The route is confirmed, not assumed
Feed, API, interface or export — we establish what your agreement and configuration actually permit, and put it in the scope estimate. No build starts on a data path nobody has verified.
PCC data, out of the EHR and into your own model
A PointClickCare Power BI dashboard built on the data you can actually get out of PCC
Census and occupancy, admissions and discharges, payer mix in days and dollars, MDS and case-mix context, AR aging by payer and staffing hours per patient day — modelled from your own PointClickCare extracts by a senior US engineer, on a refresh schedule that matches when the feed lands.
Representative dashboard — sample data
The extraction question comes first
Getting the data out is the whole job. Everything after it is modelling.
Skilled nursing and senior care operators running PointClickCare do not usually lack reports. What they lack is PCC data sitting next to the general ledger, the payroll file and the budget, calculated their way, on one page. That is not a visualization problem — it is an extraction problem, and every honest conversation about this build starts there.
There is no first-party Microsoft connector for PointClickCare, and anyone promising a one-click link is selling you something that does not exist. What does exist is a short list of supported routes, each gated by what your agreement and your PCC configuration actually allow. We establish which one applies to you, in writing, before a single hour is spent designing a report page.
Views we build from PCC data
- Census & occupancy
- Admissions & discharges
- Length of stay
- Payer mix, days & dollars
- MDS & case-mix context
- AR aging by payer
- Hours per patient day
Try us risk-free for 4 hours
Buy a block of prepaid Flex hours and, if you're unhappy within the first 4 hours, we refund you in full — no questions asked. Hours are deducted only for work you've reviewed and approved, there's no project minimum, and your banked hours never expire.
Why operators come to us
What a done-for-you build on your PCC extract gives you
You describe the reporting; a senior engineer confirms the data route, models your real facilities, payers and bed types behind it, and keeps it refreshing.
PCC data beside the ledger
Census from PointClickCare, revenue and expense from the general ledger, worked hours from payroll, targets from your budget file — one model, so revenue per patient day and cost per patient day share a denominator.
Your definitions of the numbers
What counts as an occupied bed, whether a bed hold is a census day, how Medicare Advantage is grouped in payer mix — these are operator decisions. We write your answers as measures, once.
Refresh tied to the feed, not to hope
We schedule the dataset to refresh after the extract lands, monitor it, and fix breakages from your banked hours. That is the part connector tools quietly hand back to you.
Scoped to operations and finance
Census, payer mix, AR and staffing — deliberately not a clinical analytics programme. Narrow scope keeps the data minimal, the governance simple and the first build genuinely testable.
Multi-facility from day one
One page ranks every building on occupancy, payer mix and AR days; two clicks later you are inside a single facility's unit and payer detail. The same model answers both questions.
Where does PointClickCare Advanced Insights stop?
Not where people assume. Advanced Insights is PointClickCare's own analytics layer, embedded in the EHR, covering clinical, financial and operational metrics, and PointClickCare describes it as updated daily with the latest clinical documentation and MDS assessments. For a director of nursing checking today's census or an administrator reviewing length of stay, that is often exactly right, and we say so.
It stops at the edge of PointClickCare. Your general ledger is not in it. Neither is your payroll file, your agency invoices, your budget, or the two facilities that run on a different system after an acquisition. Nor are your definitions: the measures are PointClickCare's, in PointClickCare's layout. The operators who call us have almost always already tried Advanced Insights and concluded they need a model they own rather than a different report inside someone else's product.
How does PointClickCare data actually leave the system?
This is the section other pages skip. There is no Microsoft-published PointClickCare connector, so the route is arranged rather than selected from a dropdown, and which routes are open to you depends on your agreement, your modules and your configuration. In practice, it is one of five.
