Facility/Employee Availability

Executive Summary

Facility/Employee Availability helps coordinators find a clinic, and an employee at that clinic, who can take a new visit for a client. The coordinator chooses a client and one of the client's services, the system lists the nearest clinics that serve the client's location, and the coordinator loads one clinic onto an availability scheduler for a day. The scheduler shows each chair (room) of the clinic with its existing visits, closures and unavailable time, and overlays the time blocks in which scheduled, associated and community employees are free to take the service, taking ramp-up and sanitation time, employee capacity and (optionally) travel from the employee's other visits into account. Clicking an available block adds the visit in AlayaCare.

Key Features

• Find the nearest clinics for a client and service, showing each clinic's last visit for the client, the employee and service of that visit, and the distance
• Load one clinic on a chair-by-chair scheduler for a day, with existing client visits, closures and unavailable time
• Show available employee time blocks colour-coded by employee type: scheduled (working a shift at the clinic), associated (on the clinic's care team) and community (assigned to the clinic's groups in the AIS departments)
• Optionally include community and associated employees, limited by a maximum travel distance for community employees
• Check that an employee's skills cover the service's skills
• Move to the previous or next working day, or refresh the scheduler
• Review every employee considered, with shifts, visits, availability rules, community visits and a minute-by-minute display
• Add a visit in AlayaCare by clicking an available block, with checks for the available window and ramp-up overlap
• Configure the employee-capacity field and the maximum community-employee distance in the page settings

Typical Workflow

1. Click Find For Client.
2. Search for and select the Client, then click Choose on the service to be scheduled.
3. Confirm the Service Date and Duration in Minutes, and tick Include Community and Associated Employees if those employees should be considered.
4. Click Search. The nearest clinics are listed. Select one.
5. Click Save. The scheduler loads that clinic for the service date.
6. Use the toolbar to move to the previous or next day, refresh, or open Details to review the employees considered.
7. Click an available employee block on the chair where the visit should go. In Add Visit, choose the start time and click Save to create the visit in AlayaCare.

Configurable Settings

Open View Settings or Edit Settings from this screen (when permitted) to change these options.

Other settings that affect this screen are maintained outside this dialog and shared with Facility Scheduling: the type of facility that counts as a clinic, whether weekends are skipped, the visit colour rule, and the scheduler start and end hours. The setting labels are not in the page itself; they were reused from the existing documentation.

Available Permissions

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

The page has no read-only mode. Anyone who can open it can add visits.

Actions

Once a clinic is loaded, a line above the scheduler shows the clinic name, its phone numbers and its manager. Hover over any block to see its details.

Dialog Components

Custom (Find For Client)

Opens from Find For Client. The window header reads Custom.

After Search, the grid lists the nearest clinics. Select one row, then click Save to load it, or Cancel to close.

Clinics Grid

Warnings are shown when no client or service is selected, when the client's address has not been geocoded ("Client is not geocoded"), when no clinic is selected, or when no service date is set. If the date falls on a weekend and weekends are skipped, the date moves forward to Monday with a warning.

Facility Scheduler

Appears after Save. It is a Timeline Day view (with a Week view available), one row per chair, for the service date only.

The tooltip of an employee block also lists the skills of the service that the employee covers.

Add Visit

Opens when an employee availability block is clicked.

Click Save to create the visit in AlayaCare, or Cancel to close. Warnings are shown when no start time is chosen, when the start time is before the block begins ("Start Time cannot be prior to avability time"), when the visit would run past the end of the block ("Start Time cannot be past ..."), when the ramp-up would fall inside another visit's ramp-up for the same employee, or when AlayaCare rejects or conflicts with the visit (the AlayaCare message is shown). The visit is created for the block's employee on the block's chair, with no service instructions. On success the action is logged and the scheduler reloads.

Employees

Opens from the Details toolbar icon. Lists every employee considered for the loaded clinic.

Employees Grid

Click Close to close the dialog.

Employee Detail

Opens from Manage or the right-click Edit on an employee row. The header shows the employee name.

Tabs

Click Close to close the detail.

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.

Search (Find For Client)

1. Requires a client and a service.
2. Loads the client's details from AlayaCare. If the client's address is not geocoded, a warning is shown and the search stops.
3. Considers the clinics of the configured clinic type that have a geocoded address and a mileage radius, keeping those whose straight-line distance to the client is within the radius (in miles or kilometres, as set on the clinic).
4. Keeps the five nearest clinics.
5. For each of those clinics, loads the client's visits on its chairs for the last 60 days and records the last visit, its employee and its service.
6. Lists the clinics by distance.

Save (Find For Client) / Refresh / Previous / Next

1. Requires a selected clinic, client and service date. Weekends are skipped when that setting is on, and only the one service day is loaded.
2. Signs in to AlayaCare. If sign-in fails, an error is shown and nothing is loaded.
3. When community and associated employees are included, loads the employees in the clinic's included groups that belong to AIS departments (community employees), then the clinic's care-team employees (associated employees), together with each employee's availability, unavailability and time-off rules.
4. Loads the clinic's shifts for the day (cancelled entries and availability entries skipped) and treats each employee on a shift as a scheduled employee. A vacant shift is shown as "[Vacant Shift]".
5. For each chair, builds the day's open, closed and unavailable time from the facility availability, chair availability and closure dates, and loads the chair's visits from AlayaCare (cancelled visits, availability entries and entries without a client skipped). Sanitation time is added to the end of each visit.
6. When community employees are included, loads each community employee's visits for the day and estimates the driving distance from each employee's home and from each client to the clinic with a mapping service. Community-only employees beyond the maximum distance are left out.
7. Works out for each employee the time blocks in which the service can be placed on each chair, considering the employee's availability or shifts, their existing visits (including ramp-up and sanitation), their capacity, and travel from community visits.
8. Checks the service's skills against each employee's skills.
9. Shows the scheduler with the visits, closures and employee availability blocks for the day, starting around 07:00.

Save (Add Visit)

1. Requires a start time within the block, and checks ramp-up overlap and the end of the block.
2. Creates the visit in AlayaCare for the client and service, with the block's employee and chair, using overrides for overlapping visits and reason-code checks.
3. Records the visit in the action log and reloads the scheduler.