Caseload Reassignment

Executive Summary

Caseload Reassignment helps coordinators move a departing employee's clients, services, and visits to other staff in a tracked batch. A user starts a job for an outgoing employee, choosing whether the whole caseload or only part of it is moved, whether it goes to one employee or several, and which items are updated in AlayaCare (the associated employee, the primary employee on services, and future visits from an effective date and time). The system downloads the employee's caseload from AlayaCare so the user can review and adjust it. Processing then makes the changes in AlayaCare client by client and records the result of every client, visit, and service, so there is an audit trail of the transfer that can be exported to Excel.

Key Features

Start a reassignment for an outgoing employee, filtered by client status (Active, On Hold, Discharged, Pending, Waiting List)
Move a full caseload or only selected clients, to a single employee or to different employees per client
Update the associated (caseload) employee on each client, optionally the primary employee on services, and optionally the visits from an effective date and time
Include or exclude clients, include clients in bulk by group, and assign a receiving employee to each client
Process the job and review the outcome of every client, visit, and service, with error counts
Optionally also replace the outgoing employee with the new employee in each client's contacts (page setting)
Filter the job list by branch (all branches with the right permission)
Export a selected job to Excel with job, client, visit, and service details

Typical Workflow

Select a branch if needed and click Apply.
Click Start Report and complete the dialog, then Save. The caseload is downloaded from AlayaCare and the job opens.
On the Clients tab, include or exclude clients, use Bulk Include, and, for multiple-employee jobs, assign a receiving employee to each included client.
Click Process Caseload and watch the processing panel.
Review the status and errors on the General, Clients, Visits, and Services tabs.
Back on the list, select the job and click Export Selected to archive the results.

Configurable Settings

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

Group	Setting	Type	Purpose
General	Process Employees As Client Contacts	Yes/No	When on, processing also removes the outgoing employee from the client's contacts and adds the new employee as a contact.
General	Contact Relationship Value To Use	Text	Relationship saved on the new employee's contact record. When blank, the relationship is not set.
General	Contact Type Value To Use	Text	Contact type saved on the new employee's contact record.

These labels 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 its job details
All Branches	Choose any branch (or all branches) when filtering jobs and starting a job. Without it, the page is limited to your own branch.
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 reassignment jobs for the selected branch (14 rows per page). The first four columns stay in place when scrolling sideways.

Column	Description
ID	Job number (numbered within the year).
Branch	Branch the job belongs to.
Old Employee Name	Employee whose caseload is being reassigned.
Employee Id	AlayaCare ID of the outgoing employee.
Reassignment Type	Full Caseload or Partial Caseload.
Reassign To	A Single Employee or Multiple Employees.
New Employee Name	Receiving employee (single-employee jobs).
Employee Id	AlayaCare ID of the receiving employee. Blank for multiple-employee jobs.
Client Count	Number of clients found on the caseload when the job was created.
Effective Date/Time	Date and time from which visits are updated.
Update Services?	Whether the primary employee on services is updated.
Upd Visits?	Whether visits are updated.
Added	Date and time the job was created.
Added By	User who created the job.
Processing Start	When processing began.
Processing End	When processing finished.
Duration	How long processing took.
Errors	Number of clients whose caseload-employee change failed. Blank when none.
Manage Records	Contains the edit button, which opens the job.

Main Grid Filters

Filter	Purpose
Branch	Shows only jobs for the selected branch. With the All Branches permission, all branches can be shown.

Click Apply to refresh the list. Use Clear to reset the filter.

Actions

Button	Description
Start Report	Opens the Caseload Reassignment dialog to create a job.
Export Selected	Exports the selected job to Excel. Select exactly one row first; nothing happens otherwise.
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).
Apply	Refreshes the list for the selected branch.
Clear	Clears the branch filter.
Edit (row button)	Opens the job.
Edit (right-click a row)	Opens the job.

The button labels Start Report, Export Selected, and Edit are taken from the earlier documentation because the labels are stored in a language resource.

Dialog Components

Caseload Reassignment (start a job)

Opens from Start Report. After Save, the outgoing employee's caseload is downloaded from AlayaCare and the job opens.

