ALIS Self-Onboarding Guide Part 2: Adding and Managing Residents

Applicants and Resident Move-ins

To manage your community's census in ALIS, it is crucial to know your options for adding new residents. Read this article for everything you need to know about Applicant profiles and all the ways you can begin adding resident data.

What is an Applicant profile?

An Applicant profile is a pre-move-in version of a Current Resident profile. On an Applicant profile you can take your time adding resident information related to clinical services, occupancy, and billing.

• Prior to their move-in day, use the Applicant profile to complete evaluations and queue up scheduled tasks to appear for charting and billing.
• On the move-in day, all you have to do is click a few confirmations to convert the profile to be a Current Resident. All the information you added in the Applicant stage will then be ready for charting, reporting, and generating bills.
• If there is a last-minute change and they do not move in, click the Reject button to remove Applicant profile.
• You can assign rooms to Applicants prior to their move-in date if they have financial occupancy of the room. Do this in the Move-In and Community Information section of the profile. Read this article for more information about assigning rooms: How to Assign a Room.

Find the Applicants tab on the All Residents page.

After you click the Move In button, ALIS will prompt 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 census!

If you need to add someone, read the sections below to learn about the options and decide which is best for your community.

How to add residents to ALIS

Your best practice for adding new residents will vary depending on the urgency of the move-in, and what tools your sales team uses to track leads on potential residents.

ALIS Prospects

If you are already familiar with the ALIS Prospects feature, you know that we offer a robust solution for tracking your potential residents. ALIS Prospects gives your team a place to track leads and all of their details, sales and marketing tasks, and referral sources. Read this article for more information: Guide to ALIS Prospects and Referral Sources.

This is the ideal solution for collecting information about your prospects because everything added on the Prospect profile is used to create the person's Resident profile if they move in to your community. 

For any prospect profile, you can change the Prospect Stage to make them appear on the All Residents page, where you can convert them to an Applicant profile. 

• Find out which Prospect Stages are your Qualifying Stages. Once you set a prospect to one of the Qualifying Stages, they will appear on the Incoming tab of All Residents.
• The default Qualifying Stages are Closed Out, Deposit Received, Needs Assessment, and Sold. These are complete customizable for your community, so yours might be different. We can also change these for you at any time!
• Read this article for complete details: How to Convert Prospects to Residents.

Integrations

We have integrations available for the largest CRM and referral source companies in the industry. If your sales team is already using one of these, contact us to set up the integration and find out how you can create Applicants in ALIS with the click of a button in our partner's software.

Some CRM integrations we have available are Sherpa, Enquire, and YGL.

Manually add Applicants

You can always add an applicant very quickly by clicking the +Create New Applicant button within the Applicants or Current Residents tabs on All Residents, or 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.
• 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. 

Resident Import

The import tool is the most efficient way to add multiple residents who already live at your community. We primarily use this when you are onboarding a new community to ALIS, and it saves time on data entry.

This involves using an Excel spreadsheet template to capture the key details for each resident you need to add.

This is typically only available to the ALIS team, so if this sounds like something you would like to use, please contact us to get it started!

Additionally, it is necessary to add your building's floor plan before we import or add any residents. Your onboarding team can set this up for you, and you can read this article for more information: How to Configure a Community Floor Plan.

Resident Profile Basics

The resident profile (also referred to as the Resident Details page) is at the heart of almost everything you can do in ALIS. With few exceptions, you can start on this page to update your resident's records and review their status pertaining to your clinical and billing features.

Navigating to a resident's profile

When you first login to ALIS, the most direct way to get to a resident's profile is to use the Search bar at the top right.

• Start typing their name, and as soon as you type the first letter, the search will begin to show related search results for the resident.
• Once you find your resident, click their name, and ALIS will navigate to their resident profile.

You can also go the All Residents page to find someone. This might be helpful if you can't remember the spelling of their name or maybe only know their room number or photo.

• Use the filters above the list of residents to look for residents by On Premise and Off Premise status (also known as "On Leave"), room number, product type, or classification.
• You also have a Search bar on this page if you want to search for someone by name within your filters.
• You can sort the list of residents alphabetically by resident name (this is done by default), room number, or date of birth by clicking the column headers.
• To go to the resident's profile, click either their name or the View Profile button on the right.

You also can navigate to the resident profile by clicking the resident's name from most reports and pages throughout ALIS. On pages pertaining to medications, their name might instead guide you to your resident's Manage Orders page. 

