User Manual PDF - Caregiver Scheduler
Contents
1. Client Person needing home caregiving Caregiver Person who provides home caregiving Availability The timeslot when a Caregiver can work during the day Sitting A time period when Client requests caregiving Booking Assigning a Caregiver to a Sitting HEE HE User Roles The system has three types of users or user roles The Executive is the person who is usually a caregiver branch manager He or she tasks a number of Managers to enter Client and Caregiver Data and make schedules Caregivers are only allowed to see their own schedule and they cannot edit their personal information Caregivers must ask a Manager to update their personal information Managers are entered into the system as Caregivers but they can see all the screens There is only one Executive and he or she is the only person who can promote a Caregiver to Manager in the system The Executive does not show up on the Caregiver list pages If the executive will be doing caregiving then simply create a alternate person with a pseudo name close to the executives because the system assumes the executive cannot be tasked by managers User Permissions Table Add Edit Delete Make Edit Delete Promote See Personal Create Edit Caregiver and Schedule Info Caregiver to Schedule Page Invoices Client Info Manger Execute vo S E Manager vO O O yo o So SSS Careg 0o OJo C SS System Security The system cannot be accessed without a login and password Every Ca2. Client section is for the Client s primary contact or who the caregiving contract is with This is often not the same person as the Client Zip code is used in calculating distance from Client to Caregiver and is required Sittings CaregiverScheduler s heart and soul Sittings are when Clients and Caregivers come together and are the heart and soul of the system Because managers need to know many details to assign Caregivers to Clients CaregiverScheduler looks at a number of factors to help match Client with Caregiver distance gender Caregiver preference availability and hourly rate Client Detail Page 1 Scnedulers careg Client Details Name George Washington Return to Client List Address 123 Prez 5t City DC Address Line 2 State Washington Zip 32503 Phone 333 555 2341 2nd Phone Add Sitting Time Sex Male Caregiver Preference Edit Client Details Add Preference Contact for Client Delete this Client Name Ben Franklin Address City Address Line Z State Zip Phone 555 555 5555 2nd Phone Email Notes Sittings for Week Sunday February 22 2009 Saturday February 26 2009 12am 12pm Sunday Monday Tuesday OOo E 0 Wednesday OO 5 50 Thursday Friday Saturday Fully Booked M lt lt Previous Week Next Week gt 8 Viewing and Editing Sittings The Client Details Page shows the Client s Sittings on the Sittings for Week Calendar A green line is a fully booked Sitting A red line
3. is a Sitting that is not fully booked The system holds Sittings 4 weeks in the future and 2 weeks in the past This means you can view the Sitting schedule up to one month from the current time and two weeks into the past from the current time Click Previous Week to move the Calendar back a week Click Next Week to move the calendar forward a week Click on a Sitting line to see its details and update it Adding Sitting Times 1 Goto the Client List page and then click on a Client name to see the Client Detail page 2 Click on Add Sitting Time on the right side 3 Select the Date by clicking on the calendar button Select the Start Time and End Time using the drop down lists 4 If this Client Sitting is a one time occurrence then un select the Reoccurring Weekly checkbox Checking the Reoccurring Weekly box means this Sitting repeats on the same day every week You only need to create a repeating Sitting for each day of the week it occurs 5 Caregivers can be assigned to this Sitting later Click on the Assign Caregiver button to book a Caregiver to this Sitting Or click the Create Sitting button to make a Client Sitting without assigning a Caregiver Book Caregiver to Client Sitting Page 7 4 ae a fe Scie a Book Caregiver to Client Sitting Client Kevin Sky Sitting Schedule From Feb 25 2009 5 00AM To Feb 25 2009 4 00PM Caregiver Available Distance Sex Hourly Prefer Joe Kelly Yes 1085 miles M Ingrid Burgma
