Facility Bulk Add
Executive Summary
Facility Bulk Add lets coordinators add clients to a facility program for a single service day and time slot, creating the visits in AlayaCare. A coordinator chooses a branch, a service date, a facility, and a start and end time, and the screen lists the visits already in that time slot. From there staff can add a client (as a single visit or as a weekly recurrence), copy clients from the same time slot on a prior date, and delete or cancel visits. Each new visit is assigned to the employee, service code, tags, and activity codes chosen on the screen.
Key Features
- Load the visits for a facility, service date, and exact start and end time
- Add a client to the program with one of the client's active services, as a single visit or a weekly recurrence
- Add clients from a prior date in one step, skipping clients already in the list
- Assign an employee, service code, tags, and activity codes to the visits being created
- Delete visits, with the option of removing a whole recurrence going forward, or cancel visits with a cancel code
- Select several rows and delete or cancel them together
- Configure whether the service code comes from the client's service, the time format, and which AlayaCare checks are bypassed when visits are created
Typical Workflow
- Select the Branch, then set the Service Date, search for the facility, and choose the Start Time and End Time. Click Apply.
- Choose the Employee who will be assigned to the new visits, and a Service Code (unless the page is set to use the service code from the client's service). Optionally pick Tags and Activity Codes.
- Click Add Client, find the client, choose the service, and click Save. Or click Add From Prior Date to copy clients from an earlier day.
- Review the list. Select rows and use Delete Selected or Cancel Selected (or the icons and right-click menu on a row) to remove visits that should not be there.
- Click Clear to start again with another facility or time.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options. The settings are saved under the same page entry as the Account Statements screen.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| Statement | Use Service Code From Service | Yes/No | When on, new visits use the service code of the client's chosen service and the Service Code dropdown is hidden. When off, the service code chosen on the page is used. |
| Statement | Time Format | Dropdown (12 Hour, 24 Hour) | Format of the Start Time and End Time pickers. 12 Hour is used when nothing is set. |
| Update Visit Overrides | Overlapping Visits | Yes/No | Allows the new visit to be saved even if it overlaps another visit. |
| Update Visit Overrides | Service Instructions | Yes/No | Bypasses the AlayaCare service-instructions validation. |
| Update Visit Overrides | Reason Code | Yes/No | Bypasses the AlayaCare reason-code validation. |
| Update Visit Overrides | Locked Visit | Yes/No | Allows changes to a locked visit. |
| Update Visit Overrides | Blocked Employee | Yes/No | Allows an employee who is blocked for the client or service to be assigned. |
| Update Visit Overrides | Unavailable Employee | Yes/No | Allows an employee who is unavailable at that time to be assigned. |
| Update Visit Overrides | Blocked Facility | Yes/No | Allows a facility that is blocked for scheduling. |
| Update Visit Overrides | Authorization | Yes/No | Bypasses AlayaCare authorization checks. |
The overrides apply to a single visit added with Add Client. The reason-code override is always applied when visits are created, including recurring visits and visits added from a prior date.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| All Branches | Allows All Branches to be chosen in the Branch selector |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
The grid is hidden until you click Apply. It then lists the visits at the selected facility whose start and end time match the Start Time and End Time exactly (14 rows per page, sorted by client name). Cancelled visits and availability entries are not shown. Each row has a check box for selecting it.
| Column | Description |
|---|---|
| Name | Client last name, first name. |
| Employee | Employee assigned to the visit. |
| Code | Service code of the visit. |
| Description | Description of the service code, when one is set up. |
| Recurring | Checked when the visit is part of a recurrence. |
| Manage Records | Delete icon (deletes the visit) and a close icon (cancels the visit). |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Branch | Branch used for facility, client, and employee searches, and for the service codes offered. Locked once Apply has been clicked. Changing the branch clears the facility. |
| Service Date | Day whose visits are loaded. |
| Facility | Facility whose visits are loaded. You must choose a branch first. |
| Start Time | Start of the time slot, in 30-minute steps. |
| End Time | End of the time slot, in 30-minute steps. Must be later than the start time. |
| Timezone | Read-only time zone of the facility. All times are interpreted in it. |
Click Apply to load the list. Use Clear to unlock the filters and empty the list. Warnings are shown if the facility, start time, or end time is missing, or if the end time is not later than the start time.
Actions
| Button | Description |
|---|---|
| Apply | Locks the filters and loads the visits for the facility, day, and time slot. |
| Clear | Unlocks the filters and clears the list. |
| Employee (search box) | Employee assigned to every visit created by Add Client or Add From Prior Date. Search by typing the name. |
| Tags (multi-select) | Tags added to the visits that are created. |
| Service Code (dropdown) | Service code for the visits that are created. Lists the branch's service codes. Hidden when Use Service Code From Service is on. |
| Activity Codes (multi-select) | Activity codes added to visits created by Add Client. |
| Add Client | Opens the Add Client dialog. |
| Add From Prior Date | Opens the Add From Prior Date dialog. |
| Delete Selected | Deletes the checked rows. If any is part of a recurrence, the Delete Visit(s) dialog opens first. |
| Cancel Selected | Cancels the checked rows after you pick a cancel code. Shown only when AlayaCare has cancel codes configured for your user. |
| Delete icon (row) | Deletes that visit after confirmation. |
| Close icon (row) | Cancels that visit after confirmation and the choice of a cancel code. |
| Delete, Cancel, Delete Selected, Cancel Selected (right-click) | The same actions from the right-click menu. The row options appear when you right-click a row, and the selected options appear when rows are checked. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
Messages shown when adding: "Please select an employee", "Please select a service code", "Please select a facility", and a warning "Service Code does not allow overlapping visits" when the chosen service code does not allow overlapping visits in AlayaCare.