Resident Status

Every resident, whether they are still an Applicant, Current Resident, On Leave or Off Premise, or Moved Out, will have a status bar at the top that displays their current status. You will have options to change the status if your security role contains access to manage residents.

Read these guides for more information about changing a resident's status:

• Applicants and Resident Move-ins
• How to Set a Resident "On Leave"
• How to Transfer a Resident
• Moved Out Residents

Sales data

• For resident profiles that started as an ALIS Prospect, you'll have the ALIS butterfly logo in a section that details the prospect ID, most recent stage, and sales agent. You can quickly access sales information using the buttons to access the person's prospect profile, the story included on that profile, and any notes made by the sales team.
  • Read this article for more information about ALIS Prospects: Guide to ALIS Prospects and Referral Sources.
• If the resident profile started as an applicant sent by an outside sales CRM software, their logo will display in this section with similar information as described above. Examples of this are Sherpa and Enquire.

• It is possible your resident's profile does not contain this section at all. If they were added using an import tool, or if you added them as an Applicant separate from using a sales CRM tool (such as ALIS Prospects), the resident's basic details will simply fill this area of the page.

Photo and easy-access buttons

The top left of the profile always contains a space for a resident photo, or better yet, their photo has been added here! Read this article for more information about adding photos: How to Upload Resident Photos.

Below the photo are a few buttons to help you quickly gather important information, navigate to their Manage Orders page for their medications, and add Incident Reports and Observation Notes. Here are some articles pertaining to each button available here:

• Reading the ALIS-Generated Facesheet
• Manage Orders
• Resident Report Card
• How do I complete an incident report?
• Guide to Observations
• Resident Monitoring

The most prominent button is the blue Emergency Packet button. The packet contains a customizable set of documents for your community, and can be used for more than just emergencies. Read this article for more information: How to Generate a Resident Emergency Packet.

Resident details at the top of the profile

If you are wondering how to fill in the resident's information in the upper central part of the page under the status bar, look to the blue bars that make up the rest of the profile as you scroll down the page. This section can contain:

• Basic Details: Name, room number, product type, date of birth, Physical Move In Date, Financial Move In Date, and Notes. Update these details in the Basic Information and Move In & Community Information blue bars.
• If your community uses Residency Agreements in ALIS, you may see an alert in this area if there is no residency agreement on file for your resident. Read this article for more information: Using the Residency Agreement Center.
• Advance Directive label. This is a blue label that displays CPR or DNR, or N/A if no status is filled in. This label displays in many places throughout ALIS and it is very important to update it! Update this in the Basic Information blue bar.
• Evaluation Information including the current status, dates of completion and expiration, and care level details. Read this article for more information about resident evaluations: How to Complete an Evaluation.
• Medical Information: list of Diagnoses, Food and Medical Allergies, and links to any uploaded Vaccination Certificates. These details are managed in the Health Profile and Immunizations blue bars.
• Contact Details: Primary Medical Contact, Primary Financially Responsible contact, Emergency Contact, and more. Read more: Resident Contacts Reference Guide.
• Oxygen label. This will display if Oxygen is selected in the Additional Devices menu within the Health Profile blue bar.
• Hospice and Home Health labels. These will display if the resident has a contact with the Contact Type 'Hospice' or 'Home Health'.
• Resident Monitoring information: If the resident has been scheduled for monitoring, this section will display the monitoring dates and reasons for monitoring. For more information about this feature, read this article: Resident Monitoring.

Blue Bars

You can click each blue bar to expand a section that allows you to update the resident's records.

Always remember to click the Update button at the bottom right of each section if you make changes!

The following list describes the content of each blue bar:

Basic Information

• Here you can update demographic details and notably the Advance Directive status.
• The Notes field here will display information at the top of the resident profile.

Move In & Community Information

• Here you can update the resident's move-in dates and their anticipated move out date.
• There are many fields here that may not be applicable for everyone, such as "# of People in Household".
• If your community uses Residency Agreements in ALIS, you can see the resident's agreement status here with links to View Agreement and Manage their agreement. Read this article for more information: Using the Residency Agreement Center.
• The Room Assignments section allows us to Change Room or Assign Room for the resident.
  • These buttons take you to a page where you can view the floor plan and all current resident room assignments. To assign or change your resident's room, click a room number and select either Assign or Change buttons on the right. Read more: How to Assign a Room.