4. CaregiverScheduler com Online Caregiver Scheduling System User Manual Table of Contents O UC UO e ee cioeseex aban sey uacceretiowe carn spassansieen voanenetwacesareesmasueaeewseyaaanyencvedstareconsumecnosnasetcoossuauaeeete 3 PATINA SEE AEP pend reg ED caer ccna sae ETNE E ENEE EAEE EET AE NEE T 3 DENN UON e E E E E E es 3 U Or ROIO e E E A E EA 4 SNS EES UIC NE E EE E A E A A A A N E A A EE E E ment 4 Ern a E A 5 Step 1 Build Your Caregiver Database cccccccssseccccsseccecensccccsesececeueceecueeceeseesecessueceeeeneceeseeseeeseuecetseneses 5 AONE C OrEEINETE eee eee e T ee Cn ee eer cr oc eee eee ere eee 5 PN AONE EET A ED ES ovation sedans REDE 6 Adding Caregiver Availability ccccccscccccsssccecsssececeesecceeenseceeeeeceseeeeccesenecesauseceesenceessuecetsunecessaneeetes 6 Updating Changing Availability Times ccccssesssssceececccccsceeeeeeeeeeeeeesceeeceecesceseeeeeeeeueugenseeeeeeeeeeeeeeeas 7 Delete AvallaDility TIMES 5 ea A 7 Step 2 Build Your Client Database eae er eee 7 AE Qi al gc e eS E ee on ee eee 7 Sittings CaregiverScheduler s heart and SOUR eee eres 8 GTS ass Lalo e Tha ges EUNE eRe ene nee eee mn ei ee ee ener ee ERE eee eee 9 Adding Sitting TIMES iacecosaiasecstunasesaveddeacedespSeceandedecadessGecwanadssrndesatecsontabernineavasaveadieceieonteceuaaincadnsatedeancsaaass 9 CT Glick CI To SS UNE aa E coset ERE EET EET ERE EET ERE NERE SEE RENE 10 SER TS AE 5 cc E E SEE EET EEN E
5. E E E EE EEE EE A E E A tees 11 ie 0 a E e E E E er E A E A re E E E E eee 11 Eare OVOCE aE E E E AE 12 EA OION eA E E E 12 Recor KECE NOICE ar E E E EE E E E 12 Introduction Welcome to CaregiverScheduler com the powerful web based tool that allows Caregiver Managers to easily schedule Caregivers with Clients The system is built around four services 1 The Caregiver and Clients database This service allows quick access to contact information notes and preferences 2 The scheduling calendar This holds Client Sitting time needs and Caregiver Availability 3 The Schedule Alerts page This service shows un booked Client Sittings Caregiver double bookings and more 4 Invoice Reports This shows weekly invoices built from the schedule Interface Just like other websites you use your computer web browser MS Internet Explorer Mozilla Firefox etc to access CaregiverScheduler You should navigate from page to page using the buttons and links on the web page If you click on the back or forward button on the web browser you are navigating using controls outside the system and the pages may not display correctly Only click on buttons once you do not need to double click buttons or links and double clicking may cause double entry of data Definitions Some caregiving business terms are used often in this document These are important parts of the services of the system and have their first letter capitalized in this document
6. eekly availability in order to put this into the system Availability is used by the system to match Client Sitting time needs with the Caregivers who can work during a period of time If you do not add Availability then he or she will show as unavailable when you search for Caregivers during the create Sittings process Caregiver Details Page with Weekly Availability Calendar A 6 cisitliliie F Caregiver Scheduling Ms Caregever Detals Name Robby New Redam to Caregiver List rr moire or A i Ean Caregiver Details Address Line 27 State Colorado Zip 32578 Phone SSEA67635 2nd Phone Email Add Availability Time Sen Female Delete this Caregiver Max Travel Distance Preferonce amp asies Hourly Rate 110 00 Holiday Hourly Kato 74 heart Price Login ID terytiz322 Password i Manager tiz riches Weekly Awalatlty Instructions Adding Caregiver Availability 1 From the Caregiver Master List page click on a Caregivers name to see his her detail page 2 There are actions on the right side such as Return to Caregiver List Edit Caregiver Details Add Availability Time and Delete this Caregiver Click on Add Availability 3 Select the Day for the Availability 4 Select the Available From and Available To times The system stores time down to the half hour 5 Click Add Availability Time The Availability will be added to the Caregiver s Weekly Availability Calendar if it does not overlap anothe
7. from selected time forward If this is a Reoccurring Sitting then every week the Caregiver will automatically be booked to this weekly Sitting Unbook from Sitting This action is on the Caregivers Booked list It will remove the Caregiver from this one Sitting occurrence If this is Reoccurring then the Caregiver will still be automatically booked to this Sitting the following week Unbook from All Sittings This action is on the Caregiver Booked list It will remove the Caregiver from all reoccurrences of this Sitting The Caregiver will no longer be automatically booked to this Sitting Delete this One Sitting will remove this one Sitting occurrence If the Sitting is Reoccurring it will still be automatically added the following weeks Delete All Occurrences of Sitting will remove all weekly occurrences of this Sitting and it will not be automatically added in the future 10 Schedule Alerts CaregiverScheduler makes searching through files to fix schedule problems obsolete The Schedule Alerts list located on the Manager s home page will automatically report scheduling issues The Schedule Alerts list notifies on 3 type of scheduling problems 1 2 3 Un filled Sittings or Sittings that do not have Caregivers working the entire period Over booked Sittings or Sittings that have two or more Caregivers assigned during the same time but this may be desired Double booked Caregivers or Caregivers w
