User Guide - ShiftSelect

Transcription

Employee User Guide
Shift Select
Version 6.x
Learner Guide
Copyright © 2012 API Healthcare Corporation
This guide is copyrighted by API Healthcare Corporation and all rights are reserved. This guide may not, in whole or part, be
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Rev. November 2012
Employee User Guide
3
Introduction ........................................................................................................................................................ 4
About this Guide ............................................................................................................................................ 4
What Is ShiftSelect? ...................................................................................................................................... 4
Definition of Terms ........................................................................................................................................ 5
Getting Started ................................................................................................................................................. 11
Enrolling In ShiftSelect ................................................................................................................................ 11
Logging in and Navigating within ShiftSelect .............................................................................................. 16
Overview of the Menu Bar........................................................................................................................... 17
Overview of the Home Page ....................................................................................................................... 18
Using ShiftSelect for Daily Activities............................................................................................................. 20
My Calendar ................................................................................................................................................ 20
Viewing the Calendar.............................................................................................................................. 20
Printing the Calendar .............................................................................................................................. 23
Navigating the Calendar ......................................................................................................................... 24
Calendar Quick Search........................................................................................................................... 26
My Commitments .................................................................................................................................... 26
Requesting Shifts ........................................................................................................................................ 27
Retracting a Shift Request .......................................................................................................................... 41
Using Search Features ............................................................................................................................... 43
View Unit Schedule ..................................................................................................................................... 46
Changing My Profile Data ........................................................................................................................... 47
Reset a Password from the Login Screen .................................................................................................. 49
2012 API Healthcare Corporation. Confidential Information. All rights reserved.
4
Introduction
Introduction
API Healthcare has always focused on partnering with our clients to position them to achieve
identified organizational goals and outcomes through creation of an effective staffing
strategy infrastructure. We offer SaaS-based, participatory workforce management solutions
that are delivered quickly and generate sustainable ROI. Our commitment has always been
to continued improvement of our software to assist clients in achieving optimal outcomes.
About this Guide
This document is intended for staff using the ShiftSelect software and contains instructions
for all of the major functions an employee might perform within the solution. It begins with
an overview of the software and provides step by step instructions on how to use the
solution. If you come across a question that isn’t answered in this guide, contact your
Manager or Organization’s Functional System/Application Administrator for help. A separate
Administrator Guide is available for those responsible for managing ShiftSelect.
The best way to use this guide is to read all of the introductory material, which will
familiarize you with important concepts and terms in ShiftSelect. The rest of the guide
serves as a training manual on how to use the solution.
This guide can be printed out in its entirety, or click on any underlined links to go directly to
the chapter or section containing specific information in which you are interested. This guide
is also available to you under the program’s Help menu header.
What Is ShiftSelect?
ShiftSelect is a Web-based software application that matches qualified healthcare workers
with available shifts. ShiftSelect provides centralized, facility-wide access to both scheduled
and open shifts throughout the organization.
Features include:
•
•
Intuitive, easy-to-use user Interface for all staffing and scheduling functions
World class open shift management, including:
o
o
o
Skill-based matching of shifts to staff
Multiple phase open shift posting: Shifts posted in this way can be initially
restricted to specific staff members by criteria such as home unit, status, and
seniority
Customized alerts for shift awards, edits and cancels, as well as staff ability to
set notifications for preferred shifts
Introduction
•
•
5
Robust incentive management, including affinity-based ShiftRewards R program
Basic credentialing and census based targets.
Definition of Terms
The following is a list and description of the terms used in ShiftSelect. Some of these terms
may be familiar and some are specific to ShiftSelect. Please read this entire section before
moving on to the training section.
It is important to note that all data in this guide are fictitious, and the data values defined
by your organization will be different than those shown here.
Hospital (or Facility)
A hospital (facility) is the highest-level physical location in the organization. A hospital might
be an actual hospital, but could also be a clinic, an outpatient center, a hospice, a section of
an actual hospital, a stand-alone pharmacy, or even a group of buildings. A hospital will
have many units/departments within it. Each shift is defined for a specific
department/location and hospital/facility.
Level of Care
A level of care is generally thought of as a collection of like departments, and is used during
position set-up, for filtering shift lists based on an individual’s specialty, and for reporting.
Examples of Levels of Care are:
•
•
•
•
•
Maternal Child Health
Surgical Services
Med Surg
Emergency Services
Pharmacy Services.
Unit/Location
A unit/location is a unit or department within a facility, and is used during position set-up,
for filtering shift lists based on an individual’s home department or unit/location of the shift,
and for reporting. Each hospital/facility can contain one or many unit/locations, and these
are generally associated with a specific cost center. Staff member profiles use unit/locations
to indicate the staff member’s home unit, but this information does not automatically restrict
the individual from requesting shifts in other units. Examples of Unit/Locations are:
•
•
•
•
•
Labor and Delivery
Operating Room
4 North Medical
Emergency Department
Pharmacy.
6
Introduction
Job Titles
A job title is a type of resource used to provide care and/or staff a shift. Examples of Job
Titles are:
•
•
•
•
•
RN, LPN, CNA, US
Patient Care Tech, Surg Tech, Lab Tech, Pharm Tech
CRNA, PA, Nurse Practitioner
Paramedic
Pharmacist.
