Facility Interventions
Executive Summary
Facility Interventions is the day-of-service workspace for a facility. Staff choose a branch, a service date and a facility, click Apply, and the screen loads that day's facility visits from AlayaCare, grouped by what is happening to them: Scheduled Visits (waiting), Clocked In Visits (client present), Clocked Out Visits (finished) and a Clients view. From there staff clock visits in and out in AlayaCare, cancel or delete visits that have not started, mark each client's care plan interventions as complete or not done while the visit is open, add further interventions, write day notes (progress notes) and publish them to AlayaCare, and request transport for a client. Opening a visit shows its details and lets staff change the employee, service code, service instructions, forms or booking time, or move the booking to another facility.
Key Features
- Load a facility's visits for one service date from AlayaCare and sort them into Scheduled, Clocked In and Clocked Out lists, plus a per-client list
- Clock visits in and out one at a time, in bulk, or for a whole client, using either the scheduled visit time or the actual time (set in the page settings)
- Cancel visits (with a cancel code) or delete visits that have not started
- Review every intervention for clocked-in visits and mark each one Mark Complete or Mark Not Done, with comments
- Repeat a completed intervention, or add care plan interventions to selected visits or clients
- Open a client directly in AlayaCare (Scheduling or Medication page, per the settings)
- Open a visit's details to change the employee, service code or service instructions, manage the visit's forms, or move the booking to a different date, time or facility
- Flag clients who have a prior form waiting for signature
- Record progress notes for a client for the day and publish them to AlayaCare as a progress note (when progress notes are turned on)
- Request client transport (an appointment trip, a return trip, or both) from within the screen
- See a results list of clock-in problems (for example, the employee is already clocked in elsewhere) and clock out the conflicting session
- Configure progress-note behaviour, intervention list behaviour, the clock-in/out time rule and client navigation in the page settings
Typical Workflow
- Select the Branch (if you are allowed to change it), the Service Date, and the Facility, then click Apply. The filters lock while a day is loaded.
- On Scheduled Visits, tick the visits for clients who have arrived and click Clock In Selected Visits, then confirm. Any problems are listed in a Results window.
- On Clocked In Visits or Interventions, work through each client's interventions: right-click an intervention and choose Mark Complete (or Mark Not Done), add comments, and click Save.
- Use Add Intervention to Selected Visits on Clocked In Visits to add care plan interventions for the clients you select.
- When clients leave, tick their visits on Clocked In Visits and click Clock Out Selected Visits.
- If progress notes are on, right-click a visit and choose Add Progress Note, then use Publish All on the Progress Notes tab at the end of the day.
- Click Refresh to reload the same day, or Clear to choose a different facility or date.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Clock In/Out Time To Use | Dropdown | Whether clock in and clock out use the scheduled Visit Time or the Actual time of the action. |
| Progress Notes | Include Progress Notes | Yes/No | Shows the Progress Notes tab and the Add Progress Note right-click option. When on, Apply also requires the facility to have a default note type. |
| Progress Notes | Allow Editing Of Comments | Yes/No | Intended to allow editing of progress-note comments. |
| Progress Notes | Allow Strikethroughs | Yes/No | Intended to allow striking through a progress-note line. |
| Progress Notes | Allow Deletions | Yes/No | Intended to allow deleting a progress-note line. |
| Interventions Tab | Intervention Default Sort Order | Dropdown | Starting value of Sort By on the Interventions tab (Alphabetical or Time Window). |
| Interventions Tab | Exclude Timeless Interventions | Yes/No | Starting value of Exclude Timeless Interventions on the Interventions tab. |
| Interventions Tab | Show Intervention Descriptions | Yes/No | Shows the intervention description under the intervention name. |
| Navigation | Open Client Location | Dropdown | Which AlayaCare page opens when you open a client: Scheduling or Medication. |
| Navigation | Time Columns Position | Dropdown | Where the Any Time and Time Window columns appear on the Interventions tab: After Comment or After Completed. |
The three progress-note editing options are saved with the settings, but the screen does not currently check them. Anyone who can open a progress note can add, edit, delete and strike through lines until the note is published.
