Attestation Forms

Executive Summary

Attestation Forms is where attestation paperwork is prepared, sent for signature and tracked. Staff start a new attestation period by choosing an attestation cycle, year and period. The system reviews each client in the configured client groups, finds their approved visits in AlayaCare for the period, and builds one attestation form per client listing those visits. Opening a period shows every form with its status and counts. From there staff can distribute the forms to the client or designated representative by email and text message, send reminders, review and print the forms, download them, add a form for an extra client, rebuild a single form, and upload completed signed forms back to the client's files in AlayaCare. A form can be opened to review its visits, employees, signing parties and full history.

Key Features

• Start a new attestation period for a cycle, year and period and create a form for each client with qualifying visits
• Review every period that has been processed, including who started it, when, and how long it took
• Open a period to see counts of forms that are Pending, Waiting For Distribution, Waiting For Signature, Cancelled, Refused To Sign and Complete
• Distribute all forms (or a single form) by email and text message with a secure signing link
• Send reminders for forms that are still waiting for signature
• View a form as a PDF, download the forms as a zip file, or print them as combined PDF files
• Add a form for an extra client in a period, or rebuild a single form from current AlayaCare data
• Upload completed signed forms to the client's files in AlayaCare, one at a time or all at once
• Open a form to review its visits, employees, signing parties and history, copy signing links, and open the client or an employee in AlayaCare
• Configure client groups, branch, tags, form header details, email, text message and upload options in the page settings

Typical Workflow

1. If you manage configuration, confirm the page settings (client groups, branch, form header, email and text message accounts, signing link addresses).
2. Click Start A New Period, choose the attestation cycle, year and period, then click Ok. Wait for Creating Forms to finish.
3. Open the new period with Edit. Check the Pending Forms tab and the Messages tab for forms that could not be completed (for example, a client with no email or text details).
4. Click Distribute All Forms and confirm. Forms move to Waiting For Signature.
5. Use Send All Reminders as needed. Forms become Complete when a signature is received, or Refused To Sign if the client or representative refuses.
6. Click Upload Completed Forms to attach the signed PDFs to the clients in AlayaCare.

Report Output

Each form is produced as a PDF from the attestation form layout. An unsigned copy is created when the form is ready to distribute, and a signed copy is created the first time a completed form is viewed (if one has not already been stored). Forms can be viewed in the View Form window, downloaded together as a zip file named AttestationForms_{date}.zip (one PDF per form, named Client_{client name}{form ID}.pdf), or printed together as one or more combined PDFs named AttestationSigning{date}From{first}To{last}.pdf. When more than 400 forms are printed, the combined PDFs are split into groups of 400. A form uploaded to AlayaCare is named AttestationForm_{last name}{first name}{form ID}From{first visit date}To{last visit date}.pdf.

Report Contents

Visits are listed in start-time order.

Configurable Settings

Open View Settings or Edit Settings from this screen (when permitted) to change these options.

Which settings are shown to you depends on the settings permission you hold. When you only have View Settings, every field is read-only.

Available Permissions

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

Main Grid

The grid lists every attestation period that has been started, newest first (14 rows per page).

Actions

Dialog Components

Start A New Report

Opens from Start A New Period.

Warnings are shown when no cycle or no period is selected, or when the period has already been processed ("This period has already been processed"). Forms are then created in the background in a Creating Forms panel (see Processing Overviews).

Attestation Form Periods

Opens from Edit on a period. Use the back arrow next to the title to return to the list of periods. The top of the page shows the Billing Cycle, Year and Period (read-only) and a count of forms in each status: Pending, Waiting For Distribution, Waiting For Signature, Cancelled, Refused To Sign and Complete.

Tabs

All Forms — Grid

The grid is paged 12 rows at a time, sorted by client name, and the first three columns stay in view while scrolling.

All Forms — Grid Filters

Click Apply Filter to refresh the list. Use Clear Filter to reset filters and reload.

All Forms — Grid Actions

Distribute, reminder and upload actions need the matching settings. If the email account or the text message account is not set up, a warning ("SMS Account Setup incomplete" or "Mail From Account Setup incomplete") is shown and nothing is sent.

Pending Forms — Grid

Right-click a row for Edit, View or Refresh Form.

Refused To Sign — Grid

Right-click a row for Edit, View or Refresh Form.

Messages — Grid

Start A New Form

Opens from Start A New Form. Type at least three characters of a client's name or number in Client and pick the client from the list, then click Ok. A warning is shown if no client is selected or if the client already has a form in this period ("Client already has a form"). Otherwise the system builds a form for that client in a Creating Form panel, using the same rules as when a period is started. Cancel closes the dialog without creating a form.