Field	Purpose
Branch	Branch used to find employees and recorded on the job.
Old Employee	Employee whose caseload is being reassigned. Available once a branch is selected.
Reassignment Type	Full Caseload (every client found is included) or Partial Caseload (you choose the clients afterwards).
Client Status (blank for all)	Client statuses to bring into the job: Active, On Hold, Discharged, Pending, Waiting List. Active and On Hold are pre-selected. At least one is required.
Reassign To	A Single Employee or Multiple Employees.
New Employee	Shown for A Single Employee. The receiving employee.
Update Associated Employees	Always on and cannot be changed. The outgoing employee is removed and the new employee added to each client's caseload.
Update Primary Employee On Services	Also change the primary employee on the client's active services. Off by default.
Update Visits	Also change the employee on visits from the effective date and time. Off by default.
Effective Date and Time	Defaults to now. Visits starting on or after this time are considered for visit updates.
Save	Validates and creates the job.
Cancel	Closes the dialog without creating a job.

Save shows a warning and stops when: no client status is selected, no reassignment type or Reassign To is chosen, the effective date is missing, no old employee is chosen, no new employee is chosen for a single-employee job, or the new employee is the same as the old employee.

Job Details

Opens after a job is created, or from the edit button or right-click Edit on any job. The header has a back link to the list. Process Caseload appears at the top only before processing has started.

Tabs

Tab	Purpose
General	Read-only summary of the job.
Clients	Clients found on the caseload, with the include/exclude choices and per-client results.
Visits	The visits and recurring series that will be or have been updated.
Services	The services that will be or have been updated.

General

Read-only fields: Old Employee Id / GUID, Old Employee Name, Reassignment Type, Reassign To, New Employee Id and New Employee Name (single-employee jobs), Effective Date/Time, and the three update options (Update Associated Employees, Update Visits, Update Services), each with its error count (Associated Employees Errors, Visit Errors, Services Errors).

Clients — Grid

Column	Description
Client Name	Client last name, first name.
Client UID	AlayaCare client ID.
Groups	The client's groups.
Assign to Employee	Receiving employee ID. Shown for multiple-employee jobs.
Employee Name	Receiving employee name. Shown for multiple-employee jobs.
Is Associated	Whether the outgoing employee is on the client's care team.
Is Included	Whether the client will be processed.
Visits Requiring Update	Number of visit rows to update.
Visits Updated	Number of visits successfully updated.
Visit Errors	Number of visits that failed.
Unassign Status	Result of removing the outgoing employee.
Unassign Status Message	Message for that result (for example Old Employee Unassigned).
Assign Status	Result of adding the new employee.
Assign Status Message	Message for that result (for example New Employee Assigned).
Associated Employees Errors	Number of problems changing the caseload employee.
Manage Records	Edit button that opens the Client dialog.

Clients — Grid Filters

Filter	Purpose
Name	Limits the list to clients whose name contains the text.
Show Included Only	Shows only clients marked as included.

Clients — Grid Actions

The first group of buttons is shown only before processing has started.

Button	Description
Filter Client	Applies the name and included-only filters.
Clear Filter	Clears both filters.
Include Client	Marks the selected client as included. Single-employee jobs only.
Exclude Client	Marks the selected client as excluded. Single-employee jobs only.
Bulk Include	Opens the Bulk Include dialog.
Include Client / Exclude Client (right-click a row)	Toggles the client. Single-employee jobs, before processing.
Assign Employee (right-click a row)	Opens the Assign Employee dialog for the client. Multiple-employee jobs, before processing, for clients with no employee yet.
Clear Assigned Employee (right-click a row)	Removes the receiving employee from the client and excludes the client. Multiple-employee jobs, before processing.

Visits — Grid

Column	Description
Client Name	Client for the visit.
Client UID	AlayaCare client ID.
Visit ACId	AlayaCare visit ID. For a recurring series, the first visit found for that series.
Start Date/Time	Visit start.
End Date/Time	Visit end.
Service Code	Service code of the visit.
Recurring?	Whether the visit belongs to a recurring series.
Modified	Whether the visit was changed on its own from its series.
Status	Passed, Failed, or Skipped after processing.
Last Action Message	What happened (for example Employee updated, or a summary of visits created and deleted).
Last Action Date	When the last action ran.
Covered Visits Created	Covered visits created by a recurrence update.
Unfunded Visits Created	Unfunded visits created by a recurrence update.
Vacant Visits Created	Vacant visits created by a recurrence update.
Visits Deleted	Visits deleted by a recurrence update.

