Overview

Providing quality care to clients often requires coordination between different people and organisations. To meet each client’s needs, a care organisation may engage contractors to provide specific services. Contractors may be directly employed staff, independent providers, or personnel supplied by subcontractor companies, depending on the requirements of the service.

In these scenarios, the CareVision Contractor add on module helps streamline the assignment and management of contractor services.

This document provides a step-by-step guide to these workflows, from organisation setup and contractor profile creation to quoting and job awarding.

Keywords

contractor workflows, contractor management, contractor assignment, contractor services, job awarding, quoting process

Key Terminology

To help you navigate these workflows, here are some key terms you need to know before getting started:

Step-by-step Process

I. Organisation Setup

This section describes the settings you need to configure for contractors to work with your organisation. To complete the setup, follow these steps:

A. Access Service Settings

1. Go to the Settings menu on the left side of the screen.
   

2. Select Services.
   

3. The Service Offerings will display the organisation’s list of services.
   

B. Specify Services Contractors Can Provide

You can determine which services are available for contractors to provide. This ensures that only the appropriate services are made available to contractors within your organisation.

1. Click the name of the service you want to edit.
   

2. The Edit Service form will open.
   

3. Find the Available for Contractors? checkbox.
   

4. To allow contractors to provide a specific service, check the box. Example: If checked, contractors can provide Interpreting And Translation services.
   

5. To prevent contractors from providing a specific service, leave the box unchecked.
   

C. Specify Request Validity

1. If you check the Available for Contractors? checkbox, the Request Validity field will appear. Enter the number of days a contractor has to accept a job offer for that service.

   • Example: Enter 1 for urgent services that require a response within 1 day.

   • Use a longer validity for less urgent services.
     

2. Click Save.
   

II. Contractor Profile Setup

With the initial settings in place, you can start onboarding new contractors. Create a contractor profile and fill in all required fields, as this information is important for payroll and other workflows.

A. Create a New Contractor Profile

1. Go to the left menu and click People.
   

2. Select Contractors from the submenu.
   

3. Click + Create New Contractor to start a new contractor profile.
   

4. The Create Contractor form will appear. Complete all required fields with accurate information.
   

5. Refer to the table provided for a description of each field to help you enter the correct details.

6. At the bottom left of the form, check the box to agree to the Terms of Use.
   

7. Click Save to finish.
   

B. Complete the Detailed Profile Section

After creating a new contractor profile, go to the Detailed Profile section to review the details and complete all required fields.

1. Go to the left menu and click People.
   

2. Select Contractors from the submenu.
   

3. Click the contractor’s name to open their profile.
   

4. Select the Detailed Profile section.
   

5. Review to ensure all information entered in the fields is correct. Most of these fields should already be filled from previous steps when creating a new client profile. You can update existing fields or complete any blank fields to finalize the profile.

6. Below is a table describing each field in the Detailed Profile section that does not appear in the Create Contractor form. For definitions of other fields, please refer to the table above.

7. Click Save Changes to apply your changes.

C. Complete the Hours of Operation Section

This section allows you to specify the days and times the contractor is available to work. This information ensures accurate scheduling and service allocation based on the contractor’s availability.