Positions and Shift Templates
Positions are used to schedule and post shifts. Positions consist of the following
components:
•
•
•
•
Job title : The primary job title associated to the shift being posted (an RN shift). The
position may also be offered to other job titles, for example, an RN shift might also
be offered to LPNs
Level of care: The level of care associated to the shift being posted (example, a Med
Surg RN)
Differentiator descriptor : A particular type of shift within a level of care requiring
more specialized skills (example, a Med Surg – Chemo RN)
Minimum skills required for staff to see the shift : The minimum experiential skills a
staff member must have in order to view and request, or be scheduled for, the shift
(example, Med Surg or Chemo Certification).
Once a position has been defined it can be used repeatedly to schedule and fill different
shifts for various departments. A position can allow one or many job titles to work shifts
created with that position.
Shift Templates
Shift templates contain all of the components that make up an open shift and are used to
quickly and easily post open shifts. These include:
•
•
•
•
•
Position
Units/Locations that should have access to the shift template for use in posting the
position
Restrictions (if any)
Phases (if multiple phasing is being used)
Skills and Credentials.
Introduction
7
Skills are client defined experiential levels of ability and the list of skills is compiled at the
time position configuration is completed in the system. Skills are a combination of the
minimum requirements needed to view and request shifts and those that might differentiate
one employee from another at the time of shift award. Skills can range from the very
specific to the very broad, depending on how they have been defined within the
organization. Some examples of skills might be:
•
•
•
•
•
•
•
Med Surg
Critical Care
Telemetry
ACLS
Eligible for OR call
Scrub
Circulate.
Staff can only view and request a shift when they possess the minimum skills defined for the
position used to post the shift.
Credentials are qualifications that prove authentication for a defined attribute. In
ShiftSelect, credentials have an expiration date, may or may not stop the ability of an
employee to be scheduled beyond that date, and may or may not also be defined as a skill.
Some examples of credentials might be:
•
•
•
•
RN Licensure
Critical Care Competency
ACLS
ANCC Certification.
Like skills, a credential may be valued as a minimum requirement for a position, which will
allow only employees with that credential as current in their profiles to see shifts posted
with that position.
8
Introduction
The following diagram illustrates how the relationship between the skills and credentials
defined for a position and those valued in the employee staff profile govern the ability of
employees to see qualified shifts:
Employee Profile
Each staff member must have an active profile to view and request shifts and to be
scheduled on the ShiftSelect core schedule. Profiles contain basic employee demographics
and information about the staff member’s home unit, level of care, FTE status, skills, and
current experience.
A profile completed by an employee during enrollment is in pending status until such time as
it is activated by a system administrator, generally the manager of the employee submitting
the profile. Employees with active profiles can view and request open shifts in any
department for which they are qualified (based on the skills in their profile and those for the
position used to post the shift). Other employee statuses include:
•
•
•
Home unit only : the profile is active, and visibility into shifts is limited to the home
unit/department of the employee as listed in the profile
View only : the profile is active, and the employee can view all shifts for which he/she
is qualified, however, shifts cannot be requested
Inactive : the profile is no longer active, and the employee cannot log in to view and
request shifts.
Current Experience
Users mark only current experience levels when completing profiles and managers have the
opportunity to validate the accuracy of these values upon profile approval. Current
experience is defined as the ability to perform the skill at this moment. It does not mean
that the user was able to perform this skill in the past.
Introduction
9
The following current experience levels are available:
•
•
•
No experience
Less than 1 year
One year or greater.
When a position is built that requires one or more specific minimum skills, a current
experience level must be valued for each skill required in order for that employee to see any
shifts posted with that position. Positions are generally built with the minimum skill of less
than 1 year current experience, but this may vary based on the individual skill and the
position being created.
Shift
A shift is a period of time to be worked on a specific unit/location and date, and can be
scheduled to, or requested by, staff with the required skills. An example of a shift is Med
Surg RN, Unit 4E, General Hospital, from 0700-1900, with $10.00 bonus, on March 3, 2013.
Each shift has a posted wage rate, and these are defined by the organization. The minimum
time period for a shift is one hour. Typical values are 8 hours or 12 hours. On call shifts can
be posted for 24 hours at a time.
Many people can request a shift, but only one person can be awarded the shift. If more than
one person is needed for a single unit/location at the same time, identical shifts will be
created when the open needs are posted.
Shifts can also be posted to span two or more sign-up phases. The first phase can be limited
to certain staff members from a specific home department or facility, or who have a specific
job title, level of care, seniority, or employee status. If no one requests the shift during that
phase, subsequent phases can automatically open to a broader group of staff members.
Single and multiphase shifts are created using shift templates containing all of the
information needed to post these shifts.
Shift Award
Shifts can be requested by one or more individuals, but can only be awarded to a single
individual. Shifts that are awarded to you (as well as those that are not awarded to you) can
be viewed from the employee Home Page. Shifts can remain open to requests up to one
hour before they begin, and this setting is determined by the organization during
implementation. Shifts can be awarded at any time after they open, but it is best for
managers to award all shifts prior to the time they close to new requests so that requestors
are not confused by shifts that remain unawarded.
Different actions take place when a shift is awarded. Some of these actions include:
•
The person awarded is automatically removed from any other shifts with signup
periods that overlap the time period of the awarded shift (you cannot be doublebooked).
