Client Profile Reports
Executive Summary
Client Profile Reports produces a printable client profile (face sheet) as a PDF for one client, or for every client who has a matching active service. Staff choose how to find the clients (by name, by AlayaCare client ID, or by service name), choose a report purpose and format, and the system gathers the client's details, contacts, medical history, care plan diagnoses, risks and other configured fields from AlayaCare and builds one PDF per client. Each run is saved as a job in the list. Opening a job shows the PDFs that were created, where staff can download one PDF or print all of them as a combined file.
Key Features
- Start a new report for a single client (found by name search or by client ID) or for all clients with an active service whose name contains the text entered
- Choose the report purpose and format; the formats available depend on the purpose selected
- Create one PDF per client from AlayaCare data, including contacts, medical history, care plan diagnoses, risks, hospitalizations, infectious diseases, allergies and configured custom fields
- Show the client photo and agency logo on the report when the format and configuration provide them
- Review earlier report jobs, with who added them, what was selected, and when they were processed
- Open a job to see the individual client PDFs, filter them by client name, download any one of them, or print all of them as one combined PDF
- See when each PDF was last downloaded and by whom
- Bring older report jobs forward so their PDFs appear in the job's list (Migrate, when permitted)
Typical Workflow
- Click Start A New Report.
- In Find Client(s) By, choose Client Name Autocomplete, Client UID or Service, and fill in the field that appears.
- Choose a Purpose, then a Format.
- Click Save. A progress panel lists each client as it is processed.
- When processing finishes, the job opens automatically and lists the PDFs that were created.
- Click the PDF icon on a row to download that client's PDF, or click Print All to download every PDF in one combined file.
- Return to the job list at any time and use the edit icon (or right-click a row and choose Edit) to reopen a job.
Report Output
Each client produces one PDF using the layout belonging to the chosen format. The PDF is created when Save is clicked and is stored with the job; it is not downloaded automatically. Staff download it from the job's page by clicking the PDF icon on the client's row (file name pattern ClientProfileReport_{client ID}{Month day, year}.pdf) or by clicking Print All, which merges every PDF in the job into one download (named Client_Profile_Report{date}From_1_To{count}.pdf). If a job has more than 600 PDFs, Print All downloads several files of up to 600 each.
Report Contents
The sections that appear depend on the sections and details turned on in the chosen report format. Each section or detail can also be set to print a "none found" line when AlayaCare has no data.
| Content | How it is determined |
|---|---|
| Title | The header label of the chosen report format. |
| Agency name and logo | The tenant name and the agency logo set up for the tenant. The logo is left off when none is configured. |
| Client photo | The client's AlayaCare profile photo, shown only when the format is set to print it and the client has a photo. |
| Client details | Name, address, phone, email, sex, date of birth, health card and version, Chinese name, fax and remarks come from the client's AlayaCare record. Height, weight, mobility and aiding devices come from the client fields named in the configuration. |
| Custom fields | Each client field listed in the format. The label is the format's own label or, if none, the field's description. Fields flagged as complex combine several client fields using the format's formula. Blank fields are printed only when the format says to print blanks. |
| Contacts | The client's active contacts, grouped by the contact groups in the format. A contact belongs to a group when the group takes all contacts, or the contact is an emergency contact (when the group uses that), or matches the group's contact types, relationships, or a custom field value. Each contact shows name, type, relationship, address, phones, email, sex, date of birth, health card, fax, height and weight, and flags for Emergency, Consultant, Family Physician and Authorized Substitute. |
| Care plan diagnoses | Diagnoses (name, description, start and end dates) on the client's most recently updated active care plan. |
| Medical history | Current and past medical history entries (diagnosis, dates, treatment, notes, primary diagnosis) from the client's medical history in AlayaCare. |
| Recent hospitalizations | Reason, location notes and admission date from the client's medical history. |
| Infectious diseases | Disease, dates and notes, plus any other infectious disease entered, from the client's medical history. |
| Allergies | Name, type, severity, treatment and date from the client's medical history. |
| Risks | Risk assessment entries (risk, category, severity, author, date) from AlayaCare, grouped by the risk categories in the format. "No Risks Found" is printed when there are none. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and the job detail page |
| Migrate | Show the Migrate button |
Main Grid
Lists every client profile report job, newest first (14 rows per page).