A few further options affect this screen but are maintained outside this dialog: whether visits are clocked in and out under an audit note in AlayaCare, which AlayaCare validations are overridden when a visit is updated, whether group selection is enforced, and whether a DMAS 302 Unsigned Forms tab is offered.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
| All Branches | Choose any branch (otherwise the Branch is fixed to your own branch) |
| All Groups | Change the Groups selection (otherwise it is fixed to your own groups) |
| Cancel Visit | Show the cancel icon and Cancel Visit right-click option on Scheduled Visits |
| Delete Visit | Show the delete icon and Delete Visit right-click option on Scheduled Visits |
| Client Visit Cancel | Show Cancel in the visit details header |
| Client Visit Clock In/Out | Clock a visit in or out from the visit details |
| Client Visit View In AlayaCare | Allow Open Client in Alayacare to take effect after a clock in from the visit details |
| Client Visit Edit Employee | Show Edit Employee in the visit details |
| Client Visit Move | Allow a visit to be moved |
| Employee Visit Move | Show Move in the visit details (both move permissions are needed to complete a move) |
| Client Visit Edit Service Code | Show Edit Service Code and Edit Start/End Times in the visit details |
| Client Visit Manage Forms | Show Manage Forms in the visit details |
| Client Visit Edit Service Instructions | Show Edit Service Instructions in the visit details |
Main Grid
After Apply, the page shows a set of tabs for the selected facility and service date. Before Apply, the tabs are empty and their buttons are disabled.
| Tab | Purpose |
|---|---|
| Scheduled Visits | Visits that have not been clocked in or out yet |
| Clocked In Visits | Visits with an open clock-in session |
| Interventions | Every intervention for the clocked-in visits |
| Clocked Out Visits | Visits that have been clocked out |
| Clients | One row per client, expandable to that client's visits |
| Progress Notes | Progress notes for the day (only when Include Progress Notes is on) |
Only visits whose service code is marked for facility-intervention clocking are loaded, and cancelled visits are left out.
Scheduled Visits
| Column | Description |
|---|---|
| (checkbox) | Tick visits to act on in bulk |
| Client | Client last name, first name |
| Unsigned Form? | Ticked when the client has a prior form waiting for signature |
| Service Code | Service code of the visit |
| Sched Start | Scheduled start date and time |
| Sched End | Scheduled end date and time |
| Duration | Scheduled length of the visit |
| Clock Status | Blank for visits not yet clocked |
| Manage Records | Clock icon to clock the visit in; delete icon (with Delete Visit permission); close icon to cancel the visit (with Cancel Visit permission) |
Clocked In Visits
Same columns as Scheduled Visits (the Client column shows the client name and Clock Status reads Clocked In). The Manage Records clock icon clocks the visit out.
Interventions
Lists the interventions of every clocked-in visit. Column order follows the Time Columns Position setting, and the first two columns stay in view when scrolling sideways.
| Column | Description |
|---|---|
| Client Name | Client for the visit |
| Intervention | Intervention name (with its description when Show Intervention Descriptions is on) |
| Completed | Ticked when the intervention is done. Shown with a red cross-style box when it was marked not done. |
| Count | Position when the same intervention repeats on a visit, for example 2/3 |
| Comment | Comments recorded against the intervention |
| Any Time | Ticked when the intervention has no time window |
| Time Window | Start and end of the intervention's time window |
| Last Modified | When the intervention was last updated |
| Manage Records | Icons to Mark Complete (not yet complete), mark not done, and Add This Intervention Again (already complete) |
Interventions Filters
| Filter | Purpose |
|---|---|
| Filter Client (leave blank for All) | Shows only the selected clocked-in client's interventions |
| Sort By | Alphabetical (by client) or Time Window |
| Exclude Timeless Interventions | Hides interventions that can be done at any time |
Click Apply (next to these filters) to refresh the list.
