ADHC / Adult Day Care User Guide

1. Welcome

One Care Portal (OCP) is a secure workspace for adult day health care and adult day care programs. The ADHC module helps your team manage participant records, daily attendance, nursing documentation, medications, authorizations, compliance documents, and forms in one place.

This guide covers the ADHC / Adult Day Care module, shown in the application as Daycare. Separate guides are available for Case Management and Billing Hub.

Key Terms

2. Getting Started

Logging In

1. Open your organization's One Care Portal in your web browser.
2. Enter your email and password.
3. You will land on the Service Overview page.

Finding ADHC / Daycare

The Service Overview page shows all modules available to your organization:

• ADHC (Daycare) — Manage participants, attendance, schedules, nursing documentation, medications, authorizations, forms, and expiring documents.
• Case Management — Coordinate wraparound services, documentation, and case progress.
• Billing Hub — Centralized billing, claims submission, and AR management.

To open ADHC / Daycare:

1. On the Service Overview page, find the Daycare card. It will show a green "Enabled" badge if your organization has access.
2. Click Open Daycare.
3. You will be taken to the Daycare Dashboard.

Top Navigation Bar

The navigation bar at the top of every page includes:

• Dashboard — Returns you to the Service Overview page.
• Manage Users — Opens user management (visible to administrators only).
• Your email address — Shows who is currently logged in.
• Logout — Signs you out of the portal.

3. Your Dashboard

Service Overview > Open Daycare

The Daycare Dashboard is your home base. It shows cards for each feature you have access to. What you see depends on your role.

4. Manage Users

Top Navigation Bar > Manage Users

The Manage Users page lets administrators invite users, update user details, enable or disable accounts, and assign roles for your organization.

ADHC Roles

How to Invite a New User

1. Click the Invite User button.
2. Enter the new user's email address.
3. Optionally fill in their display name and title.
4. Select the Daycare roles they should have.
5. Click Invite User.

How to Edit a User

1. Find the user in the table.
2. Click Edit User in the Actions column.
3. Update their name, title, status, or roles as needed.
4. Click Save Changes.

5. Managing Participants

Dashboard > Manage Participants

The participant roster is where you manage people enrolled in your ADHC or adult day care program.

Participant Roster

Use the roster to search participants, open participant records, edit active records, and move into participant-specific workflows such as schedule, attendance, health, credentials, and authorizations.

How to Add a Participant

1. Click Add Participant.
2. Complete required identity and enrollment fields.
3. Add contact, address, demographics, identifiers, diagnosis summary, and program dates as available.
4. Click Save Participant.

Participant forms may include the following sections:

Identity and Contact

• First Name and Last Name
• Date of Birth, Sex at Birth, Gender Identity, and Preferred Name
• Primary Phone, Secondary Phone, and Email
• Address Line 1, Address Line 2, City, State, and Postal Code

Program and Clinical Details

• Enrollment Status, Start Date, and End Date
• Inactive Date and Inactive Reason when a participant is made inactive
• Diagnosis Summary
• SSN and MRN when your organization tracks them

Profile Pictures

Participant records support profile pictures so staff can quickly confirm they are working in the correct chart.

Participant-Specific Navigation

From a participant record, you can open that participant's schedule, attendance history, health hub, credentials, and authorizations.

6. Attendance and Census

Dashboard > Daily Attendance

The daily attendance roster helps your team track who attended the program on a selected date. Attendance records can support operational census review and billing readiness.

Daily Attendance Roster

1. Open Daily Attendance from the Daycare Dashboard.
2. Select the attendance date.
3. Review scheduled participants for that date.
4. Mark each participant present or absent.
5. Capture arrival time, departure time, and notes when needed.
6. Save your changes.

Attendance Report

Use the attendance report to review attendance history across a date range and validate participant attendance before downstream billing review.

7. Schedules and Service Types

Participant Record > Schedule

Schedules define when a participant is expected to attend and which service type applies. These schedules help populate daily attendance and support authorization tracking.

Participant Schedules

1. Open a participant from the roster.
2. Click Schedule.
3. Add or edit schedule entries with the appropriate dates, times, and service type.
4. Save the schedule entry.

Service Type Administration

Dashboard > Service Types

Tenant administrators can configure service types used by Daycare schedules, attendance, authorizations, and billing metadata.

• Attendance capture mode controls how attendance is recorded for the service type.
• Default present units can default billed units when a participant is marked present.
• Billing metadata helps the service type align with billing workflows.

8. Health and Nursing Documentation

Participant Record > Health

The health hub organizes participant clinical documentation. It includes allergies, medications, vitals, and progress notes.

