The Evaluation Center is a centralized location for tracking the Evaluation and Service Plan statuses of all residents and applicants. It provides an at-a-glance view of your community's assessment needs to help you determine exactly which residents are due for a review.
Read these guides for instructions on how to complete Evaluations and Service Plans:
Access the Evaluation Center
Navigate to the Evaluation Center by clicking on the Dashboard icon or by using the Residents dropdown menu in the top navigation bar.
Configure Evaluation Center
A Configure Evaluation Center button is available only to users with specific security role permissions, which are typically clinical administrators. These settings allow administrators to filter the Evaluation Center view for all other users at the community-level to ensure consistent focus on relevant data.
Available configurations include:
Show/Hide Applicants: When set to 'Hide', applicant profiles and corresponding categories are removed from the Needs Attention tab.
Show/Hide Residents On Leave: When set to 'Hide', residents marked as "OFF PREMISE" are removed from the Needs Attention tab. Once a resident is marked back on premise, they will be visible again.
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Product Types: Set a default Product Type filter (e.g., Assisted Living) that applies across all tabs.
By default, the Evaluation Center will automatically exclude Independent Living (IL) applicants and residents.
Copy settings to other communities: Select the checkbox, and then use the dropdown menu to choose which communities in your portfolio to copy these configurations to.
Evaluation Center page
The Evaluation Center contains three tabs that organize evaluation completion tasks: Needs Attention, In Progress, and Needs Signatures.
- The All Residents tab serves as a central location to quickly view the most recent Evaluations and Service Plans for applicants and current residents. It also provides access to all historical records.
- The Print Blank Evaluation button generates a blank template of your custom evaluation in ALIS. This may be useful if you must use pen and paper to track the answers to questions on-the-go.
- The Start New Evaluation button is one option (of many) in the Evaluation Center to begin a new evaluation for any resident who does not have a currently 'In Progress' Evaluation or Service Plan.
Needs Attention tab
The Evaluation Center defaults here to help prioritize residents' evaluations that require your attention. This tab highlights residents who require immediate action.
It is organized into four different categories:
Applicants: No Evaluation: Displays all applicants who do not yet have an Evaluation and Service Plan on file.
Applicants: Reevaluate: Displays applicants whose initial evaluation has expired or requires an update before move-in.
Current Residents: Past Due: Displays residents whose evaluations have passed their expiration date.
Calendar View: Below the immediate tasks, the page provides a calendar view for upcoming months. This shows the number of re-evaluations due in the future.
Note: Any re-evaluation after the first one will pre-populate with responses from the most recent assessment. You simply need to review the details and update what has changed. Refer to this How to complete an Evaluation guide for more information.
In Progress tab
This tab displays any Evaluation or Service Plan that has been started but not yet completed. It is best practice to prioritize completing these documents quickly. If a document sits in "In Progress" for too long, the data may become outdated, requiring you to restart the process.
- Click the Continue button on either the Evaluation or Service Plan (whichever is applicable) to pick up exactly where you left off.
Note: The Manage Details button in the Evaluations column takes you to the Evaluation and Service Plan Details page. Read the below Evaluation and Service Plan Details section for more information.
Need Signatures tab
This tab lists all residents whose most recently completed Evaluation and/or Service Plan is missing at least one required signature.
The required signers are customized in your Resident Evaluation Tool Settings as part of your integrated evaluation tool. For assistance with configuring signatures, contact your Account Manager or our ALIS Customer Success Team.
If a document is incomplete, a Sign button will appear. Click any of the Sign buttons here to navigate directly to the Evaluation and Service Plan Details page and capture the signature(s). The Manage Details button goes here too.
All Residents tab
This tab displays the most recent Evaluation and Service Plan records for every Applicant and Current Resident. You can easily identify the overall status of each resident's most recent Evaluation and/or Service Plan based on the color-coded bars to the lefthand side of each resident photo:
Yellow: One or both documents have the status "In Progress" and/or "Not Signed."
Red: The resident's most recent evaluation has expired and has the status "Past Due."
Blue: No evaluation data exists yet for this resident.
Filters
Status dropdown menu allows you to view evaluations in specific stages of completion (e.g., Completed, Past Due).
Sort based on Product Type.
By default, residents are listed alphabetically by last name. You can update the Sort By filter to sort the list by Room number.
Export to Excel
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The Export to Excel dropdown offers two ways to view your data in spreadsheet format. These files often contain granular details that are not found in other standard reports. See the below Reports section for more information.
Export Current to Excel: Provides details for all the most recent documents on file.
Export Historical to Excel: Provides a deep dive into details regarding all current and previous documents.
If a resident has no evaluation on file, two buttons will appear in their row:
Start New Evaluation: This option begins the full evaluation process within ALIS for this resident.
