Facility Service Code Scheduling

Executive Summary

Facility Service Code Scheduling is a booking calendar for a single facility in which each row of the calendar is one of the facility's service codes. Coordinators choose one or more groups, pick a facility from those groups, choose a date range, and load the facility's visits from AlayaCare onto the calendar. From the calendar they can add a new visit, move an existing visit (by dialog or by dragging it), cancel a visit with a cancel code, or open the visit's client in AlayaCare. Changes are written to AlayaCare immediately.

Key Features

Load a facility's visits from AlayaCare for a date range, shown in the facility's own time zone
Calendar rows are the facility's configured service codes; visits appear on the row matching their service code
Day view and Timeline Day, Week and Month views, with adjustable time interval and cells per interval
Add a booking: choose a client, one of the client's active services, instructions, an employee (or a vacant visit when allowed), and the start and end time
Move a booking by dialog or by dragging it to a new time or service-code row (a confirmation is requested before a drag is saved)
Cancel a booking by selecting a cancel code
Open a booking's client in AlayaCare (right-click menu)
Visits are coloured by visit status or by service code settings, according to the page settings
Configure intervals, vacant visits, visit colour and visit-update overrides in the page settings

Typical Workflow

Select one or more Groups. The Select A Facility list then fills with the facilities in those groups.
Select a facility and a From/To Date range, then click Apply.
Use the calendar. Right-click an empty cell on a service-code row and choose Add to book a visit, or right-click an existing visit and choose Move, Cancel or View In Alayacare. A visit can also be dragged to a new time.
Use Refresh to reload the visits from AlayaCare, Clear Dates to choose a different range, or Clear All to start over.

Configurable Settings

Open View Settings or Edit Settings from this screen (when permitted) to change these options. These settings are the same ones used by the Facility Scheduling screen.

Group	Setting	Type	Purpose
General	Interval (in Minutes) Day	Dropdown	Default time interval for the Day view.
General	Cells per Interval Day	Dropdown	Default number of cells per interval in the Day view.
General	Interval (in Minutes) Timeline	Dropdown	Default time interval for the Timeline views.
General	Cells per Interval Timeline	Dropdown	Default number of cells per interval in the Timeline views.
General	Allow Vacant Visits	Yes/No	Allows a visit to be added without an employee (it is created as a vacant visit).
General	Visit Colour Determined By	Dropdown	Colours visits by Visit Status or by Service Code Settings.
Update Visit Overrides	Overlapping Visits	Yes/No	Allows a moved visit to overlap another visit.
Update Visit Overrides	Service Instructions	Yes/No	Bypasses the AlayaCare service-instructions validation when a visit is moved.
Update Visit Overrides	Reason Code	Yes/No	Bypasses the AlayaCare reason-code validation when a visit is moved.
Update Visit Overrides	Locked Visit	Yes/No	Allows a locked visit to be moved.
Update Visit Overrides	Blocked Employee	Yes/No	Allows a move when the assigned employee is blocked.
Update Visit Overrides	Unavailable Employee	Yes/No	Allows a move when the assigned employee is unavailable.
Update Visit Overrides	Blocked Facility	Yes/No	Allows a move when the facility is blocked.
Update Visit Overrides	Authorization	Yes/No	Bypasses AlayaCare authorization checks when a visit is moved.

The overrides apply to the Move dialog. Dragging a visit and adding a visit do not use this list. The labels of the first six General settings come from the configuration table rather than the screen itself.

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

The page has no read-only mode. Anyone who can open it can add, move and cancel bookings. The settings permissions are the Facility Scheduling settings permissions, because the two screens share one set of settings.

Actions

This page has no list grid; it is a booking calendar with the selection fields below.

Filters

Filter	Purpose
Groups	Select one or more groups. The facility list is limited to the facilities in the selected groups (parent facilities are not listed).
Select A Facility	The facility whose visits are loaded. Only one facility can be selected.
From/To Date	The date range of visits to load.

Click Apply to load the calendar. Use Clear All to reset the filters and hide the calendar.

Calendar

This page has no list grid. The main display is the booking calendar described below.

Calendar element	Description
Rows (Beds)	One row per service code configured for the selected facility.
Visit blocks	Each visit shows the client and employee, the service code and service name, and the start and end time. Hover to see the details. In the Timeline Month view only the client and employee are shown.
Views	Day, Timeline Day, Timeline Week and Timeline Month. Navigation is limited to the selected date range.
Interval and cells dropdowns	Interval (in Minutes) Day, Cells per Interval Day, Interval (in Minutes) Timeline and Cells per Interval Timeline adjust the calendar scale. They are shown once a facility is loaded.
Timezone	Read-only time zone of the selected facility. All times are shown in this time zone.