Move Out Information

• This section provides an additional button to move out the resident if they have already moved out. On the right, you can add an expected move out date and reason.
• Residents are never automatically moved out based on expected move out dates. Once the person is moved out, it is necessary to click Move Out Resident either here or at the top of the profile.

Resident Stays

• If the resident has moved out and moved back in, a detailed history will display here.

Product Type and Classification History

• Changes to the resident's Product Type or Classification will display here. Edit History buttons will allow us to change any records here.

Resident Leaves

• Records of the resident being On Leave (also known as Off Premise) will display here. These records can be edited or deleted using the icons to the right.

• Read more about the On Leave/Off Premise status here: How to Set a Resident "On Leave".

Health Profile

• This section has a very high impact throughout ALIS and on your resident's documents. It is recommended to add a full list of diagnoses to the Primary Diagnosis field (feel free to use the Secondary Diagnosis field if applicable), and to add information to the Diet, Food Allergies, and Medical Allergies fields.
  • With nothing added to these text fields, they will display "N/A" or "Information not filled in" in prominent locations such as the Facesheet.
  • If the resident has no special diet, add something like "Regular".
  • If the resident has no allergies, add something like "No known allergies" or "NKA" to these fields.
  • The remaining sections may be useful for you to update for your residents, but there may be some fields you do not use. All fields in this section will be part of the Health Profile report. 
  • The Health Profile details fulfill the cover page of several ALIS-generated documents: the Resident Evaluation, Service Plan, Care Plan, MAR, and Physician Orders.

Insurance Information

• Use the +Add New Insurance button to add all of the resident's insurance policies.
• If there are multiple policies, use the Options button to Mark as Primary.
• The Insurance Report will allow you to filter and export these details for all of your residents.

Immunizations and Tests: Immunizations, Tests, and Quarantine

• Immunizations
  • Here you can add all COVID-19 vaccine records including boosters and additional doses.
  • For Influenza and Pneumonia, you can record all vaccine doses and refusals.
  • For any record, you can upload a file of the official certificate. If you upload COVID-19 vaccine certificates, they are made accessible at the top of your resident's profile and in the Emergency Packet. 
  • Read this article about the COVID-19 Center to learn about recording these details in bulk for your residents and staff: COVID-19 Center Reference Guide.
• Tests
  • Record COVID-19 tests and TB tests in this section.
• Quarantine
  • If you add a schedule in this section, the resident will display a Quarantine label at the top of their profile and throughout ALIS.

Contacts

• Manage your resident's personal contacts in this section, as well as any associated community contacts. Ideally residents have a minimum of four contacts: preferred hospital, preferred pharmacy, primary care provider, and at least one emergency contact.
• This section is covered in detail in this article: Resident Contacts Reference Guide.

Calendar Events

• You can create events on the ALIS Calendar from here, and you will see any upcoming events associated with the resident.
• Read more about the ALIS Calendar: Calendar Event Types.

Compliance Documents and Miscellaneous Documents

• Fill out and store your resident's documents here. In order for some items to appear in your resident's Emergency Packet, they must have the Completed status in this section.
• Read more about compliance: Completing Compliance Items.

Evaluations and Service Plans

• You can Start New Evaluation for your resident from here and view records of historical Evaluations and Service Plans.
• More information about Evaluations: How to Complete an Evaluation.

Care Plan

• Published Care Plans determine the tasks to be recorded on the Care Tracking page. Care Plans can be created as a result of completing an Evaluation and Service Plan, or they can be managed without the use of that feature. 
• Read more about Care Plans and Care Tracking: How to Add or Review a Care Plan.

Directly Related Incident Reports and Indirectly Related Incident Reports

• These sections display Incident Reports that have been added pertaining to the resident. 
• Incident Reports will display in the Indirectly Related Incident Reports section if the resident was added as an "Other Resident Involved" on a report created primarily for another resident.
• Read more about Incident Reports: How do I complete an incident report?

Observations

• Add and read all resident Observation notes in this section. More information: Guide to Observations.

For information about the Billing section, please check out our billing guides for more details about the functionality of these blue bars: ALIS Helpdesk Billing Guides.

Navigation tools

You can find a gray arrow on the right side of your page pointing to the left. When you click this arrow, it expands a small resident summary. This can be very helpful if you have scrolled to the middle or bottom of the page and need a reminder of which resident you are updating! Click the X on the summary panel to close it.

