Sign the BAA
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What you're signing
Business Associate Agreement. Billing records only, never charts. No sale of data, no model training. Exhibit A lets your pharmacy and vendors send billing records to Kaigo.
Or email it: lukas@kaigohealth.ai
Three documents
Any format. Partial is fine.
Pharmacy statements, 12 months Must
Where to find it
- AP files, or the pharmacy portal under Statements.
- Detail pages, not the summary.
- Six or twelve months if you have them.
Census export, 12 months Must
PointClickCare clicks
- Reports → Detailed Census (Admin, ADT/Profiles).
- Period Yearly, name blank, all sections.
- Export CSV.
Resident insurance list Must
PointClickCare clicks
- Reports → search "insurance" → Resident Insurance Setup.
- Payer Type All. "Effective as of" = full 12 months, not today.
- Export CSV or PDF.
Later
Each one opens another lane. None block the first review.
Pharmacy agreement + rate schedule Should
What counts
- Signed agreement.
- Rate schedule.
- Amendments.
Managed-care contracts Optional
What counts
- Rate exhibits matter most.
- Summaries are fine to start.
Vendor invoices, 6 months Optional
What counts
- Wholesaler, food, supply, DME, agency.
- An AP export replaces all of it.
PointClickCare access
Named logins for your Kaigo team, same as adding someone to your back office. About 5 minutes each. Needs someone who can create Security Users; if that's not you, hand this step off.
- Admin → Manage Users → New. One user per person in the table. Long Username = their name, Login Name = their login, Email = theirs. Your facility prefix is added automatically.
- Standard Role: tick the same roles as your Business Office Manager, plus Administrator. Don't build or clone a role. Set Care Provider Access Only to N (Admin and Clinical) and tick Remote User.
- Temporary password: anything; it changes on first login. Send it through the secure form, not email or text.
| Name | Login | |
|---|---|---|
| Kazuki Shin (technology) | kazuki | kazuki@kaigohealth.ai |
| Lukas Klaiber (analytics) | lukas | lukas@kaigohealth.ai |
We create the logins with you at your desk or on a screen-share. Nothing to prepare.
I don't see "Manage Users"
Only users who can create Security Users see it. Forward this step to whoever adds staff to PCC.
Do I have to change one of my role templates?
No. New user, tick your BOM's roles plus Administrator. Never edit or clone an existing template; that changes everyone on it.
Kaigo sees clinical data but no census or billing reports
Default clinical roles hide the Admin and billing module. Add the BOM's roles: Census, A/R, Authorizations, Resident Insurance, Collections.
The reports run but come back empty
On the user: set Care Provider Access Only to N in both Admin and Clinical, and Group Access Only (Collections) to N. This is the fix that took one facility a week to find and one minute to apply.
"Client access has been restricted", zero residents
Same two settings as above, and check the user is attached to your live facility. Compare against a staff account with the User Access report.
Login works inside the building only
Admin → Setup → Security Users → Edit the user → tick Remote User → Save. Minutes.
Corporate or IT has to approve
Send them this step with the signed BAA attached and tell us the turnaround. Meanwhile the two exports in step 2 are enough for us to start.
A report export came back blank
Rerun it and wait until it says Completed before downloading. Still blank: tell us, we pull it with the read-only login.
How do I remove access later?
Admin → Manage Users → deactivate the user. One click; everything they did stays in your audit log under their name.
What's next
- Day 0. Signed.
- Day 1–5. Documents arrive. One weekly summary, no email chains.
- Day 10. First findings, line numbers included.
- Monthly. One statement in, one report back.
Kaigo Health
lukas@kaigohealth.ai