Buttons

Button	Description
Apply	Loads the calendar for the selected facility and date range. A warning is shown if no facility or no valid date range is selected. Disabled while a calendar is loaded.
Clear All	Clears the groups, facility and dates and hides the calendar. Available once a calendar is loaded.
Clear Dates	Clears the date range so a new range can be chosen, and hides the calendar. Available once a calendar is loaded.
Refresh	Reloads the visits from AlayaCare for the current facility and dates. Available once a calendar is loaded.
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).
Add (right-click an empty cell)	Opens Add Booking for the service-code row that was clicked.
Move (right-click a visit)	Opens Move Booking for that visit.
Cancel (right-click a visit)	Opens Cancel Booking for that visit.
View In Alayacare (right-click a visit)	Opens the client's scheduling page in AlayaCare in a new browser tab.
Drag a visit	Drag a visit to a new time or a different service-code row. A confirmation asks "Are you sure you want to move this booking to ..."; the move is saved to AlayaCare only after you confirm.

Clicking or double-clicking a visit or an empty cell does nothing; all actions are on the right-click menu or by dragging.

Dialog Components

Add Booking

Opens from Add on the right-click menu of an empty cell. The date and times are pre-filled from the cell that was clicked.

Field	Description
Resource	Read-only. The service-code row the booking is added to.
Client	Search for and select the client.
Service list	After a client is chosen, their active services are listed. Click Choose to select one. If the client has only one active service it is chosen automatically.
Instructions	Service instructions for the visit. Shown once a service is chosen and pre-filled from the service.
Primary Employee	Read-only. Shown when the chosen service has a primary employee.
Use Primary Employee From Service	Shown when the service has a primary employee, and checked by default. Uncheck it to pick a different employee.
Employee	Search for and select an employee. Shown when the service's primary employee is not being used.
From Date/Time	Start of the visit.
End Time	End time of the visit on the same day.

Click Save to create the visit in AlayaCare, or Cancel to close without adding. Warnings are shown when the client, service or employee is missing, when the end time is not after the start time, or when AlayaCare rejects the visit (the AlayaCare message is shown). If no employee is chosen and Allow Vacant Visits is on, the visit is created as a vacant visit; otherwise an employee is required. When the visit is created it appears on the calendar and the action is logged.

Move Booking

Opens from Move on the right-click menu of a visit. It shows the Client and Service Code (read-only).

Field	Description
Move To New Date/Time	The new start date and time. The visit keeps its original length.

Click Save to update the visit in AlayaCare using the visit overrides from the page settings, or Cancel to close. When the move succeeds the calendar is reloaded. If AlayaCare rejects the change, "Update Visit Failed" is shown.

Cancel Booking

Opens from Cancel on the right-click menu of a visit. It shows the Client, Service Code, From and To (read-only).

Field	Description
Select A Cancel Code	The reason for the cancellation. Only cancel codes set up for Facility Scheduling are offered. Required.

Click Save to cancel the visit in AlayaCare, or Cancel to close without cancelling. A warning is shown if no cancel code is selected. On success the visit is removed from the calendar, the action is logged and the calendar is reloaded.

Dependencies

The following tables must be configured for lookups on this view to work:

Table	Description
CancelCodes	Cancel codes of type Facility Scheduling offered when cancelling a booking.
Facilities	Facilities offered in the facility list and their time zone. Parent facilities are not offered.
FacilityServiceCodes	The service codes configured for each facility. Each one becomes a row on the calendar, and only visits whose service code is in this list are shown.
Groups	Active groups offered in the Groups filter.
ServiceCodes	Service code names and visit colours (used when colour is determined by service code settings).

Processing Overviews

This section describes what happens after you confirm a processing action.

Apply / Refresh

Requires a facility and a from/to date range, and the facility must exist in the system.
Looks up the facility's time zone and shows it in the Timezone box.
Signs in to AlayaCare. If sign-in fails a warning is shown and nothing is loaded.
Builds one calendar row for each service code configured for the facility.
Loads the facility's visits in AlayaCare from midnight on the first day to the end of the last day, in the facility's time zone.
Skips cancelled visits, availability entries and entries without a client.
For each remaining visit, loads its details from AlayaCare and keeps it only when its service code is one of the facility's configured service codes.
Colours each visit by visit status or by the service code settings, according to the page settings, and places it on the row for its service code.
Shows the calendar, starting at the first day of the range.

Save on Add Booking

Checks that a client, a service and an employee (unless vacant visits are allowed) are selected.
Converts the start and end to the facility's time zone and requires the end to be after the start.
Creates the visit in AlayaCare for the client, service and employee, with overrides applied for overlap and reason-code checks.
Records the addition in the action log and reloads the new visit's details from AlayaCare.
Shows the visit on the calendar and closes the dialog.

Save on Move Booking

Calculates the new end time from the visit's existing length.
Updates the visit in AlayaCare using the visit overrides from the page settings.
On success, closes the dialog and reloads the calendar; otherwise shows "Update Visit Failed".

Save on Cancel Booking

Requires a cancel code.
Signs in to AlayaCare and cancels the visit with the selected cancel code.
On success, removes the visit from the calendar, records the cancellation in the action log and reloads the calendar; otherwise shows "Error Cancellin Alaya Booking".

Drag a visit

Asks for confirmation of the new date and time.
When confirmed, updates the visit's start, end and service-code row in AlayaCare. No visit overrides from the settings are applied.
If AlayaCare rejects the change, "Update Visit Failed" is shown. The calendar is not reloaded, so use Refresh to see the true state of the visit.