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

Use this onboarding guide to learn all you need to know to get started with resident profile management. Explore other articles found in the Residents section of the ALIS Helpdesk to learn more about these topics. 

Add New Residents and Move-ins

To properly manage your community's census in ALIS, it is important to know your options for adding profiles and how to ultimately move them in. The below sections provide steps on how to add new profiles, and specifically 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, you need to import your Prospect data into ALIS. Review our Import Center Reference Guide for information on how to do this. 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.

Resident Profile Basics

The resident profile is at the heart of almost everything you can do in ALIS. Use this page to update resident records and review insights into their clinical and billing statuses.

Access a resident profile

There are multiple ways to efficiently access a resident's profile in ALIS: from the dashboard, from the All Residents page, reports, and almost anywhere else in ALIS that the resident's name is linked. 

Dashboard Search Bar

When you first login to ALIS, an option for locating a resident's profile is to use the Search bar at the top right of your screen.

• Start typing the resident name in the search field. As soon as you begin typing, the below section will start to show related search results for the resident.
• Click the resident name that appears to navigate directly to their profile.

All Residents Page

Another option is to begin on the All Residents page to find a resident's profile. This can be helpful if you do not remember the spelling of their name or perhaps only know their room number or photo. Access the All Residents page by clicking on the dashboard icon or using the Residents dropdown menu at the top of the page. 

The filters section at the top of this page allows you to narrow down the resident or residents. 

• Status - This toggle allows you to view All (any current residents), On Premise (only residents who are physically in the building), and Off Premise (only residents who are not currently in the building; also known as "On Leave") statuses. 
• Search - Use the search bar on this page to search for someone by name within your set filters.
• Room - This dropdown menu allows you to choose from any available room numbers in your community's floor plan to view residents assigned to the room selected.
• Product Type - This refers to the type of residents you serve in your community, and the options found in this multiselect filter are managed in your Company Settings. For assistance with customizing Product Types, contact your Account Manager or our ALIS Customer Success Team. 
• Classification - This refers to an optional, customizable method for grouping residents. An example of classification for identifying insurances types (i.e., Medicaid participants). The options found in this multiselect filter are managed in your Resident Settings. For assistance with customizing Product Types, contact your Account Manager or our ALIS Customer Success Team. 
• You can also sort the list of residents alphabetically by resident name (already done by default), room number, or date of birth by clicking the up/down arrows on the column headers.

Click either their name or the View Profile button on the right to go directly to the resident profile page.

Reports and linked names

You also can navigate to a resident profile by clicking the linked resident's name found in most reports and applicable pages throughout ALIS. Note that for pages that pertain to medications, their name most often will direct you to that resident's Manage Orders page rather than the profile. 

Navigate the resident profile

Resident Status

Every resident profile has a status bar at the top that displays their current status. This status bar shows regardless of if their profile is an Applicant, Current Resident, On Leave or Off Premise, or Moved Out. You will have options to change the status if your security role contains access to manage residents.

Read the below guides for more information on managing a resident's status:

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

CRM/Sales data

Resident profiles that started as a prospect in the ALIS CRM or within another integrated CRM software will contain a section at the top of the page displaying an overview of this sales data.

• If the profile began as a Prospect in our CRM, there will be the ALIS butterfly logo in a section that details the prospect ID, most recent stage, and sales agent. You can quickly access more detailed sales information using the buttons to go to the prospect profile, the story included on that profile, and any notes made by the sales team.
• If the resident profile started as an applicant sent by an outside sales CRM software, that CRM's logo will display in this section with similar information as described above.
• It is also 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. 

Read these Guide to ALIS Prospects and Guide to Referral Sources articles for more information.

Resident photo and easy-access buttons

The top left of the profile always contains a space for a resident photo that can either be set by using the device's camera or uploading a saved image. Read this How to Upload Resident Photos article for more information about adding photos.

Below the photo are a variety of easy-access buttons to help you quickly gather important information, navigate to their Manage Orders page for their medications, add Incident Reports and Observation Notes, in addition to other functions.

