Care Module User Guide

1. Welcome

One Care Portal (OCP) is a secure workspace for programs delivering community-based care services, including adult day health care (ADHC), intellectual and developmental disabilities (IDD) services, and related programs. The Care Module helps your team manage participant records, daily attendance, nursing documentation, medications, incident reporting, ISP goals, authorizations, compliance documents, and forms in one place.

This guide covers the 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 the Care Module

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

• Care Module (Daycare) — Manage participants, attendance, schedules, nursing documentation, medications, incidents, ISP goals, authorizations, forms, and expiring documents. Supports ADHC, IDD day programs, and related services.
• Case Management — Coordinate wraparound services, documentation, and case progress.
• Billing Hub — Centralized billing, claims submission, and AR management.

To open the Care Module:

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.

Care Module 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 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, goals, incidents, 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, guardian details, and program dates as available.
4. Click Save Participant.

Participant records may include the following sections:

Identity and Contact

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

Program and Clinical Details

• Enrollment Status: Pending, Active, Inactive, or Discharged
• Start Date and End Date
• Inactive Date and Inactive Reason when a participant is set to Inactive
• Diagnosis Summary and Secondary Diagnosis
• Disability Category and Support Needs Level
• ISP Plan Date and ISP Review Date
• SSN and MRN when your organization tracks them

Guardian and Emergency Contact

• Guardian Name
• Guardian Phone
• Guardian Relationship

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, ISP goals, incidents, 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 month and validate participant attendance before downstream billing review. Monthly reports can be downloaded as an Excel file.

Billing Export

Daily Attendance > Billing Export

The billing export prepares attendance data for downstream billing processing.

• Preview — validates attendance rows before export and surfaces any issues such as missing authorizations or unit calculation errors. Review the preview to resolve problems before exporting.
• Download — generates and downloads an Excel file of validated attendance records ready for 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 the daily attendance roster 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 weekday, times, service type, and effective dates.
4. Save the schedule entry.

Each schedule entry supports the following:

• Effective Start and End Date — limits the date range during which the schedule entry applies. Entries outside their effective range are excluded from the daily roster.
• Pause — schedules can be paused temporarily without being deleted. Paused schedules are excluded from the daily roster but remain on record for reference.
• Notes — optional free-text notes about the schedule entry.

Service Type Administration

Dashboard > Service Types

Tenant administrators can configure service types used by Daycare schedules, attendance records, authorizations, and billing exports. Each service type controls how attendance is captured and how billable units are calculated.

8. Health and Nursing Documentation

Participant Record > Health

The health hub organizes participant clinical documentation across four areas: allergies, medications, vitals, and progress notes.

Allergies

Allergy records document participant allergy information and keep clinical staff aware of important risks.

• Allergen Name — the substance causing the reaction
• Allergy Type — the category of allergy (e.g., food, medication, environmental)
• Severity — Mild, Moderate, or Severe
• Reaction Description — description of the observed reaction
• Status — Active, Inactive, or Resolved
• Notes — additional clinical notes

Medications

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

• Medication Name, Dose, and Dose Unit
• Frequency and Route (e.g., oral, injection, topical)
• Start Date and End Date
• Instructions, Precautions, and Notes

Each medication can have one or more Medication Schedules specifying the scheduled time and dose label for that administration window. Scheduled times appear on the Medication MAR for the correct date so staff can record each administration.

Vitals

Vital sign records capture participant measurements over time and support clinical review.

• Temperature (with measurement source)
• Pulse and Respiration Rate
• Blood Pressure — systolic, diastolic, and position
• Oxygen Support — None, Room Air, or Supplemental Oxygen; flow rate when applicable
• Blood Glucose — level and clinical context
• Pain Scale and Notes

Vital records for a participant can be exported to Excel by month for external review or reporting.

Progress Notes

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

Note Types

• Routine Update
• Change in Condition
• Incident Follow-Up
• Medication Observation
• Behavior Observation
• Family Communication
• Provider Communication
• Other

Related To and Action Taken

Each note can specify what it is related to (Vital Signs, Incident, Medication, Blood Glucose, General Care, or Other) and what action was taken (No Action Needed, Monitored, Provider Notified, Family Notified, Sent for Evaluation, Emergency Services, or Other).

Follow-Up

Notes can be flagged for follow-up with a description of the required action. Flagged notes appear in the Follow-Up Queue until marked complete.

Signing

Progress notes support electronic signature. Once a note is signed, the signer's name, timestamp, and IP address are recorded. Signed notes are locked and cannot be edited without voiding the signature.

PDF Export

After a progress note is saved, the system generates a PDF. Once the PDF is ready, a download link appears on the note detail page. PDF generation status is shown as Pending, Generating, Complete, or Failed.

