Timesheet Form Checking

Executive Summary

Timesheet Form Checking is an audit screen for completed PCA timesheet forms. An office user picks a timesheet week and starts a new report. The system takes every form in that week that is marked Complete, compares what was saved on the form with what AlayaCare currently holds, and records every difference. Each report is kept in a list showing when it was run, by whom, how long it took, and how many forms had errors or warnings. Opening a report shows each checked form with its error and warning counts and, when a row is expanded, the individual differences found (for example a visit time that was changed in AlayaCare after the form was signed, a missing employee UMPI, or a form duration that no longer matches). From a checked form, the user can open the full Timesheet Form window to view the PDF, refresh the form's identifiers or visits, resend signature requests, reject the form so it can be signed again, or jump to the client or employee in AlayaCare.

Key Features

• Start a new check for all Complete forms in a chosen timesheet week
• Keep a history of every check, with start time, end time, duration, and counts of forms checked, forms with errors, and forms with warnings
• Compare each form with AlayaCare: employee UMPI, recipient member number (or date of birth), visit status, visit start and end times, service code, verified times, and form durations
• Flag completed forms whose completed PDF is missing
• Filter a report by status (All, Errors, Warnings), client name, form ID, and employee name
• Expand a form to see each difference, with the value on the form beside the value in AlayaCare
• Open a form from a report to view its PDF, signatures, visits, and history
• From the form window: regenerate a completed form, reject a form, refresh identifiers, refresh visits, refresh the signature list, send, resend, or copy a signing link, mark a recipient as unable to sign, and open the client or employee in AlayaCare

Typical Workflow

1. Click Start A New Report, choose the timesheet week in the Select a week list, and click Ok.
2. Wait while the completed forms are checked. When the check ends, the report opens automatically. A message tells you whether no discrepancies, discrepancies, or only warnings were found.
3. In the report, set Status Filter to Errors (or Warnings) and click Apply Filter to see only the forms that need attention.
4. Expand a form row to read each difference. The Form Value column shows what the form holds and AC Value shows what AlayaCare holds.
5. Click the edit icon on a form (or right-click the row and choose Edit) to open the form window and correct the problem, for example with Refresh Form Identifiers, Refresh Form Visits, Regenerate Completed Form, or Reject Form.
6. Return to the report list with Back and start a new check to confirm the corrections.

Report Output

The check itself is shown on screen and is not exported. The form window can show a PDF timesheet for each form (a "time and activity" sheet) with View Form. A fresh PDF is built each time View Form is clicked for a form that is not Complete. The completed form shows the PDF that was stored when the form was completed, and Regenerate Completed Form rebuilds it. The PDF opens in a viewer window with a Close button and no download or print buttons.

Report Contents

Available Permissions

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

The actions inside the Timesheet Form window are controlled by permissions assigned on the Timesheet Forms page (not on this page):

Main Grid

The grid lists every report that has been run, 14 rows per page.

Actions

Dialog Components

Start A New Report

Opens from Start A New Report. The Select a week list shows every timesheet week (shown as "from to to" dates) that has already begun, and the most recent week is pre-selected. Click Ok to run the check, or use the close icon to cancel. If no week is selected the warning "Please select a valid period week" is shown. If the chosen week has no Complete forms, the warning "No Forms Found" is shown and no report is created.

Timesheet Form Checking (report)

Opens when a report is started or when you open a row on the main grid. It shows what the check found. Back returns to the list of reports.

The top of the page shows the read-only values From Date, To Date, Forms Checked, Forms With Errors, and Forms With Warnings. The two counts are left blank when they are zero.

Report — Grid Filters

Click Apply Filter to apply the filters. Clear Filter resets all of them. Refresh List applies the current filters again to the list already on screen. Forms are listed by employee, then client, then form number.

Report — Grid

Click the arrow at the left of a row to expand the differences found for that form:

Differences that can appear:

Timesheet Form (form window)

Opens from the edit icon or Edit in a report. The header shows Timesheet Form ID and Last Printed. It shows Client / Service, Employee, From, To, Recipient Signing Party Type, and Status (with the pending reason in brackets for a Pending form). If the signing party type or member number is missing, the red message "Update Client Profile and refresh the form" is shown. Close closes the window.

