HHAeXchange Scheduling Process Guide Scheduling and Adjusting Visits Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 Fax: (718) 679-9273
Document Revision History Date Description of Revision 6/01/2016 Initial version of the document 6/20/2016 Updated for changes listed below: Page 8: Allow Master Week Rollover without Valid Authorization 11/10/2016 Updated for changes listed below: Page 11: Availability Search 1/16/2017 Updated for changes listed below: Page 10: The Appointments Function 5/10/17 Updated for changes listed below: Page 19: Update to the Overtime Validations section. 7/26/2017 Updated for changes listed below: Page 5: Visit Authorization Allocation Page 10: Authorization Deletion Logic Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 Fax: (718) 679-9273
Table of Contents Overview... 1 Creating Visits... 2 Non-Skilled Visits... 2 Skilled Visits... 4 Visit Authorization Allocation... 5 Validations and Scheduling Scenarios... 8 Authorization Deletion Logic... 10 Copy and Create Tool... 11 Copy a Visit... 11 Copy and Create Multiple Visits... 12 Setting a Master Week Schedule... 13 Multiple Master Weeks... 15 Master Week Alternate Shifts... 15 The Appointments Function... 17 Selecting a Caregiver... 18 Availability Search... 18 Smart Map Availability... 20 Caregiver Search... 22 Assign to TEMP... 23 Managing Scheduling Validations... 24 Overtime Validations... 24 The Overtime Dashboard... 26 Compliance Validations... 27 Incorrect Discipline... 28 Contract Restriction... 29 Declined Caregivers... 30 Automated Non-Compliance Restriction... 31 Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 Fax: (718) 679-9273
Overview This process guide provides step-by-step instruction on scheduling, and adjusting, Visits for Internal Patients. HHAeXchange has two classifications for Visits: Skilled and Non-Skilled. Skilled, or clinical, Visits involve care by a licensed medical professional, such as a Nurse or a Physical Therapist. Non-Skilled Visits on the other hand do not typically involve clinical care, but assistance will daily routines, grooming, and general support. When creating a new Visit, whether Skilled or Non-Skilled, users have three options: Manually enter the new Visit on the Patient s or Caregiver s Calendar page Use the Copy and Create function on the Patient s or Caregiver s Calendar page. Create a Master Week. Once a Visit is saved, the system will automatically perform a series of validation and authorization checks to ensure that the scheduled Visit does not breach any Agency rules or contractual obligations. HHAeXchange advises handling a Patient s schedule from their Calendar page, since each Patient may have unique service or scheduling requirements. Furthermore, scheduled Visits on the Patient s Calendar will display in Pink if they are violating a contractual authorization. Further inquiry concerning the contents of this document should be directed to HHAeXchange Customer Support. Scheduling Process Guide Page 1 Scheduling and Adjusting Visits Overview
Creating Visits This section will provide a high-level instruction on how to schedule Visits using the Patient Calendar, and how to schedule using the Master Week function. Non-Skilled Visits Non-clinical Visits in the system are classified as Non-Skilled, meaning only non-skilled disciplines can be assigned to them. To create a non-skilled Visit, complete the following: 1. Navigate to the desired Patient and click the Calendar page on the Index. 2. Click on the date number at the top-right of the Calendar cell to open the following menu: Visit Menu 3. Click on New non-skilled visit to schedule a Visit for the selected date: Visit Window: Non-Skilled Visit 4. Enter values for the required fields (*) on the Schedule tab and click Note: The Visit Info and Bill Info tabs are for reviewing Visit information after the Visit has been completed and billed. Scheduling Process Guide Page 2 Scheduling and Adjusting Visits Creating Visits
Note: If a Caregiver is marked as Absent, has a Restriction for the select Contract, or is scheduled for an In Service on the date of the Visit, the system will issue a warning message, either requesting the user confirm the selection, or informing them that the selected Caregiver cannot be scheduled. 5. Once the Visit is saved, the system will automatically perform a series of validation and authorization checks to ensure it did not breach any Agency rules or contractual obligations. a. If the system detects a validation error it will warn and/or restrict the user from saving the Visit. b. If an Authorization is violated, the Visit will save, but display in Pink on the Patient s Calendar: Scheduled Visits c. The system will only review Visits in a 14-day block based on the current date. Visits outside of this range will display in white. Note: Visits that are scheduled with a Service Code that is not covered by the authorization, or setup to bypass Prebilling validations will also display in white, even if they are within the 14-day block. Please consult with an Administrator to discuss which Service Codes your Agency has authorized to skip Prebilling validations. 6. If the Visit information abides by all Agency validations and authorizations set by the contract, the Visit will display in Green on the Patient s Calendar, as seen in the image above. Scheduling Process Guide Page 3 Scheduling and Adjusting Visits Creating Visits
