Table of Contents
If data entry is the foundation of a home health care business, then scheduling represents the framework. Service types, payment obligations, the schedule manager, and the planner, if setup correctly, ensure a smooth experience for both the agency and the client. Because scheduling covers a wide variety of tools and features, we often break it down into three core parts. Service Types, Schedules, and Assigning Caregivers.
The “Lifecycle” of a Shift
Most shifts follow a predictable “Lifecycle”. The shift status will start as Unassigned (red), then once a caregiver has been assigned to it the shift becomes Assigned (blue), and once the shift is complete (for most agencies a complete shift means its has a clock in and a clock out) the status will become Verified Complete (green).
Adding a Service Type
Before shifts can be created, you must add a Service Type. Service Types play an important role across many aspects of Rosemark. First and foremost they convey to everyone involved the type of service that is needed. A Companion Care shift is going to look very different from an RN Assessment shift. Caregivers that work different service types will better understand what is expected of them based on the type of service being worked.
To add a service on the client's profile click the Add Service button.
After clicking the Add Service button a list of possible options are displayed. Select the appropriate service type.
Service Types
In Rosemark Starter Service Types are managed by the Customer Success team, to add or edit a service type reach out to the Rosemark Customer Success team at (734) 662-3537.
Once a service has been added you will see it on the client's Summary tab.
Deleting a Service Type
If you add a service type in error you can always delete it. Select the service type which will take you to the service window where you will see the option to delete it in the top right.
Deleting a Service Type
You should never delete a service type with completed visits. Each state has specific record retention rules that must be met and deleting a service type that had even one visit is strongly discouraged.
Multiple Service Types
Its not unusual for a client to have more than one service type. To add additional service types you can repeat the process.
Adding a Schedule
The second step after adding a service type is setting a schedule. Keep in mind that for clients with multiple service types a schedule will need to be added for each one.
The Schedule Manager
The Schedule Manager is used to set up the framework of a service. The Service Type acts as the foundation while the schedule acts as the scaffolding. If a individual shift needs a change you can manage that on the planner, but if there is a larger change (adding or removing days, time adjustments that should apply to all shifts) you should adjust the schedule.
Select the service type you want to add the schedule to which will take you to the Service screen.
On the Service screen you can add information about the authorization on an as needed basis. More importantly in the bottom right you can add a schedule by clicking the Add Schedule button.
Select the start date for the new service.
Once a start date has been added you can click the “no times" button to add days and times to the service.
From here you can add the start and end time and select the appropriate days for those shifts.
Once you have added the days and times you can see this reflected on both the service view as well as the client's profile.
Service View:
Client Profile View:
Assigning a Caregiver
To assign a caregiver go to the Planner.
On the planner view you will see the shifts that were added via the Scheduling tool. To assign a caregiver click the desired shift and select the Find Available Caregivers option.
A list of caregivers who are available to work that shift will be displayed. This list shows how many hours have been assigned to them for that given week as well as their distance from the client. To assign them click the Assign button and select Assign Shift Confirmed.
The system will ask you to confirm the assignment.
Once you have assigned all of the shifts in a given week you can Forward the assignment to future weeks.
On the Forward screen select a date you want to assign shifts through. Then click the Forward button in the top right.
The system will confirm the number of assigned shifts (including the number of any shifts it was unable to assign).
Once the schedule has been forwarded the caregiver assignment will be repeated until the date specified.
Adding, Removing, or Editing a Shift
Make a change to an individual shift is a easy process in Rosemark. Keep in mind if you are making the same changes over and over it might be worth making those changes on the schedule itself.
Adding a Shift
Step One
Step Two
Step Three
Removing a Shift
Step One
Step Two
Editing a Shift
Step One
Step Two
Step Three
CG View:
Discontinuing a Service
To discontinue a service begin by selecting the service on the client's profile.
On the client's schedule click Discontinue Service in the bottom right corner.
The system will prompt you to enter a date for the service to be discontinued.
After you have entered the date you can enter a reason or simply save the changes.
You can confirm the service has been discontinued by looking at the profile. If the client is still active you will see the date their service will be discontinued.
Caregiver Assignments
Before a schedule can be discontinued make sure all caregivers are unassigned.
Discontinuing a Client
For a client to change from active to discontinued each service on their profile must be discontinued. If even one is not they will remain active.
Continue your Rosemark Starter learning journey by choosing one of the links below.
Rosemark Starter Tutorial Guide:
We recommend you review this User's Guide in the following order:
If your agency is ready to move to the next level, contact a team member today to learn more about our Rosemark Standard and Enterprise packages.