10
Introduction
•
An optional e-mail is sent to one or more of the following people: The employee who
was awarded the shift; the manager of the employee awarded the shift; and/or the
manager of the unit for which the shift was posted.
Signup Period (Phase or auction)
The signup period is the time interval during which employees can request a posted shift. At
the end of the signup period the shift has been awarded to a single employee, automatically
moved to a subsequent phase, or closed. A multiphase shift may have several signup periods
before it is closed, as illustrated in the example below.
A signup period cannot start before the current date and time and must end at least one
hour before the actual shift start time. A system administrator, usually a manager, with the
appropriate permissions can post shifts and set a future signup start date and time. Shifts
posted with a future signup start date will automatically open to requests on that date and
time. Shifts posted without a future signup start date and time will automatically open
immediately upon posting.
Users submitting requests for a shift can retract their requests until the time the signup
period is over.
A signup period (or phase) can have one of three statuses:
•
•
•
Pending : the shift and signup period have been defined, but the signup period has
not yet started. For example, the signup period will not start until next week.
Active: the signup period is in progress and staff is able to view and request the
shift.
Closed : the signup period has ended and staff can no longer view or request the
shift.
Getting Started
11
G e t t i n g S ta r t e d
This section helps you learn how to enroll (create a profile) and provides information about
how to use ShiftSelect on a daily basis. Although many of the functions in this section are
completed when you first begin using ShiftSelect and as you are just getting started, you
might need to refer back to this section if you haven’t logged in for a while or want to make
profile or password changes.
Enrolling In ShiftSelect
A system administrator will provide you with the address to type in to the address field on
your internet browser. In some instances, there may be a link from your facility intranet that
you can use as well. When you have successfully reached the ShiftSelect site, you can save
the site to your favorites so it will not be necessary to retype the address each time you
want to login to ShiftSelect.
 To enroll in ShiftSelect:
1. Launch the web browser from the Start Menu and enter the address of your
ShiftSelect site (or click on the intranet link provided by your facility). Do not use
“www” in the address.
The login window appears:
2. Click the button Click here to Enroll.
3. The first Profile screen appears. Enrollment takes only a few minutes, but please
make sure you fill in all the required fields, which are marked with an asterisk (*).
©2012 API Healthcare Corporation. Confidential Information. All rights reserved.
12
Getting Started
4. Enter all of the information in Step 1 of the Profile Creation. This is the User
Identification information and all fields are required.
a. Enter your Employee ID (as directed by your organization).
b. Enter a username. This must be only one word. No spaces, or any of the
following characters are allowed: number sign (#), ampersand (&), percent sign
(%), semi-colon (:), or plus sign (+).
c. Enter a password. The minimum number of characters allowed is defined by your
organization, and the password is case sensitive. The password entered must be
only one word. No spaces, or any of the following characters are allowed: number
sign (#), ampersand (&), percent sign (%), semi-colon (:), or plus sign (+).
d. Retype the password for verification.
e. Select a Security Question from the provided list.
f.
Enter the answer to the security question.
Getting Started
13
g. When all fields are complete click the Continue button.
5. The next step in profile creation is entry of data into the Personal Demographics
section. Although only the First and Last name are required it will be beneficial for
you to complete all fields.
a. Enter your first name.
b. Enter your middle initial. If your name is similar to others in your organization
this could help distinguish you from other users.
c. Enter your last name. Your full name shows on the Home Page when you are
logged into ShiftSelect.
d. Enter your mailing address 1 and 2.
e. Enter the city where you live.
f.
From the list select the state where you reside.
g. Enter your zip code.
h. Enter your primary phone number and a secondary phone number. Indicated if
these phones accept text messages by checking the appropriate box.
i.
Enter your e-mail address and a second e-mail address.
j.
Validate that your preferred method(s) of notification for last minute shifts are
checked appropriately.
14
Getting Started
Email addresses enable you to be notified about shifts awarded and shifts
available.
There are options for two email addresses, one of which can be used to send
a text message to a phone.
6. Enter Position Details information. Click on the arrow to view any lists and select the
appropriate choices:
a. The Hospital/Facility in which you work.
b. Your home unit/department.
c. Your primary Job Title.
d. Your Level of Care.
e. Enter the date you were hired. The year must be four digits (i.e. 2012).
f.
Enter your base pay rate.
g. Your Employee Status from the list.
h. Enter your FTE Status (e.g. 1.0, 0.9, 0.5 etc.).
i.
(Optional) Enter any information you feel necessary in the Comments field.
j.
If you DO NOT want to be contacted for last minute shifts, deselect the box, I
would like to be called for last minute shifts.
k. Click Previous to return to Step 1 of the Profile screen. Click Continue to go to
the next step or Cancel to return to the login screen without saving any
information.
Getting Started
15
7. Step three in the profile creation process is defining your current experience by
selecting each skill and credential that applies to you. Choose either Less than 1
year or 1 year or greater for all skills that you have. Leave No Experience
selected for any skills that do not apply to you. Remember, you should only check
skills that are CURRENT, and can be adequately performed by you at this point in
time.
Some of the skills may be off screen; be sure to scroll down and select all the
skills that apply.
8. When all of skills have been selected, click Continue to move to the Credentials
Screen. Here you will see all credentials on the list. Enter information only for those
credentials that apply to you.
16
Getting Started
9. When all of credentials have been selected, click Submit to save all the information
you have entered. Click Previous to return to the Skills screen or Cancel to return to
the login screen without saving any information.
