Caregivers
How to maintain a caregiver's profile
Creating and maintaining caregiver profiles in Rosemark is a simple process. If you want to create a new caregiver profile go to the Caregiver menu and at the bottom select “Add New”.
The Summary tab provides an overview of the caregiver's current assignments including when they begin and their last assigned shift for each client. You can also see their general availability.
Caregiver Statuses
- Active - The caregiver is available to work.
- Applicant - The caregiver has applied but has not been reviewed and assigned a shift.
- Inquiry - The caregiver has been hired but has not had their first shift.
- Inactive - The caregiver is currently not available to work, but will return to work in the future. Often used for time off requests.
- Quit - The caregiver is no longer employed by the agency but is rehirable.
- Discharged - The caregiver is no longer employed by the agency and is non-rehirable.
- Closed - The client applied but was not hired by the agency.
Info
The Info tab stores essential information about the caregiver including their name, address, and contact information.
- Access to the Rosemark Caregiver App is managed on the info tab. To add or remove access to the RCA and the online Web Portal simply check or uncheck the Online checkbox.
- If your agency opts in to using texting only phone numbers with the Text box checked will receive text messages. Please keep in mind that there are SMS texting charges. Reach out to the Customer Success team to review the specifics for your agency.
Password Requirements
- Passwords in Rosemark must be at least 8 characters and cannot be reused.
- Agency staff cannot see a caregiver password, if the caregiver cannot remember the password you can change it at any time and reset it to a temporary password. The next time the caregiver logs in to the RCA or the Web Portal they will be prompted to update their password.
Credentials
The Credentials tab can be used to track important dates and certifications. The tasks themselves can be customized by agency staff to fit the business needs. For a more in-depth explanation of Actions as well as Compliance and Credentials place reference the page on the Product Features page for more detail.
HR
The HR tab is mostly used to store information needed by the agency. Some agencies use this tab during the hiring process to track contact dates. If the caregiver applied via the Rosemark Job App the application is stored directly on the caregiver profile in PDF form.
Payroll
The Payroll tab is where relevant payroll information can be stored. For agencies that make use of independent contractors this setting can be selected here. Caregiver pay rates are also managed here. For more information on caregiver pay rates review the Managing Caregiver Pay Rates article in the Billing and Payroll section of this guide.
Communication
The Communication tab includes the caregiver number field as well as a number of telephony options. It also contains the fields for the caregiver's emergency contact.
Caregiver Availability and Status
Caregiver Status
To adjust a caregiver's status go to the Summary tab on their Caregiver Profile. Then click on the Availability and Status bar.
The new window will display the availability history and allow you to change it as needed. To add or change availability click Add Availability.
You will be prompted to select the effective date for the change, and from there you can enter the new or updated availability. You can also enter inactive periods if the caregiver is going to be unavailable in the same way.
Caregiver Availability
Entering availability in Rosemark is simple. The system will recognize a wide variety of inputs, but the easiest way is to enter the days of the week the caregiver can work with a dash between the first and last date. Rosemark can block off portions of a day. To do so you will need to separate the days with a semicolon (;) and then enter the times the caregiver is able to work. This can be used multiple times in the event your staff has very specific availabilities.
This is also where you can change the caregiver's status to Quit or Discharged. You will be prompted to enter the effective date, the status, and can choose to leave a reason.
Finally, the next time you review that caregiver in the planner you will see gray areas which represent when the caregiver is not available.
Deleting/Discharging Caregivers
As a general rule, we strongly advise that you do not delete Caregivers out of Rosemark. Every state or territory has different requirements regarding documentation, and keeping the information in Rosemark ensures you always have access to that data.
To mark a caregiver as discharged or quit begin by going to the caregiver's profile. On the Summary tab click the green box. This will open the Availability window. From here you should select the Quit/Discharged button.
A new window will open where you can select the appropriate date, status, and (if wanted) leave a reason or note. Every agency uses the status in a way that makes sense for their business but as a general rule if a employee was discharged they were let go by the agency while quit indicates the caregiver chose to leave. Neither option has any meaningful reporting implications and is purely for your records. We encourage you to leave a note, the most common type of note we see is if the caregiver is rehirable or not.
Deleting a Caregiver
If deleting a caregiver is needed you must delete all information on the caregiver's profile except for their first and last name. This includes any shift assignments, pending or completed actions, and any text information within the caregiver's profile. To delete a caregiver in their profile go to File and select the Delete Caregiver option.
If the system is unable to delete a caregiver it will display a message that outlines what information needs to be removed before it can be successfully deleted.
