My Timesheet

Executive Summary

My Timesheet is the caregiver's own timesheet console for personal care (PCA) services. The signed-in caregiver sees their timesheet weeks, starts a timesheet form for each client and service they worked in a week, reviews the visits on each form, and collects the required signatures. The page checks the caregiver's visits in AlayaCare, groups completed visits by client and service, and builds one form per client and service for the week. Visits that are missed, not yet completed, or whose clocked time differs too much from the scheduled time keep the form in a Pending state until they are resolved. Once a form is ready, the caregiver signs it, then the client or a responsible party signs it (in person on the device, or by an emailed signing link). When the final signature is collected the form is marked Complete and a finished PDF is stored. Every action on a form is written to a history log.

Key Features

• List the caregiver's timesheet weeks with their status and the number of forms, completed forms, and pending forms
• Start a new timesheet week that has not been started yet (the current week is started automatically when the caregiver has visits in it)
• Start forms for clients from the caregiver's AlayaCare schedule, with clients who have future visits shown separately and not selectable
• Hold a form as Pending, with a visible reason, until its visits are completed and within the allowed duration difference
• Review each form: header details, form identifiers, visit summary, visit-by-visit detail, and history
• View the timesheet as a PDF and sign it with a finger or stylus on a signature pad
• Collect the caregiver signature, then the client or responsible party signature; the status moves through the waiting stages to Complete
• Send or resend an emailed signature request with a signing link to the client or responsible party
• Mark a form as Recipient Unable To Sign, with a reason and comments (when permitted)
• Record recipient stay information (hospital, care facility, or incarceration dates) that is printed on the form
• Refresh form visits, form identifiers, and the signature list from AlayaCare while a form is still open
• Tag visits in AlayaCare when signatures are acquired and when visits are excluded from a timesheet (when the tags are configured)

Typical Workflow

1. Open My Timesheet Weeks. The current week is created for you if you have visits in it. If the week you need is missing, click Start A New Week.
2. Click a week to see its forms. Click Start Forms For Clients, wait while your schedule is checked, tick the clients to start under Clients Without Future Visits, and click Start Forms.
3. Open a form. If it is Pending, read the Pending Reason, fix the visits in AlayaCare, and use Refresh Form Visits on the Visit Detail section.
4. Check the Form Identifiers (employee UMPI and recipient member number). Use Refresh Form Identifiers if either is missing.
5. When the status is Waiting For Caregiver Signature, click View Form to review the timesheet, then Caregiver View To Sign, Sign This Form, draw your signature, and click Save.
6. Collect the client or responsible party signature: use View To Sign under Client / Responsible Party Signature and hand the device over, or click Send Signature Request to email a signing link. If the client cannot sign, use Unable To Sign under Recipient Unable To Sign.
7. When the final signature is saved the form becomes Complete. Return to the week list with Back To Forms and repeat for the remaining forms. The week becomes Complete when all of its forms are complete.

Report Output

The page produces a PDF timesheet (a "time and activity" sheet) for every form. The PDF is generated:

• when you click View Form, Caregiver View To Sign, or View To Sign on a form that is not yet Complete (a fresh copy is built each time so it reflects the latest visits and signatures);
• after the caregiver signature is saved;
• after Refresh Form Identifiers;
• after the final signature or Unable To Sign completes the form. This final copy is kept as the completed form and is the one shown from then on.

The PDF opens in a viewer window with a Close button, and a Sign This Form button when you opened it from one of the signing buttons. The viewer does not offer download or print buttons. A form with no visits cannot be produced, and the message "Form does not exist" is shown.

Report Contents

Available Permissions

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

Main Grid

The first screen, My Timesheet Weeks, lists the caregiver's timesheet weeks as cards, newest first. Weeks that the agency has disabled for caregiver selection are not shown. Each card is coloured by status and opens the week's forms when clicked.

An information note explains that forms are grouped by the week they belong to. When a week can still be started, a second note explains that Start A New Week can be used if the week you need is not listed.

Actions

Dialog Components

Select A Week

Opens from Start A New Week. The Select a week drop-down lists the weeks (shown as "from to to" dates) that you do not yet have, that have already begun, and that the agency allows caregivers to select. The most recent week is pre-selected. Click Save to add the week to your list or Cancel to close. If nothing is selected the warning "Please select a week" is shown.

Week Forms

Opens when you click a week. The title is Forms (with (Read Only) when applicable) and Back To Timesheet Weeks returns to the week list. A summary card repeats the week's From:, To:, Status:, # of Forms, # Completed, and # Pending. A note explains that forms are listed alphabetically by client and service. Click a form to open its details.

