Fill a Specific Shift

To search for Caregivers to fill a specific shift, select the Fill a Specific Shift tab on the Caregiver Search page. Once selected, additional filter fields appear to include Patient, Date, and Shift. In the +Advanced Filters section, other search options are available including a Tolerance Window to search by a Caregiver’s live location as well as Payroll Restrictions, as seen in the following image. Refer to the Caregiver Live Location and the Payroll Restrictions respective sections below for details.

To ensure that a Caregiver is scheduled for a Patient in a corresponding office, the Office field becomes unavailable once a Patient is selected on the Fill a Specific Shift Caregiver Search page. The Patient Address field is automatically as well as the City, State, and Zip fields populate on the screen as seen in the following image above. Once all search parameters are chosen, click the Search button.

The Patient field (required when using Fill a Specific Shift searches) has auto-suggest functionality to populate the Patient’s Name and Patient ID.

Select the calendar icon on the Date field to see the highlighted scheduled visits for the selected Patient.

Select the shift from the Shift dropdown field. If a Patient has more than one visit on the selected date, then those shifts appear in this dropdown.

On the Search Results, click the Caregiver Name link to access a quick-view popup window providing Caregiver information such as Name, Status, Gender, Address, and Phone. Click Assign to Shift to assign the Caregiver or Click View Caregiver Profile to access the Caregiver Profile.

Selecting Assign to Shift assigns the visit to the Caregiver. On the Schedule tab the Caregiver name and Code populate in the Caregiver Code field.

A Worked with Patient checkbox is available under the Advanced Filters section, as seen in the image below. When selected, the search results yield a list of Caregivers who have previously worked with the Patient in the last 3 months from the search date (with at least 1 confirmed visit).

From anywhere a Matching Caregivers Case Broadcast is initiated, the system routes to the Caregiver Communication/Availability module to the Fill a Specific Shift option. For example, the image below illustrates a search via the Visit Search function under Visit > Visit Search where a Matching Caregiver search is performed to fill a shift.

Once Matching Caregivers is selected, the Provider is routed to the Caregiver Search/Availability module. Note that the Patient, Date, and Shift fields are automatically filled in the criteria. Select additional options, if desired.

Just as the Caregiver can be seen on the Map View, the Patient locator is seen as a blue pin when generating a Caregiver Search using the Fill a Specific Shift option. This helps to easily determine the Patient’s location (blue pin) relative to the surrounding Caregivers (red pins), as seen in the following image.

Hover over the Patient location pin to view the Patient’s information: Patient Name, Address, Phone Number, and Coordinator.

In the Fill a Specific Shift option, under the Advanced Filters section, payroll overtime rules values have been added to the Payroll Restrictions filter field, selected to exclude Caregivers from a search with overtime potential. The following table contains the values and descriptions.

Value	Select to…
40 Hour OT	generate searches for Caregivers who have not exceeded the 40-hour overtime rule.
7 Day OT	exclude any Caregiver who has been scheduled for visits for 6 consecutive days from the selected shift to fill.
Spread of Hours	exclude any Caregiver who is already scheduled to work on the same day as the open shift and the scheduled visit is 10 hours from the unstaffed shift.

Payroll Restrictions work based on the Exclude from OT setting at the Caregiver Pay Code level under Admin > Reference Table Management > Caregiver Pay Code, to help control overtime. Payroll Restriction rules do not apply to those Providers who use Custom Payroll rules.

When the Exclude from Overtime option is selected at the Pay Code level, any visit with the assigned Pay Code is not considered in the Caregiver Search/Availability overtime rules to include: 40 Hour OT, 7 Day OT, and Spread of Hours.

With the Fill a Specific Shift option, the Payroll Week Ending separator (based on the Payroll Week Ending Day configurations for an office) can be seen in the search results for visibility when assigning a shift .

Fill a Shift Caregiver Search: Payroll Week Ending Day

If multiple offices are selected with a common Week Ending Day, then the separation details (Payroll Week Ending Day) are also displayed. Separation details are not visible if the multiple offices have different Payroll Week Ending Days.

On the Fill a Specific Shift Search Results, if the Caregiver has a seventh Consecutive Shift, then the cell is highlighted in yellow. This is a visual indicator for Providers to prevent OT when scheduling Caregivers. Essentially, if a Caregiver works 7 days in a row, regardless of the number of hours worked, they receive OT on the seventh day.

Using the Availability Search and Fill a Shift search options, Providers can use the Total Scheduled Hours calculation from the current payroll week to generate searches. The search results include the Caregivers’ total scheduled hours.

The calculation for the scheduled hours is based on the payroll week. For example, when using the Fill a Shift search, the Total Scheduled Hours column reflects the number of hours each Caregiver is scheduled for in the payroll week that the open shift is part of.