The below features have been requested by our network. While we solicit all suggestions from our network to AlayaCare, many of those features also need support from their other clients. This article is split into four sections:
- In Testing - Features AlayaCare offers in UAT, but your HWCG product support team is testing its useability, developing training materials and resources
- In Development - AlayaCare has confirmed it's on their product roadmap to release in the future
- Requested - Previously requested features from our network
- Released - Requested features from our network that have been released
In testing:
These are features that are in UAT for testing and/or piloting before releasing across the network in production.
Authorization Tracking Improvement - Feedback has been provided during feature review. Unfortunately, our network will not be able to beta this feature until more functionalities identified in the meeting have been added to the feature.
Billing Item Management:
Ability to keep billable item changes in Quantity and/or Rate
- Edited visit Qty and Rate, however after re-generating the invoice the next version did not reflected the updated values
Ability to generate & update visits to include both custom visit items and premiums (visit & client)
- Billable items included a custom visit item & visit premium, however only custom visit showed when the first draft was generated and after re-generating only the visit premium appeared
QuickBooks integration
Ability to integrate billing information with AlayaCare. Payments will be handled by Stax.
Calculate Holiday/Weekend/End of payroll week rates without splitting an overnight visit into 2
Currently, AlayaCare requires users to split an overnight visit (crossing 2 days) into 2 visits when:
- The overnight visit crosses a regular day and a holiday
- The overnight visit crosses weekday and weekends when the office charges different rates for weekday and weekend
- The overnight shift crosses the payroll week (to ensure overtime calculation of the week is accurate)
In Development:
These are features that we are aware of in development and have seen and/or been involved in the development process.
Mobile App
- Ability to view your work week as a caregiver
- Ability to clock in to multiple visits in situations like working with facilities or 2-client care
- Capability of restricting caregiver's clock-in/out time
Funding Block Improvement
- The lack of visibility in the current schedule tab
- The tracking doesn't have clear information between the scheduled hour and actual used hour
- In order to keep all authorization #, offices currently have to create new service per authorization
- It's not easy to view all authorizations for a client within the client's profile
- The "unit" (15 min/30 min per unit) calculation heavily relies on bill code configuration which is harder for a user to validate when just viewing the funding block page.
- Bill unfunded Balance to Client / defined Payor
Data Exploration 2.0:
- Timeline to have DE 2.0 report available on Dashboard
- DE 1.0 can NOT be sunset until performance and DE 2.0 is available to be displayed in the main dashboard view
Visit Differentials
In KanTime, FO can define differential by date and time to add an additional charge to the client per hour and additional pay to the caregiver per hour. The benefit is that a single job type/service code can be utilized for scheduling for any day and time. Based on the configuration, KanTime can calculate the additional charge to the client and the additional pay to the caregiver.
- Weekend Differential
- Evening Differential
Batch vacant shift offer
KanTime offers a user-defined date range selected vacant visits to send out shift offers at once.
Visit Verification
- We have no way to view goals and interventions easily on Visit Verification screen. This is a must-have for our network, so we would greatly appreciate the ability to quickly see how many goals/interventions were completed. If possible, the ability to click on them to see details
Payment processor integration
Currently, offices use payment processor integration (FiNet) in KanTime can have all the payment transaction recorded within couple minutes. In AlayaCare, pending on the billing period length and client count of the office, it could take up to an hour or 2 to manually record all the transactions.
Requested:
These are features we have requested and are awaiting either consideration or prioritization by the AlayaCare team.
Visit Verification Improvement
In order for HWCG to roll out Visit Verification to fully replace Visit Approval feature, we have use cases need to be addressed especially for private pay focused offices.
- The capability of separating the billing and payroll approval/update process
- The capability of overall override
- Identical information on the list view as currently offered in Visit Approval screen
- Currently requires many layers of drilling down/clicking through to view the details of the visit - this is their least favorite functional area in AlayaCare
Overall integration escalation
Currently is per partner approach and each partner has a bit different flow. With more integration on the dock, we'd like to review the process and agree on the SLA for integration issues.
