Batch Plan of Care Guide

Client Charts is a feature within AlayaCare that allows you to pull a batch of client care plans at once. In addition, this feature is highly recommended when a surveyor or auditor visits your office. Some states require specific information that can only be obtained from the Client Charts. Your HWCG product team has built state-compliant care plans to better support these scenarios.

1. Once you are logged into AlayaCare go to the left side menu and choose Clients > Client Charts.

2. You will be directed to the Client batch export page, click the ‘+ Create new batch’ button.

3. In the create new batch dialogue, enter a Batch name that will correspond with your time range
ex. Aug 1 - Sept 1 Batch.
4. Choose the PDF naming format for the file(s) that will be generated, either ‘Batch ID + AlayaCare
Client ID’ or ‘Batch Start Date + Client External ID + Last Name’
5. Enter the date range that you wish to include, only client records during this timeframe are
included in the batch.

*Note that Start & End dates can only go up to 365 days of each other.
6. Once the criteria has been entered, select ‘Apply to batch’.

Select PDF Sections/Determine Plan of Care
7. Next you will choose the PDF sections you can include in your Plan of Care – the available
sections are: Header/footer, Cover page, Care plan, Date summary, Service task details, Client
forms and Visit attachments.

8. To view details included in each section click the and note that all checkboxes will be
selected by default.
9. Refer to the necessary sections/subsections listed below and uncheck the other five sections:
a. Header/footer

b. Cover page

c. Care plan – select the appropriate fields for your state

10. After you have selected these areas, click ‘Select PDF sections >’ at the top right.
Select Clients
11. You will now choose the criteria for the clients included in this batch. You can filter by Clients,
Client groups, Client tags, Client status, Associated employees, Funders, Visit date range and
Branch.
12. Select ‘+’ to add filters and if you need to remove criteria select the ‘x’ by the entry. To clear all
fields use the ‘Reset criteria’ option.

13. ‘Apply criteria’ and filter for your client(s)

14. Choose the client(s) that you are creating a Plan of Care for or check the box besides the ‘Client’
column to pick all clients.

15. Click ‘Select clients >’ button to proceed.
Review Selection & Export Batch
16. You will see a summary of your batch including Batch name, Batch ID, Batch category, PDF
naming format, Start/end date, Client selected & Visits selected.

17. Hit ‘Complete’ and you will see the new batch added to your Client batch export list.

18. If the ‘Batch status’ updates to “FAILURE” then click the ‘Retry’ button and generate the batch
again

19. When the Batch status is “SUCCESSFUL” then you can download the PDF(s).

20. The batch will download as a zip file ex. batch_16.zip. When you open the folder, you will see
the PDF titled with the naming convention that was picked.

21. The PDF will contain have the formatted header, cover page and details selected from the Care
Plan section.