Bulk Update Visits
Executive Summary
Bulk Update Visits lets coordinators apply the same change to many AlayaCare visits in one controlled batch. A coordinator starts a session for a branch, a purpose (delete visits or place visits on hold) and a date and time range, then selects the visits to include by client, employee, facility, department, service and status. Once the selection looks right, one action deletes the visits from AlayaCare or places them on hold. Each session keeps its own record of the visits chosen, how they were chosen, and whether each visit passed or failed, and the session results can be exported to Excel.
Key Features
- Start a session for a branch, a purpose, and a visit date and time range
- Select visits in several rounds, using any mix of client, employee, facility type and facilities, departments, service type and service codes, visit schedule status and approval status
- Review the visits in the batch and the history of every selection that was made
- Remove a visit from the batch before processing starts
- Delete the visits from AlayaCare, or place them on hold with a status reason (when permitted)
- Locked visits are never changed
- Review how many visits passed and failed, and the message for each failure
- Filter past sessions by branch and export a session to Excel
Typical Workflow
- Click Start A New Session, choose a Purpose, enter the Start Date and Time and End Date and Time, and click Save, then confirm the range.
- On the session page, click Select Visits, choose the criteria, and click Save. Repeat to add more visits.
- Review the Visits tab and click the delete icon on any visit that should not be changed.
- Click Delete Selected Visits From Alayacare or Place Selected Visits On Hold In Alayacare and confirm.
- Check the counts and each visit's Processing Status and Last Action Message.
- Back on the main list, select the session and click Export Selected to keep a copy of the results.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, see sessions, and start new sessions |
| All Branches | See sessions for all branches, and choose All Branches in the filter |
| Delete | Offer the Delete Visits purpose and show Delete Selected Visits From Alayacare |
| Hold | Offer the Hold Visits purpose and show Place Selected Visits On Hold In Alayacare |
A role with neither Delete nor Hold cannot start a session, because Purpose has no choices to pick from.
Main Grid
The grid lists the bulk-update sessions, newest first (14 rows per page). Times are shown in your time zone.
| Column | Description |
|---|---|
| ID | Session number. |
| Branch | Branch the session belongs to. |
| Purpose | Delete Visits or Hold Visits. |
| Added | When the session was started. |
| Added By | User who started the session. |
| From Date/Time | Start of the visit window. |
| To Date/Time | End of the visit window. |
| Visits Selected | Number of visits in the batch. |
| Update Failed | Number of visits that could not be updated. |
| Update Passed | Number of visits that were updated. |
| Status | Processing status of the session, for example Deleting, Hold, or Finished. Blank until processing starts. |
| Cancelled | When the session was cancelled, if it was. |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Duration | Elapsed processing time. |
| Manage Records | Edit icon that opens the session. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Branch | Shows only the sessions for the chosen branch. With the All Branches permission, All Branches can also be chosen. Without it, the filter is fixed to your own branch. |
Click Apply to refresh the list. Use Clear to reset the filter to your own branch.
Actions
| Button | Description |
|---|---|
| Start A New Session | Opens the Bulk Update Visits dialog. |
| Export Selected | Exports the selected session to an Excel file. Exactly one session must be selected; otherwise nothing happens. |
| Apply | Refreshes the list for the chosen branch. |
| Clear | Resets the branch filter and refreshes the list. |
| Edit (row icon, or right-click a row) | Opens the session page. |
Dialog Components
Bulk Update Visits
Opens from Start A New Session. Click Save to create the session, or Cancel to close.
| Field | Purpose |
|---|---|
| Branch | Branch of the session. Fixed to your branch unless you have the All Branches permission. |
| Purpose | Delete Visits (needs the Delete permission) or Hold Visits (needs the Hold permission). Required. |
| Start Date and Time | Start of the window for the visits to be selected. Required. |
| End Date and Time | End of the window. Required. If it falls on the same day as the start and is set to 12:00 AM, it becomes 11:59 PM. |
Warnings: "Please select a valid date range", "End Date cannot be prior to Start Date" and "Purpose is required". Before saving, you are asked to confirm "You have selected from {start} to {end}. Is this range correct?". After saving, the session page opens.
Session Page
Opens from Edit, or straight after a session is saved. The header shows Purpose, From Date/Time, To Date/Time, Visits Selected, Update Failed and Visits Updated. Until processing starts, the page also shows the action button that matches the purpose. Once processing has started, the session can no longer be changed: the action button, Select Visits and the delete icons are removed.
| Button | Description |
|---|---|
| Delete Selected Visits From Alayacare | Shown for the Delete Visits purpose with the Delete permission. Asks "You are about to delete these visits. This process cannot be undone. Are you sure you want to delete the selected visits?". |
| Place Selected Visits On Hold In Alayacare | Shown for the Hold Visits purpose with the Hold permission. Opens Visits on Hold. |
If the batch is empty, the warning "No visits to delete" or "No visits to hold" is shown.