DE 2.0
- More Group permissions (Edit vs Save vs View, not all combined)
- Ability to store reports at a branch level
- Ability to share reports
Billing
- Percentage calculation capability
Family Portal
- The ability for clients to upload form
- The ability for an owner to request a form from the client
- Ability to see progress notes
Tasks
- Ability to create recurring tasks
Option to make employee shift signature mandatory task
Currently, AlayaCare only covers visit signatures for client signature
QuickBooks integration
Ability to integrate payroll information with AlayaCare
Viventium Payroll Processing Integration
After generating payroll in AlayaCare, instead of manually export Viventium report and then upload the file to Viventium account. The expectation for Viventium payroll export integration is for AlayaCare to send Viventium the payroll information (including the OT and Holiday calculation). Based on the current OT billing feature in service code, HWCG network can not move away from Tambla integration until AlayaCare can provide a network wide solution for both billing and payroll OT and holiday calculation.
Display up-to-date payment information on invoice statement
Currently, there's no easy method to share a statement with a client to reflect a payment that has been made.
Option to display employee clocked times on invoices
Some of the regulatory bodies require the employeee's time on invoices. Can we please offer the option to update the template to account for the employee's clock in and clock out times to display in the invoice instead of the scheduled time?
Client Preference feature
Skills & Qualifications are from caregiver perspective. There isn't a way to record client's preference when it comes to matching caregivers. i.e. female caregivers only, no smoker, and etc.
Mobile App
- Capability of restricting caregiver's clock-in/out location
- Reminder to reset password before it expires
Billing Period Frequency
- An improved solution for staggered 2-week billing frequency
- Cleaner solution on semi-monthly billing frequency - currently required selecting calendar month and only approve visits to certain dates.
Workforce Management
- All-Client Schedule and All-Employee Schedule
- Printable calendar view
- Comparison/matching drag and drop
- Allow note entry when sending client schedules
Drag and Drop feature
The ease of drag and drop should have a warning message that the visit is being moved
Released Features:
Invoice Number – Nov 14th, 2022
- Invoice number is currently a blocker to offices that have records more than 16,000 invoices (Short term solution adding AC)
- Invoice number should be dedicated to each office instead of shared among network - hard for each office to track if the invoice numbers are being used by other office or potential fraud/embezzlement
Notifications – November 1st, 2022
- Notification configuration should be per office
- All features currently covered by Rubiworks need to be in AlayaCare without additional charge
- Upcoming (x minutes prior to the shift) shift reminder.
- Broadcast function
Visibility to change log
Schedule disappearing has been a trend in our network. With current revisions on the visit and Events tab on client profile, most of the time it's impossible for HWCG to identify the root cause and/or which part of the process could cause the issue.
Resolved: Review "Events" tab for a client
Viventium v2 and nonrounding export issues
Currently, neither report is displaying "OT" and "HOL" in the Earnings Codes column properly. V2 will display blank while nonrounding will display "REG" instead. These need to be manually updated In the interim.
Data Exploration 2.0
- DE 2.0 has been slow/hung/wonky (or "the wheel of death")
- Easy navigation for different explores
- Restore the ability to create folders
- Ability to move reports to different folders
Audit Log
- Abiliity to audit who makes changes and when in the system
Mobile App – March 14, 2023
- Warning message on re-clocking in the visit should be a separate feature from the Timekeeping feature
- Should provide a warning when caregivers to clock into any Future visit (next day and on)
Billing Item Management:
Ability to update individual invoice items including the quantity and the price
- Visit Approval has approved hours as 3.677777777....
- Billing Item Management (when enabled) would display 3.6777
- Billing Item Management would only allow user to correct to two decimals (so 3.68, for example)
- Invoice Item Quantity displays 3.68
- Invoice calculates to $73.56 (3.67777 * 20). However, that's not what the Quantity * Amount equals $73.60 (from 3.68 * 20). Either accept 4 decimals on the invoice or 2 decimals, not a mixture.
- Address the decimal calculation billing discrepancy on invoices from 4-digit approvals
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