To add a schedule to a client follow the steps below.

• Select the service you would like to add the Schedule to.

• In the Schedule Manager window click the Add Schedule button.

• A calendar window will appear and you will be prompted to select the start date for the schedule. This date determines when the client status will update from Inquiry to Active (if they are not already active).This can also be updated at any point if the start date changes.

• Once you've selected a state date you will be able to enter a new schedule. The basic information that needs to be added is the Start time, End time, and the days of the week that visits will take place. 

• Once you have completed setup in the Schedule Manager you'll see the service times on the clients Summary tab.

• A few tips to keep in mind about schedules:
  • There are other features available in this window. If you are interested in how to add an inactive period, or how to discontinue a schedule you can review those specific pages for more information.
  • Like Service Types some clients might only have one schedule. However, it's not uncommon for clients to have more than one schedule.
  • While most agencies use a Weekly repeating schedule Rosemark does have other types, including Once, Daily, and Monthly options.
  • Similar to payment obligations many agencies do not set a through date for schedules. Leaving this field blank means that Rosemark will continue to generate the schedule until you enter the end date.
  • If you have a particularly difficult or unique scheduling issue if you reach out to the Customer Success team is happy they will be happy to review it with you.

Adjusting a schedule in Rosemark is a simple process. To start go to the client's Schedule Manager. Here you will see the active schedule, if we want to make a change we can click the Change Schedule button.

The system will ask you to pick the date this change begins. Select the date and click Ok. 

Once you have entered the day the schedule is changing you will see a new line appear on the schedule manager. Rosemark will have put an end date on the old schedule and started a new one with the same time and dates as the previous schedule. On the new schedule you can change the start or end time, as well as the days of the week the client receives services. Once you have made the needed changes click the Apply button.

If Rosemark can change the schedule without impacting any currently assigned shifts the change will be applied and any caregivers previously assigned to the shift will be carried over to the updated times. However, if there is a change that impacts an assigned shift Rosermark will will alert you to this change. Two new windows will appear. The first and smaller of the two windows will tell you that Rosemark had an problem with the requested change. The second and larger window will display the shifts that the change impacted. In the example below the change to the schedule was to no longer provide care on Tuesday and Thursday. 

Because the schedule was forwarded into June this means to make this change Rosemark would need to unassign shifts. We can still make this change, but we need to account for those previously assigned shifts. To do so click Ok on the small window. You can see that this message is telling us how far into the future this change will be applied.

Once we have clicked Okay on the first message we can then take a look at the impacted shifts. Rosemark pulls up every shift the change would affect. In this case we are only seeing Tuesday and Thursday shifts because those shifts are being removed. 

To complete this schedule adjustment we need to unassign the shifts. Once you have highlighted one shift, if you click Ctrl + A, this will select all of the shifts in the window. You will know you did it correctly when all of the shifts have a light blue highlight. 

Once all of the shifts are selected go to the File menu and select Unassign Selected Shifts. 

You'll know the shifts are unassigned because the status should update in real time in the window.

Now that there are no assignment conflicts you can go back to the schedule manger and click apply to complete the schedule adjustment. 

Do keep in mind you will need to assign any shifts that do not have a caregiver and Forward the shifts out as needed. 

If a client needs to pause service for any reason you can add an inactive period to account for this. To begin, click the Schedule button on the Client's Summary tab.

On the Schedule Manager click the Add Inactive Period button.

The system will prompt you to enter a From (start) date, you have the option to end a through (end) date. Select the first date that the client is suspending service. 

In the example below the client is out of town for a week and has paused services while they are visiting family. You'll notice that the existing schedule does not have an end date, so that once the inactive period is finished the schedule will resume normally. 

Anytime a client has an inactive period this will be reflected on their planner just like when a caregiver is unavailable.

A few things to keep in mind about inactive periods:

• If you leave the through (end) date empty the system will mark the clients planner as unavailable until a date is entered. This can be helpful if a client has a slip, trip, or fall, and you are unsure when the client will return.
• An inactive period will remove shifts that were already assigned.

To end a service for a client you need to discontinue it. To do this go to the client's summary tab on their profile. Then click the Schedule button.

On the Schedule Manager click Discontinue Service button. The system will ask you to enter the last date of service. 

The system will confirm that the selected date is the last visit and will check for any visits after that date. Click yes to proceed.

The system will bring up a shift list with any shifts that have been assigned after the discontinued date and ask you to review them.

To complete discontinuing this service we need to unassign the shifts. Once you have highlighted one shift, if you click Ctrl + A, this will select all of the shifts in the window. You will know you did it correctly when all of the shifts have a light blue highlight. 

Once all of the shifts are selected go to the File menu and select Unassign Selected Shifts. 

You'll know the shifts are unassigned because the status should update in real time in the window.

Now that there are no assignment conflicts you can go back to the schedule manger and click Discontinue Service and confirm the date again.

A few things to keep in mind about discontinuing services:

• If a client has no active services their overall status will change to discontinued.
• You can always update a client from Discontinued to Active again by adding another service or schedule.
• We recommend adding a reason as to why the service was discontinued.