Shift Scheduling

Scheduling Overview

Shift Scheduling allows for the assigning of clients, employees and shifts to specific sites. Eligible staff are scheduled for each designated shift at each site. The schedules can be validated to ensure staffing requirements are met for the corresponding services. Notes can be launched from the shift schedules and each staff member associated to the shift can sign off on the note. Staff can pick up shifts or add themselves to shifts as needed, per appropriate security permissions. Staff can also be required to clock-in and out of shifts for time and attendance. This course will focus on the process of adding and validating shift schedules from the Scheduling desktop in OnTarget.

Shift Scheduling: Add Shift Schedule

Note: The following will walk you through the process of adding shift schedules in the system. You must configure the system for shift scheduling prior to completing these steps. If you have not completed shift scheduling configuration, you will need follow the processes outlined in the “Configure Shift Scheduling” course to do so.

1. Scheduling.
2. +Add Schedule (drop-down).
3. Add Shift Schedule.
4. Enter the Date and select the Site.
5. Click Add.

Shift Scheduling: Add Shift Schedule

Shift Scheduling: Caregivers & Clients

Once you have selected the date, site and clicked “Add”, the shift scheduling window will appear. This is where you select caregivers and clients for individual shifts.

1. Starting with the Caregivers cell (top left) select the checkboxes beside each caregiver scheduled for the corresponding shift.

• Note: schedules are presented from left to right in chronological order (starting w/ any 12am shifts first).
  • Helpful Hint: The maximum number of shifts shown in the same horizontal is 3. Any shifts numbering in excess of 3 will be displayed chronologically, on a separate horizontal below the first.

2. Directly below each Caregivers cell are the Clients cells for corresponding shifts. Note: All Clients checkboxes are selected by default. You can adjust the selection as needed by removing selected checkboxes for a particular shift.

• Helpful Hint: If the Default Shift Schedule service has been indicated on the client service authorization, it will automatically display next to the Client’s name under the “Service” column. Services can also be manually added or changed by clicking on the Service area next to the corresponding client’s name and selecting from the drop-down.

Shift Scheduling: Caregivers & Clients

Shift Scheduling: Missed & Flex Shifts

3. Missed shifts can be indicated at the Caregivers cell and/or the Clients cell for a particular shift. Select the missed shift reason/description from the dropdown at Caregivers and/or from Clients as needed.

4. A Status drop-down and Comments box are available for each shift (optional).
5. Flex Shifts are useful when you need to add a non-standard shift to the schedule “on the fly”. To add a flex shift, click on “Add Flex Shift”, enter a Start Time and End Time, and click the “Create Flex Shift” button.
6. Save to save the shift schedule for the date selected. Optionally, you can click on Recurrence to select a Recurrence pattern or Choose specific dates for shifts to be saved to the calendar.

Shift Scheduling: Missed Shifts

Shift Scheduling: Flex Shifts

Shift Scheduling: Save & Recurrence

Shift Scheduling: Filter Shifts

Once shift schedules have been saved, they will display within the Calendar view of the Scheduling desktop.

There are two new Filters available from Scheduling that are specific to shift scheduling.

• Note: once you have entered the filters as needed, click Search to refresh the calendar view.
  • Site filter: This filter allows you to filter the calendar view by site.
  • Shift filter: This filter allows you to filter the calendar view by shift.

Shift Scheduling: Filter Shifts

Shift Scheduling: Validate Shifts

The Validate Shifts function allows you to display shifts that do not meet pre-defined staffing requirements. Note: use the schedule filters as needed to pre-filter the calendar view prior to running shift validation.

1. Click on Validate Shifts (bottom left of calendar view).
2. Enter Start Date and End Date.
3. Click Run Validation.

Shift Scheduling: Validate Shifts