Clinic Scheduling v2

Executive Summary

Clinic Scheduling v2 is the day-view calendar that coordinators use to schedule and manage visits at infusion clinics. After choosing a date and one or more clinics, the screen shows a calendar for that day in two views: Chairs, where each column is a chair and the bookings are client visits, and Employees, where each column is a clinic and the bookings are the employees scheduled there. From the calendar you can add visits (single or recurring), move them by dragging or from the visit details, change the employee, service code, times or service instructions, cancel visits, clock visits in and out, manage the forms attached to a visit, and open the client or employee in AlayaCare. Chairs show unavailable time and closures as blocked areas, and each column shows total hours. Everything you save is written directly to AlayaCare.

Key Features

• Choose a date and the clinics to show from My Groups, All Groups, Custom (nearest clinics for a client) or All Clinics (the last three depend on permissions)
• Switch between Chairs and Employees views, and between Day and Timeline Day layouts, with a count of visits shown on the active tab
• Step to the previous or next day, and adjust the time interval and cells per interval for each layout
• Colour-coded visits (by visit status or by service code), with icons for clocked in, tags, recurring visits and funded or unfunded visits
• Hover a visit to see the time, tags and service instructions
• Add a client visit to a chair (single or recurring) with service, service code, instructions, forms and employee selection
• Add an employee booking to a clinic (single or recurring) with a break
• Open a visit to see its details and cancel it, clock it in or out, change the employee, service code, start and end times or service instructions, move it, or manage its forms
• Drag a visit to a new time or chair, with confirmation
• Clock in with the employee chosen by name, from the clinic schedule, or taken from the visit, with optional audit note in AlayaCare
• Find the nearest infusion clinics for a client and add them to the schedule selection
• Build and reorder My Groups from the groups assigned to you in AlayaCare
• Export the day's visits to Excel
• Open the client, employee, or a form on a visit in AlayaCare
• Configure scheduler display, mouse behaviour, visit overrides, client and employee selection, and clock in/out in the page settings

Typical Workflow

1. Open the filter panel (the filter icon beside the page title) if it is closed, and pick the date in the calendar.
2. Choose the clinics: tick groups or clinics on My Groups (use Manage to maintain the list), All Groups, Custom or All Clinics.
3. Click Apply. The scheduler opens and the filter panel closes.
4. Use the Chairs and Employees tabs, Day or Timeline Day, and the previous and next arrows to move around.
5. Right-click an empty area of a chair (or an available block) and choose Add to create a visit, or click a visit to see its details.
6. From the visit details, cancel, clock in or out, change the employee, service code, times or instructions, move the visit, or manage its forms.
7. Click Refresh to reload the day from AlayaCare after changes made elsewhere. Click Export to save the day to Excel.

Configurable Settings

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

A multi-select list of the same override choices appears above the Update Visit Overrides checkboxes and shows what is currently selected. The visit overrides saved here are applied when you move a visit, change its start and end times, clock in, drag a visit, or change its forms. Changing the employee, service code or service instructions always allows every override.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Actions

Filter panel and toolbar:

Interval and time zone controls above the calendar: Interval (in Minutes) Day, Cells per Interval Day, Interval (in Minutes) Timeline, Cells per Interval Timeline, and a read-only Timezone (all selected clinics must share one time zone).

Right-click menu on the calendar:

Export produces an Excel file named like ClinicScheduling_2025-01-15_<time>.xlsx. It lists the clinic names and date, then one row per visit with Start Time, Client Name, Service Code, End Time, Duration, Scheduled Employee, Facility (chair) and Forms, in start-time order.

Dragging a visit to a new time or chair asks "Are you sure you want to move this booking to ...". It is blocked when you lack the move permission or are in read-only mode, when the target is unavailable, or when it overlaps another visit and Allow Overlapping Visits is off.

Dialog Components

Visit Details (Chairs)

Opens when you click a client visit or choose More Details. The header shows the Visit ID and these buttons: Cancel (needs Client Visit Cancel), Clock In (when the visit is not clocked in) or Clock Out (when it is), both needing Client Visit Clock In/Out. If the visit cannot be found in AlayaCare, a warning appears instead. Close returns to the calendar.

