Assigning Multiple Supervisors

NOTE: This is available to agencies that have updated their Payroll Type on their agency management screen.  (Options are ADP, Quicken, PayChex, etc.)  If you're not using our time tracking module and linking that to a third-party payroll system, the My Supervisors link wouldn't provide you with any benefit.

We have created a new link called “My Supervisors” for each employee.  Once you’re done adding a new employee, click on this link.

This is sort of the opposite of the employee’s supervisor list, which is a list of all of the employees that the employee supervises.  If the employee is new and has no employees selected, we will pre-select all Exempt/Salaried employees automatically to be the supervisors of this employee.  You may add additional supervisors by highlighting them on the left and moving them to the right.  You may take employees off the list by moving them back to the left. 

To accept the list, click on Submit. 

If the employee is new, a special message is provided as shown above.  Otherwise, it shows the employee’s supervisors that were previously assigned.

The employee's supervisors can review their time sheets, so this makes it easier, especially when bringing a new employee on board. 

Tennessee Incident Form -- Injury Questions Added

In order to help identify whether or not an incident is reportable, we have included additional questions about an injury.  These fields are not required and are limited to a maximum of 500 characters each.

1) How did the Injury Occur? 
2)How was the Injury Assessed and Treated? 
3) Where was the Injury Documented (other than this form)?

Enhancements Made

Here are a few noteworthy enhancements that have been made. 

Help Desk Enhancements
You have hopefully already noticed the easier to use help desk form.  We also have created easier ways for us to reply to your requests and to track whether or not a solution has been provided.

BM Hourly Enhancement
BM charts now let you choose the hour of the day instead of just the shift.  The report will reflect this change as well.

Sleep Report

A request was made to have a way to email a Sleep Chart.  A new option asks if you want the report format in regular (html) format or in a password protected PDF format.  The PDF report can be saved to a local file and then emailed.  The password to the report is provided to you on the report filter screen.  As you know, when emailing a document that is password protected, do not provide the recipient the password within that same document.  Best practice would be for you to call them and provide it to them over the phone. 

Facility Based Notes and Charts

The “FB Note” link was added to the Individual’s Detail page.   If chosen, it now goes to a screen similar to the CB screen.  From there, the user can either add an FB note or record an absent chart.

Under Charting Requirements per Individual, the FB Chart was added.   Please update each individual’s charting requirements to include FB, if applicable.

The FB Chart is now available on the View Charts.

Billing Changes

CB only - would ideally cover a 6 hour period of time, but there could be a situation where the 6 hour period was not provided due to unforeseen circumstances (i.e. the person leaves with family, gets sick, or due to weather, etc).  In that situation we could bill CB if they received at least 2 hours of service.

FB only – technically covers a 6 hour period of time.  What happens in our day programs, however, is that the staff document an 8 hour period of time (8a-4p).  The homes bring the service recipients to the center and the next residential shift doesn’t start until 4p, so we provide 8 hours of service even though we are only paid for 6.

CB and FB on the same day – if at least 3.25 hours of CB is provided, then the day can be billed as CB even though the remainder of the day has been billed as FB.

If SE is provided, then that is the service that is billed regardless of the number of CB or FB hours.

·         If CB >= 3.25 hours and there is FB, bill CB.

·         If CB >= 2 hours and there is no FB, bill CB.

·         If FB >= 2 hours and there is no CB, bill FB.

·         If CB > FB , bill CB if >= 2 hours.

 

Nurse Notes Confidentiality - (Feature not turned on unless requested)
On Nurse Notes, there is a new question near the bottom of the note that asks if you want the note to be confidential or not.  If defaults to no.  If you change it to yes, the Nurse Note will not be available from the View Notes or the Nurse Notes Report by anyone other than the author.

Daily Notes Addendums

We will soon be adding the ability to add onto an already existing Daily Note, so that multiple users can be associated with the same shift and main note.  Basically, the original note of the shift will become "extended" in time and will have additional signatures and comments added ot it.  This way, the Daily Notes Tracking form will not show gaps.

Check PRN Meds

We now alert you when you need to check to see if a PRN med should be given or comments should be added.  This one comes up in orange on the right-hand side of the page as shown in the picture to the right.

Scanning Meds

We have made some enhancements to our Pharmacy Connection module.  Prescriptions can be scanned in with auto recognition between the Rx Order Number vs. the Rx ID.  The system automatically recognizes the bar code type and retrieves the proper prescription record for you.  If the med comes in with no side effects, the system will retrieve the side effects from the prior refill for this same medication and patient.  You are then able to modify the side effects, if needed and approve the prescription, which closes out prior prescriptions with the same order number and creates the new one in the system.  As always, we will help you get this in place and running smoothly.

Billing Enhancements

The Billing Report (aka "Daily Support Notes Tracking") is found under Maintenance, General  Reports.
It shows the billable units for billable note types as well as attendance charting.  The search screen now includes a new way to omit notes from the report. 

Choose the "Mark as Non-Billable" option  to be taken to a grid of notes.  Click on the checkbox under the Non-Billable column for any notes you want to be omitted from the billing report.
Note that you can uncheck them to make them billable once again.

Happy New Year!

Happy New Year! 