Clocked Out Visits
Same columns as Scheduled Visits, with Clock Status reading Clocked Out. The Manage Records clock icon clocks the visit in again.
Clients
| Column | Description |
|---|---|
| (checkbox) | Tick clients to act on in bulk |
| Client Name | Client last name, first name |
| Unsigned Form? | Ticked when the client has a prior form waiting for signature |
| Client ID | AlayaCare client ID |
| Last Day Of Service This Week | Currently left blank |
| Client Phone | Client phone number, partly hidden |
Expand a client row to see that client's visits for the day: Visit ID, Service Code, Sched Start, Sched End, Duration and Clock Status. Right-click a visit and choose Details to open the visit details.
Progress Notes
Shown only when Include Progress Notes is on. Lists the day's progress notes for the facility, 10 per page.
| Column | Description |
|---|---|
| Client ID | AlayaCare client ID |
| Client Name | Client for the note |
| Status | In Progress or Published |
| Published | When the note was published |
| Published By | Who published it |
| Added | When the note was started |
| Added By | Who started it |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Groups | Multi-select of facility groups. Only shown when group selection is turned on for the tenant, and only changeable with the All Groups permission. Limits which facilities can be chosen. |
| Branch | Limits which facilities can be chosen. A single-branch user sees the branch as read-only text; the All Branches permission allows other branches. |
| Service Date | The service day to load. |
| Facility | The facility whose visits are loaded. |
Click Apply to load the day. The filters then lock until you click Clear. Apply warns "Please enter a valid service date" or "Please enter a valid facility" when either is missing, and "Facility does not have a default note type" when progress notes are on and the facility has none.
Actions
| Button | Description |
|---|---|
| View Settings / Edit Settings | Opens the page settings (read-only or editable, per permission). |
| Apply | Loads the selected facility and date. |
| Refresh | Reloads the same facility and date (enabled once a day is loaded). |
| Clear | Clears the filters and all lists (enabled once a day is loaded). |
| Clock In Selected Visits (Scheduled Visits) | Clocks in the ticked visits after you confirm. One ticked visit asks "Are you sure you want to clock in this visit?"; several ask about the selected visits. Problems open the Results window. |
| Delete Selected Visits (Scheduled Visits) | Deletes the ticked visits in AlayaCare after you confirm. |
| Cancel Selected Visits (Scheduled Visits) | Opens Cancel Booking to cancel all ticked visits with one cancel code. |
| Add Client (Scheduled Visits) | Currently shows the message "Add Client - Not Implemented". |
| Add Intervention to Selected Visits (Clocked In Visits) | Opens Add Intervention for the clients of the ticked visits. |
| Clock Out Selected Visits (Clocked In Visits) | Clocks out the ticked visits after you confirm. |
| Clock In All Visits (Clocked Out Visits) | Clocks in every visit on the Clocked Out Visits list. |
| Clock In Selected Visits (Clocked Out Visits) | Clocks in the ticked visits after you confirm. |
| Apply (Interventions) | Applies the intervention filters. |
| Add Intervention to Selected Clients (Clients) | Opens Add Intervention for the ticked clients. |
| Add Transportation Request (Clients) | Opens Add Transportation Request. |
| Expand All / Collapse All (Clients) | Opens or closes every client row. |
| Publish All (Progress Notes) | Publishes every unpublished progress note for the day to AlayaCare. |
| Right-click, Scheduled Visits | Clock In, Clock In Selected, Cancel Visit and Delete Visit (each of the last two only with its permission), Add Progress Note (when progress notes are on). |
| Right-click, Clocked In Visits | Clock Out, Clock Out Selected, Add Progress Note (when progress notes are on), Open Client In Alayacare. |
| Right-click, Interventions | Mark Complete (not yet complete), Mark Not Done, Add This Intervention Again (already complete), Add, Add Progress Note (when progress notes are on), Open Client In Alayacare. Select a row first. |
| Right-click, Clocked Out Visits | Clock In, Clock In Selected. |
| Right-click, Clients | Clock In and Clock Out (all of that client's eligible visits), Add Transportation Request, Open Client In Alayacare. Clock Out is unavailable when the client has no clocked-in visit. |
| Right-click a visit under an expanded client | Details (opens the visit details). |
| Right-click, Progress Notes | Edit (opens the progress note). |
A visit can only be cancelled or deleted one at a time from its icon or right-click option when it has no clock-in history. The ticked Cancel Selected Visits and Delete Selected Visits buttons do not make that check.
