Facilities

Executive Summary

Facilities is the setup screen for the facilities (programs, clinics, chairs, routes and similar locations) that ACIntegrations uses alongside AlayaCare. Administrators use it to bring facilities and their groups in from AlayaCare, then complete the information AlayaCare does not hold: the integration type, the master/child (clinic and chair) relationships, route colours and starting/ending locations, scheduled sessions and activities, availability and unavailability, closure groups, service codes and FSM utilization settings. The list can be filtered, exported to Excel, and an Availability Details workbook can be produced for selected master facilities and a date range.

Key Features

• Refresh all facilities and their groups from AlayaCare, or refresh a single facility chosen by branch
• In Staging and UAT environments only, after refreshing all facilities, list facilities that are no longer in AlayaCare and optionally delete them with their related records
• Filter the list by description and by integration type, and choose how many rows to show per page
• Export the displayed list to Excel
• Export an Availability Details workbook (available, unavailable and net available hours) for selected master facilities over a date range, with optional daily values
• Open a facility (Edit button or right-click) to see its details across tabs: General, Groups, Sessions, Activities, child facilities (chairs), Closure Groups, Availability, Service Codes and FSM Settings
• Edit the facility's integration type, default note type, short name, child sequence, route colour, weekday restrictions, starting and ending locations (with geocoding), and AIS details
• Add and edit recurring sessions and activities, and add or remove service codes and closure groups
• Bulk-add chairs (creating them in AlayaCare) or link existing facilities to a master facility
• Add availability and unavailability, including single-day unavailability
• Set the FSM target percentage and the utilization colour ranges

Typical Workflow

1. Click Refresh All From AlayaCare (or Refresh Single Facility From AlayaCare) to bring the latest facilities, addresses and groups from AlayaCare.
2. Use Filter Description and Filter Integration Type, then Apply Filter, to find the facility.
3. Click the edit icon on the row (or right-click the row and choose Edit) to open Facility Details.
4. On the General tab, click Edit to set the integration type, short name, route colour, starting/ending locations and AIS details, then Save.
5. Use the other tabs to maintain sessions, activities, chairs, closure groups, availability, service codes and FSM settings as they apply to the facility.
6. Click Close when finished. The list refreshes if anything that affects it was changed.
7. Use Export for the on-screen list, or Availability Details for the availability workbook.

Available Permissions

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

Main Grid

The grid lists every facility known to ACIntegrations that matches the filters. The first three columns stay in place while you scroll sideways. The default page size is 14 rows.

Main Grid Filters

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

Actions

The buttons other than Refresh All From AlayaCare and Refresh Single Facility From AlayaCare are disabled while the list is loading.

Dialog Components

Refresh Single Facility From Alayacare

Opens from Refresh Single Facility From AlayaCare. Choose a branch with Select A Branch (it is pre-selected when AlayaCare has only one branch), then search for a facility in Search For Facility In AlayaCare. Choosing a branch switches AlayaCare to that branch and clears any facility already chosen. Click Refresh to bring that facility in (a warning appears if no facility was selected) or Cancel to close. Either way, the previously active AlayaCare branch is restored afterwards, and after Refresh the list is reloaded.

Facilities Not In AlayaCare

Opens automatically at the end of Refresh All From AlayaCare, in Staging and UAT environments only, when facilities stored here were not returned by AlayaCare. It is never shown in other environments. The dialog explains that these facilities are in the local database but were not in the facility list AlayaCare returned, and lists each one by AC ID and Name. When some branches could not be loaded, a note says that only facilities on the branches that were loaded are listed.

Both buttons are disabled while a deletion is running.

Availability Details Export

Opens from Availability Details. It produces an Excel workbook of availability hours for the master facilities you choose.

Click OK to build the workbook, or Cancel. Warnings appear for any missing required value. The file is downloaded automatically as FacilityAvailabilityDetails_ followed by the local date and time. It contains a Criteria sheet (the selections, Exported At) and one sheet per selected master facility. Each facility sheet lists the availability and unavailability records that apply during the period, with the columns Facility Type, Facility Name, Description, Type, Frequency, Interval, Start Date, End Date, Start Time, End Time, Mon to Sun, Allow Visits, followed by Available, Unavailable and Net Available hours. Closure group dates appear as Closure rows, child facilities (chairs) are listed under their master, and a Facility Totals section sums the facility.

Facility Details

Opens from the edit icon or right-click Edit. The header shows the Facility Name, Short Name and Facility Timezone (read only). Everything in the tabs is read only until you use that tab's own buttons. Closing the dialog with Close refreshes the main list when a change affected it.

Tabs

General

Read-only display of: Facility Type, Timezone, Default Note Type; under Clinic Scheduling, Is Master Facility and Child Sequence; under ACIntegrations Routing Details, Route Color, Use Only on certain Weekdays (route types only) with the weekday ticks, Use Starting Location (with Start Time, Depot Visit Time (Minutes), File As, Address, Unit, city, state/province, postal/zip code, Country, Longitude, Latitude), Use Ending Location and Use Starting Location As End (with the ending address fields); under AlayaCare Facility Address, the address, Longitude, Latitude, Main Phone and Other Phone; and under AIS, Mileage Radius UOM, Mileage Radius, Manager Last Name, Manager First Name, Manager MSID, Staffing Model and, for child facilities, AIS Chair Type, AIS Chair Visit Limit UOM and AIS Chair Visit Limit. The state/province and postal/zip labels follow the tenant's country.