Dialog Components
Add Client
Opens from Add Client. Search for the client (type at least three characters), then choose one of the client's active services.
| Field | Purpose |
|---|---|
| Client | Client to add. Limited to the selected branch. |
| Service | The client's active services. Choose the one the visit belongs to. |
| Create As Recurrence | When checked, a weekly recurrence is created instead of a single visit. |
| Frequency Type | Weekly is the only choice. |
| Every N Weeks | Repeat every 1 to 8 weeks. |
| End Date | Optional last date of the recurrence. If left empty the recurrence has no end date. |
| Su, Mo, Tu, We, Th, Fr, Sa | Days of the week the recurrence applies to. |
Save creates the visit or recurrence. Cancel closes the dialog. A message "Please select a service" is shown if no service is chosen, and "Client already exists with this service" if the client already has that service in the list.
Add From Prior Date
Opens from Add From Prior Date. An employee must be selected first (and a service code, unless it comes from the client's service). Choose a Prior Date and the Start Time and End Time of the slot on that day (they default to the times on the main screen), then click Apply.
| Column | Description |
|---|---|
| Check box | Select the clients to copy. |
| Name | Client last name, first name. |
| Service | Service code of the prior visit. |
| Status | Column is present but is left blank. |
Clients who already have a visit with the same service in the current list are not offered. Click Add Selected to create the visits. Cancel closes the dialog. If some clients could not be added, a Clients Not Added dialog lists them (Name, Service, Status, Service Instructions) with a Close button.
Delete Visit(s)
Opens from Delete Selected when at least one checked visit is part of a recurrence. Choose one of:
- Delete only the visits selected
- Delete all future visits
- Delete all future unmodified visits
Click Ok to continue or Cancel to stop.
Cancel Code
Opens when cancelling a visit or visits. Pick a code in Select A Cancel Code and click Ok. A message "Please select a code" is shown if none is chosen.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Activity Codes | Activity codes offered in Activity Codes. |
| Branches | Branches offered in the Branch selector. |
| Cancel Codes | Cancel codes of the type Facility Scheduling offered when cancelling a visit. |
| Facilities | Provides the facility's time zone, which sets the day and times used to load visits. |
| Service Codes | Service codes offered in Service Code (limited to the selected branch), and the descriptions shown in the grid. |
| Tags | Active visit tags offered in Tags. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Apply
- Requires a facility, a start time, and an end time that is later than the start time.
- Records the action in the action log.
- Loads the facility's visits for the service day from AlayaCare, based on the facility's time zone. Cancelled visits and availability entries are ignored. Only visits whose start and end time match the selected slot are listed.
Save (Add Client)
- Requires a service, and requires that the client does not already have that service in the list.
- Switches AlayaCare to the selected branch for the duration of the add.
- Single visit: creates one visit on the service date at the selected times in the facility's time zone, for the chosen client and service, with the chosen employee, the service code (from the service or from the page), activity codes, and tags, using the saved overrides. After it is created, a note "Added by ACIntegration Facility Bulk Add" with your email and the date and time is added to the visit, and the client is added to the list. The action is logged. If AlayaCare rejects the visit, "Error adding client" and AlayaCare's reason are shown.
- Recurrence: creates a weekly recurrence for the service, starting on the service date at the selected times, repeating on the checked days every N weeks until the end date (if any), with the chosen employee, service code, activity codes, tags, and facility. The list is then reloaded. No note is added to recurring visits and no result message is shown.
- Switches AlayaCare back to the main branch.
Add Selected (Add From Prior Date)
- For each selected prior visit, skips the client if the same client and service are already in the list.
- Creates a visit on the current service date at the times chosen on the main screen, for the same client and service as the prior visit, with the employee, tags, and service code chosen on the main screen (activity codes and the overrides are not applied).
- Shows "All Clients added successfully" or "Some Clients could not be added", lists any failures in Clients Not Added, and reloads the list.
Delete Selected / Delete icon
- Asks for confirmation (for recurrences, asks which option from Delete Visit(s)).
- For a non-recurring visit, or Delete only the visits selected, deletes each visit in AlayaCare.
- For Delete all future visits or Delete all future unmodified visits on a recurring visit, resets (all future visits) or clears (future unmodified visits) the service's future visits from the current moment, then removes the recurrence. This affects every visit of that recurrence, not only the visits that were checked.
- Logs each action, reloads the list, and shows "Clients deleted" or "one or more errors deleting clients".
Cancel Selected / Close icon
- Asks for confirmation and for a cancel code.
- Cancels each selected visit in AlayaCare with that code and logs it.
- Reloads the list and shows "Client cancelled" / "Clients cancelled", or an error message.