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, including whether the medication was administered and any notes.
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 all Care Module 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, authorized units, rate information, billing source, and linked 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 credential details including category, credential type, identifier, issuing authority, and dates.
4. Upload supporting documents when available.
5. Save the credential.

Credential fields include: category, credential type, identifier, issuing authority, state, completion date, effective date, expiration date, status (Pending or Completed), and notes.

Credential Documents

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

Expiring Documents Report

Dashboard > Expiring Documents

Use the expiring documents report to find participant credentials that are expired or nearing expiration. Filter by days until expiration, status, and category. Update the credential record after renewal to remove it from the report.

12. Incidents

Dashboard > Incidents  |  Participant Record > Incidents

The Incidents module lets your team document, track, and follow up on safety or clinical events affecting participants. Incidents can be reported from the tenant-wide incident list or directly from a participant record.

Incident Views

• Tenant-wide incident list — shows all incidents across the organization with filtering by date range, incident type, severity, state reportability, and follow-up status.
• Participant incidents — shows incidents specific to one participant, accessed from the participant record.

Incident Fields

• Incident Type and Date / Time
• Location — where the incident occurred
• Description — full account of what happened
• Contributing Factors and Immediate Action Taken
• Severity — Minor, Moderate, Serious, or Critical
• Injury — whether an injury occurred and a description if so
• Witnesses and Staff Present
• Reportable to State — flag for events that must be reported to a regulatory agency; records the date reported when applicable
• Follow-Up Needed — flag with follow-up notes; mark complete when resolved

How to File an Incident Report

1. Navigate to Dashboard > Incidents or open the participant and click Incidents.
2. Click Add Incident.
3. Enter the incident date, time, type, location, and description.
4. Select the severity level.
5. Record whether an injury occurred and describe it if so.
6. List witnesses and staff present.
7. Check Reportable to State if applicable.
8. Flag Follow-Up Needed with details if additional action is required.
9. Save the incident report.

13. ISP Goals

Participant Record > Goals

ISP Goals track Individual Service Plan objectives for each participant. Goals define target behaviors, measurement methods, and mastery criteria. They can be organized hierarchically with sub-goals under parent goals.

Goal Fields

• Description — the goal statement
• Domain — the skill or care domain this goal addresses
• Target Behavior — the specific behavior being measured
• Measurement Method — how progress is assessed
• Mastery Criteria — the conditions that define mastery
• Target Percent and Consecutive Sessions — optional numerical mastery thresholds
• Start Date
• Parent Goal — optional link to a parent goal, creating a sub-goal hierarchy
• Notes

Goal Status

How to Add a Goal

1. Open a participant from the roster.
2. Click Goals.
3. Click Add Goal.
4. Enter description, domain, target behavior, measurement method, and mastery criteria.
5. Optionally set a target percent or consecutive sessions threshold.
6. Optionally link to a parent goal to create a sub-goal.
7. Save the goal.

Marking a Goal Mastered

When a participant has met mastery criteria, click Mark Mastered on the goal. The system sets the status to Mastered and records the mastery date. Mastered goals are retained on the record for historical reference.

14. 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.

15. 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 Care Module 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 Care Module 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.

16. Common Workflows

Below are step-by-step instructions for common tasks you will perform in the Care Module.

Workflow 1: Complete Participant Intake

1. Navigate to Dashboard > Manage Participants.
2. Click Add Participant.
3. Enter identity, contact, address, guardian, enrollment, and clinical details.
4. Save the participant.
5. Add credentials, authorizations, schedules, ISP goals, 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. Use the Billing Export Preview to review any validation issues.
6. Download the billing export once ready for 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, selecting the appropriate note type, related-to, and action taken.
4. Flag follow-up if the note requires additional action.
5. Electronically sign the note when documentation is complete.
6. 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.

Workflow 7: Document an Incident and Complete Follow-Up

1. Navigate to Dashboard > Incidents or open the participant and click Incidents.
2. Click Add Incident.
3. Enter the incident date, time, type, location, and description.
4. Select the severity level and record whether an injury occurred.
5. List witnesses and staff present.
6. Check Reportable to State if the incident must be reported to a regulatory agency.
7. Flag Follow-Up Needed with details if additional action is required and save.
8. When follow-up is resolved, open the incident record and mark follow-up complete.

Workflow 8: Add and Manage ISP Goals

1. Open a participant from the roster.
2. Click Goals.
3. Click Add Goal and enter description, domain, target behavior, measurement method, and mastery criteria.
4. Optionally link to a parent goal to create a sub-goal.
5. Save the goal.
6. As the participant progresses, update the goal status (Active, On Hold, or Discontinued) as appropriate.
7. When mastery criteria are met, click Mark Mastered — the system records the mastery date automatically.

17. Quick Reference

Use the table below to quickly find any feature in the Care Module.