VHA Submission
Executive Summary
VHA Submission produces the Excel report that is sent to VHA for a billing cycle period. Staff choose a billing cycle, a year and a period, and the system gathers the invoiced visit charges for every funder assigned to that billing cycle, adds the client, employee, visit and Business Registration Number (BRN) details from AlayaCare, and builds a workbook with one sheet per funder. Every report that has been run is kept in a history list so the file can be downloaded again later.
Key Features
- Start a new report for any billing cycle, year and billing cycle period
- One worksheet per funder, with the client, visit, service code, employee, scheduled and billed units, rate, amount and transaction date for each charge
- Subtotals for scheduled units, billed units and amount at the bottom of each funder sheet
- BRN pulled from a client or service form field in AlayaCare (configurable)
- Flag charges that were billed for a different service date than the original
- Keep a history of reports, with who ran each one, the period covered and how long it took
- Download a previously generated report again
- Configure where the BRN number is found in the page settings
Typical Workflow
- Click Start A New Report.
- Select a Select A Billing Cycle, a Year and a Select A Billing Cycle Period.
- Click Ok. A progress panel shows each funder and each charge being gathered.
- When the report is complete, the Excel file downloads automatically and a new row appears in the history list.
- To get the file again later, click the download icon on the row in Manage Records.
Report Output
Clicking Ok on Start A New Report produces an Excel workbook named VHASubmission_{cycle}{year}{period}_{date and time}.xlsx. The file downloads automatically when processing finishes and a copy is saved with the history row, so it can be downloaded again with the download icon.
The first sheet, Criteria, records the report name, billing cycle, year, period number and period dates. Each following sheet is named for a funder and lists its charges.
Report Contents
Each funder sheet contains one row per invoiced charge in the period that is linked to a visit, ordered by client last name, client first name and transaction date.
| Content | How it is determined |
|---|---|
| Client UID | AlayaCare client ID of the client on the charge. |
| Client Last Name / Client First Name | Taken from the client's AlayaCare record. |
| Day Of Week / Start Date / Start Time | Start of the visit in AlayaCare, shown in the user's time zone. |
| BRN | The value of the form field named in the BRN setting, read from the client or from the visit's service depending on the BRN location setting. Blank when no tag is configured. |
| Service Code | Service code on the visit in AlayaCare. |
| Employee ID / Employee Last Name / Employee First Name | Employee assigned to the visit in AlayaCare. |
| Scheduled Units | Length of the visit in hours (scheduled end minus scheduled start). |
| Billed Units | Quantity on the invoice charge. |
| Rate | Rate on the invoice charge. |
| Amount | Debit amount of the invoice charge. |
| Transaction Date | Document date of the charge. |
| Comments | "Original Service Date: dd/MM/yyyy" when the charge's original transaction date differs from its document date; otherwise blank. |
The last row of each sheet shows subtotals of Scheduled Units, Billed Units and Amount. Charges whose visit cannot be found in AlayaCare are left out.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | FCF Tag For BRN Number | Text | Tag of the AlayaCare form field that holds the BRN. |
| General | FCF Tag For BRN Number Location | Dropdown | Where the form field is read from. Service reads it from the visit's service; any other choice reads it from the client. |
The setting labels come from the configuration table and are shown as the page's own prompts.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| 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 VHA Submission report that has been run, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the report was started, in the user's time zone. |
| Added By | User who started the report. |
| Cycle | Billing cycle covered. |
| From | First day of the period. |
| To | Last day of the period. |
| Start | When processing began. |
| End | When processing finished. Blank if processing did not complete. |
| Duration | How long processing took. |
| Manage Records | Download icon for the saved Excel file. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| 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). |
| Download icon (Manage Records) | Downloads the saved Excel file for that report. A warning "No File Available" is shown if none was saved. |
Dialog Components
Start A New Report
Opens from Start A New Report.
| Field | Purpose |
|---|---|
| Select A Billing Cycle | The billing cycle to report on. Required. Only funders assigned to this cycle are included. |
| Year | Year of the period. Choosing a year (or cycle) loads the matching periods. |
| Select A Billing Cycle Period | The period (year, period number and date range) to report on. |
Click Ok to start the report. A warning is shown if no billing cycle is selected.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Billing Cycles | Supplies the billing cycles to choose from. Also covers its billing cycle periods: supplies the periods for the selected cycle and year. |
| Funders | Determines which funders are included (those assigned to the selected billing cycle) and the sheet names. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report
- A history row is created recording the user, cycle, period dates and start time.
- The system logs in to AlayaCare if needed.
- For each funder assigned to the selected billing cycle, the invoice charges whose document date falls within the period (start of the first day to 23:59 on the last day, in the system time zone) are gathered. Charges that are not linked to a visit are dropped.
- For each remaining charge, the client, the visit, the visit's employee and the visit's service are read from AlayaCare. Each client, employee and service is read only once. Charges whose visit cannot be read are left out.
- The workbook is built with a Criteria sheet and one sheet per funder, with subtotals at the end of each sheet.
- The file is saved with the history row, the end time and duration are recorded, and the file downloads automatically. If the workbook cannot be produced, the end time and duration are recorded without a file.