caregiver management process guide - amazon s3guide...training school ... profile as terminated, ......

26
© Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 • Fax: (718) 679-9273 HHAeXchange Caregiver Management Process Guide Entering and Managing Caregivers

Upload: hamien

Post on 02-May-2018

225 views

Category:

Documents


0 download

TRANSCRIPT

© Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 • Fax: (718) 679-9273

HHAeXchange

Caregiver Management Process Guide Entering and Managing Caregivers

© Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 • Fax: (718) 679-9273

Document Revision History

Date Description of Revision

6/01/2016 Initial version of the document

6/14/2016 Updated for changes listed below:

• Page 14: PTO Accrual

11/14/16 Updated for changes listed below:

• Page 12: Live-In Availability

01/06/17 Updated for changes listed below:

• Page 7: Caregiver Status

03/02/17 Updated for changes listed below:

• Page 16: Update to the Absences section.

• Page 20: In Service

© Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 • Fax: (718) 679-9273

Table of Contents

Overview ............................................................................................................................... 1

Trainees ................................................................................................................................ 2

New Trainee .............................................................................................................................................. 2

Convert Trainee ........................................................................................................................................ 3

Caregivers ............................................................................................................................. 4

New Caregiver ........................................................................................................................................... 4

Employment Type ................................................................................................................................. 5

The Caregiver Profile ................................................................................................................................. 6

Caregiver Status ........................................................................................................................................ 7

Caregiver Compliance ............................................................................................................................... 8

Compliance Status................................................................................................................................. 8

Employment Authorization ................................................................................................................... 9

Other Requirements ............................................................................................................................. 9

Training School .................................................................................................................................... 10

Medicals .............................................................................................................................................. 11

Evaluations/Other Compliance ........................................................................................................... 12

Managing Availability .............................................................................................................................. 13

The Availability Page ........................................................................................................................... 13

Caregiver Preferences Setup ............................................................................................................... 14

The Absence/Restriction Page ............................................................................................................ 16

In Services ............................................................................................................................................... 20

Reference Table Setup ........................................................................................................................ 20

Scheduling an In Service...................................................................................................................... 21

Notify Caregivers ................................................................................................................................. 23

The Enterprise System

Caregiver Management Process Guide Page | 1 Entering and Managing Caregivers Overview Proprietary & Confidential

Overview

Caregivers are the individuals providing service for Patients. Depending on the type of service they provide, Caregivers are categorized as either non-skilled or skilled employees. A non-skilled Caregiver typically tends to the Patient’s basic needs and ensures that, in the event of an emergency, the Patient receives help in a timely manner. Skilled Caregivers, on the other hand, are medical professionals that provide therapy, treatment, or examinations to assess the state of the Patient’s wellbeing. This process guide will cover the setup and management of Caregivers. Additionally, it will cover the creation and conversion of Trainees into Caregivers. Any questions, thoughts, or concerns regarding the content of this document should be directed to HHAeXchange Customer Support.

The Enterprise System

Caregiver Management Process Guide Page | 2 Entering and Managing Caregivers Trainees Proprietary & Confidential

Trainees

Trainees are individuals who are pursuing certification in a non-skilled discipline at a school operated by your Agency. Using the Trainee functionality, you can create record for the Trainee and track their progress. Once they have received a certification, the Trainee’s record can quickly be converted into a Caregiver Profile.

New Trainee

To create a New Trainee, complete the following:

1. Navigate to Caregiver > Trainee > New Trainee

2. In the top section, select the appropriate Office and set the Status for the Trainee. The Status field allows your Agency to track the progress of the Trainee from start to finish, and if they successfully complete the certificate program or fail/dropout.

New Trainee

3. The Office, Status, First Name, Last Name, Gender, DOB, and SSN# are the only fields required to create a new Trainee record. HHAeXchange advises, however, that your Agency enter all available information on the Trainee. Doing so will ease the process of converting a Trainee into a Caregiver.