8. ho are booked with 2 Clients at the same time Click on an alert message line to see that Sitting s detail page Schedule Alerts List on the Manager page Rk f Ul Caregiver Schedul i a i r rs i i n Today 15 Monday February 23 2009 Manager Fat Whalk Phone 555 333 0007 Email pi sitters inc Edit Personal Info Schedule Alerts Within 48 Hours Clients Caregivers John Wayne Sitting Over Booked 2 23 2009 0 00 2 30 John Wayne Siting Not Filled 23 2006 3 002 39 29 77 Client List eee Sherlock Holmes Sitting Not Filled 2 24 2009 4 00 10 00 Add Client Add Caregiver Kevin Sky Sitting Not Filled 2 25 2009 5 00 16 00 Robby New Double Booked 2 15 2009 0 00 6 30 Robby New Double Booked 2 15 2009 6 00 12 30 Minmin Wu Double Booked 2 19 2009 0 00 4 00 Minmin Wu Double Booked 2 19 2009 3 30 4 30 Invoices CaregiverScheduler will automatically create Invoices for you You must be logged in as an executive to see the invoices managers cannot see Invoices Simply click on the Go to Invoices Page button on the main page On the Invoices page you can search for an invoice by number or see the weekly list of invoices Invoices are generated by the system using the schedule s Bookings This means for each Booking a Client has with a Caregiver an invoice item is created A unique invoice number is generated for all the Bookings a Client has for one week Invoices are kept in the system for 3 years 11 Editing I
9. n Yes 1659 miles F Rocky Balboa Booked 42miles M 5800 Gory Ganuu No 44 mies M 7 00 Harold Truman No 45 miles M 10 00 Jolly Rogers No 4 miles M 586 00 Red Ron No 46 miles F tina tina No 531 miles F Jim ja No 1085 miles F oyo ma No 4i miles M 9 00 Terry Twist Mo 45 miles M 9 00 Next Page gt gt Last Page gt Records 1 to 11 of 25 _ Cancel Booking Updating Sittings From the Client Details Page click on the Sitting time line You will go to the Update Client Sitting page From this page you can assign un assign Caregivers and delete the Sitting Keep in mind that you can update one specific time period or all reoccurring periods if the Sitting is reoccurring Update Client Sitting Page Tia BE Cal Update Client Sitting Client Book Caregiver to this One Sitting T Book Caregiver to All Occurrences of Sittin Sitting Time GIVEE 10 4 j i t Sitting From M To Mor AE Delete this One Sitting Delete All Occurrences of Sitting Reoccuring Weekly Return to Client Page Caregiver s Booked Time Unbook from Sitting Unbook from All Sittings Linbook from Sitting Uinbook from All Sittings The actions that can be performed on the Update Client Sittings page Book Caregiver to this One Sitting will book a Caregiver to this occurrence of the Sitting even if it is Reoccurring or repeats every week Book Caregiver to All Occurrences of Sitting will book a Caregiver to all occurrences of the Sitting
10. nvoices You can change the hours worked and mileage claimed for each invoice item To change an invoice item s time you must delete that item and add a new one from the top of the Invoice detail page System Options Some parts of the web environment can be changed by the Executive On the main page click on the System Option link on the top right to go to the Options page The below items can be changed Schedule Alert Time Range hours The range in hours that the system will alert Managers of Schedule issues Start Day for Weekly Calendar The first day of the week on the calendars Records Per List Page The per page number of items shown on lists Mileage Reimbursement Rate Federal or State reimbursement rate per mile ik Invoice End of Week Day Shows last day of week for invoicing Current Invoice Number Shows the current Invoice Number ik Invoice Report Header Address The company address on the top of Invoice reports Invoice Report Corporate Office Address The invoice report address where agency fees are sent Record Keeping Notice CaregiverScheduler is a high tech service for caregiver management It uses internet server databases computer networks telephone lines and your computers or networking devices The internet is a complex system that can break down You should keep paper or storage device backups of all your records in case of system failure CaregiverScheduler com is not responsible for being the onl