• Facesheet - Click this button to download a PDF of the ALIS-autogenerated Facesheet. Refer to these ALIS Facesheets and Facesheets Settings guides for more information. 
• Manage Orders - Click this button to navigate directly to this resident's Manage Orders page. Refer to this Manage Orders guide for more information. 
• Current MAR - Click this button to automatically download a PDF of this resident's current MAR. 
• Report Card - Click this button to create a customized packet of clinical documents from the resident's record. Refer to this Resident Report Card guide for more information. 
• Monitor Resident - Click this button to add a resident for monitoring. Refer to this Resident Monitoring guide for more information. 
• + Incident / + Observation - Use these buttons to create initial incident reports or observation notes. Refer to these How do I complete an incident report? and Guide to Observations guides for more information.
• Emergency Packet - Click this button to automatically download a PDF of the Emergency Packet, which contains a customizable set of documents for your community. Refer to this How to Generate a Resident Emergency Packet guide for more information.
• Merge Resident Profile - Click this button only if there is a duplicate resident profile and you wish to merge both profiles' data into one. Refer to this Merge Duplicate Resident Profiles guide for more information. 
• Link to Prospect - Click this button to link a resident profile to an existing Prospect profile. This should be utilized if an applicant or resident profile was manually created separately from an already created Prospect profile rather than converting the prospect to a resident.  Refer to this How to Convert Prospects to Residents guide for more information. 
• Mark as Unbilled

Resident details at the top of the profile

The top of the page displays a snapshot of the resident profile and any active events, such as a resident's leave duration or monitoring timeline. You can primarily populate this top section by entering information in applicable fields throughout the profile. Specifically, look to the blue bars that make up the rest of the profile as you scroll down the page for areas to update. Review the below 'Blue Bars Explained' section for more details.

This top profile section can contain:

• Basic Details shown are resident name and nickname (" "), community name, room number, Product Type, Classification, 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 will see an alert in this area if there is no residency agreement on file for your resident. Read these Set up Residency Agreements and Residency Agreements Center Guide guides for more information. 

• Leave Information displays here only if the resident is currently off-premise, or "On Leave." Refer to this How to Set a Resident "On Leave" to learn how to set this resident status. Navigate to the Resident Leaves blue bar to update details for a current leave.  
• Evaluation Information includes the current evaluation status, dates of completion and expiration, and care level details. Read this How to Complete an Evaluation article for more information.
• Resident Monitoring information shows here only if the resident has been scheduled for monitoring. If so, this section will display the monitoring dates and reasons for monitoring. For more information about this feature, read this Resident Monitoring guide.

• Advance Directive label shows on the top left side of this section. This is a blue label that displays CPR or DNR, or N/A if no status is filled in. These advanced directive options can be customized in Resident Settings and selected in the Basic Information blue bar. It is very important to update this field as it displays in many places throughout ALIS. 
• Oxygen label will display only if 'Oxygen' is selected in the Additional Devices menu within the Health Profile blue bar. 
• Hospice and Home Health labels display if the resident has a contact with the Contact Type selected as 'Hospice' or 'Home Health'. This can be done in the Contacts blue bar.
• Medical Information shows a 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 displayed here can include a Primary Medical Contact, Primary Financially Responsible contact, Emergency Contact, and more. Read this Resident Contacts Reference Guide for more information.

Blue Bars Explained

When you click each blue bar throughout the profile, this expands a unique section for you to update the resident's records. Certain fields or sections not only populate the top of the resident profile but are also needed to populate the Facesheet. Refer to this ALIS Facesheets guide for more information.

Always remember to click the Update button at the bottom right of almost all sections to save any changes. Note that certain sections save changes automatically. 

Many of these sections contain both required and optional fields. The following list describes the content of each blue bar:

Basic Information

• Update all demographic details and notably the Advance Directive status. 
• The Notes field here will display information at the top of the resident profile, and you have the option to 'Show Notes on Facesheet' as well. 

