Guide to Adding New Residents

Managing your census in ALIS requires that you know your options for adding profiles and ultimately moving them in. Read to learn how to add new profiles and leverage the Applicant profile to prepare for move-ins. 

All Residents page tabs

The All Residents page contains pre-move-in, moved in, and moved out profiles. 

When you navigate to the All Residents page, you will see these 4 tabs pertaining to the resident life cycle in ALIS: Incoming, Applicants, Current Residents, and Moved Out. This page always defaults to the Current Residents tab which is your current census.

See the below table for descriptions of each tab:

How to add profiles in ALIS 

Your best practice for adding new residents will vary depending on the urgency of the move-in, and what tool your sales team uses to track leads on potential residents. See below for the different ways in which profiles can be added to ALIS and ultimately moved in, starting with Prospects.

Add Prospect Profiles (ALIS CRM)

If you have elected to use the ALIS CRM tool, your Onboarding manager will work with you to ensure that your active Prospect data is imported into ALIS. Once this has occurred or if you are starting fresh with the ALIS CRM, you will need to manually add any new Prospect profile. Read this article for more information: ALIS CRM Reference Guide.

To make a Prospect profile appear on the All Residents page in the Incoming tab, you must update the Prospect profile Stage accordingly. 

• The default qualifying Stages are Closed Out, Deposit Received, Needs Assessment, and Sold. These are completely customizable for your community, so your qualifying Stages might differ. You can manage which Prospect Stages are those that trigger this action in your CRM Settings. For assistance with this, contact your Account Manager or our ALIS Customer Success Team.

Once the Prospect profile is in the Incoming tab, you will be able to convert it to an Applicant profile. Read this article for complete details: How to Convert Prospects to Residents.

Add Prospect Profiles (CRM Integration)

We have CRM integrations available in our App Store for the largest CRM tools and referral source companies in the industry. If your sales team is already using one of these, contact your Account Manager or our ALIS Customer Success Team to initiate setting up the integration. When the integration is established, you will learn how to create Applicants in ALIS with the click of a button in our partner's software. 

Manually add Applicant profiles

There is very low barrier to entry when manually adding an Applicant profile. Even if you have a swift move-in, manually creating an Applicant profile is only recommended if you are not using a CRM tool with ALIS (and therefore do not have another existing profile for this individual). When manually creating a profile, it will always begin as an Applicant and then can easily be moved in to become a current resident.

To add a new Applicant, click the +Create New Applicant button within the Applicants or Current Residents tabs on the All Residents page. Alternatively, you can click the New Resident icon on your home screen in ALIS.

• You are only required to fill in the First Name, Last Name, Product Type, and Date of Arrival (projected Physical Move In date).
• If you do not yet know the Date of Arrival, we advise you to add your best estimate, and then this information can be changed later and will always be confirmed when you move in the profile.
• The Financial Move In Date and Evaluation Due Dates are not required, but it is nice to have this information in ALIS to communicate across your team if you know these dates.
• Most likely, you want to click the Create and Go To button, so that you are immediately taken to the Applicant profile where you can review and add more information. 

Prepare Applicant profile for move-in

The Applicant profile serves as a powerful tool for preparing for a resident move-in to your community. Prior to the physical move-in day, you can add most resident information related to clinical services, occupancy, and billing. Everything you set up on an Applicant profile will not appear for action-taking in other areas of ALIS until you manually move the profile into your Current Residents. 

See below for high-impact preparation you can take for the Applicant profile: 

• Profile Photo - Add a profile photo to appear on the Facesheet and all applicable areas of ALIS. Read more here: How to Upload Resident Photos.
• Demographic Information - Enter demographic information in the Basic Information section to begin populating the Facesheet. Read more here: ALIS Facesheets.
• Assign a Room - You can assign a room prior to the move-in date if the resident has financial occupancy of the room. Do this in the Move-In and Community Information section of the profile.  Read more here: How to Assign a Room.
• Health Profile - Fill out the Health Profile section to populate on the Facesheet and to show throughout ALIS once moved in.
• Insurance Information - Add insurance details in the Insurance Information section and 'Mark as Primary' as needed.
• Contacts - Add personal and community contacts in the Contacts section. Read more here: Resident Contacts Reference Guide.
• Compliance Documents - Upload or fill online compliance documents. Compliance Items Completion.
• Evaluation, Service Plan, Care Plan Completion - Complete an Evaluation and Service Plan, and publish the Care Plan to queue up scheduled tasks to appear for Care Tracking. How to Complete an Evaluation.
• Billing for Move-Ins - Set up a resident's recurring charges and create a Move In invoice. Read more here: Billing for Resident Move-Ins.
• Medications Processing - Map and process medications in the Pharmacy inbox so that medications are scheduled for Pass Meds. Read more here: How to Map Incoming Resident Messages and How to Process Incoming Order Messages. 

On the physical move-in day, all you have to do is click the Move In button and make a few confirmations to convert the Applicant profile to a Current Resident. All the information you added in the Applicant stage will then be available in the Resident profile and immediately ready for charting, reporting, and generating bills.

If there is a last-minute change and the individual is not going to move in to your community, click the Reject button to remove Applicant profile.

After you click the Move In button, ALIS prompts you to confirm move-in dates and the resident's room assignment. When you click the Yes button, the profile will be live on your Current Resident tab and immediately included in your census data.

Import Resident profiles

The import tool is the most efficient way to add multiple residents who already live at your community. Typically, this method of adding residents is done by the ALIS team when when you are onboarding a new community.

This process involves using an Excel spreadsheet template to capture the key details for each resident you need to add and then importing this file into your ALIS environment for immediate profile creation. Note that it is not possible to import resident photos, so this will need to be done internally by a member of your team.

Your job role and security role permission may grant you access to the ALIS Import Center in which you can download this file and then upload it again once complete. 

Be aware that it is necessary to add your building floor plan before importing or add any residents. Your Onboarding manager will set this up for you, and you can read this article for more information to build your own floor plan: How to configure a community Floor Plan.

Related Articles:

• How to Assign a Room
• What is the difference between physical and financial move in dates?
• Billing for Resident Move-Ins
• How to Audit Resident Occupancy

For more assistance with Applicant and Resident Profiles,

Contact our ALIS Customer Success Team

888.404.ALIS (2547) or support@go-alis.com