Trip Templates

Executive Summary

Trip Templates is the setup catalog that Transportation Planner uses when it creates client trips. Each template describes one kind of trip, identified by a resource type, request type and request sub-type, and says how the trip is billed (a single source or a single program), how the service code, facility and employee are chosen (fixed, calculated by a rule, supplied by the user, and so on), which default pickup and destination locations and times apply, which service-instruction prefixes are used, and which activity codes and premium codes are attached. Administrators add templates one at a time or load many at once from an Excel workbook, review the Validation Status of each template on the main list, and open a template to change its details or maintain its activity codes and premium codes. Several of the values refer to AlayaCare funders, service codes, facilities, employees, activity codes and premium codes.

Key Features

• Filter the list by description and validation status
• Add a template with its billing, service code, facility, employee, location and instruction settings
• Import templates in bulk from an Excel workbook, replacing any template with the same name
• See which templates passed or failed validation and why
• Open a template to change its general details
• Attach activity codes and premium codes to a template, each either fixed or calculated by a rule
• Search common locations for the default pickup and destination
• Delete templates

Typical Workflow

1. Use the filters at the top and click Apply Filter to find existing templates.
2. Click Add to create a template, or click Import Templates, choose the Excel file and click Process to load many templates.
3. Check Validation Status and Validation Message on the list for any template that Failed.
4. Open a template with the edit icon (or right-click and choose Edit).
5. On General, click Edit to change the template. On Activity Codes and Premium Codes, click Add to attach codes.
6. Click Close to return to the list.

Available Permissions

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

Main Grid

Lists the trip templates (14 rows per page). The first three columns stay in place when you scroll sideways.

Main Grid Filters

Click Apply Filter to refresh the list. Use Clear Filter to reset filters and reload all templates.

Actions

Dialog Components

Trip Template (add a template)

Opens from Add. Choose the options below and click Save; use Cancel to close without saving. A warning is shown naming the first missing item. Activity codes and premium codes are added afterwards by opening the template.

When a selection method is changed, the values that belong to the other methods are cleared.

Search Common Locations

Opens from Search next to a default pickup or destination location. Type text and click Search to list matching common locations (name, number and address), click the one to use, and click Ok. A warning "Please select a location" is shown if none is chosen. When only one location matches, it is selected automatically. Users who are allowed to add common locations also see an Add button here that opens the common location entry dialog.

Import Templates

Opens from Import Templates.

Workbook layout

The first sheet must be named Version and cell B4 must contain 6.04.1019 (version 5.01.1010 is recognised but is no longer accepted: "Version 6.04.1019 is expected"). The second sheet must be named TripTemplates. It must have 69 columns (A to BQ), a first row of column headings exactly as below, and a second row that is a description. Data starts on row 3. Headings marked * are required.

Trip Template (template detail dialog)

Opens from the edit icon or right-click Edit. Close it with Close.

Tabs

General

Shows Resource Type, Request Type, Description, Billable Using, Funder Methodology and Billing Frequency (for Single Program), Funder, Maximum Applicable Round Trip Distance, the three selection methods with their rule, service code, facility or employee, the default pickup and destination settings, and the Appt Segment and Return Segment prefixes. Click Edit to open the edit dialog.

The edit dialog has the same fields as the Trip Template add dialog, with these differences: the Fixed service code choices are limited to service codes that belong to the selected funder, and the description is rebuilt from the resource type, request type, request sub-type and funder when you click Save. Existing values are pre-filled. Cancel closes it without saving.

Activity Codes — Grid

Activity Codes — Grid Actions

Premium Codes — Grid

Premium Codes — Grid Actions

Activity Code

Opens from Add or Edit on the Activity Codes tab. Choose Calculated (pick an Activity Code Rule) or Fixed (pick an Activity Code) and click Save. A warning is shown if the rule or code is missing.

Premium Code

Opens from Add or Edit on the Premium Codes tab.

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.

Process (Import Templates)

1. Checks that the workbook has a Version sheet with 6.04.1019 in cell B4, a second sheet named TripTemplates, the right number of columns and the exact column headings. If any check fails, a warning explains what is wrong and nothing is imported.
2. Reads each data row from row 3. Rows with no Name are skipped.
3. If a template with the same name already exists, it is deleted and replaced by the imported one.
4. Creates the template from the row and marks it Passed, then checks the row. A template is marked Failed, with a message, when:
   • for Single Source, the funder is missing or not found in Funders;
   • for Single Program, the funding methodology is missing, or for Single Payor the billing frequency is not 1 Week, 2 Weeks, 4 Weeks or Calendar Month;
   • a Calculated employee, service code or facility rule is not found;
   • a Fixed employee is not found, a Fixed service code is missing or not found, or a Fixed facility is not found;
   • a premium cost method is not Fixed Amount or Multiplied By Quantity while a rate is given (or a rate of zero is given with a method), or a Fixed quantity is zero or less. Only the last problem found for a template is kept as its message.
5. Looks up the default pickup and destination common locations by the numbers in the workbook, and copies the default times and service-instruction prefixes.
6. Adds up to three activity-code lines and up to four premium-code lines from the row. Each line is marked Failed when its fixed code or rule is not found.
7. A row that cannot be read shows "Invalid Data in row n". When all rows are done, "Import Finished" is shown and the list is reloaded.