Available Shifts

If an employee needs to drop from a visit, you don't need to loose the schedule. Instead, make the shift Available and let another caregiver fill it.

Introduction

With Available Shifts you can schedule visits without assigning caregivers and you can remove  employees from shifts without needing to immediately assign a replacement. Your field staff can then request these shifts with their app and, with office approval, they will be pulled into the schedule as the new caregiver.

 

Feature Overview

Create Available Schedules.
Request Shifts via Caregiver Application 
Approve Requests

Create Available Schedules

To mark a shift as "Available" we will first need to use Billiyo on the computer. Schedules are marked as available in the scheduling page. To navigate to this page please click on Scheduling in the main menu and then select scheduling from the drop down:

There are three ways to mark a visit as available.

• Create a new schedule without an employee
• Edit a single schedule
• Edit multiple schedules (mass edit)

Create a new schedule without an employee

When creating a new schedule we can leave the employee field blank. This will pull in the service authorization's most recent care plan and enter the schedule as available. You can later assign this visit to a staff member or your employees can request it with their app.

 

Edit a single schedule
We can also remove a employees from a schedule they are assigned to it by clicking on the schedule we want to make available and then selecting "Edit this schedule." In the resulting pop up click on the employee's name and then hit the employees name again to deselect them. Next, hit the save button to the top right of the page and your visit will be made available.

 

Edit multiple schedules
To make multiple visits available at once, click on the first visit that you want to edit and then choose Mass Update. In the resulting pop up deselect your employee and adjust the dates that will be edited. Then hit save. 

Fill Available Schedules with the computer

After marking a schedule as available, you can assign a new employee to it by directly editing the schedule or running a mass update.

 

Request Shifts via Caregiver Application

Field staff can request available shifts in their app. To do this they will navigate to the more tab and then tap into the "Available Shift" tile.

 

In this page your caregiver will see a map and there is a house icon over the location of every available visit your employee can work.

In order to request one of these visits your employee can tap on the client to want to work with. This will pop up a tab where your user can see more details on the visit they want to work.

If a client has multiple available visits, then each available shift will appear in this pop up.

If you employee wants to request the visit they will hit the thumbs up icon and if they want to decline it they can select thumbs down. After making your selection your employee can hit "Confirm." They will then be asked to write a note where they can explain their request to the office.

 

Approving a requested visit

The visits your caregiver requested can be approved in the available shift page. To find this page navigate to Scheduling and then Available Shifts

This will take us to a list of all clients who have available schedules and it will show the employees who offered to fill the shift.

To locate an individual client, we can use the filter at the top of the page.

After finding a client, and the employee that requested their shift we can choose to approve or reject the reassignment by hitting the blue eyeball icon.

In the resulting pop up we will see the individual shifts that your employee requested. To manage these requests we will select the visits we want, by hitting the checkmark to the left off the page, and then we will hit Accept and Reject. You can select multiple visits at once for acceptance or rejection.

When you accept these requests your employee will be notified in their app and they will be assigned to the visit. The shift will now in the app for them to work. When a request is rejected your employee will receive an in app notification letting them know that were not assigned to the shift.