Dialog Components
Visit Details
Opens from the Clients tab (right-click a visit, Details). The header shows Visit ID, Cancel (with Client Visit Cancel permission), and Clock In for a visit not clocked in or Clock Out for one that is. Close dismisses the dialog.
Tabs
| Tab | Purpose |
|---|---|
| Interventions | Lists the visit's interventions (name, description, a tick box and Time Spent (in Minutes) * where the intervention records time, and its position such as 1/2). Interventions are loaded only for visits that are clocked in. Ticking a box here does not save anything; use Mark Complete on the Interventions tab of the main screen. |
| Visit | Read-only visit facts plus change buttons, described below |
The Visit tab shows Current Employee, Current Client, Service Code, Service, Current Facility, Start At, End At and Service Instructions, a list of the visit's Forms (form name, the last submitted date or "Not submitted yet", and "Required" where the form is required), and these buttons:
| Button | Description |
|---|---|
| Edit Employee | Opens Edit Employee (Client Visit Edit Employee permission). |
| View Client in AlayaCare | Opens the client in AlayaCare. |
| Edit Service Code | Opens Change Service Code (Client Visit Edit Service Code permission). |
| Move | Opens Move Booking (move permissions). |
| Edit Start/End Times | Shown with the Client Visit Edit Service Code permission. It does not currently open anything. |
| Edit Service Instructions | Opens Change Service Instructions (Client Visit Edit Service Instructions permission). |
| Manage Forms | Opens Manage Forms (Client Visit Manage Forms permission). |
The header Cancel button opens Cancel Booking but does not pick up the visit you opened.
Clock In
Opens from Clock In in the visit details. Clocking in from the lists does not open this dialog; those clock in under your own AlayaCare user.
| Field | Description |
|---|---|
| Employee Selection | Select Employee By Name, Select Employee By Facililty (employees scheduled at the facility's master facility that day, shown only when there are any; use Choose next to a name), or Use Employee From Visit (shown when the visit has a real assigned employee). The last available option is pre-selected. |
| Employee To Use For Clock In | The employee for the option chosen |
| Service Instructions | Text saved to the visit at clock in |
| Open Client in Alayacare | Opens the client in AlayaCare afterwards (needs Client Visit View In AlayaCare) |
Save updates the visit, assigns the employee, and clocks in. It stops with a warning if that employee already has an open session for the same client and service. Cancel closes the dialog.
Cancel Booking
Opens from the cancel icon, the Cancel Visit right-click option, Cancel Selected Visits, or Cancel in the visit details. For a single visit it shows Client, Service Code, From and To. Choose Select A Cancel Code and click Save; "Please select a valid Cancel Code" appears if none is chosen. Cancel closes without cancelling.
Edit Employee
Opens from Edit Employee. It shows Current Employee, Service Code, Start At and End At.
| Control | Description |
|---|---|
| Find Employee | Then choose Autocomplete (type to find the employee in New Employee) or Lookup Dialog (type in Employee Lookup and click Search, then pick from the results) |
| Select A Scheduled Facility Employee | Pick from employees scheduled at the master facility that day |
Save assigns the chosen employee to the visit in AlayaCare (all AlayaCare scheduling validations are overridden). "Please select a valid employee" appears when none is chosen. Cancel closes the dialog.