Click Edit to open the Edit Facility dialog (see below).

Groups — Grid

Sessions — Grid

Sessions — Grid Filters

Click Apply Filter to refresh and Clear Filter to reset.

Sessions — Grid Actions

Activities — Grid

Activities — Grid Filters

Click Apply Filter to refresh and Clear Filter to reset.

Activities — Grid Actions

Child label tab — Grid

Child label tab — Grid Actions

Closure Groups — Grid

Closure Groups — Grid Actions

Availability — Grid

Availability — Grid Actions

Service Codes — Grid

Service Codes — Grid Actions

FSM Settings

Shows Target % (read only) and the Utilization Colour Ranges grid with Utilization % To and Cell Colour. Click Edit to open the FSM Settings dialog.

Edit Facility

Opens from Edit on the General tab. The header shows the AlayaCare ID and name. Fields shown in the read-only General tab are the same here; those marked read only below cannot be changed.

Click Save or Cancel. On Save, when a starting location is used the system checks the state/province and postal/zip code, requires an address, and requires valid longitude and latitude values (use GEO Code); the same checks apply to a separate ending location. Warnings such as "Please enter a valid starting location", "Starting location not geo coded" or "Ending location not geo coded" explain what to correct.

Session Dialog

Opens from Add or editing a row on the Sessions tab. Header: "Session For" the facility.

Click Save or Cancel.

Activity Dialog

Opens from Add or editing a row on the Activities tab.

Click Save or Cancel.

Bulk Add

Opens from Bulk Add on the child tab. Enter the First Number (defaults to the next unused sequence) and Number of children, then Save. Each child is created in AlayaCare as a new facility named "{master name} - {child label, singular} {number}", with the master's time zone and groups, and then added here under the master. A warning is shown for any that AlayaCare rejects. Both numbers are required.

Add Chair

Opens from Link To Existing Facility or from editing a child. Search for a facility (master facilities and facilities that already have a master are not offered), enter the Sequence (defaults to the next number) and Save. The facility is linked to the master, and takes the child facility type defined for the master's integration type. When editing a child, only the Sequence can be changed. A warning appears if no facility is selected.

Facility Unavailability

Opens from Add Single Day Unavailability. Enter Description, Start Date, Start Time, End Time and tick Allow Visits if visits may still be scheduled. The record applies to that single day. Description, a valid date and valid times are required.

Facility Availability

Opens from Add or editing a row on the Availability tab.

Click Save or Cancel.

Add Closure Group

Select a group in Select A Group and click Save. A warning appears if the group is already assigned to the facility.

Add Service Code

Select a service code in Select A Service Code and click Save.

FSM Settings

Opens from Edit on the FSM Settings tab.

Click Save or Cancel. A confirmation "FSM settings saved." is shown.

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.

Refresh All From AlayaCare

After clicking Refresh All From AlayaCare (and confirming when there are more than 100 facilities):

1. Connects to AlayaCare. If the connection cannot be made, nothing further happens.
2. Reads the groups from the AlayaCare configuration. A group that is not yet known is added; known groups have their name and disabled flag updated.
3. Switches to each AlayaCare branch in turn and reads that branch's facilities. A branch that cannot be switched to is skipped.
4. For each facility, reads its details from AlayaCare. A new facility is added (with a blank integration type); an existing one is updated only when the name, time zone, branch, address, coordinates or phone numbers have changed.
5. Replaces the facility's groups with the groups AlayaCare returns.
6. Switches back to the original branch and reloads the list. A progress bar shows the group and facility being processed.
7. In Staging and UAT environments only, compares the facilities stored here with the facilities AlayaCare returned:
   • If AlayaCare returned no facility list for any branch, the warning "Could not compare local facilities because AlayaCare did not return a facility list." is shown and no comparison is made.
   • If some branches could not be loaded, only facilities on the branches that were loaded are compared. If nothing is missing in that case, the warning "Some branches could not be loaded from AlayaCare, so facilities on those branches were not checked." is shown.
   • If any facilities are missing from AlayaCare, the Facilities Not In AlayaCare dialog opens, listing them by name. Nothing is deleted unless you click Delete Invalid Records and confirm.
   • If the comparison itself fails, an error message is shown.

Refresh Single Facility From AlayaCare

After clicking Refresh in the single-facility dialog:

1. Connects to AlayaCare (nothing further happens if the connection cannot be made) and refreshes the groups in the same way as Refresh All From AlayaCare.
2. Reads the selected facility's details from AlayaCare and adds or updates it (name, time zone, branch, address, coordinates and phone numbers).
3. Replaces the facility's groups with the groups AlayaCare returns.
4. Restores the original branch and reloads the list.

Delete Invalid Records

Available only in Staging and UAT environments, from the Facilities Not In AlayaCare dialog. After confirming:

1. Deletes each listed facility together with its child facilities and its related groups, sessions, activities, availability, closure groups and service codes.
2. Records the deletion, closes the dialog and reloads the list.

Bulk Add (Facility Details)

After clicking Save in the Bulk Add dialog:

1. Reads the master facility's groups from AlayaCare.
2. For each number in the range, creates a new facility in AlayaCare with the master's time zone and groups.
3. Reads the new facility back from AlayaCare and adds it here as a child of the master, with its sequence number.
4. Reloads the child list. The main list is refreshed when the details dialog is closed.

Availability Details Export

After clicking OK, the system validates the selections, reads availability records, closure dates and child facilities for each selected master facility, calculates available, unavailable and net hours for the period, and downloads the workbook.