Step 5: Scheduling & The Mobile App

Scheduling

Purpose

To ensure services are properly authorized and scheduled.

Scope

Schedulers and administrative staff

Steps

Prior to entering schedules, verify that all Authorizations are entered in the client profile.  In the staff profile,  ensure Authorized Services and Payroll rates have been entered. 

1. Add schedules:
   • Review the following articles: How to Add a Recurring Schedule to Existing Authorizations, How to Fill an Open Shift, Why Can't I add a Filed Staff to a Client's Schedule?,  How to Set-up and Use Staff Search
   • Add Schedules to the client calendar with the date your staff will begin using the app to clock in and out of the shifts.  Use the recurring shift option to schedule shifts to avoid multiple edits to single shifts. 

Common Issue

Unable to assign staff to the schedule

• Verify staff have the service authorized in the profile and a corresponding pay rate
• Confirm authorization hours
• Check service compatibility

Best Practices

• Align schedules strictly with authorizations to prevent billing issues.
• Monitor open shifts daily.
• Automate recurring schedules where possible.
  
  

Mobile App:

Review and Update Mobile App Settings:

• Review article: Alerts & Notifications
• Update your Alerts & Notifications Settings

1. Send app invitations to staff
   • Review the article: How to Send Mobile Invites
   • Notify field staff that you will be sending the invites to the mobile app. Be sure to include a date as this is time sensitive. Also, notify staff they may need to check their email spam/junk folders as well. Include these helpful links in your email: How to download and Sign-up and How to Use the Mobile App
     Video- How to Complete a Shift in the Mobile App
   • Invite staff to use the app
2. Instruct staff to:
   • Download the app and sign in
   • Review the app and features
   • Begin using the app to clock-in and out of shifts starting on your go-live date

Best Practices

• Require app usage before go-live.
• Use notifications for compliance (clock-in/out, task completion).
• Provide quick-reference guides for field staff.

Next Steps: 

Review the Go-Live section to prepare to train your staff using the mobile app

Billing and Payroll Webinars are held on Thursdays at 1:00 est except for holidays- Select Here to Join the Webinar

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