Table of Contents
Data Entry is a basic but essential part of using Rosemark Starter.
Persons and Roles
Rosemark Starter is organized so that every user has a role, though they are not limited to a single role.
The most common roles in Rosemark include:
- Administrators
- Staff Users
- Clients
- Caregivers
Less commonly used roles include:
- Referrers
- Medical Providers
- Customers
Regardless of the role the user profile has similar elements to make data entry quick and easy. Each role has a basic info page that includes their name, address, and contact information. Beyond this first info tab the other tabs are specific to the role the user has, for example, Clients have a Condition tab that outlines their diagnosis and clinical needs while Caregivers have a HR tab that includes their SSN, Date of birth, and other hiring details.
Staff Users & RM Starter
In Rosemark Starter, the Staff role is managed by the Customer Success team, to add a staff user or change permissions reach out to the Rosemark Customer Success team at (734) 662-3537.
Adding a Client
To add a new client begin by going to your client list and click the New Client button.
The system will prompt you to enter a first and last name.
Once you have created a new client, you will be taken to their profile. You'll notice that the client profile is highlighted red. Client profiles are highlighted are red, while caregiver profiles will be highlighted green.
Save Early, Save Often
Changes are not saved if you navigate away from the tab without clicking the save button. To ensure you don't lost any work make sure you click the Save button. Rosemark will ask you if you've saved every time you navigate away, even if you have already saved.
Here you can see the different tabs available to the Client role. To edit the data, click the Edit button in the top right of the screen.
After clicking the edit button, you can add, delete, or edit any information on this tab. To save or revert the changes, click Cancel or Save in the top right as needed.
As you enter the relevant information you can move from tab to tab based on your specific needs.
Compliance Tab
The Compliance tab is used to track relevant information about your clients. Anything that is within a two week period in the Expiration column will display as a pending action on the Home screen.
There are two major categories for compliance items: items that are completed and items that expire.
Lets look at an example of a completed item. If we are onboarding John Doe, here we will input when his initial assessment was. Lets say it was June 1st.
Now lets look at items that expire. Lets say the assessment is required every 90 days, you can set the expiration date and Rosemark will send you a notification when the due date is coming up. Lets say for this item, it expires on August 30th.
In addition to receiving notifications (as long as your settings allow), the expiration warning will also appear on you home page under “Pending Actions” along with your other automated reminders.
Compliance
The items displayed in the Compliance and Credentials section are managed by the Customer Success team. To edit what is visible here, reach out to them at (734) 662-3537.
Emergency Tab
The Emergency tab contains fields for responsible parties, options around Living Wills, and DNR records. It also has areas for the client's emergency contact as well as their preferred hospital and emergency plans.
Condition Tab
The Condition tab is one of the most used tabs in Rosemark. Here you can outline the daily client needs, what to expect in the home, as well as other dietary or medication needs.
Inquiry Tab
The Inquiry tab is used as a Client Relationship Manager and can track the timeline around how the client began services with you including:
- their referral source
- case manager
- other Medicaid or VA specific fields
Communication Tab
The Communication tab is used to set the client ID number as well as edit communication settings for a specific client.
Here you can click “Add a Message” and send out a note that caregivers will receive when they clock in for their shift with this client. The most common use of this function we see is if a client typically lives alone but will be having a visitor like a sibling, you can notify caregivers here here.
You can also assign your clients ID number here. Some agencies will start at 0001 and go up from there, others will assign using the last four digits of a phone number or SSN. This is a much more secure way to reference your client and develop client-safe practices regarding HIPPA.
Adding a Caregiver
To add a new caregiver, begin by going to your caregiver list and click the New Caregiver button.
The system will prompt you to enter a first and last name.
Once you have created a new caregiver, you will be taken to their profile. Here you can see the different tabs available to the caregiver role. Notice the green highlight indicating you are on a caregiver profile. To edit the data, click the Edit button in the top right of the screen.
After clicking the edit button you can add, delete, or edit any information on this tab. To save or revert the changes, click Cancel or Save in the top right as needed.
Mobile App Access
Caregivers will need access to the Rosemark Caregiver App (RCA) to clock in and out. This is managed on the Info tab. At the bottom of the page you will see a section for a Username and Password. If the Online field is not checked the Caregiver will be unable to clock in and out. This is also where a staff user can do a password reset by clicking the edit button.
Password Requirements:
- Must be at least eight (8) characters
- Must not match the previous password
- Username and Passwords are case sensitive
Credentials Tab
The Credentials tab is used to track relevant information about your caregivers. You'll notice that it looks and operates much like the “Compliance” tab under client profiles. If notifications are enabled, Rosemark will send you a warning that the credential is about to expire. Anything that is within a two week period in the Expiration column will also display as a pending action on the Home screen.
Credentials
The items displayed in the Compliance and Credentials section are managed by the Customer Success team, to edit what is visible here, reach out to them at (734) 662-3537.
HR Tab
Unlike Clients, Caregivers have an HR tab. The HR tab is used to store relevant Human Resource details such as hire dates, SSN, and birthdate.
Payroll Tab
Here are fields that are required for many payroll exports as well as a general overview for staff users to reference at a glance.
Upgrade Available
The Payroll tab is generally used by agencies that have a third-party payroll integration. Rosemark Starter does not have the ability to do this but if you'd like to enable this feature, you can reach out to Customer Support at 734-662-3537.
Employee vs Contractor
The default setting for new caregivers is to set them as an employee. Remember to update this status if you hire any independent contractors.
Communications Tab
The Communication tab is very similar to the Client Communication tab. Here you can set the caregiver number as well edit communication settings for a specific caregiver. Its important to note that the ID numbers for Clients and Caregivers run independent of each other so you can have the same ID number for a Client profile and a Caregiver profile.
You can also add a message to individual caregivers to receive when they clock in for their shift.
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.