Allergies

Use allergies to document participant allergy information and keep clinical staff aware of important risks.

Medications

Use medications to track participant medication records and schedules that feed the medication administration workflow.

Vitals

Use vitals to record participant measurements over time and support clinical review.

Progress Notes

Use progress notes to document participant status, observations, care-plan progress, and any follow-up actions needed.

9. Medication MAR

Dashboard > Medication MAR

The Medication MAR gives staff a day-level view of scheduled medication doses across participants. Use it to review what is due and record administration details.

How to Record an Administration

1. Open Medication MAR from the Daycare Dashboard.
2. Select the date you want to review.
3. Find the participant and scheduled dose.
4. Record the administration result and required details.
5. Save the entry.

Review the MAR before the end of the day to confirm scheduled doses have the correct status and documentation.

10. Authorizations

Dashboard > Authorizations

Authorizations help your team track payer approvals for participants, service types, periods, and unit limits.

Authorization Views

• Tenant-wide authorizations show authorization records across Daycare participants.
• Participant authorizations show authorizations for one participant.
• Expiring authorizations highlight authorizations nearing their end date.

Authorization Details

Authorization records can include payer, authorization number, date period, units, rate information, billing source, and Daycare service type details.

Void and Restore

If an authorization should no longer be used, it can be voided with a reason. Clearing the void reason restores a previously voided authorization.

11. Credentials and Expiring Documents

Participant Record > Credentials

Participant credentials help your team track compliance items, effective dates, expiration dates, and supporting documents.

Credential Records

1. Open a participant from the roster.
2. Click Credentials.
3. Add or update the credential details.
4. Upload supporting documents when available.
5. Save the credential.

Credential Documents

Credential documents can be uploaded, viewed, downloaded, and associated with a specific credential record.

Expiring Documents Report

Dashboard > Expiring Documents

Use the expiring documents report to find participant credentials that are expired or nearing expiration, then update the credential record after renewal.

12. Follow-Up Queue

Dashboard > Follow-Up Queue

The Follow-Up Queue collects progress notes that were flagged for additional action. It gives clinical and administrative staff a single place to review open follow-ups across participants.

How to Work the Queue

1. Open Follow-Up Queue from the Daycare Dashboard.
2. Review each flagged note and participant.
3. Open the participant or note details when more context is needed.
4. Complete the follow-up action and mark the item complete when resolved.

13. Form Templates

Dashboard > Form Templates

Form Templates are fillable PDFs that staff can browse, download, and complete outside the system when a paper or PDF form is needed.

Browse Templates

All Daycare users with access can browse available templates at /daycare/form-templates.

Manage Templates

Dashboard > Form Templates > Manage Templates

Tenant administrators can upload, edit, and delete Daycare fillable PDF templates.

• Upload — Add a new fillable PDF template.
• Edit — Update template names, categories, and descriptions.
• Delete — Remove templates that are no longer needed.

14. Common Workflows

Below are step-by-step instructions for common tasks you will perform in the ADHC / Daycare module.

Workflow 1: Complete Participant Intake

1. Navigate to Dashboard > Manage Participants.
2. Click Add Participant.
3. Enter identity, contact, address, enrollment, and clinical details.
4. Save the participant.
5. Add credentials, authorizations, schedules, and health records as they become available.

Workflow 2: Prepare Daily Attendance for Billing Review

1. Confirm participant schedules are current.
2. Open Daily Attendance and select the service date.
3. Mark present or absent status for scheduled participants.
4. Record arrival and departure details when required.
5. Review the attendance report before billing review.

Workflow 3: Document Nursing Care and Follow-Up

1. Open the participant's Health page.
2. Review allergies, medications, and recent vitals.
3. Create or update the progress note.
4. Flag follow-up if the note requires additional action.
5. Use the Follow-Up Queue to track the action to completion.

Workflow 4: Record Medication Administration

1. Confirm the participant medication schedule is current.
2. Open Medication MAR.
3. Select the date and find the scheduled dose.
4. Record the administration result and save.
5. Review the MAR for incomplete entries before the end of the day.

Workflow 5: Renew an Expiring Authorization

1. Open Authorizations > Expiring.
2. Find the participant authorization nearing expiration.
3. Obtain the renewed authorization from the payer.
4. Update the authorization period, units, and service type details.
5. Save and confirm it no longer appears as expiring for the old period.

Workflow 6: Renew an Expiring Credential

1. Open Expiring Documents.
2. Review credentials that are expired or nearing expiration.
3. Open the participant credential record.
4. Update the effective and expiration dates.
5. Upload the renewed document and save.

15. Quick Reference

Use the table below to quickly find any feature in the ADHC / Daycare module.