How to Sync documentation to Resident Evaluation Tool changes

Use this guide if your team has recently made changes to your Resident Evaluation Tool (RET) or Care Settings and you need to sync residents' existing Care documentation (Evaluation, Service Plan, Care Plan) to reflect these changes. 

Resident Care documentation to Sync

When you complete an Evaluation in ALIS, you initiate a standardized workflow to assess needs and build a care schedule. All three components can be generated as PDFs for signing.

1. Resident Evaluation Tool (RET): A comprehensive assessment of health and acuity.

2. Service Plan: A document generated from evaluation answers. This acts as the contractual agreement and is where clinical members schedule specific services.

3. Care Plan: The final, actionable schedule used for daily Care Tracking. 

When you perform a sync, you are updating these three documents to ensure they pull in the most recent settings, pricing, and care logic:

• Evaluation: A comprehensive assessment of health and acuity. When synced, you pull in the latest assessment questions, point values, and level of care logic.

• Service Plan: The primary contractual agreement with the resident. Once the evaluation is synced, this document updates to reflect new service options or fee changes. 

• Care Plan: The final, actionable schedule used for daily Care Tracking. This is the final output of the sync. 

Why it is important to Sync 

ALIS is designed to preserve historical accuracy. When you update the Resident Evaluation Tool or Care Settings, those changes do not "backwards-sync" to existing resident records. This ensures that a resident’s past evaluations remain a reflection of the assessment criteria and associated pricing in place at the time they were signed. 

However, a manual sync is necessary when you need global setting updates to apply to a resident immediately—without waiting for their next scheduled assessment. Failing to sync means the resident's current Care Plan and billing may be tied to an outdated version of your evaluation tool and other settings. To bridge this gap, you must manually "sync" by starting a new evaluation using the resident's last evaluation details.

When to Sync 

Perform a sync if you have modified any of the following settings and need them to reflect on current resident profiles immediately.

RET Settings

• Questions & Answers: New or updated questions, or modified answer choices

• Acuity & Fees: Changes to answer point values, Levels of Care (LOC), LOC fee changes, or updates to Care Packages.

• Evaluation Logisitics: Changes to Reasons for Evaluation, Default Roles, or Location settings.

• Service Plan Options: Updates to Service Plan addendum "Needs" options

Care Settings

• Care Items: Adding, disabling, or changing settings on an existing Care Item.

• Care Programs: Adding or disabling Assignment (Care Program) lists.

• Care Shifts: Adding or disabling specific shifts used for scheduling.

How to Sync 

Important: If a resident's Evaluation, Service Plan and Care Plan is in progress, you must fully complete all three of these first before following the below steps. 

Step 1: Start 'new' evaluation using last evaluation details

1. Nagivate to a resident profile and expand the Evaluations and Service Plans section.

2. In the top right corner, click the blue Start New Evaluation button.

3. This takes you to the Resident Evaluation page. At the top of the page, review the Last Evaluation Date and Last Evaluation Reason.

4. In the Evaluation Information section, change the Date and Reason fields to match those same details.

5. Click the Save Evaluation Information button. 

Step 2: Review & 'Complete' Evaluation

1. If you've made changes to specific questions or answers in the RET - locate the question and identify if you need to make any new selections.

2. Click Complete Evaluation.  

Step 3: Review & 'Complete' Service Plan

1. In the pop-up, click Go To Service Plan.

2. Review scheduled services and update any yellow or red sections on the Service Plan (if applicable).

3. Click Complete Service Plan.

Step 4: Review Care Level & Publish Care Plan

1. On the Review Care Level page, if you've made changes to the care level or fees - the updated information will show here.

2. Click Complete Review.

3. In the pop-up, click Commit and Review Care Plan.

4. Review the Care Plan for accuracy and reflected changes.

5. Click Publish.  

Print Synced Documentation

Once the sync is complete, you can generate the updated PDFs.

For an individual resident: 

1. Expand the Evaluations & Service Plans section on the resident's profile. 
2. Click the paper icon under the Reason column.
3. In the pane that opens, select Packet Items. 
4. Click View to generate the PDFs.

For bulk printing:

1. Navigate to the Print Center. 
2. Click Download below the Care Plans, Assessments (Evaluations), or Service Plans headers. 
3. In the pane that opens, set the download parameters (e.g., Product Type, Residents).
4. Click Download to generate the batch PDFs.

Related Articles: 

• How to complete an Evaluation

• How to complete a Service Plan

• How to Add or Review a Care Plan 

For more assistance with your RET,

Contact our ALIS Customer Success Team:

888-404-ALIS(2547) or support@go-alis.com