Scheduling Module - Supervisor

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

This useful tool allows supervisors to:

Build a schedule for each client
View employee shifts
Prevent scheduling of overtime and over authorization
Prevent double scheduling of employees and clients
Manage shift swapping
Manage client requests for services
Manage employee availability templates

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

Role Required: Super User, Supervisor

Permission Required: N/A

Contents:

- 1.1 Client Schedules
  - 1.1.1 Create a New Hourly Service Schedule for a Client
  - 1.1.2 View Hourly Services Schedule for Clients
- 1.2 Employee Schedules
  - 1.2.1 Create New Employee Schedule
  - 1.2.2 View Employee Schedule
- 1.3 Import Client Schedules
  - 1.3.1 Creating a Template
  - 1.3.2 Reasons for Import Failure
  - 1.3.3 Client Schedules Import
  - 1.3.4 Client Schedule Entries with Open Shifts Import
  - 1.3.5 Publishing Imported Client Schedules
- 1.4 Additional Scheduling Functions
  - 1.4.1 View existing entries
  - 1.4.2 Edit existing entries
  - 1.4.3 Assign Employee to an Open Shift
  - 1.4.4 Delete existing entries
- 1.5 Shift Swapping & Open Shifts
  - 1.5.1 View, Approve, and Reject Shift Swap Requests & Claimed Open Shifts
- 1.6 Client Requests
  - 1.6.1 View, Approve, or Reject Client Requests
- 1.7 Review Availability Templates
  - 1.7.1 Review an Employee’s Availability Template
- 1.8 Reports
- 1.9 Message Templates
2 Related articles

Client Schedules

Create a New Hourly Service Schedule for a Client

Hourly service schedules are made per client. The Client Schedule builder is designed to prevent scheduling over authorization, outside of authorization dates, and over the daily or weekly max.

Log in to personal profile
Click Scheduling on the main menu
Click Clients on the submenu
Search for the client by typing the name in the search filter
Click Search
Click anywhere on the client row to open the Client Details page
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
To create a new schedule shift, click the Blank Cell on the selected day to open the Schedule form wizard
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. Primary Caregiver (optional) - Type the employee's name (Primary Caregiver) and select it from the drop-down. Only employees with an active service account with this client and service code will populate.
  1. Please note: Not selecting a Primary Caregiver will create a schedule entry with a status of Open (no assigned employee). These visits would be available to be claimed by eligible employees with an active service account for that client/program.
8. Back-Up Caregiver (optional): Type the employee's name (Back-Up Caregiver) and select it from the drop-down. Only employees with an active service account with this client and service code will populate.
  1. Please note: The Primary Caregiver and Back-Up Caregiver cannot be the same.
9. Note - Optional
10. Critical - Check the box if this is a critical shift
11. Reminder - Enter the numeric value (minutes, hours, days, or weeks) in the first field
12. Reminder Type - Select Minutes, Hours, Days, or Weeks from the drop-down in the second field
13. Late Notification - Enter the numeric value (minutes) to define how long after the scheduled start time a notification is sent if no clock-in occurs for a Client Schedule shift. If a value is entered here, it overrides the instance-level notification setting for late. If left blank, the instance-level setting will continue to apply.
  1. Please note: Late notifications are sent using the Scheduling Notify Failure to Punch and/or Critical Shift message templates. These templates must be active for notifications to be sent.
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
3. To see an employee’s full schedule, click Scheduling on the main menu and click Employees on the submenu. Search for and select the employee.
Click Save on the confirmation alert window
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
Click Publish
Review exceptions and make changes as needed
Click Publish on the review exceptions window
1. The schedule will be visible when published
Click Save
Changes can be made to the schedule by right-clicking on individual entries
Re-publish the schedule for the employee to see the changes