10. Click Done to return to the login screen.
Logging in and Navigating within ShiftSelect
Before you can log into ShiftSelect, your administrator or supervisor must approve and
activate your profile. Make sure you have the address, username, and password for your
ShiftSelect site.
 To log into ShiftSelect, do the following:
1. Launch the web browser from the Start Menu and enter the address of your
ShiftSelect site (or click on the intranet link provided by your facility). Do not use
“www” in the address.
The login window displays.
Getting Started
17
2. Enter your username and password into the ShiftSelect login screen, and then click
Login. Be sure to use the same username and password you entered when you
created your profile. The Home Page displays.
The Password field is case-sensitive. If you are having problems logging in,
make sure Caps Lock is turned off on your keyboard.
The Home Page screen consists of two main areas; the top menu bar and the main
content page. These areas are described in detail in the following sections.
Overview of the Menu Bar
After you log in, you will see the Home Page as shown in the previous section. The menu
bar at the top of the screen allows you to access the various areas in ShiftSelect.
The top menu bar consists of the following options:
Home
The Employee Home Page serves as the first point of contact for a logged in user. Sections
contain information of interest, such as announcements from your manager and what shifts
can be viewed and/or requested. Sections can be collapsed or expanded using the arrows
next to each.
My Calendar
The My Calendar tab enables employees to view and request shifts, enter requests for time
off and manage personal time via a robust set of configurable display options.
18
Getting Started
Unit Schedule
Employee view of the unit schedule is governed by a permission set at the unit/department
level. If this permission is turned on for your department, you will see a tab labeled, Unit
Schedule. The unit schedule is printed once a day and available for staff members to view at
any time. The date and time the schedule printed displays on the screen.
My Rewards (not shown)
View your rewards both pending and past transactions. This choice is available to you only if
your organization is using ShiftRewards.
My Profile
Click the My Profile tab to change your address, phone number, email address(es) or
password.
Search
Use search features to find shifts by entering a shift ID number, a specific date, or a day of
the week. Employees can identify and save information about preferred shifts and can
receive notifications when shifts matching their preferences have been posted.
Help
Contains links for additional support. A copy of this guide is available under “online help.”
Logout
Logout and exit ShiftSelect.
Do not use the “x” button to exit ShiftSelect. Using the “x” button to exit
the system can result in an incomplete log out, which means that someone
accessing the computer after you will resume YOUR session!
Overview of the Home Page
The Home Page has the following areas:
My Shift Summary
View summaries of different types of shifts for your unit/location.
My Commitments
Track the list of hours made toward any commitments that have been set up for you in
ShiftSelect.
Getting Started
My Calendar
Select to view or print your calendar for a specified date.
Announcements
Read information posted for your by the ShiftSelect Application Administrator and/or
department manager.
19
20
Using ShiftSelect for Daily Activities
U s i n g S h i ft S e l e c t f o r D a i l y A c t i v i t i e s
This section describes activities that you might do on a regular, day-to-day basis such as
requesting shifts, checking the calendar, or searching for shifts that suit your needs,
My Calendar
Your calendar allows you to see all shifts for a selected timeframe, which can be one month,
one week, one day, or just a list. You can see what days you are scheduled to work, which
shifts have been requested and shifts that are open and may be requested. There are a
number of display options that allow you to customize your view. You can print the calendar
at any time or save it to a file on your computer. Setting the calendar options will determine
how the printed calendar displays. If your organization allows you to, you can also enter
requests for time off (Holiday, PTO, Vacation, etc.), personal events (haircuts, vet
appointments, etc.), and alert your manager that you could be available to come in to work
if needed (“call me if you need me”).
Viewing the Calendar
1. To view your calendar, click the My Calendar link on the top navigation bar.
Your Calendar displays with a view of the current month of shifts. Each shift listed is colorcoded to represent the following:
•
•
•
•
•
•
•
•
Dark blue indicates a scheduled shift.
Light blue indicates an awarded shift.
Yellow indicates an on-call shift.
Red indicates a Non-duty shift.
Sage green indicates that the shift was requested, but has not yet been awarded.
Bright green indicates a shift you are qualified for, but have not yet requested.
Purple indicates a personal event you have entered on your calendar.
White indicates a shift you have offered as available to work if needed.
Your Calendar shows the following for each day:
•
•
The times of the shifts (e.g., 0700-1900, 1500-2300, etc.).
The department where the shift will be worked.
Calendar Display Options
Calendar display options allow you to control what shows on the calendar at any given time.
The calendar is pre-set with certain default display options. Additional items can be checked
by the user to show a customized view of the information on the screen.
The Calendar Display Options allow you to choose:
My Shifts: Shift Types Section
•
•
•
•
•
•
•
Scheduled = shifts that employees have been scheduled to work (these may have
been either manager or self-scheduled).
Awarded = open working shifts that employees have requested and have been
granted.
On Call = shifts that employees have been scheduled as on call (these may have
been either manager or self-scheduled), as well as awarded on call shifts.
Non Duty= shifts that employees have been scheduled to not work (these may have
been either manager scheduled or non-duty requested and approved or denied.
Available= specific shifts for which employees have made themselves available (in
the absence of a manager posted shift).
Personal= specific personal events which employees have logged on their calendar
(example –veterinarian appointment, getting a haircut, etc.).
