Facility Scheduling V2

Executive Summary

Facility Scheduling V2 is the facility calendar for planning and adjusting visits that are held at a clinic or other facility and its chairs (or rooms). Coordinators pick one or more groups or clinics from the filter panel, choose a start date and how many days to load, and the page draws one column per chair for each day. Two tabs show the same facilities from different angles: a chair tab that lists client visits, and an Employees tab that lists the employee visits (working time) at the facility. From the calendar, staff can add client and employee visits, drag a visit to another time or chair, open a visit to see its details, clock it in or out, cancel it, copy it to other dates, and edit its employee, facility, service code, times, instructions, tags and forms. All changes are written straight to AlayaCare, and the calendar is refreshed afterwards. A Client Lookup, a Custom filter that finds the nearest clinics to a client, an Excel export and a utilization Metrics report are also available from the same page.

Key Features

• Choose facilities from My Groups (with a Manage dialog to order and tick your own groups and refresh them from AlayaCare), All Groups, Custom (nearest clinics to a client) or All Clinics, depending on permissions
• Load 1 to 5 days at a time, step the calendar backward or forward, and refresh the loaded selection
• View visits per chair on the chair tab and employee visits on the Employees tab, with visit counts on the tab headers and total hours for each chair and day
• Visit blocks show icons for clocked in, tagged, recurring and funded or unfunded visits, and the service code, start and end time; blocked or unavailable time (facility availability and closures) is shaded
• Add a client booking (one-off or recurring) with service, service code, instructions, tags, forms, duration and employee, and add an employee visit with an optional break
• Drag and drop a visit to a new time or chair, with a confirmation prompt and checks for unavailable time and overlaps
• Open a visit to see its details, then cancel it, clock it in or out, copy it to one or more dates, or edit it
• When a visit belongs to a recurring series, choose whether a change applies to only that visit, all future visits, or all future unmodified visits
• Look up a client's visits from 120 days back to 120 days ahead, and open a client or employee in AlayaCare
• Export the visits on the calendar to Excel
• Open the Facility Scheduling Metrics report for the facilities and dates currently loaded (when permitted)
• Configure the facility type, calendar display, mouse interactions, overrides, date restrictions, default selection methods and clock in/out behaviour in the page settings

Typical Workflow

1. Open the filter panel (it opens when you hover over or click the filter button next to the page title). Pick a start date on the calendar and the number of Days to load.
2. Tick the groups or clinics to show on My Groups, All Groups, Custom or All Clinics, then click Apply. All chosen facilities must be in the same time zone.
3. Review the calendar. Use the previous and next arrows to move by the loaded number of days, and Refresh to reload the same selection.
4. Right-click an empty time slot and choose Add to book a client (chair tab) or add an employee visit (Employees tab).
5. Click a visit to open its details. From there, Clock In, Clock Out, Cancel, Copy Visit or Edit Visit. Drag a visit to move it.
6. Use Export for an Excel copy of the visits on screen, Client Lookup to find a client's visits, or Metrics to review utilization.

Configurable Settings

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

Some options that affect the page are maintained outside this dialog, for example how visit blocks are coloured (by visit status or by service-code colour) and the earliest and latest hours shown on the calendar. By default the visible hours are set from the facilities' availability, with one hour of margin.

Available Permissions

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

Main Grid Filters

The page has no main list. Instead the filter panel on the left controls what the calendar shows.

Click Apply to load the calendar. Apply is only available after you change the date, the days or the ticked facilities. A warning is shown if no facility or no valid date is selected, or if the selected facilities are in different time zones.

Actions

Each chair column header shows the chair name, the total hours booked for that day, and, when Value To Total By is set, the hours grouped by service code or service name.

Dialog Components

Visit Details

Opens when you click a visit (or choose More Details). The header shows the AlayaCare visit ID and the action buttons the user is allowed to use. For a recurring visit, a line at the top describes the recurrence. Fields are read-only: Current Employee, Current Client, Service, Service Code, Current Facility, Start At, End At and Service Instructions, followed by a Tags list and a Forms list (each form shows when it was last submitted, or "Not submitted yet", and "Required" when applicable). The Close button dismisses the dialog.

A visit "may be changed" unless the settings prevent changes to approved visits and it is approved, or the settings prevent changes to visits that started more than 24 hours ago and it did.

Edit Visit

Opens from Edit Visit (header: Edit Visit ID and the visit ID). Change what is needed, then click Save (shown only when the visit may be changed) or Close. If something has changed, closing asks "Changes Exist. Do you want to close without saving?".

Edit Employee opens a small dialog: Current Employee, then Vacant Employee (only when vacant visits are allowed), Find Employee (with Autocomplete or Lookup Dialog and a Search button for the lookup list) or, on the chair tab, Select A Scheduled Facility Employee (employees already scheduled at the parent facility during the visit time). Save returns the choice to Edit Visit; the change is only sent to AlayaCare when you save the visit.

