Departments
Executive Summary
Departments is the setup screen for the employee departments that come from AlayaCare. Administrators bring the department list in from AlayaCare with Refresh from AlayaCare, then maintain the integration settings for each department: the PAP account it belongs to, whether it is an Ambulatory Infusion Suite (AIS) department, and its OHRS settings (provincial sector code, functional centre, and the functional centre fund type). Opening a department also shows the service codes linked to it and the OHRS statistical account mappings on each, and lets you open and change a service code.
Key Features
- Bring in new departments from AlayaCare, and update the names of departments whose names changed
- Filter the list by department name
- Set a department's PAP account and its AIS flag
- Set a department's OHRS provincial sector code, functional centre, and functional centre fund type
- Review the service codes for a department with their branch, status, and OHRS statistical account mappings
- Open a service code to review or change its general settings and its OHRS mappings
- Export the list to Excel
Typical Workflow
- Click Refresh from AlayaCare to add new departments and refresh department names.
- Click the edit icon on a department (or right-click it and choose Edit) to open it.
- On the General tab, click Edit to choose the PAP Account and the Is AIS (Ambulatory Infusion Suite) flag, then click Save.
- On the OHRS tab, click Edit to choose the provincial sector code, functional centre, and fund type, then click Save.
- On the Service Codes tab, right-click a service code and choose Edit to review or change it.
- Click Close, then use Export to save the list to Excel if needed.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, open a department, and make changes |
Main Grid
The grid lists every department (14 rows per page). The first three columns stay in place when you scroll sideways.
| Column | Description |
|---|---|
| AC ID | The department's ID in AlayaCare. |
| Name | Department name. |
| PAP Account | PAP account the department is linked to. |
| OHRS Functional Centre | OHRS functional centre code and description. |
| OHRS Fund Type | Default fund type for the functional centre. |
| OHRS PSC | OHRS provincial sector code and description. |
| AIS | Checked when the department is an Ambulatory Infusion Suite. |
| Manage Records | Edit icon that opens the department. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Filter Name | Shows only departments whose name contains the text entered (not case-sensitive). |
Click Apply Filter to refresh the list. Use Clear Filter to reset the filter.
Actions
| Button | Description |
|---|---|
| Refresh from AlayaCare | Loads the departments from AlayaCare. See Processing Overviews. |
| Export | Exports the departments shown in the grid to Excel. A warning "Nothing to export" is shown if there are none. |
| Apply Filter | Applies the name filter. |
| Clear Filter | Clears the name filter. |
| Edit (right-click a row, or the edit icon) | Opens the Department dialog for the row. |
Dialog Components
Department
Opens when you edit a department. The name of the department is shown at the top. Click Close when finished; the list is refreshed.
Tabs
| Tab | Purpose |
|---|---|
| General | The department's PAP account and AIS flag. |
| OHRS | The department's OHRS provincial sector code, functional centre, and fund type. |
| Service Codes | The service codes linked to the department. |
General
Shows the PAP Account and the Is AIS (Ambulatory Infusion Suite) flag, both read-only. Click Edit to change them.
OHRS
Shows the OHRS Provincial Sector Code, OHRS Functional Centre, and OHRS Functional Centre Segment 1 Fund Type, all read-only. Click Edit to change them.
Service Codes — Grid
Lists the service codes linked to the department (14 rows per page). The first three columns stay in place when you scroll sideways.
| Column | Description |
|---|---|
| AC Id | The service code's ID in AlayaCare. |
| Code | Service code name. |
| Description | Description of the service code. |
| Status | Enabled or Disabled. |
| Branch | Branch the service code belongs to. |
| CL Units SA | OHRS statistical account for scheduled units, client perspective. |
| Multiplier | OHRS scheduled units multiplier. |
| Segments | Statistical account segment codes for the preceding statistical account. |
| CL Entry SA | OHRS statistical account for entries, client perspective. |
| Emp Units SA | OHRS statistical account for scheduled units, worker perspective. |
| Emp Entry SA | OHRS statistical account for entries, worker perspective. |
Each statistical account column is followed by its own Multiplier and Segments columns.
Service Codes — Grid Actions
| Button | Description |
|---|---|
| Edit (right-click a row) | Opens the Service Code dialog for the row. |
Department (edit PAP account and AIS)
Opens from Edit on the General tab.
| Field | Description |
|---|---|
| PAP Account | Dropdown of PAP accounts, with a clear button. |
| Is AIS (Ambulatory Infusion Suite) | Check when the department is an Ambulatory Infusion Suite. |
Click Save or Cancel. "Update Failed" is shown if the change could not be saved.