We promise to continue to improve InfoServDD to make your daily tasks more efficient so that you can spend more time helping the individuals that you serve.

Clock-out automatically changed to equal clock-in

Last week, we changed the behavior of the clock-out when more than 16 hours have elapsed since you last clocked in.   If you have not clocked out within 16 hours of your last clock-in, the system automatically changes your clock-out to equal your clock-in.

This prevents obvious errors in pay that could occur.  Supervisors should edit the time entry and update the clock-out time to the correct time.

Personal Checking Enhancements

The checking module has been revamped and is being beta tested now.  We designed it to be easier to use.  Here are some screen shots.  Please call us if you want to be a part of the test.

You can sort on any field.

Add a new checking entry straight from the grid.

My Messages -- Required/Urgent Message Handling

Managers may now mark as message as "required to be read".  The system defaults all messages to normal, so you would need to change the option to "Requied/Urgent" for the message to be required to be read.  A user must view the message and click on the button at the bottom of the message in order to be able to get to the rest of the system.

Messaged marked as required are clearly marked with a red flag. 
Notice that the "Go Home" button is not available.
It becomes available after the user clicks "View" and then clicks on the botton at the bottom of the message.

 

Once the message has been read, it is moved to the Opened folder and is marked with a checkmark.

Free First Aid Smart Phone App

There is a FREE APP available to all smart phone users called First Aid by American Red Cross.  It allows you to click on a specific scenerio i.e., broken bone, asma attach, allergies, breathing difficulties and many more.  After clicking the appropiate issue, the site will give detailed instructions on what to do and includes pictures and diagrams.

Click here to go to the RedCross.org site to learn more.

The following links are available from the website above:
Android device: https://play.google.com/store/apps/details?id=com.cube.arc.fa
iPhone device: http://itunes.apple.com/US/app/first-aid-by-american-red-cross/id529160691?mt=8

Employees trained to work with this individual....

After you select an individual (consumer/service recipient) scroll to the bottom of the selection screen to see the employees who have completed their "Training Specific to the Needs of the Individual..." training course and are able to work with this person.  The list includes the date trained and name of the employee.
(Note: This feature has been disabled for Virginia agencies.)

My Clock-Ins

• Some agencies now may see a new time sheet format for tracking clock-ins and outs.  
• We have also integrated our time sheets with ADP (a very well-known third party payroll system). 
• In addition, we are re-working our work scheduling capabilities to make them easier to use and maintain.

View Notes Report

As you know, the "View Notes" report (a.k.a. "One Note") is available from each individual's main screen.  It only goes back 24 hours though.  To see more than 24 hours worth of data, you can click on "Notes", "Daily Support Notes", and "One Note" to select a larger date range.  This report combines notes from different areas in chronological order into a single report.

We are also adding this report to Maintenance, General Reports so that you can select multiple individuals from there.

Training Due

The "Training Due All" report under Employees, General Reports now works differently than in the past for some agencies.  (If you would like yours to work as explained below, please contact us.)

The courses that will show up as courses to check for come from the courses associated with the employee's position.

Change courses associated with each position at your agency from Maintenance, Position Mgmt.  So if you change the position "Direct Care Professional" (or something similar to that that you may have) here, then every employee who has been assigned that position will have those courses associated with them.

(Position Mgmt edit screen, where you can select courses associated with each position)

There is also a new choice to show courses that were taken, even if they are not due (as shown below).  If you want to see even when courses are not due, change the "Show only courses due?" selection to "No".

 

Notice that we also added new options to let you choose all employees with a particular position or in a particular department.

You would then see something similar to the following:

 So there is some work you will have to do to get the positions set up, but the added flexibility should be more than worth the effort!  We also now provide a "Percentage Complete" for each each employee at the bottom of each employee's list.

If you get updates from the College of Direct Support and import those into the system, you should also make sure that the courses have the CDS module names associated with them.  If you do, the end result is that there is no manual entry of courses taken and you can get an up to the minute listing of all training due for today's date or any date in the future.

Salaried Clock-in and out

If your pay type is "Exempt" or "Salary" on your most recent position record under your employment history AND you have selected to not use a fingerprint device (a setting on your employee record), then when you click on "Clock-In" or "Clock-Out" from the Home Page you can enter your clock-in date and time and clock-out date and time all at once.  You must enter a comment and memo to describe if the time was scheduled/work or vacation, etc.

Fingerprint Login

We have updated the fingerprint login to work with Digital Persona biometric scanners.

Tech Soup

Click here to go to the Tech Soup Web site

Tech Soup provides non-profits discounts on software and refurbished hardware.  We have had customers use them in the past and we highly recommend them.

Click here to request donations before June 30, 2012 from donors linked to tech soup.

Employee User Rights

We've added a couple of new filters to the User Rights report.  You can now select a particular module and/or user right type (as shown below).

Pharmacy Connection -- Barcode Scanning

We are adding a barcode scanning feature to our Pharmacy Connection module to enable a quick prescription update.  More details to come later....

Pharmacy Connection

Pharmacy Connection is a new product we offer that allows InfoServDD to directly connect to your pharmacy.  This eliminates re-entry of prescription information and also adds another level of  quality control to your processes.  Contact us for more information.