Week Forms — Grid

Week Forms — Grid Actions

Start Forms For Clients

Opens from Start Forms For Clients. While it opens, your AlayaCare schedule for the week is reviewed and the message "We are reviewing your schedule for the selected week ..." is shown. The dialog explains that these client and service combinations do not yet have a form, and that you cannot start a form for clients who have future visits in the week.

Click Start Forms to create forms for the ticked rows, or Cancel to close. Both buttons stay disabled while the schedule is being checked. If no row is ticked the warning "Please select at least one client" is shown. When the check finds nothing to start, the warning "No New Forms Are Required" is shown, and when there are no visits in the week at all the warning "You can't start a form because there are no visits within the period." is shown.

Form Detail

Opens when you click a form in the list. The title shows Form Detail and the form number. Back To Forms returns to the week's forms. If the form belongs to another employee, you are returned to the home page.

The top of the page shows Client, Service, From, To, Recipient Signing Party Type, Status, and (for Pending forms) Pending Reason. If the recipient signing party type is blank, the message "Update Client Profile and refresh the form" is shown in red.

Sections

Caregiver Signature

Client / Responsible Party Signature

The signing list shows the client when the signing party type is Client, or each enabled responsible-party contact when the type is Responsible Party. The signing buttons are hidden once the form has been signed or marked unable to sign.

Recipient Unable To Sign

Form Identifiers

The heading shows a warning icon and a count of the identifiers that are missing (employee UMPI and recipient member number).

Visit Summary

Shows Total Visits, Signed By Client, and Total Duration for the form. Click the section to open the Form Visits page.

Visit Detail

Each visit is listed with these values:

History

Form Visits

Opens when you click the Visit Summary section. The title is My Timesheet - Visits and Back To Forms returns to the form. It lists the visits on the form as cards.

View Form

Opens from View Form, Caregiver View To Sign, or any View To Sign button. It shows the PDF timesheet. Sign This Form appears when the window was opened from a signing button and opens the matching signature dialog. Close closes the window.

Caregiver Signature (Employee Signature dialog)

Opens from Sign This Form after Caregiver View To Sign or View To Sign. It shows the heading "Acknowledgment and Required Signatures For Caregiver", the caregiver's certification that the hours, services, and dates reported are accurate (with a warning that misreporting hours is fraud), and a signature box. Click Save to save the signature or Cancel to close. A blank pad shows the warning "Signature Required". Both buttons are disabled while the signature is being saved.

Client Signature / Responsible Party Signature

Opens from Sign This Form after a client or responsible party View To Sign. The header reads Client Signature or Responsible Party Signature. It shows "Acknowledgment and Required Signatures For Client", a statement asking the signer to review the timesheet for accuracy and confirm that the services were performed by the caregiver as specified in the care plan, and a signature box. Click Ok to save or Cancel to close. A blank pad shows the warning "Signature Required".

Recipient Stay Information (If Required)

Opens from the Edit button. Enter Start Date, End Date, and choose a Location (Hospital, Care Facility, or Incarceration). Click Ok to save or Cancel to close. If a start date is entered without a location, the warning "Please select a location" is shown. Saving is recorded in the form history.

Unable To Sign

Opens from Unable To Sign. The header reads Client Unable To Sign. Choose a Reason (Deceased, Moved, or Other) and optionally add Comments. Click Ok to save or Cancel to close. Without a reason the warning "Please Select A Valid Reason" is shown. Saving marks the form Complete and builds the final PDF.

Send Signature Request confirmation

Clicking Send Signature Request or Resend Signature Request asks "Are you sure you want to send a request for signature?" with a Confirmation title. Confirm to send the email.

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.

Opening the page

1. Finds your employee record in AlayaCare using your sign-in email address. If it is not found, the warning "Employee Not Found in Alayacare" is shown and nothing is listed.
2. Works out the current timesheet period from today's date and lists your weeks for the year.
3. Unless the page is read-only, checks whether today falls in a week the agency allows caregivers to select and for which you have no week yet. If you have at least one visit in AlayaCare for that week, the week (and its period) is created automatically.
4. Works out which past or current weeks can still be started and shows or hides Start A New Week accordingly.

Start A New Week (Save)

1. Requires a week to be selected.
2. Creates your record for the chosen period if it does not exist, then creates the week with the status No Forms Started. This is done for bi-weekly cycles.
3. Refreshes the week list.