Move In & Community Information

• Update the resident's move-in dates and their anticipated move out date.
• There are some 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 and Manage their agreement. Read this Residency Agreements Center Guide article for more information on this feature.
• The Room Assignments section allows us to Assign Room or Change 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. Read more this How to Assign a Room guide for more information. 

Move Out Information

• This section provides an additional button to move out the resident immediately if they have already moved out. On the right of this section, you can add an expected move out date and reason if you are anticipating a move out. Enter the dates information here will present a status bar at the top of the profile.
• 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 you to change any records here.

Resident Leaves

• Records of the resident being Off Premise (also known as 'On Leave') will display here. These records can be edited or deleted using the icons to the right. Read this How to Set a Resident "On Leave" guide for more information. 

Health Profile

• It is recommended to add a full list of diagnoses as well as 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 across ALIS.
• If the resident has no special diet, add something like "Regular".
  • You also have the ability to enable Standardized Diets in your Resident Settings which allows you to create a customized list of options to choose from in this section and maintain the Diet Notes field for individualized preferences. For assistance with customizing Standardized Diets, contact your Account Manager or our ALIS Customer Success Team.
• If the resident has no allergies, add something like "No known allergies" or "NKA" to these fields.
• The remaining sections of the Health Profile may be useful for you to update for your residents, but there may be some fields you do not use. All fields found in this section will included in 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 - Record all COVID-19, Shingles, RSV, Tdap, Influenza, and Pneumonia vaccine records here. 
    • You can add all COVID-19 vaccine records including boosters and additional doses. Read this COVID-19 Center Reference Guide article to learn about recording these details in bulk for your residents and staff.
    • For Influenza and Pneumonia, you can record all vaccine doses and refusals.
    • For any record added here, you can upload a file of the official certificate. If you upload COVID-19 vaccine certificates, they are made visible at the top of your resident's profile and accessible in the Emergency Packet when Immunizations records are included. 

• 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

• 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. Read this Resident Contacts Reference Guide for more information.
• Limited Staff Access - When expanded, this blue bar will show any staff or non-staff members (i.e., Home Health, Hospice, Pharmacy Tech, etc.) that have limited access to the resident's details in ALIS. These individuals show here when they've been provided a specific restricted access security role permission and associated to this resident. 

 Calendar Events

• You can create events on the ALIS Calendar from here, and you will see any upcoming events associated with the resident in this section. Read this Calendar Event Types guide for more information.

Compliance Documents, Previously Applicable, and Miscellaneous Documents

• Compliance Documents - Fill online and upload your resident's documents here. In order for selected items to appear in your resident's Emergency Packet, they must have the Completed status in this section. Read this Completing Compliance Items guide to learn more.
• Previously Applicable - This section exists for any previously uploaded documents that no longer apply to this resident. For example, if a resident's Product Type has changed from IL to AL and certain compliance items only pertained to IL residents, then the IL-only documents would move from the Compliance Documents section to the Previously Applicable section.
• Miscellaneous Documents - If you need a location to upload somewhat miscellaneous items, we recommend creating generic compliance "folders" or slots (i.e., 'Other Clinical Documents') in the main Compliance Documents section rather than using the Miscellaneous Documents. Any compliance items that are deleted from your Resident Settings will move to the Miscellaneous Documents section so that you still have access to previously uploaded documents.

Evaluations and Service Plans

• This is one location in which you can Start New Evaluation for a resident. Read this How to Complete an Evaluation for more information. 
• You can continue an in-progress evaluation or service plan, and sign either type of document that has not been signed. You can also view records of historical Evaluations and Service Plans.

Care Plan

• Published Care Plans determine the tasks to be recorded on the Care Tracking page and are solely managed on individual resident profiles. Read this How to Add or Review a Care Plan guide for more information. 
• Care Plans can be created as a result of completing an integrated Evaluation and Service Plan, or they can be created and managed manually without the use of that feature.  

