AlayaCare Assessments Integrated Data Elements

Learn more about how AlayaCare Assessments works with the core AlayaCare solution to transfer client-specific demographic elements. In order for the data to have the same meaning in both parts of the solution, it is important that the field mapping is correctly implemented, and the same mapping are applied in all environments.

Note that demographic data is transferred from the AlayaCare solution to the AlayaCare Assessment module, not in the opposite direction.

• Client Name
• Date of Birth
• Client Unique Identifier / Health Card Number
• Case Record Number
• Sex/Gender
• Marital Status
• Postal code

Client Name

The client name will be added to the AlayaCare Assessments module and any interRAI assessment, based on the information entered in the AlayaCare Form Context fields which are First Name (first_name) and Last Name (last_name).

Date of Birth

The date of birth will be added to AlayaCare Assessments module and any interRAI assessment, based on the information entered in the AlayaCare Form Context field, which is Birthday (birthday).

Client Unique Identifier / Health Card Number

In the AlayaCare Assessments module, the interRAI assessment will include a field where the expected value is either the client’s provincial health card number, or an exception value populated when: 

• The client does not have a health card
• The health card number is unknown
• The health card number is not applicable, as the client is receiving care via federal services (e.g. RCMP or CAF member)

In AlayaCare, the field to capture the health card can be mapped to one of two locations based on the following agency requirements:

• AlayaCare External ID (uid)
• AlayaCare Form Context field that is mapped to health_card. The label can be determined by the agency.

The information stored in the mapped field will transfer to the AlayaCare Assessments module, as well as any interRAI assessments for that client.

Please note that if the mapped field for health card number does not contain a value, it will be populated in the interRAI assessment as a 1, indicating that the health card is unknown. In situations where a different value is needed (e.g. 2), that value will need to be entered into the health card field in AlayaCare.

Case Record Number

The Case Record Number will be added to AlayaCare Assessments module and any interRAI assessments based on value stored as the AlayaCare ID.

Sex/Gender

interRAI assessments commonly have multiple fields to capture data elements related to sex and gender. interRAI defines sex as “Person’s sex that was assigned at birth” with three responses: Male, Female, and Not assigned male or female.

The AlayaCare application will transfer data collected related to the client’s sex (as defined above) to the AlayaCare Assessment module, and to any interRAI assessments for that client. This information will be transferred based on the value that is entered in the AlayaCare form context field - gender. The field label can be changed to a description that meets agency requirements. Some agencies have found it helpful to update the label to be “Sex at birth”, to make this field distinct from any other field(s) collecting data related to gender/gender identity.

Note that currently, gender/gender identity information collected in the AlayaCare application is not transferred to the interRAI module.

• Important Configuration Note: please know that the form context field gender is not disabled, nor are the options extended to capture additional gender identity values.
• This field is required for the successful implementation of the AlayaCare Assessment module, as well as the collection of interRAI data related to client’s sex at birth.

Marital Status

The collection and submission of marital status data varies based on the interRAI assessment, as well as the location where the data will be submitted. 

• interRAI CHA with submission to IAR
  • If configuration is available and a match is found based on the configuration requirements outlined below, the marital status will be transferred to the AlayaCare Assessment module and the interRAI record.
  • The user will also have the option to update the answer in the form. However, the updated response will only be stored in the assessment and will not transfer back to the AlayaCare demographics field. 

• interRAI HC with submission to CIHI
  • Marital Status is required for submission. This field must therefore be configured to successfully implement the AlayaCare Assessment module.
  • The configuration of the marital status field must match the configuration requirements outlined below.
  • The user will not have the option to update the answer in the form.   

• Marital Status Configuration
  • Marital status will be added to AlayaCare Assessments module, as well as any interRAI assessment based on the information entered in the AlayaCare Form Context field  marital_status.
  • The form context field must be List type and have the following options: 
    • Never Married 
    • Married 
    • Partner / Significant Other 
    • Widowed 
    • Separated 
    • Divorced 

Postal code

The client name will be added to the AlayaCare Assessments module, as well as any interRAI assessment based on the information entered in the AlayaCare Form Context field zip. The label for this field can be updated based on agency requirements.