Feature Overview: Automated Provider Reports (APRs)

Automated Provider Reports (APRs) allow home care providers in Ontario to communicate directly with the Local Health Integration Network (LHIN) and request or inform them of changes to a client's services.

Each APR is specific to a particular client and service in AlayaCare. Note that APRs can only be completed for services that are funded by a LHIN (CCAC)-type funder.

• Configuring APRs
• Creating APRs
• APRs and care plan goals
• Sending APRs
• Printing APRs
• Viewing APRs for all clients 

Configuring APRs

To create and send APRs, your agency must enable the Automatic Provider Reports feature flag in Settings>All Settings>Features. 

The following ACLs in the Customer folder in Settings>Roles and Permissions control the ability of users to view and edit APRs: 

• View Automated Provider Reports - All Clients
• Edit Automated Provider Reports - All Clients
• View Automated Provider Reports - Assigned Clients 
• Edit Automated Provider Reports - Assigned Clients

If you do not have the ACLs to view or edit APRs for all clients, you will not be able to view the agency-wide list of APRs found under Clients>Provider Reports. 

For agencies using Care Plan 2.0, you can use the setting Goal Type Used to Populate Into APRs in Settings>System Settings to select which type of goals on client care plans will appear in APRs. 

Creating APRs

To create an APR, you must go to the service that you are submitting the report for on the client's profile and select the Provider Reports tab. From here, you can select +Add Report. 

Learn more:

• How do I create/send Automated Provider Reports (APRs 2.0)?

APRs and care plan goals

To create and send APRs, your agency must be using AlayaCare's Care Plan module (either 1.0 or 2.0). 

A client must have an active care plan with goals added before an APR can be created for one of the client's services. 

Learn more:

• How do care plan goals work with Automated Provider Reports (APRs)?

Sending APRs

⚠️Important note: your agency must have completed APR certification with the LHIN in order to be able to send APRs from AlayaCare. If you have not completed the certification process, sending the APR will only change the status of the report in AlayaCare. 

⚠️ Please also note that only users who have the mandatory field Author Designation checked for their profile can send APRs. A user may have created a provider report, but if that user does not have this field checked, they cannot send the APR even if they are the author. To check off the field, navigate to Employee> Employment tab> Employment Settings> Employee Designation.

 You can send an APR from the report itself by selecting the Send button.

You can also send APRs in draft directly from the Provider Reports tab on a client's service or the agency-wide Provider Reports list by clicking the arrow next to View and selecting Send. 

Printing APRs

You can any report print or download the PDF of any APR that has a status of sent, received, refused, in progress, or reviewed. 

You can either select the Print button on the APR or print from the Provider Reports tab by clicking the arrow next to view and selecting Print.

A print preview of the PDF. will appear in a new tab. You can then download or print the report.

Viewing APRs for all clients 

The agency-wide Provider Reports list allows you to view the status of all APRs submitted for clients across your organization. It is only available to users who have the View Automated Provider Reports - All Clients ACL. 

To view this page, go to Clients>Provider Reports. 

You can use this page to monitor the progress of APRs across all your agency's clients. After a report is Sent, the possible statuses will be Received, Refused, In Progress, or Reviewed. A Draft can also be Cancelled. 

Click the  icon to filter by Status, Client, Creation Date, Created by, Sent to, Type, Service Changes, or Submitted Date.       

You can also send, cancel, or edit APRs for clients from this list if you are in a role with the Edit Automated Provider Reports - All Clients ACL. Without this permission, you can only complete these actions on APRs for clients that are assigned to you.