We use three main software tools.

 
 

AlayaCare mobile app

For logging visits immediately after they occur. Also for uploading photos of handwritten visit notes that you leave with the family after each visit.

AlayaCare web app

For double-checking your logged visits for accuracy, for viewing report due dates, writing and sharing reports, and viewing contact info for caregivers and service coordinators.

Google Workspace

We have a secure healthcare-specific version. We use Gmail, Drive and Meet the most. We are also exploring Chat and Spaces as collaboration tools.

 

Tutorials

Note: AlayaCare recently updated parts of their mobile app, which required us to update our tutorials. Most of the iPhone tutorials have been updated, but the Android ones are not ready yet. Android users should reference the iPhone tutorials for now. Additionally, the iPhone tutorials marked with an asterisk have not yet been updated.

Getting started

Timekeeping

Mileage

Notes

Expenses & payroll

  • Requesting expense reimbursement & uploading receipt: iPhone

Reports

  • Creating, editing & emailing reports: Desktop

  • Logging in, reviewing visits, seeing report due dates: Desktop

  • How to edit a report that has already been submitted: Desktop

  • Writing reports on mobile (not recommended but can be done): iPhone | Android*

    • Note: the first section of the tutorial above (writing reports on mobile) is still valid, but the second half about reviewing existing reports is now obsolete due to an Alayacare design change. An update is in progress.

Client information

  • Viewing client phone number and address on mobile: iPhone*

  • Viewing client services and contacts, and updating client info: Desktop

  • Checking client addresses: Desktop

Video sessions

Collaboration

Other

Frequently asked questions

What if I realize a completed visit is missing from my schedule?


If the visit was within last 5 days:

  1. Open the the mobile app, go to “Schedule”.

  2. Scroll back to the correct day.

  3. Then create the visit and upload a photo of your carbon copy.

If the visit was more than 5 days ago:

The mobile app only lets you view the last 5 days of your schedule, so to log a visit that occurred more than 5 days ago, you need to do a little workaround as follows…

  1. First create the visit using today’s date.

  2. Upload a photo of the carbon copy of the note.

  3. Then open it up again and edit the date to be the correct one, and save.

How can I check that all my visits have note photos attached?


The best practice is to be extremely careful to always upload the note photo after each visit, and make sure you get the little success message at the bottom. For visits within the past 5 days, you can verify the notes are there using the mobile app. (See Tip 2 towards the end of the “Billing a visit and attaching a note” video).

What if one of the visits I logged is missing the note photo?


If the visit was within last 5 days:

  1. Open the the mobile app, go to “Schedule”.

  2. Scroll back to the correct day.

  3. Then open the visit and upload a photo of your carbon copy.

If the visit was more than 5 days ago:

  1. Delete the visit from your schedule using the web app.

  2. Go on the mobile app and re-create it using today’s date, and upload a photo of the carbon copy of the note.

  3. Then open it up again and edit the date to be the correct one.