Add Schedules
  • 19 Dec 2023
  • 8 Minutes to read
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Add Schedules

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Article Summary

You can add schedules from any view of schedules: day, week, month, or grid. Each schedule contains:

Video

Watch a video about adding schedules.

Watch a video about adding 24-hour shifts.

Where Do I Start?

Start to add shifts by clicking either the Add Schedules button or Add New text on a scheduling screen. They open the same Add New dialogue, and the only difference is the default date range. 

  • Add Schedules Button: The date range automatically defaults from today out six (6) months into the future. You can adjust as desired.
  • Add New text: The date range defaults to the current date, and you can adjust as desired.

Shift Details

To add shifts, work from top to bottom through the first tab, and then then move to other tabs as desired. Finally click the Add button in the lower right corner of the screen. Here's an example.

  • Client: Evelyn Yeager.
  • Service Code: Companion Level 1.
  • Caregiver: Mary Teegarden.
  • Payroll Item: Companion 2022.
  • Start/End Dates: September 1, 2023 to March 31, 2024.
  • Start/End Times: 8:00am to 10:00am
  • Frequency: Monday, Wednesday, and Friday. 

 This shift is using an optional Service Order. The optional Care and Wound notes are available but not required.

Client Details

  • Client: Select the name of the client
  • Service Order: Also called Authorizations and used only when a third-party payor is involved. The menu only shows you Service Orders that fall within the start and end date of the proposed schedule. Service Orders may be required by State EVV.
    • If you select a Service Order and have a Payor assigned to the Service Order, the Payor is automatically selected.
    • You can also select the appropriate Payor.
    • "Self Pay" is the default and means the Client pays for your services.
    • Please refer to the Multiple Payor Overview for additional information.
  • Service: The Service Code or bill rate associated with this shift.
  • Require Care Notes: If checked, the caregiver is required to complete a Care Note on the mobile app. 
  • Require Wound Notes: If checked, requires the caregiver to complete a Wound Note on the mobile app.
  • Default Care Note: Select one. If unselected, caregiver can select a Care Note on the app.
  • Payor: Use only if a third-party payor is involved; may be required by State EVV.

Caregiver Details

  • Caregiver: Select the appropriate Caregiver. If you do not know who the Caregiver will be, use Available Shift.
  • Payroll item and Rate: Indicates the Caregivers pay rate for this shift.
    • This list comes from Payroll Items in the Caregiver's file. The default payroll item is automatically applied; select the appropriate rate as appropriate.
    • Inactive Payroll Items are listed after active. You cannot schedule with an inactive Payroll Items.
    • Add Payroll Items and Rates on the fly:
      • Click the green plus sign
      • Select an item from the Payroll Items Master List
      • Add a pay rate.
      • Click save.
      • The newly added Payroll Item and Rate are added to the Schedule dialogue and into the Caregiver's Payroll Items tab.

Date and Time

Add dates and times for the schedule. Remember that Generations is designed to create schedules long term, so if the case continues indefinitely and there is no service order, you can schedule six months or a year in advance.

Start and End Dates: The first and last date of the schedule. Type the dates, or use the calendar to select dates.

  • Use the arrows to move month-to-month; click on the month to select year.
  • Click on year to see several years.


Start and End Times: Indicate start and end time of the shift by clicking on the clock, scrolling, or typing in the time. 

Frequency

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  • Weekly or Monthly: Click the radio button to indicate if the schedule is weekly or monthly. Generations defaults to weekly.
  • Every X Weeks: Click to indicate if the schedule occurs every other week, every third week, etc.  Generations defaults to weekly.
  • All Days or M-F: Click the appropriate button.
  • Days of the Week: Put checkmarks in the box to indicate on which days of the week the schedule occurs.

Status and Alerts

  • Confirmed/Unconfirmed: Schedules are either confirmed or unconfirmed. Confirmed means that the schedule has been worked and it is ready for billing and payroll. As a result, we recommend that you do not confirm a shift until you verify that it was worked. If you use Generations EVV, do not check this box as EVV confirms the schedule for you.
  • EVV Alerts: For each schedule, indicate if the EVV Alerts should be enabled or disabled. If you have alerts disabled for the client in EVV settings, you cannot enable the alert on the shift.
  • Client QA: Indicate if the Generations Client Quality Assurance prompt should be enabled or disabled for this schedule.
  • Add: Click to add the schedule.
  • Cancel: Click to not add the schedule.