Edit Facility opens a small dialog with Current Facility, Current Facility Chair, and Clinic and Chair dropdowns (clinics in the same time zone as the current one). Save returns the choice to Edit Visit.

When the visit belongs to a recurring series, Save first shows Edit Recurring Visit (see below).

Edit Recurring Visit

Shown before saving an edit, or after confirming a drag and drop move, for a visit that is part of a recurring series: "You are editing a visit that is part of a recurrence. Please select one of the following actions". Choose Edit only the visit shown, Edit all future visits or Edit all future unmodified visits, then Ok (or Cancel to stop).

Cancel Booking

Opens from Cancel in the visit details. Shows the Client, Service Code, From and To. Choose a code in Select A Cancel Code (codes set up for this page) and click Save. A warning is shown if no code is chosen. The visit is cancelled in AlayaCare and the calendar is reloaded.

Clock In

Opens from Clock In in the visit details. If clocking is limited to the current date and the visit is on another day, "Clock In only allowed on current day" is shown instead.

Click Save to clock in or Cancel to close. See Processing Overviews for what happens.

Copy Booking

Opens from Copy Visit in the visit details. Each row is a new copy: Date/Time, Clinic and Chair (defaulting to the original). Use Add Another Date for more rows and the bin icon to remove a row. Click Save to create one new visit per row, with the same client, employee, service, service code, instructions, forms and duration, or Cancel. Copies are created even if they overlap or lack authorization. Only single visits are copied.

Add Booking

Opens from the right-click Add on the chair tab. The Resource shows the chair that was clicked.

Click Save to create the booking or Cancel. Warnings are shown if the client, service, service code or employee is missing, if no weekday is ticked for a weekly series, if the end is not after the start ("End Time cannot be prior than or equal to Start Time"), or if the chair is not allowed to be used on the chosen weekday ("Facility cannot be used on ...").

Add Employee

Opens from the right-click Add on the Employees tab. It has the same Resource and Create as Recurrence options as Add Booking, and these fields:

Click Save or Cancel. The same weekday, recurrence and end-time warnings apply.

Client Lookup

Opens from Client Lookup. Choose Autocomplete or Lookup Dialog, find the client, then click Show Visits. The grid lists the client's visits from 120 days before to 120 days after today (most recent first) with Start At, End At, Service, Service Code and Employee. Close dismisses the dialog.

Custom

Opens from Find Client on the Custom tab. Pick a Client and click Search. The grid lists the five clinics nearest to the client's address, with a tick box, Name, Last Visit, Employee, Service and Distance (the last visit, employee and service are taken from the client's visits at that clinic in the last 60 days). Tick the clinics you want and click Save to place them on the Custom tab, or Cancel. A warning is shown if no client is chosen or the client has no usable address location.

My Groups

Opens from Manage on the My Groups tab. Click Refresh From Alayacare to bring your AlayaCare employee groups into the list, and drag rows to change their order. The grid shows Group and Selected (tick the groups that should be selected by default). Save stores the order and selection; Cancel closes without saving. A warning is shown if your login email is not found as an employee in AlayaCare.

Moving a visit by drag and drop

There is no dialog. Drag a visit to a new time or chair (needs the move permission for the tab, is blocked for read-only users, and is blocked for visits that may not be changed). If the new slot is in time the facility has marked unavailable, a warning "The selected resource is unavailable at [...]" is shown. If it overlaps another visit it is rejected unless Allow Overlapping Visits is on. Otherwise you are asked "Are you sure you want to move this booking to {chair} {date and time}". For recurring visits, Edit Recurring Visit follows.

Facility Scheduling Metrics

Opens from Metrics. It is the same utilization report as the Facility Scheduling Metrics page, pre-filled with the loaded facilities and date range. Choose the period (Week (Mon–Sun), Month or Quarterly), the start date, Number Of Periods, an optional Parent Facility Type, and the Locations, then click Load. Each load is saved as a metric job with the source "Facility Scheduling v2". Progress bars show visit loading and availability calculation, with a Cancel button. Reset unlocks the criteria after a load. With the Facility Scheduling Metrics settings permissions, View Settings or Edit Settings opens Facility Scheduling Metrics Settings (utilization colour bands, export header colours and default pivot columns).

After loading, Expand All, Collapse To Location and Collapse To State adjust the pivot, and Export downloads an Excel workbook. The Utilization tab shows visit and capacity measures by state, location and chair, and the Clients tab shows client counts. Right-clicking a drillable value opens a list of the clients, scheduled visits, total visits or scheduled hours behind it (Show Total Clients, Show Scheduled Visits, Show Total Visits, Show Scheduled Hours), with a Close button.

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.

