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
Tech tips — read these first
Timekeeping
Logging a regular or virtual visit (NEW!): iPhone
Logging cancellations: iPhone | Android | Desktop
Please also review Guidelines for logging cancellations
Logging no-shows at the door: iPhone | Android | Desktop
Important note: If doing a virtual visit from home, and the client no-shows, don’t log no show door time for the time spent waiting. Switch to doing admin tasks at home and log admin time instead. If you drove home to do the virtual visit, log the miles manually as a premium for the admin time block.
NOTE: Logging PTO is the exact same process as logging sick time, just use the +PAID TIME OFF code instead of +SICK.
Keeping an eye on time worked: Desktop
Working with the "extra two hours" of services RCEB will be authorizing for some clients
Mileage
Notes
Uploading a photo of your visit note: iPhone
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
Google Chat and Spaces: Desktop and mobile
Other
Certificate of Awesome: Desktop
Frequently asked questions
What if I realize a completed visit is missing from my schedule?
If the visit was within last 5 days:
Open the the mobile app, go to “Schedule”.
Scroll back to the correct day.
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…
First create the visit using today’s date.
Upload a photo of the carbon copy of the note.
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:
Open the the mobile app, go to “Schedule”.
Scroll back to the correct day.
Then open the visit and upload a photo of your carbon copy.
If the visit was more than 5 days ago:
Delete the visit from your schedule using the web app.
Go on the mobile app and re-create it using today’s date, and upload a photo of the carbon copy of the note.
Then open it up again and edit the date to be the correct one.