Overview

About AlayaCare

AlayaCare is a comprehensive home and community care case management platform. It offers a configurable Electronic Health Record (EHR), scheduling and billing tools, point-of-care documentation, client portals, virtual care, and machine-learning–based clinical support and predictive analytics.

Pre-requisites

The integration is available to any organization on Caredove's Advanced CBO plan or higher and includes the AlayaCare integration. Contact your Caredove representative for activation details. Check with your AlayaCare representative for any associated AlayaCare fees. Learn more here.

Integration Summary

The Caredove-AlayaCare integration can import referrals received in Caredove to AlayaCare.

Key Capabilities	Available	Notes
Import referrals to AlayaCare based on a configured trigger		See the Use Cases & When to Send Referrals section below for additional details
Import attachments		Attachments must be manually downloaded from Caredove and then manually uploaded to the client’s AlayaCare profile
Map standard referral data to AlayaCare fields		See the Data Fields Supported section below for additional details
Map custom referral data to discrete fields		Custom referral data is available in the Questionnaire field
Map custom referral data to one generic field (Questionnaire)		Custom referral data is available in the Questionnaire field
Client matching		Matches an existing client based: First Name and Last name and Date of Birth

Learn more

Import Caredove Referrals to the AlayaCare Referrals Module - Caredove referral arrives in the AlayaCare referral inbox based on a configured trigger, such as when it is complete or received in Caredove.
Map referral data to AlayaCare fields - Caredove referral data is mapped to AlayaCare referral fields for key data (such as registrant contact information). Other detailed form information is included in the Questionnaire field.
Client Matching - AlayaCare algorithmically determines if the referral matches an existing client based on the following fields: First Name and Last name and Date of Birth. If any of these field values change, AlayaCare will recognize the registrant as a different client. For any adjustments to this behaviour, please reach out to your AlayaCare representative.

Data Fields Supported

Referral information mapped into AlayaCare includes:

Client demographics (e.g., name, DOB, gender, language)
Contact info (email, phone, address, health card, etc.)
Referral metadata (appointment and request dates)
Additional intake form responses and free-form notes

Any fields not directly mapped into AlayaCare are available in the Questionnaire field.

Meta Data	Transmission Date Request Date
Client Demographics	First Name Last Name Personal Pronouns Gender Gender Identity Sexual Orientation Relationship Status Birthday Language Email Phone Main (with extensions) Phone Other (with extensions) Address 1 Suite Address 1 Street Address 1 City Address 1 State Province Address 1 Zip Postal Code Address 1 Country Health Card Health Card Version
Client Contacts (Up to 3 contacts)	Contact Type Contact Relationship First Name Last Name Language Email Phone Main (with extensions) Phone Other (with extensions) Address Suite Address Street Address City Address State/Province Address Zip Postal Code Address Country
Request Details	Request Type (i.e., "Service Request") Caredove Referral ID Authored Date Closed Date Archived Date Other External Identifiers (e.g. `CHRIS-123456`) Caredove Status Caredove Sub Status Caredove Full Status Source Reason for Referral Questionnaire
Service Details	Service External ID Service Name Service Organization Name Service Organization ID
Provider Details	Provider ID Provider First Name Provider Last Name Provider Job Title Provider Employer

Use Cases & When to Send Referrals

We can configure referral triggers to align with your workflow, as follows:

Send after submission—import once referrals are submitted or added to your Caredove inbox
Send on status updates—import when referrals are marked “Ready” or “Received”
Send on booking or closure—import when an appointment is booked or a referral is closed

Review this article to learn more about which trigger (and why) you should select to best suit the needs of your organization.

We’ll work closely with your team to configure the import timing that best aligns with your intake and case management process.

Attachments

If the Caredove referral form had an attachments field and some attachments were included in the referral, those attachments will not be imported into AlayaCare.

Your team will need to manually download those attachments from Caredove and upload to the client's AlayaCare profile.

Restrictions

The integration has the following restrictions:

Services - When the client profile is processed in AlayaCare, AlayaCare will create a new service (and accounting code) unique to the Caredove service. Your team will need to edit the service after the processing to connect it to a different service, if needed.

Troubleshooting Caredove-AlayaCare Integration Errors

For a general overview on how to manage integration errors in Caredove, please refer to the following support article: Troubleshooting Integration Error Messages.

If you receive an error with an unclear meaning, or if the issue persists after making the suggested edits based on the error message, please contact Caredove Support by typing “Talk to a person” in the chat box.

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