Transportation Planner

Executive Summary

Transportation Planner is the coordinator's workspace for client transportation. For a chosen service day, staff load the transportation visits that are scheduled in AlayaCare, review each trip's pickup, appointment and return details, and then act on them: assign a driver and facility, cancel or delete visits, correct the employee on a single visit, open a visit for editing, or plot selected trips on a map. The same screen creates new transportation requests through a guided three-step Add Transportation Request wizard that builds the AlayaCare client services, visits (single or weekly recurring), activity codes and premiums from a trip template, and it can look up (and discharge) a client's existing services.

Key Features

• Load transportation visits for a service date, optionally limited to vacant visits, one employee, one client, or client groups
• Refine the loaded list by segment (appointment or return), facility, employee, client, pickup city, destination city and service code, and sort it six ways
• Choose which grid columns are shown and in what order (page settings)
• Assign selected visits to an employee, a facility, or both; cancel selected visits with a cancel code; delete selected visits (with permission)
• Handle recurring visits with a choice to change or delete only the selected visits, all future visits, or all future unmodified visits
• Edit the employee on a single visit, optionally carrying the change to the linked return visit
• Open a visit to view it, edit it (employee, facility, service code, date and time, duration, service instructions, tags and forms), cancel it or copy it
• Plot the pickup and drop-off of selected trips on a map, with route lines and a time window for the markers
• Create new transportation requests (appointment, return or two-way, single or weekly recurring) from a trip template, with pickup and destination locations, calculated distance and travel time, service code, facility, employee, visit tags, activity codes, premiums and billing contact
• Re-use a client's existing transportation service instead of creating a new one
• Look up a client's active services and discharge selected services

Typical Workflow

Review and manage existing trips

1. Enter a Service Date (and any employee, client or group limits) and click Apply.
2. Narrow the list with the Segments To Show options and the Filter ... drop-downs, choose a Sort Option, and click the second Apply.
3. Tick the visits you want to work on, then use Assign Selected To Employee, Assign Selected To Facility, Assign Selected To Facility/Employee, Cancel Selected, Delete Selected or Map Selected.
4. Right-click a single row and choose Edit Employee or Edit Visit to change just that visit.
5. Use Previous Day, Next Day or Refresh to move through the schedule; use Clear to start a new lookup.

Create a new transportation request

1. Click Add.
2. On Request: choose the client and click Load Client; pick the Trip Segments and Trip Template; enter the service date, times and any weekly recurrence; choose Create New or Use Existing under Services Option; click Next.
3. On Locations: confirm the pickup and destination, click Calculate Distance And Time, then click Next.
4. On Finish: confirm the service code, facility, employee, tags, activity codes, premiums and billing contact, then click Finish.

Configurable Settings

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

Settings that affect this screen but are maintained outside this dialog include the client address-directions field shown on the Request tab, and the facility-scheduling rules that can stop a visit from being changed (for example visits that are already approved or started more than 24 hours ago).

Available Permissions

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

Edit Visit is shown in the visit dialog when the user holds at least one of Client Visit Edit Employee, Edit Service Code, Edit Service Instructions, Edit Start/End Times or Manage Forms.

Main Grid

The page opens with only the lookup controls. After you click Apply, the grid lists the transportation visits for the service day, one row per visit segment (20 columns can be shown; the first four stay frozen when you scroll sideways). A tick box on each row selects it for the bulk actions.

Cancelled visits and visits with no client are left out. A visit is included when its service code is a transportation service code and it carries a trip segment, or when its service code is a transportation service type.

The columns below are the defaults. Which ones show, and their order, are set in the page settings.

Main Grid Filters

Lookup (before visits are loaded)

These controls are locked once visits are loaded. Click Clear to change them.

Click Apply to load the visits. Use Clear to reset the lookup.

Refinement (after visits are loaded)

Click the second Apply (next to Sort Option) to refresh the list with these choices.

Actions

All bulk actions need at least one ticked row ("Please select at least one visit").

Dialog Components

Add Transportation Request

Opens from Add. Work through the three tabs with Next (use Previous to go back), then click Finish. Cancel closes the wizard without saving. Once a client is chosen, Open Client In AlayaCare (Schedule) and Open Client In AlayaCare (Services) appear in the header and open the client in AlayaCare in a new browser tab.

