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Automatic Verification
If the Caregiver logs in and logs out within the parameters you have set, the corresponding Shifts will be automatically marked as Verified Complete. The actual time of each Login and Logout will be retained, and the time of the Shift will not be adjusted. If your parameters are properly adjusted and your Caregivers are using the telephony service correctly, you should find that most Shifts are automatically verified. There are always exceptions, of course, and we'll look at how you can handle those next.
Handling Exceptions
If either the login or the logout is not within the acceptable limits, the corresponding Shift will not be automatically marked as Verified Complete. Such Shifts must be reviewed and compared to any telephony events that may correspond, then marked appropriately. For example, if you have set the parameters to automatically link a login up to 5 minutes late, and the Caregiver logs in 15 minutes late, you have to decide whether to mark it as late or simply adjust the times.
Rosemark makes it easy to link Shift Logins and Logouts with their corresponding Telephony events. As long as the Caregiver called within 12 hours on either side of the scheduled time, it will simply be a matter of selecting the loose telephony event and making any adjustments to the Shift, all in one dialog box.
Unscheduled Shifts
If a Caregiver logs in or out for a Shift that is not scheduled, it cannot link to any Shift (because there isn't one!). The telephony event still comes in and is ready to link once the Shift is scheduled. For example, let's say that you have a brand new Client that you've setup but you haven't gotten around to setting up their schedule. As long the Caregiver's number and the Client's number have been entered, the Caregiver will be able to login and logout, even though there are no scheduled shifts.
As soon as you setup and assign the shifts, if there are telephony events that match, they will link automatically. In such a case, you might see the Shift go directly from Assigned to Verified immediately. The same thing can happen if you adjust the times of the Shift and it suddenly matches the login and logout.
Linking Shifts with Loose Telephony Events
Let's go through the process of linking a Shift's login to a loose Login. In the following figure, we see a Shift that has a Logout event linked, but not a Login.
Figure 206: A Shift without a Login event
On the Shift form, click on the Login button. This brings up the following dialog box, with the loose Telephony event in the top box, and the Shift in the bottom:
Figure 207: Linking a loose login to a Shift
In this case, the Caregiver logged in about 8 minutes late (0.13 hours). You can choose to leave the Shift start time at 9a or change it to the 9:08 indicated by the telephony login (or some other time of your choosing). Notice that the Default rounding of one minute made the proposed Shift start 9:08. If the rounding were set to 5 minutes, the proposed Shift start would be 9:10.
If you change the time of the Shift, you can also choose whether to Mark as Tardy or simply change the time. If you mark it as Tardy, the system will automatically calculate the difference between the original start of the Shift and the changed time and mark it accordingly.
Lastly, you can verify it by checking the box before clicking on OK.
In some cases, you may find that more than one Telephony event is listed. This can happen if the same Caregiver logged in or out from the same Client more than once in the same 24 hour period.
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