Change Service Code
Opens from Edit Service Code. Shows Current Service Code; pick Select A Service Code and click Save ("Please select a valid service code" otherwise). All AlayaCare validations are overridden. Cancel closes the dialog.
Change Service Instructions
Opens from Edit Service Instructions. Edit Service Instructions and click Save. Cancel closes the dialog.
Manage Forms
Opens from Manage Forms. Shows Client and Service Code, an Add Forms button, and a grid (4 per page) of the visit's forms with a delete icon and a Delete right-click option. Deleting asks "Are you sure you want to remove this form?" and removes the form from the visit in AlayaCare. Close dismisses the dialog.
Add Forms opens a second Manage Forms dialog with Other Forms and Required Forms multi-selects (latest version of each active, non-draft form, with its category). Save attaches the chosen forms to the visit; Cancel closes it.
Move Booking
Opens from Move. Shows Client, Service Code, Current Facility and Current Facility Chair. Choose Move To New Date/Time (the visit keeps its length), and, under "Move to new facility", a Clinic from facilities in the same time zone. Save updates the visit in AlayaCare. Cancel closes the dialog.
Mark Complete
Opens from Mark Complete (right-click or icon) on the Interventions tab. Needs an open clock-in for the visit ("No Open Work Session Found" otherwise). Enter Time Spent (in Minutes) * when the intervention records time, plus Comments, then Save. The intervention is marked complete in AlayaCare with the comment and a "completed:" line carrying your email. Cancel closes the dialog.
Mark Not Done
Opens from Mark Not Done. Enter Comments and click Save. The intervention is marked not done with a "not done:" line carrying your email. Cancel closes the dialog.
Add Intervention
Opens from Add Intervention to Selected Visits, Add Intervention to Selected Clients, or Add on an intervention. Choose one or more interventions in Select Interventions (only care plan interventions common to every selected client are offered; "No Interventions shared between all clients" appears when there are none). Click Ok. For each affected visit that has an open clock-in, the chosen intervention is marked complete, or added as complete when the visit did not have it yet. Cancel closes the dialog.
Progress Note
Opens from the Add Progress Note right-click option or Edit on the Progress Notes tab. The header reads Progress Note For Client followed by the client name. An existing note shows Status, Published and by; a new note shows "New Progress Note". A grid lists the note's lines, 10 per page.
| Column | Description |
|---|---|
| Comments | The note text |
| Strikethrough | Ticked when the line is struck through |
| Deleted? | Ticked when the line is deleted |
| Added | When the line was added |
| Last Edit | When the line was last changed |
| Added By | Who added the line |
An Add button and a right-click menu (Add, Edit, Delete, Strike Through) are available until the note is published. Selecting a line previews its text below the grid. Close dismisses the dialog.
Add and Edit open a Progress Note editor with a rich text box; Save stores the line (creating the day's note if needed) and Cancel discards it.
Results
Opens after a clock-in when something went wrong.
| Column | Description |
|---|---|
| Conflict Visit Id | The visit the employee is already clocked in on |
| Date/Time | Start of that visit |
| Name | Client name |
| Employee | Employee clocking in |
| Service | Service code |
| Success | Whether the clock in worked |
| Error Type | For example Conflict |
| Error Message | What went wrong |
| Manage Records | Clock icon (also a Clock Out right-click option) to clock out the conflicting open session, after you confirm |
Close dismisses the window.
Add Transportation Request
Opens from Add Transportation Request on the Clients tab or the Clients right-click menu. It is a three-step window; the header offers Open Client In AlayaCare (Schedule) and Open Client In AlayaCare (Services) once a client is loaded. Use Previous, Next, Finish and Cancel to move through it.
