Getting Started with Shift Patterns

Create Shift Pattern

1. Left side Main Menu >> Schedules >> Shift Patterns

                                                                                          

2. Click +CREATE NEW SHIFT PATTERN

                                                                  

3. Create Shift Pattern Window

Sample setup below

                                                      

                                                      

                                                      

                                                         

                                                         

                                                       

                                                       

                                                       

Shift Pattern Creation Window Fields

Field Name	Description/Function
Preferred Carers	These are staff/carers that were chosen when setting up the Shift. Autoscheduling feature will check this condition first, if a staff is set as Preferred Carer and it will allocate to that staff once the Autoscheduling button is clicked from Scheduling Page.
Name of Shift Pattern Name of Shift Pattern	Display name of the Shift Pattern
Service	Service relevant to the Shift
Start On	Start Date - this is when the Shift will start its occurrence.
End On	End Date - This allows to Archive the Shift and set date to stop recurrence.
Frequency	Occurrence of the Shift
Associated Department	Select Department to associate the Shift with. Used also for filtering in Scheduling page.
Associated Location	Select Location like to associate the Shift with. Used also for filtering in Scheduling page.
Associated Groups	Select Groups like to associate the Shift with. Used also for filtering in Scheduling page.
Description of Shift	Details of the Shift
Instructions to Staff	Specific guide to the Staff
Tasks	Associate Tasks on Shifts. More information here: https://support.carevision.academy/portal/en/kb/articles/task-management#How_to_Manage_Tasks
Form Format	Associate a form on a Shift
Start Location	Starting point of the Shift
End Location	Ending point of the Shift
Skills Required	Staff necessary skills to be able to qualify for the Shift
Start Time	Start time of the Shift
Duration (in Minutes)	How long the Shift will last
Externally delivered?	This can be ticked if the shift is delivered by an external provider. There is also option to add invoice details.
If cancelled pay anyway	Cancellation treatment if a shift is cancelled.
Required Break Duration (in Minutes)	Optional field to add breaks. Please check organistation's award rules and enterprise agreements if this is applicable.
Unavailable for Bookings	Indicates if the shift is a non-service shift such as administrative tasks.
Billing Categories	Group of rate sets being used to charge for the Shift. More information on https://support.carevision.academy/portal/en/kb/articles/understanding-the-different-types-of-billing-categories#What_are_Billing_Categories
Line Items	Contain how the services in the care plan are being paid. More information on https://support.carevision.academy/portal/en/kb/articles/track-manual-line-items#What_is_Manual_Line_Item

Don't forget to click Save once satisfied with the setup.

Below are required to make sure that the Shift Pattern will appear in Scheduling area once the admin decided to allocate them to a Care Worker:

- Make sure that appropriate Billing Category - Time Category is applied/checked

- Make sure that Line Item - Visit Duration is added

Billing/Payroll:

Shift Pattern is not associated to any Client (unless there is a Service Booking linked to it).

It will use the Department Ref2 codes instead of Funding Source.

Make sure that Associated Department is indicated to the Shift Pattern if no Service Booking is going to be linked to it.

Created Shift Pattern                                   

 

View/Edit/Update Created Shift Pattern

1. Select a filter to show the shift patterns you wouls like to see on a list or calendar.
   

2. Select APPLY FILTER
   
   

1. You will now see a list of the shift patterns you have filtered to
   

1. To view a list of the shift patterns or the shift patterns on a calnder view turn on the toggle on the right side of the screen

1. Your shift pattern occurances will display on a calender view
   

1. To view as a list select ' List View'
   

To Edit a shift pattern simply click on the Shift Pattern created to view setup.

Click Edit, then update the fields that needs to be updated.

                                                    

There are fields that are disable and unable to edit to avoid encountering difficulties in the future. 

1. Click Save once done with the update to reflect the changes.

                                                             

Shift Pattern Fields that can be Edited

Field Name	Editing Capabilities
Preferred Carers	CAN be edited
Name of Shift Pattern Name of Shift Pattern	CAN be edited
Service	CANNOT be edited
Start On	CANNOT be edited
End On	CAN be edited
Frequency	CANNOT be edited
Associated Department	CAN be edited
Associated Location	CAN be edited
Associated Groups	CAN be edited
Description of Shift	CAN be edited
Instructions to Staff	CAN be edited
Tasks	CAN be edited
Form Format	CAN be edited
Start Location	CAN be edited
End Location	CAN be edited
Skills Required	CAN be edited
Start Time	CANNOT be edited
Duration (in Minutes)	CANNOT be edited
Externally delivered?	CAN be edited
If cancelled pay anyway	CAN be edited
Required Break Duration (in Minutes)	CAN be edited
Unavailable for Bookings	CAN be edited
Billing Categories	CAN be edited
Line Items	CAN be edited

To avoid having missing shift(s) and duplicated shift(s) in the scheduling page, editing of pre-existing Shift Pattern were limited to some fields. Deletion of existing shift pattern is not available as well. It is recommended to have Shift Pattern to be end dated to avoid encountering missing shift(s) and duplicated shift(s) in the Scheduling page. 

