Master Week

Complete the following steps to create a Master Week.

1. Go to the desired Patient and click the Master Week link on the Index.

2. On the Master Week page, click the Add Master Week button.

   

3. The Add/Edit Master Week screen opens. Set the Master Week date range in the From/To Date fields. The From Date field is required. The To Date field is optional and may be left blank for indefinite stop date. If a To Date is entered, the system does not generate visits from this Master Week past that date.

4. Enter the visit details for each Master Weekday OR click the Hours link for a streamlined version of this window.

   

5. The Select Days window opens allowing one to set visit details and apply them to different days be selecting the corresponding checkbox. Click the OK button to continue return to the Add/Edit Master week window.

   

6. On the Add/Edit Master Week window, the selected days and visit details are displayed. Click the Save button to finalize the Master Week.

   

7. At the bottom of the page, click the Save & Update Calendar button to roll over visits onto the Calendar based on the Master Week details.

   

For some permanent schedules, aspects of the schedule alternate from week to week. For example, every other Sunday a different Caregiver might work, or every third week the Patient requests services in the afternoon instead of the morning. In these scenarios, an Agency can set an Alternate Master Week schedule. Once set, the Master Week rollover alternates back and forth based on what is set here.

Complete the following steps to create an Alternative Shift.

1. Go to the desired Patient and click the Master Week link on the Index.

2. On the Master Week page, click the applicable days Alt. link.

   

3. The Alternative Shifts window opens for the selected day displayed the visits details. Click the Add Alternate Shift link to add an alternate record.

   

4. The Add Alternative Master Week Shift window opens. Make the necessary additions for the selected day. Click the Save button to finalize.

   

5. Once saved, the Alternative Shift displays on the Master Week header in red.

   

6. When rolling over the Master Week, the system works through each alternate shift entered and places those visits on the Calendar.

The Master Week rollover length can be customized to fit an Agency’s needs, particularly, to view and coordinate visits (schedules) on a monthly basis according to Authorization calculations. Because the Master Week rollover length may be adjusted for each Contract, the system needs to validate scheduled visits based on the Contract settings.

For example, if Contract A is set for the Master Week rollover length to 30 days, the system then validates up to 30 scheduled visits at a time. If Contract B has the rollover set for 10 days, the system then validates up to 10 scheduled visits at a time.

This feature is applicable for both Linked and Internal Patients.

Office Setup Page

The system default is set at 14 days. To view the Master Week Rollover Time Frame, go to Admin > Office Setup > (Search Office) > Edit Office > General.

Patient Master Week Page

When a User opens the Patient Master Week page, the From Date and To Date are automatically set based on the Patient’s Office Master Week Rollover Time Frame settings described above.

For example, suppose the Master Week Rollover Time is set for 20 days. When the Patient’s Master Week is opened, the From Date displays as current date and the To Date displays as 20 days from the current date.

Users may choose to manually schedule for a number of days greater than the default setting on the Office Setup page on a Patient’s Master Week. A manually entered schedule overrides the default Master Week Rollover Time Frame setting.

For example, if the Master Week Rollover Time Frame is set at 20 days, a User may choose to manually schedule a Patient’s calendar for 31 days. In this case, the Patient’s calendar is populated with 31 days of scheduled visits; however, the Authorization figures only extend up to 20 days as per Office settings.

The Patient’s Calendar displays Green for 1 to 20 days (October 4 to October 24), and White for 21-31 days (October 25 to October 31), indicating those dates past the Master Week Rollover Time Frame are not validated yet against the Authorization.

If visit times and date ranges do not overlap, one can enter multiple Master Weeks for a Patient. These are common in the following special scenarios:

The Patient has multiple shifts on the same day. If the Patient consistently receives service in the morning and then again in the evening, one can add one Master Week for the morning shift and another for the evening shift.

The Patient has tapered service. If the Patient’s schedule changes on a set basis: for example, the Patient receives 5 visits per week for one month, then 4 visits per week the next month, then 3 visits per week the following month. In this scenario, once can enter one Master Week with a date range for the first month, a second for the next date range, and a third for the final date range.