Tabs
| Tab | Purpose |
|---|---|
| Visits | The visits in the batch and their results. |
| Selection History | The criteria used each time visits were selected. |
Visits — Grid
Lists the visits in the batch (14 rows per page).
| Column | Description |
|---|---|
| Visit ID | AlayaCare visit number. |
| Client | Client on the visit. |
| Employee | Employee on the visit. |
| Facility | Facility on the visit. |
| Service Code | Service code on the visit. |
| Locked | Ticked when the visit is locked. Locked visits are skipped. |
| Start Date/Time | Visit start, in your time zone. |
| End Date/Time | Visit end, in your time zone. |
| Approval Status | Approved or Not Approved. |
| Visit Status | Scheduled or Vacant. |
| Processing Status | Deleted, Hold or Failed after processing. Blank before. |
| Last Action Message | The reason an update failed. |
| Manage Records | Delete icon that removes the visit from the batch. Shown only before processing. |
Visits — Grid Actions
| Button | Description |
|---|---|
| Select Visits | Opens Select Visits. Shown only before processing. |
| Delete (row icon, or right-click a row) | Removes the visit from the batch after you confirm "Are you sure you want to remove this visit from the selection?". This does not touch AlayaCare. Not available once processing has started. |
Selection History — Grid
One row for each time Select Visits was saved.
| Column | Description |
|---|---|
| Client Name | Client chosen, if any. |
| Client UID | AlayaCare client ID. |
| Departments | Departments chosen. |
| Employee Name | Employee chosen, if any. |
| Employee UID | AlayaCare employee ID. |
| Facility Type | Facility type chosen. |
| Facilities | Facilities chosen. |
| Service Type | Service type chosen. |
| Service Codes | Service codes chosen. |
| Visit Status | Visit schedule status chosen. |
| Approval Status | Approval status chosen. |
Select Visits
Opens from Select Visits. Leave a field blank to include everything for it. Facilities and clients and employees offered are those of the session's branch.
| Field | Purpose |
|---|---|
| Client (leave blank for All) | One client. |
| Employee (leave blank for all) | One employee. |
| Facility Type | Narrows the Facilities list to that type. |
| Facilities (leave blank for All) | Facilities to include. |
| Departments (leave blank for All) | Departments to include. |
| Service Type | Narrows the Service Codes list to that type, and limits the visits to services of that type. |
| Service Codes (leave blank for All) | Service codes to include. |
| Visit Schedule Status | All, Vacant or Scheduled. Required; starts as All. |
| Approval Status | All, Not Approved or Approved. Required; starts as All. |
Click Save to add the matching visits, or Cancel to close. Warnings: "Please select a valid Schedule Status" and "Please select a valid Approval Status". You are asked to confirm: "Are you sure you want to apply these selections?", or, when nothing is narrowed, "You have chosen to select all visits for the date range. Are you sure?".
Visits on Hold
Opens from Place Selected Visits On Hold In Alayacare. Choose the Status Reason (reasons come from AlayaCare) and click Save to place the visits on hold, or Cancel to close.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Branches | Branches offered in the filter and when starting a session. |
| Departments | Departments offered in Select Visits. |
| Facilities | Facility types and facilities offered in Select Visits, and facility names on the visits. |
| Service Codes | Service types and service codes offered in Select Visits. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Session
- Saves the session with its branch, purpose, and visit date and time range, and records it in the action log.
- Opens the session page. No visits are loaded until you use Select Visits.
Select Visits
- Saves the criteria as a new line in Selection History.
- Loads the visits in the session's date and time range from AlayaCare, using any client, employee and department choices.
- Skips cancelled visits, then applies the Visit Schedule Status (vacant or scheduled) and Approval Status choices.
- For each remaining visit not already in the batch, loads its details and keeps it only if it belongs to the session's branch and matches any facilities, service codes and service type chosen. Whether the visit is locked is read from its accounting details.
- Adds the matching visits to the batch and increases Visits Selected.
Delete Selected Visits From Alayacare
- Marks the session as started with the status Deleting.
- For each visit that is not locked, deletes the visit in AlayaCare. A visit that is deleted is marked Deleted; one that fails is marked Failed with the reason in Last Action Message.
- Saves the end time, duration, and the Update Passed and Update Failed counts, and sets the status to Finished. Locked visits are left unchanged and unmarked.
Place Selected Visits On Hold In Alayacare
- Marks the session as started with the status Hold.
- For each visit that is not locked, obtains AlayaCare's security token and places the visit on hold with the chosen status reason. A visit placed on hold is marked Hold; one that fails is marked Failed with the message "Hold Failed" (or "Hold Failed - CSFR" when the security token could not be obtained).
- Saves the end time, duration, and the passed and failed counts, and sets the status to Finished.
Export Selected
- Builds an Excel file named with the session ID and the current date and time.
- The Home sheet holds the session summary: ID, purpose, date range, who added it and when, counts, and processing times.
- The Selected Visits sheet lists each visit with its client, employee, facility, service code, times, approval and visit status, processing status, and last action message.
- The Selections sheet lists each selection that was made, with departments, facilities and service codes shown by name.
- Downloads the file and shows "Exported Successfully".