Scheduling Module - Client

Description: In this topic, the user will learn how to use the scheduling module as a client.

This useful tool allows clients to:

• View all shifts, for multiple employees and programs.

• Request services

• Receive notifications when changes are made to the schedule

If the Enable Schedule Management checkbox is selected (enabled) on the client profile, the client can manage their own schedule. This allows clients to:

• Create schedule entries

• Edit schedule entries

• Publish schedule

• Publish schedule changes

• Delete schedules

• Copy schedule from previous week 

*Please note: The DCI Scheduling Module is used by some organizations. Please reach out to a coordinator with questions.

Role Required: Client

Permission Required: N/A

Contents:

Create & Manage Schedule - Web Portal

Please note: The Enable Schedule Management checkbox must be selected (enabled) on the client profile for clients to create and manage their schedule.

1. Log in to personal profile

2. Click Schedules on the submenu

3. To create a new schedule, use the calendar or arrow icons to navigate to the desired week, OR click the Actions button and select New Schedule from the drop-down menu to display the next blank week's schedule

4. To create a new schedule shift, click the Blank Cell on the selected day to open the Schedule form wizard

5. Complete the Schedule form wizard

   1. Client Name - Prefilled with client name

   2. Service Code - Prefilled based on the service code row in which the blank cell was selected

   3. EVV Location - Select from the drop-down

   4. Day - Select the date the client will receive the service   

   5. Start time - Enter the start time the client will receive the service

   6. End time - Enter the end time the client will receive the service

   7. Employee - Type the employee's name and select it from the drop-down. Only employees with an active service account with this client and service code will populate.

   8. Note (optional)

   9. Critical - Check the box if this is a critical shift

   10. Reminder - Enter the numeric value (minutes, hours, days, or weeks) in the first field

   11. Reminder Type - Select Minutes, Hours, Days, or Weeks from the drop-down in the second field

6. Click Schedule

   1. Shifts cannot be saved if the employee is already scheduled for a shift

   2. Shifts cannot be scheduled if the authorization has expired

7. Click Save on the confirmation alert window

8. Repeat until the schedule is complete

   1. Copy entries by dragging and dropping them into a new cell

   2. To use the same schedule as the previous week:

      1. Click the Copy icon (two pieces of paper)

      2. Select the week to copy from the drop-down and click Ok

      3. Click Yes on the confirmation alert window

9. Click Publish

10. Review exceptions and make changes as needed

11. Click Publish on the review exceptions window

    1. The schedule will be visible when published

12. Click Save

13. Right-click on an entry to edit or delete

14. Re-publish the schedule for the employee to see the changes

View Schedule - Web Portal

The schedule can be viewed when published. 

1. Log in to personal profile

2. Click Home on the main menu

3. Click Schedules on the submenu

4. View the schedule under the Your Schedule tab

Schedule Details

• The scheduling module displays the current week’s schedule listed by employee and/or program for all active service accounts

• To view a different week, use the arrows or the calendar icon.

• View the schedule for Today, by day, or by week.

• To see a detailed view of the current day’s scheduled shifts, click the Today button.

• Each shift will display the start and end time, total hours, and service provided.

• Scheduled Shifts (published) will appear in light blue

• Offered Shifts will appear in yellow

• Requested Shifts will appear in orange

• Click the Printer icon to print the schedule in a calendar or list format

View Schedule - Mobile App

The schedule can be viewed when published. 

1. Log in to personal profile

2. Click the Menu icon (hamburger menu) in the upper left corner

3. Click Schedules on the menu

4. View the schedule by day or by week

Request Services

Clients can request services on a particular day.

1. Log in to personal profile

2. Click Home on the main menu

3. Click Schedules on the submenu

4. Click Actions 

5. Select Add New Client Request from the drop-down menu

6. Complete the form wizard

   1. Day - Select the date when service is requested

   2. Time - Add the start and end times for the shift

   3. Service Code - Select the service code from the drop-down menu

   4. Employee - Type and select the name of the requested employee

      1. Only eligible employees will populate

      2. If the employee is unavailable, the coordinator may schedule a different employee.

7. Click Save and Yes to confirm

8. The request will appear on the schedule in pending status and has been sent to the coordinator for review

   1. If approved, the shift will appear blue on the schedule.

   2. If rejected, it will no longer appear, and the coordinator may provide details regarding the rejection.

   3. If messaging is enabled for the instance, the client may receive a notification when the request has been approved or rejected.

   4. To cancel the request, please contact the coordinator by right-clicking on the schedule request to send a message.

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