AlayaCare Data

Executive Summary

AlayaCare Data lets administrators review the client, employee, facility, service, and visit records that have been imported from AlayaCare by Import AlayaCare Data. Each type of record has its own tab with filters. Staff can open a client to see its profile, status history, services, visits, premiums, activity codes, and OHRS submissions, filter those lists, and refresh that one client from AlayaCare for a chosen date range. They can open an employee to review the employee's visits, premiums, and activity codes, and export the imported data to Excel, either for everything or for a single client.

Key Features

• Browse imported clients, client status history, services, service status history, employees, facilities, facility services, visits, visit premiums, and visit activities
• Filter clients (name, UID, AlayaCare ID, warnings), services, employees, facilities, facility services, and visits
• Open a client to review its profile, status history, services, visits, premiums, activity codes, and OHRS submissions, with filters on services, visits, premiums, and activity codes
• Refresh a single client from AlayaCare for a date range (pre-filled from the most recent full import when available)
• Open an employee to review the employee's visits, premiums, and activity codes
• Export all imported data to Excel with an age category calculated for a chosen fiscal year
• Export a single client's imported data to Excel

Typical Workflow

1. Open the tab for the record type you need.
2. Apply filters and click Apply.
3. Click Edit on a client or employee row (or right-click the row and choose Edit) to review related records.
4. On a client, click Refresh Client, confirm or change the date range, and click Save if the imported data should be updated from AlayaCare.
5. Use Export on the main page, or on the client dialog, to save a spreadsheet.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Actions

Dialog Components

Imported Records

The first page is a set of tabs. Each tab lists imported records of that type. Apply and Clear on a tab apply or reset that tab's filters. Lists are loaded when the page opens.

Tabs

Clients — Grid

Shows 12 rows per page. The first four columns stay in place when scrolling sideways. Click Edit to open the client.

Clients — Grid Filters

Client Status History — Grid

Services — Grid

Services — Grid Filters

Service Status History — Grid

Employees — Grid

Shows 12 rows per page. Click Edit to open the employee.

Employees — Grid Filters

Facilities — Grid

Shows 12 rows per page.

Facilities — Grid Filters

Facility Services — Grid

Facility Services — Grid Filters

Visits — Grid

Visits — Grid Filters

Visit Premiums — Grid

Visit Activities — Grid

Export (Fiscal Year)

Opens from Export. The dialog is titled Refresh Client but it only controls the Excel export. Choose the Fiscal Year To User For Age Calculation (it defaults to the current year, or to the previous year from January to March), then click Ok to export or Cancel to close. See Processing Overviews.

Client

Opens from Edit on a client row. The top of the dialog shows the Client name, UID, and AC ID, with Refresh Client and Export buttons. Each time the dialog opens, all of its filters are reset and the client's records are loaded. Every grid in the dialog shows 10 rows per page. Click Close to return.

Tabs

For every tab with filters, the filters take effect when you click Apply Filter, and Clear Filter resets them.

Client Status History — Grid

Services — Grid Filters

Clear Filter clears the department and status selections; the chosen sort order stays in effect.

Services — Grid

Expand a row to see that service's status history (Status, Reason, Start Date, Effective Date, Last Update, Added).

Service Status History — Grid

Visits — Grid Filters

Visits — Grid

Expand a row to see the visit's Premiums (Status, Premium, Description, Quantity, Last Update, Added) and Activity Codes (Status, Activity Code, Funder AC Id).

Visit Premiums — Grid Filters

Visit Premiums — Grid

Visit Activity Codes — Grid Filters

Visit Activity Codes — Grid

OHRS Submissions — Grid

Refresh Client

Opens from Refresh Client. The date range under Date Range For Visit Refresh is filled in from the most recent Import AlayaCare Data run for all clients and employees when one exists, and a note says so; you can change the dates. Click Save to start the refresh, or Cancel to close. A warning is shown if the AlayaCare login fails or no date range is chosen. Progress is shown while the client is re-imported, and the refresh can be cancelled. See Processing Overviews.

Employee

Opens from Edit on an employee row. The top shows the Employee name and AC Id.

Tabs

Dependencies

The following tables must be configured for lookups on this view to work:

The OHRS 955 category settings that decide each client's 955 code are maintained on Import AlayaCare Data.

Processing Overviews

This section describes what happens after you confirm a processing action.

Refresh Client (Save)

1. Requires a successful AlayaCare login and a date range. The login is checked first, so a failed login is reported even when no range is chosen.
2. Creates an import session for this one client for the date range and the client's branch, with status Underway, and opens the progress panel (which can be cancelled).
3. Switches AlayaCare to the client's branch. If that fails, a warning is shown and nothing is imported.
4. Imports facilities. For each facility, the facility's previously imported visits and premiums in the date range and the facility record are deleted, then the facility and its services are re-imported. A problem in this part shows a warning and the refresh continues.
5. Re-imports the client: previously imported visits and premiums for the client in the date range and the client record are deleted, then the client's profile, status history, services, and service status history are re-imported. The OHRS 955 category and 955 code come from the settings on Import AlayaCare Data, which are read when the client dialog opens. A problem in this part shows a warning and the refresh continues.
6. Reloads the client's scheduled visits for the date range and imports each visit's details, premiums, and activity codes. Services that are not yet stored are looked up first. Employees are not re-imported.
7. Saves the session as Finished, or Cancelled if you cancelled, and AlayaCare is switched back to branch 1000. The client dialog and the client's row on the Clients tab are then updated with the refreshed data.

Export (Ok)

1. Uses the fiscal year you selected to calculate the OHRS age category as of April of that year: 9 when unknown, 6 for ages up to 17, 4 for ages up to 65, and 2 above that.
2. Writes one Excel sheet each for Clients, Client Status History, Services, Service Status History, Employees, Visits, Visit Premiums, and Visit Activities, covering all imported records rather than only the filtered rows. Facilities and facility services are not exported.
3. Downloads the file, named AlayaCareData_{date and time}.xlsx, and shows "Exported Successfully". The export can be cancelled while it runs.

Export (Client dialog)

1. Writes the sheets Client, Client Status History, Services, Service Status History, Visits, Visit Premiums, and Visit Activity Codes for that client only, covering all of the client's imported records rather than only the filtered rows. The Client sheet lists each field and its value: last name, first name, name, UID, AC ID, branch, phone, birth year and month, 955 code, OHRS 955 category, age category, and the added and last update times. OHRS submissions are not exported.
2. Downloads the file, named AlayaCareClient_{last name}{first name}{date and time}.xlsx, and shows "Exported Successfully". This export cannot be cancelled.