1. Introduction
This guide explains how the MediMap and AlayaCare integration works, what staff need to know, and how it will change day-to-day workflows.
The integration is designed to remove duplicate entry, improve visibility, and keep resident information and medication records aligned between the two systems.
AlayaCare is the source of truth for resident details
MediMap is the source of truth for medication administration
2. What the Integration Does
Residents created or updated in AlayaCare automatically appear in MediMap.
Medication events recorded in MediMap automatically appear in AlayaCare as progress notes.
Each system remains responsible for what it does best:
AlayaCare manages residents
MediMap manages medications
3. Day-to-Day Workflows
Adding or Updating a Resident
Enter the resident details in AlayaCare (first name, last name, date of birth, identifiers, and location).
The resident automatically appears in MediMap.
Any updates (e.g., name change, facility move) in AlayaCare will update MediMap.
Tip: Always add or update residents in AlayaCare, never in MediMap.
Recording Medications
Record the medication in MediMap as usual.
MediMap automatically sends a progress note into AlayaCare.
The progress note includes:
Resident name and facility
Date and time of administration
Medication name and dose
Status (Administered, Withheld, Refused, Not Administered, etc.)
Comments entered in MediMap
Tip: Always record medications in MediMap, not in AlayaCare.
Discharging a Resident
Discharge the resident in AlayaCare.
The resident is automatically closed in MediMap.
Tip: Always manage discharges in AlayaCare.
4. What You’ll See in AlayaCare
In AlayaCare, medication activity from MediMap will appear as progress notes. These are automatically created and timestamped so staff can see what’s been given without logging into MediMap.
Examples of progress notes:
“Medi-Map – John Smith – Facility A, 12/09/2025 08:00 – Paracetamol 1g – Administered”
“Medi-Map – Mary Jones – Facility B, 14/09/2025 20:00 – Diazepam 5mg – Withheld (low BP)”
5. Benefits for Staff
No double entry: residents and medications only need to be entered once.
Visibility: staff using AlayaCare see up-to-date medication notes without switching systems.
Safety: ensures records are consistent across both systems.
Efficiency: less admin, more time for care.
6. Support & Troubleshooting
If a resident does not appear in MediMap:
Check the resident is fully created in AlayaCare (mandatory fields: name, DOB, gender, identifier, facility).
If still missing, contact MediMap Support.
If medication does not appear in AlayaCare:
Check it was recorded in MediMap.
Progress notes can take a few minutes to sync.
If still missing, contact MediMap Support.
Who to Contact
First line support: Facility Manager or IT lead
MediMap Support: [Support Portal link / contact details]
7. Quick Reference
Action | System to Use | Where it Appears |
|---|---|---|
Add or update resident | AlayaCare | Automatically in MediMap |
Record medication | MediMap | Progress notes in AlayaCare |
Discharge resident | AlayaCare | Automatically closed in MediMap |
8. Summary
AlayaCare = People
MediMap = Medications
Both systems stay in sync with no extra work.
Use each system for its purpose, and the integration takes care of the rest.