Home Care Service Delivery Transformation

Welcome to the Home Care Service Delivery Transformation Project!

Our project will plan and implement an interRAI compliant Home Care case management system and a client scheduling solution to automate a labour-intensive process. Through this, we will:

  • Improve quality of care and consistency for clients
  • Enhance ability for staff to perform their work
  • Increase system planning and policy analysis capabilities 

Check out the sections below to learn more!

Tech Tips

AlayaCare Foundation Training Videos

INTRODUCTION TO ALAYACARE
Video Description
Welcome to AlayaCare
  • Explaining the different URLS (UAT, Production, Staging)
  • Logging into AlayaCare
  • AC is on the cloud; optimal browser is Google Chrome
General Navigation:  Dashboard & Main Menu
  • Navigate the AlayaCare live dashboard
  • Introduce: KPI's, live activities, global search bar, and sidebar tabs (Clients, Employee, Accounting, Schedules)
  • Depending on your permissions, you may not see some of the tabs

EMPLOYEE PROFILE
Video Description
Employee Profile Overview
  • Navigation to Employee List
  • Review Departments, Skills and Qualifications Tabs
  • How to filter for employees in Employee List
Create Employee Profile
  • Create an employee profile up to saving demographics
  • How to add groups, departments, address, assigning a role and permission
Employee Overview
  • Discuss main screen of the Employee Overview tab, how to change an employee password, and terminate an employee
Employee Overview Cont.
  • Continue with Overview Tab, going through employee notes, how to add employee notes, adding, contacts, attachments
Adding Skills and Qualifications to employee profile
  • How to turn off/on skills for a particular employee and also how to add client specific skill
Forms Tab
  • Forms in AlayaCare can only be filled out against a client, but all forms that have been submitted by this employee will show up here
Employment Tab: Employee Unavailability and Availability
  • How to add and edit employee unavailability and availability 
Tasks
  • Filtering for tasks, how to create a task where to check your tasks on dashboard

CLIENT PROFILE
Video Description
Introduction to Client Profile: How to add a new client
  • Navigation to Client's List. 
  • Introduce Filters. Create a new client profile up to saving demographics.
Client Profile: Overview Tab
  • Overview Tab: Changing Status, Client Notes, Status History, Risks, List of Client Services
Client Overview: Changing Client Status
  • How to change a client status, different client status', explain status reasons for on hold and discharge status, status history tab
Client Overview: Adding Client Notes
  • Add client notes, explain different note types
Client Overview: Risk Assessment 
  • Add risks, explain the levels 1 to 5, risks show up on mobile
Client Profile: Care Documentation Tab
  • Care Documentation Tab: Explaining what this tab entails 
Client Care Documentation: Medical History
  • How to configure a client's medical history
  • Explain how allergies and allergy risks do not speak to each other
Client Care Documentation: Progress Notes
  • Adding a progress note
  • How to hide progress notes, as well as see a history of all progress notes left on the client profile
  • Filtering by note types, date range, employee names, content of note
Client Care Documentation: Medications
  • Adding a medication
  • Where to administer the medication that was added
Client Care Documentation: Client Forms
  • A history of forms that have been submitted under this client's profile
  • Filtering for historical forms that have been submitted
  • How to submit a form
Client Care Documentation: Infusion
  • Recording an infusion
Client Care Documentation: Wound Care
  • Recording wound care
Client Care Documentation: Vitals 
  • Recording a vital
Client Care Documentation: Attachments
  • How to upload a client attachment and make different client folders 
Client Profile: Coordination Tab
  • Brief overview of what to expect in this tab
Client Coordination: Associated Employees
  • Associated Employees; these clients get added to an employees caseload 
  • How to add them and where they show up as care team on schedule tab
Client Coordination: Care Provider Notes
  • How to add a care provider note, and where these show up on mobile
Client Coordination: Do not send
  • Functionality of Do Not Send, adding an employee to do not send, and showing the notification in scheduling
Client Coordination: Contacts
  • How to add a contact, how to add a contact that is already in the system
  • Only emergency contacts show up on mobile
Client Service Tab: Adding a Service
  • How to add a service, service instructions, attaching skills, forms 
Client Service Tab: Changing a Service Status
  • Going into the service and changing a service status (on hold, wait list, discharged)

CARE PLAN
Video Description
Creating a Care Plan
  • Filtering for current care plan items. Creating a new care plan, one care plan per client at one time. Explaining Diagnosis, Goals, Interventions. 
Creating a Care Plan Continued
  • Creating a Diagnosis, Goal and Intervention and linking them. 
  • Care Plan items can be linked or unlinked, and connected to a clients service
Creating Intervention Frequencies
  • Different intervention frequencies and how it ties into a client's service or services - how they show up when scheduling a visit and as a service task on mobile. Two action items "Require completion" and "Track Time"
Care Plan Libraries: How to Apply to Individual Client Care Plans
  • Why care plan libraries are helpful. Care Plan Library icon, how to apply entire care plan library, as well as how to apply individual parts of the care plan library
How to Publish, Complete,  and Archive a Client's Care Plan
  • Care plans will be in draft status until it's published
  • How to complete care plan items and archive a care plan when completed
Performing Care Plan Service Tasks on Mobile
  • Logging in to mobile and showing how care plan and service tasks / interventions show up and be completed on mobile

