Agency Settings/Setup

USER: AGENCY ADMINISTRATOR

General Tab:

  • Company information to be filled out

Configuration Tab:

  • IVR Number
    • Employee call in number
  • Multi-Language IVR
    • Selecting yes enables the caregiver to press 1 for English or 2 for Spanish
    • Selecting no defaults to English only
  • Label for Zones
    • If you would like the left hand navigation menu item labeled "Zones" to be something else, you can change it here 
  • Label for Jobs 
    • If you would like the left hand navigation menu item labeled "Jobs" to be something else, you can change it here 
  • Label for Employees 
    • If you would like the left hand navigation menu item labeled "Employees" to be something else, you can change it here 
  • Job External Code 1 and 2
    • If you would like to change the external code labels in the job section, you can change it here
  • Employee External Code 1 and 2
    • If you would like to change the external code labels in the employee section, you can change it here
  • Default Tab for Add Timecard
    • When you click on Add/Edit timecard you can set the default tab that will open: add time card, add timesheet, add timesheet +. 
  • Payroll Period
    • Choose the payroll period for your agency: Weekly, Bi-weekly, Monthly, Semi-Monthly
  • Work Week  Start
    • Designate which day of the week is the start of the work week for your Agency 
  • State Settings
    • Certain states have different CareTime functionalities 
    • Right now there is only an option to choose Ohio if you are an Ohio agency, otherwise leave this blank
  • Clock in Notification Duration 
    • Specify when you want late clock in/ out notification to be sent
    • Either 15 minutes or 30 minutes late are the options available 
  • Overtime Alert
    • If set to yes, you will get an alert when an employee reached the "threshold hours"
    • For example for a 40 hour work week, if you set threshold hours to 35, you will be notified when the caregiver reached that 35 hours 
  • Budget Alert
    • If set to yes, you will get an alert when a job reaches the "threshold percentage"
    • The Budget Hours is set in the Job settings. If the job uses the threshold percentage of hours set, you will be notified. 
  • Schedule Default View
    • When you open the Schedule, select what view you would prefer 
    • The options: Today, Day, Week, Month
  • Populate Shift
    • If Yes, the schedule will automatically show everything that is scheduled
  • Live-in
    • If Yes, you can set the standard live in hours
  • Allow Timecard Split
    • If Yes, overnight shifts will be split into two timecards for the two different days worked
    • For example working 10 pm to 2 am, the timecard would show 10-11:59pm on day one and 12-2am on day two
  • Sort Reports by
    • Choose how you want to see report data, either by first name last name or last name first name
  • Integrator
    • If you integrate with InSync or Riversoft you can select them here, if not, choose None
  • Allow Zone Level Snapshots?
    • If Yes, you can sort snapshots by the job zone or employee zone
  • Mobile App Settings
      • Require Signature at Visits?
        • Signatures at the end of mobile clock in/out visits will be required
      • Allow employees to clock in with the mobile app even if they are not on location
      • Require clock in/out with the use of bluetooth devices only 
      • Allow employees to clock out even if they are not on location
      • Require a relationship (the caregiver) to be listed under Job settings to allow employees to clock in
    • Turn on RVV for employees clocking in
    • Testing or live mode, if you are actively sending claims that need to be paid you should be in live mode
    • Percentage of the hourly rate that should be charged in addition to their normal rate for working overtime hours 

Notification Tab 

Send out a notification that can be seen by all of your employees using the main CareTime software application 

Claim Threshold Tab

Can be set as a percentage or a fixed amount, it is what amount or percentage of a claim your agency did not receive but still considers as being fully paid. For example if you consider 90% payment as fully paid, insert 10% here. If you wan them to be 100% paid in order to be marked as fully paid, choose 0% 

Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.
Powered by Zendesk