DMAS 302 Forms

Executive Summary

DMAS 302 Forms produces the weekly DMAS 302 attendance and activity form for clients of a day-centre facility. Staff start a report for a branch, facility, year and attestation period. They then open that report and build a form for every client who had visits at the facility during the period, or for one client at a time. Each form shows, for Monday to Sunday, the times the client was clocked in and out, the hours, the activities that were completed, and any weekly comments, all taken from AlayaCare. Staff can view a form, open it for signature and sign it by typing a name or drawing a signature, rebuild a form when visits change, and download or print the forms.

Key Features

• Start a new report for a branch, facility, year and attestation cycle period
• Filter the list of reports by branch (all branches when permitted)
• Build forms for all clients at once, for a single client, or for the forms you select
• Build each form from the client's AlayaCare visits, work sessions, completed interventions and comments for the week
• Hold back a form as Pending when a visit in the week is not yet complete
• View a form, open it for signature, and sign it by typing a name or drawing a signature
• Rebuild a form from current AlayaCare data
• Download the listed forms as a zip file or print them as combined PDFs
• Choose the default cycle and DMAS template in the page settings

Typical Workflow

1. Choose a Branch if needed and click Apply.
2. Click Start A New Report, choose the Year, Select An Attestation Cycle Period, Branch and Facility, then click Ok.
3. Open the new report with Edit.
4. Click Process Forms - All Clients (or Process Form - Single Client) and wait for Creating Forms to finish.
5. On the All Forms tab, review the Status and Pending Reason columns. Use the row icons or right-click menu to view a form, rebuild it, or open it to sign.
6. Use Download Selected Forms or Print Selected Forms to get the forms as files.

Report Output

Each form is produced as a PDF from the DMAS 302 form layout and stored with the form. The PDF is rebuilt whenever the form is processed, refreshed, opened To Sign, or signed. Forms can be viewed in the View Form window, downloaded together as a zip file named DMAS302Forms_{date}.zip (one PDF per form, named Client_{last name}{first name}{form ID}.pdf), or printed together as one or more combined PDFs named DMAS302Forms_{date}From{first}To{last}.pdf. When more than 400 forms are printed, the combined PDFs are split into groups of 400.

Report Contents

Configurable Settings

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

Available Permissions

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

Main Grid

The grid lists the DMAS 302 reports that have been started, newest first (9 rows per page), for the selected branch.

Main Grid Filters

Click Apply to refresh the list. Use Clear to reset the branch filter to your own branch.

Actions

Dialog Components

Start A New Report

Opens from Start A New Report.

Warnings are shown when no facility or period is selected, or when the facility has already been started for that period ("The facility has already been processed for this period"). Ok only creates the report record with the template from the page settings; the forms themselves are built from the report details page.

DMAS 302 Forms (report details)

Opens from Edit on a report. Use the back arrow next to the title to return to the list. The top of the page shows the Billing Cycle, Year, Period and Facility (read-only) and counts of forms that are Pending, Waiting For Distribution, Cancelled and Complete.

Tabs

All Forms — Grid

The grid is paged 10 rows at a time and sorted by client last name then first name. The first three columns stay in view while scrolling. Tick the check box at the start of a row to select it.

All Forms — Grid Filters

Click Apply Filter to refresh the list. Use Clear Filter to reset filters and reload.

All Forms — Grid Actions

Pending Forms — Grid

Right-click a row for View or Refresh Form.

Process Form For Client

Opens from Process Form - Single Client. Type at least three characters of a client's name or number in the client box and pick the client, then click Ok. A warning ("Please select a client") is shown if no client is picked. The form for that client is then built in a Create Form panel. If the client already has a form that is not Complete or Cancelled it is rebuilt in place. If the existing form is Complete, it is cancelled and a new form is created. Cancel closes the dialog.

View Form

Opens when you view a form. It shows the form as a PDF with a Close button. When opened from View To Sign it also has a Sign This Form button.

Signature

Opens from Sign This Form.

Tabs

Click Ok to sign or Cancel to close without signing. Signing marks the form Complete, records the signed date and rebuilds the PDF with the signature.

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.

Start A New Report (Ok)

1. Requires a facility, a period, and a cycle chosen in the page settings.
2. Stops with a warning if the facility has already been started for that cycle, year and period.
3. Saves a new report with the user, the cycle, year, period dates, branch, facility and the template from the page settings. No forms are built at this point.

Process Forms - All Clients / Process Form - Single Client / Process Selected Forms / Refresh Form

1. For every day of the period, loads the facility's visits for that day from AlayaCare (only the chosen client's visits when working on one client). Cancelled visits are ignored, and so are visits with no client.
2. For each remaining visit, loads the visit details, the client details, the work sessions and the interventions.
3. Groups the visits by client and facility, in client name order. For each client:
   • For Process Forms - All Clients, a client who already has a form that is not cancelled is skipped.
   • Otherwise, an existing form that is not cancelled is reused and updated, except that a Complete form is cancelled and replaced by a new one.
4. Fills in the form: recipient and facility name, the ADHC staff name from the template, the Medicaid ID, the seven weekday dates, the time in, time out and hours for each day, the weekly comments, and an X for each task on each day that had a matching completed intervention.
5. Sets the status to Waiting For Signature. If any of the client's visits is not completed, the status is Pending with the reason "Visits Not Complete".
6. Saves the form and creates its PDF, with the agency logo and the staff signature from the template.

View To Sign

1. Rebuilds the form from current AlayaCare data using the same rules as above, without changing the saved status.
2. Opens the PDF with the Sign This Form button.

Sign This Form (Ok)

1. Requires a typed full name or a drawn signature.
2. Saves the signature, sets the status to Complete and records the signed date.
3. Rebuilds the PDF with the recipient signature and the signed date.

Download Selected Forms / Print Selected Forms

1. Takes the forms currently listed after the filters are applied.
2. Skips any form that has no PDF yet.
3. Download builds one zip file with a PDF per form. Print merges the PDFs into combined PDF files of up to 400 forms each. The files are then downloaded by the browser.