Add Historical Evaluation: This option allows you to manually import the date, expiration date, and Care Level of an evaluation that was completed external of ALIS. This helps you track when the next evaluation is due without having to complete the full ALIS Evaluation, Service Plan, and Care Plan immediately. However, please note that because this method does not create a full digital record, it does not allow you to upload supporting documentation or help you reach Service Plan completion goals.
How to 'Start New Evaluation'
The Start New Evaluation buttons shown at the top right of the Evaluation Center, Needs Attention tab, and the All Residents tab allow you to begin or re-complete the process for any applicant or resident who does not have a currently "In Progress" Evaluation or Service Plan.
Note: Any time you reevaluate after one has been completed in ALIS, the evaluation will contain all responses from the most recent evaluation version so you only need to review details and update changes.
For information on how to start a new evaluation from the Resident Profile and how to fully complete an evaluation, refer to this How to complete an Evaluation guide.
Evaluation and Service Plan Details
Navigate to this page by clicking the the Manage Details button. This page allows you to review required dates, documents, and signatures for a resident's most recently completed Evaluation and Service Plan. The information on this page determines what displays in the Evaluation Center.
Key details, including Care Level and Fee, are displayed and editable to authorized users. However, edits may prompt you to edit the existing Service Plan and publish a new version.
Click the Sign link to collect signatures electronically, use the Upload button to upload a signed paper copy of the document, or upload a signed copy via the Inbound documents feature.
If the Service Plan has just been completed, an alert will prompt you to Review Care Plan. When you click on this button, you will be automatically directed to the the Care Plan section of the resident's profile. For more information about Care Plans, refer to this How to Add or Review a Care Plan guide.
e-Sign Evaluations and Service Plans
ALIS integrates with Dropbox Sign which allows you to email Evaluations and Service Plans directly to outside parties, such as family members, for electronic signature. The Dropbox Sign integration is behind an entitlement and also requires a contract addendum for your ALIS subscription. For enablement assistance, contact your Account Manager or the ALIS Customer Success Team.
How to Send for Signature:
Navigate to the Evaluation and Service Plan Details page for any completed document.
Ensure all details are accurate, and collect all internal staff signatures first.
Click the blue Send for Signatures button.
In the pop-up, use Lookup Entry to select a contact with an existing email on file, or use Manual Entry to type a name and email address.
Click Submit. The document will be marked as Document Locked and cannot be edited while signatures are pending.
Managing Statuses
Pending: The recipient has been emailed but has not yet signed. You can use the available buttons to Remind or Cancel the request.
Signed: The recipient has completed the document. Click the paper icon to view or print the final signed PDF.
You can also track the status of all sent documents using the E-Signature Activity Report located in the Reports > Resident Reports.
For more information about e-signing Evaluations and Service Plans, refer to this E-sign Evaluations and Service Plans guide.
Upload Signed Evaluations via Inbound Documents
The Inbound Documents feature allows you to email signed evaluation documents directly to ALIS and process them from a central location, streamlining the filing and completion process.
Note: If an evaluation is currently pending electronic signature (e-sign), it will not be available for filing via this method.
Send the Document: Navigate to the Inbound Documents page to locate and copy your community's unique email address. Email the signed evaluation as a PDF attachment directly to this address. Note that ALIS cannot process body text or split large PDFs containing multiple residents' documents.
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File the Evaluation: Once the document appears in the New tab of the Inbound Documents page, click the File button and complete the following fields:
Person Type: Select Resident.
Owner: Choose the specific resident's name.
Document Type: Select Evaluation to file the document to a specific record.
Choose a completed Evaluation: Select the correct evaluation associated with the signed document.
Click Submit to file the evaluation document.
The evaluation is automatically marked as Signed on the Resident profile and the Evaluation & Service Plan Details page, and the existing PDF is replaced with the uploaded document.
For more information on filing Evaluations via Inbound Documents, refer to this Inbound Documents Reference Guide.
Reports
In addition to the Excel exports available in the All Residents tab, there are ALIS native reports and ALIS HQ Dashboards that allow you to review your Evaluation and Service plan data in a variety of ways.
ALIS Reports: Resident Evaluation Completion Report, E-Signature Activity Report (only applicable if using the Dropbox Sign integration)
ALIS HQ Dashboards: Assessment & Care Level, Weekly Shower Schedules, Weekly Laundry Schedules, Weekly Housekeeping Schedules
Note that the weekly schedules dashboards require specific setup in Care Settings. The data shown is also based on care needs scheduled in the Service Plan and subsequently published Care Plan. For enablement assistance, contact your Account Manager or the ALIS Customer Success Team.
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