Manage Forms (needs Client Visit Manage Forms) opens the forms list. Below the buttons, a Forms list shows each form on the visit with its last submission date (or "Not submitted yet"), "Required" when it is required, and View Definition and Fill In buttons.

Visit Details (Employees)

Opens when you click a booking on the Employees tab. It shows the Visit ID and Current Employee with an Edit Employee button, and Close.

Add Booking

Opens from Add on the Chairs tab. It shows the chair as Resource.

• Client Selection: choose Autocomplete or Lookup Dialog (defaults from settings). With autocomplete, type at least three characters in Client. With the lookup, type in Client Lookup and click Search; the Search Clients dialog lists matches, and Ok picks one.
• A list of the client's active services appears; click Choose on one. Then pick a Service Code, see the Primary Employee On Service (when there is one), and enter optional Instructions.
• Other Forms and Required Forms: tick the forms to attach (latest non-archived published versions, with Select All).
• From Date/Time and End Time.
• Employee Selection: Vacant Employee (only when allowed by settings), Use Primary Employee From Service, Select A Scheduled Facility Employee (employees scheduled at the parent clinic covering the visit time), or Find Employee (autocomplete Find Employee, or Employee Lookup with Search). Show Visits lists the chosen employee's visits for the day (Service Code, Client, From, To) to help avoid clashes.
• Create as Recurrence: choose Frequency Type (Weekly, Daily or Monthly); for Weekly, Every N Weeks and weekday tick boxes (Su to Sa); for Daily, Repeat Every N Days; for Monthly, Repeat Every N Months and Day of the Month; and an End Date. Split Recurrences appears for weekly recurrences when the choices allow splitting.

Click Save to create the visit, or Cancel. The screen checks that a client, service and service code are chosen, that the end is after the start, that at least one weekday is ticked for a weekly recurrence, that vacant visits are allowed when chosen, and that the clinic can be used on the chosen weekdays. When AlayaCare reports a conflict (for example an overlapping client visit), a Conflict dialog explains it and asks "Are you sure you want to schedule this visit?"; Confirm schedules it with that override, and Cancel stops.

Add Employee

Opens from Add on the Employees tab. It shows the clinic as Resource. Choose Vacant Employee (when allowed) or Find Employee (autocomplete or lookup, as above), choose the clinic's service from the service list, add optional Instructions, then enter From Date/Time, End Time and Break in Minutes. Create as Recurrence works as in Add Booking. Save creates the booking (the same weekday and conflict checks apply); Cancel closes.

Move Booking

Opens from Move in the visit details. It shows the Client, Service Code, Current Facility and Current Facility Chair. Choose Move To New Date/Time (the date and start time fields) and, under Move to new facility, the Clinic (clinics in the same time zone) and Chair. The visit keeps its original length; the end time is recalculated from the new start. Save updates the visit in AlayaCare, Cancel closes.

Cancel Booking

Opens from Cancel in the visit details. It shows the Client, Service Code, From and To. Select a cancel code in Select A Cancel Code (required) and click Save to cancel the visit in AlayaCare; the calendar then reloads. Cancel closes without cancelling.

Clock In

Opens from Clock In in the visit details (Client Visit Clock In/Out). If Clock In/Out Current Date Only is on and the visit is not today, a warning is shown instead. Choose the Employee Selection:

• Select Employee By Name: search for the employee.
• Select Employee By Facililty: pick from the employees scheduled at the parent clinic that day with Choose (offered only when the clinic has scheduled employees).
• Use Employee From Visit: the employee already on the visit (offered only when the visit has one).

Optionally edit Service Instructions, and tick Open Client in Alayacare to open the client afterwards (needs Client Visit View In AlayaCare). Save clocks in; Cancel closes. Clock Out asks "Are you sure you want to clock out" and does not open a form.

Edit Employee

Opens from Edit Employee in either visit details. It shows the Current Employee, Service Code, Start At and End At. Choose Vacant Employee (when allowed), Find Employee (autocomplete New Employee or Employee Lookup), or, on the Chairs tab, Select A Scheduled Facility Employee. Save changes the employee in AlayaCare; Cancel closes.

