Service Codes
Executive Summary
Service Codes is the setup list of visit service codes synchronized from AlayaCare. Administrators refresh the list from AlayaCare, filter it, and then open a service code to maintain the local settings that AlayaCare does not hold: service type, meal and label settings, route sheet and order exclusions, visit duration rules, supply order settings, ramp-up and sanitation minutes, and the OHRS statistical account mapping. The list can be exported to Excel.
Key Features
- Review service codes imported from AlayaCare, including code, description, status, branch, department and linked funders
- Refresh the list from AlayaCare when service codes change
- Filter by code or description, service type, meal type, status, meal supplier, department and OHRS mapping status
- Open a service code to review its General and OHRS settings, then edit either one separately
- Set local flags for route sheets, labels, packing slips, premium helper, supply orders and facility intervention clocking
- Map OHRS statistical accounts and override the account segments for client and worker units and entries
- Export the filtered list to Excel
Typical Workflow
- Click Refresh from AlayaCare after service codes change in AlayaCare.
- Use the filters to find the codes you need, then click Apply Filter.
- Click the edit icon on a row (or right-click it and choose Edit) to open the service code.
- On the General or OHRS tab, click Edit, change the values and click Save.
- Click Close when finished, then use Export if you need a spreadsheet copy.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, see service codes, and use all of the actions and edit dialogs on it |
Main Grid
The grid lists every service code (9 rows per page). The first three columns stay in place while you scroll sideways.
| Column | Description |
|---|---|
| AC ID | AlayaCare identifier for the service code. |
| Code | Service code name. |
| Description | Service code description. |
| Status | Enabled or Disabled, as set in AlayaCare. |
| Department | Department the code belongs to. |
| Branch | Branch the code belongs to. |
| OHRS Mapped? | Checked when the code has an OHRS mapping. |
| Service Type | Local service type (Meals On Wheels or Transportation). |
| Routesheet Delivery Quantity | How the quantity is taken for route sheets (Meals On Wheels). |
| Meal Type | Meal type (Frozen or Hot). |
| Meal Supplier | Meal supplier linked to the code. |
| Print Value | Print value. |
| Qty Multiplier | Quantity multiplier. |
| Color | Visit color shown as a colored dot. |
| Timesheet Service Type | Timesheet service type. |
| Ratio | Ratio value. |
| Exclude From Route Sheet | Checked when the code is excluded from route sheets. |
| Exclude From Edit Listing | Checked when the code is excluded from the order edit listing. |
| Exclude From Order Sheet | Checked when the code is excluded from order sheets. |
| Exclude From Labels | Checked when the code is excluded from delivery labels. |
| Exclude From Packing Slip | Checked when the code is excluded from packing slips. |
| Exclude From Service Detail | Checked when the code is excluded from service detail. |
| Exclude From Employee Route Mappinmg | Checked when the code is excluded from employee route mapping. (The header is shown with this spelling on screen.) |
| Include Print Value On Labels | Checked when the print value is included on labels. |
| Print Value For Labels | Print value used on labels. |
| Use Premium Helper | Checked when premium helper can use this code. |
| Use For Supply Orders | Checked when the code is used for supply orders. |
| Expected Line Item Quantity | Expected line item quantity for supply orders. |
| Visit Duration Source | How the visit duration is determined (Visit Duration or Service Code). |
| Visit Duration | Duration used when the source is Service Code. |
| Funder IDs | AlayaCare IDs of the funders linked to the code through its bill codes. |
| Ramp Up Minutes | Ramp-up minutes. |
| Sanitation Minutes | Sanitation minutes. |
| Manage Records | Edit icon that opens the service code. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Filter Code/Name | Shows codes whose code or description contains the text entered (not case-sensitive). |
| Filter Service Types | Limits the list to the selected service types. |
| Filter Meal Types | Limits the list to the selected meal types. |
| Filter Status | All, Enabled or Disabled. |
| Filter Meal Supplier | Limits the list to codes linked to the selected meal supplier. |
| Filter Departments | Limits the list to the selected departments. |
| Filter OHRS Mapping Status | Mapped shows only mapped codes and Unmapped shows only unmapped codes. Select both, or neither, to show all. |
Click Apply Filter to refresh the list. Use Clear Filter to reset filters.
Actions
| Button | Description |
|---|---|
| Refresh from AlayaCare | Reads the service codes from AlayaCare and updates the list. Shows a progress panel while it runs. |
| Export | Exports the filtered list to an Excel file. A warning is shown when there is nothing to export. |
| Apply Filter | Applies the filters. |
| Clear Filter | Clears all filters and refreshes the list. |
| Edit (row icon, or right-click a row) | Opens the service code. |
Dialog Components
Service Code
Opens from the edit icon on a row, or Edit on the right-click menu. The header shows the code, which cannot be changed. The tabs show the saved values read-only; use Edit on a tab to change them. Close returns to the grid, which refreshes and keeps your row selected.
Tabs
| Tab | Purpose |
|---|---|
| General | Description, service type, timesheet type, ratio, visit color, meal and print settings, exclusions, duration, views and facility settings, and AIS minutes. |
| OHRS | Scheduled multipliers, client and worker OHRS statistical accounts, French-service triggers, and override account segments. |
General Tab
Shows the fields listed under Edit General below. Meal and print fields appear only when the service type is Meals On Wheels, and the Ratio and Expected Line Item Quantity fields appear only when a Timesheet Service Type is entered or Use For Supply Orders is checked, respectively.