1. In the contractor profile, click the Hours of Operation section.

2. Click +Create Work Schedule.

3. Enter a descriptive name for the schedule in the Schedule Name field.

4. In the Schedule Type dropdown field, select either Ordinary Work Schedule, Leave Schedule, or Contract Hours.

5. In the Schedule Start Date (inclusive) field, select the first day the schedule begins using the calendar.

6. In the Schedule End Date (exclusive) field, specify the last day the schedule applies using the calendar.

7. For each day, enter the contractor’s Start Time (Example:  09:00 AM).

8. For each day, enter the contractor’s End Time (Example: 05:00 PM).

9. Enter the Break Start Time (unpaid) (Example: 12:00 PM).

10. Enter the Break Duration (in minutes) (Example: 30).

11. When finished, you can set other days individually or click Copy to All to apply the same schedule to all days.

12. Click Save to manage and record the contractor’s availability.

13. The schedules you’ve created will appear under the Hours of Operation section.

D. Complete the Offered Services Section

1. In the contractor profile, click the Offered Services section.

2. View all services currently provided by the contractor.

3. Click +Add Offered Service to begin adding a new service to the contractor’s profile.

4. In the dropdown, select the services you want to add. You can add multiple services at once.

5. You can also type the service name in the search box to quickly find and add it.

6. Click Save to confirm and add the selected services to the list.

7. In the Status column, view the current status of each service to monitor which services are active, inactive, or paused.

8. To manage or update a service status, click the pen icon under the Actions column, allowing you to make changes as needed.

9. Click the dropdown under the Status column and select the appropriate status such as Active, Inactive, or Paused, so the service reflects its current availability.

10. If you select Paused, specify the pause effective start date using the calendar to clearly define the period when the service is unavailable.

11. Specify the pause effective end date using the calendar.

    

12. Click the X or checkmark under the Actions column to save your changes and ensure updates are applied.

13. To remove a service, click the trash icon next to the service, which helps keep the list accurate.

14. A pop-up warning will appear to prevent accidental deletions. Click Yes to confirm removal or No to cancel.

E. Specify Rates in the Offered Services Section

1. In the Offered Services section, you can set or update the rates for each service provided by the contractor. This ensures accurate billing for each service.

2. To view or update rates, click the dollar ($) sign next to a service. This displays the current rates set for that service.

3. For example, you will see the default rates charged by the contractor for Personal Care service. This helps you verify existing rates.

4. If a contractor needs to charge different rates for the same service depending on the scenario, such as a higher rate for Complex Personal Care, click +Add Service Rate. This allows you to capture rate variations for accurate billing.

5. The Add Service Rate card will appear.

6. Click the Billing Category field.

7. The Billing Category field displays a list of service types for the rate. Selecting the appropriate category ensures accurate billing for each service.

8. Specify the Effective From date using the calendar. This specifies when the new rate will start.

9. Specify the Effective To date using the calendar. This specifies when the rate will end, if applicable.

10. You can check the Active By Default checkbox if you want to set the rate as active by default. Rates flagged as Active by Default will be included in job requests automatically.

11. Click Save to add the new rate and ensure your changes are recorded.

12. In the Billing Category field, you may also click +Create New Rate if you would prefer not to select from the existing list.

13. In the pop-up, specify the Name field. This names the new billing category for easy identification.

14. Specify the Type field. This defines the nature of the billing category, such as Time Category.

15. Enter the Organisation Reference. This links the category to your organisation’s records.

16. Enter the Archive Date if needed. This sets when the category should be archived.

17. To set rate details, click Draft Rate Sets.

18. Then, click Create Draft. This step allows you to define the specifics of the new rate.

19. In the draft, specify the Effective From date. This sets when the draft rate applies.

20. Specify the Unit, such as per hour, minute, or booking. This determines how the rate is calculated.

21. Enter the Amount for each time period. This sets the price for each applicable time.

22. Set a Default Rate in the the Time Period Default (Used if no other category matches) field. This covers any times not specifically listed and ensures all scenarios are billed.

23. Remove any time brackets that do not apply by clicking the trash icon. This keeps your rate structure clear and relevant.

24. Click Save next to the Draft Rate Set to record your draft changes.

25. Click Publish to make the draft rate active.

26. Scroll down and click Save again to apply the new or updated rate to the service.

27. The system will return you to the list under the Add New Service Rate card. Specify the Effective From date again to confirm when the new rate should start.

28. Click Save to confirm and finalize your changes.

F. Complete the Qualifications Section

This section allows you to add qualifications and record important credentials such as licenses, insurance certificates, and other compliance documents. This ensures all necessary contractor credentials are documented and easily accessible for compliance and verification purposes.

