How do I configure Family Portal 2.0 for my organization?

AlayaCare's new family portal allows clients and their families to access vital information about the care they are receiving and their latest records in AlayaCare.

Please note that the family portal is a premium feature with an additional license fee and must be enabled for your organization by the AlayaCare engineering team. Reach out to your account manager to learn more.

Important note: if you do not have Forms and Care Plan 2.0 enabled for your organization, the following features will not be available to users in your family portal:

• Forms 
• Visit Interventions (ADLs)

Once the feature flag is turned on and you are ready to configure Family Portal 2.0 and customize it to your organization, you will need to go through the following steps in the AlayaCare web application:

• Set up the family portal in system settings
• Add your logos to the family portal
• Configure roles and permissions

Once you have set up your family portal, you will be ready to grant clients and client contacts access to the portal from the client's profile. To learn more, see How do I manage user accounts for Family Portal?

Set up the family portal in system settings

You can use the settings in the Family Portal section in Settings>System Settings to customize the family portal to your organization by adding information such as your mission statement that you wish to be displayed in the portal.

• Agency Name
• Agency Short Description
• Agency Long Description
• Employee Naming
• Invoice Type
• Invoice Format
• Minimum number of days in advance that a service must be requested
• Maximum number of days in advance that a service can be requested
• Minimum number of days in advance that a visit must be requested
• Minimum number of days in advance that a visit change must be requested
• Time Before a Visit When the Request New Visit Button Will Be Disabled (In Minutes)
• Message to Display When the Request New Visit Button Is Disabled

Agency Name

This field allows you to customize how the name of your agency appears in the welcome message in the family portal. If no text is entered in this field, the name will default to the name of your agency or branch.

Agency Short Description

This field allows you to provide a brief overview of your agency's mission and operations for Family Portal users that will be available on both the portal homepage and in Agency Information. Use the rich text editor to customize your description as desired. You can also add images to your message.

⚠️The system will automatically populate the text, but it is recommended that you customize your short description to between 200 to 250 words.

Agency Long Description

This field allows you to provide a more detailed description of your agency that will be available to Family Portal on the Agency Information page in the family portal. Use the rich text editor to customize your description as desired.

⚠️The system will accept up to 4900 words for the long description.

You can also add images to your message. Note that you can only upload photos that are hosted on a public server. To add an image to the description, follow the steps below:

1. Locate the picture you wish to use from your web browser and right click on the image. Select copy image address.

2. In the Agency Long Description field, click the image icon.

3. Remove https:// and paste the URL you copied for the image in the box. 

4. Click submit. 

5. The image should appear in the description. 

Employee Naming

This field lets you to control how employees' names will be displayed to users within the family portal. The options available in the dropdown are First Name and Last Name, First Name only, and First Name and Initial. 

Invoice Type

Use this setting to select which invoice type you wish to use for invoices (client individual funders only) downloaded from the family portal. 

Invoice Format

Use this setting to select which invoice format you wish to use for invoices downloaded from the family portal.

Minimum number of days in advance that a service must be requested

For this setting, enter the fewest number of days in advance you wish to allow portal users to request new services from the portal. 

Maximum number of days in advance that a service can be requested

For this setting, enter the greatest number of days in advance you wish to allow portal users to request new services from the portal. 

Minimum number of days in advance that a visit must be requested

Use this setting to enter the fewest number of days in advance you wish to allow portal users to request new visits from the portal.  

Maximum number of days in advance that a visit can be requested

Use this setting to enter the greatest number of days in advance you wish to allow portal users to request new visits from the portal. 

Minimum number of days in advance that a visit change must be requested

Use this setting to enter the fewest number of days in advance you wish to allow portal users to request visit changes from the portal. 

Maximum number of days in advance that a visit change can be requested

Use this setting to enter the greatest number of days in advance you wish to allow portal users to request visit changes from the portal.

Time Before a Visit When the Request New Visit Button Will Be Disabled (In Minutes)

Use this setting to enter the number of minutes before a visit that you wish the Request Visit Change button to be disabled. If you enter 0 or leave this setting blank, the Request Visit Change button will not be disabled.

Message to Display When the Request New Visit Button Is Disabled

the message you wish to display to portal users when they hover over the disabled Request Visit Change button (for example, "Changes to a visit cannot be requested within 30 minutes of the visit start time"). If you do not enter a message here, no message will be displayed.