Requests = shifts that have been requested by the logged in employee.
All Shifts Section
•
Qualified = Checking this box will display all shifts posted as Open the employee is
qualified to view and request. Viewable shifts on the list are governed by which radio
button is valued:






All Qualified Shifts: Every open shift the user is qualified to view and request.
New Shifts: Every open shift the user is qualified to view and request posted
since last login.
My Preferred Shifts : Open shifts meeting the search criteria set by the user
(under Quick Search).
My Hospital: Qualified open shifts that match the home hospital of the logged in
user.
My Level of Care: Qualified open shifts that match the level of care of the logged
in user.
My Unit: Qualified open shifts that match the home department of the logged in
user.
Self-Scheduling Section
•
•
My Primary Shift = Filters self-scheduling shifts by the user’s primary shift (as
defined in the profile). Posted self-schedule shifts will display for the primary shift
assigned to the user. If there is no primary shift assigned, or no self-schedule shifts
posted for the primary shift, non-primary shift self-schedule shifts will display.
Shift Times = Filters self-scheduling shifts by the times of other posted selfscheduling shifts.
21
22
Multi Request Shifts checkbox: enables the user to request more than one shift at one time.
When the box is checked, the Request Shifts button will become visible, enabling to
request all selected shifts at one time.
The picture below illustrates a view of the employee calendar with only the DEFAULT
display option boxes checked.
Qualified shifts ARE NOT automatically displayed as one of the defaults.
The picture below illustrates a view of the employee calendar with ALL of the display option
boxes checked.
Printing the Calendar
Set all the display options according to what you want to see on your printed calendar page.
Set the calendar date and select the view to be printed (month/week/day). What appears on
the screen is what you will see when the calendar is printed, so be sure to set display
options carefully before clicking the Print button.
 To print the calendar page:
1. When all display options and view settings are final click the Print button at the top
of the calendar. The PDF print options window appears.
23
24
2. Change any necessary settings and click Generate PDF to create a PDF of your
calendar or Cancel to return to the Calendar page without printing.
3. You can elect to save the file to your local hard drive or open the file with Adobe
Reader.
If you get a download blocker message click on the message bar and then click
Download File… to allow the download and print the calendar
Navigating the Calendar
•
•
Use the date selectors to move to a specific date.
Use the calendar view selectors to change the calendar to display all the shifts in a
tabular list, one day, one week, or one month.
Although one month is the default view when you select the My Calendar option, it
is recommended that you set the display view to one week in order to make all
shifts visible for the display options you set.
•
Hover over any shift and a small window appears with the details for that shift; move
the mouse pointer away and the window disappears from view.
•
Double-click on any shift to display more details about the shift. Below is an example
of the shift details of an awarded shift. Click the Close button when finished.
25
•
To narrow the scope of what is viewed, select week or day from the calendar view
selectors.
•
The left arrow
, right arrow
and Today buttons enable you to choose
which period you want to view in the Unit Calendar.
•

Click the Left Arrow


Click the Right Arrow
to view the next day, week, or month.
Click Today to see the calendar for the current displayed period
(month/week/day). The current day will be highlighted.
to view the previous day, week, or month.
To see more of the calendar collapse the accordion view of the Side Bar (Display
Options) by clicking on the two little arrows ( ) on the green dividing bar between
the calendar and the Display Options. Click them a second time to reveal the Display
Options panel.
26
Calendar Quick Search
The Quick Search section is located directly below the Display Options, and allows the
user to search for specific shifts and set shift preferences. Users can also set email (or text)
notifications to be automatically sent when shifts matching their preferences are posted.
1. To search shifts and set preferences click the Quick Search bar under the Display
Options bar. The following screen will display:
2. Change/select any desired setting options and click one or both of the Save search
criteria as preferred shifts or E-mail me when a shift with this criteria is
posted options.
3. You can conduct an immediate search for shifts based on your preferences by
clicking the Search button.
My Commitments
The My Commitments section is located directly below the Quick Search section, and
allows the user to view and track their awarded hours against any requirements set for that
employee status.
1. To view and track commitments click the My Commitments bar under the Quick
Search bar. The following screen will display:
Requesting Shifts
Qualified shifts that an employee can view and request can be accessed from Shift Lists,
My Calendar, Search or Quick Search. Certain shifts may be able to be requested as
partial shifts, meaning a request can be entered to work a certain number of hours
beginning at the start of the shift or ending at the end of the shift. To search for a shift on a
specific date, see U si n g S ea r ch Fea t u r es.
 Requesting an Open Shift From the Calendar
1. To request a single shift from the Calendar view,
a. Click My Calendar from the menu bar
b. Check the Qualified box to display open shifts for which you qualify.
c. Under All Shifts you narrow your search to any one of the choices, such as My
Hospital or My Level of Care.
Your calendar will populate with the shifts available for you to request.
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28
2. Double click on the shift you would like to request. The shift detail screen will display
for the selected shift. Click the Request this Shift button to request the shift.
Note: If you believe being awarded
this shift will result in overtime for
you, be sure to check the box
labeled, Check this box if award
of this shift will put you in
overtime.
You can also add any comments
that you would like your supervisor
to be aware of when considering
your request.
3. View the confirmation message and click OK.
4. Check the Requests box under My Shifts under Display Options to view
requested shifts.