1. Click Qualifications to access and manage contractor credentials. 

2. Click +Add Qualification to begin entering a new qualification for the contractor. 

3. The Create Staff Qualification pop-up window will appear. 

4. In the Qualification field, select the appropriate qualification from the dropdown. This ensures the correct credential is tracked for the contractor.

5. Based on the qualification you select, relevant fields will appear for you to complete.

6. Enter the Obtained Date to record when the qualification was received. This helps track the validity period of the credential.

7. Enter the Certificate Validity to specify how long the qualification remains valid. This ensures timely renewals and ongoing compliance.

8. Enter the Certificate Number to uniquely identify the credential. This helps in verification and record-keeping.

9. Enter the Certificate ID for additional unique identification if required. This provides another reference for tracking the qualification.

10. Go to the Attachments section to add supporting documents for verification. Supporting documents are necessary for proof of compliance.

11. Click Add Files to upload documents such as licenses or insurance certificates. Uploading these files provides evidence of the contractor’s qualifications.

12. After you select a file from your computer, the Add File form will appear. This form allows you to provide details about the uploaded certificate.

13. Specify a title for the certificate. 

14. Specify a description of the certificate. The description provides context or details about the certificate’s purpose.

15. Click Add to upload the certificate. 

16. The certificate will appear under the Attachments section. This section displays all supporting documents for easy reference.

17. Under the Actions column, you can manage the certificate. This gives you control over editing or removing files as needed.

18. You can click the pen icon to edit the file.

19. Editing allows you to update the title or description if necessary.

20. Click Update to save any changes made during editing.

21. You can also click the trash icon to delete the certificate. Deleting removes outdated or incorrect documents from the profile.

22. Click Save.

23. The qualification you added will be displayed in the Qualifications section.

G. Complete the Skills Section

This section helps you keep track of the skills each contractor needs for their job. It shows all the skills required for a contractor to be active.

1. Click the Skills section in the contractor’s profile to access and manage the skills relevant to the contractor’s role.

2. Under All Staff Skills, review the columns Skill, Description, and Qualification to verify all qualifications and skills previously added for the contractor.

3. Click a qualification for detailed review or update of that qualification.

4. Review each field in the View Staff Qualification form to check if the information is correct or up to date, ensuring compliance and accuracy.

5. When finished reviewing, click Close to exit the form and return to the Skills section.

6. To add a new skill, click +Add Skill to keep the contractor’s profile current with all required competencies.

7. In the Create Staff Skill pop-up, click the Skill field and type a skill.

8. After typing, select the appropriate skill from the list that appears.

9. Click Save to add the new skill to the contractor’s profile and update their qualifications.

10. The skill you added will now appear under the All Staff Skills section.

H. Manage the Exclusions Section

You can specify exclusions for contractors and clients. This allows you to prevent specific contractors from working with certain clients.

1. Click the Exclusion section to view all clients with current exclusions.

2. Click +Create New Exclusion to open the form and update contractor-client relationships as needed.

3. Click the Client Name field and select from the list to apply the exclusion to the correct client in the contractor’s profile.

4. Specify the Reason for exclusion to document the justification for this action.

5. Select the Date to record when the exclusion starts for accurate tracking.

6. Select the End Date if known to set how long the exclusion will last.

7. Click Save to finalize and apply the exclusion, updating the contractor’s profile accordingly.

8. Your new exclusion will appear in the Exclusions section, so this contractor will not be suggested for the specific client when creating a quote.

I. Manage the Notes and Forms Section

This section allows you to submit and manage case notes and attachments for contractor profiles. For example, you might add a note to document a service provided and attach supporting documents, such as a scan of translated instructions. This helps maintain a clear record of contractor activities and ensures important information is easily accessible for future reference.