Department (edit OHRS)
Opens from Edit on the OHRS tab.
| Field | Description |
|---|---|
| OHRS Provincial Sector Code | Searchable dropdown of provincial sector codes, with a clear button. Choosing a code reloads the functional centres below. |
| OHRS Functional Centre (Showing Enabled Functional Centres Only) | Searchable dropdown of the enabled functional centres for the chosen provincial sector code. |
| OHRS Functional Centre Segment 1 Fund Type | Blank, 2, or 3. |
Click Save or Cancel. "Update Failed" is shown if the change could not be saved.
Service Code
Opens from the Service Codes tab. The code is shown at the top. Click Close when finished; the service code list is refreshed.
Tabs
| Tab | Purpose |
|---|---|
| General | The service code's description, type, visit duration, view options, and AIS settings. |
| OHRS | The service code's OHRS multipliers and statistical account mappings. |
General
Shows these read-only values. Click Edit to change them.
| Group | Field | Description |
|---|---|---|
| Code | The service code name. It cannot be changed. | |
| Description | Description of the service code. | |
| Service Type | Blank, Meals On Wheels, or Transportation. | |
| Timesheet Service Type | Timesheet service type. When entered, a Ratio field is also shown. | |
| Visit Color | Color used for visits of this service code. Chosen with a color picker when editing. | |
| Meals On Wheels | Route Sheet Delivery Quantity | Scheduled Quantity, Scheduled Quantity With Multiplier, or Placeholder Only. |
| Meals On Wheels | Meal Supplier, Meal Type (Frozen or Hot), Print Value, Print Value for Labels, Quantity Multiplier, Include Print Value on Labels | Shown unless the delivery quantity is Placeholder Only. |
| Exclude Service Code From | Route Sheet, Delivery Labels, Order Sheet, Order Edit Listing, Packing Slip, Service Detail | Options for leaving the service code off these Meals On Wheels outputs. |
| Visit Duration | Visit Duration Source | Blank, Visit Duration, or Service Code. |
| Visit Duration | Set Duration To | Shown when the source is Service Code. |
| Visit Duration | Alayacare Default Duration | The default duration from AlayaCare. Not editable. |
| Views | Use Premium Helper | Include the service code in the Premium Helper view. |
| Views | Use For Supply Orders | Include the service code for supply orders. Expected Line Item Quantity is shown when checked. |
| Views | Exclude from Facility Route Optimization | Leave the service code out of facility route optimization. |
| Views | Exclude from Employee Route/Mapping | Leave the service code out of employee routing and mapping. |
| Views | Include in Facility Intervention Clocking | Allow visits of this service code to be clocked in and out by facility intervention clocking. |
| AIS | Ramp Up Minutes, Sanitation Minutes | Ramp-up and sanitation time for Ambulatory Infusion Suite visits. |
Click Save in the edit dialog to keep the changes, or Cancel to close without saving. "Update Failed" is shown if the change could not be saved.
OHRS
Shows these read-only values. Click Edit to change them.
| Group | Field | Description |
|---|---|---|
| OHRS Multipliers | Scheduled Units Multiplier, Scheduled Entry Multiplier | Multipliers applied to scheduled units and entries. |
| OHRS SA Codes - Client Perspective | Units, Entry | Statistical accounts used for the client. |
| OHRS SA Codes - Worker Perspective | Units, Entry | Statistical accounts used for the worker. |
| Triggers S.950 10 Individual Requested Service In French? and Triggers S.950 20 Individual Served In French? | Whether the service code triggers these S.950 entries. | |
| OHRS Override SA Mapping - Client Perspective and Worker Perspective | Level 1 to Level 6, each with Scheduled Units and Entry | Statistical account segment codes that override the mapping. Level 1 accepts 1 character; the other levels accept 2. |
In the edit dialog, the statistical account dropdowns can be searched by code or description. Click Save or Cancel.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| MealSuppliers | Meal suppliers offered when editing a Meals On Wheels service code. |
| OHRSFunctionalCentres | Enabled functional centres offered for the chosen provincial sector code. |
| OHRSProvincialSectorCodes | Provincial sector codes offered in the OHRS settings. |
| OHRSStatisticalAccounts | Statistical accounts offered in the service code OHRS settings. |
| PAPAccounts | PAP accounts offered when editing a department. |
| ServiceCodes | Service codes listed for each department. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Refresh from AlayaCare
- Shows a "Refresh Departments" progress panel.
- Signs in to AlayaCare if needed and stops quietly if sign-in fails.
- Loads the list of employee departments from AlayaCare.
- For each department, compares its AlayaCare ID with the existing list. A department that is not in the list is added with its AlayaCare ID and name. A department that is already in the list has its name updated if the name changed in AlayaCare. Nothing else on the department (PAP account, AIS flag, OHRS settings) is changed.
- Refreshes the grid.
Export
- Requires at least one department in the grid (after the name filter).
- Builds an Excel workbook with one sheet, Departments, with the columns AC Id, Name, PAP Account, OHRS Functional Centre, OHRS Fund Type, and OHRS PSC.
- Downloads the file, named departments_{date}.xlsx, and shows "Exported Successfully".