Tabs
| Tab | Purpose |
|---|---|
| Request | Choose the client and describe the trip |
| Locations | Set the pickup and drop-off locations |
| Finish | Review the service code, facility, employee, activity codes and premium codes, then finish |
Request
Pick the Client and click Load Client to show address, city, any configured client fields, notes and Risks, and a grid of the client's active services (Service Name, Service Code, Service Status, Start Date, End Date, Funder, Billing Contact). Under Trip Request enter:
| Field | Description |
|---|---|
| Trip Segments | Appt Segment, Return Segment or Two Way |
| Trip Template | The template to use (Search opens a finder) |
| Service Date | Date of the trip |
| Appointment Time, Pickup Time, Return Time | Shown as the segment type requires |
| Service Instructions | Extra instructions for the driver |
| Frequency Type | None or Weekly; weekly shows Every N Weeks, End Date and weekday tick boxes |
| Services Option | Create New services, or Use Existing (then choose a prior trip from the grid, filtered with Appt, Return or All) |
Locations
Each of Starting Location (Pickup) and Destination Location (Dropoff) can be the client's home, a common location, or another address (Name/Location, Address, City, state/province, postal code, Country, GEO Code to find latitude and longitude). Click Calculate Distance And Time to fill Distance (KM) and Time (Minutes) and show the route. Both locations must be geocoded first.
Finish
Shows the Service Code, Facility, Employee, Activity Codes and Premium Codes worked out from the template, with a pick list where the template lets you choose. A Billing Contact appears when the funder bills individually and new services are being created. Click Finish to create the request. "Transportation Request(s) Successfully Added" confirms; the request creates the client services and visits (single or recurring) in AlayaCare, adds premiums, and logs the request.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Activity Codes | Activity codes added to transport visits. |
| Branches | Branch used to look up facilities. |
| CancelCodes | Cancel codes offered when cancelling a visit. |
| Common Locations | Saved pickup and drop-off locations for transport requests. |
| Facilities | Facilities offered in the filter and for moving a booking. |
| Form Context Fields | Client fields shown on the transport request. |
| Forms | Forms that can be attached to a visit. |
| Funders | Funder and billing rules for transport requests. |
| Groups | Facility groups used to limit the facility list. |
| Note Types | Default note type used when publishing progress notes. |
| Premium Codes | Premium codes added to transport visits. |
| ServiceCodes | Service codes on visits; only those marked for facility-intervention clocking are loaded. |
| Transportation Service Code Rules | Rules used to work out the transport service code. |
| Trip Templates | Templates used when requesting transport. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Apply
- Checks that the date and facility are chosen (and, when progress notes are on, that the facility has a default note type).
- Loads the facility's visits from AlayaCare for the service date in the facility's time zone, and drops cancelled visits and visits whose service code is not marked for facility-intervention clocking.
- Groups the visits by client, loads each client's details and checks for prior forms waiting for signature.
- For each visit, reads the AlayaCare work sessions to decide whether it is scheduled, clocked in or clocked out, and for clocked-in visits loads its interventions.
- Loads the clients' other visits for the day, then (when progress notes are on) loads the day's progress notes.
Clock In Selected Visits
- Reads the visit from AlayaCare and works out the clock-in time (scheduled visit time or the actual time, per the settings).
- Stops with a Conflict result if you already have an open session for the same client on another visit.
- Clocks the visit in under your own AlayaCare user. Visits clocked in from the lists are not assigned to another employee.
- Moves the visit to Clocked In Visits and loads its interventions. Failures are collected in the Results window.
Clock Out Selected Visits
- Works out the clock-out time (scheduled visit end or the actual time).
- Finds the visit's open work session; if there is none, warns "Visit has no work session to clock out".
- Clocks the session out in AlayaCare, adds an audit note when that option is on, and moves the visit to Clocked Out Visits.
Publish All
- For every unpublished progress note for the day, joins its lines that are not deleted, each preceded by who added it and when.
- Creates a draft progress note in AlayaCare using the facility's default note type, then publishes it.
- Marks the note Published with the publisher and time, and reloads the Progress Notes list.