Changes to the on-going schedule will generally use the schedule manager. However, some changes, like mass assigning, must be made in the Planner.
- To change the ongoing schedule, first go to the client's Schedule Manager for the service you wish to change.
Figure: Get to client's schedule
- Once in the Schedule Manager for the appropriate service, highlight the schedule line you wish to change.
- Click the 'Change Schedule' Button
- You will then be prompted for the date you wish the change to take effect. Select a date and click OK.
Figure: Choose schedule to change
- Rosemark will enter a through date for the current schedule, then add a new entry with the start date you chose for you to edit. To give you a starting point, this entry will be an exact copy of the entry you elected to change.
Figure: Previous schedule with through date, new schedule with changes made
- You need only unassign caregivers if they have conflicting assignments with the change, or you are removing shifts from the schedule.
- For example changing from Mondays to Tuesdays, you must unassign the caregiver assigned to Monday before Rosemark will let you make that change to the ongoing schedule.
- If you try to change a schedule with assignment conflicts, you will see the following warning as well as a shift list detailing the conflicts:
Figure: Schedule change conflict warning and shift list
- On stable cases, it's handy to assign a particular Caregiver(s) well into the future.
- Rosemark gives you tools that make it easy to extend the current assignments on a Planner into the future, freeing you from having to assign each week on the Planner one at a time.
- If things change, you can also unassign from a point forward when the unexpected happens.
- To repeat the assignment of shifts forward, start from the Planner on the week that is assigned the way you want it to repeat.
**Note: Future weeks must already have the Open shifts setup for the Client. You are repeating the pattern of who is assigned to which shifts for the week, so if there are no corresponding shifts in the future that need assigning, there is nothing to apply this week's pattern of assignments to.**
- Click on the Forward button (you can also get this option from the Assignment menu).
- A calendar prompter will come up so you can choose the future date that you want the assignments to go out to.
- Rosemark limits repeating the schedule to 26 weeks (about 6 months) into the future.
Figure: The Repeat Assignments Forward button
- When repeating the schedule forward, Rosemark will give a confirmation warning when the Assigned Shifts are over the Service's Authorized Hours.
- Rosemark will also alert you if some shifts were unable to be assigned.
Figure: Repeat assignments warning
- If you assign shifts ahead into the future, there will inevitably be times when you need to unassign them, either because the Service stopped altogether or because the basic schedule changed in a way that conflicts with the existing assigned shifts.
- Click on the Assignment menu at the top of the Planner window and choosing Unassign all shifts from...
Figure: The Assignment menu on a Planner
- The Unassign all shifts from... option prompts for a start date, then confirms how many shifts will be unassigned. When you answer positively, it then unassigns all Shifts from that point forward on this Planner.
**Note: It only applies to Assigned shifts (the blue ones); it leaves Verified Complete, Tentatively Assigned and all other Shifts alone.**
If you have any Shifts that had been given individual explicit Bill Rates or Expense markups, Rosemark will pop up prompts that warn you and give you the option to skip them. Likewise, if there are comments on any of the Assigned shifts, Rosemark will ask you whether or not you want the comments to remain on the shifts once they are Open again, and ready to be reassigned or removed.
- If you want to remove only one Caregiver's future shifts on the case, you can do this by right-clicking on the Caregiver's button. Then select Unassign [name]'s shifts on this service from...
Figure: Unassigning caregiver shifts for this client's service
- You can also do this by going from the Assignment menu on the Assignment form.
Unassigning ALL of a Caregiver's future shifts
- If you want to unassign all of a Caregiver's future shifts (not just on this case), do so from the Caregiver's main profile form. Click the Assignment menu, choose Unassign all shifts from... and choose the date after which you would like all shifts to be unassigned.
Figure: Unassigning all shifts for a Caregiver
- You can repeat the current week's schedule in the planner. This is especially helpful if a client adds one or more shifts to their regular weekly schedule, allowing you to add those shifts for the following weeks with one click.
- The 'Repeat Schedule' button will add any shifts not already repeating each week to the Client's on-going schedule by adding a new schedule entry or entries in the Schedule Manager.
- Repeat Schedule DOES NOT repeat how the caregivers are assigned to the schedule, only the shifts themselves.
- In the following images, you can see the client's original weekly schedule, then the added shift on Friday, and lastly the schedule line that Rosemark added when the Repeat Schedule button was clicked. Now that Friday shift will be repeated each week.
Figure: Repeating the Schedule
- Sometimes it happens that a particular combination of Caregiver and Client just doesn't work out. If a Caregiver and Client are not compatible, you can prevent that caregiver from being able to be assigned to any future shift with that client by marking the Assignment as Excluded.
- Exclusions can be done from the Assignment form for the particular Client/Caregiver pairing you wish to exclude.
To get to the Assignment form:
- Go to the Caregiver profile for the Caregiver in question
- On the Summary tab, double click on the Assignment for the appropriate Client, or single-click the assignment to select it and click the View Assignment button
Figure: Opening the Assignment Form from the Caregiver profile and excluding assignment
**Note: You can also get to the Assignment form by clicking the Assignment button on one of the Client's Shift forms or from the list of Assignments on the Client's Service form.**
- Once you're on the Assignment form, just click the "Client / Caregiver Excluded" check-box
- Now click Apply. From that point on, nobody will be able to assign this Caregiver to any Services for this Client.
- In order to exclude an Assignment, there must be at least one existing Shift between the Client & Caregiver (otherwise, there's no Assignment to exclude). This can be an Assigned or Verified Shift, a Canceled Shift, etc.
- In most cases, there will already be at least one Shift; that's probably how you found out they weren't compatible! If there isn't one, though, you can create one simply by Tentatively Assigning the Caregiver to a Shift for that Client.
- Once you exclude an Assignment, the assignment will not go away, even if all of its Shifts have gone away. If an excluded Assignment has no Shifts and the exclusion is removed, then it too will go away.
- In some cases, shifts overlap other shifts on the same Service.
- You may have Caregivers overlapping during a shift change or situations that require two or more caregivers at the same time. Office staffing situations especially can call for many shifts at the same time.
- Rosemark accommodates these situations by spreading out the Client's timeline to show any overlapping shifts on additional lines.
- The Planner dynamically expands as needed to show all the Open, Assigned or Verified Shifts that the Client has.
Figure: Overlapping Shifts on a Client Planner
Figure: Client Planner showing 4 concurrent shifts
- If there are Open Shifts, that line will include a radio button on the left. This allows you to choose which line's Shifts you are assigning. If you find yourself unable to assign a Shift in this case, be sure the correct radio button is selected.
Figure: Two views of the same Planner showing the effect of changing which Client timeline is selected