Sections

Visit Detail — list

Client / Responsible Party Signature — buttons

Both send buttons ask "Are you sure you want to send a request for signature?" before sending.

Unable To Sign

Opens from Unable To Sign in the form window. The header reads Client Unable To Sign. Choose a Reason and optionally enter Comments, then click Ok (or Cancel). Without a reason the warning "Please Select A Valid Reason" is shown. Saving marks the form Complete and rebuilds the completed PDF.

View Form and signature viewer

View Form opens the PDF timesheet in a viewer with a Close button. View Signature opens an image viewer with the saved signature.

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.

Start A New Report (Ok)

1. Requires a week to be selected, otherwise stops with a warning.
2. Finds every form in the chosen week with the status Complete (all employees and clients). If there are none, shows "No Forms Found" and stops.
3. Creates the report with the start time, the week's dates, and the user.
4. For each form, in turn, loads the client and employee from AlayaCare and records any differences:
   • Compares the employee UMPI and the recipient member number (or date of birth) with AlayaCare.
   • Flags a Complete form that has no stored completed PDF.
   • For each visit on the form, loads the visit from AlayaCare (and the approved verification when the agency uses visit verification) and compares the status, start time, end time, service code, verified start and end, and the form duration.
5. Updates the report with the number of forms checked, forms with errors, forms with warnings, the end time, and the duration in minutes.
6. Shows "Forms Checked - No Discrepancies Found", "Forms Checked - Discrepancies Found", or "Forms Checked - Warnings Found", and opens the report.

Reject Form

1. Asks for confirmation, then logs "Timesheet marked as Rejected".
2. Removes the caregiver and recipient signatures and the stored PDFs from the form, and sets its status to Waiting For Caregiver Signature.
3. Clears the signed and request dates and the saved signature of every signer.
4. When signature tags are configured, removes the signature-acquired, ignore-variance, and excluded-from-timesheet tags from each visit on the form in AlayaCare.
5. Sets the week (and period) back to In Progress when not all of its forms are Complete, and shows "Form Rejected".

Regenerate Completed Form

1. Logs "Completed Form Regenerated".
2. Refreshes the form identifiers from AlayaCare (see Refresh Form Identifiers).
3. Removes the form's visits and tasks, reloads the visits for the client and week from AlayaCare, reapplies the checks and rounding, and rebuilds them on the same Complete form.
4. Rebuilds the completed PDF and opens it.

Refresh Form Visits

1. Logs the action. Only runs for Pending and Waiting For Caregiver Signature forms.
2. Sets the form back to Pending and removes its visits and tasks.
3. Reloads the employee's visits in AlayaCare for the client and the week, leaving out visits already on other forms.
4. When no visits remain, the form is set to Cancelled with the warning "Pending Status Changed to 'Cancelled' Due To No Visit Records Found".
5. Otherwise rebuilds the form. Cancelled visits are ignored, visits that are not completed hold the form as Pending with a reason, and visits whose clocked or verified time differs from the scheduled time by more than the agency's maximum are excluded and tagged in AlayaCare as excluded from the timesheet. When all visits are acceptable, the form becomes Waiting For Caregiver Signature.

Refresh Form Identifiers and Refresh Signature List

1. Reloads the client and employee from AlayaCare.
2. Updates the form's recipient member number (or date of birth) and employee UMPI, and logs the action (including a UMPI change).
3. For Refresh Signature List, also updates unsigned signers and adds new ones from AlayaCare.
4. Rebuilds the PDF.

Send, Resend, and Copy signing link

1. Send Signature Request and Resend Signature Request require the notification email account; otherwise "Mail From Account Setup incomplete" is shown.
2. The email contains a 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. A responsible party is emailed at their own address, and the client at the client email on the form. The send date and time is recorded on the form and the signer.
4. Copy Link To Clipboard only copies the link; nothing is sent or recorded.

Unable To Sign (Ok)

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