Change Service Code

Shows the Current Service Code. Pick the new code in Select A Service Code and click Save.

Edit Start And End Times

Shows the Client and Service Code. Set Move To New Date/Time (date and start) and End Time, then Save. The calendar reloads.

Change Service Instructions

Edit the Service Instructions text and click Save.

Manage Forms

Opens from Manage Forms. It shows the Client and Service Code. Add Forms opens a dialog (also titled Manage Forms) where you pick Other Forms and Required Forms and click Save (or Cancel). The forms grid lists each form with its last submission, View Definition (opens the form definition in AlayaCare), and Fill In (opens the latest submission in AlayaCare; nothing opens if the form has not been submitted). Remove a form with the delete icon in Manage Records or by right-clicking the row and choosing Delete, then confirming "Are you sure you want to remove this form?". Close returns to the visit details.

Custom

Opens from Find Client on the Custom tab. Search a client in Client and click Search. The five nearest infusion clinics (by the clinic's starting location) are listed with Name, Last Visit, Employee, Service (the client's most recent visit there in the last 60 days) and Distance. Tick the clinics to show and click Save; they appear on the Custom tab for Apply. A warning appears when the client has no location in AlayaCare.

My Groups

Opens from Manage on My Groups. Refresh From Alayacare reconciles your list with the infusion clinic groups on your AlayaCare employee profile: groups you no longer belong to are removed and new ones added. Drag rows in the Group grid to set the order and tick Selected to show a group. A second grid shows the groups on your AlayaCare profile by Name. Save stores the order; Cancel closes.

Dependencies

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

Processing Overviews

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

Apply and Refresh

1. Resolves the clinics you chose into their chairs. Stops with a warning if nothing is chosen, if no date is available, or if the clinics are in different time zones.
2. Logs the filter that was applied.
3. For each clinic and chair, builds blocked time from closures and unavailable time (time that allows visits is left open).
4. Loads the day's visits from AlayaCare: client visits per chair on Chairs, or the scheduled employees per clinic on Employees.
5. Skips cancelled visits (on-hold visits are kept), availability entries and entries with no client. For each remaining visit, checks whether it is clocked in, looks up its service code colour, and places it on the calendar.
6. Sets the visible hours from the clinic availability (or the settings), builds the column totals, and displays the calendar.

Clock In

1. Stops if clock in is limited to today and the visit is on another day.
2. Updates the visit with the chosen employee and any service instructions you entered (using the configured overrides).
3. Warns if the employee already has an open clock-in on the same client and service.
4. Assigns the employee to the visit and clocks in at the visit start time or the actual time, depending on settings.
5. If the time to use is Visit Time, corrects the recorded start to the visit time.
6. If Write Audit Visit Note is on, writes a note on the visit. Refreshes the visit on the calendar; failures show as warnings.

Clock Out

1. Finds the open clock-in session on the visit. If there is none, shows "Visit has no work session to clock out".
2. Clocks out at the visit end time or the actual time, depending on settings.
3. If Write Audit Visit Note is on, writes a note on the visit. Refreshes the visit on the calendar.

Save (Add Booking and Add Employee)

1. Validates the entries as described in each dialog.
2. For a single visit, creates it in AlayaCare on the chosen chair (with forms and instructions), and adds it to the calendar.
3. For a recurring visit, checks for conflicts, offers the Conflict confirmation if AlayaCare reports one, and then creates the series in bulk. The calendar then reloads.
4. Logs the new visit.

Move, Edit and Cancel

After Save in Move Booking, Edit Start And End Times, Change Service Code, Change Service Instructions or Edit Employee, the visit is updated in AlayaCare and refreshed on the calendar, and a warning is shown if AlayaCare rejects the update. Cancel Booking cancels the visit in AlayaCare and reloads the calendar.

Search (Custom)

1. Confirms the client has a location in AlayaCare, otherwise stops.
2. Finds infusion clinics that use a starting location and ranks them by distance from the client.
3. For the five nearest clinics, finds the client's visits at each chair in the last 60 days and reports the last visit, employee and service.

Refresh From Alayacare (My Groups)

Compares the infusion clinic groups on your AlayaCare employee profile with your saved list, removes groups you are no longer in, and adds new ones.