Once your client visits are scheduled in their calendar, it's time to start assigning your carers to these visits. Let's take a deeper look at the structure of your schedule page and how it works.
The Schedule page is accessed on the left menu pane. This will bring you to a day by day view of your schedules.
Your Schedule page is broken down by time at the top, and carers to the left.
The grey shading indicates when carers aren't available. The white is when they are. How to set carer's availability
The yellow boxes underneath are client visits waiting to be assigned to a carer.
At the top of the scheduling page you can find some options to:
Expand the scheduling view with the arrow at the top left side next to the Schedule/Day words
Select to view a day, week or the Map
Select the dates by moving back and forward the date picker
Reduce or increase the scheduling area with the size bar
Search specific visit or visits by typing a key word e.g last name or name of a client in the
Search visits...bar
Managing your carers on the Schedule page
The carers that are working on your selected day are on the left hand side and if you wish to add any more you can click the + Add button at the top right.
The coloured bars indicate the team they belong to.
The star rating that appears when you drag a visit into the schedule indicates who is a client's preferred carer and also if a carer is not set as preferred carer it will indicate if the carer is a good match based on how many times they have visited the client before.
A percentage figure will also appear next to the carer name to indicate how much of their work shift has been filled.
Carers Popover Menu
When you click in each carer's name a popover menu will be visible that will allow you to:
See the working hour limits information for the week, month or bi-week depending on your settings
Add a visit, work shift or event
Add an absence
Release all of their visits
Send SMS message about a change to their rota
Print their rota
Re-assign, release or change start time of a group of visits assigned to one carer
If you need to move all the visits from one carer to another e.g the carer called sick and cannot work, you just need to select all the visits using your cursor and one window will pop up with 4 options for you to select.
Assign to carer: It will allow you to select to what carer you want to reassign the visits
Change time: you can move all the visits forward or back in 5 or 30 min increments
Add to a Run: this is the first step to create your runs, you first assign the visits and then you can add the visits to an existing run or create a new one. More info here
Release visits: You can release all the visits assigned to the carer on the selected date
Other functions of the Schedule page
Visit colour code
Nursebuddy allows you to visually determine in the scheduling page if a visit has been completed, started or is missed.
Green: Visit has been completed
Yellow: Visit was started or still ongoing (if a carer doesn't check out the visit will remain yellow)
Red-visit is missed/late: when a visit turned red but it is behind the black bar that marks the actual time
Red-visit has a flag or warning: when a visit turned red and is located after the black bar is because the system is alerting of one or all the following:
1- The visit is assigned to a no-go carer
2- The visit was moved out of the planned start time
3- The carer is missing a compliance that is required for this visit
4- The visit was assigned to a carer in a time where the carer is not available (grey area)
5- The visit was assigned to a carer that doesn't match the client's gender preference
To see the warnings that generated the visit turned red you just need to hover over the visit:
To select what turns red your visit check your Settings>General Settings>Visit page colour coding (choose which alerts turn your client visits red)
Actions Menu
At the top right corner you will find the Actions menu.
Use this menu to select the automated tools to assign visits. Find more information of our automated scheduling tools in these articles:
Under the General section you can generate a print out of the scheduling view, release all the visits to start over and access to the Publishing settings where you can decide when the roster will be available for the carers in the mobile app
Under Visualisation you can select to see the reported visit times and see the colour code of each client's team, if you are using this function.
