Facility Reassignment
Executive Summary
Facility Reassignment moves scheduled visits from one facility to another in AlayaCare in bulk. A scheduler starts a job by choosing the old facility, the service date and whether all visits or only some visits are affected, and whether they all go to a single new facility or to several different facilities. The system loads the old facility's active visits for that day, the scheduler reviews which visits to include (and, for several facilities, which facility each visit goes to), and then processes the job. Each visit is updated in AlayaCare and the result is recorded against the visit, so the job can be audited and exported to Excel.
Key Features
- Start a new reassignment job for a branch, an old facility and a service date
- Choose All Visits or Some Visits, and reassign to A Single Facility or Multiple Facilities
- Automatically load the old facility's non-cancelled visits for the service date into the job
- Include or exclude individual visits, and assign or clear a facility on each visit when reassigning to multiple facilities
- Process the job: each included visit is moved to its new facility in AlayaCare, with a status and message recorded per visit
- Track processing start, end, duration and the number of visit errors for each job
- Filter the job list by branch (when permitted to see all branches)
- Export a selected job and its visit results to Excel
Typical Workflow
- Click Start A New Job.
- Choose the Branch (if you may choose), the Old Facility, the Reasignment Type, Reasign To and the Service Date. If you chose A Single Facility, also choose the New Facility. Click Save.
- The job's visits are loaded from AlayaCare and the job opens on its detail page.
- On the Visits tab, review the list. For a single new facility, use Include Visit / Exclude Visit. For multiple facilities, select a visit and click Assign Facility (or Clear Assigned Facility).
- Click Process Reassignment. Wait for the progress panel to finish.
- Review the Status and Last Action Message of each visit and the Visit Errors count.
- Back on the main list, select the job and click Export Selected to save the results to Excel.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and its job detail |
| All Branches | Choose any branch when starting a job and see jobs for all branches in the list |
Main Grid
The grid lists reassignment jobs, 14 per page.
| Column | Description |
|---|---|
| ID | Job number, assigned sequentially within the year. |
| Branch | Branch the job belongs to. |
| Added | Date and time the job was started, in your time zone. |
| Added By | User who started the job. |
| Service Date | Date of the visits being reassigned. |
| Old Facility Id | AlayaCare ID of the facility the visits are moving from. |
| Old Facility Name | Name of that facility. |
| Reassignment Type | All Visits or Some Visits. |
| Reassign To | A Single Facility or Multiple Facilities. |
| New Employee Id | AlayaCare ID of the new facility (blank when reassigning to multiple facilities). |
| New Facility Name | Name of the new facility (blank when reassigning to multiple facilities). |
| Processing Start | Date and time processing began. |
| Processing End | Date and time processing finished. |
| Duration | How long processing took. |
| Visit Errors | Number of visits that failed to update. Blank when there were none. |
| Manage Records | Edit icon that opens the job. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Branch | Limits the list to one branch. Users with the All Branches permission can also choose All Branches; other users are limited to their own branch. |
Click Apply to refresh the list. Use Clear to reset filters.
Actions
| Button | Description |
|---|---|
| Start A New Job | Opens the Facility Reassignment dialog to define a new job. |
| Export Selected | Exports the one selected job and its visits to Excel. Does nothing unless exactly one job is selected. |
| Apply | Reloads the list using the branch filter. |
| Clear | Resets the branch filter to your branch and reloads the list. |
| Edit (right-click a row) | Opens the job. |
| Manage Records edit icon | Opens the job. |
The Excel file is named facilityreassignment_{job ID}_{date and time}.xlsx. It has a Home sheet with the job's settings, processing times and error count, and a Details sheet with one row per visit (visit ID, start and end time, service code, status, last action message and last action time).
Dialog Components
Facility Reassignment (Start A New Job)
Opens from Start A New Job. Fill in the following fields and click Save; Cancel closes the dialog without creating a job.
| Field | Purpose |
|---|---|
| Branch | Branch for the job. Only changeable when you have a choice of branches; changing it clears the facilities already chosen. |
| Old Facility | Facility the visits currently belong to. Search is limited to the chosen branch. Required. |
| Reasignment Type | All Visits (every visit starts out included) or Some Visits (every visit starts out excluded; you include the ones to move). |
| Reasign To | A Single Facility or Multiple Facilities. |
| New Facility | Shown only for A Single Facility. Facility the visits will move to. Required in that case. |
| Service Date | Date whose visits are reassigned. Defaults to today. |
If a facility is missing, the warning Please select a facility is shown. After Save, the old facility's visits for the service date (excluding cancelled visits) are loaded from AlayaCare into the job and the job opens.
