Caregiver/PA Setup

  • General Tab
    • Employee Name 
      •  This name will appear as drop down globally in the system
    • Employee Zone 
      • Associate employee to zone
      • Employees classified as supervisor for this zone will appear in the zone set up list
    • Language 
      • Default setting is English
    • Employee Level 
      • Classification of employee levels in your organization
      • System access levels are controlled by this level
    • Employee Skill
      • Classification of employee skills related to servicing patients, 
      • e.g. registered nurse (RN), licensed practical nurse (LPN)
    • Current Status
      • Active - employee is active and will show in system
      • Inactive - employee is inactive and will not show as valid selections in the system (you can switch employee from Inactive to Active). Inactive employees cannot clock in.
      • Terminated - if you mark an employee as terminated, they will not be able to clock in and they will not appear in many of the reports. 
    • ClockOut Safeguard 
      • A safeguard measure if employee forgets to clock out,
      • Enter the number of hours in which the system will automatically clock out employee, we suggest 16
      • In Reporting/Activity Reporting, status will be Auto Clock-OUT
  • Location Tab
    • Address/City/Zip/Time Zone
      • The system uses a type-ahead feature to suggest addresses to make a selection from, select an address from the populated list
      • The address selected will populate time zone as well
    • Pay Class
      • Optional fields to designate pay class
      • e.g. exempt and non-exempt 
      • These can be defined in the manage list tab
    • Pay Rate
      • How much the caregiver should be paid per hour
      • This will be reflected when calculating payroll 
    • Hire date
      • Start date of the caregiver for your records
    • Birthday
      • Caregiver’s birthday 
      • This will be used when the caregiver logs into the mobile app so make sure this is put in correctly 
  • Advanced Tab
    • External Code 1 and 2
      • Optional fields for your agency to use for any purpose of your choosing
    • Agency Employee ID
      • Field where you can enter the employee’s agency ID if your agency provides one 
    • Phone/Text
      • Employee's cell number used for alerts and notifications
    • Email
      • Employee’s email used for alerts and notifications
    • How to Notify? 
      • Select how the caregiver should receive alerts and notifications 
      • By text, email, or both
    • Notify Staff When? 
      • Get a notification sent to the staff members in the zone/notify tab when the caregiver clocks in, when the caregiver clocks out, or both
  • Preferences Tab 
    • Client Preferences
      • These are used when creating an open shift to generate a list of caregivers fit to care for a specific job
      • Spanish
        • Caregiver speaks Spanish
      • Male
        • Caregiver is male
      • Female
        • Caregiver is female
      • Dementia Experience
        • Caregiver has dementia experience 
      • Incontinence Experience
        • Caregiver has incontinence experience 
      • Meal Prep Experience
        • Caregiver has meal prep experience
      • Smoking Okay
        • Caregiver is okay with working with a client who smokes
      • Dogs Okay 
        • Caregiver is okay with working with a client who has a dog
      • Cats Okay
        • Caregiver is okay with working with a client who has a cat
    • Caregiver Availability
      •  Set what days and times of the week the caregiver is available to work
      • 24 Hours Everyday
        • Caregiver has open availability to work any time
      • Set Shift Every Day
        • Set the days the caregiver is available to work and then the times they are free. You can set multiple time windows for one day. For example, available from 6:00am to 10:00am and also 1:00pm to 7:00pm. 
  • RVV Tab
    • Enable RVV for this employee 
      •  If you want to have your caregivers speak their name when calling in to verify that it is them
    • Frequency 
      • You can set the frequency of when you want the caregiver to voice their name when clocking in if Enable RVV is set to Yes
        • 10%, 25%, 50%, or 100% of their calls
    • Reset Initial Recording 
      • You can reset the recording of the first time they put in their voice by clicking this button. It will ask them to speak their name the next time they call in. 
  • Certification Tab
    • Use this module to store employee certificate related information
    • You can add up to 20 certifications and upload a pdf copy of them
    • Make Inactive if Expired 
      • If the caregiver will be out of compliance once that certificate expires, select Yes. Once the certificate does expire, the employee will be marked as inactive and will not be able to clock in. Once the certificate has been renewed, change that setting on the old certificate to No. 
  • Grant Admin Access Tab
    • If you would like the caregiver to have access to the CareTime application this is where you would input their email
    • That caregiver will then receive an email from us to create an account 
  • Notes Tab 
    • Here you can add notes internally for that specific caregiver if needed 

 

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