Once you start scrolling down the page, there appears a blue circle with a white arrow pointing up at the bottom right of the page. Click this to quickly navigate to the top of the page.

Audit History

This is a searchable log of all changes that have been made to a resident's profile. Like everything else on a resident's profile (and throughout ALIS!) this is only available to staff who have security roles that give permission to view it.

• If you are looking for specific information, you can search using the filters for dates, staff names in the Updated By filter, and type of information in the Type filter.
  • You can use the Notes field to search for key words. Once you have typed your search criteria here, click the magnifying glass to search.
• The entire Audit History can be exported to Excel as well! This may make it easier to search.
• Notice at the bottom right you can click the page numbers to see older information.

How to Set a Resident "On Leave"

If a resident is outside of the community for several hours or more, the On Leave feature prevents their items from showing in Care Tracking and on the Pass Meds page. Resident Leave records are shown on the MAR document and within ALIS reports.

Throughout ALIS, you find the words "On Leave" and "Off Premise" to describe the same status. 

It is a good idea to decide a policy for when residents should be marked On Leave. A common policy is to mark someone On Leave if they will be gone long enough to miss a med pass. Perhaps if they are gone for only one hour, there is no need to mark them On Leave. 

Mark a resident On Leave

1. On your resident's profile, click the Schedule Leave button at the top right. You can also do this from the All Residents page: click the Schedule Leave button shown on the right in the row for your resident.
2. Next we complete a multi-page workflow. Complete the following required fields on the first page:
   • On Leave Start Date
   • On Leave Start Time
   • Reason for Leave
   • Leave Destination
   • On Leave Return Dateis not required. If you set a return date and time, this will be helpful information predicting the return on the resident's profile, but it usually does not automatically return the resident on premise. Most likely you will need to manually return them from leave when they are back at your building.
     • There is a setting to automatically return people from leave based on this date that is typically not used. Read the last section of this guide for more information about the settings.
3. Select Yes or No at the bottom of this page whether to pack routine medications and PRNs. Click the Process Dates for Leave button.
4. If youselected Yes to pack medications, the next page gives us the list of the resident's active orders.
   • Notice that each order has a checked box on the left. If you do not want to pack any particular orders, uncheck this and select a reason for not packing it on the right. 
   • For selected medications, type the quantity of Doses Needed for each medication. Above this text field is a suggested number of doses based on whether you set a return date in the previous step. If you type fewer doses than suggested by ALIS, you will be prompted to enter a reason for packaging fewer doses.
   • If any of the orders are being tracked in the ALIS Drug Count, you will see the reminder "Quantity to decrease drug count." below the text field. 
5. When you are done, click the Create Packet and Mark On Leave button.
6. The next page confirms the impact of the scheduled leave with a button to Print MAR Sheet.

Back on the resident's profile, you will find the status bar at the top now says "Resident: Off Premise". You can now click the Leave Packet button at the top right of the Resident Profile to generate a PDF containing the Facesheet, a page detailing any packaged medications, and MAR documents. 

Mark a resident back On Premise

On your resident's profile, click the More button at the top right and choose Mark On Premise. You can also do this from the All Residents page: click the Mark On Premise button shown on the right in the row for your resident.

• A pop-up will confirm the impact of the resident returning from leave.
• If you packed medications, you are prompted to answer whether any medications were returned.
• If any of the packed medications are tracked in the ALIS Drug Count, the quantity returned is required. 

Settings information

• The Leave Reasons and Leave Destinations are configurable within ALIS. This article gives the steps for customizing these.
• You can configure ALIS to automatically mark a resident as On Premise once their return date and time is reached. This is done by updating the Enable Auto On-Premise option to Yes on the Resident Settings page.

Moved Out Residents

You can always access information for moved out residents in ALIS. Find the moved out profiles on the All Residents page in the Moved Out tab. 

Access to moved out profiles may be restricted for your security role. If you are not able to access a moved out profile, please contact us for help!

Click on a resident's name to view their profile. 

• On the moved out profiles, most sections will not display the option for you to save changes.
• The Move In & Community Information section can be updated if you need to correct Move In or Move Out dates.
• It is also possible to complete Compliance Documents for moved out residents.

Lock Billing

In the image above, we can see the resident's Billing has not been "locked" yet. Without locking their billing in ALIS, the resident will still be billed for any active recurring items.

