The Scheduling Board
Overview
The Scheduling Board (also known as the Dispatch Board) is a versatile tool in Ankota used daily to update schedules and review flagged visit issues. The main schedule board has two versions: the Caregiver Schedule Board and the Client Schedule Board. They have equal functionality but are organized in opposite ways—by caregiver or by client.
Sections in this article:
- General Functionality
- Display Scheduled/Actual Time + Duration
- Calendar Alerts
- Shortcuts
General Functionality
Accessing the Board
Access this board from the left-hand menu: select Scheduling, then click Scheduling Board. On a macro level, the screen presents a color-coded schedule of each client and caregiver's visits for the week. On the top left section of the board is the dial-in number the team will use to report visits.
Move forward or back a week using the -1w/+1w function, or use the calendar icon to pick a specific time frame.
Filters can be accessed by clicking the arrow button to unveil a section of filters.
Filters
The filter section is particularly useful for larger organizations, which may wish to separate scheduling by team tags. The filters available under the arrow allow viewing only the visits on the screen selected.
Below the arrow group of filter options there is also a dashboard summary of the scheduling board.
In addition to providing a general summary of statuses, each of these blocks can be turned on or off by clicking on them, which hides all visits that were not in that category. Filtering aspects of these blocks can be combined if desired.
Clock-In Times
Once a caregiver clocks in, the actual clock-in/clock-out times are visible rather than the scheduled times for the visit (if any). The times are adjusted as the caregiver clocks in as well as when they clock out.
Color Key
Scrolling to the bottom of the screen shows a color-coded count (in real time) of the status of each visit. It illustrates the count of all statuses in use, such as Arrived, Departed, Closed, Cancelled, Door Tag, On Hold, etc.
If the caregiver's name is in red, there are overlapping visits on their schedule.
Display Both Scheduled/Actual Time + Duration on the Calendar
Some customers prefer a visual of scheduled and billable times on their schedule boards. This must be done for each visit type.
To turn on this setting:
- Login to the environment.
- Click Settings.
- Click Service Settings.
- Click Visit Type by selecting Type ID or the edit button.
- Click the Details tab and scroll to the bottom.
- Select the checkbox Calendars - Display Schedule Times and Duration.
- Save.
On the schedule board, it will look like this:
Calendar Alerts
Warnings
If a client's name appears in red in the calendar section, this is an alert indicating something to investigate.
Hover over the name to see information about the visit, including the specific reason for the alert.
Other issues may include:
- (Yellow Reason) Work not authorized for patient
- (Yellow Reason) Worker does not have the right skill(s)
- (Yellow Reason) Assignment time is outside required window
- (Yellow Reason) Patient not available that day
- (Red Reason) Worker has overlapping visits
- (Red Reason) Late finish
- (Red Reason) Late Arrivals
Closed Visits with Identified Issues
When a visit is closed but there is an issue that violates a business rule, a magnifying glass appears after the client's name in the visit block. A visit with a magnifying glass links to the Visit Detail Report. From there, this feature allows selecting either Approve Billing and Payroll, Approved for Payroll, or Approved for Billing.
A red magnifying glass represents a minor records issue that needs correction, such as a change in telephone number. A black magnifying glass represents a major issue that needs correction, one that would prevent billing.
Common reasons for flagged issues include:
- The duration is +/- minutes from scheduled duration. The actual duration was different from the expected duration.
- GPS/location error. If the GPS location did not meet the previously defined parameters, it will need correction. When check-ins are outside expectations (usually referred to as "tolerance"), it will be flagged and needs review.
- The phone number was different from the expected value.
To review the issue, click on the magnifying glass.
A new tab will open with all the details of the visit.
Red line items are calls to action. Clicking each one and marking them as resolved is for recordkeeping purposes only; a separate action is still required to resolve the issue. For example, if a warning shows that the pay amount is zero, correct it by opening the caregiver's profile, entering a new pay rate, saving, and then returning to mark this item as resolved.
This process can also be completed as part of the standard Visit Approval Dashboard review.
Shortcuts
Several shortcut options are available in the Scheduling calendars. At the top of each visit detail window, the client's name and the caregiver's name will both open new tabs when clicked.
The Caregiver Calendar can also be accessed when on the Caregiver Schedule Board by clicking the calendar icon.
