June 20, 2024

Last week you received an email notification of a system outage affecting Visits in AlayaCare from June 24 to June 27, 2024. This will impact the ability to access, update, and/or create Visits within AlayaCare, but will not impact other aspects of AlayaCare. On June 24, 2024, all future-dated Visits will be removed from AlayaCare. This communication has been written to share some rationale for these changes, as well as procedures and expectations for managing this outage.

Why is this outage necessary?

Recent work to improve and provide more clarity about the way we describe services and document support in AlayaCare, has led to some system changes impacting fields tied to Visits. Specifically, definitions of services (i.e., services that show on each person’s profile that tie to scheduling Visits) and service codes (i.e., description service codes that shows on the Visit tile) are being changed, which means that future-date Visits need to be rolled back out of the system and re-entered into the updated framework. The team tried to figure out a way to do this process without needing the re-entry of work, but this is not possible in the AlayaCare system.

What do I need to do?

  1. Systems Managers have been given a report outlining all future-dated Visits in AlayaCare on June 17, 2024. They will provide this information to Program Managers (PMs) or Team Leads (TLs).
  2. It is recommended that PMs / TLs review the information and do spot checks to confirm that these exports accurately reflect current Visit scheduled in AlayaCare on or by Friday, June 21, 2024.
  3. Teams will use the exported reports for the week of June 24th to June 27th to reference all planned activities, events, and appointments for the week (as these will not be accessible in AlayaCare at this time).
  4. Effective immediately, and until the end of the outage, any new Visits, changes to Visits, notes, and/or updates on Visits are to be documented offline using a manual Visits tracking form. Click here to download a sample template. These documents must be maintained in Individual Records. AlayaCare Visits can once again be used once the outage has ended, tentatively on June 28, 2024. An email notification from DTI will be sent to all employees when service is restored.
  5. All teams should circle back and enter all manual updates (on paper Visits trackers) back into AlayaCare after the outage and by July 5, 2024.
  6. All teams should circle back and enter all post-dated scheduled events, activities and appointments (on the Visits exported report noted above) by July 5, 2024.

If you have any questions about this outage, or about these procedures and expectations, please reach out to your Systems Manager(s).

Many thanks,

Dwayne Milley
VP of Operations