Start Forms For Clients

1. When the dialog opens, loads your visits in AlayaCare for the week (from the day before the week start through the end of the last day) and removes cancelled visits. If none remain, a warning is shown.
2. For each visit, loads its details and (when the agency uses visit verification) the approved verification. A visit is kept only if its service code has a timesheet service type; other visits are ignored.
3. Groups the visits by caregiver, client, and timesheet service type.
4. For each group, in order:
   • If any visit starts at or after the current time, the group is listed under Clients With Future Visits and cannot be started.
   • If a visit is not completed or approved, the group is held as Pending with the reason "Missed visit ..." or "Visit ... not completed".
   • If the visit is complete, compares the clocked time (or verified time) with the scheduled time. When the difference is more than the maximum allowed minutes (and that maximum is not 0), the visit is excluded, the group is held as Pending with the reason "Visit excluded due to Duration Variation", and the visit is tagged in AlayaCare as excluded from the timesheet. Visits carrying the "ignore variance" tag are not checked.
   • Visits that are already on a form for that week are left out.
   • Pending groups that already have a Pending form are dropped.
5. On Start Forms, creates forms for the ticked groups:
   • For a Pending group, creates a form with the status Pending, the reason, and a history entry. An existing Pending form is left as is.
   • For any other group, an existing Pending form becomes Waiting For Caregiver Signature, otherwise a new form is created with that status. Header values come from AlayaCare: client and employee names, recipient signing party type, member number (or date of birth), employee UMPI, and client email.
   • Creates the signing list: the client, or each enabled responsible-party contact whose profile field matches the agency setting.
   • Adds one entry per visit per day, with clock-in and clock-out from the latest work session, verified times when available, and a form duration rounded to the nearest 15 minutes (minimum 15 minutes), together with the visit's tasks and whether each was completed.
   • Sets the week and period to In Progress.
6. Shows "n Form(s) Added" (or "No New Forms Are Required") and, if any visit was excluded for duration variation, the error "Some Visits have been tagged for duration variation".

Refresh Form Visits

1. Available only while the form is Pending or Waiting For Caregiver Signature. Sets the form back to Pending, logs the action, and removes the form's visits and tasks.
2. Reloads your visits in AlayaCare for the client and the week, leaving out visits already on other forms.
3. If no visits remain, the form is set to Cancelled with the warning "Pending Status Changed to 'Cancelled' Due To No Visit Records Found".
4. Otherwise reruns the checks described under Start Forms For Clients, updates the form (including a refreshed Pending reason or Waiting For Caregiver Signature), and rebuilds the signing list.

Refresh Form Identifiers and Refresh Signature List

1. Reloads the client and employee from AlayaCare.
2. Updates the form's signing party type, recipient member number (or date of birth), employee UMPI, client email, and names, and logs the action (including a UMPI change).
3. For Refresh Signature List, also rebuilds the signing list; unsigned entries are updated and new contacts are added.
4. Rebuilds the PDF and reloads the form.

Caregiver signature (Save)

1. Signs in to AlayaCare if needed and requires a drawn signature.
2. Logs "Form Signed By Caregiver". The status changes to Waiting For Client Signature or Waiting For Responsible Party Signature depending on the recipient signing party type. If the type is something else, the warning "Unexpected Signing Party Type" is shown and the status is left blank.
3. Saves the signature and the date and time.
4. If a "caregiver signature acquired" tag is configured, tags every visit on the form in AlayaCare.
5. Rebuilds the PDF and closes the viewer.

Client / Responsible Party signature (Ok)

1. Signs in to AlayaCare if needed and requires a drawn signature.
2. Saves the signature against the signer, sets the form to Complete, and logs the signature and the status change.
3. If a "client signature acquired" tag is configured, adds a visit note with that text (when not already present) and tags every visit on the form in AlayaCare.
4. When every form in the week is Complete the week becomes Complete, and when every week in the period is Complete the period becomes Complete.
5. Builds and stores the final PDF and closes the viewer.

Send Signature Request

1. Requires the notification email account to exist, otherwise the warning "Mail From Account Setup incomplete" is shown.
2. Builds a plain-text email to the client (client's email on the form) or to the responsible party, showing the greeting, the client's name (partly masked), the service, the visit dates, the signing deadline (when set for the week), and the signing link.
3. Sends it through the account's Office 365 or SMTP settings. A failure is shown as a warning.
4. Records the request date and time on the form and the signer, and logs the action.

Unable To Sign (Ok)

1. Requires a reason.
2. Marks the form as recipient unable to sign with the date and time, user, reason, and comments, and sets it to Complete.
3. Logs the action and builds the final PDF.