Skilled Visits Clinical Visits, or those involving medical services, are classified as Skilled. This means only skilled disciplines, such as Nurses or Physical Therapists, can be assigned to them. To create a skilled Visit, complete the following: 1. Navigate to the desired Patient and click the Calendar page on the Index. 2. Click on the date number at the top-right of the Calendar cell to open the following menu: Visit Menu 3. Click New skilled visit to schedule a Visit for the selected date Visit Window: Skilled Visit 4. Enter values for the required fields (*) on the Visit Info tab and click [Save]. 5. Once the Visit is saved, the system will automatically perform a series of validation and authorization checks to ensure that the scheduled Visit does not breach any Agency rules or contractual obligations. a. If the system detects a validation error it may, depending on your Agency s settings, warn you of the issue before saving the Visit, or block the Visit from being saved altogether. b. If a contractual authorization is violated, the Visit will save, but display in Pink on the Patient s Calendar. If the Visit information is kosher, the Visit will display in Green on the Patient s Calendar. (Please refer to the Scheduled Visits image on page 3). Scheduling Process Guide Page 4 Scheduling and Adjusting Visits Creating Visits
Visit Authorization Allocation Agencies may review and edit Authorizations automatically applied to scheduled Visits on the Visit Window s Bill Info tab. Authorization on Bill Info Tab The Authorization section of the Bill Info tab contains the following fields / functionality: Authorization Number: The Authorization currently assigned to the Visit. This field also serves as a dropdown that contains all the Authorizations associated with the Patient applicable to the Visit. For example, if the scheduled Visit is for non-skilled service, only Authorizations for nonskilled service are available. Units: This field allows users to set the number of Units from the Authorization applied to the Visit. o For Hourly Service Codes, a Unit equals 1 hour, so a Visit scheduled for 4 hours uses 4 Units. A 3 hour and 15-minute Visit would equal 3.25 units. o Visits scheduled with a Daily or Visit Service Code will always display as 1 Unit. : Allows users to apply additional Authorizations to the Visit: Apply Additional Authorization Scheduling Process Guide Page 5 Scheduling and Adjusting Visits Creating Visits
This functionality is available for both Primary and Secondary Contracts, allowing Agencies to split Authorization hours between the two: Set Primary / Secondary Authorizations The Authorization section of the Bill Info tab has several statuses depending on how the Authorization is applied to the Visit, as well the Contract s scheduling requirements: 1. Authorization (Auto): This status indicates that the system assigned the Authorization(s) to the Visit: Authorization (Auto) Status 2. Authorization (Manual): This status indicates that a user either changed the system assigned Authorization/Units or assigned an additional Authorization(s) to the Visit: Authorization (Manual) Status Scheduling Process Guide Page 6 Scheduling and Adjusting Visits Creating Visits
3. No Matching Authorization Found: This status indicates that the system was unable to assign an Authorization that matches the Visit details (e.g., no Authorization for selected Caregiver skill type). No Matching Authorization Found 4. Authorization Not Required: This status indicates that the selected Contract does not require an Authorization to schedule Visits. Authorization Not Required 5. No Authorization Selected: This status indicates that a user deleted an existing Authorization and did not assign a new one. No Authorization Selected Scheduling Process Guide Page 7 Scheduling and Adjusting Visits Creating Visits
Validations and Scheduling Scenarios The following section will cover scheduling scenarios and validations caused by the addition Visit Authorization Allocation function. Over/Under Applying Authorization Units Over or under applying Authorization Units to a Visit will result in a validation error. If, for example, a user applied a single Authorization Unit to a Visit scheduled for 2 hours, they are only authorizing a single hour of the Visit. Likewise, applying 3 Authorization Units to a 2-hour Visit authorizes an hour of non-scheduled service. The system will not permit either scenario to occur. In the event that a user over or under applies Authorization Units, they will receive one of the following validation messages: Under Applying Units Validation Error Apply Zero Authorization Units Over Applying Units Validation Error Users may choose to apply 0 Authorizations Units to a Visit without triggering a validation error. Instead, the Visit will display in pink, indicating that it is unauthorized and will be held on the Prebilling Review page. The system will request confirmation before saving a Visit with 0 Authorization Units: Confirm Zero Authorization Unit Entry Scheduling Process Guide Page 8 Scheduling and Adjusting Visits Creating Visits