Make sure to click Save to save your changes to System Settings.

Add your logos to the portal

You can add versions of your organization's logo to the family portal by going to Settings>Agency Information>Logos.

In the Family Portal Agency Logo (Black and White) field, upload the image you wish to appear as the logo in the top left corner of the family portal. You are encouraged to upload an image with a white background.

In the Family Portal Agency Logo (In Colour) field, upload the image that you wish to appear on the Agency Information page (Home>More Information).

Configuring roles and permissions

Roles for the family portal are found under Client Portal Roles in Settings>Roles and Permissions. To  There are two roles for the family portal available by default: Patient and Family. 

To create a new role, click +Add New Role. 

Enter a name for the role you wish to create and add a description if necessary. Select Client Portal Roles as the Portal Section and then click Save.

The following ACLs control access to features in Family Portal 2.0:

Scheduling 

• View schedules: allows portal users to see the Schedule tab in the portal and the scheduling tiles (Current visit, past visit, next visit) on the home page. 
• Request new visit: allows users to see the Request New Visit button in the Schedule tab.
• Request visit change:  allows users to see the Request Visit Change button in the visit details dialogue for upcoming visits. 
• Review care worker: allows users to see the Review Care Worker button in the visit details dialogue for past visits as well as the Write a Review button on the homepage. 
• View visit interventions (Forms and Care Plan 2.0 only): allows users to see any interventions (ADLs) scheduled for a client visit when viewing visit details.

Workflow 

• View the client active services: allows portal users to view the list of active services under the Active Services tile in the Home and Care tabs. 
• Request new service: allows portal users to see the Request New Service button in the Home and Care tabs in the family portal.
• Can create task: allows portal users to make a request for a new service, new visit, or visit change from the family portal.
• View client forms (Forms and Care Plan 2.0 only): allows portal users to view the Latest Forms tile in the family portal. 
• Add client forms (Forms and Care Plan 2.0 only): allows portal users to view the Forms to Complete tile in the family portal and complete and submit active forms of type family portal. 
• View client medications: allows portal users to view the Active Medications tile in the Care
• View client vitals: allows portal users to view the Vitals tiles in the Care tab.
• Edit your own forms (Forms and Care Plan 2.0 only): allows portal users to edit forms they have submitted in the portal.

Employee

• View the names of employees: allows portal users to view the first and last names of the employees in the Home, Schedule, and Care tabs. Depending on their other ACLs, they will be able to see which employees are assigned to visits, submitted forms, administered medications, and recorded vital readings.
• View employee photos: allows portal users to see the photo of an employee assigned to a visit from the Schedule tab or in the scheduling tiles on the homepage (Past Visit, Current Visit, Next Visit). 
• View the ratings and reviews of the employee on the portal: portal users with this ACL will be able to see past ratings and reviews of an employee on the Care Team page or the employee profile.
• Display skills and qualifications: portal users with this ACL will be able to see an employee's skills and qualifications when viewing the client's care team or an employee's profile in the family portal.

Accounting:

• View balances: controls portal users' ability to view the client's total account balance. If a user with this ACL does not have the View invoices ACL, they will not be able to access the invoice history screen from the Total account balance tile.
• View invoices: controls portal users' ability to view a client's invoices. If a user with this ACL does not have the View balances ACL, the title of the Total account balance tile under the Home tab will be Invoices and will display the number of invoices for the client along with the button to view the invoice history. If the user has both the View invoices and View balances ACLs, the title of the tile will be Total account balance (total balance will be displayed along with a button to view the invoice history).

Please note that for admin portal roles, the following ACLs related to family portal will also be available:

• Employee>View employee reviews: this ACL controls who can view an employee's reviews in the web app. Only employees with this ACL will be able to view the Ratings tab in an employee profile.
• Dashboard>Family Portal Open Tasks: this ACL controls access to the Family Portal Open Requests KPI.
• Workflow>Manage family portal access: this ACL allows users to see the options to add family portal access and manage family portal access for clients and contacts.
• Workflow>Manage family portal email templates: this ACL allows users to edit the email templates for the various scenarios in which emails to portal users are triggered.

 If you are not using Forms and Care Plan 2.0 yet, you should turn off the View Client Forms  and View visit interventions ACLs so that users will not see an empty tile in the Care tab.