1. Click the Notes and Forms section to access all existing notes and forms related to the contractor.

2. Click +Note to open the Create Case Note pop-up window, where you can add a new note.

3. Specify the Type of note to categorize the entry in the contractor’s profile.

4. Specify the Title to give the note a relevant heading.

5. Enter the Description to provide details about the note’s content.

6. Click the box Include in Handover notes if you want this note visible during client handovers.

7. In the Attachments section, you can upload supporting documents.

8. Click Add Files.

9. After you add a file, the Add File form appears for further details.

10. Specify a Title for the attachment to identify the file clearly.

11. Enter a Description to explain the attachment’s relevance.

12. Click Add to attach the file to the note.

13. You will see your newly attached file displayed.

14. Under the Actions column, you can manage the attached file. Click the pen icon to edit the file details.

15. Review the file details and update as needed.

16. Click Update to save changes.

17. Click the trash icon to delete the file if needed.

18. Click Save to finalize and submit the case note.

19. The new case note will appear under the Notes and Forms section.

The Add Form feature in the Notes and Forms section allows you to submit structured forms for contractor profiles, supporting your documentation needs. For example, you might use this to record a contractor’s training completion or submit a client feedback form, ensuring all relevant information is organized and accessible.

1. Click the Notes and Forms section to access all existing notes and forms related to the contractor.

2. Click +Form to start adding a new form.

3. The Create Form Submission pop-up window will open, providing a space to enter all required form details.

4. In the Assign Form to field, click the circle next to either client or staff member to ensure the form is linked to the correct profile.

5. If assigning to a client, click the Circle field and select the client’s name from the list to link the form to the client profile.

6. If assigning to a staff, specify the Organisation User field to identify which organization user is associated with the form for clear responsibility tracking.

7. Specify the Status field, choosing either Draft or Open, to indicate the form’s progress.

8. Click the Form Format field and select the relevant template from the list to match the form to its intended purpose.

9. Under Created By, your name will automatically appear, documenting who submitted the form.

10. The Created Date field will automatically record when the form was started for time reference.

11. If the form is assigned to staff, the Reviewers section will expand.

12. Specify the Start Date to schedule when the review process should begin.

13. Specify the Start Time to indicate when the review is scheduled to commence.

14. Use the Manager Approval section (signature option) if a manager’s sign-off is required to ensure proper authorization.

14. Click Save to submit the form, making it available in the contractor’s profile.

J. Manage the Pause Job Availability Section

This section allows coordinators to set periods when a contractor is unavailable for job offers, helping prevent scheduling conflicts and ensuring contractors are not assigned work during their specified pause.

1. Click the Pause Job Availability section. 

2. Click +Create Pause Schedule to start a new pause entry.

3. The Schedule Name field is auto populated for easy identification.

4. Specify the pause start date to define when unavailability begins.

5. Specify the start time to specify the exact beginning of the pause.

6. Specify the pause end date to set when the contractor’s unavailability ends.

7. Specify the end time to mark the exact end of the pause period.

8. Select the leave type to determine how job assignments are affected.

9. If choosing Pause Availability-No New Work, contractors can finish current jobs but not accept new ones during the pause.

10. If choosing Pause Availability-No Work, contractors cannot work on any jobs during the pause.

11. Add a short note in the Note section to provide context for the pause.

12. Click Save to record the pause schedule.

13. The new pause record will appear in the Pause Availability section.

14. Click the leave name to review or edit details if needed.

15. You can edit the pause schedule to update the contractor’s availability details.

16. If you made any changes, click Save to update the record.

17. Click the trash icon to delete the pause if it is no longer required.

18. A prompt will appear asking if you are sure you want to delete. Click Yes to confirm or No to cancel.

    

III. Client Profile Setup

Once you have completed setting up the contractor profile, the next step is to create and send a client quote. This step helps connect clients with qualified contractors, ensures transparent pricing and keeps smooth scheduling.

A. Create a New Client Profile

1. Go to the left menu and click People.

2. Select Clients to view the list of all clients.

3. Click +Create New Client to begin creating a new client profile.

4. When the Create Client form appears, complete each required field with accurate information to ensure the profile is correct.

