MOW Bulk Add

Executive Summary

MOW Bulk Add lets coordinators create and remove Meals On Wheels visits for a single client in AlayaCare. You choose a client and a service day, load that day's meal visits, and can then add new one-time or weekly recurring visits (several service codes and quantities at once), delete visits, or cancel visits with a cancel code. A quantity summary by service code is shown under the visit list. The visit overrides used when visits are created are set in the page settings.

Key Features

Find a client in the selected branch and load that client's Meals On Wheels visits for a service day
Add visits on a chosen service, meal route, employee and start time, for up to five service code and quantity lines at a time
Create a single visit, or a weekly recurrence with an interval, end date and selected weekdays (optionally split into one recurrence per weekday)
Delete selected visits, with options for recurring visits (only the selected visits, all future visits, or all future unmodified visits)
Cancel selected visits using a cancel code
See a summary of how many visits there are for each service code
Configure which AlayaCare validations are overridden when visits are created

Typical Workflow

Confirm the Branch (a drop-down is offered only to users who may work across branches).
Find the client in Client and choose a Service Date, then click Show Visits.
Review the visits and the quantity summary.
Click Add, choose the service, meal route, start time and the service codes and quantities, set up a recurrence if needed, and click Save.
To remove visits, tick them in the grid and click Delete Selected or Cancel Selected.
Click Clear All or Clear Date to start over with another client or day.

Configurable Settings

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

Group	Setting	Type	Purpose
Update Visit Overrides	Overlapping Visits	Yes/No	Allows a visit to be created even if it overlaps another visit.
Update Visit Overrides	Service Instructions	Yes/No	Bypasses the AlayaCare service-instructions validation.
Update Visit Overrides	Reason Code	Yes/No	Bypasses the AlayaCare reason-code validation.
Update Visit Overrides	Locked Visit	Yes/No	Allows changes to a visit that is locked.
Update Visit Overrides	Blocked Employee	Yes/No	Allows the visit to be assigned to an employee who is blocked.
Update Visit Overrides	Unavailable Employee	Yes/No	Allows the visit to be assigned to an employee who is unavailable.
Update Visit Overrides	Blocked Facility	Yes/No	Allows the visit on a facility that is blocked.
Update Visit Overrides	Authorization	Yes/No	Bypasses AlayaCare authorization checks.

The selected overrides are applied when single (non-recurring) visits are created.

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
Delete	Show the delete controls (Delete Selected and the delete icon in the grid)
Cancel	Show the cancel controls (Cancel Selected and the cancel icon in the grid)
All Branches	Choose a branch other than your own, or all branches, in the Branch drop-down

Main Grid

The grid is hidden until Show Visits succeeds. It lists the client's Meals On Wheels visits that start on the selected service day (14 rows per page). Cancelled visits and visits on hold are not shown, and only visits whose service code is of the Meals On Wheels type are listed. Use the check boxes to select rows.

Column	Description
From	Visit start date and time in the client's time zone.
To	Visit end date and time.
Service Code	Service code of the visit.
Service Code Name	Description of the service code.
Service	Name of the client service the visit belongs to.
Facility	Meal route assigned to the visit.
Recurring	Recurrence pattern when the visit is part of a recurrence.
Manage Records	Delete icon (with the Delete permission) and cancel icon (with the Cancel permission). Both act on all rows that are ticked, not only the row they are on.

A second, smaller grid below it summarizes the visits:

Column	Description
Summary	Service code print value.
Quantity	Number of listed visits with that service code.

Main Grid Filters

Filter	Purpose
Branch	Branch used to search for the client and, later, for meal routes and employees. A drop-down (including All Branches) appears only for users with the All Branches permission and more than one branch; otherwise your own branch is shown and cannot be changed. Locked while visits are loaded.
Client	Client whose visits are loaded (searchable, main profiles only). Locked while visits are loaded.
Service Date	Day whose visits are loaded. Locked while visits are loaded.

Click Show Visits to load the list. Use Clear All or Clear Date to reset.

Actions

Button	Description
Show Visits	Loads the client's Meals On Wheels visits for the service day. A message is shown if no client or date is selected or AlayaCare sign-in fails. Replaced by Clear All and Clear Date once visits are loaded.
Clear All	Clears the client, the date and the visit list.
Clear Date	Clears the date and the visit list.
Add	Opens the Add Visits dialog. Shown once visits are loaded.
Delete Selected	Deletes the ticked visits. Shown with the Delete permission; disabled until a row is ticked.
Cancel Selected	Opens the Cancel Code dialog for the ticked visits. Shown with the Cancel permission; disabled until a row is ticked.
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).