| Route | What it gives you | Practical limits |
|---|---|---|
| Scheduled flat-file feed to SFTP | Structured extracts delivered on a fixed cadence, usually overnight, landing where you control them | The report can never be fresher than the drop; someone has to own the landing zone and file retention |
| PointClickCare APIs (developer / Marketplace programs) | Programmatic access to defined resources, refreshed on your schedule rather than theirs | Requires PointClickCare enrolment and customer authorization; scope is limited to the resources published |
| HL7 or FHIR interfaces | Standards-based clinical and demographic exchange, including PointClickCare's published FHIR endpoint | Built for interoperability, not finance — weak fit for AR, payer mix and ledger reporting |
| Scheduled report exports (CSV / Excel) | A workable fallback when nothing else is entitled; uses reports you already run | Fragile if a human runs it; column changes break silently unless the pipeline validates them |
| A warehouse your PCC data already lands in | The cleanest option — Power BI reads a database you own, with history already retained | Only available if someone has already built that pipeline; otherwise it is a separate project |
Where the data lands in a database you control, Power BI's documented SQL Server connector (opens in new tab) is usually the cleanest path, and if that database sits on your own network we configure Microsoft's on-premises data gateway (opens in new tab) so scheduled refresh can reach it. Where only file feeds exist, we build a dependable pipeline from those instead of pretending a live connection is there.
Which PCC data carries which metric?
PointClickCare does not hand customers a documented relational schema to query, so the honest answer is that the exact shape depends on the feed or API resources you are entitled to. What does hold true in every engagement is which data domain carries which number, and that is what we map in the scope estimate.
Census and bed status, plus the admission, discharge and transfer record, carry average daily census, occupancy against licensed and operating beds, admissions and discharges by source, and length of stay. Resident payer assignment over time carries payer mix — in days and in dollars, which are different stories and are frequently confused. MDS assessment extracts carry the case-mix and PDPM context that explains why Medicare revenue per day moved without the census moving. The billing ledger and claim status carry AR aging by payer, days in AR and cash posted. Worked hours from payroll and scheduling join the census to produce hours per patient day, agency reliance and labour cost per patient day — the same hours you already assemble for Payroll-Based Journal reporting.
Shaping those domains into one model that answers portfolio questions and facility questions from the same measures is ordinary discipline done carefully, and it is covered in depth on our data modeling and DAX page.
What does the refresh schedule actually look like?
Plainly: your dashboard is exactly as current as your feed, and a build that pretends otherwise loses trust in week one. Overnight extracts make the report a next-morning picture, and we schedule refresh to run after the file reliably lands rather than at a time that looked convenient. Where an API route is open, refresh can run more often and census becomes near-live.
Microsoft's documented data refresh limits (opens in new tab) apply: Power BI Pro supports up to eight scheduled refreshes per day, with more frequent options on higher tiers. For AR and census history we usually add incremental refresh (opens in new tab) so years of history stay queryable without reloading everything nightly. Every dashboard carries its own "data as of" stamp, so nobody argues about whether they are looking at today.
What about PHI and governance?
We keep this build on the operational and financial side of the line on purpose. Census counts, payer mix, AR and staffing hours can be modelled at facility, unit and payer level without resident-identifiable detail, and a minimal extract is easier to govern, easier to approve and faster to deliver. Where resident-level granularity is genuinely required, access is restricted with row-level security (opens in new tab) in line with your minimum-necessary policy.
On the platform itself, Microsoft documents its HIPAA and HITECH compliance (opens in new tab) and the Business Associate Agreement that covers Power BI — but no tool makes an organization compliant. The controls, the agreements and the governance remain yours, and we will tell you when a request is outside what this scope should carry.
What does it cost, and how fast?
You buy prepaid Flex hours that never expire: Starter $2,500, Growth $4,600, or Power $8,000, with hourly rates from $100 on the largest block. A first build covering census and occupancy, payer mix, AR aging and hours per patient day typically fits inside one block once the data route is confirmed. There is no project minimum and no retainer — refill when you're ready for more.
Before any work begins you get a scope and hours estimate, and hours deduct only for builds you approve. Most focused builds ship in 3–5 business days after the extract is flowing; the variable is nearly always how long it takes to get the feed or API turned on, which is why we do that first. If you're building an internal budget, our guide to Power BI dashboard development cost breaks down what drives the number.
Who is this for?
Owners, administrators, CFOs, controllers and regional directors at skilled nursing facilities, senior care operators and small multi-facility groups running PointClickCare without an in-house BI team. If your question is about outcomes and operating KPIs across independent living, assisted living and memory care rather than about getting data out of one EHR, our Power BI dashboards for senior living page is the industry-level view and links back here for the PCC data path. Hospitals, clinics and provider groups on Epic, Cerner or Meditech belong on Power BI for healthcare, and if the pressing problem is claim denials, appeals and 835 remittance rather than census, see our Power BI denial management dashboard page. If you would rather buy senior engineering hours and direct the work yourself, hire a Power BI developer by the hour instead. Agencies delivering care in the home rather than in a facility are a different payment model altogether — 30-day PDGM periods, LUPA thresholds and visit utilization instead of bed census and resident days — and that work is covered on Power BI for home health agencies. Contact is form-only — send your request and we'll reply with a scope estimate.
