the entity is configured with “Has Physical Location” enabled
- Contact your administrator if the setting appears incorrect
Should I use Off-Site or Discharge for a hospital transfer?
Should I use Off-Site or Discharge for a hospital transfer?
- Off-Site (Hospitalization): Use when the patient is expected to return
- Discharge: Use when the patient is permanently leaving your care
Can a patient be Off-Site at one facility and On-Site at another?
Can a patient be Off-Site at one facility and On-Site at another?
Yes. On-Site status is tracked per entity. A patient could be:
- Off-Site at their primary ALF (hospitalized)
- Still Active with their pharmacy (receiving medications at hospital)
What happens to scheduled visits when a patient goes Off-Site?
What happens to scheduled visits when a patient goes Off-Site?
The system does not automatically cancel visits. Care coordinators should:
- Review upcoming visits for Off-Site patients
- Reschedule or cancel as appropriate
- Update visits when patient returns
How do I find all Off-Site patients?
How do I find all Off-Site patients?
Use the patient list filters:
- Go to the Patients list
- Filter by On-Site status = “Off-Site”
- Optionally filter by Off-Site reason