Manual / Automatic State Visit Logic Authorizations applied to Visits may exist in two states: Automatic and Manual. An Automatic state refers to a Visit Authorization unedited or removed by a user; it is the Authorization/Units automatically applied to the Visit by the system at the time of scheduling. When a Visit Authorization is in this state, the system will automatically update the Authorization information with respect to changes to the Visit schedule. If a user manually edits, removes, or adds Authorization information (for either the Primary or Secondary Contract) to a Visit, it will enter a Manual state. This means that the system will not automatically adjust the Authorization to fit changes to the Visit schedule. More specifically, if the Visit schedule duration is extended or the Service Code is changed, the system will automatically reduce the Authorization Units to 0. The visit will subsequently turn pink on the Patient Calendar signifying that there is an Authorization issue. The system will, however, reduce the number of applied Units in a Manual state if a Visit s rescheduled with a shorter duration. This logic also applies when the Authorization is edited on the Patient Authorization page: the system will reassess Visits in an Automatic state to ensure they are still compliant, whereas Visits in a Manual state will automatically be reduced to 0 Units. Bypass Pre-Billing / Authorization Not Required Logic If the Service Code selected for the Primary Contract is set to bypass Prebilling validation, or the Primary Contract does not require an Authorization, the Visit Authorization section for both the Primary and Secondary Contract will be set to Authorization Not Required : Authorization Not Required Scheduling Process Guide Page 9 Scheduling and Adjusting Visits Creating Visits
Invoice Logic When invoicing a Visit with more than one Authorization applied to the Primary Contract and/or Secondary Contract, the system will apply the first Authorization for each to the invoice. For example, in the following image, Auth 1 for Primary Contract and Auth 3 for the Secondary Contract would be applied to the invoice for this Visit: Authorization Deletion Logic Auth 1 and Auth3 Appled to Invoice Any visits associated with an authorization have been billed or exported, these authorizations can no longer be deleted. If a user attempts to delete an authorization where visits have been billed or exported, the system will display the message, This Authorization has already been applied to billed visits and cannot be deleted Scheduling Process Guide Page 10 Scheduling and Adjusting Visits Creating Visits
Copy and Create Tool The Copy and Create tool allows you to quickly apply new Visits to the Calendar. This tool may be utilized in two different ways: Selecting Copy will duplicate Visit information to a clipboard. Once copied, you may apply the Visit information to other dates. Selecting Copy and Create will copy the Visit information and open up a new window which allows you to not only apply the information to other dates, but edit the Visit information as well. Please refer to the following step-by-step walkthrough for a tutorial on using the Copy and Create tool: Copy a Visit 1. From the Patient s Calendar page, click the Copy and Create icon,, on the right side of the Calendar day cell. Copy Visit 2. Click Copy. The system will inform you that you have copied the Visit details to the clipboard. 3. Once copied, click on the date number in the desired Calendar day cell. An option for Paste Visit Information will display. Paste Visit Info 4. When selected, the Visit details from the first shift will be copied to the selected date. You may apply the Visit details to as many dates as you desire. Copied Visits Note: Even if the copied Visit is authorized, pasting the Visit information on a day that is not covered by the authorization will result in a Pink, or unauthorized Visit. Scheduling Process Guide Page 11 Scheduling and Adjusting Visits Creating Visits
Copy and Create Multiple Visits 1. From the Patient s Calendar page, click the Copy and Create icon,, on the right side of the Calendar day cell. Copy and Create Visits 2. Select Copy and Create. The system will open the following window: Copy and Create Multiple Visits 3. Using the checkboxes in the right column, you may quickly copy the Visit information to multiple days. You also have the option to edit the Visit info for each day it is applied to. 4. Once you have applied the Visit information to the appropriate days, scroll down and click on. Refresh the webpage to see the updated Calendar. Scheduling Process Guide Page 12 Scheduling and Adjusting Visits Creating Visits