4. The Enrollment Information section is unique to the Trainee; it allows your Agency to maintain a record of the Trainee’s progress in the certificate program.

Note: Many of the fields and values within the Enrollment Information section are customizable. Customization of fields and values will be reviewed in more detail by your HHAeXchange trainer.

Enrollment Information

5. After all available information has been entered, click [Save]. You may continue to edit and/or add information to any Trainee Profile by navigating to Caregiver > Trainee > Search Trainee and selecting the desired record.

The Enterprise System

Caregiver Management Process Guide Page | 3 Entering and Managing Caregivers Trainees Proprietary & Confidential

Convert Trainee

Once the Trainee has received their certification and the status of their record has been updated to Completed, they may be converted into a Caregiver.

1. At the bottom of the Trainee profile, next to the [Edit] button, there is a Convert link.

Convert Trainee

Note: The Convert link is available regardless of the Trainee’s Status. A Trainee record may only be converted, however, when they have a Status of Completed.

2. Click Convert, to make the Trainee an Active Caregiver.

New Active Caregiver

HHAeXchange will maintain a record of the Trainee record for reference purposes. To view the record, navigate back to Caregiver > Trainee > Search Trainee. Records of Trainees that have been converted will contain the following message:

Converted Trainee Profile

To navigate to the converted Trainee’s new Caregiver Profile, click on the caregiver link.

The Enterprise System

Caregiver Management Process Guide Page | 4 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Caregivers

Caregivers are the individuals providing service for Patients. Depending on the type of service they provide, Caregivers are categorized as either non-skilled or skilled employees. The distinction between non-skilled and skilled Caregivers, as well as the setup and management of Caregivers in HHAeXchange’s system, will be covered in the following section.

New Caregiver

To create a New Caregiver, complete the following:

1. Navigate to Caregiver > New Caregiver

2. Specify which Office is employing the Caregiver and/or managing the Caregiver’s schedule. The system will not allow you to enter any additional information until a value is selected for this field.

No Office Specified: Fields Locked

3. Once an Office is selected, the remaining fields will unlock. Any field labeled with a red asterisk

(*) must be completed to create the new Caregiver’s Profile.

4. If a Caregiver was previously employed by your Agency, you may wish to mark their original profile as Terminated, but enter a second record for their current employment. If so, click the Rehire checkbox under SSN# and enter the Rehire Date. This will allow you to enter multiple records with the same social security number.

5. Once all required fields have been completed, click on to create the new Caregiver’s profile:

Active Caregiver

Note: Only Caregiver’s designated as Employees may be assigned to cases. If the Caregiver is listed as an Applicant, they cannot be scheduled.

The Enterprise System

Caregiver Management Process Guide Page | 5 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Employment Type

Employment Type is a required field when creating a New Caregiver. Selecting one or more of the values in this field indicates that the Caregiver is certified to work in that capacity. The Caregiver’s Employment Type may also be referred to as a Discipline, or as an Accepted Service (on the Patient’s side).

Caregiver Employment Types

• Skilled Caregiver’s are medical professionals that provide therapy or examinations to assess the state of the Patient’s wellbeing. Skilled Employment Types include:

o RN (Registered Nurse)

o LPN (Licensed Practical Nurse)

o PT (Physical Therapist)

o OT (Occupational Therapist)

o ST (Speech Therapist)

o MSW (Master of Social Work)

o NT (Narrative Therapist)

o RT (Respiratory Therapist)

o Other Skilled (Any other Skilled discipline)

• A non-skilled Caregiver typically tends to a Patient’s basic needs, observes and records their condition, and ensures that, in the event of an emergency, the Patient receives help in a timely manner.

o PCA (Personal Care Assistant)

o HHA (Home Health Aide)

o HSK (Housekeeper)

o PA (Personal Assistant)

o HCSS (Home and Community Support Services)

o CNA (Certified Nursing Assistant.

