This article explains the different sections of the Daily Email Summary.
Click here to learn how to manage your email report subscriptions.
Overview Section
This section provides a general overview of Ally App usage for last night.
Devices offline > 30 mins
Lists how many devices were offline for more than 30 minutes during the night shift. Up to five rooms will be listed. If there are more than five, these can be viewed by clicking the link marked with the ‘+’ and going to the ‘Devices’ tab in the Ally app.
Note:
Residents cannot be monitored when a device is offline.
Staff will be notified via the app if a Device is Offline and should check it is plugged in.
Ally's scheduler was NOT activated
Lists how many residents who are registered and in a room in the Ally App, that the monitoring was not activated for last night. This will display up to five room numbers. If there are more than five, these can be viewed by clicking the link marked with the ‘*’ which will take you to the ‘Morning Handover’, where you will be able to see when each resident was last checked.
Note:
All residents alone in their rooms should be monitored.
It should be the responsibility of the shift leader to ensure this happens.
Average duration of time residents were monitored for
Gives as an average, how long all residents were monitored last night. Note:
It is important residents are monitored for the entire time they are alone in their room.
If this time gets unusually small this is an indicator that staff may be turning the monitoring on too late, or off too early in the morning.
We recommend checking the residents “Timeline” in the app to see if this is the case.
Average response times > 15 mins
Lists how many residents had response times to Alerts of more than 15 minutes.
Note:
This will display up to five room numbers. If there are more than five, these can be viewed by clicking the link marked with the ‘*’ which will take you to the ‘Morning Handover’ where you will be able to view resident timelines. This can indicate where specific rooms / zones are taking longer to respond.
Active Night
This gives the number of residents that had a restless sleep last night. The details of sleep quality are taken from the Morning Handover section of the Ally App. Note:
A resident is considered to have had a restless night if they needed more care or had more activity-alerts last night compared to previous nights (5-7 nights when the information is available).
This is done on a resident by resident basis, therefore what may be a ‘peaceful’ night for one resident may be a restless night for another resident.
This will display up to 5 room numbers. If there are more than five, these can be viewed by clicking the link marked with the ‘*’ which will take you to the ‘Morning Handover’ where you will be able to view resident timelines. Click here for more information on the Morning Handover
QR Usage
This section only displays if QR codes are enabled for your home. It summarises your staff usage of QR codes.
Night Scan Rate
This is the number of physical checks completed using QR Codes only for residents in their room.
Rooms with 3+ QR issues
This lists any rooms where the staff reported issues scanning the QR code at least 3 times during the shift. This will not display if there are less than 3 issues.
High Override Rate
This will list any staff member/s that have not used a QR code for more than 40% of their total checks. This will not display if there have been no occurrences.
Warnings
This is only displayed if at least one of the following warnings occurred in the shift:
X Staff with wrong room scan - The number of staff who scanned a QR code that did not match the resident / room they started a check on. Possible things to check:
The wrong QR label in the room
The resident is assigned to the wrong room in Ally
A check was completed whilst the resident was in a different room
The QR codes in the residents rooms are correct but staff have made copies of the QR codes and scanned the wrong copy
X Old QR attempt - The number of staff who scanned a QR code that is no longer active. In Ally, managers can create new QR codes and the original QR codes become invalid. Possible things to check:
The original QR code is still in the room
A copy of the original QR code has been made and has been scanned
Staff Use Section
This section summarises the staffs’ interaction with Ally App for last night. Note that the summary only includes staff that had signed in to the App last night.
It focuses on four key metrics:
Response Time
This provides the average response time for an activity alert/ scheduled check.
This is defined as the time between the staff receiving a notification for an alert and the staff acting on the alert (dismiss/ start-check).
For each staff, this daily metric is the average response time for all alerts that staff has handled in the past night.
Top Tip: Faster response time to alerts is proven to reduce falls
Activity Alerts (Sound and Motion)
This gives an overview of the number of activity alerts (due to sound/ motion in the room) a staff member responded to last night.
Dismissed - the number of activity alerts that were listened to and staff decided they did not need to visit the resident
Check and care given - the number of activity alerts staff had responded to and provided care when they had checked on the resident.
Check and no care given - the number of alerts that staff decided to check on a resident but no care was needed at the time of the physical check.
The ‘out of’ bracket under checked activity alerts is the total number of physical checks completed due to activity alerts.
Top Tips:
This will give you insight into who are the primary users of Ally and if all the staff are working together. We would expect to see all staff responding to a similar number of alerts.