29
 Requesting a Partial Open Shift From the Calendar
If your organization is set up to allow partial shifts the following instructions will step you
through requesting part of a shift. You may request the displayed number of hours either
beginning at the start time of the shift or ending at the end of the chosen shift.
To request a partial shift:
1. In Calendar view, click My Calendar from the menu bar and select the Qualified
box to display open shifts for which you qualify.
a. Under All Shifts narrow your search to any one of the choices, such as My
Hospital or My Level of Care. Your calendar will populate with the shifts available
for you to request.
2. Double click on the shift you would like to request. The shift detail screen will display
for the selected shift.
Note: If you believe being
awarded this shift will result
in overtime for you, be sure
to check the box labeled,
“Check this box if award of
this shift will put you in
overtime.” You can also add
any comments that you would
like your supervisor to be
aware of when considering
your request.
30
3. Click the Choose one list arrow and indicate the portion of the shift you would like
to request
Examples:
The number of hours permitted to be requested as a partial shift is determined by
your organization. Additionally, you must request part of the shift that either begins
at the posted start time or ends at the posted shift end time. Requesting only the
middle portion of a posted shift is not permitted.
4. Click the Request Part of this Shift button.
5. View the confirmation message and click OK.
 Requesting multiple shifts from the Calendar
1. Check the Qualified box to display open shifts for which you qualify.
2. Check the Multi-Request Shifts box at the bottom section of Display Options.
3. Click each shift you would like to request. The shift will change from Qualified to
Multi-Req .
4. 4. After selecting all the shifts you would like to request, click the Request Selected
Shifts button.
5.
The shifts will now display as requested.
 Requesting a Self-Scheduling shift from My Calendar
1. From the Employee Home Page, click the My Calendar tab at the top of the screen.
2. Posted self-schedule shifts will display for the primary shift assigned to the user. If
there is no primary shift assigned, or no self-schedule shifts posted for the primary
shift, non-primary shift self-schedule shifts will display.
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32
3. The Multi-Request shifts checkbox enables the user to request more than one shift at
one time. To request multiple shifts, click on the Multi-Request Shifts box and
then click the shifts you want to request.
As you request each shift, the option on the screen changes from “ Needed” to “ SelfScheduled .”
4. After you have chosen all the self-scheduled shifts you desire, click the Request
Selected Shifts button.
A confirmation message will display. Click OK.
5. The shifts display changes to denote requested self-schedule shifts.
You will not be able to self-schedule more shifts than the maximum
weekly hours determined by your manager. If you try to schedule
more than the maxi mum hours you will receive an error m essage.
 Requesting an open shift from My Shift Summar y (lists)
1. Shifts can be requested from the Home Page by clicking on one of the links in My
Shift Summary.
This section of the Home Page consists of a table with information about shifts
broken down into multiple categories and the number of shifts that fall into each
category. When clicked, each of these links will take you to a list of the specified
shifts in that category.
My Shift Summary screen
A description of each category is as follows:
•
•
•
•
Awarded Shifts: shifts awarded to you.
Requested Shifts: shifts you have requested.
Shifts Not Awarded: shifts you requested that were awarded to someone else.
All Shifts: all open shifts for which you qualify.





New Shifts: any shifts posted since your last login.
In my level of care: open shifts for which you qualify that match the level of
care as listed in your profile.
In my hospital: open shifts for which you qualify that match the hospital/facility
as listed in your profile.
In my unit: open shifts for which you qualify that match the unit/department as
listed in your profile.
All Scheduled Shifts: all shifts that are scheduled for me in the current
scheduling period.
o
o
o
o
Productive: all scheduled working shifts.
On-call: scheduled shifts that are on-call.
Non-duty: scheduled shifts that are non-working shifts such as PTO, FMLA,
jury duty, etc.
Self-Scheduling Shifts: open shifts that are available for me to selfschedule into.
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34
2. Click on any one of the categories to display the list of shifts for that category.
Click on any column header to sort the list by that column header
The information below describes each column of the shift list:








Shift ID: each time a shift is posted it is assigned a unique identifier. This shift
ID can be used when searching for specific shifts or when troubleshooting issues.
Shift Type/Subtype: denotes the category of the shift being viewed (open,
scheduled, on call, etc.) and any subtype associated to the shift (charge, float,
etc.).
Position/Hospital: denotes the position to be filled and the hospital for which
the shift has been posted.
Level of Care/Location: denotes the service and department for which the shift
has been posted.
Shift Day/Date Time Duration: denotes the day of the week, date of the shift,
time of the shift and total hours for which the shift has been posted.
(Needs) Requests: denotes the number of requests already on the shift. Users
can see how many users, but not who, requested the shift. (Needs) represents
self-scheduled shifts and Requests represent open shifts.
Wage: denotes how the shift will be paid. Regular (base) rate generally means
employee base rate plus any applicable differentials. Any incentives offered for
the shift will be displayed here.
Points Bid/Award: (client configured on/off): if the organization is using
ShiftReward points, the number of points available for shift request/award will be
displayed.
3. Double-click on any shift to request that shift. The request window appears.
4. Click the Request this Shift button. The Shift request has been placed message
appears.
5. Click OK to close the message and return to the list.
The shift appears as requested and the number in the Requests column updates. This
procedure can be repeated until all desired shifts are requested.
