Shift Form

You can use the Shift form to further investigate and alter a particular Shift. The tabs across the top give you access to all the details of a Shift. To open a Shift form, simply double-click on the Shift on the Planner.

Figure 74: Shift form, Schedule tab

The File menu gives you some other options. For an Assigned or Tentatively Assigned Shift, you can Unassign the Shift. This will simply remove the Shift and leave an Open Shift in its place. The File menu also allows you to Remove any Shift, regardless of its status. The File menu also lets you print or preview the Shift.

Schedule Tab

The Schedule tab is the one that is selected when you first open a Shift form. It shows the main information that you will be concerned with. It shows the Status of the shift, the Start time, End time, Duration and Non Pay/Bill time. If you are using the Telephony service, it includes the exact times of login and logout for the Shift. It also gives a quick way to get back to the Caregiver, the Service, the Planner, the Assignment and the Client.

You can change the Status of the Shift by clicking on the down-arrow to the right of the currently displayed Status. This brings up a list of the Statuses that are appropriate. Note that every Shift has a logical set of Statuses that it can be changed to. For example, a Tentatively Assigned Shift can only be changed to A (Assigned), RA (Refused Assignment) or SO (Shift Offer). This list is the same one that appears on the Planner when you click on a shift there, so it’s often not necessary to open the Shift form at all.

In some cases, you may want to indicate that part of the Shift is not to be included in Pay/Bill hours. You can enter this in the Non Pay/Bill field. The system will calculate the Pay/Bill hours by subtracting the Non Pay/Bill time from the Duration. On a Live-In Service, the Pay/Bill hours amount may also be affected by the Pay/Bill setting in the Service Type configuration (see Live-in Considerations).

You can put a comment directly on the Shift; this is handy for noting, for example, why a Caregiver or Client canceled a Shift.

Pay/Bill Summary Tab

The Pay/Bill Summary tab is just that, a summary of pay and bill amounts, along with a basic calculation of the margins. There are no fields to change here, as these figures all come from elsewhere.

Figure 75: Shift form, Pay/Bill Summary tab

Hours Tab

The Hours tab shows you the Pay and Bill rates and amounts for the individual Shift. This is where you can override the Pay Rate and Bill Rate on a Shift-by-Shift basis. This is helpful when charging differently for holidays, for example. To change the rate, click on the down-arrow button next to the rate. The button will change to an X and you can dial in the explicit rate for the Shift.

Figure 76: Shift form, Hours tab

Mileage & Expenses Tab

Last but not least is the Mileage & Expenses tab. This is where you can enter mileage or miscellaneous expenses that a caregiver reported during the Shift.

Figure 77: Shift form, Mileage & Expenses tab

Mileage

Just type in the number of miles they drove (telephony users can have the caregiver enter this when logging out, if desired). On an individual Shift, you can choose whether mileage will be paid, billed or both, but the rates themselves are global and come from the special Pay/Bill Code for Mileage. You can also add a notation to identify the purpose of the mileage, if desired.

Miscellaneous Expenses

Type in the amount that the Caregiver spent. By default, the expense is to be paid (reimbursed) and billed (charged to the Client). Unlike mileage, you must put in a notation to indicate what was purchased. If the Client is being billed, you also have the option to add a percentage markup. This can be set at the Pay/Bill Code level so that it applies to all Misc. Expenses; you can also override the default on an individual shift basis (as shown).