o Other Non-Skilled (Any other Non-Skilled discipline)

The Enterprise System

Caregiver Management Process Guide Page | 6 Entering and Managing Caregivers Caregivers Proprietary & Confidential

The Caregiver Profile

Once the Caregiver Profile has been created and is Active, you may begin scheduling them for service. You’ll also be able to add new, or edit existing, information concerning the Caregiver or their employment. To access the Caregiver Profile, complete the following:

1. Navigate to Caregiver > Search Caregiver

2. Use the filter fields to refine the search results and click .

Caregiver Search

Note: By default, the system will only search for Caregivers labeled as Employee. To search for Applicants, select the value in the Type dropdown.

3. Select a Caregiver by clicking on their name in the search results. This will bring you to their Profile:

Caregiver Profile

4. Using the Index, you can navigate to different pages within the Caregiver’s profile. For a complete breakdown of each of these pages, please refer to the HHAeXchange User Guide.

5. Once a Caregiver is created, they are automatically assigned a Caregiver Code and a Time & Attendance PIN (also referred to as an Assignment ID).

a. The Caregiver Code is the primary reference number for the Caregiver in HHAeXchange.

b. The Time & Attendance PIN is the number the Caregiver will use when placing Electronic Visit Verifications.

The Enterprise System

Caregiver Management Process Guide Page | 7 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Caregiver Status

The Caregiver Status function allows Agencies to track employment status in HHAeXchange. It also ensures that only authorized, available Caregivers may be scheduled. Caregiver Status include:

• Active: The Caregiver is authorized and available to provide service. Caregiver’s listed as Active may be scheduled for Visits.

• Inactive / Hold / On Leave / Terminated: These statuses may be assigned to a Caregiver at the Agencies discretion. A Caregiver with any of these statuses cannot be scheduled for Visits.

To change a Caregiver’s Status, complete the following:

1. Navigate to Caregiver > Caregiver Search and select a Caregiver.

2. Select Profile from the Index.

3. On the Profile page, scroll to the bottom of the page and click

4. In the Employment Info section, click the Status dropdown and select one of the statuses

discussed above. Once the selection has been made, click

Users may also enter a Reason (setup using the Caregiver Status Reason Reference Table) and Note when changing a Caregiver’s Status, providing a more complete record for the employment status change.

Caregiver Status

5. Alternatively, users can schedule a Status change by clicking in the Scheduled Status Changes table:

Schedule Status Change

The Enterprise System

Caregiver Management Process Guide Page | 8 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Caregiver Compliance

Caregiver Compliance are work requirements set by Contracts and Agencies. Compliance requirements may include up-to-date medical records, a clean Criminal Background Check, and proof of Certification. If a Compliance requirement is not fulfilled, HHAeXchange (depending on your Agencies settings) may block the Caregiver from being scheduled, or simply warn the scheduling user about the issue. To review, and enter, compliance information, navigate to the Caregiver’s Profile and click the Compliance link on the Index.

Compliance Status

The Caregiver’s Compliance Status indicates whether the Caregiver is compliant or not based on the requirements of your Agency, or any Linked Contracts associated with your Agency. To review and calculate a Caregiver’s compliance status, complete the following:

1. At the top of Compliance page, you’ll see a section labeled Compliance Details. This section displays the Caregiver’s Compliance Status for the Agency and any Linked Contracts.

a. A status of Compliant means the Caregiver’s Profile contains records of every piece of information required by the Agency or Linked Contracts. If the Caregiver’s Profile is missing any required information, they will be listed as Non-Compliant.

Caregiver Compliance

2. To review Compliance requirements for your Agency, or any Linked Contracts, click on Compliance Rules link:

Compliance Rules

3. If a Caregiver is listed as Non-Compliant, you can click on the Compliance Check link to see what the Caregiver requires in order to become Compliant. Since your Agency and each Linked

The Enterprise System

Caregiver Management Process Guide Page | 9 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Contract may have their own requirements, be sure to click the Compliance Check link which corresponds to the Contact/Agency you want to review.