 Requesting a Self-schedule Shift from My Shift Summary (Lists)
Self-Schedule Shifts can be requested from the Home Page by clicking on the appropriate
link in My Shift Summary. When selected, this link will take you to a list of the open selfschedule shifts.
1. Log on, and from the Home Page, click on the Self-Scheduling Shifts button in the
My Shift Summary section.
35
36
2. View the list of shifts and double click the desired shift to open it.
3. Click the Request this Shift to place the request.
4.
Note the confirmation message, and click OK.
 Employee initiated event entr y using the Calendar
Three types of shifts can be initiated by employees: personal time, available time, and
requests for non-duty time off. The process for entering these events is similar to requesting
an open shift except you must click in a blank portion of a calendar page date. The ability
for staff to enter one or more types of employee initiated events is determined by your
organization.
 Placing a Request for Non-Duty Time on your calendar
Employees may be able to submit a wide variety of client-defined types of time off for
approval. Some of these may be usual occurrences (such as PTO, vacation, holiday), and
some may be more specific to an organization or department (such as Education, Seminar,
Stay Late, Swap Request, etc.). Be sure to have the Non-Duty Display Option set so that
you can see any non-duty requests that you have entered (or those that have been
approved).
1. Click on the My Calendar link in the menu on the top navigation bar. The calendar
view opens. Only the shifts that are scheduled, awarded, on-call, or non-duty will be
displayed. This is the default view. Set the display options as desired.
2. Double click the blank calendar day for which entry will be made. The Request Detail
window displays.
3. Select the type of request to be made from the available choices. The types of
requests that can be made are determined by your organization. For non-duty time
off, choose “Non-Duty.” The non-duty shift subtype list box will become active. Click
on the list arrow and select the desired type of non-duty time.
4. Choose the date or dates for which you would like to make the request (hold down
the <CTRL> key to select multiple dates). Check your PTO balance to ensure you
have enough time to take. Validate that the times shown in the start and end time
fields are correct for what you are requesting, and then click the Request button.
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38
5. Validate that what you have requested is actually what you wanted to request and
then click Request. Your request will automatically be routed to your manager for
action.
If you have entered something in error, clicking Cancel will take you back to the
request screen where you can correct the error and then resubmit the request.
 Placing a Personal entry on your calendar
Placing a personal event on your calendar is useful in order to keep track of important
occasions in your life. This type of event reminder is not visible to your manager. Be sure to
have the Personal Display Option set so that you can see any personal events that you
have entered.
1. To enter a personal event in your calendar, click the button next to the word
Personal in the Request Detail box.
2. Enter the event title in the Event text box. This is the information that will display on
your calendar (and be visible when the calendar is printed).
3. Validate that the date you are entering the event for is highlighted, and change it if it
is not. You can enter more than one date for this event by holding down the <CTRL>
key and clicking multiple dates.
4. If necessary change the Start Time and End Time for this request.
5. Click Request to make this request, validate that the information is correct, and click
Request.
Note that you must have the Personal box checked on your calendar display
options to see that the event on your calendar.
6. The personal event displays in purple on your calendar.
This is not a request and will NOT be seen anywhere but on your calendar.
As the above graphic illustrates, this can be on a day with other events.
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40
 Notifying a supervisor of an available time
Placing an available request on your calendar is useful if you would like to be called in on a
particular date and time if there is a need for additional help, and currently no shifts are
posted. This type of event notification is visible to your manager when he/she is looking for
last minute help on that particular date, time and department. Be sure to have the
Available Display Option set so that you can see any available events that you have
entered.
1. To enter a shift as available to work click the button next to word Available in the
Request Detail box.
2. Enter something to indicate your availability in the Event text box (example, “Call me
if you need me”).
3. Validate that the date you are entering the event for is highlighted, and change it if it
is not. You can enter more than one date for this event by holding down the <CTRL>
key and clicking multiple dates.
4. If necessary change the Start Time and End Time for this request.
5. Click Request to make this request, validate that the information is correct, and click
Request.
Note that you must have the Available box checked on your calendar display
options to see that the event on your calendar.
6. The available event displays in white on your calendar. Your available notification has
been placed and is visible on your calendar. You will be notified if you are needed.
Retracting a Shift Request
You can retract (cancel) a request for a shift any time before it is awarded to you. It will be
important to retract any requests for shifts you are not able to work as soon as possible in
order to avoid any of these being awarded to you. It is also important to retract any
available, non-duty or personal events that no longer apply. Finally, if you have requested
identical shifts and cannot work that shift, you must retract each one individually (there is
no ability to retract each instance of an identical shift with one click).
 Retract a Request for an Open Need
1. From the Employee Home Page, click the My Calendar tab at the top of the screen.
2. Note the default view and display options that are pre-set.
Note that Requested shifts ARE NOT automatically displayed as one of the defaults
3. Click the Requests check box to display requested shifts.
41
42
4. Double click on the shift with the request you would like to retract, and click the
Retract My Request button.
5. View the confirmation message and click OK
6. The shift no longer displays as requested.
7. The shift redisplays as qualified when the Qualified box is checked.
 Retract a Request for a Self-Schedule Need
Once self-schedule shifts are requested, managers have the option to approve or deny these
requests. If a manager denies a self-schedule shift request and the user has requested their
maximum weekly hours, the denied shift must be retracted before additional shifts can be
requested.
