Facility Bulk Documentation
Executive Summary
Facility Bulk Documentation lets staff write one note and apply it to every client who has a visit at a facility in a chosen time slot on a chosen service day. A coordinator starts a session by selecting a facility, a service date, and a time slot, then chooses the type of documentation (Client Note, Progress Note, or Visit Note) and enters the note text. The session is saved with one row for every visit in that time slot. The coordinator then opens the session, reviews the clients and visits, and clicks Process to send the note to AlayaCare for each client (or, for a Visit Note, onto each visit).
Key Features
- Start a session for a branch, facility, service date, and time slot
- Choose Client Note, Progress Note, or Visit Note, with a note type where one applies, and write the note in a rich-text editor
- Review the clients and the visits included in a session before anything is sent
- Process the session to create the note in AlayaCare for every client or visit, with a per-row status and message
- Prevent a session from being processed twice
- Edit the note text and note type of a session from the session page
- Optionally add an author line (for example "Documented By" followed by the logged-in user) to each note
- Configure the time-slot labels, which visit statuses are included, and the author line in the page settings
Typical Workflow
- Select a Branch (if permitted) and click Apply to list existing sessions.
- Click Add Session, choose the facility and Service Date, and click Get Time Slots.
- Select a session time, choose the documentation type, pick a note type where required, and enter the note. Click Ok.
- The session opens. Review the All Clients and All Visits tabs, and use Edit on the General tab if the note needs changing.
- Click Process to send the documentation to AlayaCare. Check the processing status and last action on each row afterwards.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Include Service Name In Time Slots | Yes/No | Adds the service name in front of the time on each time-slot button. |
| General | Visit Statuses To Include | Multi-select | Which visits are offered for a time slot, based on their status (the choices are Approved, Completed, Late, Missed, Cancelled, and Scheduled). Cancelled visits are never included. |
| Author | Record Logged In Employee As The Author | Yes/No | Adds a line naming the logged-in user (name and email) to the top of every note. |
| Author | Label To Use (ie - 'Documented By') | Text | Text placed in front of the user's name on the author line. Required when the author option is turned on. |
The settings in force when a session is started are saved with it (service-name option and visit statuses). The author options are read again when Process is clicked.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, the session list, and the session page |
| All Branches | Allows All Branches to be chosen in the Branch selectors |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
The grid lists the bulk documentation sessions for the selected branch (14 rows per page).
| Column | Description |
|---|---|
| Branch | Branch the session belongs to. |
| Added | Date and time the session was created, in your time zone. |
| Added By | User who created the session. |
| Service Date | Service day the session covers. |
| Include Service Name | Whether the service name was included in the time-slot labels when the session was created. |
| Documentation Type | Client Note, Progress Note, or Visit Note. |
| Facility | Facility of the session. |
| Processing Start | When processing began. Blank until the session is processed. |
| Processing End | When processing finished. Blank until the session is processed. |
| Manage Records | Edit icon that opens the session. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Branch | Limits the list to sessions of the selected branch. Users with the All Branches permission can choose All Branches. |
Click Apply to refresh the list. Use Clear to reset the filter to your own branch.
Actions
| Button | Description |
|---|---|
| Add Session | Opens the Start A New Session dialog. |
| 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). |
| Apply | Refreshes the list for the selected branch. |
| Clear | Resets the branch filter and refreshes the list. |
| Edit (icon in Manage Records, or right-click a row) | Opens the session page for that row. |
Dialog Components
Start A New Session
Opens from Add Session. Choose the branch, search for the facility, and set the Service Date (today by default). Click Get Time Slots to load that day's visits at the facility. Clear discards the time slots so the facility or date can be changed.
Time slots appear as buttons under Session Times, each showing the visit start and end time (with the service name in front when that setting is on). Visits with the same start and end time share one button. Select a button to choose the time slot, then choose the documentation to add:
| Documentation | What you enter |
|---|---|
| Client Note | A Note Type from the list, and the note text in the rich-text editor. |
| Progress Note | A Note Type from the AlayaCare progress note types, and the note text in the rich-text editor. |
| Visit Note | The note text in a plain text box. |
Click Ok to create the session. A warning is shown if a note type is required but not selected ("Please select a note type") or the note text is empty ("Please enter a note"). When the session is created, its session page opens. Nothing happens if no time slot and documentation type have been selected.