Adding 'Preferred Carers' in a Shift Pattern

1. Open the Shift Pattern
   
2. Click Edit
   
3. Resourcing and Scheduling section
   

                                                                              

                                                                              

1. Check the dropdowns where the Preferred Carer falls on.

                                                                                                      

1. Search and select the Field Staff/Carer to assign.

                                                                                                      

1. After selecting, it will appear on Preferred Carer field above
   

                                                                                                      

'Restrict booking allocation to the above preferred staff only' checkbox - this is tied to Scheduling page's Autoschedule feature.

Enabling this will allocate the Shift Pattern only to the Preferred Carer selected.

Don't forget to Save changes.

                                                      

Copying Shift Pattern

Shift Patterns can be now copied to easily duplicate a pre-existing Shift Pattern. This will save a lot of time and effort when creating a shift pattern that has a similar setup to the pre-existing Shift Patterns. 

1. Click on the Copy Shift Pattern
   

1. A prompt will appear asking for confirmation of the duplication of the Shift Pattern, just click on 'Confirm' to continue with the duplication
   

1. Shift Pattern will now be created, details of the Shift pattern can now be edited similar to a normal shift pattern. 
   

Shift Pattern that was copied will have an indication with them. 

Don't forget to Save changes.

Allocating Shift Pattern to a Care Worker

Main Menu >> Schedules >> Teams

Make sure to Filter by Shifts only to avoid confusion.

                                                                                                      

                                                                                                                              

Filter by Services or Clients or both are commonly used to narrow down the view.

Autoschedule

Precondition:

Shift Pattern has a Preferred Carer assigned

1. Upper-right area, click AUTOSCHEDULE button.

                                                                                     

2. Notice that the Shift Pattern was automatically placed to the Preferred Carer - Theo Baker

                                                                        

Scheduling Recommendation

1. From the Unscheduled are at the top, look for the Shift Pattern to allocate.

2. Then click the small [i] icon to view the Shift details.

3. A small window will open and will default to SCHEDULING RECOMMENDATION tab.

4. Notice that the Preferred Carer is at the top of the list. 

From this window, Shift Pattern can also be reallocated to a different Field Staff if needed.

5. Click ALLOCATE TO button to finish assign to a staff.

Drag and Drop

Click and hold the Shift Pattern and drag it all the way to a staff, then release the click and drop the Shift Pattern.

(See video recording attached)

Publishing Shift Pattern

To fully publish the Shift Pattern, after allocating it to a Staff, on the top-right corner, click PUBLISH button.

                                                                        

From the field worker's Mobile App, the published Shift Pattern will appear.

Link Service Bookings to a Shift Pattern

Scheduling Recommendation

Schedules > Teams

Precondition: Make sure there is a published Shift Pattern

1. In Unscheduled Area, select a booking that is appropriate for the published Shift Pattern.

2. Click [i] > Scheduling Recommendation > Look for the Shift Pattern by scrolling or using the Search Field

3. Click ALLOCATE TO button

Autoschedule

Make sure that in the Client's Care Plan, the Preferred Shift Pattern and Staff are indicated

1. Client Profile > Care Plan > Update Care Plan

2. Look for the Service then expand to see setup

3. Another window will open and will allow to Select the Preferred Shift Pattern and Preferred Carer/Staff

Like the example in the above image, make sure that in the sequence, the Preferred Shift Pattern is ABOVE the Preferred Staff.

The Autoschedule will look for the Shift Pattern first to allocate to the Staff, then the booking/service to be allocated to the Preferred Staff.

4. Make sure to SAVE Care Plan

5. In Schedules > Teams page, click AUTOSCHEDULE button and the allocation will look like the below

Flags in Service Booking/Shift Pattern

Like in regular Service Bookings, these can be cleared before or after publishing.

To clear, make sure that:

1. The Staff and Client are in the SAME Deparatment, Region, State and Timezone.

2. The Staff and Client have the correct REQUIRED SKILSS and QUALIFICATIONS

The Flags can be totally ignored and published, however, this might affect Line Items like Travel with Client and Callout Distance which will also affect Billing and Payroll.

6. Once satisfied with the linking and allocation of the Service and Shift Pattern, click Publish to finalize.

Service Booking is allocated (not yet linked) to a Shift Pattern

Service Booking is allocated and linked to the Shift Pattern.

With the chain logo.

Multiple Service Booking linked to a Shift Pattern

Creating Adhoc/Once-off Shift Pattern

Logic is the same as Adhoc Bookings. Can be used for sudden shifts that are not recurring like Staff Trainings.

1. Go to Schedules > Teams

2. Filter View: Shifts Only or Books and Shifts

3. On the upper left hand side, look for 'Jump to' drop down, which will give you the list of Staff, so you can select and jump to their working schedules.

4. Once you have selected your Staff, click the plus icon on the right side of their name and click 'Create once-off shift'

6. Fill out the necessary information. It is the same as the previous steps in creating the recurring Shift Patterns.

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