Once you've added all of these items, click the Add button. The screen refreshes and the schedule is added to Generations. 

Other Options

A schedule consists of the name of the client, what you charge the client, the name of the caregiver, what you pay the caregiver, plus dates and times. Often, though, there are other things that you want to add to the schedule like like Tasks, Wellness, Care Notes, Wound Notes, and more.

Tasks

Tasks are specific things that the Caregiver performs while working with the Client: prepare breakfast, shower assist, take to appointment, sweep floor, change bed linens, and so on. Tasks are added to schedules and can be used:

  • With EVV and no signatures,
  • With EVV and signatures (called Time and Task Signatures or TTS,) and
  • With no EVV.

When adding a schedule, you can also assign tasks to the schedule or copy Tasks from the Plan of Care onto the schedule.

Wellness

Wellness is a way to monitor the client's well-being to potentially minimize ER visits and re-hospitalizations. Adding checkmarks here causes Generations EVV to ask questions the Caregiver at the end of the shift.

  • Questions with a checkmark are from the Client's Wellness tab; however, all available Questions from the Wellness Questions Master List are shown
  • You can also see that a question was answered, and see who most recently updated a Question.
  • Assign a Wellness question by placing a checkmark in the column.
  • Generations can assign all questions from the Client's Wellness tab automatically.

Notes

A free-form text area used to add information about the shift. It is best to be brief here because these Notes can be carried into the Timesheets, onto Reports, and then onto Timesheets in QuickBooks. You can also see them in Report Writer.

Other Expenses

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Use this area to add Other Expenses like mileage to the shift. Any Other Expenses added to the shift from scheduling will carry over to Timesheets, and forward into billing and payroll. Additionally, mileage imported from Generations EVV appears on this tab. If you If you need to make a change or delete the mileage imported from Generations EVV, do so here.

  1. Click new to associate a new Other Expense to this shift.
  2. Select the Service Code, indicate total units, and whether this item should be billed and/or paid.

Time/Task Signature

The Time/Task Signature (TTS) tab is where you can see signatures. There are no signature when you add a shift; signatures only appear after the signatures have been obtained by the Caregiver. You can:

  • Remove the requirements for signatures.
  • Notify the Client and/or Caregiver that a signature is required.

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Scheduled Breaks

The scheduled breaks tab is used to add/edit when a caregiver should take a break(s) during their shift. Checking Timesheet Ready tells Generations to automatically deduct the duration of the break(s) from Timesheets for billing/payroll. 

  • Scheduled Breaks are enabled in Admin > Company Settings > EVV > General - Other Options.
  • Agency adds Scheduled Breaks to the schedule.
  • On the mobile app, Caregivers see their scheduled breaks and verify that the break was taken. 
  • If clocking in by phone, caregivers hear break times read aloud upon login. When logging out, caregivers are prompted to verify if the break was taken.

Once a schedule is completed, office staff review the Scheduled Break tab and confirm the caregiver verified the break(s) and if they left a note. Use the Scheduled Break Report to view assigned breaks and if verified.

Unique Situations

There are countless other unique situations that you may find in the course of providing care. 

24-Hour Shifts

Twenty-four hour shifts are scheduled just like regular schedules. Let's say you had a client that needed a caregiver from 7a on the 5th to 7a on the 6th. Here's how to do that: 

  • Start date is 9/5.
  • End date is 9/6. That's true. The shift starts at 7a on the 5th and ends at 7a on the 6th.
  • Start time and end time are both 7a. Generations understand at 7a-7a is a 24-hour shift.

Here's the shift on the Monthly view. 

It works the same over a longer period of time. Here's an example where caregivers are needed 6a-6a December 11-16. 

Once caregivers are assigned, the schedule looks like this:

Couple Care

Here's our recommendation when one caregiver is working with two clients at one time. 

  • Bob Babcock has both bill rates and pay rates with actual dollar amounts.
  • Joan Babcock has service codes and payroll items with $0.
  • The caregiver is paid in full from Bob Babcock's schedule. 

Of course, your situation may be completely different than this, so please reach out to support for other suggestions and solutions.

Overnight Shifts

Overnight shifts start in the evening and cross over that 12am time barrier. In this example, the the caregiver works from 10p the evening of the 11th and until 6a the morning of the 12th.

The shift on the monthly view shows 10p-6a - an overnight shift.


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