Session Page
Opens from Edit on a row, after a new session is created, or from the right-click menu. A Process button is shown at the top until the session has been processed. If the session cannot be found, you are returned to the session list.
Tabs
| Tab | Purpose |
|---|---|
| General | Read-only summary of the session: Service Date, Start, End, Facility, Documentation Type, and (for Client Note, Progress Note) the note text. Has an Edit button. |
| All Clients | Clients in the session and the result of processing for each. Not shown for Visit Note sessions. |
| All Visits | Visits in the session and the result of processing for each. Not shown for Client Note or Progress Note sessions. |
General - Edit
Edit opens a dialog (titled "Start A New Session") that shows the Service Date, Facility, and documentation Type read-only. You can change the Note Type (Client Note and Progress Note sessions) and the note text. Click Ok to save. Edit stays available after processing, but changes made then do not resend anything to AlayaCare.
All Clients - Grid
Clients are listed once each, sorted by last name then first name (14 rows per page).
| Column | Description |
|---|---|
| Client UID | AlayaCare client ID. |
| Client Last Name | Client last name. |
| Client First Name | Client first name. |
| Processing Status | Pending before processing, then Complete or Failed. |
| Added | Date and time of the last action on the row, in your time zone. |
| Last Action | Message from the last action. Filled in when AlayaCare rejected the note, with the response from AlayaCare. |
All Visits - Grid
| Column | Description |
|---|---|
| Client UID | AlayaCare client ID. |
| Client Last Name | Client last name. |
| Client First Name | Client first name. |
| Processing Status | Pending before processing, then Complete. |
| Last Action On | Date and time of the last action on the row, in your time zone. |
| Last Action | Message from the last action. |
| Visit ID | AlayaCare visit ID. |
| Approval Status | Approval status saved for the visit. |
| Manage Records | Column heading only; it has no buttons. |
Session Page - Actions
| Button | Description |
|---|---|
| Process | Sends the documentation to AlayaCare. Shown only until the session has been processed. |
| Edit (General tab) | Opens the edit dialog described above. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Branches | Branches offered in the Branch selectors. |
| Facilities | Provides the facility's time zone, which sets the boundaries of the service day when time slots are loaded. |
| Note Types | Client note types offered for Client Note sessions. Their codes are used when the note is created in AlayaCare. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Get Time Slots
- Requires a facility to be selected.
- Uses the facility's time zone to work out the start and end of the chosen service day, and loads the facility's visits for that day from AlayaCare.
- Ignores cancelled visits and any visit whose status is not in the Visit Statuses To Include setting. A visit with none of the listed statuses (not late, missed, on hold, approved, clocked in, or completed) counts as Scheduled.
- Loads the details of each included visit (client and service) while a progress panel shows the count of clients processed.
- Groups the visits into time slots by start and end time, sorted by time. A warning "No Time Slots Found" is shown if there are none.
Ok (Start A New Session)
- Requires a note type (Client Note and Progress Note) and note text.
- Saves the session with the facility, service date, time slot, documentation type, note, who added it and when, and the visit statuses and service-name option that were in force.
- Saves a Pending row for each visit in the selected time slot, with the visit, client, service, and visit status. Visits with no client are saved with blank client fields.
- Opens the session page.
Process
- Requires a successful AlayaCare sign-in ("Alaya Login Failed" is shown otherwise) and refuses to run if the session has already been processed ("Already Processed").
- Loads the session's rows and records the processing start on the session. A progress panel shows each client or visit as it is handled.
- Client Note: looks up the chosen note type; if it cannot be found, nothing is processed. For each unique client found in AlayaCare, builds the note (the optional author line followed by the session note) and creates it as a client note in AlayaCare. The client's row is marked Complete, or Failed with AlayaCare's response in Last Action. Clients not found in AlayaCare are skipped and keep their Pending status.
- Progress Note: for each unique client found in AlayaCare, creates a published progress note of the chosen type with the same text. The client's row is marked Complete, or Failed with the response.
- Visit Note: for each visit row, builds the note (the optional author line, a line break, then the session note) and adds it as a note on the visit in AlayaCare. Each row is marked Complete; the response from AlayaCare is not checked.
- Records the processing end on the session.