Pages we build from PCC data
- Census & occupancy by facility and unit
- Admissions, discharges & length of stay
- Payer mix in days and dollars
- AR aging by payer & days in AR
- Hours per patient day & agency reliance
3–5
business days, typical
Prepaid
hours, never expire
You
own everything
A first PointClickCare build usually fits inside one Flex block once the feed is flowing. See Flex pricing →
How it works
From a confirmed extract to a live operations report
- 1
Confirm the data route
Tell us your facility list, which PointClickCare modules you run, and the pages you need. We work out which extraction route your agreement supports, and reply with a scope and hours estimate naming it explicitly before any work begins.
- 2
We model & build
A senior US-based engineer lands the extract, builds the semantic model and DAX behind census, payer mix, AR and hours per patient day, and validates the totals against the PointClickCare reports your team already trusts — most focused builds in 3–5 business days.
- 3
Refresh & hand over
We publish to your workspace, set refresh to run after the feed lands, configure row-level security where regional or facility-level access needs limiting, and hand over the report and credentials. You own everything; we maintain it from your banked hours.
Representative perspective
Payer mix by days and payer mix by dollars had been used interchangeably in our own meetings for years. Seeing both on one page, from one definition, ended a lot of circular arguments.CFO, multi-facility skilled nursing operator
Representative perspective
The useful part was being told which extraction route we were actually entitled to before we budgeted anything, instead of finding out three weeks in.Administrator, regional senior care group
Find out which extraction route is open to you
Tell us your facility count, the PointClickCare modules you license, and the four or five numbers your operations review actually turns on. We'll come back with the data route and a scope estimate in hours.
FAQ
Questions operators ask first
There is no first-party Microsoft connector, so it takes a deliberate route: a scheduled flat-file feed delivered to SFTP, an API entitlement arranged through PointClickCare's developer and Marketplace programs, HL7 or FHIR interfaces, scheduled report exports, or a warehouse your PCC data already lands in. We confirm what your agreement allows before designing anything.
Advanced Insights visualizes PointClickCare data inside the EHR, on PointClickCare's model and layout, and is described as updating daily with clinical documentation and MDS. A Power BI model puts your definitions in charge and sits general ledger, payroll, budget and non-PCC facilities beside the census. You own it and can change it.
The operational and financial layer: census and bed status, admissions, discharges and transfers, resident payer assignment, MDS assessment extracts for case-mix context, and the billing ledger with AR by payer. We deliberately keep detailed clinical documentation out of scope unless you have a specific governed reason to include it.
Never more often than your feed. Scheduled extracts typically land nightly, so the report is a next-morning picture, and we schedule Power BI refresh to run after the file arrives rather than on a guess. Microsoft's documented limit is up to eight scheduled refreshes a day on Power BI Pro, with more on higher tiers.
No. We are an independent US-based Power BI service and claim no PointClickCare or Microsoft partnership. We work only through supported, documented routes into data you already own, and our engineers are Microsoft-certified. We will not overstate either relationship to win the work.
Related work
This page stays on the PointClickCare data path — what leaves the system, how, and what you can measure with it. The wider operating picture for senior care, including communities that run other platforms, sits on Power BI dashboards for senior living, and once your reporting is live a Power BI health check keeps refresh, performance and access honest. Every task is scoped from your prepaid block of senior-led hours — no project minimums, and hours are deducted only for work you approve.
Book a free demo
Get senior Power BI help, on demand
Tell us the task. We scope it, you approve, and a senior consultant delivers — typically in 3–5 business days. Prepaid hours that never expire.
- Prepaid hours from $100/hour — and they never expire
- Senior-led delivery — 20+ years on the Microsoft platform
- Typical 3–5 business day turnaround
- Full refund if you’re unhappy in your first 4 hours
The fastest way to reach us is the form — tell us the task and we'll reply within one business day.