July 11, 2024

As a follow-up to the last communication about many new improvements to AlayaCare, we’re updating you on new and updated forms that are available as of July 11, 2024. Forms have all been through a collaborative approval process with policy owners, Systems Managers and Digital, Technology, and Innovation.

Why does this matter? These forms are the next step in our journey towards reducing paper use and having a single, digital source for information in AlayaCare.

New Forms in AlayaCare

On behalf of policy owners, we’re pleased to share that three new forms have been released in AlayaCare this week. These include the Quarterly First Aid Inspection (Type 2 and 3) form for Saskatchewan, Assessment for Violence in the Workplace form for both provinces, and Medical Appointment form for both provinces.

The Medical Appointment form combines the Cumulative Health Record form and the Annual Medical form into one form and replaces both. Going forward, the Cumulative Health Record form and the Annual Medical form will not be available for filling in and submission, but previous submissions will still be viewable. We have streamlined the process to make it faster and simpler, and address some of the hurdles encountered previously, i.e. obtaining the health care practitioner’s signature. DSPs and PMs should review the new process by going to the section titled Completing Person Supported Forms under Direct Support Professional Training on the AlayaCare training page. 

Updated Forms in AlayaCare

The Occurrence Incident (OI) forms for Ontario have been updated to allow users to log an OI as either confidential or non-confidential. This fully addresses the concern that was raised previously through feedback. Two forms are now available for submitting OIs for Ontario: Non-confidential Occurrence Incident form and the Confidential Occurrence Incident form. Instructions are included at the top of each form to guide the user on when to use the form.

Also, the process for approval of OI forms will be modified as of July 12, 2024. Instead of OI forms being automatically approved on submission, Program Managers are now required to approve an OI form. This change has been made to align the OI forms approval process with the general forms approval process in AlayaCare. The process could not be implemented initially due to system limitations which have now been addressed. Training on the form approval process is available on the AlayaCare support site under the Program Manager Training section  and in the AlayaCare Overview section.

What’s next? 

We’re working on providing more reports to Program Managers, targeting later in July or August. Reports will be for Hot Water Checks, Bathing Protocols, and Medical Appointments. Stay tuned for more updates! 

Sincerely,

Nousheen Samuel
App Dev & Digital Prd Mgr 
Digital Tech & Innovation