Setting a Master Week Schedule If a Patient receives the same service on a regular basis, you may use the Master Week function to generate a permanent schedule. Once set, the system will use the information in the Master Week to update the Patient s Calendar every night for 14 days into the future in a process dubbed roll over. Any changes to the Master Week will be reflected in future Visit when it rolls over again. Please note that if a Master Week schedule results in a Caregiver surpassing the Agencies set overtime threshold, the Master Week will only need to be validated once. The system will not inform/require users to validate the Caregiver s overtime in the future. For more information, please navigate to the Overtime Validation section of this document. To create a Master Week, complete the following: 1. Navigate to the desired Patient and click the Master Week link on the Index. 2. Click. 3. In the From/To Date fields set the date range for the Master Week. If it should continue indefinitely, leave the To Date field blank. If you enter a To Date, the system will not generate Visits from this Master Week past that date. 4. Below the From/To Date fields, set the Visit details for each Master Week day Set Visit Detials 5. Alternatively, you may select the Hours link to open a window which allows you to set Visit details and apply them to different days be selecting the corresponding checkbox: Scheduling Process Guide Page 13 Scheduling and Adjusting Visits Creating Visits
Set Visit Details using Hours Link 6. Once details are set, click to finalize the Masterweek. 7. At the bottom of the page, click. This will roll over Visits onto the Calendar based on the Master Week details. Save & Update Calendar with Masterweek 8. Click the Edit Icon to edit Masterweek details, or click the red X icon to delete the Masterweek. By default, the system will rollover the Master Week for the 14-day range in the From and To Date fields. If desired, users can adjust the date range and roll over Masterweek details to other date ranges. Please note that a Master Week will not rollover if a Patient s authorizations do not cover the future dates, unless the Contract authorizing service for the Patient permits the Master Week to generate unauthorized Visits using the Allow Masterweek Rollover without Valid Authorization checkbox on the Contract Setup page under the Scheduling/Confirmation tab. Scheduling Process Guide Page 14 Scheduling and Adjusting Visits Creating Visits
Multiple Master Weeks As long as Visit times and date ranges do not overlap, you may 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, for example, you can add one Masterweek for the morning shift and another for the evening shift. The Patient has tapered service. If the Patient s schedule will change 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, you can enter one Masterweek with a date range for the first month, a second for the next date range, and a third for the final date range. Master Week Alternate Shifts For some permanent schedules, aspects of the schedule will alternate 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, your agency can set an Alternate Master Week schedule. Once set, the Master Week rollover will alternate back and forth based on what is set here. To create an alternative shift, complete the following: 1. Navigate to the Patient s Masterweek page. 2. Click on the Alt. link. Alt. Masterwek Link 3. A new window will open, displaying the Visit details for that day: Alt. Masterweek Window 4. Click the Add Alternate Shift link to add an alternate record: Scheduling Process Guide Page 15 Scheduling and Adjusting Visits Creating Visits
Alternative Shift 5. If required, you can save multiple alternating shifts. 6. Once saved, the alternative shift will display on the Masterweek header in red. Alternatve Shift Entered 7. When rolling over the Master Week, the system will work through each alternate shift entered and place those Visits on the calendar. Scheduling Process Guide Page 16 Scheduling and Adjusting Visits Creating Visits
The Appointments Function The Appointments function (Visit > Appointments) is a robust scheduling and confirmation tool which provides an alternative means of scheduling new Visits. Using this function, users can: Schedule and confirm Visits, Create or edit Master Weeks, Delete scheduled Visits, and Perform Availability Searches for multiple Patients or Caregivers at once. The Appointments Function For a full review of the Appointments function, please see the Appointments Function Process Guide. Scheduling Process Guide Page 17 Scheduling and Adjusting Visits Creating Visits
Selecting a Caregiver The system provides several methods of searching for Caregivers to add to Visits. Using the? to the right of the Caregiver Code field, you may perform an Availability Search, Smart Map Availability search, a Caregiver Search, or select Assign to Temp: Caregiver Search Options The following sections will discuss how to use each of these functions to find a Caregiver. Availability Search The Availability Search function is used to find a specific Caregiver based on desired time, Caregiver Availability Preferences, and several other scheduling requirements. To run an Availability Search, complete the following: 1. Select Availability Search from the menu (also found under Action > Availability) 2. Specify whether to: a. Fill a Specific Shift: Select this search option to fill a specific shift. If this value is selected, the Patient, Date, and Shift (Visit) must be specified: Fill a Specific Shift b. Search Caregiver Availability: Select this search option to review general caregiver availability. When searching for general Caregiver availability, enter a time range for the desired day(s) in the Available to Work field, or search for Live-In availability using the corresponding checkbox. Search Caregiver Availability 3. In the Search by Caregiver field, select to view Caregivers who have marked themselves as Prefer to Work or Might Work during the selected times. This information is configured for each Caregiver via the Availability page on their profile. Scheduling Process Guide Page 18 Scheduling and Adjusting Visits Selecting a Caregiver
