Manage group homes, day programs, and facility-based scheduling.

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What Are Facilities?

Facilities are locations where multiple clients receive services:

• Group homes — Residential care settings
• Day programs — Daytime activity centers
• Nursing homes — Skilled nursing facilities
• Mental health facilities — Behavioral health settings

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Why Use Facilities?

Benefit	Description
Grouped scheduling	See all clients at one location
Schedule exports	Send weekly schedules to facility staff
Transportation coordination	Plan NEMT for facility clients
Roster management	Track who lives/attends where

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Creating a Facility

Step 1: Add Facility

1. Go to Clients → Facilities tab
2. Click + Add Facility

Step 2: Facility Details

Field	Description
Name	Facility name (e.g., "Sunrise Group Home")
Type	Group Home, Day Program, Nursing Home, etc.
Address	Full facility address
Phone	Main facility number
Contact Name	Primary contact person
Contact Email	For sending schedules

Step 3: Save

Click Create Facility — you can now assign clients.

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Assigning Clients to Facilities

Individual Assignment

1. Go to client profile
2. Click Edit
3. Select Facility from dropdown
4. Save changes

Bulk Assignment

1. Go to Facilities → Select facility
2. Click Manage Clients
3. Check clients to add
4. Click Save

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Facility Status

Status	Effect
Active	Normal operations
Paused	Temporarily stops scheduling for all clients
Archived	Facility closed, clients need reassignment

Pausing a Facility

Use when facility temporarily closes (renovations, outbreak, etc.):

1. Go to facility profile
2. Click Pause Facility
3. All clients at this facility are paused
4. Existing appointments remain, new ones blocked

Resuming

1. Click Resume Facility
2. Clients return to active status
3. Scheduling resumes normally

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Exporting Facility Schedules

Send weekly schedules to facility coordinators:

Weekly Schedule Export

1. Go to Facilities → Select facility
2. Click Export Schedule
3. Select week
4. Choose format: Excel or PDF
5. Download or email directly

Schedule Contents

• Daily breakdown (Monday–Sunday)
• Appointment times
• Client names (privacy-formatted: "John S.")
• Caregiver assigned
• Service type (CE, SH)

Emailing Schedules

1. Click Send Schedule
2. Select recipients (facility contacts)
3. Add optional message
4. Click Send

Recipients receive branded email with schedule attached.

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Transportation Schedule Export

For facilities with NEMT clients:

1. Go to facility → Transportation tab
2. Click Export Transportation
3. Select week
4. Download Excel with:
   • Pickup times
   • Client names
   • Transportation company
   • Destination

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Facility Contacts

Add multiple contacts who receive schedules:

1. Go to facility profile → Contacts
2. Click + Add Contact
3. Enter name, email, phone
4. Select which reports they receive:
   • Weekly schedule
   • Transportation schedule
   • Client roster
   • Hours summary

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Viewing Facility Dashboard

The facility page shows:

• Client count — Active clients assigned
• Today's appointments — What's happening today
• This week — Upcoming schedule overview
• Staff assigned — Caregivers serving this facility

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Tips

• Name facilities consistently — Include type (e.g., "Oak Street GH")
• Add all contacts — House managers, shift supervisors
• Export schedules weekly — Usually Friday for next week
• Review client assignments — Update when clients move

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Related Articles

• Creating Appointments — Schedule at facilities
• NEMT Request Management — Facility transportation
• Client Billing Reports — Filter by facility