Click the Update Billing button or scroll down the page to the Billing section to complete this process. Review their items, end all recurring services, and click the Lock Billing button to confirm. 

Readmission

If a resident has moved out and moves back in, or if their move out in ALIS was incorrect, use the green Readmit button at the top right of the profile. 

This provides two options: 

• I made a mistake and need to reverse the move-out. This option will revert the move-in with no need for readmission documentation. 
• The resident is returning from respite or returning from a short-term leave. This option takes you through a readmission workflow to create a separate record of this person's stay at your community.

If you chose the second option, this creates an Applicant profile for this resident's additional length of stay. This profile will always have a View Past Stays button at the top of the profile so that it is easy to access records from their previous stay. 

Similar to other Applicant profiles in ALIS, you can add details to this profile such as medications, evaluations, and more. Click the Move In button for this person on move in day!

Moved out residents throughout ALIS

Throughout ALIS you will find the ability to select moved out profiles in resident menus. Typically the moved out profiles are organized at the bottom of the list so that it is easier to find the current resident profiles. An example of this is the Resident menu when you are adding an Observation.

Resident Contacts Reference Guide

Resident Contact information is essential to have on resident documents, and your team needs these details easily accessible to provide the best care.

Contacts in ALIS are accessed on the Facesheet, in the Emergency Packet, in the Med Pass, and many more places.

It is ideal to have a minimum of four contacts for each resident. These are the types of contacts each resident needs: 

• Emergency Contact
• Primary Medical Care Provider
• Preferred Pharmacy
• Preferred Hospital

Use the Resident Contacts report to audit the contacts each resident has.

Contact Types

Each contact must be assigned a Contact Type, which is a long list divided into Relative and Professional categories.

• Resident contacts with Contact Types in the Relative sublist will be Personal Contacts for the resident.
  
• Contacts with Contact Types in the Professional sublist are often useful to label as Community Contacts so that they can be added to other resident profiles if needed.
• The Physician Contact Type will automatically check the 'Medical Contact' tag. This is seen in the Additional Information section of the contact's details page.

Personal Contacts

These are the contacts that only one resident is likely to have, and are often family members.

These contacts are likely to be tagged as Emergency, Power of Attorney, Responsible Party, and most other tags contained in the Additional Information section of the contact's details page. 

The tags are very important! They allow the contact to display on the ALIS Facesheet, at the top of the resident profile, and in other places.

Community Contacts

These contacts can be associated with multiple residents within your community. You add them once, make sure they are set as Community Contacts, and then you can associate them to a resident's profile from either the Contacts page or a resident's profile.

Contacts that fall into this category are managed on the Community Contacts page, where you can update their details and associate them to multiple residents at a time.

To get here, click the Residents menu at the top of the screen and click Contacts.

For more information about adding Community Contacts, read this article: Adding Community Contacts

Payers

Correct payer setup is necessary before you can use ALIS Billing! The payers must be resident contacts or they could be the resident themselves. 

Read this article for more information about setting up resident payers: How to Set Up Payers

If a payer is a resident contact, you can update their details in the contact's details page. You can also update all payer-related information in the Payers section toward the bottom of their profile. 

Prescribers/Medical Contacts

The Medical Contact tag in the Additional Information section on a contact's details page is meant to be used for physicians, nurse practitioners, and any medical specialist who might prescribe medications to a resident. 

Any Contact with this tag can be set as the Prescriber of a medication in ALIS. 

This tag is not to be used for personal resident contacts who you contact in a medical emergency. For these people, tag them as Emergency.

How to Upload Resident Photos

Resident photos are an important safety feature of ALIS. Throughout medications, care charting, and numerous other locations, updated resident photos will help your team verify the correct resident.

1. On a resident's profile, move your mouse over the photo silhouette area or over the current photo. Here we have options to Use Camera or Set Photo.
2. Click Use Camera to take a photo of the resident immediately using the camera on your computer, tablet, or other device.
3. Click Set Photo in order to add a photo that is already saved to your device. 
   • In the pane that opens on the right side of your page, click Choose Resident Photo to browse your files for the resident's photo.
   • Once you select the correct photo in your file browser and confirm, click Save Photo on the pane in ALIS.

If you need to crop or edit the photo to fit better, move your mouse over the photo and click Edit. This opens a pane where you can crop, zoom, or rotate the photo.