4. The Select Caregiver Requirements for Scheduling allows users to search for Caregivers based on Patient preferences. If, for example, a Patient has specified that they would prefer a Caregiver whose first language is English, the English Primary Language checkbox in this section could be selected to sort Caregivers based on this criterion. Note: The values in this section are setup by navigating to the Reference Table Management function and selecting Patient and Caregiver Preferences. Further information on this topic can be found in the Caregiver Management Process Guide. Availability Search Parameters 5. Click. Caregivers who match filter selections will display with their schedule for the upcoming week. Caregiver Visits, In-Services, and Absences will display here for reference. Search Results 6. To view each Caregiver s Availability, hover the cursor over the calendar icon: Individual Caregiver Preference 7. When searching to Fill a Specific Shift, users can assign a Caregiver to the Visit from the search results by hovering their cursor over the Caregiver s name and selecting Assign to Shift Assign to Shfit Scheduling Process Guide Page 19 Scheduling and Adjusting Visits Selecting a Caregiver
Smart Map Availability The Smart Map Availability function allows users to search for Caregivers to fill a specific shift or review general availability using an interactive map. Like the Availability Search, users have the option to search for Caregivers to Fill a Shift, or search for General Availability. To run a Smart Map Availability search, complete the following: 1. Click Smart Map Availability to open a new search. 2. Specify whether to: a. Fill a Shift: Select this search option if you want to fill a specific shift. If this value is selected, you will also have to specify the Patient, Date, and Shift you want to fill b. General Availability: Select this search option if you want to review general caregiver availability. 3. Use the filter fields to sort the search results and click [Search]: Smart Map Search Results 4. Patients will display as a blue dot, with Caregivers displaying as red dots. Hover over the dot to display general demographic and contact details for the Patient or Caregiver. Click the dot for more options: Additional Options 5. Select View to open a new window containing the Patient s or Caregiver s contact information, Schedule and Availability. Scheduling Process Guide Page 20 Scheduling and Adjusting Visits Selecting a Caregiver
Contact Information, Schedule, and Availability 6. Clicking Address From and/or Address 2 will plug the address into the Directions tab for easy directions search: Directions Tab 7. If you are filling in a shift, selecting Assign to Shift will assign the selected Caregiver to the shift. Scheduling Process Guide Page 21 Scheduling and Adjusting Visits Selecting a Caregiver
Caregiver Search The Caregiver Search function allows you to search for a specific Caregiver. You may use several filters, such as Discipline, Team, and Location to sort the search results. To perform a search, complete the following: 1. Select the Caregiver Search function and, if required, enter values for the filter fields. Caregiver Search Function 2. The search results will return Caregivers based on the filter selections. a. The Caregiver Hours will show the number of hours the Caregiver is already scheduled for the week. This total will display in red if over 40 hours, in orange if over 30 hours, and in black for any amount under 30. 3. When you have identified the desired Caregiver, click their name to assign them to the shift. Note: This process assumes the user navigated to the Caregiver Search function via the menu accessed on the Visit Window by selecting the? : Caregiver Search Options Scheduling Process Guide Page 22 Scheduling and Adjusting Visits Selecting a Caregiver
Assign to TEMP If you are unsure which Caregiver to assign to a shift, select the Assign to TEMP value. This will place a temporary placeholder Caregiver on the shift so that you may save the Visit: Temp Caregiver Alternatively, you can manually enter 1000 or Temp in the Caregiver Code field to assign a temporary placeholder to the Visit. Once saved, the Visit will display as follows on the Calendar page: Temp Assigned to Visit Once an actual Caregiver is found, you may revise the Visit and replace the TEMP Caregiver with the real Caregiver. To quickly see a listing of all Visits with TEMP Caregivers assigned, navigate to Visit > Visit Search and select Search Open Schedules field: Visits with Temp Caregivers Note: If the Caregiver Code field is not updated by the time of the Visit, EVVs placed by the Caregiver will not sync to the Visit. As a result, the Visit will be held on the Prebilling Exception page until the calls are linked to the Visit and a user manually enters a real Caregiver in the Caregiver Code field. Scheduling Process Guide Page 23 Scheduling and Adjusting Visits Selecting a Caregiver
