Employee Bulk Add Visits
Executive Summary
Employee Bulk Add Visits lets coordinators quickly create one or more visits for an employee on a chosen service date. Staff pick the employee (or use their own login), review the visits the employee already has for the day, then add new visits with client, service, times, activity codes, forms, tags and premium quantities. Each visit is created in AlayaCare when saved.
Key Features
- Choose an employee (or work as the logged-in employee, when set in page settings) and apply them
- See the employee's visits for a service date, with previous day and next day buttons
- Add visits for any client: facility, client, service, service code, start time, duration, service instructions, forms, activity codes and tags
- Optionally add up to three premium codes (configured in page settings) with quantities
- Save and keep the dialog open to add another visit; the next start time defaults to the end of the last visit in the list
- Configure the rows per page, the logged-in employee option and premium codes in page settings when permitted
Typical Workflow
- Select an Employee (skip this if the page is set to use the logged-in employee) and click Apply
- Choose the Service Date, or use the previous and next day buttons; the employee's visits for that day are listed
- Click Add Visit(s)
- Choose the client and the client's service, fill in the visit details and click Save or Save And Add Another
- Click Clear when finished with that employee
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options. The dialog is titled Bulk Add Visit Settings.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Number Of Items Per Page | Dropdown | Number of visits shown per page in the grid. |
| General | Use Logged In Employee | Yes/No | When on, visits are listed and created for the logged-in employee and the employee picker is replaced by a read-only name. |
| General | Premium Code 1 | Dropdown | Premium code offered in the Add Visits dialog. |
| General | Premium Code 2 | Dropdown | Premium code offered in the Add Visits dialog. |
| General | Premium Code 3 | Dropdown | Premium code offered in the Add Visits dialog. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Settings View / Edit | View or change page configuration |
Main Grid
After an employee is applied and a service date is set, the grid lists the employee's visits for that date. Rows have a check box for selection.
| Column | Description |
|---|---|
| Start At / End At | Visit start and end date and time, in the employee's time zone. |
| Client Name | Client on the visit. |
| Duration | Visit length. |
| Service Code | Service code on the visit. |
| Activity Codes | Activity codes on the visit. |
| Forms | Forms on the visit. |
| Tags | Tags on the visit. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Employee | Employee whose visits are listed. Shown as a read-only name when the logged-in employee option is on. |
| Service Date | Day of visits to list and to add. Appears after an employee is applied. |
Click Apply to load the employee. Use Clear to reset the employee and the date. Changing the date, or using the previous and next day buttons, reloads the list.
Actions
| Button | Description |
|---|---|
| Apply | Applies the selected employee so a service date can be chosen. A warning asks you to select an employee if none is chosen. |
| Clear | Clears the selected employee, the date and the list. |
| Previous day / Next day | Moves the service date back or forward one day and reloads the visits. |
| Add Visit(s) | Opens the Add Visits dialog (shown once visits are loaded). |
| View Settings | Opens page configuration in read-only mode (when settings view is permitted). |
| Edit Settings | Opens page configuration for editing (when settings edit is permitted). |
Dialog Components
Add Visits
Opens from Add Visit(s).
| Field | Purpose |
|---|---|
| Facility | Optional facility for the visit. |
| Client | Client for the visit (required). |
| Client services list | Lists the client's services; click Choose on one (required). If the client has only one it is chosen automatically. |
| Service Code From Service | Read-only service code of the chosen service. |
| Service Code | Service code for the visit (required). Defaults from the chosen service and can be changed. |
| Start At | Visit start time (required), in 5-minute steps. Defaults to the end of the last visit in the list. |
| Duration (Minutes) | Visit length (required). Pick from the list or use the quick buttons 5 to 60. |
| End At | Calculated end time, read-only. |
| Service Instructions | Instructions saved on the visit. |
| Forms | Forms to attach (multi-select with select all). |
| Activity Codes | Activity codes to attach (multi-select with select all). |
| Tags | Visit tags to attach (multi-select with select all). |
| Premium Code 1 / 2 / 3 | Shown only for premium codes chosen in page settings. Enter a Quantity to add that premium to the visit; leave at 0 to skip. |
| Save | Creates the visit and closes the dialog. |
| Save And Add Another | Creates the visit, clears the form and keeps the dialog open. |
| Cancel | Closes the dialog without saving. |
Warnings that may appear: "Please select a Client", "Please select a Service", "Please select a Service Code", "Please select a Start Time", "Please select a Duration".
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| ActivityCodes | Activity codes offered when adding a visit. |
| Facilities | Facility lookup when adding a visit. |
| Forms | Forms offered when adding a visit. |
| PremiumCodes | Premium codes configured in page settings and shown when adding a visit. |
| ServiceCodes | Service codes offered when adding a visit. |
| Tags | Visit tags offered when adding a visit. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Loading visits
When the service date is set or changed:
- Reads the employee's visits from AlayaCare for the whole service date (midnight to end of day).
- Loads the details of each visit and shows them in order of start time, with start and end shown in the employee's time zone.
Save
After Save or Save And Add Another on Add Visits:
- Checks the required fields (client, service, service code, start time, duration).
- Creates the visit in AlayaCare for the employee, client, service, start time, end time (start plus duration), optional facility, service instructions, forms, activity codes and tags.
- The visit is always created with validation overrides switched on, so scheduling validations that would normally block the visit (for example overlaps) are bypassed.
- For each premium code with a quantity above 0, adds that premium to the new visit. A warning is shown if a premium cannot be added.
- Adds the new visit to the grid. If AlayaCare rejects the visit, the error message is shown and nothing is added.
- Save closes the dialog. Save And Add Another clears the form for the next visit.