Tabs

Request — Fields

Request — Client Services Grid

Lists the client's active services, six per page, once the client is loaded.

Request — Prior Trips Grid

Lists the client's existing transportation services that match the Trip Segments choice (appointment services with no linked return for Appt Segment, return services with no linked appointment for Return Segment, appointment services that have a linked return for Two Way). Six rows per page. When Use Existing is chosen, exactly one row must be selected.

Request — Next

Click Next to continue. The wizard warns if any of the following is missing: client, template, service date, trip segments, a valid appointment time or return time for the chosen segments, pickup time when required, weekly details, a Services Option, or (for Use Existing) the selected service. For Two Way with Use Existing, the linked return service must be found among the client's services. For Use Existing, the pickup and destination are copied from the chosen service, distance and time are calculated automatically, and the wizard goes straight to the Locations tab.

Locations — Fields

The Starting Location (Pickup) and Destination Location (Dropoff) panels are identical. When the template has default locations they are pre-filled (for Return Segment, the template's defaults are swapped).

Both locations must be geocoded to calculate ("Please select a geocoded pickup location" / "destination location"). Next is blocked until a distance and time have been calculated.

Finish — Fields

Finish — Activity Codes Grid

Finish — Activity Codes Actions

Finish — Premium Codes Grid

Finish — Premium Codes Actions

Finish — Buttons

Before creating anything, Finish warns about: a two-way round trip longer than the template's maximum applicable round-trip distance; a missing employee, service code or facility; an employee who is blocked for the client (unless the Blocked Employee override is on), whose department does not match the service code's department, or who is unavailable at the appointment or return time; and premium codes that cannot be found in AlayaCare.

Search Trip Templates

Opens from Search next to Trip Template. Type text and click Search; the list shows matching templates. If only one matches it is selected automatically. Select one and click Ok ("Please select a trip template" if none).

Activity Code Editor

Opens from Add or Edit in the Activity Codes grid.

Click Save or Cancel.

Premium Code Editor

Opens from Add or Edit in the Premium Codes grid.

Click Save or Cancel.

Transportation Plan Result

Opens automatically only when something fails while creating the request. It lists the Services (Segment, Result, Message) and Visits (Segment, Result, Message) that were attempted, followed by All Errors.

Route Map

Opens from Map Selected. Each ticked visit that has valid pickup and destination coordinates becomes a route.

Edit Employee

Opens from Edit Employee (right-click a row). Current Employee On Visit shows the present driver (or [Vacant Visit]). Choose the new employee. When the visit is an Appt segment with a linked return visit, Update Employee On Return Visit? is offered. Click Save; warnings are shown if no employee is chosen or the employee has not changed. The grid reloads afterwards.

Assign Employee, Assign Facility, Assign Facility and Employee

Open from the Assign Selected To ... buttons or right-click items. Choose an employee, a facility, or both, and click Save (or Cancel). A warning is shown if a required choice is missing. The change is applied to each ticked visit in turn and stops at the first failure. If any ticked visit is part of a recurrence, Modify Visit(s) opens next.

Modify Visit(s)

"You are modifying at least one visit that is part of a recurrence." Choose Modify only the visits selected, Modify all future visits or Modify all future unmodified visits, then Ok (or Cancel).

Delete Visit(s)

Opens when Delete Selected includes a recurring visit. Choose Delete only the visits selected, Delete all future visits or Delete all future unmodified visits, then Ok (or Cancel). When no ticked visit is recurring, you are asked "Do you want to delete the selected visits?" instead.

Cancel Code

Opens from Cancel Selected. If a ticked visit is part of a recurrence you are first asked whether to continue ("Cancelling will only cancel the selected occurrence"). Select a Select A Cancel Code value (only codes marked for transportation are listed) and click Ok ("Please select a code" if none). Each ticked visit is cancelled in AlayaCare and the grid reloads.