4. Clicking the Recalculate link will recalculate the compliance status based on any new information added.

Note: HHAeXchange will only track compliance for non-skilled Caregivers. All skilled Caregivers are considered complaint by default.

Employment Authorization

The Employment Authorization section on the Compliance page contains fields that allow you to record the I-9 Documentation submitted by the Caregiver, any references provided by the Caregiver, and the results of their Criminal Background check.

Employment Authorization Section

In order for these items to be deemed Compliant, the I-9 Verified checkbox must be selected and the Result field for the Criminal Background check must be OK. To save any edits or new information in this section, you must click the [Save] button in the Other Requirements section.

Other Requirements

Fields in this section are largely for skilled Caregivers. Information in this section can be tracked for reference, but does not contribute to overall Compliance Status.

Other Requirements Section

The Enterprise System

Caregiver Management Process Guide Page | 10 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Training School

The Training School section on the Compliance page is used to capture the Caregiver’s Training School information. To add a new school, complete the following:

1. Scroll down to the Training School Details section and click on [Add].

2. In the Training School Details popup, complete the required fields and select [Save]:

Training School Details

3. A record of the Training School will appear on the Compliance page:

Training School Record

4. Training School records may be edited or deleted at any time using the Edit link or the delete

“ ” icon.

The Enterprise System

Caregiver Management Process Guide Page | 11 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Medicals

The Medical section allows your Agency to maintain the Caregiver’s required medical records in the system. To enter a new medical record, complete the following:

1. Scroll down to the Medical section and click on [Add]

New Medical

2. Select the Medical from the Subject dropdown. Medicals available for selection are those which have been configured via the Admin > Medical Setup section.

3. Enter Date, Result, and Expires information. Medicals can be scheduled to automatically select this information or give the user the option to enter these details.

4. Once the Medical has been entered it will be saved to the list. Medicals will be highlighted in yellow if they are within 30 days of the expiration date and in red if they have passed the expiration date.

Expired Medical

5. Using the View Only Last Medical and View All radio buttons, you may choose how the system displays information in this section.

6. If you have multiple records, you can select [Add All] to quickly enter several medicals:

Add All Medicals

The Enterprise System

Caregiver Management Process Guide Page | 12 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Evaluations/Other Compliance

This section is used to capture Caregiver Evaluations. It can also be used to track any other required and/or expiring compliance requirements. Too add an Evaluation, or another type of compliance, complete the following:

1. Click [Add] in the Evaluations/Other Compliance section:

Add Evaluations

2. In the resulting popup, select a Code, Completion Date, Note, and Score

To enter unique Codes (types of evaluations or compliances) navigate to Admin > Reference Table Management and select Evaluations from the dropdown.

3. Once the Evaluation/Compliance has been entered it will be saved to the list. Evaluations/Compliances will display in red if they have passed a required expiration date. They will display in yellow if they are within 30 days of the expiration date.

Evaluations / Other Complaince

4. By default, the system will View Only Last Evaluation, and display only the most recently-entered instance of the Evaluation. By clicking View All, users can see all Evaluations on record for the Caregiver.

5. To enter multiple Evaluations at once, click [Add Al]l. A page will open allowing you to enter multiple Evaluations at once.

Add All Evaulations / Other Compliance

The Enterprise System

Caregiver Management Process Guide Page | 13 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Managing Availability

This section will cover the setup and maintenance of a Caregiver’s work schedule from the Caregiver Profile. This includes:

• Availability: The days, number of hours, and/or number of individual Visits within a day a Caregiver can or may be able to work.

• Preferences: Specific working conditions a Caregiver would prefer to work under. Preferences may be used as a filter for the Availability Search function.