A denied self-scheduled shift appears as Denied.
1. Double click on the shift and click the Retract My Request button.
2. The shift appears again as open to requests.
Using Search Features
To access search features, click Search on the menu bar. You can search for a shift by Shift
ID to view the details of a single shift, or you can search by criteria such as a date range,
location, or job title.
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44
 To Search For a Specific Single Shift:
1. Click the Search button on the top navigation bar to display the Search screen.
2. In the Find a Shift area, enter the Shift ID.
3. Click Find.
 To Use Specific Criteria To Search For Shifts:
1. Click the Search button on the top navigation bar to display the Search screen.
2. In the Search by Criteria area, select the criteria by which you want to search, and
then click Search. A list of shifts appears. To sort the list, click a column heading to
sort by that column heading.
The following parameters are available in the Search by Criteria area.
•
•
Shift Day: Search for a shift based on the day that the shift starts. Select multiple
days, or all days. By default, all days of the week are selected.
Specific Date: search for a shift based on specific date. Click the calendar icon and
select the date to search.
Shift Starts During: Search for shifts that occur during specified periods. There is
one box for each of the three shifts during a 24-hour period. Sample values are Day,
Evening, and Night. Selecting one or more of these boxes restricts the list to shifts
taking place during the checked times of day. If a shift overlaps multiple time
periods, it appears in the search results only if 50% or more of the shift time takes
place during the selected time period.
For example: If the system has been configured so that the Day time period starts at
7AM and the Evening time period starts at 3PM, a shift from 1-9 PM will not display
on a search for Day shift shifts because only two hours of the shift occur in the Day
time period. A search for Evening shifts does list this shift, as six hours of the shift
(more than 50% of the shift length) occurs during the evening time period.
•
•
•
•
•
•
Hospital: Search for a shift based on the hospital location. To select multiple
hospitals, press the CTRL key and click the hospitals you want to search.
Level of Care: Search for a shift based on the level of care. To select multiple levels
of care, press the CTRL key and click the levels of care you want to search.
Unit/Location: Search for shifts in a particular unit/location. The unit/locations are
sorted alphabetically, first by hospital and then by unit/location.
Job Title: For a shift based on the job title.
Save this Search Criteria: Select this option to save the current entries and selections
in order to use these for future searches. The next time the search page opens, the
saved search criteria are already entered.
Email me when a shift with this criteria is posted: Select this option to have an email automatically generated when shifts meeting your preferences are posted.
Depending upon the search criteria, search results show pending, open, or closed
shifts
Once the search is complete a list of shifts that fit the search criteria appears. If
more than a screen-full of shifts exist a number bar appears at the top of the list to
allow navigation through the list.
 Requesting a Shift From the Search List
After a search has been performed a search and the list of shifts displays, you can
request a shift to work.
The default sort is the shift ID, but you can click any heading to sort in a different order.
At the top of the search list is a legend for the icons in the second column.
1. Locate the specific shift you would like to work, check the status icon to make sure
you are qualified, and click the shift ID of the shift you want to request. The request
window opens.
45
46
2. Click Request this Shift, Request Part of this Shift, or Request Identical
Shifts (not shown). The option to request identical shifts will display when the
selected shifts is one of a group of identical shifts. Always click the Request
Identical Shifts button if it is available.
Note the confirmation message. Click Done to return to the list or Go Back to return
to the request form.
View Unit Schedule
Employee view of the unit (department) schedule is governed by a permission set at the
unit/department level. If this permission is turned on for your department, you will see a tab
labeled, Unit Schedule.
1. To view the unit schedule, click on the Unit Schedule tab to display the “Schedule
Period” menu bar. Choose the desired scheduling period and type of paper (for
display and printing).
2. 2. If you get a download blocker, message click on and then click Download File…
to allow the download:
3. The schedule will display. Note that display options are available to enable you to
look at the schedule in the way you most prefer.
4. To print the schedule to a printer or view the schedule in a printable format, choose
the PDF View button at the top of the page.
Changing My Profile Data
Employees with an active profile can change their demographic data and password at any
time. Some organizations will also prompt an employee password change at specific
intervals.
47
48
1. To change your demographic data or password, click on the My Profile menu
header. The Personal Demographics page displays.
You can change any of the information above the green line in the Personal
Demographics section with the exception of being able to upload photographs.
Contact your manager if you notice that any of the information below the green line
is no longer accurate.
2. Click on the Skill Competencies or Credentials links under Profile Options to view
your skills checklist or credentials. These cannot be updated by the employee.
3. Click the Change Password link under Profile Options to change your password.
4. Enter the new password information in the fields provided and click Save.
5.
View the confirmation message and click OK.
Reset a Password from the Login Screen
Employees who forget their password can reset it if the username and answer to the
security question (chosen at the time of enrollment) are known.
 To Change the Passw ord From the Login Screen:
1. Type in the web address or link to the site from the intranet. When typing in the URL
(web address), do not use www in that address.
2. Click on the Forgot Password? Link.
3. Enter the new password information in the fields provided and click Reset
Password.
49
50
You must be able to remember both y our username, and the
security question a nd answer you chose during profile creation.
If you cannot remember these, your m anager will have to reset
your password for you.
4. Enter the new password information in the fields provided and click Save.
5. View the confirmation message and click Done.

User Guide - ShiftSelect

Transcription

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