On the first of the month, the business office manager at a skilled building opens MatrixCare and copies the midnight census into the spreadsheet the dietary manager budgets from. By the middle of the month the census in MatrixCare has moved and the number in the spreadsheet has not, and the dietary manager is still ordering against the old count.
Adelpo pulls census totals from MatrixCare once a day, and every PPD budget set up in Adelpo is adjusted daily on the total projected census for the month. The dietary manager's budget figure follows the count on its own, and nobody has to copy a census into a spreadsheet to keep it current.
That is close to the wording on MatrixCare's partner marketplace listing for Adelpo, read Oct 6, 2026. The listing says census totals "will be synced from MatrixCare to Adelpo once a day using a 7-day historical look-back," and that any PPD budgets set up in Adelpo "will be automatically adjusted daily based on the total projected census for the month."
What crosses over, and when
The thing that crosses is the census total, a count. It comes across once a day, and each day's sync looks back over the previous seven days of totals instead of resting on a single night's number. The budget then adjusts on the projected census for the month, which is the count a PPD budget turns into dollars.
A run of admissions in the second week raises the projected census, and the budget figure follows at the next daily adjustment. Discharges pull it down the same way. The rate per patient day is the figure the controller typed in when the budget was set up, and the census under it is what the sync supplies.
How the rate and the count turn into a dollar figure for the month, and what that figure does when the count moves mid-month, is worked through in how a per patient day budget moves when the census moves.
Because the sync is daily, an admission entered in MatrixCare after today's run reaches Adelpo at the next one. The count in Adelpo is the count in MatrixCare, and keeping MatrixCare current is still the business office's job.
What the budget is measured against
The budget the dietary manager opens already reflects this month's projected census. What it is measured against is the spend that came through Adelpo, the orders placed and the invoices captured, and the budgets, approvals, alerts and reports in Adelpo are built to show what is over budget and why.
That spend takes longer to fill in than the census does. For a new customer, collecting all of the spend data takes about 45 days, and the savings start to show once that data is in. Until then the actual under the budget is partial.
The same daily census sync runs from PointClickCare and the other EHRs we connect to. The PointClickCare connection has its own write-up at connecting procurement to PointClickCare.
Questions controllers ask about the MatrixCare connection
how often does the matrixcare census sync to adelpo?
The census comes across once a day. MatrixCare's partner marketplace listing for Adelpo, read Oct 6, 2026, says census totals are synced from MatrixCare to Adelpo once a day using a 7-day historical look-back, and that the PPD budgets in Adelpo are adjusted daily on the total projected census for the month. A change entered in MatrixCare after today's sync reaches Adelpo at the next one.
does the ppd budget in adelpo update by itself when the census changes?
It adjusts on its own each day, on the total projected census for the month, which is how MatrixCare's listing puts it. You set the rate per patient day when the budget is built, and the sync brings in the census under it, so the month's dollar figure moves when the projected census moves.
does the matrixcare integration send resident information to adelpo?
MatrixCare's listing describes the sync as census totals, which are counts. Adelpo is HIPAA-compliant and signs a BAA. If your compliance officer wants the exact field list for the connection, ask us for it before go-live.
does adelpo connect to pointclickcare the same way?
The census syncs daily from PointClickCare and the other EHRs Adelpo connects to, and PPD budgets adjust from it the same way. The PointClickCare connection is written up on its own.
does the matrixcare census sync post anything to my accounting system?
The sync runs between MatrixCare and Adelpo, and what it carries is the census total. The accounting side is a separate connection: an approved invoice goes to the accounting system with its PDF, its line items and GL codes, and its number, date, due date and amount, and the census does not go with it.