Everything here is written down so you can forward it to whoever runs your EMR and get on with your day. There is no integration to build, no software to install, and nobody has to sit on a call. If your EMR can email a report on a schedule, you are already done in about ten minutes.
Your team sets up one recurring report during onboarding: a scheduled patient-list export from your EMR — daily is ideal, weekly works. After that, nobody touches it. That single report is enough for us to start.
Visits, plan of care, assessments and orders. Each one you add switches on more checks, by itself, the day it first arrives. You do not have to tell us, and we do not have to configure anything.
We reply to the first file of each type confirming what we could read, which columns we matched, and which we could not find. If something is missing you will know within minutes, not at your next survey.
Column names do not have to match ours exactly. Our reader recognizes the common variations — "Patient ID", "MRN", "Medical Record Number" and "Chart Number" are all understood, and so are "SOC Date", "Admission Date" and "Start of Care". Send the report the way your EMR already produces it and we will work with it. CSV or Excel, either is fine.
One row per patient currently on service.
| Column | Needed? | What it does for you |
|---|---|---|
| Patient ID or MRN | Required | Ties every other report back to the right person |
| Patient name | Helpful | So the brief names someone your team recognizes |
| Admission / start-of-care date | Required | Every deadline clock starts here |
| Status | Strongly advised | Tells us who has left, so we stop chasing them |
| Discharge date | Optional | Starts the discharge and transfer summary clocks |
| Date of death | Optional | Starts the bereavement schedule, up to one year (hospice) |
| Primary diagnosis, case manager | Optional | Makes the brief easier to act on |
One row per visit, covering at least the last 60 days.
| Column | Needed? | What it does for you |
|---|---|---|
| Patient ID | Required | Matches the visit to the patient |
| Visit date | Required | Drives supervision and visit-timing checks |
| Discipline or visit type | Required | Tells nursing visits apart from aide visits |
| Visit status | Helpful | So missed and cancelled visits are not counted as made |
| Signed date | Optional | Switches on the unsigned-note check |
| Chart closed date | Optional | Switches on the 24-hour chart closure check |
One row per patient.
| Column | Needed? | What it does for you |
|---|---|---|
| Patient ID | Required | Matches the plan to the patient |
| Ordered disciplines | Required | Lets us compare what was ordered against what was delivered |
| Ordered frequency and duration | Required | The single most cited finding in the country |
| Diagnoses, medications, safety measures, hospitalization risk, advance directives | Helpful | We check each required element is actually present |
| Last IDG review date | Hospice | Drives the 15-day interdisciplinary group review check |
One row per assessment.
| Column | Needed? | What it does for you |
|---|---|---|
| Patient ID | Required | Matches the assessment to the patient |
| Assessment completed date | Required | Drives the 5-day and 15-day assessment clocks |
| Transmission date | Home health | Drives the 30-day OASIS transmission check |
Most EMRs can email a saved report on a schedule. Whoever administers yours will know where that setting lives — it is usually near where reports are saved or bookmarked, and is called something like scheduled reports, report subscriptions, or automatic delivery. Point it at the feed address in your welcome email.
Put the report type and your agency name in the subject line, like this:
ComplyWell census [Northside Hospice] ComplyWell visits [Northside Hospice] ComplyWell plan of care [Northside Hospice] ComplyWell assessments [Northside Hospice] ComplyWell orders [Northside Hospice]
If the subject gets mangled or your EMR will not let you set one, do not worry — we work out what a report is from its columns, not its name. The subject just makes it faster.
Copy and paste this. It says everything they need in the language they use.
Hello, We would like to set up a recurring report delivery by email. Report: our current patient census, one row per patient on service. Columns: patient ID or MRN, patient name, admission or start-of-care date, status, discharge date, date of death. Format: CSV or Excel attachment. Schedule: every morning (weekly is acceptable if daily is not available). Delivery: email to the address we will provide. Subject line, if it can be set: ComplyWell census [our agency name] We would also like the same recurring delivery for these reports when convenient: a visit report (one row per visit, last 60 days, with visit date, discipline, visit status, and signed and chart-closed dates if available); a plan of care report; an assessment report; and an orders report. Please confirm once the schedule is in place. Thank you.
Some do not, and that is fine. Two options that work just as well:
Export and send it yourself. Run the report, save it, and email it to the same address. It takes a minute or two and can be handed to whoever opens the office.
Use the client portal. Sign in at your client login and upload the file. Every upload is recorded in your agency's audit trail so you can always show what was sent and when.
We read it, pull out the dates the rules need, and record what we found. You get a reply confirming which columns we matched and which we could not find, so a report that quietly stopped including a column does not go unnoticed for months.
If we cannot confidently tell what a report is, we ask you and change nothing until you confirm.
If your reports stop arriving, your daily brief says so at the top rather than presenting old numbers as current. Deadlines calculated from admission dates stay correct either way.