Incident Reports 

• Directly Related Incident Reports - Add and review any reports that were created for this resident. Read this How do I complete an incident report? guide for more information. 
• Indirectly Related Incident Reports - If the resident was added as an "Other Resident Involved" on the initial report created for another resident, that report will display here.

Observations

• Add and read all resident Observation notes in this section. Read this Guide to Observations article for more information. 

Billing

• For information about the Billing section, refer to our billing guides for more details about the functionality of these blue bars: ALIS Helpdesk Billing Guides.

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 also 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, and this may make it easier to search for information you are looking for.
• At the bottom right of this section you can click the page numbers to see older information.

Profile navigation tools

There are many helpful tools to be aware of that can assist you with more seamless review of information and navigation between sections and other profiles.

• There is a gray arrow on the right side of the page pointing to the left. When you click this arrow, it expands a small resident summary. This is particularly 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.
  • If you have Resident Checklist feature enabled, this panel will contain a checklist of items for resident profile completion. This feature is behind an entitlement and requires an ALIS Team to enable it.  Contact your Account Manager or our ALIS Customer Success Team for assistance.
• 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.
• At the top of the page, you can easily navigate between resident profiles by clicking the left and right facing arrow buttons.

How to Set a Resident "On Leave"

The "On Leave" feature temporarily removes a resident's tasks from the Care Tracking and Pass Meds pages when they are away from the community for a short duration and marked as "Off Premise" on their profile. Resident Leaves are officially recorded on the resident's MAR and within ALIS reports.

Resident Leave policy

It is recommended to determine an internal policy for when residents should be marked On Leave. A common policy is to schedule a resident's leave if they will be away from the community long enough to miss a med pass. When a resident is "On Leave", you will see the words "Off Premise" throughout ALIS. 

Configure "On Leave" settings

There are a few customization options for the "On Leave" feature, and these configurations are managed in your Resident Settings. Contact your Account Manager or our ALIS Customer Success Team for help. 

• Enable Auto On-Premise - The ALIS default is set to On. When this setting is enabled, a resident will be automatically marked as "On Premise" on the return date and time if the date as long as the date and time have been set. You can set the return date and time at the point of scheduling the leave and edit it at any point in the Resident Leaves section of the resident profile.
• On Leave Reasons and On Leave Destinations - ALIS provides an auto-generated list of reasons and destinations options. You can disable any of these preexisting options and create new ones.

Mark a resident On Leave

1. On the resident's profile, click the Schedule Leave button at the top right. You can also do this directly from the All Residents page.
2. You will then be prompted through a multi-page workflow. First, you will set the parameters of the leave in the Select Leave Duration section.
   • Leave Information
     • On Leave Start Date, On Leave Start Time, Reason for Leave, Leave Destination are required fields.
     • On Leave Return Date and Time is not required. If you set a return date and time, this can serve as helpful information on the resident's profile and Facesheet. However, you may choose to leave this return date and time blank whether or not you have the Auto-On Premise setting enabled. 
   • Medication Packaging Preferences
     • Select Yes or No at the bottom of this page whether to pack routine medications and PRNs.  
3. Click the Process Dates for Leave button to move on to the next step.
4. If you selected Yes to pack medications, the next View Impact of Leave section will give you a Blank MAR to download, and a list of all active orders. Each order has a checked box on the left. 
   
   • Type the quantity of Doses Needed for each medication. 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 Doses Needed text field. 
   • If there are any orders you decide not to pack for the leave, uncheck the corresponding box and select a reason for not packing it on the right. 
5. When you have finished, click the Create Packet and Mark On Leave button.
6. The next Confirmation section shows the scheduled leave details. Click Return to Profile to view these details on the resident profile.

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 page to generate a PDF containing the Facesheet, a page detailing any packaged medications, and MAR documents. 

