You can access the setting from anywhere in your Caresmartz portal by clicking on the gear icon in the top right corner of your screen.
Then you will see a listing of the most commonly used sections of the Settings. You can click on the Main link to navigate directly to the Office Settings.
If you have more than one Office Location, you will be asked to select from a drop down list.
Once selected, you will see the Main Tab of the office settings. All of the other sections are visible on clickable tabs across the top of the section. There are two more sections under the ellipsis (...) at the far right of the page.
You can also navigate between offices from the drop down menu here.
This top section is also where you will find your unique Agency ID, Time Tracking Number for Telephony IVR, and your agency's dedicated SMS number (subject to usage charges). You can edit/change the Office Name, and add or edit phone numbers to contact the office (these will be visible to Caregivers via the app).
The next section allows you to prevent unidentified numbers from using Telephony to check in/out (best practice - check this box). Ideally, Telephony check-ins are only permitted from client land line phones. This ensures that the caregiver is physically at the home for the clock in and out of the visit.
Thresholds for caregiver clock in and out are also set here. While Caresmartz makes no specific recommendation for these thresholds, it is best practice to allow the caregivers reasonable time surrounding the scheduled start and end time of a visit to clock in and out. 15 minutes on either side is common.
Allow Caregivers to Clock in/out outside of threshold parameters - recommended setting is "Not Applicable" - this ensures that your caregivers must clock in/out within your parameters. Choosing "Applicable" here will allow your caregivers to clock into any scheduled visit at any time.
Checkout Status - options are "Approved" (recommended) and "Time Tracking Confirmed". This status will apply to all visits for which there is a valid clock in and clock out. Selecting "Approved" helps minimize the number of edits a visit needs. You can still edit Approved visits until they are finalized for billing or payroll.
Checkout status - Needs Review - this will flag any visits with one or more tasks marked as anything other than "Complete" as Needs Review. The recommended setting is "no", there are mutliple ways to view incomplete tasks, including on the Time Tracking view page.
In the next section, you can do the following:
Send missed Clock-In and Clock-Out notification to caregivers - recommend yes
Auto Clock-In/Clock-Out on back to back shift(s) - recommend yes - this autoclocks two or more visits with the same client/caregiver pairing that occur back to back. The most common example is when a visit starts with a period of on Service Type, and then switches to another period of a different Service Type, e.g. Personal Care to Homemaker.
Do not allow Caregiver to Clock out if all tasks not updated - recommended yes, this requires the caregiver to update the status of all scheduled tasks (On request tasks are exempt from this restriction)
Do not allow Caregiver to Clock out if injury status not updated - no recommended setting, this depends on your agency's internal policy for injury reporting.
Do not allow Caregivers to Clock-Out if Goal Tracking is incomplete - no recommended setting unless you are using the Goals Based Assessment, in which case, yes, you want to enforce this as above for tasks.
Send Email/SMS Notification to caregiver(s) when their compliance expiration date is reaching - this sends a caregiver a notification via email, if one is file, and via text, if you are opted in and a text-enabled number is on file for the caregivers, 30 days before a documented compliance expiry.
Allow Caregiver to Check-In/Check-Out from Smartphone/Web Portal - recommend yes, as this allows caregivers to use the app or web portal to clock in/out of visits.
In the following grouping, you can control the following:
Send Schedule Reminder Email Alert to Caregiver - opt in to automatic email reminders to caregivers ahead of their scheduled visits.
How many mins. before the shift start you would like to send schedule reminder Notification/Email Alert/SMS to Caregiver? - Set the alert time, in minutes, for the reminder to go out before the scheduled start time of the next visit. 24 hours is 1440 minutes.
Send Meeting Reminder Email Alert to Caregiver/Staff users - opt in to automatic email reminders to caregivers ahead of scheduled meetings.
How many mins. before the meeting start you would like to send meeting reminder Email Alert/SMS to Caregiver/Staff? - Set the alert time, in minutes, for the reminder to go out before the scheduled start time of the meeting.
Send Schedule Reminder SMS Alert to Client - Opt in to automatic text alert to a client text-enabled phone number ahead of the next scheduled visit. (Charges apply)
How many mins. before the shift start you would like to send schedule SMS to Client? Set the alert time, in minutes for the reminder to go out before the scheduled start time of the visit.
Email-ID for Caregiver Schedule Request: Enter the email address (or comma separated addresses) of the user(s) who should be alerted to Caregiver initiated schedule requests. This setting is dependent on Caregiver role permissions allowing them to view and request open visits. If no email address is present, the caregiver will be notified that they should reach out to the agency directly.
Minimum Radius* - Set the distance from the clock in/out address that a caregiver must be within. Best practice, be generous, especially at first, as caregivers are learning the app, the location pins are dependent on Google and can be different than expected. You can change this setting at any time, and it can be customized at the individual client level.
