Care Notes - Short and Long Form

The purpose of utilizing care notes long and/or short form is to communicate information about
a client to PHI-authorized users in the Family Portal. The long form has more detailed fields and gives a
more thorough description. The short form offers a basic description for less-involved
communication.

AlayaCare Web Application / Back-office view

Client Profile > Care Documentation > Client Forms > + Add Client Form

Select the corresponding service and the form that works best for the situation.

Care Notes - Short Form

This form is intended to be there as a quick way to communicate to the PHI-authorized users in the
Family Portal. The short form is more basic and provides two main sections for caregivers to fill in
notes and the capability of uploading a picture:

1. Overall well-being:

Care notes- Long and Short Form

2. Shift Note:

3. Upload Picture:

Care Notes - Long Form

This form contains three sections

1. Date and Employee Initials
2. Client Information (including policy
   and claim number fields)
3. Client Well Being. Within the Client Well Being section, this form offers a
   feature for uploading any additional notes in an electronic format (1), as well as a picture (2).

Care notes- Long and Short Form

When selecting “Yes” as the answer to “Has the client had any medical issues or cognitive changes in
the past week?”, additional fields will be available in the form.

If your clients need a more detailed description of a visit or want more detail in what information is
needed, then the long form would be more appropriate. Please keep in mind these forms can be
customized to convey whichever specific information is needed. Please contact the support team if
you need assistance with this.

Both forms require a caregiver’s initials and date to complete. Once they have been filled out and
submitted, the form will be visible for PHI-authorized users in the Family Portal.

Care notes- Long and Short Form Mobile App View

Once clocked into the visit, a caregiver can swipe through the top option and locate either CARE
NOTES – LONG FORM, or CARE NOTES – SHORT FORM. The forms can be brought up by clicking the
plus sign at the lower right corner of the screen.

This form is one pager and the caregiver will only need to fill out Service Tasks Notes (Overall well-being
of the client), Employee name and initials, Date (of the form being filled out), Shift notes the
caregiver would like to include, and any pictures they may wish to upload. The final step is to submit
the form in the top right-hand corner of the mobile app.

The Care Notes – Long Form contains multiple pages of information to be filled.
1. Date & Employee Initials:

• Date of the visit
• Employee Initials are required fields.
• Continue by pressing next at the top right-hand corner of the mobile app.

2. Client Information:
Client Name is a required field, and policy number and claim number are optional fields. Continue by
pressing next at the top right-hand corner of the mobile app.

3. Client Well Being: An answer to “Has the client had any medical issues or cognitive changes in the past week?” is required. The caregiver can attach additional files via first camera icon and upload photos via section camera icon.

When answering “Yes” to “Has the client had any medical issues or cognitive changes in the past
week?”, additional fields will be available for the caregiver to fill out detailed information. The final step is to submit the form by clicking Submit at the upper right corner of the mobile app.

** Please be advised that the long form can be customized to convey whichever specific information
is needed. Please contact the support team if you need assistance with this.