2022-09-21_sspeirs_Scheduling Process Shyanne.docx

Scheduling Process ( needs to be revised as per Winnipeg, Calgary_

Once the case manager does an assessment , she will email the synopsis of the Client's needs and caregiver requirements and scheduler will update the virtual board

Details needed: Client name, start date, schedule, fill in vs. ongoing, male/female, city

If details are incomplete, follow up with the case manager

Schedulers will update board regularly as you are calling caregivers so case managers are aware of who are being called/confirmed

Schedulers will call caregivers to determine if they are willing to take the shift and are a good match then recommend two or three caregivers to the case manager so she can make the final decision. Take a systematic approach to calling caregiver instead of just calling down the list for maximum efficiency.

Four  ways to look for caregivers to schedule:

For proximity - Use the care finder tool on Clear Care to determine caregiver proximity to Client's home

For specific requirements - Go to caregivers, include specific profile tags and hit apply

Examples of tags: Caregivers that are willing to drive, have a car, can do live-in or overnight shifts are tagged so you can filter the caregiver list based on these requirements.

For search by city - Use the custom report, caregiver list and filter out inactive caregivers (select inactive, then false)

Send mass email

Use new hire spreadsheet for availability at a glance

Factors to review to determine if they are a good match

Review resume, notes on the caregiver in the application screening form, reference checks to ensure you have the best possible candidate for the Client.

Factors to consider when making a choice: Client preference (e.g. ability to drive, ethnicity, language spoken, etc.),  relevant experience with the Client's condition/requirements, ADL vs IADL, proximity to Client's home,  English ability, shared interests with the Client,

When trying to schedule yourself, check their schedule first to determine if they are available on the days we need

If you schedule a new caregiver who has had no prior shifts, let Doris know so she can do their background check

For the caregivers who already are working for us with other Clients, make sure that assigning them to a new Client won't result in overtime hours for them -

we calculate overtime as anything exceeding 80 hours in a two week period

If there are no viable candidates or requirements are very specific, request HR to post an ad

When calling the caregivers to ask them about the shift, always remember the following:

Have the Client's file in Clear Care open so you can easily reference the schedule and the care plan

When asking them about the shift, make sure you provide detailed information about the client's condition, address, schedule, whether it's fill-in or ongoing

If they can't accept the shift, make sure to ask them about their current availability or see if you can offer them any other open schedules from other clients

When regular scheduling efforts are not enough, do the following:

Call caregivers of recently deactivated Clients - in Clear Care, go to Clients, select inactive, then sort the Clients by date to see all the Clients deactivated in the past month

Send out mass email to active caregivers

Call new hires for the past month

Call caregivers based on ClearCare caregiver utilization spreadsheet - view regular hours column and look for caregivers that have none or only a few hours assigned

Send mass email to inactive caregivers

Post specific ad on craigslist and indeed

Once caregiver has accepted a shift:

Send the care plan to the caregiver via email using the template and make sure to include any another relevant documents (e.g. training materials, clear care form, facility policies, etc.)

Enter the caregiver into the schedule and ensure that the caregiver rates and client's rates are accurate before saving

Erase the Client off the board

Always check to make sure that caregiver has had company orientation - review tags

If they have not had orientation, send them a copy of the policies and procedures and the clear care instructions

Create a task for Doris to do backcheck and for Anna to book them for orientation

Always check to make sure caregiver will not be in overtime if she does the shift.

Check the payroll pay period

Count number of hours

Check overnight shifts if they are billed as hourly or overnight

All overnight shifts are computed as 8 hours

All live-in shifts are computed as 8 hours

Caregivers should not exceed 80 hours in the two week pay period

When creating a schedule, important to remember the following:

Always convert to instance if making changes to only one shift

After changing the shift time, double check to make sure the rates for the caregiver and the Client are correct

If caregiver is only working part of the live-in shift, make sure to pro-rate the shift by selecting the custom rate, checking the pro-rate box and putting the live-in rate in the box beside it

3. Schedule changes

Send confirmation email to caregiver for every fill-in shift after you have spoken to them. Include Client's name, schedule, start date.

All major schedule changes from caregivers must be submitted in writing by caregivers

All changes in schedule must be logged in Clear Care as a task either under the caregiver's name or the Client's name depending on who requested the change

Copy the appropriate case manager and scheduler

Tag as "Change in Schedule"

Indicate reason for change; if it's due to a caregiver, then also tag "HR"

Also create a note in the live schedule for billing and payroll purposes and make sure to check off the “display on billing and payroll pages”

All vacation requests must be submitted in writing by caregivers (see form) to Caregiver Ambassador

For one day, request should be submitted one week in advance

For two or more days, request should be submitted two weeks in advance

CA will submit to Case Managers to approve/deny vacation requests, put the schedule on the board and either CA or CM will inform the client. CA should be told when to call the Client/family (either immediately or once replacement caregiver has been found)

All sick leaves will be handled by scheduler

Scheduler will look for replacement , inform the Client and create a task for Case Manager so she is aware

If we are made aware of a change in caregiver's availability, update spreadsheet and notes section of their profile on Clear Care

For caregivers who are no longer available or who have been terminated - send an email to the Care Ambassador  so she can deactivate from Clear Care