5. For detailed documentation on how to create a client and descriptions of each field, please refer to the How to create a client documentation.

6. Scroll down and click Save to store the new client profile.

7. Alternatively, click Save & View to save the profile and immediately review the client’s details.

B. Update Profile of an Existing Client

1. Go to the left menu and click People.

2. Select Clients to display the list of existing clients.

3. Click on the client you want to update to open their profile.

4. Click Detailed Profile to access all editable fields for the client.

5. Complete or update each required field with current and accurate information to keep the client’s profile up to date.

6. Click Save Changes to update and store the latest information in the client’s profile.

IV. Create a Quote for the Client

This section involves outlining the services needed by the client and matching them with a qualified contractor.

A. Start Creating a Quote

1. Go to the left menu and click People.

2. Select Clients to display the list of existing clients for quoting.

3. Click on the client you want to quote to open their profile.

4. Under the client’s profile picture, click the plus (+) icon (named Create Quote/Contact) to start creating a new quote for the selected client.

B. Complete Quote Details

1. The quote form appears.

2. Review the quote header and fill in all required fields; some are autogenerated.
   

3. Refer to the provided table for descriptions of each field in the quote header to guide you.

C. Add Funding Sources

This section describes how to add funding sources that may be applied to the quote.

1. Go to the Funding Sources section. This is where you manage the client’s budgets, ensuring all funding and subsidies are accurately tracked.

2. Click the plus (+) sign on the right side of the Fund Sources section to expand the form where you can see all fields. This allows you to add a new funding source from the client’s funding source templates, which contain the rules and details of the client’s entitlements.

3. In the new form, some fields may already be populated if you select a funding template, but you can still modify them as needed. Complete each field to ensure all information is accurate for proper fund allocation.
   

4. Refer to the table provided for a description of each field to help you enter the correct details.

5. After filling out all fields, review the summary calculations above labeled Fund Sources. This helps you verify the available funding amounts per day, week, month, year, and in total, which is important for accurate quoting.
   

6. Click the  plus (+) sign in the summary to view details of fee types, funds added to linked funding, and funds deducted from linked funding. This provides a breakdown of additional amounts payable by the client, supporting transparent and precise quoting.
   

7. For more information about funding sources, see the Configuring Funding Source Templates documentation.

D. Add Fees and Charges

Fees are the amounts charged for the services a client receives. These fees can be billed directly to the client or taken from the client’s available funding.

Most care organisations have standard fees, but these can vary based on each client’s budget, needs, and preferences. Just like with funding sources, organizations can set up fee templates in the settings area to make this process easier.

Fees added in this section will be linked to the selected funding source and will apply to the services requested by the client.

1. After completing the funding sources section, scroll down to the Fees and Charges section.

2. Click the plus (+) icon on the right side of the Fees and Charges section to expand the form where you can see all fields.

3. In the new form, some fields may already be populated if you select a fee template, but you can still modify them as needed. Complete each field to ensure the information matches the client’s needs and funding arrangement.
   

4. Refer to the table provided for a description of each field to help you enter the correct details.

6. Repeat these steps to add multiple fees as required for the client. This ensures all services and associated charges are captured.

E. Add Recurring Services

After you’ve added fund sources and fees, the next step is to add services. This helps clients understand the costs of their ongoing care.

Recurring services are regular care activities that make up a client’s Care Services Plan.

To add a recurring service:

1. Go to the Recurring Services section.

2. Click the plus (+) icon on the right side of the Recurring Services section to expand the form where you can see all fields.

3. Fill in all required fields.
   

4. Refer to the table provided for a description of each field to help you enter the correct details.

5. To add another service, click the plus (+) icon on the right side of the Recurring Services section and repeat the steps above.

6. For more information about billing categories, see the Understanding the different types of Billing Categories documentation.

F. Add Once Off Services

Once Off Services are single, non-recurring services or purchases planned for a specific date. These are used when a client needs a one-time service.