• Absences/Restrictions: Any absences, scheduled paid time off (PTO), or restrictions that may impede a Caregivers ability to cover a Visit.

The Availability Page

Caregiver Availability is broken up into three sections: Permanent Week Availability, Max Visits, and Special Availability. Setting the Permanent Week Availability allows the Availability Search function to pull up the Caregiver when you or another user is trying to fill a shift, or simply review general availability.

To set Permanent Week Availability, complete the following:

1. Navigate to Caregiver > Caregiver Search > Caregiver Profile > Availability

2. Click in the Permanent Availability Section

Edit Permanent Week Availability

3. Using the Preferred and Might Work checkboxes, designate which days a Caregiver prefers to work and which days they may work if required.

4. To specify the hourly availability on a specific day, select the From checkbox and enter the hours in the text boxes provided. Select Live-In if the Caregiver will work a live-in shift.

Caregiver Availability Set

Note: Preferred hours will display in green while Might Work hours display in yellow.

The Enterprise System

Caregiver Management Process Guide Page | 14 Entering and Managing Caregivers Caregivers Proprietary & Confidential

5. Leave any day the Caregiver will not work blank.

6. Once everything has been entered, click on .

Special Availability works the same way as Permanent Week Availability. You can set a Special Availability when the Caregiver’s schedule will vary for a certain amount of time. The only additional step in setting a Special Availability is specifying a date range. Max Visits refers to the total amount of unique Visits a Caregiver will work on a given day. To set a value, simply click the link under the day of the week:

Max Visits

Caregiver Preferences Setup

Preferences serve as a scheduling tool to ensure Patients are comfortable receiving service from the Caregiver assigned to them. This section will cover the setup of preferences and assigning them to a Caregiver.

1. Navigate to Admin > Reference Table Management and select Patient and Caregiver Preferences.

Patient and Caregiver Preferences

2. Enter a value (the specific preference) using the Preference field.

3. Using the Applies To field, determine whether the preference will be used for Patients, Caregivers, or both.

a. If the preference is set for only Patients or Caregivers, it will be designated as Not Used for Scheduling.

b. If the preference is applied to both Patients and Caregivers an extra checkbox, Use for Scheduling, will appear. Selecting this checkbox means the Preference may be used when searching for Caregivers using the Availability Search function.

The Enterprise System

Caregiver Management Process Guide Page | 15 Entering and Managing Caregivers Caregivers Proprietary & Confidential

4. Save the value and navigate to Caregiver > Caregiver Search > Caregiver Profile > Preferences

5. From here, users may setup Caregiver preferences:

Caregiver Preferences

Note: The Special Requests page in the Patient Profile is identical to the Caregiver Preferences page:

Patient Special Requests

The values in the Patient Preferences: Used for Scheduling section on both pages are identical. If, for example, both a Patient and Caregiver had the English Primary Language preference selected, they would be paired if that value was used as a scheduling requirement while conducting an Availability Search.

The Enterprise System

Caregiver Management Process Guide Page | 16 Entering and Managing Caregivers Caregivers Proprietary & Confidential

The Absence/Restriction Page

The Absence/Restriction page is split into three sections:

• Absences: Used to track all Caregiver absences, including PTO.

• Paid Time Off Accruals: Used to track a Caregiver’s remaining PTO.

• Restricted: Used to restrict a Caregiver from working with Patients scheduled by a specific Payer/Contract.

This section will cover how to add an Absence, how to designate an absence as PTO, and how to restrict a Caregiver from working with a specific Contract.

Absences

The Absence function is used to record both absenteeism and paid time off. Depending on your Agencies validations settings, users may or may not be able to schedule an absent Caregiver. This validation may be managed by navigating to Admin > Office Setup > Search Office > Edit Office. To allow scheduling when a Caregiver is absent, flag the Allow Caregiver Absence and Visit / In Service Overlaps field. To restrict this action, remove the flag from this field.

