Other System Pages
On the Visit > Appointments page (Caregiver view) the Office field is required. When searching, the results generated show the Caregivers who are assigned to the selected Office (whether Primary or Secondary).
User access in the Appointments page is controlled by the user permissions settings in either the Caregiver’s Primary Office or the Patient Office (for individual visits). Users who can view the results are also able to see all items scheduled for the Caregiver. If the Caregiver has visits scheduled at a different Office from the Office selected, the Office Code is indicated after the Patient Name.
Hovering over either the Caregiver’s Name or Patient’s Name displays visit details.
User access in the Appointments page for different Offices is controlled by the user permissions settings in the Patient Office. For example, a Caregiver is assigned to Office 1 (Primary) and Office 2 (Secondary), and the user has permissions at Office 1, but not for Office 2. When searching on the Appointments page, the results show Caregiver appointments for Office 1 and 2.
When clicking on the linked Scheduled Time for a visit in Office 2, the user can only view the appointment.
The Bulk Update function only works if the selected visits are in the same Office; therefore, the system does not allow users to select visits from multiple offices. Selecting multiple visits from one Office enables the Bulk Update function provided that the user has access to the selected Office.
From the Caregiver Availability Search page, the Office field is required. As a result, a Caregiver appears if they are assigned to that specific Office (as a Primary or Secondary).
Available to Work filters pull information from the Caregiver’s Availability page, with details from all assigned Offices whether the Primary or Secondary Office is selected.
Certain fields on the Availability page are Office-specific such as Team, Location, Branch, and Caregiver Requirements for scheduling. Even if a Caregiver is assigned to a Secondary Office, the ruling configurations remain in the Primary Office.
If any of the Office-specific fields are selected, then the results do not yield Caregivers set at Secondary Offices; only those who match other filters are listed.
Generating a Caregiver Search via the Smart Map Beta results in a list of Caregivers who are configured to a selected Office (Primary or Secondary). If the selected Office is a Caregiver’s Secondary and no Office-specific filters are selected, then the Caregiver is excluded from the search.
Search and select a Caregiver by clicking on the Schedule radio button on the Action > Confirm Visits page. The Caregiver search results return Caregivers assigned to both Primary and Secondary Office selections.
On the Confirm Timesheets page, select a single Office to confirm timesheets for Caregivers associated to the selected Office (whether Primary or Secondary). On the same screen, enter the Caregiver Name or Code in the Caregiver Name/Code field (auto-populates as entered) and select the Week Ending Date.
The system validates the Week-Ending Date based on the selected week for the selected Office. The Patient field shows Patients for which selected Caregivers have been assigned to (based on Patient Office).
Caregivers who work for multiple Offices may encounter conflicts at different Offices. Use the Conflict Report page to search for any Conflict at the Caregiver’s Office(s). The results show any encountered Conflicts based on the Caregiver’s assigned Offices.
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Example |
Scenario |
|---|---|
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1 |
A Caregiver is assigned to Office 1 (Primary) and Office 2 (Secondary). The Caregiver has an overlap with Agency B on a visit scheduled with an Office 2 Patient. On the Conflict Report, Office 2 appears under the “Office” column, where the conflict occurred. |
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2 |
A Caregiver is assigned to Office 1 (Primary) and Office 2 (Secondary). The Caregiver has an overlap with Agency A on a visit scheduled with an Office 2 (Agency A) Patient. On the Conflict Report, Office 2 (Agency A) displays as the Conflict Agency. |
The following example demonstrates multiple scenarios and how they manifest on a Conflict Report.
| Example Assumptions | ||
|---|---|---|
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Caregiver |
Agency |
Assigned Offices |
|
1 |
A |
Office 1 (Primary), Office 2 (Secondary) |
|
2 |
B |
Office 3 (Primary), Office 4 (Secondary) |
|
3 |
A |
Office 5 (Primary), Office 6 (Secondary) |
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All Caregivers have the same SSN and Date of Birth. |
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Billed visits for Caregiver 1 from Agency A (Office 1, Primary) and Caregiver 2 from Agency B (Office 4, Secondary);
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If user, logged in Agency A, runs a report, the Conflict Report indicates Office Column: O1 and Conflict Agency: Agency B (O4).
Billed visits for Caregiver 1 from Agency A (Office 1, Primary) and Caregiver 3 from Agency A (Office 6, Secondary) is billed for a visit.
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If user, logged in Agency A, runs a report, the Conflict Report indicates Office Column: O1 and Conflict Agency: Agency A (O6).
A Caregiver’s overtime (OT) values are tracked via their Primary Office on the Overtime Dashboard. On the Detail View, visits are listed with respective 3-character Office Codes indicated next to the Patient’s name. Editing rights are governed at the Caregiver’s Primary Office. To make any changes from this page click the Patient Name link.
Travel Time records are generated according to the Caregiver’s Primary Office. From the Action > Travel Time page, select an Office from the required dropdown field to run a search. The system returns all potential Travel Time trips for a Caregiver’s Primary Office or any other selected Office.
When processing payroll, all hours for Visits, In-Services, Expense, and Travel Time are organized and governed by the Caregiver’s Primary Office (regardless of the Office in which services were performed).
On the Payroll Details page, all records are shown as combined. The Patient Number includes the Office Code for users to identify when Secondary Office(s) records have been added. Only users with access to a Patient’s Office can Click Patient Name link to view a Patient’s Profile.
Combined payroll records are also available in the Payroll Batch Details page and Caregiver Paychecks section.
Call Maintenance adjusts to include Caregivers’ Primary and Secondary Offices according to selected search fields. As a result, Offices are shown under the Office Name column, Primary followed by Secondary Offices. Caregivers for the chosen criteria show in a search result.
Users with Secondary Office access can perform several functions by way of an associated Patient Office, as follows:
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View and Edit Caregiver Schedules (Primary and Secondary)
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Edit Caregiver
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Link Visits
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Link Call with Schedule
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Create New Schedule
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Edit Schedule for Secondary Office (Patient Office)
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View a Patient Calendar (by clicking on Patient Name)
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Edit Patient Phone Number for Secondary Office
Functions for visits listed on the window can be restricted for users with limited access.
Call Maintenance Dashboard Caregiver Search
From the Call Maintenance page, click the Automatic Creation of Schedules button page and search for Offices using the dropdown filter. Results are based on a Patient Office on record, regardless of a Caregiver’s assigned offices (Primary or Secondary).
Other Call Dashboard functions accommodate to the Caregiver’s multi-office purpose. Filter searches by Office and the results show a Caregiver’s Primary and Secondary Office as per selected criteria. Such functions include:
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Reprocess
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Missed In/Out/ Calls
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Visit Log
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Call Log
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Rejected Calls: This panel includes a Caregiver’s Secondary Office Calls. The search results display all Caregiver calls from the selected Primary and Secondary Offices.