Facility Scheduling Workflow – HomeWatch

This guide walks through our best practices for scheduling multiple clients at a facility.

Create New Facility

1. Navigate to Clients > Facility List
2. Select + New Facility and update the demographics of the Facility as applicable
3. In the Other Fields, ensure that the ‘Include Patient Schedule’ is checked. This will allow you to view the Client Schedule within the facility.
*Note: if you ever get an access denied error when viewing the Client Schedule within the facility, double-check that this setting is checked on

4. Click the Save button when complete

Visit the AlayaCare Support Desk for more information on creating/editing facilities:
https://alayacare.zendesk.com/hc/en-us/articles/224457027-How-do-I-set-up-edit-aFacilityB.

Create the Facility Service

The facility service will allow you to create the Employee Schedule (i.e., the Employee Payroll Shift).

In the facility, navigate to the Services tab
Select the +Create a Service and enter in the service details;
1. Service Name: Name of Facility Shift (this is what displays to the Caregiver on the Mobile Application)
2. Funder Methodology = Single Payor
3. Billing Frequency = your desired frequency (1 week, 2 weeks, 4 weeks, Calendar Month)
4. Funder = Internal Facility Funder created in the Accounting Settings
5. Service Code = Facility Service created for the Employee Shift
6. Any other information as required
Click the Save button when complete

Facility Scheduling Workflow – Coordination

C. Create the Employee Schedule

Schedule the Employee shifts to cover the times the Caregiver should attend the Facility.
Note: It is important to schedule the Employee Shift long enough to overlap with the Client Visits scheduled to the facility for the visits to be visible to the Employee on the mobile application.

Navigate to the Employee Scheduling tab
Select the +Add Visit button or click on the calendar to create the visit
Complete all the fields as required
You can assign the Visit to an Employee if known or you can leave it vacant and
assign it at a later date when known
Create a single visit or set a recurrence
Select the Create button when complete

Facility Scheduling Workflow – Coordination

Employee visits are now created and if left vacant can be assigned to the Caregiver prior to the visit date.

Visit the AlayaCare Support Desk for more information and options on Scheduling Employee Visits to the Facility: https://alayacare.zendesk.com/hc/en-us/articles/235869867-How-do-Ischedule-an-Employee-to-a-Facility-Visit-Single-or-RecurrenceD.

Setting up the Client Profile

On the Client Profile navigate to the Services Tab
Select +Create a Service
Complete all the required Service details:
1. Service Name = Name that displays on the schedule and invoice
  Facility Scheduling Workflow – Coordination
2. Funder Methodology = single payor
3. Billing Frequency = your desired billing cadence
4. Funder = funder who will be billed for the service visit
5. Service Code = The service you want to create and schedule
Select Save when complete

5. If you are charging facility visits on a monthly package rate, set up a recurring Billing Premium by navigating in the Client profile to Accounting > Billing Premiums
*Note: this step is only completed if the Client visits are not being billed
individually but you are charging a 1x per month facility charge.

6. Select +Create Premium and complete the dialog box

Name = The name of the charge that you want displayed on the Client
invoice
Start Date = The date you want to Billing Premium to become effective
End Date = The date you want the Billing Premium to end (leave blank if no known end date)
Funder Methodology = Should match what was entered on the Client Service
Billing Frequency = Should match what was entered on the Client Service Facility Scheduling Workflow – Coordination
Funder = Should match what was entered on the Client Service
Billing Contact = Should match what was entered on the Client Service
Premium Code = Select the premium that you want to bill the Client for
Default Quantity and Rate = this will auto populate based on what is configured on the Bill Code, however you can choose to overrise this if it is applicable
Frequency = should match your billing cadence
Select the cadence you want the premium to apply to the clients account and the date you want it to show (i.e. Repeat every month on the 1st day of the month)
Select Save when complete

7. Optional: If you are using Client Groups in AlayaCare, you can add the Client Group to the Client profile designated for the Facility. Navigate to Client Profile > Demographics > Groups. This will assist in filtering for vacant Client facility shifts in the ‘All Employee Schedule’.

The example above will apply the billing premium to the Client’s account on the 1st of every
month.

Visit the AlayaCare Support Desk for more information of Client Billing Premiums:
https://alayacare.zendesk.com/hc/en-us/articles/360028873151-How-do-I-add-editdisable-delete-Billing-Premiums-for-a-Client-

Facility Scheduling Workflow – Coordination

E. Scheduling Client Facility Visits
Clients can be scheduled to the facility from the Client profile or from the facility. The
instructions below review how to the schedule the client visits from the facility.
1. Navigate to the Facility Profile > Client Scheduling
2. Select the +Add Visit button or click into the calendar to create the visit
3. In the visit dialogue complete the required information:
i. Client = enter the name of the Client you want to schedule to the facility
ii. Client Services = Select the Facility Service
iii. Service Code = This will auto populate when the service is selected
iv. Assign Employee = Leave as vacant and the Employee scheduled to the
Employee Facility Visit will be able to assign themselves to the visit on the
Mobile Application
v. Complete the schedule visit information, schedule start time, end time,
recurrence details
Note: The client schedule visit must overlap with the Employee Facility Visit
in order for it to show on the mobile application (i.e. Employee Facility Visit
is scheduled from 7am – 12pm, the Client Visit must overlap that time range
in order to be picked up on the Employee Facility Visit)
vi. Select the Create Visit button when complete

Facility Scheduling Workflow – Coordination

Visit the AlayaCare Support Desk for more information on scheduling Client Facility Visits:
https://alayacare.zendesk.com/hc/en-us/articles/225849648-How-do-I-schedule-Clients-to-aVisit-at-a-FacilityF.

Completing Facility Visits from the Mobile Application

1. Caregiver will clock into the Facility Shift; this will be the shift that will pay them
from the work completed at the facility. The caregiver can clock in by pressing the
green clock button. The top navigation bar will change from Blue to green to
indicate that the caregiver is clocked in.

2. From the facility shift that was just clocked into, the Caregiver will select the Clients
Tab and view the number of Clients that need to be visited during the shift.

Facility Scheduling Workflow – Coordination

3. The caregiver will continue to the first visit and proceed to clock in. Upon clock in,
the visit will prompt the Caregiver to assign themselves to the visit. By pressing ok
this will add the visit to the Caregivers schedule and assign the visit on the web
application no longer indicating that it is vacant.

4. The caregiver will then continue to complete all the vacant visits in the facility
including completing client service tasks/interventions, etc.
5. When all vacant client visits are complete, the Caregiver will clock out of the Facility
shift to capture the end time at the facility for payroll purposes. The completed
Client Facility Visits will be displayed on the caregiver’s mobile application.

Facility Scheduling Workflow – Coordination

Visit the AlayaCare Support Desk for more information on Clocking in and out of Facility Visits:
https://alayacare.zendesk.com/hc/en-us/articles/225115328-How-do-I-clock-in-to-a-ClientVisit-at-a-Facility

Employee Facility Shift – for payroll
Client Facility Shifts – for billing

Related to