Facility Bulk Registration
Executive Summary
Facility Bulk Registration registers clients to a facility's recurring sessions (program times) in AlayaCare. A coordinator selects a branch and facility, loads the facility's sessions, picks a session, and chooses a client. The screen then creates the client's service in AlayaCare, using the default funder and billing options from the page settings, and creates the recurring visits that match the session's schedule.
Key Features
- Select a branch and facility, then load the facility's sessions
- Filter the sessions by name and sort them by name, start date, or end date
- Register a client to a selected session from a button or the right-click menu
- Automatically create the AlayaCare client service and the recurring weekly visits for the session, with the session's employee, service code, facility, times, and dates
- Prevent duplicate registrations of the same client to the same session
- Configure the default funder, how the service is billed, the funder methodology, and the billing frequency in the page settings
Typical Workflow
- Select the Branch (if you are permitted to work across branches) and search for the facility.
- Click Show Sessions.
- Optionally type a Name and choose Sort By, then click Apply Filter.
- Select a session in the grid and click Register Client (or right-click the session and choose Register Client).
- Search for the client and click Save. A message reports how many visits were created.
- Click Clear All to choose a different facility.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Billable Using | Dropdown (Single Source, Single Program) | Whether the new service is funded as a single funder (Single Source) or as a single program (Single Program). |
| General | Funder Methodology | Dropdown | Shown only when Billable Using is Single Program. The Single Payor option creates the service as a single payor with a program. Cleared automatically when Billable Using is changed to Single Source. |
| General | Funder AC ID | Dropdown | Default funder (listed by funder code) assigned to every service created here. Registration cannot proceed without it. |
| General | Billing Frequency | Dropdown (1 Week, 2 Weeks, 4 Weeks, Calendar Month) | Shown only when Billable Using is Single Program. Billing cycle used when a Single Payor program is created. Cleared automatically when Billable Using is changed to Single Source. |
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 session grid is hidden until you click Show Sessions. It then lists the sessions of the selected facility (14 rows per page).
| Column | Description |
|---|---|
| Session Name | Name of the session. |
| Start Date | First date of the session. |
| From Time | Session start time. |
| To Time | Session end time. |
| End Date | Last date of the session. |
| Frequency | How often the session repeats (for example Weekly). |
| Week Days | Days of the week the session runs. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Branch | Branch used to find facilities. Locked while sessions are loaded. |
| Facility | Facility whose sessions are loaded. Locked while sessions are loaded. |
| Name | Limits the sessions to those whose name contains the text entered (not case-sensitive). |
| Sort By | Orders the sessions by Name (A to Z), Start Date (newest first), or End Date (newest first). |
Click Apply Filter to refresh the list. Use Clear Filter to reset the name filter and sort order.
Actions
| Button | Description |
|---|---|
| Show Sessions | Loads the sessions for the selected facility. A warning is shown if no facility is selected. |
| Clear All | Unloads the sessions and clears the facility so another can be chosen. Replaces Show Sessions while sessions are showing. |
| Register Client | Opens the Register Client dialog for the selected session. Shown while sessions are showing. |
| Register Client (right-click a session) | Opens the Register Client dialog for the session that was right-clicked. |
| Apply Filter | Applies the name filter and sort order. |
| Clear Filter | Clears the name filter and sort order. |
| 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). |
Dialog Components
Register Client
Opens from Register Client (button or right-click menu). If the session's service code does not allow overlapping visits in AlayaCare, a warning is shown and the dialog does not open. Otherwise, type at least three characters of the client's name to search for the client, select the client, and click Save to register them to the session. Click Cancel (or the close icon) to close without registering.
A warning is shown if no client is selected, or if the client already has an active service with the same name and the same start and end dates as the session ("Client already registered").
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Branches | Branches offered in the Branch selector. |
| Funders | Funders offered in the Funder AC ID setting, and checked when a client is registered. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Save (Register Client)
- Requires a client to be selected.
- Looks up the client's active services in AlayaCare. If one already has the session's default service name and the same start and end dates as the session, a warning is shown and nothing is created.
- Shows a "Creating Visits" progress panel (it can be cancelled).
- Stops with a warning if no default funder is set in the page settings ("Funder AC ID missing in setup"), if the client cannot be found in AlayaCare, or if the funder is not found.
- Creates a client service in AlayaCare named after the session's default service name, using the session's service code, start date, end date, and primary employee (or the default vacant employee when the session has none), with the default funder at 100 percent. Funding is set to single funder, or, when Billable Using is Single Program and the methodology is Single Payor, to single payor with a program and the chosen billing cycle. If AlayaCare rejects the service, a warning shows AlayaCare's message and processing stops.
- Creates the recurring weekly visits for the new service, following the session's interval, week days, start and end times, facility, service code, and employee, from the session start date until the session end date. The visit rules override the usual scheduling and reason-code validations.
- Shows "Client Registered - n visits created", where n is the total of covered, unfunded, and vacant visits created, then closes the dialog.