Apply and Refresh

1. Requires at least one facility (or group) and a valid date. Weekends are skipped when excluded in the settings, and the end date is calculated from the number of days.
2. Collects the chairs under every selected clinic and confirms they are all in the same time zone; if not, nothing is loaded.
3. For each chair and day, draws blocked time from the facility availability and closures, and sets the visible hours from the earliest and latest availability.
4. Loads the visits from AlayaCare for each chair for both tabs: client visits for the chair tab and employee visits for the Employees tab (using the parent facility when that setting is chosen).
5. Skips cancelled visits (on-hold visits are kept when allowed), availability entries and visits without a client. Unless detail is excluded from the initial display, each remaining visit's details and clocked-in status are also loaded.
6. Places the visits on the calendar with their colour, icons and hours totals, and scrolls the calendar to 07:00. Refresh and moving to the previous or next days repeat the same steps.

Add Booking (Save)

1. Checks the client, service, service code, employee choice, weekday selection and the chair's weekday restrictions.
2. For a single visit, checks that the end is after the start and creates the visit in AlayaCare for that chair with the instructions, tags and forms. The overlap and reason-code checks are bypassed on creation.
3. For a recurring booking, creates the whole series in AlayaCare in one request (weekly series can be split by weekday).
4. Adds the new visit to the calendar (or reloads the calendar for a series).

Add Employee (Save)

1. Checks the employee choice, facility service, weekday selection and the chair's weekday restrictions.
2. Creates the employee visit for the chair with the break and instructions, or creates the recurring series in one request, bypassing the overlap and reason-code checks.
3. Reloads the calendar.

Edit Visit (Save)

1. For a recurring visit, asks which visits to change.
2. Sends the employee, service code, facility, instructions, start, end, tags and forms to AlayaCare. A single visit or a series update is sent as appropriate, with all AlayaCare override checks bypassed.
3. Reloads the visit on the calendar (or the whole calendar for a series).

Drag and drop move

1. Checks permission, read-only mode, date restrictions, unavailable time and overlaps, then asks for confirmation.
2. For a recurring visit, asks which visits to move.
3. Updates the visit's start, end and chair in AlayaCare using the Update Visit Overrides from the settings, then reloads the visit.

Cancel Booking (Save)

1. Requires a cancel code.
2. Signs in to AlayaCare, gets the cancel page token and cancels the visit with the chosen code.
3. Removes the visit from the calendar and reloads it.

Clock In (Save)

1. If clocking is limited to the current date, the visit must be today.
2. Updates the visit in AlayaCare with the chosen clock-in employee and the service instructions entered (Update Visit Overrides apply).
3. Warns if the employee already has an open work session with the same client and service.
4. Assigns the chosen employee on the visit and clocks the visit in at the visit start or at the actual time, depending on the settings.
5. When the time to use is Visit Time, corrects the work-session start to the visit start.
6. When Write Audit Visit Note is on, adds a "Clocked in by ACIntegration" note with your email and the time.
7. Reloads the visit on the calendar and, if requested, opens the client in AlayaCare. Failures are shown as warnings.

Clock Out

1. Asks for confirmation.
2. Finds the visit's open work session; if there is none, "Visit has no work session to clock out" is shown.
3. Clocks the session out at the visit end or the actual time, depending on the settings.
4. When Write Audit Visit Note is on, adds a "Clocked out by ACIntegration" note.
5. Reloads the visit on the calendar.

Copy Booking (Save)

1. Checks each row has a date and time and that the chair may be used on that weekday.
2. Creates one new visit per row in AlayaCare, with the same client, employee, service, service code, instructions, forms and duration, bypassing overlap and reason-code checks.
3. Stops with a warning at the first row AlayaCare rejects, and reloads the calendar when finished.

Find Client (Search in Custom)

1. Confirms the client has an address location; if not, "Client is not geocoded" is shown.
2. Finds clinics of the configured type that have a starting location and lists the five nearest.
3. For each, counts the client's visits on the clinic's chairs in the last 60 days and records the last visit, employee and service.

Export

1. Builds an Excel workbook with one sheet, Schedule, headed by the selected facility names.
2. Lists every visit on the calendar in start order with Start Date, Start Time, Client Name, Service Code, End Time, Duration, Scheduled Employee, Facility and Forms. Blocked time is not exported.
3. Downloads the file, named ClinicScheduling_{date}_{timestamp}.xlsx, and shows "Exported Successfully".

Metrics Load

1. Saves a metric job for the chosen criteria, with the source "Facility Scheduling v2".
2. Loads the visits for every chair under the chosen locations for the period, skipping availability entries and visits without a client.
3. For each visit, works out scheduled hours (none for cancelled visits), AIS and home-infusion classification, and cancelled counts; cancelled visits are checked in the visit history for same-day cancellations.
4. Calculates available, unavailable and net available hours from facility availability and closures, builds the Utilization and Clients pivots, and shows them. Cancel stops the load.