Troubleshooting Unlinked Profiles
When using the Aloha Practice Management and Aloha Data Collection integration, it is important to create any profile you wish to be linked across the platforms on the Practice Management platform.
Any profile that is created on the Data Collection platform will be unlinked from the Practice Management side of the platform, and will require additional steps to enable a linked profile.
How to troubleshoot different profile linking
scenarios.
General Linking Issues
Scenario: Staff/Client profile was created in Data Collection, and then another was created in Practice Management. Now there are 2 profiles in Data Collection. Which one is the linked profile?
1. In Practice Management: Make a small edit (e.g. delete or add a letter to the Name) to the profile
2. In Data Collection: Refresh the staff/client list page
3. In Data Collection: The linked profile will reflect the edit made in Practice Management
4. In Data Collection: Inactivate the unlinked profile
Scenario: Staff/Client profile was created in Practice Management, but is not appearing in Data Collection.
1. In Practice Management: Navigate to Settings > Clinical Integrations > Welina
2. In Practice Management: Locate and select the Staff/Client profile that is not appearing in Data Collection
3. Click “Send” button on the top right of the page
Staff Profile Linking Issues
Scenario: Staff profile is created on Data Collection platform. Staff has not completed any sessions yet.
1. In Data Collection: Change the staff’s email in their unlinked profile (you can simply add a number or letter to the end of it)
2. In Data Collection: Inactivate unlinked profile
3. In Practice Management: Create staff profile. Remember to add the staff’s email when creating the profile.
4. In Data Collection: Refresh staff list page. New linked staff profile should appear after the staff profile has been saved in Practice Management
5. In Data Collection: Resend the staff an Data Collection invite from this new profile.
Scenario: Staff profile is created in Data Collection platform. Staff has completed Lesson Notes using the unlinked profile.
1. Contact support@alohaaba.com. They will turn the unlinked profile into a linked profile. This will take up to 7 business days.
2. During this time, the staff can continue using Data Collection App with same login
3. Once the profile is linked
a. In Practice Management: re-create any re-occurring series that were created prior to the linking fix. This will enable the staff to view appointments in their App.
b. Lesson Notes created after the linking fix will synch between the Data Collection and Practice Management platforms
c. Lesson Notes created prior to the linking fix will need to be manually added into the Practice Management appointment. See below for how to do this:
Client Profile Linking Issues
Scenario: Client Profile is created in Data Collection platform. No sessions completed or data collected.
1. In Data Collection: If programs have been added to the client’s Program Management library, add these to the Organization Library.
2. In Data Collection: If there is an email in the unlinked client profile, remove or change the email by adding a number or character.
3. In Data Collection: Inactivate the unlinked client profile
4. In Practice Management: Create client profile
5. In Data Collection: Refresh client list page. New linked client profile should appear after the client profile has been saved in Practice Management.
6. In Data Collection: If needed, add client’s programs from the Organization Library back into the Program Management library for the linked client profile.
Scenario:
Client Profile is created in Data Collection platform. Sessions have been
completed and data has been collected.
1. Contact support@alohaaba.com. They will turn the unlinked client profile into a linked client profile. This will take up to 7 business days.
2. During this time, staff can continue using Data Collection App to run sessions with this client
3. Once the client profile is linked
a. In Practice Management: re-create any re-occurring series that were created prior to the linking fix. This will enable staff to view appointments for this client in their App.
b. Lesson Notes created after the linking fix will synch between the Data Collection and Practice Management platforms
c. Lesson Notes created prior to the linking fix will need to be manually added into the Practice Management appointment. See above video on how to do this
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