Skip to main content

​
Overview

Patient admission is the process of adding a new patient to your facility in the AllCare platform. Use the “Admit Manually” feature to enter patient information and begin their care journey.
Patients must be admitted before they can receive services, be assigned to providers, or have visits scheduled.

​
Before You Begin

Ensure you have the following information ready:

​
Admitting a New Patient

1

Navigate to Patients

Click Patients in the left sidebar navigation
2

Click Admit Manually

Click the “Admit Manually” button in the top-right corner of the patient list
3

Enter Patient Demographics

Fill in the patient information form:Required Information:
  • First name
  • Last name
  • Date of birth
  • Gender
Additional Information:
  • Middle name
  • Preferred name
  • Contact phone
  • Email address
  • Room/unit number
4

Add Emergency Contact

Enter emergency contact details:
  • Contact name
  • Relationship to patient
  • Phone number(s)
  • Email (optional)
5

Enter Medical Information

Complete the medical profile:
  • Allergies - List all known allergies (or note “NKDA” for No Known Drug Allergies)
  • Current medications - List medications patient is currently taking
  • Medical conditions - Primary diagnosis and other conditions
  • Special needs - Any special care requirements
6

Add Insurance Information

If applicable, add insurance details:
  • Primary insurance provider
  • Policy number
  • Group number
  • Secondary insurance (if any)
7

Save Patient

Click Save to create the patient record
After saving, the patient will appear in your patient list. The AllCare Operations team will handle provider assignment and service configuration.

​
What Happens After Admission

Once you admit a patient:
StepWhat HappensWho Does It
1Patient record createdYou (Facility)
2Patient appears in systemAutomatic
3Services configuredAllCare Operations
4Provider assignedAllCare Operations
5Patient becomes activeAutomatic
6Visits can be scheduledProvider/Operations
The AllCare Operations team handles the enrollment process after you admit a patient. You’ll be notified when the patient is fully enrolled and assigned to a provider.

​
Required vs. Optional Fields

FieldRequiredNotes
First Name✓ YesLegal first name
Last Name✓ YesLegal last name
Date of Birth✓ YesMust be valid date
Gender✓ YesSelect from options
Room/UnitRecommendedHelps with care coordination
PhoneRecommendedFor communication
Emergency ContactRecommendedCritical for emergencies
SSNRecommendedRequired for insurance billing
InsuranceRecommendedRequired for billing
AllergiesRecommendedImportant for patient safety

​
Common Scenarios

When admitting a transfer patient:
  1. Click “Admit Manually”
  2. Enter patient with new admission date
  3. Request records from previous facility
  4. Note transfer details in the patient notes
  5. List all current medications
  6. Save and contact AllCare Operations if urgent services needed
For urgent admissions:
  1. Click “Admit Manually”
  2. Enter minimum required information (name, DOB)
  3. Add note: “URGENT - Immediate care needed”
  4. Save the patient record
  5. Contact AllCare Operations directly: 949-570-7750
  6. Complete remaining patient information within 24 hours
If you don’t have all patient information:
  1. Enter what you have (minimum: name, DOB)
  2. Add a note indicating which information is pending
  3. Save the patient record
  4. Update information as it becomes available
  5. Do not delay admission for non-critical missing data
If patient declines to provide information:
  1. Document what information was declined
  2. Add a note explaining the patient’s preference
  3. Complete admission with available information
  4. Ensure legally required fields are filled
  5. Information can be added later if patient changes mind

​
Data Entry Best Practices

​
Troubleshooting

Possible Causes:
  • You may not have the required permissions
  • You’re not viewing the correct section
Solutions:
  1. Ensure you’re in the Patients section
  2. Check with your facility administrator about your permissions
  3. Contact AllCare Support if the issue persists
If the system detects a possible duplicate:
  1. Review the existing patient shown
  2. Check name and date of birth carefully
  3. If same person: Use the existing record instead
  4. If different person: Confirm new patient creation
  5. Add distinguishing info to avoid future confusion
Common Issues:
  1. Required fields are missing - check for red validation errors
  2. Invalid date format - use MM/DD/YYYY
  3. Network connectivity issue - check your internet
  4. Session expired - log out and log back in
Solution: Complete all required fields and try again
Check:
  1. Refresh the page
  2. Clear any active filters
  3. Search for the patient by name
  4. Verify the save was successful (look for confirmation message)
If still missing, contact AllCare Support

​
After Admission

Once the patient is admitted:

View Patient Profile

Access complete patient information

Manage Medications

View and coordinate medications

Schedule Visits

Once provider is assigned, schedule visits

Get Help

Contact support

​
Need Help?