Schedule Manager
There are two primary scheduling tools that work together to make scheduling in Rosemark quick, easy and flexible.
- In general, when first setting up a schedule, you'll want to begin in the schedule manager.
- Think of the schedule manager as the engine of a car. Once you get the engine started and tuned up, you can generally leave it running and focus more on the controls, in this case the planner, where you will be doing most of the day to day work.
The Schedule Manager lets you set up and manage a client's repeating schedule pattern.
Important features
- The Schedule Manager allows for easy and flexible building of client schedules.
- You can have multiple and/or overlapping schedules.
- As individual shifts are added, changed or removed, any exceptions to the pattern of the schedule will be displayed, letting you know what has been changed.
- Get quick access to the Planner to see the schedule as you enter or change it.
Overview
Elements of the Schedule Manager
Elements of the Schedule Manager
Add Schedule: 
Use this button to add a new schedule to the service. EX: 10a-3p Mon-Fri
Add Multiple Schedules:
Use this button allows you to add multiple schedules simultaneously as of a particular date. Instead of adding individual schedules for different days/times you can add them all at once. EX: 10a-3p Mon-Fri; 2p-5p Sat-Sun
Add Inactive Period:
This button allows you to make a client inactive for a set period of time, or indefinitely. When making a client inactive, you will be asked for a starting and through date for the period of inactivity. If the client will be inactive indefinitely, simply leave out the through date. This is particularly helpful when clients are admitted to the hospital, for instance, as you may not know when they will be discharged and/or resume service again. To end an inactive period, simply put in the appropriate through date. Once the inactive period ends, service will resume with any schedules that were active when the inactive period began.
Discontinue Service:
When a client no longer needs service, or has passed away, use this button to end the service.
Starting:
This is the first date the selected schedule takes effect.
Through:
This is the last date the selected schedule will be active.
Show:
This drop-down menu allows you to choose how far in the past you would like to look at active schedules for - Current Schedules, Last Week, Last Month, Last Three Months, Last Year or All Schedules.
Delete Schedule:
This will remove a schedule entry completely. You can only delete a schedule if no shifts have been assigned. You should mostly be putting through dates in to end schedules rather than removing them entirely.
Status:
This shows the Status of the Service during the selected schedule entry.
**Note: When the Status is Inactive or Discontinued, there will be no schedule options below the Status drop-down menu. See the section entitled Service Status for detail on this important concept.**
Reason: 
Optionally, you can enter a reason for the status on a particular schedule entry. This is especially helpful for recording why a Client's service was discontinued, or made inactive. Examples include 'client in hospital', or 'client passed away.'
Change Schedule:
If you need to change the times or days of a currently active schedule without having to unassign any caregivers, you can click this button and change the schedule as of a date you select. The schedule manager will automatically create a copy of the current schedule, supply a through date on the original, and the new entry will be ready to edit. If your changes to the schedule would cause conflicts with existing assigned shifts, you will have to unassign in order to save your changes.
Planner:
Use this button to go straight to the client's planner to see the Shifts created by your schedule(s) or make changes to individual shifts.
Start Time:
The start time of the shifts for the selected schedule. EX: 9a, 3p, 12n
End Time:
The end time of the shifts for the selected schedule. EX: 11a, 5p, 12m
Repeat:
This drop-down menu defines the basis of repetition for the schedule - Once, Daily, Weekly, Monthly. A week-to-week basis of repetition (Weekly) is the most common and is the default when you add a new schedule.
Every:
This space indicates how often the schedule repeats. If set to Weekly, putting a '2' in this space will repeat the schedule every 2 weeks. If set to Daily, putting a '3' in this space will repeat the schedule every three days, and so on.
View Service:
Go to the clients service form with this button. In the service form you can make changes to the type of service, and the Payment Obligation.
Show Exceptions:
This will show a list of shifts that deviate from the selected schedule, any shifts that have been changed, added or removed.
Apply/Revert:
These buttons are only available when you have made a change to the displayed times and days. Click Apply to accept the changes, Revert to go back to the way it was when you started. Note that the Apply button only lights up when you have a "legal" format for the time pattern. In other words, if you enter something in a way the system does not understand, it will not let you save that change.
Schedule Input
- The Scheduling System is very flexible about what formats you can enter for the times. Note that, when no explicit indication of am/pm is given, the Scheduling System assumes that you want daytime hours (between 7a-6:59p). Here are some examples of some entries and what they will be converted to:
Type this......get this Type this......get this
| 8 | 8:00a.m. | 130 | 1:30p.m. |
| 9a | 9:00a.m. | 8:30 | 8:30a.m. |
| 12 | 12:00p.m. | 14:30 | 2:30p.m. |
| 1 | 1:00p.m. | 2:30a | 2:30a.m. |
| 2p | 2:00p.m. | 12n | 12:00p.m. |
| 730 | 7:30a.m. | 6:00am | 6:00a.m. |
- When adding multiple schedules, you will also be entering days of the week.
- For Monday, Wednesday and Friday, the first letter is sufficient, since these all have unique letters. “S” is sufficient for Saturday, “Su” for Sunday; “Th” is for Thursday, and “T” for Tuesday.
- When entering a complex time pattern, which is not the same for all the days listed, use a semicolon between time/day combinations or patterns. For instance: 8a-2p Mon; 10a-2p Tue Wed; 2p-6p Fri.
- Time pattern entries may begin either with the days appearing first (e.g. “MWF 1-5”) or with the times appearing first (e.g. “1-5 MWF”). Use whichever seems most natural to you.
- This flexibility can be a great help in moving through the day’s work. However, it is always a good idea to check what has been entered to be sure it is what you intended.
- As you are entering the time patterns, the buttons below give you clues as to whether you have it right. When a time range has the right syntax to be acceptable to the Scheduling System, the Apply button will become active. In this way, the Scheduling System helps you avoid incorrect entries.
- It may be that the needs of a Client change from day-to-day and week-to-week. You can enter as many schedules as you need to, and Rosemark will keep track of these changes as the days and weeks progress.
- Below are some examples of different schedule entries.
Schedule and Service Status
- The status of a client's schedule effects the status of the client's service.
- If a client's schedule is Discontinued or made Inactive the client's corresponding service will have that status.
- A Client's overall Status depends on the status of their various services. Click the link for more information about Client status.