Managing Scheduling Validations When a Visit is saved, the system will perform a validation check to ensure the Caregiver assigned to the Visit complies with all Agency rules. These validations serve as safeguards, ensuring that an audit does not unearth any violations. The validations your Agency chooses to employ varies on a case by case basis. Some potential validations your Agency may opt to enforce include: Ensuring the Caregiver scheduled for the Visit does not exceed regular working hours. Ensuring the Caregiver is compliant, as per the authorizing Contracts definition. The Caregiver is not scheduled for another Visit or In-Service at the same time. Furthermore, your Agency may choose to use this process to stop invalid Visits from being scheduled, or to simply warn users of existing issues before saving the Visit. The following section will discuss the validations that may be activated by your Agency. Overtime Validations The Overtime Validation allows your Agency to control whether or not a Caregiver may be assigned to a Visit based on the amount of hours they have already worked in a given week. If a Caregiver assigned to a new Visit will breach the overtime threshold by working the Visit, the system will either stop the user from saving the Visit, or request an override password. To setup the Overtime Validation, complete the following: 1. Navigate to Admin > Office Setup and scroll down to the Overtime Scheduling section to review your Agency, or Offices, Overtime setup. Overtime Setup Note: Overtime rules in this section are setup during Implementation; you will only be able to review the setup in the Overtime Scheduling section. To revise your Agency s or Office s rules, please contact HHAeXchange Technical Support. 2. From here, you may receive your Agencies rules for: a. Overtime Validation at the time of Scheduling: If Yes, you must enter your password to authorize the overtime, as well as select a reason as to why you are authorizing it. b. Hourly Equivalent for Live-In Shifts: The number of hours a Live-In shift may continue before paying the Caregiver an overtime rate. c. Prompt Password at: The number of hours a Caregiver may work in a week before they hit the overtime threshold. After X number of hours, you will have to enter a password to continue scheduling the Caregiver. Scheduling Process Guide Page 24 Scheduling and Adjusting Visits Managing Scheduling Validations
3. To authorize your users to override the overtime validation, navigate to Admin > User Management> User Search and select the Can Override OT Limit checkbox for the selected users. Authorize Overtime Override If enabled, you will see the following screen when scheduling a Caregiver who will receive overtime: Enter Credentials If not, you will see the following error message: Authorization Required Scheduling Process Guide Page 25 Scheduling and Adjusting Visits Managing Scheduling Validations
The Overtime Dashboard The Overtime Dashboard allows you to review all overtime authorizations being made, as well as the number of overtime hours worked. To review this information, complete the following: 1. Navigate to Action > Overtime Dashboard 2. Using the filter fields, you may sort the search results to view overtime information for a specific Caregiver, week, or the number of hour authorized by a specific user. Users must specify an Office to perform a search. Note: Searchers on the Overtime Dashboard may only be performed for a single Office at a time. 3. If you search using the Summary View, the results will display summary totals for Overtime Scheduling grouped by the authorizing Coordinator, the Caregiver Team, the Caregiver Location, the Branch, Contracts, or Override Reason: The Overtime Dashboard: Summary View 4. The Detail View will display a full detailed listing of Caregivers with overtime that week: The Overtime Dashboard: Detail View 5. Visits highlighted in yellow indicate that the Caregiver will begin accruing overtime for the Visit. Visits highlighted pink indicate that the Caregiver will receive overtime for the entire Visit. The Override Reason and overriding user also display for reference. Scheduling Process Guide Page 26 Scheduling and Adjusting Visits Managing Scheduling Validations