Facility Reassignment Job (detail page)
Opens after Save, or from the edit icon / right-click Edit on a job. A back link returns to the list. When the job has not been processed yet, Process Reassignment is shown above the tabs.
Tabs
| Tab | Purpose |
|---|---|
| General | Read-only summary of the job. |
| Visits | The visits loaded for the job, and the tools to include, exclude or assign them. |
General
Shows Old Employee Id and Old Employee Name (the old facility), Reassignment Type, Reassign To, New Facility Id and New Facility Name (single facility only), Effective Date/Time (the service date) and Visit Errors.
Visits — Grid
| Column | Description |
|---|---|
| Visit ACId | AlayaCare visit ID. |
| Start Date/Time | Visit start in the old facility's time zone. |
| End Date/Time | Visit end in the old facility's time zone. |
| Service Code | Service on the visit. |
| Status | Result after processing: Passed, Failed or Skipped. Blank until processed. |
| Last Action Message | Message for the last action: Facility updated, Visit no longer assigned to old facility, or the AlayaCare error message. |
| Last Action Date | When the last action happened. |
| Client Name | Client on the visit. |
| Assign to Facility | Facility ID the visit will move to. Shown only for Multiple Facilities. |
| Employee Name | Name of the assigned facility. Shown only for Multiple Facilities. |
| Is Included | Whether the visit will be moved. |
| Manage Records | Edit icon that opens the Client dialog for the visit. |
Visits — Grid Actions
The buttons and right-click items below are available only until the job has been processed.
| Button | Description |
|---|---|
| Include Visit | Single facility only. Marks the selected visit to be moved. |
| Exclude Visit | Single facility only. Marks the selected visit to stay at the old facility. |
| Assign Facility | Multiple facilities only. Opens the Assign Facility dialog for the selected visit. |
| Clear Assigned Facility | Multiple facilities only. Removes the facility from the selected visit and excludes it. |
| Include Visit / Exclude Visit (right-click a row) | Single facility only. Toggles whether the visit is included. |
| Assign Facility (right-click a row) | Multiple facilities only. Shown for visits with no facility assigned. |
| Clear Assigned Facility (right-click a row) | Multiple facilities only. Shown for visits that already have a facility. |
Client (visit edit)
Opens from the edit icon on a visit. Shows the Facility UID and Client Name (read-only) and an Is Included check box. Save stores the change; Cancel closes the dialog.
Assign Facility
Opens when assigning a facility to a visit in a multiple-facility job. Search for a facility with Find A Facility, or pick one from or Select A recently assigned Facility (facilities already assigned during this session). Save assigns the facility and marks the visit as included; if neither is chosen the warning Please select a valid facility is shown. Cancel closes the dialog.
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Job (Save)
- The job is saved with the next job number for the year, your user name and the current time.
- The old facility's visits for the service date are retrieved from AlayaCare, ignoring cancelled visits.
- Each visit is added to the job with its client, employee, service code and times. For All Visits the visit starts out included; for Some Visits it starts out excluded.
- The job detail page opens.
Process Reassignment
- For A Single Facility the job must have a new facility, otherwise the warning New Facility Not Assigned is shown and nothing runs.
- A progress panel opens and the processing start time is recorded. You can cancel from the panel; visits already updated remain updated.
- Each included visit is processed in turn. If the visit has no destination facility it is skipped without any message.
- The visit is re-read from AlayaCare. If the visit is still at the old facility, it is updated to the new facility in AlayaCare, keeping the same service, employee and times, with the overlapping-visit override applied. On success the visit is marked Passed with the message Facility updated. On failure it is marked Failed with the AlayaCare message, and the job's Visit Errors count goes up by one.
- If the visit has already been moved from the old facility, it is marked Skipped with the message Visit no longer assigned to old facility.
- When all visits are done, the processing end time and duration are saved, the job refreshes, and Process Reassignment is no longer offered for the job.