Staffing & Coordination: How to change caregivers on shifts and the patient's schedule

Hello InMyTeamers!

Today I'll be showing you the different ways you can change the staff assigned to a shift or a patient's schedule.

We will see all four  case scenarios and the possible ways to change the staff assigned to a specific shift or schedule in general depending on the case.

Let's start by understanding the different possible situations in which you may need to change the staff.

Here are the four most common possible scenarios:

1.This is just a one-time change.

Meaning, the new caregiver will be only covering one or a few shifts.

2.This is just a temporary change.

Meaning the new caregiver will be covering the patient for a period longer than just a few days, but eventually, it all will be back to how it was originally scheduled.

3.This is a permanent change but will only affect one or a few days of the week.

For example, the new caregiver will only cover Tuesdays and Wednesdays and the rest

of the days will continues as originally planned.

4.This will be a permanent change

The new caregiver will take over all the shifts moving forward.

Number 1 and 2, are temporary changes, and we will work them in the Monthly Calendar of the patient.

Number 3 and 4, are permanent changes, and we will work them in the Master Schedule, in the patient's Profile.

How to make temporary changes in the monthly calendar.

-Case scenario 1- To make a one-time change and assign a new staff to only one visit, just follow these steps:

1. Go to Manage Patients
2. Find the Patient
3. Go to Actions and select Monthly Calendar
4. Go to the day you want to make the change in the calendar
5. Click on the pencil in the visit box
6. Go to the staff and click the "x"
7. Start typing the name of the new staff
8. Select the new staff and click on the check mark to save.
9. Review and adjust the payroll rate if it applies and click on the check mark to save.

-Case scenario 2- If the temporary change will include multiple days, follow these steps:

1. Go to the bulk actions button on the top right side of your calendar
2. Select "change Staff".
3. A window will pop up for you to choose the days.
4. Select the visits to be changed,
5. Write the name of the new staff,
6. Adjust the hourly rate if required and save.

This option is very useful when your caregiver will be taking some time off and you need to cover the patient for a  short period of time.

If you want to learn how to find the right caregiver and cover shifts quickly, I recommend you check

our InMyTeam Coordination Plus Tutorial.

How to make permanent staff changes from the Master Schedule in the Patient's Profile.

In this section, I will show you how to proceed for cases 3 and 4 discussed earlier in this tutorial:

When the staff change is permanent over a long period of time lasting more than one month.

-Case scenario 4- When you want to make permanent staff changes to all shifts,  that will be permanent in the future.

1. Open the active Master Schedule
2. Make sure you close the end date of the current master by placing the date of the last day the current staff will be working.
3. Clone the master
4. Select the "from" "to" dates for the new staff to take over.
5. Type the new staff name and select the staff
6. Click the "clone" button
7. Don't forget to hit "save" before you close the patient profile, or you will lose all your work.

Important remark!

Changes that you make on the master schedule will only affect visits that have been missed or upcoming. Completed or Billed visits, as well as visits with check Ins or Check outs from the app, won’t be affected by this change.

-Case scenario 3- When you only want to change one day of the week in the schedule, but you want that change to be permanent.

Same as before, we go to the active master schedule with the period I want to make the change.

1. Open the master
2. Find the specific day of the week for which I want to change the staff
3. Click the link "Assign"
4. In the staff box, type in the name of the new staff and select the one from the drop list.
5. Adjust/ change the salary rate if required
6. Click the "save" button
7. Go the bottom of you master and check mark where it says " Apply changes to visits on or after"
8. Then select the date for which you want the system to start applying this change.
9. Make sure before you leave the patient profile, to hit the "save " button at the bottom.

You can always have a clearer understanding of these changes if you  go to the Monthly calendar.

Quick and easy!

Make staff changes as you go with just a few clicks!

You can also watch a video tutorial with real examples here:

Don't hesitate to call our user support representative any time you have an issue.

Here is the contact info in case you missed it.