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 service(s).
Create a new Provider Report
To create a new APR for a client, go to the Services tab on the client's profile and select the service for which you wish to create an APR.
Next, select the Provider Reports tab and click +Add Report.
In the Add Provider Report dialogue, select the Report Name from the dropdown. The reports available to select will depend on the LHIN you are submitting to.
After selecting the Report Name, click +Add Service Plan Form.
If no service plan is needed for the report, select the checkbox next to No Service Plan needed. Keep in mind that if you select this checkbox the Service Plan and Additional Information sections will not be filled out and sent to the LHIN as part of the report.
After selecting +Add Service Plan Form, the form to complete will open in a new dialogue box. Complete all required fields in the Document Information, Service Plan, and Additional Information sections.
You can use either the dropdown at the top or the Next Section button to move between the different sections of the form. When you reach the final page and have completed all required fields, click Save.
After saving, the completed service plan will appear in the dialogue Add Provider Report dialogue. Click the 
icon to edit the form or the 
icon to delete it.
The Goals section of the APR will populate from the client's care plan (see Care Documentation>Care Plan on the client profile). To learn more, see How do care plan goals work with Automated Provider Reports (APRs)?
The goals will be numbered according to the order in which they appear on the care plan. A goal will be marked as New if it is the first time it is appearing on an APR for the client and service. The name of the goal from the client's care plan will populate as the Goal Description on the APR.
In the Progress Update field, click the 
button. The way you provide the update on the goal will depend on which LHIN you are submitting to.
Central LHIN
If you are submitting to Central LHIN, you must select an Outcome Code for the goal.
Select the correct Outcome Code from the dropdown (01 Goal Exceeded, 02 Goal Achieved, 03 Less Than 50% Achieved, 04 Greater Than 50% Achieved, 05 Goal Not Achieved, or 06 Goal Not Initiated). Note that if you select 05 Goal Not Achieved or 06 Goal Not Initiated, you will be prompted to select an Unmet Reason Code (A Deceased, B Admit to Hospital, C Transferred, D Non Adherence, E No Longer Eligible, or F Other).
If you select F Other, a text field will appear to enter the reason.
When you are finished, click 
to save your changes to the goal.
Central East LHIN
If you are submitting to Central East LHIN, enter your progress update in the resulting text field. You can use up to 250 characters.
Click to save your update.
Central West LHIN
For all reports except Personal Support, enter your Progress Update in the text field provided (250 character limit) and select an Outcome (Goal Exceeded, Goal Achieved, Less than 50% Achieved, Greater than 50% Achieved, Goal Not Achieved, or Goal Not Initiated).
If the report name is Personal Support, you will only have to select an Outcome.
If you select Goal Not Achieved or Goal Not Initiated, you will also need to select an Unmet Reason (Deceased, Admit to Hospital, Transferred, Non Adherence, No Longer Eligible, or Other).
Selecting Other as the Unmet Reason will open a text field for you to enter a description of the reason (50 character limit).
North East LHIN
If you are submitting to North East LHIN, you must enter your progress update in the resulting text field. You can use up to 500 characters.
If you wish to edit the Progress Update, click the 
icon.
To remove a goal from the report, select the Delete button.
Next, indicate whether you are requesting a service change as part of the report. If the APR is for communication purposes only, check the box next to Communication only.
If a service change is required, click the +Add Service Change button.
Select the type of service change from the Service Change Type dropdown. There are five possible types, each with different required fields: New frequency, Frequency change, Cancelled visit, Provider end date, and Provider discharge.
New frequency
Select New Frequency if you are requesting a new number of visits, additional hours, or a longer duration of care.
Enter the Start and End Date, choose the Units (either Visits or Hours), and select a Frequency Type from the dropdown (One Time, Daily, Weekly, Monthly, Block). Depending on the Frequency Type you select, you may need to specify the Quantity of Units, Interval, Number of Hours per Visit, and Days of the Week. Check the box next to Allow Number of Hours per Visit to be Empty if the LHIN has specified that the Number of Hours per Visit field should be left empty.
A Provider End Date Service Change report must be completed when a frequency change is requested that changes the current end date.
Frequency change
If you need to set a new End Date for the Service, select Frequency Change. Choose the Frequency that needs to change and enter the Requested End Date.
A Provider End Date Service Change report must be completed when a frequency change is requested that changes the current end date.
Cancelled visits
If you are requesting the cancellation of visits for the service, select Cancelled visits as the type and enter the Frequency, Visit Date, and Cancel Reason.
Note that when submitting APRs to Central West LHIN, if you select Personal Support as the report and choose Cancelled Visit as the Service Change Type, you will also have to complete additional fields in the Provider Comments section if the Cancellation Reason selected is Missed Provider Visit, Provider Unavailable, or Client Unavailable. The required fields are Time Specific, Alternate Time Offered, and Alternate Worker Offered. You also have the option to complete two other fields in the Provider Comments section: First Visit Completed on Time and Comments (100 character limit).
Provider end date
If you need to change the end date for the Service, select Provider end date and complete the Provider End Date field.
Provider discharge
If the service is being discharged, select Provider Discharge, enter an Effective Date and choose a Disposition indicating the state of the Client (Hospitalized, Transfer, Died, etc.). Not that the Dispositions available to select will depend on which Referral Type is selected. Use the dropdown to indicate whether the Final Report is Included or Pending.
Once you have completed all of the fields for the Service Change Type you have selected, click the 
button to add it to the report.
If you want to request additional changes in the same report, click +Add Service Change again. For some changes, the LHIN may require you to submit more than one type of service change. For instance, if you are requesting a Frequency change that changes the original end date of the service, you will also need to request a new Provider end date.
Once you have added all Service Changes, click Save.
Send a Provider Report to the LHIN
After clicking Save, you will be taken directly to the new APR. From here, you can select Edit to make further changes. Click the 
icon next to edit the Service Plan form.
Select Send to forward it to the LHIN.
In the dialogue, click Confirm to continue.
While the APR still has a status of draft, you can also choose to cancel it by selecting the Cancel button. This action will change the status of the report to Cancelled. Once the APR has been sent, you cannot cancel it.
You can also send or cancel the APR directly from the Provider Reports tab on the Service page. Simply click on the arrow next to View and select Send.
Please 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.
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