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 before you can begin to set up this feature, the Family Portal feature flag must be turned on for your organization.
Please 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 users access to the portal from the client's profile. To learn more, see How do I grant access to a client's 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 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.
- 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. You can also add images to your message.
- 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: select which invoice type you wish to use for invoices (client individual funders only) downloaded from the family portal.
- Invoice Format: 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: set 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: set 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: set 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: set 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: set 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: set 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): 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: enter 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 log 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.
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.
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.