Visits — Grid Filters

Filter	Purpose
Filter Client	Shows only the visits of the selected client.

Use Apply Filter and Clear Filter to apply or reset it.

Services — Grid

Column	Description
Client Name	Client for the service.
Client UID	AlayaCare client ID.
Service Name	Service name.
Service ACId	AlayaCare service ID.
Status	Passed, Failed, or Skipped after processing.
Last Action Message	What happened (for example Employee updated).
Last Action Date	When the last action ran.

Services — Grid Filters

Filter	Purpose
Filter Client	Shows only the services of the selected client.

Use Apply Filter and Clear Filter to apply or reset it.

Client

Opens from the edit button on a client row.

Field	Purpose
Client UID, Client Name, Client Date of Birth, Is Associated	Read-only information.
Is Included	Include or exclude the client from processing.
Save / Cancel	Saves the change or closes the dialog.

Assign Employee

Opens from the right-click Assign Employee on a client in a multiple-employee job.

Field	Purpose
Find an Employee	Search for the receiving employee.
or Select A recently assigned Employee	Pick someone you already assigned during this visit to the page.
Save	Saves the employee on the client and marks the client as included. A warning asks for a valid employee if none is chosen.
Cancel	Closes the dialog.

Bulk Include

Opens from Bulk Include.

Field	Purpose
Groups	One or more client groups (with Select All).
Save	Marks every not-yet-included client who belongs to any selected group as included. A warning asks for at least one group if none is selected.
Cancel	Closes the dialog.

Dependencies

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

Table	Description
Branches	Branch list for the filter and the new-job dialog.
Groups	Group names shown for each client and offered in Bulk Include.

Processing Overviews

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

Save (start a job)

The job is created with who started it, the branch, the old and new employees, the options, and the effective date and time.
The outgoing employee's caseload (client IDs) is retrieved from AlayaCare.
For each client, the client's profile and status are loaded. Clients whose status was not selected are skipped. Clients that do not have the outgoing employee among their associated employees are skipped.
For each remaining client a row is saved. With Full Caseload the client is included automatically; with Partial Caseload it is not.
If Update Primary Employee On Services is on, each of the client's active services whose primary employee is the outgoing employee is added to the Services list.
If Update Visits is on, the client's visits for the outgoing employee from the effective date and time are added to the Visits list. For a recurring series only one row is added for the whole series.
The Client Count is saved and the job opens. You can cancel from the processing panel.

Process Caseload

Before it starts, a warning is shown if a single-employee job has no new employee (New Employee Not Assigned) or if any included client in a multiple-employee job has no employee (New Employee Not Assigned To All Clients). Otherwise:

The job is marked as started, so it can no longer be changed.
Each included client is processed in turn. Clients with no receiving employee are passed over.
Associated employee: if the outgoing employee is still associated with the client, they are removed (the Unassign Status is recorded) and the new employee is added (the Assign Status is recorded). Failures are counted in Associated Employees Errors.
Client contacts (only if Process Employees As Client Contacts is on): if the outgoing employee is a contact of the client, their relationship and type are cleared and they are made inactive. The new employee is added as a contact (or reactivated) and, when a relationship value is set, given the configured relationship and type.
Visits (if Update Visits is on): visits that are not recurring, or were changed on their own, are checked in AlayaCare. If still assigned to the outgoing employee, they are moved to the new employee with all AlayaCare scheduling validations overridden (Passed, or Failed with AlayaCare's message); otherwise they are Skipped with the message Visit no longer assigned to old employee. For unmodified recurring series, the series is updated from the first visit found onward so that unmodified future visits move to the new employee. The numbers of covered, unfunded, and vacant visits created and visits deleted are saved on the row.
Services (if Update Primary Employee On Services is on): if the outgoing employee is still the primary employee on the service, it is changed to the new employee (Passed or Failed); otherwise it is Skipped with the message Service no longer assigned to old employee.
The client's updated and error counts are saved and added to the job totals.
When all clients are done, the end time and duration are saved and the tabs refresh. If you cancel in the processing panel, processing stops and the job remains marked as started.

Export Selected

Creates an Excel workbook named caseloadreassignment_ followed by the job number and the date and time. It contains four sheets: Home (the job options, counts, times, and error totals), Clients, Visits, and Services, with the same information as the job tabs.