03 List Configuration: How to Setup Employee Menus

The list configuration tool is found under the Configure Desktop. Each of the menu items within the employee section correspond to a tab or section within the employee record. This is where the selections within drop down boxes found in each of the corresponding desktop modules are managed.

List Configuration: Setup Employee Menus

• Employee menu setup is accessed by going to Configure > List Configuration > Employees.

Setup Employee Menus

This section of the course will explain the function of each section of the employee setup menus available from List Configuration. The basic processes for adding and managing items will also be presented.

• Rules: There are two rules that can be enabled/disabled here. The first rule is “Enable Employee Provider”. If this option is selected, caregivers can be used in a provider role. The second rule is “Enforce Completed Date for Client Specifics”. If this option is selected, the completed date will be enforced for assigned clients.
  • Click on the checkboxes for either option and click Save if you want to enable these functions.

• Job Titles: Job titles are typically set up at the onset of implementation. Checking Caregiver allows all employees with that job title to show up in the caregiver drop-downs. This is critical for any scheduling, note-writing, billing or timesheet entries to take place. Supervisor indicates that the employees with this job title will be linked to the client as the supervisor for caseload purposes and/or to the employee for timesheet purposes. Approver indicates that the employees with this job title will be responsible for approving the notes.
  • Click Add Job Title, enter a Description, check the appropriate checkboxes and click Update.
    • Note: If the system is being used for payroll, optionally select the appropriate Workman’s Comp category from the drop-down.

• Departments: This is where the different company departments are setup. Once added here, they are available for selection from the Demographics tab of the employee record. When employees are assigned to departments, reports can be completed for each department accordingly. This can be especially helpful when trying to understand payroll cost per department.
  • Add Department, enter a Description, and click Update.

• Status Codes: Status codes are useful if you need to identify an employee’s status as something other than the standard Full Time, Part Time, Independent Contractor, or Temporary Full Time. Statuses are also useful for searching and filtering from the employee search grid. Once added here, they are available for selection from the Demographics tab of the employee record.
  • Click Add Status Code, enter a Code (must be a single character), enter a Description and click Update.

• Certifications: Certifications are typically used in the system to enforce that any employee working with clients not only carries that certification but is also current with it. Certifications entered here are available for selection from the Certifications tab of the employee record. The “Enable MAR” checkbox is specific to the implementation of the electronic Medication Administration Record (eMAR). With this checked, the system will ensure that the employee’s medication administration training is valid and current before the administration of medications can be documented.
  • Click Add Certification, enter # of Days Valid (optional global setting), enter # of Days Before Reminder (optional global setting), Reminder Interval (optional global setting), click on the “Enable MAR?” checkbox (for MAR certification only), check the 'Client' checkbox (only if the certification is of a 'client-specific' nature, and should show under the 'Certifications' tab of the client record), and click Update to save

• Employment History Actions: Employment History Action types help define employment history/descriptive events that can be selected at the Employment History tab of the employee record. Once added here, they are available for selection from the Description drop-down of the Employment History tab. Examples of employment history actions include (but are not limited to) Annual Review, Disciplinary Actions and Salary Increases.
• Click Add Employment History Action, enter a Description and click Update.

• ACA: This is where ACA (Affordable Care Act) settings are configured, per year. Once configured, the year/rules can be applied to individual staff records.
• Click Add Year, enter a year, complete settings for months (as applicable), and click Save.

• Supervision Types: Supervision types help define supervision actions that are documented within the employee record. Once added here, they are available for selection from the Supervision Event tab (at Type drop-down) of the employee record.
• Click Add Supervision Type, enter a Description and click Update.

• RAP Services: Services added here, are defined as provided by a 'RAP' (Relative as Provider). These are typically services that are excluded from EVV requirements. Once added here, these are the only services that will be accessible for Relatives as Providers (defined within the employee record, using the 'Relative' checkbox at the 'Assigned Clients' tab); regardless of the client's authorized services within OnTarget.
• Click Add RAP Services, enter a description, and click Update.