On the main dashboard Users will be able to access Referrals and Service/Frequency Updates by clicking on the 'Patient Intake' tab, or clicking on the KPI 'Pending Referrals'.
Step 1. Click the 'Referrals' tab to view all referrals and updates in AlayaCare
The date field will default to today; to view all Referrals/Updates, make sure the date field is cleared.
Within the 'Referral' tab, Users are able to search and/or filter using various filter/search fields:
- Status (Posted, Processed)
- Referral Source (CCAC Name)
- Service Type (ie. Personal Support & Homemaking, Nursing, etc.)
- Delivery Code
- Request Type (New, Frequency Update, Update)
- Sort By (Transmission Date, Required First Visit Date, Date Service Required By)
- Order (Ascending, Descending)
Step 2. Click the green 'Process' button to process the referral/update
Once the 'Process' button is clicked, the User will be prompted with a screen to help direct the referral/update to the correct file, should one exist, or to create a new client file in the system.
Step 2a. Create or select a client
The display as seen above will break down referrals that match an existing client profile within the system. Matches will be based on three key pieces of information:
- An existing Client's Health Card Number;
- Client ID; or
- Client First and Last name.
If a match/matches are displayed, click 'Choose' on the correct Client Profile match. If no matches are displayed above this is a new referral and you will select 'New Client and Service'.
Step 2b. Create a new service or select an existing service.
If the referral/service update is applicable to a service already existing in AlayaCare, select 'Choose' and then Submit. If the referral is for a new services, which does not exist in AlayaCare, choose 'New Service'.
Depending on whether an already existing service line was selected or if you chose 'New Service', a Confirmation dialog box will appear. Select 'Confirm', and the update will automatically occur in the Client's profile.
After the User has indicated where the Referral/Update should go, the 'Process' button will change to 'Coordinate'.
Once you click the green button will change to 'Coordinate'. Click 'Coordinate' to access the respective client profile.
Click ‘Coordinate’ to signal the AlayaCare system to process the referral into the software, and add the appropriate information to either a new client file (creating a new client), or add information to the existing service (ie. Service updates).
For NEW referrals for Clients not existing in AlayaCare, clicking 'Coordinate' will take the User to a new client file that has been pre-populated with relevant information, such as First/Last name, DOB, Health Card Number, Address, Contact Information, etc.
Please always double-check that correct information has been added to the file as AlayaCare cannot control content received from the Provider.
Step 3. Populate respective Client and/or Service information
Certain information will pre-populate in AlayaCare depending on whether:
- The referral is for a New Client that does not exist in AlayaCare
- The referral is for an existing Client that had been admitted for a new service
- The referral is an update for an existing Client who is on an existing service
Certain demographic information will auto-populate based on information provided in the Referral. In addition, service information will be added under the 'Services' tab, where the remainder of Care Coordination will take place.
Now it's time to Coordinate Care!