In the blue margin, there is Clock icon i.e. scheduling, click on Schedule Calendar.

It opens the calendar page:

· On the top of the page, are the filters we can apply for Office, Care Coordinator, Territory and Clients

· On the right, is a toggle switch to show / hide clients having no schedule (it gives the name of clients in alphabetical order)

· Below it, is the color coding for the no. of hours, where below colors represent;
White – hours cancelled by the client
Pink- time tracking confirmed hours
Light pink- needs review hours
Blue- Scheduled hours
Green – Approved hours
Black- caregiver no show hours
Grey- hours cancelled by caregiver
Yellow- Unapproved hours

· Next, along with client name, comes the yellow orange ribbon and show SOAT, where
S- Scheduled hours
O- Overtime hours
A- Approved hours
T- Total hours

· In the calendar block, the shifts that have been planned comes up in the dates block
It shows, the time, service type and the assigned caregiver or if it’s open shift

· On the top right corner of the box is the option, there is an eye button, and it’s the option to view the communication notes.

· On the left is the option to bulk edit the schedules that have been created for that particular client.

Clicking upon a shift, it gives a box which gives brief details of the schedule, and the options, i.e.

· Summary: Date and time of the shift along with Caregiver name and rating

· Notes: It shows notes if any for this shift

· Copy: If we want to copy the same schedule for other days

· Message: If there are any SMS logs

· Delete: Incase, we want to delete, it will prompt to deleting box, need to put reason

· To edit the schedule, click on View Detail in green box, it will direct to another window-
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Here, we can make changes as marked above;

· Date and timings of the shift.

· If you want to allow Automatic Clock in and Clock out, check in the box left to it

· If you require schedule confirmation from the Caregiver, check in the box left to it

· If you want to change the client, click on the dropdown arrow within the box

· To change a caregiver, click on the dropdown arrow within the box

· To change the Service type, click on the dropdown arrow within the box

· In case you want to enter the custom Bill Rate / Pay Rate, enter the value in the boxes indicated by the red arrows.

· To see the recommended caregivers based upon client-caregiver compatibility, check in the box on the left.

Once you have updated the desired changes, hit the Update button at the bottom of the page.

The bi-directional arrow within the box represents the recurrence of the schedule.

There are 3 option to schedule a shift:

1. From the Client’s Profile

2. From the Caregiver’s Profile

3. From the Scheduling Calendar

From any of the above, navigate to the schedule calendar, click on the date block for which you want to schedule the shift. In the case of the Caregiver profile, you will also be given the option to create a meeting.

e.g. Here you are creating a new shift for Claude Jade on Monday, June 23, click within the box, a new window will open as below:

1. Set the Start time and the End time of the Schedule

2. Choose the preferred time slots, if needed

3. To allow auto clock in and clock out, check in the box, also to require confirmation from the caregiver, check in the box, on the left.

4. In client box, choose the client

5. In the caregiver box, choose the caregiver

6. In the Service Type box, choose the service name

7. Enter the Bill rate and Pay rate

8. Choose the shift status, if creating new, it is obvious keep it as ‘Scheduled’ which comes by default

9. To leave any Notes for the caregiver, use the text box under the Schedule Notes field.

10. Once all the necessary fields are done, hit the save button in green at the bottom right of the page.

Next, is the section to add Expenses, should you have scheduled expenses. Caregivers will still be able to add expenses if you have granted them permissions.

· Choose the Expense code (a mandatory field) from the dropdown arrow

· If required, add Bill Units / Pay Units

· If required, add Bill Rate per Unit/ Pay Rate per Unit

· Choose the option, how it is chargeable

· To add any invoice notes, use the text space below it.

· Once everything is configured, click on the green box, Add Expense.

To add any Task which is not listed (as part of the completed assessment), add the Subject as indicated, enter the description if needed, and hit the Add task button.

Finally, click Save to save the entire schedule.

On this page, the first option is Agency to Caregivers, that is if open shifts have been offered to Caregivers from Agency.

Next to it is the option for Caregiver to Agency, that is if open shifts request has been initiated by the caregivers.

We can apply the filters by office, territory and Date Range.

Below Scheduling, click on Open Shift(s) Manager

A calendar page will open, which has only unstaffed or Open Shifts on it.

· On the top of the page, blue text appears the filters. We can apply for office, territory, group either by client or by caregiver.

· Next to it we have the option of how we want to view the calendar whether week or day view.

· The rest of the page layout remains same as the main calendar, this will not show the open shifts

· To find a caregiver, we can click on a schedule, a box pops up as shown, click on Find Caregiver
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It directs to the next page i.e. find CG page, as shown, it shows the list of CG that match the compatibility criteria

In each row, against the caregiver’s name is the action to perform, we can send email/SMS/or simply click on add sign to assign that particular shift to the caregiver we want to.

Or there is the option to multiselect or select all and trigger open shift requests to the caregivers.

Once a caregiver has been assigned to an open shift, it will disappear from the open shifts calendar.

