Client PTI Forms
Executive Summary
Client PTI Forms lets staff retrieve a client's care plans from AlayaCare and produce a PTI form (PDF) for a chosen care plan. The user selects a client, retrieves the care plans, and opens one. On the care plan page each Start A New Report creates a new numbered revision of the PTI form as a PDF, which can be downloaded again at any time and submitted to the storage location configured for the agency.
Key Features
- Search for a client and retrieve the client's care plans from AlayaCare
- List the stored care plans with their status, dates and who added them
- Generate a PTI form PDF for a care plan, with a new revision number each time
- Download any generated form
- Submit a generated form to the configured storage bucket and folder, recording who submitted it and when
- View or edit the submission storage settings (when permitted)
Typical Workflow
- Search for and select the client.
- Click Retrieve Care Plans. The care plans are loaded from AlayaCare and shown in the grid.
- Open the care plan to work with (edit icon, or right-click and choose Edit).
- Click Start A New Report. The PDF is generated and downloaded, and a new row is added to the grid.
- When the form is ready, select its row and click Submit Selected (or right-click the row and choose Submit), then confirm.
Report Output
Start A New Report on the care plan page produces a PDF from the PTI form layout. The file is stored with the form, downloaded to your computer straight away, and can be downloaded again from the grid. The file name follows the pattern pti_{client last name}_{client first name}_{care plan ID}_Rev{revision}_{date and time}.pdf.
When a form is submitted, a copy is uploaded to the configured storage bucket and folder under the name {client external ID}_{client last name}_{yyyyMMdd-HHmmss}_DT9159_PTI.pdf.
Report Contents
| Content | How it is determined |
|---|---|
| Barcode | Always DT9159. |
| Revision, Created, Printed | The form's revision number, the date and time the form was started, and the date and time it was printed, in your time zone. |
| Agency name and logo | The tenant name, and the agency logo when one is configured. |
| Care plan name, start date and status | From the care plan record retrieved from AlayaCare. |
| Client name, client ID, external ID and date of birth | From the client's AlayaCare profile. |
| NAM and NAM expiry | From the client's custom form fields named nam and nam_exp. |
| Diagnoses | Only care plan diagnoses carrying a tag that is marked to be included in the PTI form. Each shows name, description, status, rank, start (the date it was created), end date, completed date, who completed it, completion note and the professional services. Professional services are the diagnosis tags that are marked to print as professional services, shown by their print value (or tag name if there is no print value). Diagnoses are numbered in order so goals and interventions can refer to them. |
| Interventions | Only interventions linked, through a goal, to a diagnosis that is printed. Each shows name, description, type, status, rank, dates, completion details and the numbers of the diagnoses it supports. |
| Goals | Every goal on the care plan: name, description, type, progress type, status, rank, dates, completion details, and the numbers of the printed diagnoses it is linked to. |
| Initials and people | Initials of the staff who created or completed each diagnosis, intervention and goal, and a list of those people with their initials and the program service SAD. |
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | PTI Form Submit S3 Bucket | Dropdown (list of configured buckets) | Storage bucket that submitted PTI forms are uploaded to. Submit shows "S3 Bucket not defined" until one is chosen. |
| General | PTI Form Submit Folder | Text | Folder within the bucket where submitted forms are placed. |
Which diagnosis tags are included on the form, and which tags print as professional services, are maintained on the Tags setup screen, not in this dialog. The agency logo is also maintained elsewhere.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and the care plan page |
| 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 the care plans stored for the selected client (14 rows per page). It is filled when Retrieve Care Plans is clicked.
| Column | Description |
|---|---|
| ID | Care plan number. |
| Name | Care plan name. |
| Status | Care plan status in AlayaCare. |
| Start Date | Care plan start date. |
| End Date | Care plan end date. Blank when there is none. |
| Added | Date and time the care plan was first retrieved. |
| Added By | User who first retrieved it. |
| Manage Records | Edit (pencil) icon that opens the care plan. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Client (search box) | Client whose care plans are retrieved and shown. |
Actions
| Button | Description |
|---|---|
| Retrieve Care Plans | Loads the selected client's care plans from AlayaCare and refreshes the grid. A warning "Please select a valid client" is shown if no client is selected. |
| View Settings | Opens the settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the settings for editing (when settings edit is permitted). |
| Edit icon (or right-click a row, Edit) | Opens the care plan page. |
Dialog Components
Care Plan Page
Opens from the edit icon or Edit on a care plan. The top of the page shows the care plan ID, Name and the client name (read-only). The grid lists every form generated for the care plan.
Care Plan Page — Grid
The grid lists the forms generated for this care plan (12 rows per page).
| Column | Description |
|---|---|
| Revision | Form revision number. |
| Date/Time | When the form was generated. |
| Generated By | User who generated the form. |
| Filename | Name of the generated PDF. |
| Submit Filename | Name the PDF was given when submitted. Blank until submitted. |
| Submitted On | When the form was submitted. Blank until submitted. |
| Submitted By | User who submitted the form. Blank until submitted. |
| Actions | Download icon. |
Care Plan Page — Grid Actions
| Button | Description |
|---|---|
| Start A New Report | Generates a new PTI form revision for the care plan and downloads it. |
| Submit Selected | Submits the selected row after confirmation. Does nothing unless exactly one row is selected. |
| Download (icon, or right-click a row) | Downloads the generated PDF. |
| Submit (right-click a row) | Submits that form after confirmation. |
Messages
| Message | Meaning |
|---|---|
| Login to Alaya failed | The connection to AlayaCare could not be made. |
| Unable to find client careplan | AlayaCare did not return the care plan. |
| Unable to find client details | AlayaCare did not return the client. |
| S3 Bucket not defined | No submission bucket is set in the settings. |
| Do you want to submit this report? | Confirmation shown before a submit. |
| Report Submitted / Error submitting report | Result of the upload to the storage bucket. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| S3 Buckets | Buckets offered in the settings and used to submit forms. |
| Tags | Tags marked to include a diagnosis on the form and to print as professional services. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Retrieve Care Plans
- All care plans for the selected client are retrieved from AlayaCare.
- A care plan that is not yet stored is added with its name, status, dates and the user who retrieved it.
- A care plan that is already stored has its name, status and dates updated.
- The grid is refreshed.
Start A New Report
- The care plan (active and completed items) and the client profile are retrieved from AlayaCare. If either is missing, a warning is shown and nothing is created.
- A new form revision is recorded with your name and the start time.
- Diagnoses, interventions and goals are selected as described under Report Contents.
- The PDF is generated and stored on the form. An error message is shown if it fails.
- The file name and processing time are saved, the PDF is downloaded, and the grid is refreshed.
Submit / Submit Selected
- A bucket must be selected in the settings, otherwise "S3 Bucket not defined" is shown.
- After you confirm, the stored PDF is uploaded to the bucket and folder from the settings.
- On success the submit date, user and submit file name are saved on the form and shown in the grid. On failure a warning is shown and nothing is saved.