Embedded Files
The AlayaCare mobile app allows Support Workers in the field to access their schedule, clock in and out visits, and review and update records for clients, all from a mobile device.
The examples below are from the Android app. There may be slight differences in the Iphone app
Try the interactive guide HERE to familiarise yourself with the Alayacare app navigation.
Logging in the app for the first time
Logging in the app for the first time
Enter the company server name accurohomecare.alayacare.com.
NOTE: For your initial training use the server name accurohomecare.uat.alayacare.com
Click "Next"
Enter your email address
Enter your password
Tap "I Agree" to the privacy agreement
Tap "Not Now" or "Confirm" if you wish to enable biometric login. (this will allow you to log in with thumb print or face recognition instead of a password.) If you tap confirm, follow your phone prompts to setup biometric login.
If you are asked to allow Alayacare to access this devices location, tap "While using the app".
Future logins will not require you to enter the server name.
NOTE: To enable biometric login
Click the 3 bar menu, then click settings.
Click Biometric login (Android) or Face ID (Apple)
Employee Schedule
Employee Schedule
Upon logging in, the app will default to the your current schedule for the day.
Tap a visit to view more details about the client and the upcoming visit.
Swipe right to view visits for previous days (you can view the last 7 days)
Swipe left to view visits on future days (you can view up to 14 days ahead)
Green – clocked into a visit
Blue – completed visit
Grey – cancelled or visit on hold
Red – unavailable
Outline Blue – to be completed
Visit Hub
Visit Hub
After you tap on a visit in your schedule you will see the visit hub
First card shows a summary of the information for the upcoming visit
If it is a Facility Visit, it may show corresponding visits for clients assigned to you.
Second card is called “Care” and takes you to all the care related sections within the app
Large clock in button at the bottom of the screen is how you clock in to start your visit. Simply tap Clock In to start your visit. Once clocked in, the button will turn red and say Clock Out.
Facility Visit
Facility Visit
When assigned a visit to a facility. You will see the facility visit on your schedule (See Pakenham visit in previous image) and also the clients assigned to you. If you tap into the facility visit. Those clients assigned to you will also show in Corresponding Visits.
You will need to clock into your facility visit and each of the client visits assigned to you.
Do not clock into the client visit if the client is not present.
On completion of the activity, clock out of each of the clients visits and your facility visit.
Visit Details and Service Details
Visit Details and Service Details
Clicking on the first card gives you 2 tabs
Visit Details, which gives you directions, risks, access to the care provider notes, visit notes and premiums where you can add time and distance travelled.
Service Details, which gives you the Service Instructions for the visit.
Visit Notes
Visit Notes
Visit Notes are used to share information between support workers and office staff about the visit.
To add a Visit Note
Tap Visit Notes
Tap the + icon
Type in your note.
Tap the send icon
Using Maps for Directions
Using Maps for Directions
In Visit Details, click on the visit address.
This will bring up the location of the client using Google maps.
Tap Directions to get directions from your current location to the client.
This will give you the fastest route according to current traffic conditions and the distance to travel.
Tap start to commence your journey.
Adding Transport During a Visit
Adding Transport During a Visit
Adding your KLM travelled during a visit is done using a premium.
Tap on Premiums in Visit Details.
Tap the + icon
Select NDIS Transport (in visit) - KM
Tap OK
Quantity = The number of kilometres you travelled.
Description = Where you went.
Tap OK
Time and Travel between Clients
Time and Travel between Clients
The time and distance you travel BETWEEN clients and/or facilities is payable to you. This does not include from home to your first client/facility and from your last client/facility home.
To record your travel time and distance to your client or facility, you will need to add a premium.
Tap on Premiums in Visit Details.
Tap the + icon
Select NDIS KM to visit Community, Social
Quantity = Number of KLM noted from the map
Description = Travel time noted from the map
Tap Submit
Care
Care
Within the Care card, there are two sections - Care Delivery and Care Management
Care Delivery lists the items to be completed during a visit
Care Management is where you can find read only/supporting documentation such as the care plan and medical history.
Service Tasks
Service Tasks
Service Tasks can be found within the Care Delivery tab.
These are the items you need to complete during a visit, and includes items such as forms, interventions, and goals.
Check the box to mark an intervention as complete OR tap the comment box and add a comment as to why it is incomplete.
Progress Notes
Progress Notes
Progress Notes can be found within the Care Delivery tab.
Use the progress notes to review past updates written by office staff and Direct Support Workers.
To filter the Progress Notes, tap All Progress Notes and choose one of the categories from the drop down list.
Tap the blue + icon to add a progress note for the client.
Medication Check
Medication Check
Medications can be found within the Care Delivery tab.
Tap on Medication/prompt/assist/witness
Tap on Administrations
Tap the + icon or Administer
Only enter a comment, ignore other fields.
Your comment will be - assisted OR witnessed OR prompted OR client refused OR Client unable and include time (morning / breakfast / lunchtime / evening etc)
Forms
Forms
You can complete forms from a few different places in the app, including assigned tasks, service tasks, and the Forms
Forms can be found within the Care Delivery tab.
Form drafts shows any started forms that have not been submitted.
Form History shows previously submitted forms for the client.
Pinned forms shows a list of quick access forms
To find a form to submit that is not under Pinned Forms, tap "Add a form" and scroll to find the form you need. Tap the form name, complete the form and tap Submit.
Clock out of a visit
Clock out of a visit
You must clock out of your visit once all tasks are completed. This can be done from:
• The large red button on the Visit hub at the bottom of the screen
You will need to complete or add a comment to all service tasks before you can clock out.
Open Vists
Open Vists
If you have clocked into a visit and not clocked out. When you go to your next visit you will see Manage Open Visits where the clock in button would normally be. You must clock out of the open visit before clocking into your next one.
Assigned Tasks
Assigned Tasks
You can have tasks assigned to you by office staff. Tasks can either be general or client specific and may have a form attached for you to complete.
Tap on Tasks in the menu.
A task with a form
Tap on the task to complete.
Tap Fill Form
Fill out the form
Tap Submit. Note: submitting the form will complete the task
A task without a form
Tap on the task to complete.
Read the task and perform any action required.
Tap Close Note: tapping close will complete the task.
All tasks will have a due date.
Offers
Offers
You may receive on offer to attend a visit from time to time. Accepting these offers is optional. When deciding to accept an offer, please look at the location, date, time and whether it is a single or recurring visit. The offer may also include notes which you should read. PLEASE NOTE: The time of the visit can sometimes be flexible and we may be able to adjust your roster to suit.
If you have an offer you will see a number next to Offers.
Click on Offers to view an offer.
You will see a list of offers to be accepted or declined.
Click on the offer to view more information.
Click the thumbs up to accept of the thumbs down to decline.
You may add a reason for declining if you wish.
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