Mark a resident back On Premise

1. On the resident's profile, click the Mark on Premise button at the top right. You can also do this directly from the All Residents page.
2. In the pop-up that appears, you will confirm the impact of the resident returning from leave. 
   • If you packed medications, you must indicate whether any medications were returned. If any of the packed medications are tracked in the ALIS Drug Count, the quantity returned is required. 
   • If you select the Monitor Resident checkbox, this will expand a section for you to set a resident for monitoring. This can be particularly beneficial if a resident is returning from a hospital stay, for example. Refer to this Resident Monitoring guide for more information.
3. Click Done to automatically mark your resident as "On Premise." This will also reactive resident tasks in Care Tracking and Pass Meds. 

Resident Move-Outs

Keep your census up-to-date by using the resident move-out workflow to transition the profile from the Current Residents tab to the Moved Out tab. Follow a few simple steps to move out a resident, and never lose access to their profile information.

Configure "Move Out" settings

There are a few customization options for the move-out workflow, and these configurations are managed in your Resident and Floor Plan Settings. Contact your Account Manager or our ALIS Customer Success Team for help. 

• Move Out Reasons and Move Out Destinations - In Resident Settings, ALIS provides an auto-generated list of reasons and destinations options. You can disable any of these preexisting options and create new ones.
• Apply Hotel Rules to move outs - In your Floor Plan Settings, the ALIS default is set to Yes. When this setting is enabled, ALIS marks a resident's room as occupied on the day they move out. Your occupancy data will reflect this by marking the room as unoccupied the day after the set Financial Move Out date. 

Move out a resident

1. On the resident's profile, click the Move Out button at the top right. You can also complete an immediate move out from the Move Out Information section of the resident profile.
2. This opens a pane where you will set the parameters for the move out:
   • Move Out Details
     • Physical Move Out Date, Physical Move Out Time, Move Out Reason, Move Out Destination, and Financial Move Out Date are required fields.
     • Destination Address details are not required.
   • Confirm Impact - In this section, you must confirm the impact of this move out by selecting each check box. This indicates you are aware that moving the resident out will end all care and medications scheduling, as well as room reservations on the set date and time.
3. Click the Confirm Resident Move Out button to automatically change the resident's status to Moved Out. 

Manage 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. 

Viewing and updating moved out profiles may be restricted for your security role. If you are not able to access a moved out profile, contact your Account Manager or our ALIS Customer Success Team for help.

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

• On the moved out profile, most sections will not display the option for you to save any updated fields, which is a change from the active profile.
• The Move In & Community Information section can be updated if you need to retroactively correct Move In or Move Out dates.
• It is also possible to complete Compliance Documents for moved out residents.

Lock Billing

Upon move out, we can see the resident's Billing is still enabled, meaning they may still have active recurring charges and/or an outstanding balance. You must update and "lock" their billing in ALIS, so that the resident will not continue to be billed for any active recurring items. Refer to this Billing for Resident Move-Outs guide for more information.

1. Click the Update Billing button at the top of the page or scroll down the page to the Billing section to complete this process.
2. Review the resident's billing items. Be sure to end all recurring services. The account balances at the top of the billing section must read as $0.00 in order for you to lock their billing.
3. Click the Lock Billing button to complete this action.  

Readmit a Moved Out profile

You always have the option to readmit a Moved Out profile. This should be done if a resident has moved out and ends up moving back in to your community, or if their move out in ALIS was incorrect. 

1. Click the the green Readmit button at the top right of the profile.
2. This opens a pop-up where you must choose one of the three 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 beginning at the Applicant stage to create a separate record of this resident's stay history at your community.
     • • 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.
   • The resident had moved out over a year ago and is moving back in. This option will allow you to choose whether or not to maintain this resident's data once the profile is put back into your Current Residents.
     • • Use the checkboxes to determine if you want to keep the previous Resident Profile, Contacts (Associated contacts will not be included), and Current Medications, PRNs and Treatments.
3. Click the Confirm & Process Readmit button to complete this action.

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 creating a new Observation: 

Resident Contacts Explained

Resident Contact information is essential to have readily available on resident documents. This guide explains how to create Personal and Community contacts and assign the correct tags. Tagging contacts ensures information automatically appears where it's needed.

