Release 214 is scheduled to release to Production environments for:
- CAN/US: 2019-11-13 @ 01:00 AM EST
- AUS/INT: 2018-11-13 @ 03:00 AM AEDT
We target to deploy this release on your Preview environment on:
- CAN/US: 2019-11-05 @ 9:00 AM EST
- AUS/INT: 2019-11-06 @ 12:00 AM AEDT
These dates may be subject to change.
There is an estimated downtime of 3.5 hours for CAN, 1.5 hours for USA, and 1.5 hours for AUS/INT expected for this release. This downtime is required to complete the following processes:
- Changes to the Scheduling table that require the table to be locked while the migrations run.
- Changes to the Claims table to allow for the release of the new Electronic Billing features.
- Changes to tables used in Payroll and Exports.
This means that AlayaCare will be unavailable during the following windows:
- CAN: 2019-11-13, 01:00 AM - 04:30 AM EST
- USA: 2019-11-13, 01:00 AM - 02:30 AM EST
- AUS/INT: 2019-11-13, 03:00 AM - 04:30 AM AEDT
Clients are asked to refrain from using the app during this time.
We will send a notice once the database configuration is updated and the application is fully operational. You can learn more about how to plan for scheduled downtime here.
- December 10
- January 7
- February 4
- February 25
- Electronic Billing: Revise, Reconcile, and Resend Claims
- Electronic Billing: Void Claims
- Improvements to Background Jobs Screen
- Edit Pending Client Status to Account for Client Leave History
- New Process for Accessing APK Files for AlayaCare Care Worker App
- New Data Release Notes Section on Zendesk
Electronic Billing: Revise, Reconcile and Resend Claims
For U.S. clients using Electronic Billing, it is now possible to revise a claim that has been Paid or Denied and resend it to the Funder directly from AlayaCare. If you have already resent the claim from the clearinghouse, you can also update the claim in AlayaCare so that it matches the record in the clearinghouse.
To begin, click the Revise button from the claim details screen.
If you have already resent the claim from the clearinghouse, select Revise claim to reconcile with clearinghouse. Make any necessary adjustments to the Procedure Code, Procedure Modifier, or Quantity and then click Revise and Reconcile.
If you wish to update the claim and then send it to the Funder via the clearinghouse from AlayaCare, select Revise claim in AlayaCare and resend to clearinghouse. Adjust the Bill Code as necessary and then click Revise and Resend.
The status of the claim will change to Revised. If you are revising the claim to reconcile it with the clearinghouse, the icon will appear in the status. If you are revising the claim to resend from AlayaCare, the icon will appear in the status.
If you are resending the claim from AlayaCare, the Revised claim will be ready to be prepared. The next time you select Prepare Claims for the Funder it will be prepared along with any other Draft claims. After preparing the claim, you can then select Send 837 to resend the revised claim to the Funder via the clearinghouse.
To learn more, see How do I revise and resend Electronic Billing Claims? For an overview of the Electronic Billing process in AlayaCare, see How do I use Electronic Billing in AlayaCare?
Electronic Billing: Void Claims
You can now void Electronic Billing claims with a status of Draft, Prepared, Rejected, Paid, or Denied and resubmit them to the Funder via the clearinghouse if necessary. If you have already voided a claim in the clearinghouse, you can mark the claim as void in AlayaCare so that it matches the record in the clearinghouse.
To void a claim, select the Void button from the claim details screen.
When voiding a Draft or Prepared claim, you will only be able to select Void claim in AlayaCare and resend to clearinghouse as the claim has not yet been sent.
If you have already voided a Rejected, Paid, or Denied claim in the clearinghouse, select Void claim to reconcile with clearinghouse. This will allow you to change the status of the claim to Void in AlayaCare and reverse any transactions (except payments) associated with the claim (the Sale transaction created when the claim was sent along with any credits and debits against the Bank).