Allow Caregiver Absence and Visit / In Service Overlaps

To enter Absences, complete the following:

1. Navigate to Admin > Reference Table Management and select Caregiver Absence Types.

Absence Type

2. Enter the Absence Type* value.

3. If the Absence Type is associated with PTO, select the PTO Accrual Type from the dropdown provided.

The Enterprise System

Caregiver Management Process Guide Page | 17 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Note: Caregiver PTO Accrual Type is a reference table as well. To create a value for this field, you need only enter a name for the PTO.

Caregiver PTO Accrual Type

4. Click .

5. Navigate Caregiver > Caregiver Search > Caregiver Profile > Absence/Restriction

6. In the Absence section, click on .

7. Select an Absence Type*, Start Date*, and End Date*. You may also remove the Caregiver from any Visits they are assigned to on the corresponding checkbox.

New Absence

8. To save the Absence, click .

9. To designate the Absence as PTO, select the Apply Absence Hours to Caregiver’s Payroll checkbox.

Note: If the selected Absence Type is linked to a Caregiver PTO Accrual Type, the Apply Absence Hours to Caregiver Payroll checkbox will unlock. If not, you’ll receive the following message: “Absence Type selected not configured for Paid Time off”.

10. Enter values for the following fields:

a. Paid Time Off Amount*: The number of hours of PTO being used. You may also enter the number of minutes being used in the corresponding text box.

The Enterprise System

Caregiver Management Process Guide Page | 18 Entering and Managing Caregivers Caregivers Proprietary & Confidential

b. Pay Rate: The pay rate associated with the PTO.

c. PTO Approved: This checkbox must be selected to authorize the PTO. If it is not, the PTO time will not be included in the next payroll. This checkbox is controlled by an individual permission.

Note: In most cases, the Contract won’t be billed for PTO, meaning this field should be left blank.

Note: The Available PTO Hours field is for reference purposes only. It tells users what type of PTO is being used, as well as the number of hours available.

11. To submit the PTO, click .

Designate Absence as PTO

12. All Absences and PTO may be reviewed, edited, or deleted in the Absences section.

Absences Section

The Enterprise System

Caregiver Management Process Guide Page | 19 Entering and Managing Caregivers Caregivers Proprietary & Confidential

PTO Accrual

The Paid Time Off Accruals section is for reference purposes only. It will display the following information:

• Accrual Type: Values for these fields are generated using the Reference Table Management tool. The Reference Table item “Caregiver PTO Accrual Type” designates different types of PTO.

• Accrued PTO Hours: The amount of PTO hours the Caregiver has for each Accrual Type based on the imported payroll information.

• Date of Last PTO Import: The date of the last data import from your Agency’s payroll provider.

• Pending PTO Hours: The number of PTO hours that have been entered, but not yet included in payroll.

• Available PTO Hours: The number of available PTO hours.

Disclaimer: The Paid Time Off Accruals function, or PTO function, is not an internal accrual tracking process. This function works by taking 3rd party accrual information (sent by your Agency’s payroll provider) and tracking/applying it to the payroll function in the system. HHAeXchange is not responsible for the accuracy of payroll data which originates from the 3rd party payroll provider. Please contact HHAeXchange Customer Support to activate this functionality.

PTO Tracking

Restricted

Restrictions block a Caregiver from working Visits scheduled by a specific Contract(s). To add a Restriction, complete the following:

1. Navigate to Caregiver > Absence/Restriction.

2. Scroll down to the Restricted section and click the [New] button.

3. In the New Caregiver Restriction pop, enter values for:

a. Contract*: The Contract barring the Caregiver from working their cases.

b. Reason*: The reason the Caregiver cannot work Visits scheduled by the Contract.

Note: Values for this field are generated using the Reference Table Management function.

c. Restriction Start Date*: The start date of the restriction.

d. Restriction End Date: The end date of the restriction.