Dialog Components

Add Visits

Opens from Add. Everything is created for the client and branch chosen on the main screen.

Field	Purpose
Service list	The client's active services. Click Choose on the service the visits belong to; the chosen row shows Chosen. If the client has only one active service it is chosen automatically. Choosing a service fills in its primary employee, its service instructions and, when it has one, its default service code (with a quantity of 1).
Employee	Employee to assign. Leave empty to create the visits as vacant.
Facility	Meal route for the visits (only meal routes in the client's branch). Required.
Start At Date and Time	Start of the first visit, in 15-minute steps. Defaults to the service date. Required.
Service Instructions	Instructions placed on the visits.
Create as Recurrence	Turns on the recurrence options below.
Frequency Type	Weekly.
Every N Weeks	Interval from 1 to 8 weeks.
End Date	Last day of the recurrence (optional).
Su Mo Tu We Th Fr Sa	Weekdays the recurrence applies to. The weekday of the start date is selected automatically.
Split Recurrences	Shown when more than one weekday is selected. Creates a separate recurrence for each weekday instead of one recurrence.
Select a Service Code / Qty Ordered	Up to five lines, shown after a service is chosen. For each line, pick a service code (from the Meals On Wheels service codes that the service's funder can use) and the quantity of visits to create. Lines left blank are ignored.

Click Save to create the visits, or Cancel to close. Warnings are shown if a service, facility or start date is missing, if the meal route cannot be used on the start date's weekday, or (for recurrences) on a selected weekday. A line with a quantity but no service code (or the reverse) shows "Make sure all lines have a valid service code and quantity".

Delete Visit(s)

Opens from Delete Selected only when at least one ticked visit is part of a recurrence. For ticked visits that are not recurring, a simple confirmation ("Are you sure you want to delete the selected visits?") is shown instead. Choose one option and click Ok:

Option	Meaning
Delete only the visits selected	Only the ticked visits are deleted.
Delete all future visits	The ticked visit's future visits on the service are reset and its recurrence is deleted.
Delete all future unmodified visits	Future visits that have not been changed are cleared and the recurrence is deleted.

Click Cancel to close without deleting.

Cancel Code

Opens from Cancel Selected. Choose a code in Select A Cancel Code (codes set up for Meals On Wheels service codes) and click Ok to cancel every ticked visit with that code.

Dependencies

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

Table	Description
Branches	Branches offered in the Branch drop-down.
CancelCodes	Cancel codes offered in Cancel Code (those set up for Meals On Wheels service codes).
Facilities	Meal routes offered in Facility, and the route's allowed weekdays.
ServiceCodes	Service codes of type Meals On Wheels used to filter visits and offered when adding visits.

Processing Overviews

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

Show Visits

Requires AlayaCare sign-in, a selected client and a service date.
Loads the client's services and profile (the client's time zone sets the start and end of the service day).
Loads the client's calendar visits for the day, removes cancelled visits and visits on hold, and keeps visits starting on that day.
For each visit, loads its details and service, and keeps only visits whose service code is of the Meals On Wheels type. For recurring visits the recurrence is also loaded.
Builds the quantity summary by service code.

Save (Add Visits)

Checks the required fields and the meal route's weekday restrictions.
Switches AlayaCare to the client's branch.
Checks every line, then for each line creates one visit (or one recurrence) for every unit of quantity.
A single visit uses the chosen start time, the service's duration (5 minutes if none), the chosen service code, facility, service instructions, employee (the vacant employee when none was chosen), the Update Visit Overrides from the settings, and a reason code override. An error message from AlayaCare is shown if a visit cannot be created.
A recurrence is created as a weekly rule for the chosen weekdays, interval and end date (one rule per weekday when Split Recurrences is ticked), which creates the visits in AlayaCare.
Reloads the visit list and closes the dialog.

Delete Selected

Asks for confirmation (or the recurrence option described above).
For each ticked visit that is not recurring, or when Delete only the visits selected is chosen, deletes the visit in AlayaCare and writes an entry to the action log. An error is shown if the delete fails.
For the other recurrence options, resets or clears the future visits on the service from the ticked visit onward and then deletes the recurrence, logging the result.
Reloads the visit list.

Cancel Selected (Ok on Cancel Code)

For each ticked visit, cancels the visit in AlayaCare with the chosen cancel code.
Shows "Visit {number} cancelled" or "Error Cancelling Visit {number}" for each visit.
Reloads the visit list.