How do I assign an Employee to a Client/Facility/Visit/Recurrence/Service?

Employees can be directly associated to a Client or Facility in the following ways:

• as an Associated Employee on the Care Team
• as an Experienced Employee

Additionally, an Employee can be the Primary Employee on:

• Services
• Recurrences

Finally, an Employee can be assigned to a single Visit, or a series of Visits within a given Recurrence.

Associated Employees

Associated Employees can be set for either a Client or a Facility.

Once an Employee has been added to a Client or Facility's list of Associated Employees, the Client or Facility will become part of the Employee who can now access some or all of the Client Profile depending on their permissions.

1. Navigate to Client Profile or Facility Profile>Coordination>Associated Employees.

2. In the list of Associated Employees, hover over the  icon to see some more detail concerning the Employee.

3. Click + Assign Employee to add a specific Employee.

4. In the resulting dialogue, enter the Employee Name and, optionally, a Description.

5. Click Save.

6. Click Edit to modify or add a Description for an Employee.

7. Click Remove to take an Employee off the Associated Employees list for the Client or Facility.

8. You will be asked to enter an Effective End Date when removing an Employee.

9. Alternatively, click Find Employee to open the Employee Finder to search and filter for suitable Employees.

Care Team

Associated Employees are automatically members of the Client's or Facility's Care Team.

1. Navigate to Client Profile>Scheduling or to Facility Profile>Employee Scheduling and select the Care Team button to view the Client or Facility's Care Team.                                                                   

2. Each Employee appears with a ratio indicating the Scheduled vs. Maximum Weekly Capacity. If the Employee has been scheduled for the Client/Facility this week, the total of scheduled hours will appear next to the  icon.

3. If the Employee has Continuity of Care with the Client/Facility, it will appear next to the  icon.

4. Add an Employee directly to the Care Team by typing their name in the search bar.

5. Hover over an Employee for their Contact Information.

6. Choose one or several Departments in the dropdown to filter for Employees in at least one of your selected Departments.

Experienced Employees

Experienced Employees have Continuity of Care greater than 0 for the Client/Facility. They do not need to be part of the Care Team. 

When searching for an Employee to assign to a Visit or Recurrence, it is possible to filter on Experienced Employees for the Client or Facility concerned.

1. Navigate to Client Profile>Scheduling or to Facility Profile>Employee Scheduling to view the Experienced Employees next to the Calendar.

2. Each Employee appears with a ratio indicating the Scheduled vs. Maximum Weekly Capacity. If the Employee has been scheduled for the Client/Facility this week, the total of scheduled hours will appear next to the  icon.

Continuity of Care with the Client/Facility will appear next to the  icon.

3. Choose one or several Departments in the dropdown to filter for Employees in at least one of your selected Departments.

 

Primary Employee of a Service

Set a Primary Employee on a Client's or Facility's Service so that any future single Visits or Recurrences will default to the Employee whenever possible (i.e, where the Employee is available).

1. In the New Service or the Edit Service dialogue, enter the name of the Employee.

2. Alternatively, click Find Employee to search and filter on suitable Employees using the Employee Finder. Learn more about the Employee Finder.

3. Note you have the option to Add to Associated Employees, which is checked by default.

4. Click Save.

Primary Employee of a Recurrence

If a Primary Employee is set on the Recurrence, all Visits of the Recurrence will default to the Employee wherever possible (i.e, where the Employee is available).

1. In the Add Recurrence or the Edit Recurrence dialogue, enter the name of the Employee.

If there is a Primary Employee on the Service of the Recurrence, it will automatically populate the Employee field for the Recurrence.

2. Alternatively, click Find Employee to search and filter on suitable Employees using the Employee Finder.  Learn more about the Employee Finder.

3. Click Save.

Assigning an Employee to a Visit or a Series of Visits 

1. In the New Client Visit or the Edit Visit dialogue, enter the name of the Employee.

If there is a Primary Employee on the Service of the Visit, it will automatically populate the Employee field for a new Visit.

2. Alternatively, click Find Employee to search and filter on suitable Employees using the Employee Finder.  Learn more about the Employee Finder.

3. Click Create/Update Visit.

4. If you are editing a Visit which is part of a Recurrence, you will have the option to carry the change to future Visits. Note that this will not impact the Primary Employee of the Recurrence, if one is set.

The Replace Function of the Visit Dialogue

1. You can also assign an Employee to a Visit by clicking the Replace button under the Information tab.

2. Choose which criteria to use as filters and then click Choose to select an Employee.

3. Enter any comments you wish to include and then click Save.

Learn more

• How do I use the Employee Finder?