4. Click [Save]. All Restrictions may be reviewed, edited, and deleted in the Restricted section.

Caregiver Restricted

The Enterprise System

Caregiver Management Process Guide Page | 20 Entering and Managing Caregivers Caregivers Proprietary & Confidential

In Services

The In Service function allows Agencies to schedule Caregivers for meetings in HHAeXchange. The primary use for this function is to schedule compliance related seminars in the system, ensuring that the Caregiver is not mistakenly double booked for a class and a Visit.

Reference Table Setup

Before an In Service can be scheduled, Agencies must define values for the following fields using the Reference Table:

• Topic: the reason or main focus of the class. Topics may include things such as CPR Training or Emergency Scenarios.

• In Service Instructor: The instructor(s) presenting the material / training the Caregivers.

• In Service No Show Reason: The reason a given Caregiver did not attend an In Service.

To define these values, complete the following:

1. Navigate to Admin > Reference Table Management

2. In the Reference Table dropdown, locate the In Service section.

In Service Reference Tables

3. Enter values for each of the fields. New topics, instructors, or no-show reasons may be entered at any time.

The Enterprise System

Caregiver Management Process Guide Page | 21 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Scheduling an In Service

With the Reference Table values entered for the Topic, Instructor, and No Show fields, Agencies may begin scheduling In Services. To schedule an In Service, complete the following:

1. Navigate to Action > In Service > New

2. On the New In Service page, enter values for the following fields:

• Date*: The date of the In Service.

• Class Time*: The class start and end time. Please note that the duration entered here is what the system will use when processing the In Service for payroll.

• Max Attendees: Use this field to limit the number of Caregivers that may be scheduled for the In Service.

• Topic*: The In Service topic.

• Instructor: The instructor teaching the class.

• Discipline*: Specify which Caregiver discipline the In Service is for. Agencies may schedule Caregivers of two different disciplines for each In Service.

• Office*: Select which Office is organizing the In Service.

• Language: Select which languages the In Service will be presented in.

• Pay Code: Select a Pay Code for the In Service.

New In Service

3. With the In Service information competed, users may begin scheduling Caregivers. To begin

adding Caregivers, click the button in the bottom right-hand corner of the page:

Add Caregivers to In Service

The Enterprise System

Caregiver Management Process Guide Page | 22 Entering and Managing Caregivers Caregivers Proprietary & Confidential

4. A Caregiver Search window will open, allowing users to search for Caregivers of the specified discipline(s) in the selected Office. In the search results, select the checkbox in the leftmost column to schedule the associated Caregiver to the In Service.

5. Once all the Caregivers are selected, click .

Search and Select Caregivers

6. The Caregiver Search window will close. The Attendees field at the bottom of the In Service page will be populated by the selected Caregivers.

Caregivers Scheduled

The Enterprise System

Caregiver Management Process Guide Page | 23 Entering and Managing Caregivers Caregivers Proprietary & Confidential

Notify Caregivers

Agencies may send ConeXus messages to the scheduled Caregivers directly from the In Service page to alert them of the class. To send a ConeXus message:

1. Click the button to the left of the Caregiver field. A menu will open, prompting the user to select one of the following notification methods:

• Communicate via Phone

• Communicate via Mobile / Text

• Communicate via Email

• Communicate via Employee Preference

Send ConeXus Message, Select Communication Method

2. When a notification method is selected, ConeXus will open in a new window. The system will automatically apply all the Caregivers from the In Service to the ConeXus message.

Note: If any of the scheduled Caregivers are not setup to receive notifications using the selected method, the system will alert the user that the Caregiver(s) will not be included in the ConeXus notification.

Caregivers added to new ConeXus Message

3. From here, uses may proceed to send a ConeXus message as normal. For more information on this functionality, please refer to the ConeXus User Guide.

Note: To utilize this functionality, the user must have the Send In Service Conexus Message permission.

Users without this permission will not see the button on the In Service page.