How do I manage equipment and supplies with HCCSS?

The Equipment and Supplies module in AlayaCare is used to create requisitions to order equipment and supplies required by your agency's clients.

You can use this feature in conjunction with an integration with HCCSS to send requisitions for items from your CCAC catalogue through the HSSO's PXML service. The HCCSS office must then approve the requisition in order for it to be fulfilled.

Note that equipment and supplies cannot be invoiced through ad hoc invoicing or the new billing module. 

For more general information on what this feature includes, see How do I manage provider equipment and supplies?

Settings and permissions 

To enable this feature for your agency, go to Settings>All Settings>Features and turn on the Equipment and Supplies feature flag.

To send requisitions, the LHIN Integration feature flag must also be enabled. 

  If you are an administrator with access to Settings > Roles and Permissions, you must enable at least one of the following ACLs under the Customer category for each employee role  you wish to allow to manage supply requisitions: 

• Manage Equipment & Supplies Requisitions for a Service: employees with this permission will be able to create, edit, and view supply requisitions for client services on their caseload.
• Manage Equipment & Supplies Requisitions for All Clients: employees with this permission will be able to create, edit, and view every requisition in AlayaCare. This permission is designed for coordinators, office, and admin roles.
• View Supplies Catalogue: employees with this permission will be able to view supply catalogues in a read-only format to see what items are available for ordering. 

 View the supplies catalogue

To view the supplies catalogue for your agency's HCCSS, go to Clients > Supplies Management > CCAC Catalogue. From here, you will be able to view all of the items that are available to send as part of requisitions. 

You can filter this list by Item Code or Description or the HCCSS Name.

Note that to view this list, you must also have permission to view Accounting > Accounting Settings. 

Create a new requisition

To begin, go to the Services tab on the client's  profile and select the service you wish to add a requisition for.

After selecting the correct service, click the green Equipment and Supplies tab and then select +New Requisition. 

In the New Requisition dialogue, select Pickup from CCAC as the Delivery or Pickup option. The CCAC Name that appears after selecting this option will be the name of the HCCSS that is funding the client's service. Select the CCAC Depot where the requisition will be picked up from and enter the Pickup Date. You also have the option to enter additional information in the Instructions field.

After clicking Save, you will be taken to the requisition details page. 

You can use the Edit button if you need to make changes to the pickup information for the requisition.

Click  the +Add Item button to add an item to the Requisition. 

Start typing the item code or description in the Item Name field to select the correct item from the catalogue. Next, enter the Quantity and any Additional Information if necessary. 

When you have finished, click Save. 

Click the Edit button if you need to make changes to an item you have added to the requisition. 

To delete an item, select the downward arrow next to Edit and select Delete. 

 Send a requisition

When you are ready to send a requisition, click the Send button on the draft requisition page.

You can also send the requisition from the requisitions list under the Equipment and Supplies tab. 

In the Send Requisition dialogue, click Yes to continue. 

Manage a rejected requisition

If a sent requisition is automatically rejected by the receiving system due to an issue with the data in the the pXML file, the status of the requisition will be updated to Rejected. To see why the requisition was rejected so that you can take action, click the hyperlink in the Status column for the rejected requisition under Equipment and Supplies.

In the resulting dialogue, you will be able to view the reason why the requisition was rejected. Note that you can use the Copy button to copy the text of the message.

Once you identify the reason the order was rejected, you can create a new requisition to send and fix the issue. To avoid having to re-add all the items to the requisition, you can use the Copy button on the requisition details page.

Or, select Copy from the requisitions list under the Equipment and Supplies tab.

After selecting Copy, you will be taken to the copied requisition.

Manage requisitions across all clients 

If you have permission to view requisitions for all clients and services in your organization, you can go to Clients > Supplies Management > Requisition List to track the status of your requisitions. From here, you can see the Reference Number, Status, creation date (Created on), employee who created the requisition (Requested by), Client, the HCCSS it is being sent to (only applies to HCCSS requisitions), and the number of items included for all requisitions for your organization.

You can filter the requisitions list by Reference Number, Status (All, Draft, Sent, Approved, Denied, Cancelled, Rejected), creation date (Created on), employee who created the requisition (Requested by), and Organization code.

You can also send, cancel, and copy requisitions as well as view rejection details from this screen. 

Learn more

• How do I manage provider equipment and supplies?