To go to the planner click the Planner button on the client's Summary Tab. 

The planner screen can be overwhelming because it displays a lot of information, but knowing which aspects to focus on can make it more approachable. When you click the planner it will always open to the current week, you can use the arrow buttons in the top center to go to previous or future weeks as needed. Clicking on the date range between the two arrow buttons will bring up a calendar view which will let you move to different weeks, months, or years more quickly. In the top left of the planner you can click on the shift legend which will open a window that explains the shift status and their respective colors. Not every agency will use every shift status, but all agencies will use the Open (Red), Assigned (Blue), and Verified Complete (Green) statuses. The majority of shifts will stat as open, become assigned, and end as a verified complete shift. 

An important aspect to understand is that on the Rosemark planner you are able to see not only the clients schedule but also the schedule of any caregiver who has been assigned to the client. In the image below you'll see a large red line dividing the portion of the planner that details the client's schedule above, and the caregiver's schedule's below. On both the client and caregiver side the day is broken down that show certain times, 12am, 4am, 8am, 12pm, 4pm, 8pm, and 12pm. These hash marks help visualize when during the day a particular shift is taking place.

At any point if you would like to see a more detailed breakdown of a shift you can double click on it and a shift window will open. On the individual shift window you have additional options including but not limited to adjusting the time, leaving a comment, or adjusting aspects of billing or payroll specific to the shift. 

There are three ways to view a caregiver's schedule on a client's planner. The list option is the most used and when selected pulls up a list of all caregivers in your system and allows you to add them. The Available button will add all caregivers who are able to work any open shifts on the current planner. Many agencies use this feature to help find a caregiver who is able to pick up a shift in the event of a call off. The final option is Previously Assigned. This adds any caregiver who has worked at least one shift with the client in the previous year. Agencies use this with clients who prefer to have caregivers they are already familiar with. 

While working in the planner you can right click on a shift to see different options. A key thing to remember is that those options will changed based on the current status of the shift as well as if you are interacting with it on the client or caregiver side. Shift that you have selected will have a black highlight on them. In the image below you can see the differences at a glance. 

Displaying the caregiver's full week at a glance has a number of benefits. In the blue box you can see the number of hours a caregiver is working with the current client, but also their overall hours. Any caregiver that has entered into overtime (based on your agency's overtime settings) will have their name and hour count turn red. You can also review shifts the caregiver is working with other clients by right clicking and reviewing the top line as seen in the red box in the image below. Any grayed out areas on a caregiver's calendar indicates they are unavailable.

Once you have setup a client's service and added a schedule you are ready to assign a caregiver to the client's shifts. If you are new to the planner and have general questions please reference the Navigating in the Planner article.

• Select the service type and click the Planner button.

• There are three ways to add a caregiver to the planner view.
  • List - The list option will pull up a list of your active caregivers and allow you to select one. This is the most common way agencies add caregivers to the planner view.
  • Available - The available option will look at all Open (red) shifts and if a caregiver is available to work will add them to the planner view. This option is most often used when trying to find someone to fill in for a shift.
  • Previously Assigned - The previously assigned option will add any caregivers who have worked a shift with this client in the last year.

• In this example we'll be using the list button to select a caregiver who we know we are going to assign to this client. Then click Ok.

• Once the caregiver has been added to the planner view, any shifts that the caregiver is available to work will partially extend onto their calendar.

• To assign a caregiver to a shift, right click the shift on the caregiver's availability and select Assign Shift Confirmed.

• You'll know you successfully assigned the shift when it changes from open (red) to assigned (blue). 

• You can assign multiple shifts by holding the left mouse button down and dragging along the shifts you want to assign to the caregiver. You should see a black bar across the shifts indicating they have been selected. The right click and choose Assign X Shifts Confirmed where X is the number of selected shifts.

• Finally, most agencies elect to forward an assignment. To do this, once the entire week has been assigned, click the Forward button.

• A calendar window will appear. Select the date you want to forward the assignment out to and click Ok. 

• Assignment forwarding varies by agency and by client.
  • Rosemark can forward schedules up to six months in advance.
  • As a general rule most agencies forward schedules 90 days in advance.
• Assignment forwarding only forwards shifts with the assigned (blue) status.
• Once you forward an assignment the system will give you a message telling you how many shifts were assigned and alert you if any shifts were not able to be assigned. 

• At any point you can see how far out a client's schedule has been assigned by reviewing their Summary tab.

Shift Offers allow agencies to connect with caregivers to see if they would like to pick up an available shift. The process is relatively simple. To being open the planner to the shift you want to offer to a caregiver. Right-click on the unassigned shift and you will see two options, "Offer Shift", and "Offer and Send message For Shift".

The two different options are similar, but slightly different.

Offer Shift - Sends a shift offer to the Rosemark Caregiver App.

Offer and Send Message For Shift - Sends a shift offer to the Rosemark Caregiver App as well as sending a text or email if the required information is in the caregiver's profile. Please note, if texting is enabled this will incur the standard texting fee. 

For Rosemark to send a message to the caregiver about a shift offer one of two fields must be filled in on the caregiver profile. If you would like to send a text message the cell phone number must be entered as well as the texting box checked. For an email to be sent there needs to be an email in the email field. 

Your caregiver will receiving one of the below notifications regarding the shift offer based on the option selected. 

If your agency uses the Rosemark Caregiver App (RCA) caregivers can accept the shift from the app. Otherwise they will need to reach out to the agency to tell them they agree to pick up the shift. If your agency allows caregivers to accept or decline shift offers from the RCA they will see a Shift Offer notification.

Clicking the Shift Offer button will display all available shift offers.

Selecting a specific shift offer will allow the caregiver to accept or refuse. Once a shift has been accepted in the RCA if the offer was sent to anyone else that offer will no longer be available so as to not double book your caregivers. Shift offers are always a first come first served basis.

Shift Offers can also be accepted on the Web Portal.