HMNS Submission
Executive Summary
HMNS Submission produces the Homemakers and Nurses Services submission workbook for the funders on a billing cycle. Billing staff choose a billing cycle, year and billing period, and the system reads the invoices AlayaCare has already produced for that period, then builds an Excel workbook with one sheet per funder listing each client's visits, units of service, gross amount, client payment and net amount. Every run is kept in a history grid so the workbook can be downloaded again later.
Key Features
- Start a new submission for a billing cycle, year and billing period
- Build one Excel sheet per funder on the selected cycle, with client lines and totals
- Check that every invoice line has a department before it is included, and skip invoices that fail the check
- Download the workbook automatically when the run finishes
- Keep a history of previous runs with who ran them, the period covered, timings and duration
- Download the workbook of any previous run from the history grid
Typical Workflow
- Click Start A New Submission.
- Select a Billing Cycle, confirm the Year, and select the Billing Cycle Period.
- Click Ok. A progress panel shows each funder and invoice as it is processed.
- When processing finishes, the Excel workbook downloads and "Exported Successfully" is shown. The run appears at the top of the history grid.
- To get the file again later, click the download icon in the Manage Records column of that run.
Report Output
The run produces an Excel workbook (.xlsx). It is created when you click Ok on the Start A New Import dialog, downloads automatically when processing finishes, and is stored with the run so it can be downloaded again from the history grid. The file name is HMNSSubmission_{date and time}.xlsx.
The workbook has a Criteria sheet followed by one sheet for each funder on the selected billing cycle. The sheet is named after the funder.
Report Contents
| Content | How it is determined |
|---|---|
| Criteria sheet | Shows the report name (HMNS Submission), the description of the billing cycle chosen and the date range of the billing period. |
| Sheet heading | Community Services Department - Social Services Division, Homemakers and Nurses Services Program, the agency name, the account period (from and to dates), the level of service (City of Toronto Homemaking & Nursing Services) and the funder name. |
| Office Use | The client's patient ID value taken from the client's record in AlayaCare. |
| Client Identification | Client last name, first name and AlayaCare client ID. |
| Period Covered (Day-Hours) | For each visit on the invoice, the day of the month the visit started and the quantity billed, for example 3-2.00 7-1.50. |
| Visits | Number of visit lines on the client's invoice. |
| Units of Service | Total quantity of all visit lines on the invoice. |
| Rate | The rate of the last visit line on the invoice. |
| Gross | Total of the subtotals of the visit lines. |
| Client Payment | Gross minus the balance of the visit lines (the part not owed by the funder). |
| Net | Total of the balances of the visit lines. |
| Totals | Number of clients on the sheet, and sums of Visits, Units of Service, Gross, Client Payment and Net. |
Only invoices whose transactions fall in the selected date range and belong to the funder are listed, in client name order. A funder sheet contains headings and totals only when the funder has no open period for the selected cycle and year (see Processing Overviews).
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
Main Grid
The grid lists every previous submission run, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the run was started, in your time zone. |
| Added By | User who started the run. |
| Cycle | Billing cycle of the run. |
| Year | Year of the run. |
| Period | Billing period number. |
| From | First date of the billing period. |
| To | Last date of the billing period. |
| Processing Start | Date and time processing began. |
| Processing End | Date and time processing finished. Blank if the run did not finish. |
| Duration | How long the run took, in minutes. |
| Manage Records | Contains the download icon for the run's workbook. |
Actions
| Button | Description |
|---|---|
| Start A New Submission | Opens the Start A New Import dialog. |
| Download (icon in Manage Records) | Downloads the workbook saved for that run. A warning "No File Available" is shown if the run did not produce a file. |
Dialog Components
Start A New Import
Opens from Start A New Submission. Choose what the submission covers, then click Ok to start.
| Field | Purpose |
|---|---|
| Select A Billing Cycle | Billing cycle to report on. Only funders assigned to this cycle are included. |
| Year | Year of the billing period. Defaults to the current year. In January to March the previous year is also offered. |
| Select A Billing Cycle Period | Billing periods of the chosen cycle and year, shown as year - period number [from date - to date]. The list fills after both a cycle and a year are chosen. |
Clicking Ok without a billing cycle shows "Please select a billing cycle"; without a period it shows "Please select a period".
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Billing Cycles | Cycles offered in the Billing Cycle dropdown. Also covers its billing cycle periods: periods offered in the Billing Cycle Period dropdown, with their dates. |
| Funders | Funders on the selected billing cycle; each gets its own sheet. Also covers its funder periods: used to confirm the funder has an open period for the selected cycle and year. |
| Premium Codes | Used to find the department of client premium invoice lines. |
The agency name shown on each sheet comes from the account statement agency name setting.
Processing Overviews
This section describes what happens after you confirm a processing action.
Ok (Start A New Import)
- Saves a new run in the history with the cycle, year, period, dates, your user name and the start time.
- Signs in to AlayaCare if needed and finds the funders assigned to the selected billing cycle.
- Starts the workbook with the Criteria sheet, then adds a sheet with headings for each funder.
- For each funder, looks for the funder's period for the selected cycle and year. If there is none, or the period has been closed, the sheet is left with headings and totals only and the funder is skipped.
- Otherwise loads the AlayaCare transactions in the date range and keeps those for the funder, in client name order.
- For each transaction that has an invoice, loads the invoice lines and checks that every line has a department:
- Client premium lines need a premium ID, a matching premium in AlayaCare and a department on the premium in the integration setup.
- Other lines need a service code that has a department.
- If any line has no department, the invoice is left out of the sheet and an error message is saved against the run.
- Otherwise loads the client's details from AlayaCare, adds a line to the funder's sheet (see Report Contents), and adds the visit and amount totals.
- After all funders, adds the totals rows to each sheet.
- Saves the workbook with the run, records the end time and duration, downloads the file and shows "Exported Successfully".