If you need to void the claim and resend it from AlayaCare, select Void claim in AlayaCare and resend to clearinghouse. In addition to changing the status to Void and reversing all transactions on the claim except payments, this action will also prepare the claim to be resent to the Funder through the clearinghouse. The next time you select Send 837 for the Funder, the voided claim will be resubmitted.
Improvements to Background Jobs Screen
Improvements have been made to the Background Jobs screen to make it easier for users to view and manage all Background Jobs in AlayaCare from one place.
When you go to Dashboard>Background Jobs, you will see all Background Jobs listed by ID, Type (Accounting Export, Claims, Invoices, LHIN, Payroll, or Statement), Subtype (for example, Generation vs. Run for an Accounting Export Type job), Queued by (the user who started the job), Queued on (the date the job was queued), Started on (the date the job began), Ended on (the date the job finished), Number of Items Processed in the job, Status (Queued, Started, Finished, Failed, or Cancelled), and Branch (if applicable).
In the last column, you will see all actions you can perform for each Background Job. All the same actions are available as before, but Dequeue has been changed to Cancel, and Download has been changed to View. If the name of the export is displayed in the column, clicking the button will either download the file or open it as a PDF.
You can filter on the Background Jobs list by ID, Type, Queued by, Branch, Queued on (date range), Started on (date range), Ended on (date range), and Status.
As part of these improvements, a new Manage Background Jobs ACL has been created. User roles must be configured with this ACL in order to perform actions on Background Jobs from the Background Jobs dashboard.
Only system administrators will be automatically configured with this ACL.
To learn more about the Background Jobs dashboard, see How do I view/manage Background Jobs in AlayaCare?
Edit Pending Client Status to Account for Client Leave History
It is now possible to edit a Client Status of Pending in Overview>Status History on the Client profile. This new functionality will allow Australian organizations using HCP funding to enter past On Hold Statuses and Leave Reasons for HCP Clients coming from other agencies in order to accurately reflect the Client's Leave History for the current year.
To enter an On Hold Status in the past in a new Client's Status History, go to Overview>Status History on the Client's profile and select Edit on the Pending Status. Moving the Pending Status date back in time will allow you to add an earlier Active Status so you can then add past On Hold Statuses to account for the Client's Leave History.
In the dialogue, adjust the Effective Date for the Pending Status as needed. Note that you can only move the Effective Date backward (not forward) in time.
You can also set an End Date for the status for any day and time after the Effective Date. If you add an End Date for the Pending Status, when you click save in the Edit Client Status dialogue an Active Status will be automatically created for the Client with the End Date of the Pending Status as its Effective Date.
Note that the End Date field is mandatory when editing a Pending Status for a Client that has more than one status.
Once you have added an Active Status far enough in the past to accommodate the Client's Leave History, you will be able to add On Hold Statuses for the Client with the appropriate dates and Leave Reasons by clicking +Add Client Status.
An On Hold Status can be set on top of an Active Status as long as it does not overlap with the dates of previously set On Hold, Discharged, or Pending Statuses.
New Process for Accessing APK Files for AlayaCare Care Worker App
AlayaCare has recently improved the process for accessing the latest APK (Android Application Package) file for distributing the AlayaCare Care Worker app to users' Android devices via a Mobile Device Management (MDM) solution.
The latest version of the APK file for the Android app will now be found in an s3 bucket, which you can access by going to your AlayaCare production URL followed by /assets/apk (https://<your production environment name>.alayacare.<ca|com>./assets/apk).
The URL can be accessed at any time, and the file will be available within 24 hours of a release. Only the latest APK file will be hosted in the s3 bucket, which means only one file at a time will be available for download within 24 hours of a release.
New Data Release Notes Section on Zendesk
Starting this Friday, November 8, AlayaCare will begin sending out Data Release Notes every 1-2 weeks to keep clients using the Data Warehouse informed of all changes to the warehouse tables. Once the first Data Release Notes are published, you will be able to subscribe to the Data Release Notes section in Updates and Customer Corner on AlayaCare's Zendesk site and click Follow.