Adding once off services helps you plan and track special or onboarding services that don’t happen regularly.

To add a once off service:

1. Go to the Once Off Items section.

2. Click the plus (+) icon on the right side of the Once Off Items section to open the form.

3. Fill in all required fields.
   

4. Refer to the table provided for a description of each field to help you enter the correct details.

5. To add another once off service, click the plus (+) icon on the right side of the Once Off Items section and repeat the steps above.

G. Review Contractor Recommendations and Select Contractors

After you specify the client’s service needs, review the list of recommended contractors. This helps ensure you consider only contractors suitable for the selected service.

1. Check whether the Contractors Recommendations section appears under Recurring Services or Once Off Items. The Contractors Recommendations section should only be visible if the selected service has the Available for Contractors? box checked in the initial settings.

2. Click the arrow down to expand the Contractors Recommendations section. 

3. Tick the Qualified Contractors Only checkbox to filter the list and display only qualified contractors.

4. Alternatively, use the Region, Department, or Search fields to further narrow down your options.
   

5. In the Contractors Recommendations section, all available contractor options are displayed. The section includes columns for Name, Email, Mobile/Landline, Contractor Comments, Status, and Actions.
   

6. For each contractor you want to consider, click Send Award Request in the Actions column. Sending an award request invites the contractor to review and accept the job offer.

7.  When you click Send Award Request, the Contractor Service Rates popup appears. This allows you to review and confirm the service rates before finalizing the award request.

8. You can also click +Add Service Rate. This option allows you to add a new service rate directly from the popup, making it easier to update or include additional rates as needed.

9. Add any job-specific comments in the provided field. This allows you to communicate special instructions or details relevant to the job. 

10. Click Save to finalize the award request. Repeat for each contractor to increase the chances of finding an available provider.

11. Click the arrow to collapse the Contractors Recommendations section.

H. Attach Supporting Documents to the Quote

1. Go to the Attachments section. This ensures all supporting materials are organized for the quote.

2. Click the (+) icon to upload documents such as referrals, medical records, or client requests relevant to the quote.

3. Specify a title for the attachment. 

4. Specify a description for the attachment.

5. Click Add to save the attachment.

I. Review and Finalize the Quote

1. Go to the Quote Summary section. This allows you to see all details of the quote in one place for a final review.

2. Click Save after completing all required fields and confirming you are satisfied with the quote.

J. Send Quote to Client for Review

1. Change the Status field of the quote to Open when you are ready to discuss the quote with the client. 

2. Scroll down and click Generate Agreement. This generates a corresponding PDF of the agreement, which you can present to the client for their review.

3. Click Generate PDF to create a PDF of the quote. This document provides the client with a detailed breakdown of the quote for their consideration.

4. Present both PDFs to the client. This allows the client to verify all agreement and quote details before proceeding.

V. Contractor Receives and Responds to Award Request

A. Contractor Notification and Access

1. The contractor receives an email notification with a secure link to the award request page after the quote status is set to Open. The email notifies the contractor about the award request for a specific service, including key details such as the contractor’s user and job IDs, contractor name, service title, and a link to the bidding page.
   

2. The contractor clicks the secure link in the email. This ensures that only the contractor can access the award request details.

3. The contractor enters the required security code when prompted.
   

4. The contractor reviews award requests that are in Pending status.
   

B. Responding to Award Requests

The contractor can select one of the following options: Accepted, Accepted with Changes, or Declined.

      1. If the contractor clicks Accept in the award request form they receive, the contractor agrees to perform the service at the specified rate.

            

      2. If the contractor clicks Accept with Changes in the award request form they receive, the contractor agrees to perform the service but requests a modification, which is noted in the Contractor Comment field.

            

      3. If the contractor clicks Declined in the award request form they receive, the contractor does not accept the offer.

            

VI. Review Contractor Responses and Select Awardees

After contractors respond to the award requests, coordinators can review each contractor’s status and either select an awardee or cancel the request to finalize the contractor selection.

