Premium Helper
Executive Summary
Premium Helper automatically adds visit premiums in AlayaCare based on the activity codes recorded on each visit. Staff choose a date range and a rule set, and the system reviews the qualifying visits in AlayaCare, works out which premiums each visit should have from its activity codes, and adds the missing ones. A Report Only option lets you preview what would be added without changing anything in AlayaCare. Every run is saved in a history grid with its totals, and the visit-by-visit results can be viewed on screen or exported to Excel.
Key Features
- Start a run for a date range using the Meals On Wheels or All Visits rule set
- Run in Report Only mode to see which visits would receive premiums without updating AlayaCare
- Add premiums to AlayaCare visits automatically, using the premium linked to each activity code and its configured quantity
- Skip visits whose service instructions contain a configured exclusion text
- Review the history of runs, with counts of visits checked, with exceptions, requiring update, updated, and failed
- Open a run to see each visit's status, message, and error details, and filter by status
- Export the selected run, with a summary and visit details, to Excel
- Cancel a run while it is in progress
Typical Workflow
- Click Start A New Report.
- Choose a date range, choose the Processing Rule Set, and tick Report Only if you want a preview first. Click Ok.
- Watch the progress panel while the visits are reviewed. It can be cancelled.
- Review the new row in the grid. Use Visits With Exceptions, Requiring Update, Update Passed, and Update Failed to see how the run went.
- Open the run with Edit to see each visit's result, filtering by Status and clicking Apply.
- Select a run in the grid and click Export Selected to save the results to Excel.
- When a Report Only run looks correct, run it again without Report Only to add the premiums in AlayaCare.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Exclude visits with service instruction note text (label comes from configuration) | Text | Visits whose service instructions contain this text (not case-sensitive) are skipped completely and do not appear in the results. Leave blank to review all visits. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, and open the details of a run |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
The grid lists every run that has been started, newest first (14 rows per page).
| Column | Description |
|---|---|
| From | First day of the run's date range. |
| To | Last day of the run's date range. |
| Rule Set | Meals On Wheels or All Visits. |
| Report Only | Ticked when the run only reported and did not update AlayaCare. |
| Processing Start | Date and time the run started, in your time zone. |
| Processing End | Date and time the run ended. |
| Duration | Length of the run. |
| Visits Checked | Number of qualifying visits reviewed. |
| Visits With Exceptions | Number of visits that ended with an error. |
| Requiring Update | Number of visits that needed one or more premiums added. |
| Update Passed | Number of visits successfully updated in AlayaCare. Blank for Report Only runs. |
| Update Failed | Number of visits where AlayaCare rejected at least one premium. Blank for Report Only runs. |
| Added By | User who started the run. |
| Manage Records | Edit button that opens the run's details. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| Export Selected | Exports the selected run to Excel. Nothing happens unless exactly one run is selected. |
| 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). |
| Edit (row button or right-click a row) | Opens the details of that run. |
Dialog Components
Start A New Report
Opens from Start A New Report.
| Field | Purpose |
|---|---|
| Select a Date Range | Start and end dates of the visits to review. Required. The end date is included. |
| Processing Rule Set | Meals On Wheels or All Visits. |
| Report Only | When ticked, no premiums are added to AlayaCare; visits that would be updated are reported as "Premium(s) would be added". |
Click Ok to start. A warning is shown if no date range is selected or the AlayaCare login fails.
Premium Helper Run Details
Opens from Edit on a run. The top of the page shows the run's From, To, Rule Set, and Report Only values (read-only). Use the back arrow next to the title to return to the main grid.
Run Details — Grid Filters
| Filter | Purpose |
|---|---|
| Status | All, Error, or Success. Limits the grid to visits with that status. |
Click Apply to refresh the list.
Run Details — Grid
Lists the visits reviewed in the run, sorted by client (14 rows per page).
| Column | Description |
|---|---|
| Client | Client name on the visit. |
| Start Date/Time | Visit start, in your time zone. |
| AC Visit | AlayaCare visit ID. |
| Service Code | Service code of the visit. |
| Status | Error, Success, or blank when no update was needed or a preview was run. |
| Status Message | Short result for the visit. |
| Error Messages | AlayaCare's response for any premium it rejected. Hover to read the full text. |
Common status messages:
| Message | Meaning |
|---|---|
| AC Visit Detail not found | AlayaCare did not return the visit. |
| AC Client Detail not found | AlayaCare did not return the client. |
| Local Premium not found code | The visit already has a premium in AlayaCare that is not set up locally. |
| Errors validating activity codes | An activity code on the visit is not set up locally, its premium is not set up, or its Premium Helper quantity is 0. |
| Premium already on visit | The premium linked to an activity code is already on the visit. |
| No Activity Codes Present | The visit has no activity code that produces a premium. |
| Premium(s) would be added | Report Only run: the visit would have premiums added. |
| Failed to add at least one premium | AlayaCare rejected a premium. Details are in Error Messages. |
| No Update Required | Nothing needed to be added. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Activity Codes | Each activity code on a visit must exist here. The code's linked premium and Premium Helper quantity decide what is added. |
| Facilities | For the Meals On Wheels rule set, only facilities of type "Meal Route" are reviewed. |
| Premium Codes | Premiums linked to activity codes, and the premiums already on visits, must exist here. |
| Service Codes | A visit is only reviewed when its service code is set up here and marked to use the Premium Helper. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Ok (Start A New Report)
- Requires a date range and a successful AlayaCare login.
- Saves a new run with its start time and opens the progress panel (which can be cancelled).
- Loads the visits from AlayaCare for the date range through the end of the last day, ignoring cancelled visits:
- All Visits: all visits across all facilities, excluding unavailability entries.
- Meals On Wheels: the visits of each facility of type "Meal Route", one facility at a time, excluding availability entries.
- Keeps only visits that have a client and whose service code is set up with use Premium Helper.
- For each qualifying visit:
- Loads the visit details. If the service instructions contain the exclusion text from the settings, the visit is skipped and not recorded.
- Records the visit in the run. If the visit details or the client details cannot be loaded, the visit is marked Error.
- Counts the visit as checked and loads the premiums already on the visit. If any of them is not set up locally, the visit is marked Error.
- Reviews each activity code on the visit. The visit is marked Error if an activity code is not set up locally, its premium is not set up, its Premium Helper quantity is 0, or the premium is already on the visit.
- If no activity code produces a premium, the visit is marked Error ("No Activity Codes Present").
- Otherwise the visit requires an update. In Report Only mode it is reported as "Premium(s) would be added". Otherwise each premium is added to the visit in AlayaCare. The visit is marked Success if at least one premium was added, and Error if AlayaCare rejected any ("Failed to add at least one premium"), with AlayaCare's response saved in Error Messages.
- Saves the totals (visits checked, requiring update, update passed, update failed) with the run's end time and duration, then refreshes the grid.
Export Selected
- Requires exactly one run to be selected.
- Builds an Excel workbook with a Home sheet (date range, rule set, report only, totals, start and end time, duration) and a Details sheet with one row per visit: Client, Start Date/Time, Alayacare Visit ID, Service Code, Status, Message, and Errors.
- Downloads the file, named premiumhelperdetail_{date and time}.xlsx, and shows "Exported Successfully".