The Complete Administration System for the Domiciliary Care Provider
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Transcript of The Complete Administration System for the Domiciliary Care Provider
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The Complete Administration System for the Domiciliary Care
Provider
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Contract and Visit details
Care Plans & Care information
Financial & Invoicing
Staff Scheduling
Visit Attendance records
Payroll Analysis & Export
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is a Practical Solution for the
Domiciliary Care Provider…
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…by being developed from
working with Community Care
Providers
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The following screens show some
of the features of
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Starting with the screen that defines when & over what period contracted Home Visits are made
…and be included or extra to a contract
Defined for any day of the week
Visits can be on-going or have a termination date
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This automatically builds a complete record of required visits for each Service User…
…that links to a Funding record
for each Service User
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You can define unlimited funder sources for any area or client type
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…and automatically linked to the Funding record for invoicing against each Service User as they occur
Any extra items can also be recorded
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The software will also handle ‘ad-hoc’ service user visits that are not arranged on a regular
or contracted basis – such as for an independent budget holder…
…In these cases you simply ‘draw’ the required visit on the rota for the service user and assign the required carer(s)
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You then determine per Funder the charge rate for each period of the day on
which visits occur…
…by ‘drawing’ on a grid representing each invoicing period
of each day within a week
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Funder and Area ‘link’
Invoice Rates
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A different invoice
layout per funder can
be specified
Mileage charges can be automatically
included if appropriate
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The specific charges for
the visits can be defined
for any date range…
…together with how they may change on a
public holiday
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The same method is
used to define the hourly rate for carers…
…to ensure that they are
paid correctly for the specific visiting hours
worked
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This very flexible design means that our clients can take on contracts across
multiple authorities…
…and always know that they will automatically invoice and
pay at the correct rates for any contract they secure.
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Now the Contracted and any other Visits need to be
scheduled on the Staff Rota
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…uses an
‘Ideal Rota’ to help you schedule
visits most efficiently
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The ‘Ideal Rota’ recognises that a scheduler is
continually balancing…
…the requirement to visit at the contracted time and
provide a regular or recognised face to the
Service User …
against…
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…the availability of Carers when staff
go sick
or are on holiday
or just need time off
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The ‘Ideal Rota’ works by allowing you to define your
visit schedule with a full complement of staff
making visits with the most economical travelling
times…
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…and then automatically highlights
the exceptions at any time to enable
rescheduling using the actual Carers available
The following slides highlight how the Ideal Rota works in practice
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This screen shows the contracted visit requirements of the client for a week
An hour visit each day at 7am
And a half hour visit in the evening at 9pm
Time
Date
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The screen also shows where staff have so far been scheduled to visit
The blue band indicates a visit
has been arranged for the selected carer
The burgundy band indicates a
visit has been arranged for
another carer The yellow band indicates
a visit has yet to be arranged for this day
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A right click on the visit on the rota will then
show the details of any day
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So we now need to schedule Carers to visit for the other calls in the week
Easy!Just right click on the required visit slot
And select the option Find Carer for Contract
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The window shows the Carers that work in the area of the call
And their current visits for that day – together with some handy notes on each
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You can then use some definable options that allow you to see the most appropriate Carer to use
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And clicking on the rota will automatically insert the correct visit length at the selected time
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If appropriate, this visit can now be made a regular part of the
Carer’s schedule by copying the details to
the ‘Ideal Rota’
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In this way the Ideal Rota is
used to create the basis of the
actual visit schedule for
any day.
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But of course there never is an ‘Ideal Day’!
The system therefore has functions to highlight exactly where gaps exist in the rota…
…and allow you to schedule other Carers to visit
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Gaps may exist because…
• A Carer has phoned in sick• A Service User has gone into hospital• A Carer is on holiday• A Service User has passed away• A new Contract Call is yet to be
allocated to a Carer
The following screens show how these situations are highlighted and dealt with
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So if a Carer phones in Sick simply right click on the rota…
…select the reason for absence and the day will automatically be shown in grey
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Then run the Employee Exceptions function
These ‘gaps’ are then detailed in the Rearrangements window
This highlights any visit that can not be performed due to staff absence
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Clicking on any of the lines will allow the visit to be rescheduled to another Carer…
…using the same facilities that you saw previously
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By employee, by day, by any group of employees and by any date range
Then the Rota can be printed or e-mailed or sent by text
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Once the visit has been made
You need to reconcile the attendance record of the Carer against the Rota
…and also invoice the Client or Contractor
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This can be done through manual reconciliation of carer
timesheets to the rota…
…or automatically by comparison with data received from an electronic visit tracking
system such as our a-Log product or by telephone logging
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a-Log does not require use of the service user’s telephone but
provides a real time log of the visits as they are made.
There’s a separate section on our website about the different ways you can record carer attendance so remember to have a
look at that later...
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Has functionality so that you can see the detail
and, if you want, just the exceptions…
The following screens show how
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Reconciliation of Staff Rota to
Attendance Record
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Reconciliation can be run for all Carers or an individual basis as below
The grid is colour coded to identify what happened on each Service User visit
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Green means the Carer attended at the requested Visit time
Red means the Carer was not
there at the Visit time
Blue means the Carer was there
but outside of the requested time
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The software prompts you automatically about
any discrepancies
These can be reviewed per Carer…
…or across a definable range of Care staff
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The screen identifies the Client, Carer, the Visit time and contract details…
…and allows you to decide if you are authorising payment for the visit and
therefore invoicing the client
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Has very flexible invoicing facilities
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Invoicing
• Unlimited invoice layouts• Any date range• Private and Contract clients• Fixed Sum Contract invoices• Optional Separate invoicing of
additional items such as shopping
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Has optional integration with Tablet PCs and mobile phones
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So that Managers & Carers can view and record the latest rota and client information where ever they are
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The Complete Administration System for the
Domiciliary Care Provider
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