About Resident Contacts

Resident contacts are categorized as Personal or Community, both of which can be added directly from the resident profile. When contacts are associated to residents they can then be accessed on the Facesheet, in the Emergency Packet, when Processing Pharmacy Orders, in Pass Meds, ALIS Billing, and many other places. 

It is recommended to have a minimum of four contacts for each resident including one of each of the following types: 

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

It is also important to add a contact for the default financially responsible party if this is not the resident themself or the Emergency Contact listed. Read the below Payers section for more details. 

Personal Contacts

Personal contacts are the contacts that only one resident is likely to have, and they are often relatives.

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. 

Refer to this ALIS Facesheets guide for information on how to correctly tag these contacts. 

Community Contacts

Community contacts can be associated with multiple residents within your community, and they are most often health care providers. You add a Community contact once, and then you can associate them to a resident profile from either the Community Contacts page or a resident's profile.

For more information about adding and managing Community Contacts, read this article: How to add Community Contacts.

Add New Contacts

Typically, your residents' Personal and Community contacts are bulk imported during your onboarding to ALIS. After that initial bulk import, your team needs to manually add any new contacts for your residents.

All contacts can be added directly from the Contacts section of the Resident profile: 

However, Community contacts can be added in bulk and most efficiently managed in the Community Contacts page. Community Contacts must also be added here first in order to add them from an individual resident's profile. Access this page by using the Residents dropdown menu:

Contact Types

When creating a contact, each must be assigned a Contact Type. You are required to make a selection from the dropdown menu which contains an exhaustive set of options.

When adding Personal contacts, the list contains types in Relative and Professional categories. If you are choosing a Contact Type in the Professional sublist, it is often most useful to create the contact as a Community Contact so that they can be added to other resident profiles if needed.

Contact Tags

While not technically required, adding Contact Tags is necessary to ensuring that contact information appears in the appropriate places throughout ALIS. 

When creating a Personal contact or editing a Community Contact from a resident's profile, tags are found in the Additional Information section. In the contact details of your Community Contacts, you also have the option to add tags which would apply for all residents associated to that contact.

Medical Contacts

The Medical Contact tag is meant to be used for physicians, nurse practitioners, and any medical specialist who might prescribe medications to a resident.

If you select Physician from your Contact Type list, ALIS automatically checks the Medical Contact tag. 

Any Contact with this tag can be set as the Prescriber when manually adding a medication or processing an order from the pharmacy inbox.  

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

Payers

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

By default, the only payer automatically listed on the account is the resident. If this is appropriate, all you will need to do is update the resident's invoice and payment preferences.

Typically, you need to designate a resident contact as an additional payer or tag as the default financially responsible party. To add a payer, you can either create a new contact on the resident's profile, or designate this status to an existing contact.

Read this article for more information about how to set up payers: How to set a Resident Payer.

Audit Resident Contacts

The most efficient way to audit all contacts that each resident has on file, use the Contacts report. Navigate to your Reports > Resident Reports > Contacts. Once in the report you can use filters and Export to Excel for easy data manipulation.

From within this report, you can even Generate Mailing Labels. Refer to this Create Mailing Labels for Resident Contacts for more information.

How to set profile photos

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

You have the ability to make adjustments to saved profile photos whether or not you choose to Use Camera or Set Photo. 

1. If you need to crop or edit the photo to fit the space better, move your mouse over the saved profile photo and click Edit.
2. In the pane that opens to the right you can crop, zoom, rotate, or move the photo. Click the Reset button to reset any edits and revert the photo back to its original state.
3. Once you have made appropriate edits, click Save Photo to keep your changes. 

If you need to delete a saved photo, hover over the saved profile photo and click Delete. this opens a pop-up for you to confirm that this action cannot be undone.

Related Articles: 

• Guide to Adding New Residents
• Resident Checklist
• How to add Community Contacts
• How to upload Resident photos
• Import Center Reference Guide
• ALIS CRM Reference Guide

For more assistance with Resident Management,

Contact our ALIS Customer Success Team:

888.404.ALIS (2547) or support@medtelligent.com