A. Review Contractor Responses

1. Reopen the client’s quote. This allows the coordinator to access the latest contractor responses and manage the award process efficiently.

2. Review the Status column for each contractor on the Contractors Recommendations section. This provides a clear view of each contractor’s response to the award request.

3. If a contractor clicks Accept in the award request form they receive, their status changes to For Review. This means the contractor is interested in the job, but they are not automatically awarded the job. The coordinator can then choose to either select the awardee or cancel the request.

B. Select Awardee or Cancel Request

1. Under the Actions column, the coordinator can click Select Awardee to assign the job to that contractor. This action designates the contractor as the final awardee.

2. After selecting the final awardee, the coordinator must set the status of the quote to Accepted.

3. Then, click Save. Saving finalizes the awarding process, generates a care plan from the Recurring Service section, and creates Once Off Bookings from the Once Off Items section.

4. The contractor selected as the final awardee upon accepting the quote will be automatically assigned as the Preferred Carer for the Care Plan and as the Assigned Carer for any once-off bookings.

5. Alternatively, the coordinator can click Cancel Request if the contractor should no longer be considered. This allows the coordinator to withdraw award requests when necessary.

6. If a contractor clicks Accept with Changes in the award request form they receive, their status changes to Requested Changes.

7. Under the Actions column, the coordinator can click Send Award Request again, noting the requested changes. This allows the coordinator to address and negotiate any modifications before proceeding.

8. If a contractor declines, their status changes to Declined. This immediately informs the coordinator that the contractor is unavailable, so alternative options can be considered.

VI. Manage the Contractor Jobs Action Board

The Contractor Jobs Action Board provides coordinators a centralized and convenient way to view all contractor award requests across client services. It serves as the main section for monitoring and managing contractor responses in one place.

A. Accessing the Action Board

1. Click Actions in the left menu to access the actions board.

2. Click Contractor Jobs.

3. The system displays all contractor jobs.

B. Filtering and Managing Jobs

1. Click the filter icon at the top right of the Contractor Jobs section to open the filter options.

2. Refer to the provided table for descriptions of each filter to guide your selection.

3. Click Clear Filters if you want to remove all applied filters and view the full list again.

4. Click Apply Filters to display jobs that match your selected criteria.

C. Award Jobs in the Contractor Jobs Action Board

1. Go to the Contractor Jobs section to view all available jobs.

2. Identify and select the job you want to award to a contractor.

3. In the Actions column, click the three dots beside the service name.

4. Choose Award to assign the job to the selected contractor. You can also select Decline, Accept, or Cancel to update the job status as appropriate.

5. Once you award the job, the system automatically cancels all other pending offers for that job.

6. Contractors with cancelled offers receive a retraction notification, informing them that they were not selected for the job.

7. The system automatically sends the Service Agreement to the awarded contractor, officially assigning them to the job.

VII. View Awarded Service on Client Calendar

Once the job is accepted and awarded, the client’s care plan is updated to include the new service. This ensures the selected contractor is officially assigned to deliver the service as part of the client’s care plan.

A. Viewing Client Schedules and Assigned Services

1. To view the client’s overall schedule, use the left menu bar to navigate to the People section. 

2. Click Clients to display the list of all clients. 

3. Select a specific client.

4. Open the Calendar for the selected client.

5. The calendar displays the client’s schedule, including all assigned services.

6. The awarded service, along with all relevant details, will automatically appear on the client’s schedule for each period the service is assigned. This provides a clear overview of the client’s care plan and ensures accurate scheduling for both the client and contractor.

The Contractor add-on module streamlines the assignment and management of contractor services. By following these steps, you can efficiently configure all necessary settings, from organization setup and contractor profile creation to quoting and job awarding. This makes managing contractor workflows more organized and effective.

For more information and support on managing contractors in your organization, please contact the CareVision support team.