The next section, you can configure the following:
Is Client signature required on clockout? - collect the client, or their representative, signature on clock out (app)
Allow Caregiver to Apply Signature from Previous Shift - If you collect signatures, you can allow selected caregivers to copy a signature from a previous visit to the current one.
Enable Client Audio Recording - allows for the capture of an audio recording in place of a client signature.
Require Agency Approval to Publish Caregiver Notes for Family - allows for an agency user to review notes and manually publish them before they become visible in the Client portal. There is a dashboard widget for this purpose.
Require Agency Approval to Publish Caregiver Notes to Client Portal - allows for an agency user to review notes and manually publish them before they become visible in the Client portal. There is a dashboard widget for this purpose.
Send Client Portal Credentials - Sends client portal credentials to clients, payers and contacts automatically upon creation of a profile with a valid email address. Not recommended. This can be done at the individual profile level.
How do you want to Show Caregiver Name on Client Portal? Names to be displayed as First Name only or First Name Last Name.
How do you want to Show Client Name in Open Shifts on Caregiver Portal? Names to be displayed as First Name only or First Name Last Name.
How do you want to show overnight shift(s) on calendar? Not Overlapping or overlapping. This is a cosmetic choice depending on agency preference and can be changed at any time.
In the next section, you can configure the following:
Do you want Client to Approve Shift? - recommend no. Enabling this will force a client or their representative to approve visits before you can bill and pay them.
Do you want to show PBJ Report to Client? - grants Client portal users access to the PBJ report, a schedule log that allows clients to review their schedules within a specified date range.
Notify Caregiver on Careplan Update? This sends an email to caregivers with future scheduled visit with a client an alert that there has been a change to the care plan.
Schedule Calendar Start Weekday - this is a cosmetic setting for the schedule calendars
Shift Confirmation required from Caregiver - requests a caregiver confirm their availabilty to work a scheduled shift. Not confirming does not prevent the caregiver from clocking in. If you opt in to this, there is a secondary field to set the time, in hours, for the reminder to go out. 168 hours is 7 days.
After how many minutes agency users would like to get running late notification for Clock-In? - Selected users will get an email (or text if opted in) after this much has passed for a missed clock in.
After how many minutes agency users would like to get running late notification for Clock-Out? - Selected users will get an email (or text if opted in) after this much has passed for a missed clock out.
In the next section, you can configure the following:
Enable Breaks and Rest Periods - allows your caregivers to document breaks taken during their shifts. You can configure multiple types.
Capture Race Details - allows your agency to capture demographic race information in client and caregiver profiles. This is a configurable list.
Is Caregiver signature required on clockout? Collects a signature from the caregiver when they are clocking out of the visit.
Apply Auto-Publish on Master Schedules for all Clients - If you are using Master schedules, this sets the auto-publish cadence for the visits. This can also be controlled at the individual schedule level.
Enable Caregiver Tracking - ability to track the caregiver's location during the shift. Enable at your own risk. Caregivers will be notified via in-app message that this setting is in place.
In the next section, you can configure the following:
Allow caregivers to Clockin/clock-out on previous shifts - allows the caregiver to clock in/out of a previous shift. Caregivers must be designated in the associated list (appears when enabled) and must be at the correct location.
Enable Adhoc Scheduling - Allows selected caregivers to create ad hoc schedules.
Show client's Primary phone number on caregiver mobile app - as stated.
Allow Clock-in / clock-out from different address - enables multiple addresses to be captured in the client profile for the purposes of clock in/out. Can be designated in the schedule, or allow for the caregiver to choose.
Make visit note(s) mandatory for pre-scheduled shifts. - requires visit notes from the caregiver before clock out.
Make visit note(s) mandatory for ad-hoc shifts. - requires visit notes from caregiver before clock out.
In the next section, you can configure the following:
Goals Report Reminder Date - if no date is set, a reminder will be sent for the designated contact(s) on the last day of the month.
Allow Caregivers to edit forms in 'Awaiting Approval' status - enabling this setting allows caregivers to alter custom forms that are in "awaiting approval" status.
Client Schedule Form Download Settings - select the details you would like to be included in the client schedule PDF download.
Rounding Interval in minutes - only make a selection here if your agency rounds clock in/out times to something other than 15 minutes, which is the default.
Allow Caregivers to Cancel Assigned Shifts - caregivers can cancel a shift, and indicate whether they or the client initiated the cancellation.
Restrict Supervisors/Care Coordinators to Their Own Caregivers/Clients - if you are using the care coordinator and/or supervisor hierarchy, selecting this will limit the views to only those profiles assigned to the respective client/caregiver lists.
Once you have made your selections, ensure you are clicking on Save/Update - the large green button on the lower right corner.