| Column | Description |
|---|---|
| ID | Job number. |
| Added | Date and time the job was started, in the user's time zone. |
| Added By | User who started the job. |
| Client Selection | What was selected: Service: followed by the service text, or Client: followed by the client name and ID. |
| Format | The report purpose and format chosen, shown as Purpose / Format. |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Manage Records | An edit icon that opens the job. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| Migrate | Shown only with the Migrate permission. For each earlier job that has no client PDFs listed but has a saved PDF, adds that PDF to the job's list so it can be downloaded from the job page. Jobs that already have PDFs listed, or have no saved selection, are left alone. |
| Edit (icon on a row, or right-click a row) | Opens the job to show its PDFs. |
Dialog Components
Start A New Report
Opens from Start A New Report. Choose which clients to include and which format to use, then click Save.
| Field | Purpose |
|---|---|
| Find Client(s) By | How to find the clients: Client Name Autocomplete, Client UID or Service. |
| Client (shown for Client Name Autocomplete) | Type at least three characters and pick the client from the list. |
| Client UID (shown for Client UID) | The client's AlayaCare client ID. |
| Service Name Includes (shown for Service) | Text that the service name must contain. Every client with an active service matching the text is included. |
| Purpose | The report purpose. |
| Format | The report format. Appears after a purpose is chosen and lists the formats for that purpose. |
Click Save to start, or Cancel to close the dialog. A warning is shown if no client is selected ("Please select a client"), the client ID is not found ("Client UID not found"), the service text is empty ("Service Name Required"), or no active services match ("No Client Services Found").
Client Profile Report Job
Opens when a job is edited from the main grid, and automatically when a new report finishes. It lists the PDFs created for the job. Back returns to the job list.
The job number is shown at the top (ID, read-only).
Grid
Lists the PDFs for this job, in client-name order (12 rows per page).
| Column | Description |
|---|---|
| Client Name | Client last name, first name. |
| File Name | Name of the PDF. |
| Last Download | Date and time the PDF was last downloaded, in the user's time zone. |
| Download By | User who last downloaded it. |
| Actions | A PDF icon (Download PDF) that downloads the file. |
Grid Filters
| Filter | Purpose |
|---|---|
| Filter Name | Limits the list to clients whose name contains the text entered (not case-sensitive). |
Click Apply Filter to refresh the list. Use Clear Filter to reset it.
Grid Actions
| Button | Description |
|---|---|
| Download PDF (icon on a row) | Records the download (date and user) and downloads the client's PDF. |
| Print All | Merges every PDF in the job (the name filter does not apply) into one PDF and downloads it. Jobs with more than 600 PDFs download in several files. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Agency logo (connection settings) | Logo printed on the report. |
| Configuration | Contact type, relationship and custom-field settings used to flag Consultant, Family Physician and Authorized Substitute contacts, and the custom fields that hold height, weight, mobility and aids. |
| Form Context Fields | Descriptions and tags of the client custom fields listed in the format. |
| Report Formats | Purposes and formats offered in the dialog, with the report layout and header label. Also covers its report format sections: sections (contacts, care plan, risks, care documentation, custom fields) each format prints. Also covers its report format section details: individual details inside each section (groups, labels, formulas, print and print-blank options). |
Processing Overviews
This section describes what happens after you confirm a processing action.
Save (Start A New Report)
- Checks the selection: a client must be chosen, the client ID must exist in AlayaCare, or the service text must match at least one active service. For a service, the matching clients are put in client-name order, one entry per client.
- Records the request in the activity log, closes the dialog and opens a progress panel that lists each client as it is processed. The panel can be cancelled.
- Creates the job record with the user, the start time and the chosen format, and signs in to AlayaCare.
- Loads the format's sections and details.
- For each client, loads the client record and the client's medical history, care plan, risks and contacts from AlayaCare, and downloads the profile photo when there is one.
- Builds the report content from the format settings (see Report Contents) and saves it on the job along with the end time and duration.
- Creates the PDF and adds it to the job's list of PDFs. A warning is shown if the PDF cannot be created.
- Stops after the current client if processing is cancelled. When finished, the job page opens.