How to Use the Advanced Scheduler

Do you wish you could schedule caregivers to clients easily based on conditions such as availability and personal preferences? 

Now you can. Scheduling shifts has never been easier. Read on to learn more about this new feature and steps you should take.

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Client Preferences

When setting up a client, you will be able to set any preferences they may have in the Advanced tab. The preference options are listed below.

  • Spanish Speaking
  • Male Caregiver
  • Female Caregiver
  • Dementia Experience
  • Incontinence Experience
  • Meal Prep Experience

You will also have selections based on the client's home to check off, for example "smokes"or "has cat". If the client smokes or has pets, a caregiver who is okay with working in either situation will be included in the possible list of caretakers to be scheduled.  

Client Requirements

Client requirements are also found in the Advanced tab. These are optional fields where you can designate what skills or certificates are necessary for the caregiver to have in order to meet client needs. The requirements are listed below. Again, these are optional, you do not have to select any requirements if you do not want to.

  • RN
  • LPN
  • CNA
  • HHA Certification 
  • Full Weight Transfers 
  • Do Not Schedule with _______

If a caregiver is listed in the "Do Not Schedule with" option, that caregiver will not be included in the list of possible caregivers when assigning a shift for that client. 

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Caregiver Preference Matching

When setting up a caregiver, in the Preferences tab, you will find a preferences section. Here you can select what instances apply to the caregiver. Are they fine with working on a client who smokes? Is the caregiver female? Do they have experience with dementia patients? Below is a list of options available.  

  • Smoking Okay
  • Cats Okay
  • Dogs Okay
  • Male
  • Female
  • Speaks Spanish
  • Dementia Experience
  • Incontinence Experience
  • Meal Prep Experience

You must clear your cache to see this new update. Also be sure to run CareTime on the most optimized browser for our software, Chrome

How are Caregivers Matched?

Caregivers are matched to an open shift based on the selections of your choosing. 

Factors Taken into Account: 

  • Availability of the caregiver
  • Scheduling the shift won't cause the employee to go into overtime
  • Meets all client requirements
  • Meets all client preferences 
  • Distance (amount of miles) from caregiver to job

From there, a list of caregivers will be generated that meet those criteria, with the best matches appearing on the top. 

mceclip3.png Setting Employee Availability

When setting up a caregiver, in the Preferences tab, you can now set the availability of that caregiver. 

The seven days of the week are listed, with options to select what times in the day the caregiver is available to work. 

Open Shifts vs. Scheduled Shifts

An open shift is a scheduled set of time(s) that has not been assigned to a caregiver yet.  

A scheduled shift already has a caregiver assigned to it.

Entering an Open Shift

There are three ways to enter an open shift 

  1. In the left hand navigation menu, select Add Shift. From there in the top left switch the selection from Add Shift to Open Shift. 
  2. In the left hand navigation menu, select Scheduling. From there in the top left click the purple Add+ button. Then in the lop left you can switch the selection from Add Shift to Open Shift. 
  3. In the left hand navigation menu, select Scheduling. From the calendar view you can click on any day/time to create a shift right there. Switch the selection from Add Shift to Open Shift in the top left. 

How Open Shifts Work

When adding an open shift, you fill out all the necessary information regarding the job. You will then set the recurrence of that shift. You can choose none, weekly, every weekday, monthly, etc. Then you select what factors you want to include when generating the list of caregivers. 

You can then select multiple employees to invite to the shift or directly schedule an employee from the list. If you choose to invite caregivers to take that shift, they will receive a text and email asking if they would like to take the open shift. If the select accept first, they will be assigned to that shift. 

You can schedule multiple employees to a single shift. But if you are creating an open shift, only one caregiver will be able to accept that shift.

Make sure you have the caregiver email and phone number in the caregiver set-up so they can receive these messages. 

Shifts will be taken on a first-come-first-serve basis. The first caregiver that sees the open shift message and clicks "Accept" will be assigned to that shift.  

mceclip2.png Open Shift Listing

Open shifts will remain in the Open Shift List. 

This list can be found in the top right corner of the Scheduling section. You will see a blue button labeled Open Shift Listing. 

Here you can: 

  • See a quick view of the shifts that are still open, with the job name, start time, and end time.
  • View the shift details by clicking on the eye button
  • Edit the open shift by clicking on the pencil button
  • Delete the open shift by clicking on the trashcan button

Entering a Scheduled Shift

Much like adding an open shift, there are three ways to enter a shift. 

  1. In the left hand navigation menu, select Add Shift. From there you can directly schedule a shift. 
  2. In the left hand navigation menu, select Scheduling. From there in the top left click the purple Add+ button. Then you can directly add a shift. 
  3. In the left hand navigation menu, select Scheduling. From the calendar view you can click on any day/time to create a shift right there.

Scheduling Warnings

You will see an alert pop up if:

  • the job is going to exceed authorized hours
  • that shift is already in the system
  • the assigned caregiver is already working during that time
  • you are trying to create a schedule for a date that has already passed

Steps You Should Take:

  • Fill out client requirements and preferences (found in the Client Advanced tab) 
  • Fill out the caregiver preferences and availability (found in the Caregiver Preferences tab)
  • Fill out employee skill (found in the Caregiver Advanced tab)
  • Be sure the location of your caregiver is current (in the Caregiver Location tab) so the distance from caregiver to client is accurate.
  • Verify that you have an accurate email address and phone number in for your employees (found in the Caregiver Advanced tab)
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