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:

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. 

1. Log in to personal profile

2. Click Scheduling on the main menu

3. Click Clients on the submenu

4. Search for the client by typing the name in the search filter

5. Click Search

6. Click anywhere on the client row to open the Client Details page

7. 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

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

9. 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

10. 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.

11. Click Save on the confirmation alert window

12. 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

13. Click Publish

14. Review exceptions and make changes as needed

15. Click Publish on the review exceptions window

    1. The schedule will be visible when published

16. Click Save

17. Changes can be made to the schedule by right-clicking on individual entries

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

View Hourly Services Schedule for Clients

1. Log in to personal profile

2. Click Scheduling on the main menu

3. Click Clients on the submenu

4. Search for the client by typing the name in the search filter

5. Click Search 

6. Click anywhere on the client row to open the Client Details page and view the schedule

   1. The default view is a weekly view. To view an hourly view of one day, click the Day button or click the Today button to navigate to today’s schedule. To return to the week view, click the Week button.

      1. Navigate to other weeks by using the arrows or the calendar icon

   2. Service Codes for the client are listed in the column on the left side. *Please note: For service codes with the setting Allow Employee Authorizations enabled, the following information does not display:

      1. There are several numbers listed on each service code. Hover over each to learn more. 

         1. The first number is consumed weekly hours, which is the total of all pending and approved punches for the service code for the week. 

         2. The second number is scheduled weekly hours, which are the total hours of the saved shifts for the week. 

         3. The third and fourth numbers are the daily maximum and maximum available weekly hours, which are both set on the authorization. A warning will populate if a user attempts to schedule over the maximum available daily or weekly hours.

      2. Hover over the “i” icon to see more authorization details, including the authorization end date and the remaining balance. Schedule entries will be prohibited beyond the end date or that exceed the remaining balance. 

7. There are several tools available to quickly make changes to the schedule 

   1. Click the Trash icon to clear the current schedule

   2. Click the Copy icon to copy the schedule from a previous week

   3. Click the Printer icon to print the schedule

8. Right-click on any schedule entry and select:

   1. View

   2. Edit

   3. Delete

Employee Schedules

The employee schedule allows the supervisor to create schedules for miscellaneous account types including Administration, Training, and Drive. It is available to all supervisors who are linked to the employee via a default cost center or an active service account. One to one care is scheduled on the client. Supervisors can view the employee schedule to see all scheduled shifts for the employee’s active service accounts.

Create New Employee Schedule

1. Log in to personal profile

2. Click Scheduling on the main menu

3. Click Employees on the submenu

4. Search for the employee by typing the name in the search filter

5. Click Search 

6. Click anywhere on the employee row to open the Employee Details page and view the schedule

7. 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.

8. To use the same schedule as the previous week, click the Copy icon.

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

   2. Click Yes on the confirmation alert window

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

10. Complete the form wizard

    1. Employee Name - The field will prefill based on the employee selected

    2. Account Type - The field will prefill based on the account selected

    3. EVV Location - Select from the drop-down

    4. Day - Field will prefill based on the date selected

    5. Start Time - Enter the start time for the shift

    6. End Time - Enter the end time for the shift

    7. Cost Center - The field will prefill

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

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

11. 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

12. Click Save on the confirmation alert window

13. Repeat until the schedule is complete

    1. Copy entries by dragging and dropping to a new cell and update the schedule form wizard as necessary

    2. Schedule non-client shifts (i.e., PTO, sick, administration)

14. Click Publish

15. Review exceptions and make changes as needed

16. Click Publish on the review exceptions window

    1. The schedule will be visible to the employee when published

17. Click Save

18. Changes can be made to the schedule by right-clicking on individual entries

    1. Re-publish the schedule for the employee to see the changes by clicking Publish and Save on the confirmation alert window

View Employee Schedule

1. Log in to personal profile

2. Click Scheduling on the main menu

3. Click Employees on the submenu

4. Search for the employee by typing the name in the search filter

5. Click Search 

6. Click anywhere on the employee row to open the Employee Details page and view the schedule

7. The default view is a weekly view. To view an hourly view of one day, click the Day button or click the Today button to navigate to today’s schedule. To return to the week view, click the Week button.

8. Navigate to other weeks by using the arrows or the calendar icon

9. Each active service account is listed in the profiles/accounts column

10. Each shift will display start and end time, total hours, and service code, if applicable.

    1. Scheduled Shifts (published) will appear in light blue

    2. On Call Shifts (residential and day programs only) will appear in dark blue

    3. Offered Shifts will appear in yellow

    4. Unpublished Change will appear in green

    5. Deleted Unpublished Change will appear in bright red

11. There are several tools available to quickly make changes to your schedule. 

    1. Click the Trash icon to clear the current schedule

    2. Click the Copy icon to copy the schedule from the previous week

    3. Click the Printer icon to print the schedule

12. Right-click on any schedule entry and select:

    1. View

    2. Edit

    3. Delete

Additional Scheduling Functions

View existing entries

1. Right-click on the entry

2. Click View

3. View the details of the entry

4. Click Cancel to exit the Schedule form wizard

Edit existing entries

1. Right-click on the entry

2. Click Edit

3. Update/make changes to the form wizard

4. Click Update

5. Click Save on the confirmation alert window

6. Select Publish changes to republish

7. Click Save on the confirmation alert window

Delete existing entries

1. Right-click on the entry

2. Click Delete

3. Click Ok on the confirmation alert window

4. Select Publish changes to republish

5. Click Save on the confirmation alert window

Client Schedules Import

Using Excel, create a Client Schedules Import template with the field names listed below.

• First row must be the column headers

• Column headers should equal the field names listed below, in the order listed below, no spaces.

• All columns must be present, even if optional fields are left blank.

• Save the file as Text (tab delimited)

1. Log in to personal profile

2. Click Scheduling on the main menu

3. Click Actions

4. Select Upload Client Schedule Entries File

5. Choose the prepared Text file and click Open to upload

   1. If the import file has incorrect or missing column headers, the user will see a red bar and an error message. The file will need to be corrected before it can be uploaded.

6. When the file is successfully uploaded, click Save and Yes to confirm.

7. Click OK to acknowledge that the import has started

   1. The import process will run in the background. If the Import Completed message template is enabled, the user may receive an email, text message (if mobile was verified), or both stating that the import was complete.

8. Click on the Events tab to view basic failure or success results

   1. Successful import files will have the subject line Import Completed

   2. Unsuccessful import files will have the subject line Import Failed

      1. View the results file to see the reason(s) for failure:

         1. Click on the Attachments tab

         2. Locate the file name

         3. Click the download icon

         4. Open the downloaded .txt file