Caseload Assignment
Executive Summary
Caseload Assignment assigns a clinical team manager to a client who does not yet have a caseload employee in AlayaCare. A user starts a job for a client, and the system builds a ranked list of qualifying employees: active members of the configured team manager group who also belong to one of the client's groups. Employees whose payors match the client's payor are ranked first, then employees with the smallest caseload. The user picks one employee and assigns them to the client in AlayaCare. Each job is kept in a list with its outcome so supervisors can review what was assigned and when.
Key Features
- Start a job for a client chosen with a search box
- Refuse to start when the client already has an employee assigned to their caseload
- Retrieve qualifying employees for the client, ranked by payor match and then by lowest caseload
- See each employee's groups, caseload assignment payors, and current caseload count
- Assign the selected employee to the client in AlayaCare, with a confirmation prompt
- Review all jobs with the client, rule, assigned employee, status, and message
- Configure the payor tags, team manager group, and description in the page settings (when permitted)
Typical Workflow
- Click Start A New Job.
- Search for the client in Select A Client, confirm Rules To Apply, and click Save.
- The job opens automatically. Click Retrieve Qualifying Employees.
- Review the ranked list on the Employees tab and select the employee to assign.
- Click Assign Selected (or right-click the row and choose Assign Selected) and confirm.
- The employee is assigned in AlayaCare. Return to the list to see the job with its Status and Message.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| Client Options | Client Caseload Assignment Payor FCF Tag | Text | Tag of the client form field that holds the client's payor. |
| Employee Options | Employee Caseload Assignment Payors FCF Tag | Text | Tag of the employee form field that holds the payors the employee covers (comma separated). |
| Employee Options | Employee Clinical Team Manager Group | Dropdown (AlayaCare groups) | Employee group whose members are considered for assignment. |
| Employee Options | Description To Use For Caseload Assignment Record | Text | Description saved with the assignment in AlayaCare. |
The labels above are taken from the earlier documentation because the setting labels are stored in a configuration table.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and the job details |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
The grid lists caseload assignment jobs (14 rows per page). The first six columns stay in place when scrolling sideways.
| Column | Description |
|---|---|
| ID | Job number (numbered within the year). |
| Added | Date and time the job was created, in the tenant time zone. |
| Added By | User who started the job. |
| Client Name | Client the job is for. |
| Client UID | AlayaCare client ID. |
| Client Group | The client's first group. |
| Client Payor | The client's payor, read from the configured client tag. |
| Rule To Apply | Rule chosen when the job was started. |
| Assigned To Employee Name | Employee assigned to the client. Blank until assigned. |
| Employee Id | AlayaCare ID of the assigned employee. |
| Status | Success or Failed once an assignment has been attempted. |
| Message | New Employee Assigned or Unable to Assign New Employee. |
| Manage Records | Contains the edit button, which opens the job. |
Actions
| Button | Description |
|---|---|
| Start A New Job | Opens the Caseload Assignment dialog. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| Edit (row button) | Opens the job. If an assignment has already been attempted for the job, a warning says This Item has already been processed and the job is not opened. |
| Edit (right-click a row) | Same as the row button. |
Dialog Components
Caseload Assignment (start a job)
Opens from Start A New Job.
| Field / Button | Purpose | |
|---|---|---|
| Select A Client | Search for the client (at least three characters). The client's group is shown with each match. | |
| Rules To Apply | The rule to record on the job. The one rule offered is **Group, CTM | Payor, Balance**. |
| Save | Validates the request and creates the job, then opens it. | |
| Cancel | Closes the dialog without creating a job. |
Save shows a warning and stops when:
- no client is selected (Please select A valid Client)
- the client payor tag, employee payor tag, or team manager group is not set in the page settings
- the client already has an employee on their caseload (Client is already assigned to a Caseload)
Job Details
Opens after a job is created, or from the edit button on a job that has not yet been processed. The page header has a back link to the list.
The page shows the job's Client Id, Client Name, Client Payor, and Client Group (read-only) and these buttons:
| Button | Description |
|---|---|
| Retrieve Qualifying Employees | Builds the ranked employee list. Shown only before an assignment has been attempted. |
| Assign Selected | Assigns the selected employee to the client. Shown only after employees have been retrieved. |
Tabs
| Tab | Purpose |
|---|---|
| Employees | The ranked list of qualifying employees. |
Employees — Grid
The grid lists the qualifying employees, best match first (14 rows per page). The first row is selected automatically.
| Column | Description |
|---|---|
| Employee Name | Employee first and last name. |
| Id | AlayaCare employee ID. |
| Group(s) | The employee's AlayaCare groups, comma separated. |
| Caseload Assignment Payors | Payors the employee covers, from the configured employee tag. |
| Caseload Count | Number of clients on the employee's caseload, not counting discharged clients. |
Employees — Grid Actions
| Button | Description |
|---|---|
| Assign Selected (right-click a row) | Same as the Assign Selected button. |
Selecting an employee and choosing Assign Selected asks Are you sure you want to assign that employee. Only one employee can be selected at a time.
Processing Overviews
This section describes what happens after you confirm a processing action.
Retrieve Qualifying Employees
- The client's profile is loaded from AlayaCare to read the client's payor and active groups.
- The active members of the configured team manager group are retrieved.
- For each of those employees, the employee's profile is loaded. Employees who do not share a group with the client are dropped.
- For the remaining employees, the payor tag is read and compared with the client's payor: an employee is a payor match when the client's payor contains any of the employee's listed payors (not case-sensitive).
- The employee's caseload is counted (all caseload clients except discharged ones).
- Employees are ranked: payor matches first, then by smallest caseload. If nobody qualifies, No matching employees found is shown.
Assign Selected
- After you confirm, the job is marked as started (the job can no longer be reopened from the list).
- The assignment is sent to AlayaCare using the description from the page settings.
- On success the job is saved with Status Success, the message New Employee Assigned, and the employee's name and ID, and Employee Successfully Assigned is shown.
- On failure the job is saved with Status Failed and the message Unable to Assign New Employee, and Error assigning Employee is shown.
- The end time and duration are saved on the job.