Client Progress Notes
Executive Summary
Client Progress Notes exports the progress notes recorded in AlayaCare for every client in a chosen client group. Staff choose a group, one or more progress note types, and a date and time range, and the system collects the matching notes for each client in the group from AlayaCare and builds an Excel workbook. The workbook downloads as soon as it is ready and is also kept with the job in the list, so it can be downloaded again later.
Key Features
- Select a client group and one or more progress note types (with a Select All option)
- Collect progress notes from AlayaCare for every client in the group
- Produce an Excel workbook with a Criteria sheet (what was requested) and a Progress Notes sheet (client, address, author, date and time, note type, and note text)
- Download the workbook automatically when processing finishes, and download it again later from the job list
- Review earlier requests with the group, note types, date range, who requested them, and when they were processed
Typical Workflow
- Click Start A New Report.
- Choose a Group, select one or more Note Types, and enter the From Date and Time and To Date and Time.
- Click Save. A progress panel shows the clients being processed and can be cancelled.
- When processing finishes, the Excel file downloads and "Exported Successfully" is shown. The new request appears at the top of the list.
- To download a file again later, click the download icon on its row.
Report Output
An Excel workbook is produced when Save is clicked, and downloads automatically. The file name pattern is ClientProgressNotes_{group name}from{yyyyMMdd-HHmmss}to{yyyyMMdd-HHmmss}.xlsx. The file is also saved with the request and can be downloaded again from the Manage Records column of the main grid.
The workbook has two sheets.
Criteria lists Report ID, Group, Progress Note Types (one per line), Notes Added From, Notes Added To and TimeZone.
Progress Notes has one row per note, with the columns below.
Report Contents
| Content | How it is determined |
|---|---|
| Client UID | The client's AlayaCare client ID. |
| Client Name | Client last name, first name. |
| Client Address | The address on the client's AlayaCare record. |
| Created By | Full name of the AlayaCare employee who created the note. Blank when the author cannot be found or is not recorded. |
| Created At | Date and time the note was created, shown in the user's time zone. |
| Progress Note Type | The code of the note's type in AlayaCare. |
| Progress Note | The note text, with formatting tags removed and blank lines trimmed. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
Main Grid
Lists every progress notes request, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the request was started, in the user's time zone. |
| Group | The group chosen. |
| Note Types | The note types chosen, separated by commas. |
| From Dt | The From Date and Time entered. |
| To Dt | The To Date and Time entered. |
| Added By | User who started the request. |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Manage Records | An icon (tooltip Download PDF) that downloads the saved Excel file for the request. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| Download (icon on a row) | Downloads the saved Excel file for that request. Nothing happens when the request has no saved file. |
Dialog Components
Start A New Report
Opens from Start A New Report. Choose what to export and click Save.
| Field | Purpose |
|---|---|
| Group | The client group whose clients are included. Choose from the list of groups. |
| Note Types | The progress note types to include. Only AlayaCare note types in the progress category are offered. Use Select All to choose every type. |
| From Date and Time | Start of the range. Only the date is used; notes are collected from the start of that day (midnight) in the system time zone. |
| To Date and Time | End of the range, recorded on the request and in the Criteria sheet. |
Click Save to start or Cancel to close. A warning is shown if no group is selected ("Please select a group") or no note type is selected ("Please select at least one note type").
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Groups | Client groups offered in the Group list. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Save (Start A New Report)
- Records the request in the activity log, closes the dialog and opens a progress panel that can be cancelled.
- Creates the request record with the user, start time, group, note types and date range.
- Signs in to AlayaCare and loads all clients in the chosen group.
- Starts the workbook and writes the Criteria sheet and the headings of the Progress Notes sheet.
- For each client in the group, loads the client's address and all progress notes created from the start of the From date onward.
- Keeps only the notes whose type is one of those selected, and looks up the author's name for each.
- Saves the workbook with the request along with the end time and duration, downloads it, and shows "Exported Successfully".
- Refreshes the list.