11. r Availability time Updating Changing Availability Times To change an Availability time it must be deleted and recreated First delete the time period and then add a new Availability time period Delete Availability Times To delete or remove an Availability period click on its green line on the Weekly Availability on the Caregiver Details page The system will then verify that you want to delete Click Delete Time to remove the Caregiver Availability from the system Step 2 Build Your Client Database The CaregiverScheduler system holds Client contact information and Client sitting time requests Sittings can have Caregivers assigned to them as they are created or Caregivers can be assigned later The system will alert managers to Sittings that are not filled booked with Caregiver Adding Clients 1 From the Manager Page or Client List Page click on Add Client 2 Enter Client personal information Fields with a red asterisk are required 3 Click Add Client when you are finished and ready to save the information Add Client Page I m T i A Caregiver Scheduling M i i First Namo Last Name Add Chem Cancel Note some fields of the Client detail page Preference is used to identify the Client s preferred Caregiver gender Many Clients feel more comfortable having Caregivers who are the same sex and the system shows this preference when Caregivers are assigned to Sittings The Contact for
12. regiver and Manager can have a unique login ID that allows access to pages they have permission to see Passwords must be six 6 characters or more It is highly recommended that you do not use common words and numbers that might be easily guessed Caregivers can only see their schedule and cannot change anything in the system Managers can update delete and add Clients and Caregivers so Managers should not share their password The system will time out after 20 minutes of inactivity This means that if you do not press any buttons or click on the page links for 20 minutes when you do try to do something you will be redirected to the welcome page and have to login again Do not share log ins If two people log in using the same name and share an account there is a danger of data being corrupted For example if two people change something like a Caregivers Availability at the same time and from the same account then one person will see a change that he or she did not make It is best to give each of your managers their own account log in The system does not keep track of which personnel made changes to data Getting Started Log in to the system by going to the URL www caregiverscheduler com and entering the Login ID and Password given by the administrator There are 3 steps to get started with CaregiverScheduler Step 1 Enter your Caregivers information and Availability into the database Step 2 Enter your Clients info
13. rmation and Sitting time requirements Step 3 Book Caregivers to Sittings This is part of adding Client Sittings CaregiverScheduler makes it easy to match the right Caregivers with a powerful search page that shows matching availability preference distance and more Step 1 Build Your Caregiver Database It is important to first add Caregivers because Clients use Caregiver Availability information to fill Sittings This section shows how easy it is to add Caregiver information and Availability It is advisable to add a few Managers as Caregivers in the beginning to help with data entry Adding Caregivers 1 From the Manager Page click on Add Caregiver on the Caregivers column 2 Enter Caregiver personal information Fields with a red asterisk are required The Login ID and Password are optional for Caregivers who want to see their weekly schedule Managers should have a login ID and password so they can update and add persons to the system Add Caregiver Page Pit Til caregiver scneauung M Add Ca far _ Add Caregiver Cancel Note some fields on the Add Caregiver Page Zip code is used for determining distances to Clients and is required Manager should be set to No for Caregivers If this person will change schedules then set to Yes Availability Availability is when the Caregiver says he or she can provide caregiving to a Client during the week You should ask all your Caregivers for their w
14. y source of your Client and Caregiver data 12
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