While eCaring does not have a specific function that allows you to schedule and pay staff for office- or admin-related activities, we do have a solution for you!
Step 1: Add a payor profile specific to your office
- Select Payors from the toolbar
- Select Add New
- Complete the information for your Admin payor (example shown below)
- Click Save once complete
Step 2: Add Payor to your Office Profile
- Select Admin from the main toolbar
- Select Office from the menu on the right-hand side
- Click the blue Edit action button to the left of your office profile
- Select the Payor dropdown menu and select your new Admin Payor to add it to your office's profile.
Step 3: Add services to your master services list
- Select Admin from the main toolbar
- Select Services from the menu on the right-hand side
- Click Add New
- Complete the Add Service information (example below)
- Service Name = your custom name for the office-related service
- Service Code = abbreviation of your service name
- Primary Service = roll up into SYSSVC (abbr. for System Services)
- Pay Type = Payable
- Bill Type = set to non-billable
- Work Hour Credit = 1
- Report Template = Default
- Units = select your preferred units for payroll purposes
- Exempt From = optional; determine if office-related pay is exempt from any of these categories
- Click Save when complete, repeat as needed for each office-related pay type you would like to add
Step 4: Add services to the payor profile
- Select Payors from the main toolbar
- Click on the name of your Office Time payor profile
- Click Add New
- Complete Add Payor Service
- Select the Service Code from the drop down menu. This will autopopulate the Service Name and Service Code Override.
- Enter the Bill Rate as $0, select your desired Units and Effective Date (it is strongly recommended to back date the Effective Date.)
- Click Save when complete
**If you encounter the below error; please select Other ID as the billing identifier.
Step 5: Create a client specific to your office
- Select Clients from the main toolbar and select Add New
- Add a new client named Office (first name) Time (last name.) To learn or review how to add a client, please review this short video.
Step 6: Add authorized services and pay rates to the staff profile
- Navigate to the staff profile and click Edit Profile
- In not already added, select SYSSVC under Authorized Services
- Click Save
- Next, select Payroll from the main toolbar
- Click Add New and complete the Service Add box.
- Click Save
Step 7: Create Office time authorization
- Navigate to your recently created Office Time client
- Select Authorizations from the mini toolbar
- Click Add New
- Complete the New Authorization information
- Select your Office Time payor & service
- Select your Start Date
- Enter the Hours (100 is recommended as a large amount to avoid any "over authorization" errors)
- Select Frequency (weekly is recommended)
- Click Save and Continue
- Click Cancel when you are redirected to create a Recurring Schedule.
Step 8: Add staff to the Office schedule as needed
- Navigate to your Office Time client
- Select Schedule
- Click Add Shift to the left top corner of the calendar (to add a single shift, not a recurrence)
- Click Add Shift again next to the service you wish to schedule a staff member for
- Enter the Date, Start Time, Hours, and Staff's name
- Click Save, and the shift will appear under the Office Time calendar.