Compliance Validations Compliance Validations ensure that a Caregiver with missing, incomplete, or expired documentation or certifications will not be scheduled for any Visits. To setup Compliance Validations, complete the following: 1. Navigate to Admin > Agency Profile, and scroll down to the Check Caregiver Compliance at Time of Scheduling section. 2. The fields in this section are the items being reviewed in the Compliance Validation process. The I9 / Criminal Background, Training School, Medicals, and Evaluations fields are specific to Non-skilled Caregivers, while the Prof. License / Malpractice Insurance field is only for Skilled Caregivers. Agency Profile: Compliance Setup 3. To setup which items are included or ignored by validation process, select one of the following values: a. No: If selected, the system will not include the item in the validation process. b. Warning: If selected, the system will include the item in the validation process. If the Caregiver does not meet the proper documentation on file, the system will warn users of the issue. You will still be able to schedule the Caregiver to the shift. c. Validate: If selected, the system will not allow you to schedule a Caregiver who is missing that information. 4. If a requirement is set to No or Warning you will receive the following message when attempting to save the Caregiver who does not meet the validation requirements: Validation Warning Message Note: If the requirement is set to Warning, you may simply click [Ok] on the popup and proceed to schedule the Caregiver. Scheduling Process Guide Page 27 Scheduling and Adjusting Visits Managing Scheduling Validations
Incorrect Discipline The Incorrect Discipline validation ensures that the assigned Caregiver s Employment Type (or Discipline), matches the Patient s Accepted Services. To review this information, please complete the following: 1. Navigate to Caregiver > Profile to review the Caregiver s Employment Types. Employment Type 2. Navigate to Patient > Profile to review the Patient s Accepted Services. Note: When scheduling a Visit, the Service Code values will also reflect the Patient s Accepted Services. 3. When scheduling a Caregiver to a Visit, the system will ensure the Caregiver s Employment Type matches one of the Service Codes attached to the Patient. If there is an issue, you will receive the following error message: Error Message Scheduling Process Guide Page 28 Scheduling and Adjusting Visits Managing Scheduling Validations
Contract Restriction The Contract Restriction validation ensures that Caregivers assigned to a Visit are authorized by the Contract to work with their cases. To enter, and review existing, Contract Restrictions, please complete the following: 1. Navigate to Caregiver > Absence/Restriction 2. Click to enter a restriction: New Restriction 3. Specify which Contract issued the restriction, the Reason it was issued, and the Start Date. If the Contract did not specify an end to the restriction, you may leave the End Date field blank. Note: The values for the Reason dropdown are set via the Reference Table. 4. Once saved, you may review, and edit, the restriction on the Absence/Restriction page: Existing Restriction 5. Once set, the Caregiver cannot be scheduled for Visits under the specified Contract for the duration of the restriction. The system will also block you from attaching the Caregiver to a Visit the falls within the restriction after it has ended. Scheduling Process Guide Page 29 Scheduling and Adjusting Visits Managing Scheduling Validations
Declined Caregivers The Declined Caregiver validation is similar to the Contract Restriction. Instead of being barred from working Visits for a specific Contract, though, a Declined Caregiver is restricted from working Visits scheduled for a specific Patient. To mark a Caregiver as declined, please complete the following: 1. Navigate Patient > Caregiver HX 2. Click to decline a Caregiver: New Declined Caregiver 3. Once saved, the Caregiver will be restricted from working Visits scheduled for the Patient. You may all declined Caregivers on the Caregiver HX page: All Declined Caregivers 4. Unlike Contract Restrictions, there is no option for an end date, meaning you ll have to manually delete the record to assign the Caregiver to the Patient again. Scheduling Process Guide Page 30 Scheduling and Adjusting Visits Managing Scheduling Validations
Automated Non-Compliance Restriction The Automated Non-Compliance Restriction function combines the Contract Restriction and Compliance Validation processes by generating restrictions whenever a Caregiver is Non-Compliant. By default, the system reviews the following Caregiver compliances: I9 / Criminal Background Training School Medicals Evaluations Prof. License / Malpractice Insurance (Skilled Disciplines only) If the scheduled Caregiver is missing any of the compliance requirements, the system will generate a restriction for each day the Caregiver is non-compliance. Please note that this functionality will generate restrictions regardless of the options your Agency has entered in the Check Caregiver Compliance at Time of Scheduling section. To check whether your Agency is using this functionality, please navigate to Admin > Agency Profile and search for the Enable Automated Non-Compliance Restriction field in the General section. Enable Automated Non-Compliance Restriction Reference Field Note: To activate this functionality, please contact HHAeXchange Customer Support. Scheduling Process Guide Page 31 Scheduling and Adjusting Visits Managing Scheduling Validations