Visit Dialog (Edit Visit)

Opens from Edit Visit (right-click a row). The header shows Visit ID and these buttons:

Cancel, Edit Visit and the editing actions are hidden when facility-scheduling rules lock the visit (approved visits, or visits that started more than 24 hours ago, when those rules are on). The body shows (read-only) a note for recurring visits, Current Employee, Current Client with View Client in AlayaCare (Client Visit View In AlayaCare permission), Service, Service Code, Current Facility, Start At, End At, Service Instructions, a Tags grid and a Forms grid. Each form shows its name, last submitted date (or "Not submitted yet"), "Required" when required, and View Definition and Fill In buttons that open AlayaCare in a new tab. Click Close to leave.

Edit Visit ID

Cancel Booking

Shows the client, service code, from and to times, and a Select A Cancel Code drop-down. Click Save to cancel the visit in AlayaCare ("Please select a valid Cancel Code" if none), or Cancel.

Copy Booking

Creates copies of the visit. Each row has a Date/Time, Clinic and Chair (a trash icon removes a row; at least one is required). Add Another Date adds a row. Click Save: each copy keeps the same employee, client, service, service code and length. The message reports how many visits were created or failed.

Client Services

Opens from Client Services. Choose a Client and click Apply (the button becomes Refresh, and Clear appears so another client can be chosen). "No active services found for this client." is shown when there are none.

Grid

Filters and Actions

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.

Apply / Refresh / Previous Day / Next Day

1. Requires a service date, and an employee when Specified is chosen.
2. Loads the day's visits from AlayaCare (midnight to 23:59 in the tenant time zone), limited by any employee, client and group choice. Vacant loads visits assigned to the vacant employee.
3. Drops cancelled visits, visits with no client, and visits whose service code is not a transportation service code.
4. For each remaining visit, loads the visit details, premiums, client service, client and employee, and reads the trip information stored on the service (segment, linked return service, pickup, destination, distance).
5. Keeps visits that have a segment or a transportation service type, fills the grid and the filter lists, and links each appointment to its return time.

Calculate Distance And Time

1. Requires geocoded pickup and destination.
2. When the template calls for it, adds the nearest office location before the pickup.
3. Asks the mapping provider for a driving route using the routing settings.
4. Stores the distance (km) and travel time (minutes) and draws the route.

Finish (Add Transportation Request)

1. Checks the template's round-trip limit and the employee, service code, facility and premium choices (see above).
2. Saves a request log in the integration database.
3. For Create New, creates the appointment service and, for Two Way, the return service in AlayaCare (named with the segment prefix, the pickup and destination and the funder, with the trip details saved on the service), and links the two. For Use Existing, uses the chosen service(s).
4. Works out the visit times. Appointment visit: from the pickup time (or the appointment time minus the travel time and 10 minutes) to the appointment time. Return visit: from the return time to the return time plus the travel time and 10 minutes.
5. Creates the visit(s) in AlayaCare with the service instructions, tags, activity codes and the Update Visit Overrides. A weekly recurrence creates a repeating series to the end date (one series per weekday when Split Recurrences is on).
6. Adds the premiums, either to each new visit or to the recurring series.
7. Saves the created visit, premium and activity code details in the request log.
8. On success, closes the wizard and shows "Transportation Request(s) Successfully Added"; the grid reloads if the request is for the date on screen. On failure, shows Transportation Plan Result.

Assign Selected / Edit Employee

1. Signs in to AlayaCare.
2. For each visit, updates the employee and/or facility; for recurring visits updates the series according to your Modify Visit(s) choice.
3. Stops at the first failure with a warning, then reloads the grid on success.

Cancel Selected

1. Signs in to AlayaCare and requests a cancel token for each visit.
2. Cancels each visit with the chosen cancel code and writes an action-log entry.
3. Reloads the grid.

Delete Selected

1. Signs in to AlayaCare.
2. A single visit (or a recurring visit with Delete only the visits selected) is deleted. For a recurring visit with all future or all future unmodified, the future visits are cleared or reset, the recurrence rule is deleted, and an action-log entry is written.
3. Reloads the grid.

Discharge Selected (Client Services)

1. Requires a Status Reason and at least one ticked service.
2. Sets each ticked service to discharged in AlayaCare with the current date and the chosen reason.
3. Reloads the client's services.