FORMS
Video Description
Client Forms Overview
  • Navigating to Client Forms. Filtering for existing client forms. 
  • Forms are made at the system level, but can be controlled by permissions  
Submitting a Client Form on Web
  • Submitting a form in Client Forms Tab
Form Statuses
  • Form status and ability to edit when it's still in unapproved status, ability to add comments. Explaining once a form has been approved it cannot be edited 
Approving Forms
  • Different ways to approve forms in the System: On the Client Form Level, or at system level through the dashboard

MOBILE
Video Description
Introduction to Mobile App
  • Where to download the mobile application, entering environment name, how to log in, what to do if the incorrect environment name is put in
Schedule view and Clocking In/Out
  • Show steps to view schedule and clock in/out of a visit
Visit Info Details and Tabs Overview
  • Describe different tabs in the client visit section
Menu Section Overview
  • Review menu items, i.e., caseload, schedule, tasks, offers in light detail
Offers
  • Show steps to view offers and info on the visit, accept/decline
Tasks / Menu Section
  • Show how to view and create tasks
Care Plan
  • Review care plan and show how to complete services tasks associated with them
Completing Service Tasks
  • Where and how to complete service tasks as well as how to leave a comment if service task doesn't need to be completed today
Form History
  • How to view forms on the client visit profile screen
Form Submission
  • How and where to fill out a form on mobile
Settings: Offline Mode, Changing Password, logging out
  • How to enable offline mode on mobile, and how to change your password and log out

BASIC SCHEDULING
Video Description
Calendar Views Overview
  • Describe calendar views (daily, weekly, etc.
  • Describe the colour codes associated with the visits
Scheduling from Client Profile,  Visit Add
  • Describe how to add a visit through the client schedule tab, choosing the correct service. Adding skills and forms onto a visit 
Employee Finder
  • How to use employee finder, and how to eliminate or add specific filters
How to Create Recurrences
  • Creating a recurrence, explain the different frequencies you can set them for and split recurrences
Editing a Visit
  • How to view and edit visit specifics
  • Changing the employee, changing the date and time
Vacant Visits and How to Fill Them
  • How to create offers
Cancelling or Holding Visit
  • How to cancel or hold a visit
Scheduling from Employee Profile, Visit Add
  • How to add a visit through the employee schedule tab
Add Notes or View Visit Notes
  • How to add a note to a visit
All Employee and All Client
  • Overview of the two tabs and the filters
Facility Profile Overview
  • Facility Profile Overview
Facility Scheduling - Employees
  • Scheduling on the Facility Employee Scheduling tab
Facility Scheduling - Clients
  • Scheduling on the Facility Client Scheduling tab

VISIT APPROVAL
Video Description
Visit Approval
  • How to access visit approval, filters available, select appropriate dates, approve individually to scheduled time OR batch action to scheduled time.
  • Vacant visits cannot be approved. Approve cancelled visits always

 

Home Care Workflow Training Videos

REFERRAL WORKFLOW
Video Description
Client Existing in AlayaCare  
Client does not exist in AlayaCare  

CLIENT INTAKE
Video Description
Client Intake Workflow: Part 3A  
Client Intake Workflow: Part 3B  

COORDINATION
Video Description
Coordination Workflow: Primary Coordinator  
Coordination Workflow: Team Lead / Service  
Ongoing Primary Coordination  

CARE PLANNING
Video Description
New Client Care Plan  
Existing Client Care Plan  

SCHEDULING
Video Description
Single Service  

EMPLOYEE SCHEDULING
Video Description
Employee Master Set-Up  

EMPLOYEE FACILITY RUN SCHEDULING
Video Description
Facility Set-Up  
Assigning Employees to Employee Shifts  
Assigning Employees to Client Visits  
Ongoing Emplyee Scheduling Coordination  

CLIENT FACILITY RUN SCHEDULING
Video Description
Client Facility Scheduling: Part 1  
Client Facility Scheduling: Part 2A  
Client Facility Scheduling: Part 2B  

SERVICE DELIVERY
Video Description
Service Delivery: Goals Unmet  
Service Delivery: Goals Met  

DISCHARGE
Video Description
Discharge Workflow  

About Our Vendor: AlayaCare
 

Solution Videos
  • Coming soon
About the Vendor and Solution

Technology Guidelines/ Policy


Health PEI Guidelines/Policy
  • Coming soon
Mobile Technology Guidelines
Cheat Sheets
  • Coming soon
Last Updated