Form

Opens from Edit on a form. The client name is shown at the top, with Open Client In AlayaCare, which opens the client's scheduling page in AlayaCare in a new browser tab. Ok and Cancel both simply close the dialog.

Tabs

Visits — Grid

Employees — Grid

Right-click a row and choose Open In AlayaCare to open the employee's schedule in AlayaCare in a new browser tab.

Signatures — Grid

Signatures — Grid Actions

Right-click a row.

The Send Test Email window has Recipient Email, Subject and a message box, which you can edit before clicking Ok to send it from the distribution email account (or Cancel). A warning ("Mail From Account Setup incomplete") is shown if that account is not set up.

History — Grid

View Form

Opens from View on a form and shows the form as a PDF, with a Close button.

Dependencies

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

Processing Overviews

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

Start A New Report (Ok)

1. Requires a cycle and a period, and stops with a warning if that period has already been processed.
2. Closes the dialog and opens the Creating Forms panel. The action is recorded in the action log.
3. Saves the period with the user, the cycle, year, period dates and the signature-required-by date from the period. Visits are collected starting the configured number of days before the period start date.
4. Cancels forms from earlier periods that are not yet Complete or Cancelled. Each cancelled form gets a history entry "Form Cancelled By Create Attestation Forms".
5. Signs in to AlayaCare and loads the cancellation codes.
6. Loads the clients for the configured branch and client groups, sorted by last name then first name.
7. For each client, loads the client details. A client is skipped when the Verbal Attestations Required or Mail Attestations Required form context field is TRUE.
8. Loads the client's approved visits for the collection window and the details of each visit. A visit is left out when it is cancelled and its cancellation code is missing or not billable, when it already carries the billable tag from the settings, or when its service code is on the exclusion list. For the remaining visits the employee is loaded, and the visit verification is loaded when the AlayaCare site has the visit verification features.
9. Creates one form per client with visits, with status Pending, the signature expiration date from the period, and the client's groups. Each visit is stored with its start and end, duration in minutes (seconds are ignored), service code, employee and terminated status, the first clock in and out, and any overwritten verified times. A history entry "Form Started" is written.
10. Works out who must sign. If the client has no value in the designated representative field, an error message is recorded for the period and the form history, and the form stays Pending. If the field matches the configured value the signing party is the Designated Rep (the representative's name, email and phone come from the configured fields); otherwise it is the Client (email from the client record, mobile phone from the configured field). A phone number is only usable when the texting capability field matches the configured value. If no email address and no usable phone number is available, an error message is recorded and the form stays Pending. Otherwise a signing record is created.
11. Sets the form status: Pending when there are no visits or no signing record, otherwise Waiting For Distribution. When the form is not Pending, its unsigned PDF is created.
12. Saves the end time and duration on the period. Any error creating a form is recorded as a message on the period.

Start A New Form (Ok)

Runs steps 5 and 7 to 11 above for the one selected client only, using the collection window of the period being viewed.

Refresh Form

1. Marks the selected form Cancelled and writes "Form Cancelled By Refresh Attestation Form" in its history.
2. Reloads the client's approved visits for the period from AlayaCare and applies the same visit rules, then creates a new form (new form number) with the same client groups, the visits, the signing record and the unsigned PDF, as in Start A New Report.

Distribute All Forms / Distribute

1. Requires the distribution email account and text message account to be set up, then asks for confirmation.
2. Takes each form that is Waiting For Distribution (only the selected form for a single Distribute).
3. For each signing record, sends an email when an email address is present and a text message when a phone number is present. The message names the client with part of the name hidden, contains the signing link for the PDF version, states the date and time the link expires, and explains why the person is receiving it (designated representative or client).
4. Records the date and time of each notification and a history entry for each.
5. Recalculates the form status. A form that has been notified and not yet signed becomes Waiting For Signature; one that has been notified and signed becomes Complete.

Send All Reminders

1. Requires the same email and text message accounts, then asks for confirmation.
2. Takes each form that is Waiting For Signature.
3. Sends the same email and text message again with the subject marked as a reminder, and records the reminder date and time and a history entry.

Upload Completed Forms / Upload Completed Form

1. Asks for confirmation.
2. Takes each Complete form that has not been uploaded (only the selected form for a single upload).
3. Uploads the signed PDF to the client's files in AlayaCare, in the folder given in the settings.
4. On success, saves the upload date, the user and the Upload Status Success. If AlayaCare does not accept the file, the Upload Status is set to Failed.

Download Selected Forms / Print Selected Forms

1. Takes the forms currently listed after the filters are applied.
2. Uses the signed PDF when there is one, otherwise the unsigned PDF. Forms with no PDF are skipped.
3. Download builds one zip file with a PDF per form. Print merges the PDFs into combined PDF files of up to 400 forms each. The files are then downloaded by the browser.