Look out for staff that never dismiss alerts. In the above example, Staff A reviews 52 alerts, checks the resident on all 52 alerts and does not provide care on 50 of the checks. This indicates 50 of these checks were not warranted and therefore could have been dismissed.
Scheduled rounds
This section gives an overview of the number of scheduled checks completed, with either:
‘Of which no care was given’ provides the number of times care was provided at the time of scheduled check. If there are a high amount of scheduled checks that do not lead to care, managers should aim to review these checks on individual resident account settings and extend these checks where safe to do so to reduce disturbance.
‘Of which care was given’ is when staff have provided care at the time of a scheduled check.
Note: If you have integrated with a care management system, staff may choose to add notes on Ally which will then show in your care system as long as this is synced.
The ‘out of’ bracket under each number in these columns is the total number of scheduled round checks completed where care was and was not provided.
Unscheduled checks
This section gives an overview of the number of unscheduled checks; where staff have checked on a resident without being prompted to do so by Ally, with either:
‘Of which no care was given’ is when no care was provided at the time of the unscheduled check.
Top Tips: If there are a high amount of unscheduled checks where care is not provided this may highlight where staff need support as this is potentially leading to more disturbances.
‘Of which care was given’ is when staff have provided care at the time of an unscheduled check.
The ‘out of’ bracket under each number in these columns is the total number of unscheduled checks completed where care was and was not provided.
More Details (CSV Link)
Below the Staff Use table is a link to download a more detailed CSV report:
Clicking the link will open or download the CSV. This is also the file referenced by the † footnote in the QR Usage section.
Note:
The link is only valid for 7 days from when the email was sent.
The CSV is only generated when there is something to report on for the shift. If all of the below headings do not apply, no CSV link will appear in the email.
Click here for a breakdown of the .csv sections
Click here for a breakdown of the .csv sections
The CSV is split into sections.
Only the sections that apply to your shift will appear.
Scheduled rounds was NOT activated:
Lists any occupied room where scheduled rounds were not started during the shift.
Monitoring was NOT activated:
Lists any occupied room, where the resident has given consent for monitoring but monitoring was not started on during the shift.
Alerts/rounds not responded to before end of shift:
Lists activity alerts or scheduled rounds that came in at least 30 minutes before the end of the shift but were not actioned in Ally.
Early scheduled rounds deactivations:
Lists any staff member who switched off a scheduled round at least 30 minutes before the end of the shift; the report also provides the rooms and number of times the scheduled rounds for the room were deactivated during the shift.
Instances where Staff member took more than 15 minutes:
Lists any instance where a staff member took more than 15 minutes to respond to any activity alert or scheduled check alerts; It provides the staff name, the room and number of occurrences.
Active Night Anomalies:
Lists rooms where: a higher instance of activity; care provided or coughing recorded during the night for a resident. Each type appears as its own sub-section.
Motion Stats:
Provides the following summary of motion alerts for the home, then gives a breakdown by room:
No. of instances of Care provided
No. of instances where care needed
No. of instances where alert was Dismissed
All of the below only appear if QR Codes are enabled for your home.
Staff QR Activity:
Lists every staff member who completed QR checks last night:
Verified - No. of checks successfully completed by scanning the QR code
Overrides - No. of Checks the staff member manually completed instead of scanning the QR code
Override Rate - Overrides (above) as a percentage. Shown as '-' if the staff member completed fewer than 5 completed checks during the shift (too few to give a reliable percentage)
Flagged? - Lists any staff whose override rate was above 40% (where the staff member completed at least 5 physical checks)
Staff are ordered with the highest override rate at the top, so any names worth following up on appear first. A staff member with 'Verified' only, no overrides will still appear for comparison.
Rooms with QR Issues:
Lists each room where staff reported issues with the QR code during the shift, and shows the reported issue and number of occurrences.:
Reported Issue type recorded and no. of instances.
Options are : Physical; Device; Operational; Other.
Total - total no. of issues reported for the room
Flagged in email? - 'Yes' is shown when the room is in the Daily email under the heading 'Rooms with 3+ QR issues'.
QR Scan Alerts:
Lists any instance of a QR warning (this is the detail for QR bullet in the email 'Warnings'), providing:
the Staff (that completed the check);
Warning Type - either 'Wrong room' or 'Revoked code';
Room
Time of instance
Top Tip: Use the CSV when something in the email body catches your eye and you want to see the full picture - who did what, where, and at what time.