The Complete Administration System for the Domiciliary Care Provider

The Complete Administration System for the Domiciliary Care

Provider

Contract and Visit details

Care Plans & Care information

Financial & Invoicing

Staff Scheduling

Visit Attendance records

Payroll Analysis & Export

is a Practical Solution for the

Domiciliary Care Provider…

…by being developed from

working with Community Care

Providers

The following screens show some

of the features of

Starting with the screen that defines when & over what period contracted Home Visits are made

…and be included or extra to a contract

Defined for any day of the week

Visits can be on-going or have a termination date

This automatically builds a complete record of required visits for each Service User…

…that links to a Funding record

for each Service User

You can define unlimited funder sources for any area or client type

…and automatically linked to the Funding record for invoicing against each Service User as they occur

Any extra items can also be recorded

The software will also handle ‘ad-hoc’ service user visits that are not arranged on a regular

or contracted basis – such as for an independent budget holder…

…In these cases you simply ‘draw’ the required visit on the rota for the service user and assign the required carer(s)

You then determine per Funder the charge rate for each period of the day on

which visits occur…

…by ‘drawing’ on a grid representing each invoicing period

of each day within a week

Funder and Area ‘link’

Invoice Rates

A different invoice

layout per funder can

be specified

Mileage charges can be automatically

included if appropriate

The specific charges for

the visits can be defined

for any date range…

…together with how they may change on a

public holiday

The same method is

used to define the hourly rate for carers…

…to ensure that they are

paid correctly for the specific visiting hours

worked

This very flexible design means that our clients can take on contracts across

multiple authorities…

…and always know that they will automatically invoice and

pay at the correct rates for any contract they secure.

Now the Contracted and any other Visits need to be

scheduled on the Staff Rota

…uses an

‘Ideal Rota’ to help you schedule

visits most efficiently

The ‘Ideal Rota’ recognises that a scheduler is

continually balancing…

…the requirement to visit at the contracted time and

provide a regular or recognised face to the

Service User …

against…

…the availability of Carers when staff

go sick

or are on holiday

or just need time off

The ‘Ideal Rota’ works by allowing you to define your

visit schedule with a full complement of staff

making visits with the most economical travelling

times…

…and then automatically highlights

the exceptions at any time to enable

rescheduling using the actual Carers available

The following slides highlight how the Ideal Rota works in practice

This screen shows the contracted visit requirements of the client for a week

An hour visit each day at 7am

And a half hour visit in the evening at 9pm

Time

Date

The screen also shows where staff have so far been scheduled to visit

The blue band indicates a visit

has been arranged for the selected carer

The burgundy band indicates a

visit has been arranged for

another carer The yellow band indicates

a visit has yet to be arranged for this day

A right click on the visit on the rota will then

show the details of any day

So we now need to schedule Carers to visit for the other calls in the week

Easy!Just right click on the required visit slot

And select the option Find Carer for Contract

The window shows the Carers that work in the area of the call

And their current visits for that day – together with some handy notes on each

You can then use some definable options that allow you to see the most appropriate Carer to use

And clicking on the rota will automatically insert the correct visit length at the selected time

If appropriate, this visit can now be made a regular part of the

Carer’s schedule by copying the details to

the ‘Ideal Rota’

In this way the Ideal Rota is

used to create the basis of the

actual visit schedule for

any day.

But of course there never is an ‘Ideal Day’!

The system therefore has functions to highlight exactly where gaps exist in the rota…

…and allow you to schedule other Carers to visit

Gaps may exist because…

• A Carer has phoned in sick• A Service User has gone into hospital• A Carer is on holiday• A Service User has passed away• A new Contract Call is yet to be

allocated to a Carer

The following screens show how these situations are highlighted and dealt with

So if a Carer phones in Sick simply right click on the rota…

…select the reason for absence and the day will automatically be shown in grey

Then run the Employee Exceptions function

These ‘gaps’ are then detailed in the Rearrangements window

This highlights any visit that can not be performed due to staff absence

Clicking on any of the lines will allow the visit to be rescheduled to another Carer…

…using the same facilities that you saw previously

By employee, by day, by any group of employees and by any date range

Then the Rota can be printed or e-mailed or sent by text

Once the visit has been made

You need to reconcile the attendance record of the Carer against the Rota

…and also invoice the Client or Contractor

This can be done through manual reconciliation of carer

timesheets to the rota…

…or automatically by comparison with data received from an electronic visit tracking

system such as our a-Log product or by telephone logging

a-Log does not require use of the service user’s telephone but

provides a real time log of the visits as they are made.

There’s a separate section on our website about the different ways you can record carer attendance so remember to have a

look at that later...

Has functionality so that you can see the detail

and, if you want, just the exceptions…

The following screens show how

Reconciliation of Staff Rota to

Attendance Record

Reconciliation can be run for all Carers or an individual basis as below

The grid is colour coded to identify what happened on each Service User visit

Green means the Carer attended at the requested Visit time

Red means the Carer was not

there at the Visit time

Blue means the Carer was there

but outside of the requested time

The software prompts you automatically about

any discrepancies

These can be reviewed per Carer…

…or across a definable range of Care staff

The screen identifies the Client, Carer, the Visit time and contract details…

…and allows you to decide if you are authorising payment for the visit and

therefore invoicing the client

Has very flexible invoicing facilities

Invoicing

• Unlimited invoice layouts• Any date range• Private and Contract clients• Fixed Sum Contract invoices• Optional Separate invoicing of

additional items such as shopping

Has optional integration with Tablet PCs and mobile phones

So that Managers & Carers can view and record the latest rota and client information where ever they are

The Complete Administration System for the

Domiciliary Care Provider

For more information on

Call us on:

01892 834406

e-mail us on:

[email protected]

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