OHRS Tab
Shows the fields listed under Edit OHRS below.
Edit General
Opens from Edit on the General tab. Change the values and click Save, or Cancel to close without saving. A warning "Update Failed" is shown if the save fails.
| Field | Purpose |
|---|---|
| Code | Service code (cannot be changed). |
| Description | Service code description. |
| Service Type | Local service type: Meals On Wheels or Transportation. Meals On Wheels shows the fields below marked (MOW). |
| Timesheet Service Type | Timesheet service type. |
| Ratio | Ratio value. Shown only when a Timesheet Service Type is entered. |
| Visit Color | Visit color, chosen with the color picker. |
| Route Sheet Delivery Quantity (MOW) | How the quantity is taken for route sheets: Scheduled Quantity, Scheduled Quantity With Multiplier or Placeholder Only. |
| Meal Supplier (MOW) | Meal supplier. Hidden when Placeholder Only is chosen. |
| Meal Type (MOW) | Frozen or Hot. Hidden when Placeholder Only is chosen. |
| Print Value (MOW) | Print value. Hidden when Placeholder Only is chosen. |
| Print Value for Labels (MOW) | Print value used on labels. Hidden when Placeholder Only is chosen. |
| Quantity Multiplier (MOW) | Quantity multiplier (0 or more). Hidden when Placeholder Only is chosen. |
| Include Print Value on Labels (MOW) | Includes the print value on labels. Hidden when Placeholder Only is chosen. |
| Exclude Service Code From (MOW) | Checkboxes: Route Sheet, Delivery Labels, Order Sheet, Order Edit Listing, Packing Slip, Service Detail. |
| Visit Duration Source | How the visit duration is determined: Visit Duration or Service Code. |
| Set Duration To | Duration to use. Shown when the source is Service Code. |
| Alayacare Default Duration | Default duration from AlayaCare (read-only). |
| Use Premium Helper | Allows premium helper to use this code. |
| Use For Supply Orders | Uses this code for supply orders. |
| Expected Line Item Quantity | Expected line items. Shown when Use For Supply Orders is checked. |
| Exclude from Facility Route Optimization | Leaves the code out of facility route optimization. |
| Exclude from Employee Route/Mapping | Leaves the code out of employee route mapping. |
| Include in Facility Intervention Clocking | Makes the code eligible for facility intervention clocking, including attendance scanning. |
| Ramp Up Minutes | Ramp-up minutes (0 or more), under the AIS heading. |
| Sanitation Minutes | Sanitation minutes (0 or more), under the AIS heading. |
Edit OHRS
Opens from Edit on the OHRS tab. Click Save to store the mapping, or Cancel to close without saving. A warning "Update Failed" is shown if the save fails.
| Field | Purpose |
|---|---|
| Scheduled Units Multiplier | Multiplier applied to scheduled units. |
| Scheduled Entry Multiplier | Multiplier applied to scheduled entries. |
| OHRS SA Codes - Client Perspective | Units and Entry statistical accounts for the client. The lists can be searched by code or description. |
| OHRS SA Codes - Worker Perspective | Units and Entry statistical accounts for the worker. |
| Triggers S.950 10 Individual Requested Service In French?** | Marks the service as one that triggers this reporting item. |
| Triggers S.950 20 Individual Served In French?** | Marks the service as one that triggers this reporting item. |
| OHRS Override SA Mapping - Client Perspective | Levels 1 to 6, each with a Scheduled Units and an Entry box that replace that segment of the account. Level 1 accepts 1 character; levels 2 to 6 accept 2 characters. |
| OHRS Override SA Mapping - Worker Perspective | The same six levels for the worker. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Departments | Departments used to filter the list and shown in the Department column. |
| Funders | Funder names written in the Funders column of the Excel export. |
| MealSuppliers | Meal suppliers used to filter the list and assigned to Meals On Wheels codes. |
| OHRSStatisticalAccounts | Statistical accounts offered when mapping OHRS units and entries. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Refresh from AlayaCare
- Signs in to AlayaCare and reads all service codes.
- For each code, skips it if its AlayaCare ID is not valid or if the same ID has already been handled in this run, then reads the code's details from AlayaCare (including the default duration).
- If the code is not yet on the list, adds it with its code, description, disabled flag, branch, department, funder IDs (taken from the code's bill codes) and AlayaCare default duration.
- If the code is already on the list, updates those same fields from AlayaCare. Settings you maintain locally (service type, meal settings, exclusions, OHRS mapping and so on) are not changed.
- Shows progress as "Service Code {code} - {n} of {total}", then reloads the list.
Export
- Requires at least one row in the filtered list; otherwise "Nothing to export" is shown.
- Builds a workbook with one sheet, Service Codes, with a two-row heading and one row per code: AC ID, Code, Description, Status, Branch, Department, Service Type, Routesheet Delivery Quantity, Meal Type, Meal Supplier, Print Value, Qty Multiplier, Visit Color, Timesheet Service Type, Ratio, Shared Location, the six exclusion flags, Value on Labels, Print Value for Labels, Delivery Quantity, Premium Helper, Color, Use For Supply Orders, Expected Line Item Quantity and Funders (by name, or by ID when the funder is not found).
- Downloads the file, named servicecodes_{date and time}.xlsx, and shows "Exported Successfully".