Navigating in the Planner

To go to the planner click the Planner button on the clients Summary Tab. 

 

The planner screen can be overwhelming because it displays a lot of information, but knowing which aspects to focus on can make it more approachable. When you click the planner it will always open to the current week, you can use the arrow buttons in the top center to go to previous or future weeks as needed. Clicking on the date range between the two arrow buttons will bring up a calendar view which will let you move to different weeks, months, or years more quickly. In the top left of the planner you can click on the shift legend which will open a window that explains the shift status and their respective colors. Not every agency will use every shift status, but all agencies will use the Open (Red), Assigned (Blue), and Verified Complete (Green) statuses. The majority of shifts will stat as open, become assigned, and end as a verified complete shift. 

 

An important aspect to understand is that on the Rosemark planner you are able to see not only the clients schedule but also the schedule of any caregiver who has been assigned to the client. In the image below you'll see a large red line dividing the portion of the planner that details the client's schedule above, and the caregiver's schedule's below. On both the client and caregiver side the day is broken down that show certain times, 12am, 4am, 8am, 12pm, 4pm, 8pm, and 12pm. These hash marks help visualize when during the day a particular shift is taking place.

 

At any point if you would like to see a more detailed breakdown of a shift you can double click on it and a shift window will open. On the individual shift window you have additional options including but not limited to adjusting the time, leaving a comment, or adjusting aspects of billing or payroll specific to the shift. 

 

There are three ways to view a caregiver's schedule on a client's planner. The list option is the most used and when selected pulls up a list of all caregivers in your system and allows you to add them. The Available button will add all caregivers who are able to work any open shifts on the current planner. Many agencies use this feature to help find a caregiver who is able to pick up a shift in the event of a call off. The final option is Previously Assigned. This adds any caregiver who has worked at least one shift with the client in the previous year. Agencies use this with clients who prefer to have caregivers they are already familiar with. 

 

While working in the planner you can right click on a shift to see different options. A key thing to remember is that those options will changed based on the current status of the shift as well as if you are interacting with it on the client or caregiver side. Shift that you have selected will have a black highlight on them. In the image below you can see the differences at a glance. 

 

 

Displaying the caregiver's full week at a glance has a number of benefits. In the blue box you can see the number of hours a caregiver is working with the current client, but also their overall hours. Any caregiver that has entered into overtime (based on your agency's overtime settings) will have their name and hour count turn red. You can also review shifts the caregiver is working with other clients by right clicking and reviewing the top line as seen in the red box in the image below. Any grayed out areas on a caregiver's calendar indicates they are unavailable.