Employee Visit Reassignment
Executive Summary
Employee Visit Reassignment lets coordinators move visits from one employee to another in AlayaCare. The user picks the outgoing employee and a date range, loads that employee's upcoming and past visits, narrows the list with filters, ticks the visits to move, and assigns a receiving employee. One-off visits are reassigned directly; visits that belong to a recurring series are reassigned by updating the series so the change also applies to future visits that have not been individually modified.
Key Features
- Load all active visits (cancelled and on-hold visits are excluded) for one employee over a date range
- Filter the loaded visits by service code, status, visit tags, department, client tags, and client
- Select one or many visits with checkboxes
- Assign a receiving employee to all selected visits in one action, with a confirmation prompt
- Recurring visits are reassigned through their recurrence, while non-recurring visits are reassigned individually
- The list refreshes after the assignment so you can see what is left
Typical Workflow
- Choose the outgoing Employee and a date range in Choose a Range, then click Apply.
- Wait for the visits to load. If none are found, a No Visits Found warning is shown.
- Optionally use the filters (Filter Service Code, Filter Status, Filter Visit Tags, Filter Department, Filter Client Tags, Filter Client) and click Apply Filter.
- Tick the visits to reassign (or tick all).
- Click Assign Employee To Selected Visits (or right-click and choose Assign Employee To Selected), choose the receiving employee, and click Save.
- Confirm the prompt. The visits are updated in AlayaCare and the list reloads.
- Click Clear to start over with a different employee or date range.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
Main Grid
The grid appears after visits have been loaded. It lists the outgoing employee's visits that match the filters, with paging and a checkbox on each row.
| Column | Description |
|---|---|
| (checkbox) | Select the visit for reassignment. Selections are kept when moving between pages. |
| Start At / End At | Visit start and end date and time, one above the other, in the tenant time zone. |
| Client Name | Client on the visit. |
| Duration | Length of the visit in hours and minutes. |
| Service Code | Service code of the visit. |
| Status | Visit status from AlayaCare. |
| Department | Department of the visit's service. |
| Recurrence | Checked when the visit belongs to a recurring series that has not been individually modified. |
| Client Tags | Tags on the client, comma separated. |
| Visit Tags | Tags on the visit, comma separated. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Employee | The outgoing employee whose visits are loaded. Locked after Apply. |
| Choose a Range | From and to dates of the visits to load. Locked after Apply. |
| Filter Service Code | Shows only visits with the selected service codes. |
| Filter Status | Shows only visits with the selected statuses. |
| Filter Visit Tags | Shows only visits that have at least one of the selected visit tags. |
| Filter Department | Shows only visits in the selected departments. |
| Filter Client Tags | Shows only visits whose client has at least one of the selected tags. |
| Filter Client | Shows only visits for the selected clients. |
The filter lists are built from the visits that were loaded. Each has a Select All option and can be searched.
Click Apply to load the visits for the employee and date range. Use Clear to reset the employee, dates, and results. Click Apply Filter to apply the secondary filters to the loaded visits; Clear Filter removes them.
Actions
| Button | Description |
|---|---|
| Apply | Loads the employee's visits for the date range. A warning asks for a valid date range or an employee if either is missing. Disabled once applied. |
| Clear | Clears the employee, date range, and loaded visits. Enabled once applied. |
| Apply Filter | Applies the secondary filters to the loaded visits. |
| Clear Filter | Removes the secondary filters. |
| Assign Employee To Selected Visits | Opens the Assign Employee dialog for the ticked visits. |
| Assign Employee To Selected (right-click a row) | Same as Assign Employee To Selected Visits. |
Dialog Components
Assign Employee
Opens from Assign Employee To Selected Visits. Choose who the selected visits should move to.
| Field / Button | Purpose |
|---|---|
| Assign Employee | Search for and select the receiving employee. A warning is shown if none is selected. |
| Save | Checks that at least one visit is ticked, asks Are you sure you want to assign this employee to the selected visits? (default answer No), and then starts the reassignment. |
| Cancel | Closes the dialog without changes. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Apply
- The visits for the employee and date range (midnight on the first day to 11:59:59 PM on the last day, tenant time zone) are retrieved from AlayaCare. Cancelled and on-hold visits are removed.
- For each visit, its details, the client's details, and the service details are loaded from AlayaCare to fill in status, tags, and department. Visits whose details cannot be read are skipped.
- The filter lists and grid are populated. You can cancel from the processing panel.
Save (Assign Employee)
- After you confirm, each ticked visit is processed in turn.
- A visit that belongs to an unmodified recurring series is reassigned by updating the series from that visit onward in AlayaCare (only future visits in the series that have not been individually modified are changed). The reason-code check is overridden for this update.
- Any other visit is updated individually with the new employee, keeping the same times and service. All of AlayaCare's scheduling validations are overridden for this update (overlapping visits, service instructions, reason code, locked visit, blocked or unavailable employee, blocked facility, and authorization).
- When all visits have been processed, the visit list is reloaded from AlayaCare. No summary of how many visits succeeded or failed is displayed, so check the reloaded list to confirm what was moved.