Cancel Codes
Executive Summary
Cancel Codes lists the visit cancellation codes that exist in AlayaCare and lets administrators decide where each code can be used in the integration. Codes are brought in from AlayaCare with Refresh from AlayaCare; on this screen you then choose which areas (Facility Clock In/Out, Facility Scheduling, Meals On Wheels, Transportation) may use each code, whether it counts in Claim Attestation Forms, and how it is treated when the column-checking rules run. Whether a code is billable or payable comes from AlayaCare and cannot be changed here.
Key Features
- Refresh the list of cancel codes from AlayaCare, adding new codes and updating existing ones
- See which codes are billable and payable (as set in AlayaCare)
- Choose the areas where each code is available: Facility Clock In/Out, Facility Scheduling, Meals On Wheels, Transportation
- Mark a code for use in Claim Attestation Forms and choose a Column Checking Option
- Filter by code or description
- Export the list to Excel
Typical Workflow
- Click Refresh from AlayaCare to bring in any new or changed cancel codes.
- Optionally filter by code or description.
- Click the edit icon (or right-click a row and choose Edit) on a code.
- Tick the areas where the code should be available, set the claim attestation options, and click Save.
- Click Export to save the list to Excel.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
Main Grid
Lists the cancel codes stored in the integration (14 rows per page). The first three columns stay in place when you scroll sideways.
| Column | Description |
|---|---|
| AC ID | AlayaCare cancel code ID. |
| Code | Cancel code. |
| Description | Description of the code. |
| Billable | Checked when AlayaCare marks the code as billable. |
| Payable | Checked when AlayaCare marks the code as payable. |
| Facility ClockIn/Out | Checked when the code can be used on the Facility clock in/out screen. |
| Facility Scheduling | Checked when the code can be used in facility scheduling. |
| Meals On Wheels | Checked when the code can be used for Meals On Wheels. |
| Transportation | Checked when the code can be used for transportation. |
| Use In Claim Attestation Forms | Checked when the code is used in claim attestation forms. |
| Column Checking | The column-checking option selected for the code. |
| Manage Records | Edit icon for the row. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Filter Code | Shows only codes containing the text entered (not case-sensitive). |
| Filter Description | Shows only codes whose description contains the text entered (not case-sensitive). |
Click Apply Filter to refresh the list. Use Clear Filter to reset filters.
Actions
| Button | Description |
|---|---|
| Refresh from AlayaCare | Loads the cancel codes from AlayaCare (see Processing Overviews). |
| Export | Exports the codes currently shown (after filters) to an Excel file with the columns AC Id, Code, Description, Clock In/Out and Scheduling (YES when the code is enabled for that area). A warning is shown when there is nothing to export. |
| Edit (row icon, or right-click a row) | Opens the Cancel Code dialog. |
| Apply Filter / Clear Filter | Apply or reset the filters. |
Dialog Components
Cancel Code
Opens from Edit. The Code is shown for reference and cannot be changed. Click Save to store changes or Cancel to close without saving.
| Group | Field | Description |
|---|---|---|
| Applicable Views | Facility Clock In/Out | Allow the code on the facility clock in/out screen. |
| Applicable Views | Facility Scheduling | Allow the code in facility scheduling. |
| Applicable Views | Meals On Wheels | Allow the code for Meals On Wheels. |
| Applicable Views | Transportation | Allow the code for transportation. |
| MSA 1904 | Use In Claim Attestation Forms | Use the code in claim attestation forms. |
| MSA 1904 | Column Checking Option | Choose Process Completed Interventions or Check Hospital/Nursing Facility Stay, or clear the selection. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Refresh from AlayaCare
- A Refresh Cancel Codes progress panel opens.
- The system signs in to AlayaCare if needed. If sign-in fails, the process stops.
- The cancel code descriptions are read from AlayaCare, followed by the accounting configuration, which lists every cancel code with its Billable and Payable flags.
- For each code, the panel shows "Processing Cancel Code code - n of total".
- A code not yet in the integration is added with its code, description, and Billable and Payable flags. If a code cannot be added, a warning names the code and the reason.
- For an existing code, the code, description, Billable and Payable values are updated when any of them differ from AlayaCare. The area and claim attestation choices made on this screen are not changed.
- Codes removed in AlayaCare are not deleted from the integration.
- The panel closes and the grid reloads.