Below Scheduling, is the option of Send Bulk Email/SMS

The below page will open:

Here, we can select the Office, Date Range of the schedules, and the Schedule status, apply filters as required, it will display results, as shown:

Here, you can bulk select and send an email or SMS to the Caregivers. In case you want to customize the message, you can choose the option in the green right corner.

Under Scheduling, click on Delete Bulk Schedule(s)

It will open below page:

Here, we have option to apply filters by office, Client, Caregiver, and date range and click on search.

Now click on actions button against the name of client/caregiver, for which you want to delete the schedules.

Next, you will be prompted to Add a reason to delete the Schedules.

n.b. Once deleted, schedules cannot be restored. They will have to be rebuilt. Proceed with caution.

In the Scheduling module, click on Quick Schedule:

The below page opens:

On this page, we have most of the same options as in the scheduling window. What sets the quick scheduling window apart is, it gives us options to select both client and caregiver.

Also on the right side, it gives the option for Travel Time as well depending upon the distance between client and caregiver, if address information is available for both.

Next, select the service type, as indicated by clicking on the drop down.

It will automatically fill the Bill type and the pay type, if they are configured. If you want to customize the rate for this visit, click on the custom bill rate and custom pay rate and put in the amount rate. This should be a rare occurrence and if you find you are using this field often, please consider configuring a standard rate.

If you have any notes to be added with respect to this schedule for the caregiver, use the given text box. Please note, there is a 240 character limit for this field.

Once all the details are complete, hit the green Save button at the bottom of the screen.

Navigate to the Scheduling Module, click on ‘Publish Master Schedules’ under Scheduling.

Select the desired Office Name as shown below:

Once you have selected the office and applied filters, if needed, and selected the date range, it will return the names of the clients for whom the master schedule has been created.

If one (or more) of the client names is in red color, it denotes either the caregiver is not available, or the rates have not been configured.

On the right, against the client's name, there is calendar icon, clicking on it will display master schedule set for that client.

The shifts that are grey indicate that the schedules have already been published, whereas the ones in blue are not yet published.

Once you check in the boxes of the schedule, it shows two options on top right of the page, either to edit the schedule or to Publish it.

Navigate to the Scheduling Module, click on Find Caregiver under Scheduling

Begin by selecting the Office, multi-select is available. In the Client Name field, start typing the client's name. It will being to auto-complete once you have entered at least three letters of either the first or last name.

Select the client's name from the list. Once selected, a list of open (unstaffed) shifts will appear. Select one or more shifts you would like to fill.

Below, there are two selctions, choose one: Must match all days - caregiver must be available and matching for all selected shifts, or Can match any days - caregivers can be available and matching for any of the selected shifts.

Next, choose from the Skill Category drop down menu. These are the skills you have defined and assigned to caregiver profiles. This is not a mandatory selection.

Then, choose from the Radius Search drop down menu. Choose a distance from the client's home (or beginning address if different from home) that you would like the caregiver to be in. If the caregiver has a maximum radius configured on their profile, this will be a limiting factor. This is not a mandatory selection.

There are two check boxes under the drop down menus - Will not hit overtime working - this will enforce the overtime threshold set in the Payroll section of the office settings. Are Preferred Caregivers - this will limit the list to caregivers who are marked as "Preferred" under Compatibility. Neither selection is mandatory.

The next section, also not mandatory, is Skills & Requirements. This section allows you to select client needs to match with caregiver skills as defined in the completed assessment on the client side and in the caregiver profile, respectively. Hard Restriction categories will be in red font.
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Once you have made your selections, click the green Search button at the bottom right of the page to get your results.

In the list of results, caregivers will be in order of score - based on your search criteria. The columns are as follows:

Check box - to select caregiver(s) to offer the shifts to via text or email.

Profile picture - if one is available, it will be displayed, otherwise a grey silhouette.

Name - Caregiver's Name, with their territory and client rating below (if applicable)

Score - the number of criteria they match based on your selections/assessment

Distance - the distance, in miles, from the caregiver location to the client clock in address, if available (caregiver profile dependent).

Compatibility Type - shows caregiver compatibility (Compatible, Staffed, Preferred)

Hours Worked - if the caregiver has worked with the client before, how many hours.

Action - from here, you can send a text, email, or simply assign the caregiver to the shift(s).

Beside the caregiver results, there will be a calendar to the right of the screen. If you select a caregiver(s), the calendar will compare their other visits, if any to the open shift you are trying to fill.
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To start again, click on the Reset Filter button in the top right of the screen.

Go to client profile, click on schedule,

1) Enter the Plan Name - something descriptive, using the caregiver name is not recommended

2) Enter the Plan Type (add the days, clicking on the day to select)

3) Enter the Start Date and Time and enter the end date and time

4) Add a caregiver, it can be left open, but this is not recommended

5) Add the Service Type

6) Add the Bill Type / Pay Type (the system will automatically choose the rate as per service rate set in Office/Payer/Client settings per the hierarch. Custom rate is not recommended here

7) Toggle on if you want to allow Auto clock in / out - not recommended, Payer Programs required for EVV, auto publish (in case of Auto Publish, it will show a dropdown for Publish Before and Publish on, you may select the weekday).

8) If you have any notes to be added, make use of the text box and hit the save button at the right corner.