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Add New Office | Add a new Office into the system. HomeTrak Companion supports operating multiple offices within a single database. HomeTrak’s licensing is on a per-office basis, therefore this option is restricted and can only be accessed by HomeTrak Support staff. |
Edit Office | Edit your Agency Office's profile. |
Delete Office | Delete an Office from the system. An Office can only be deleted if there is nothing attached to it. If there are Call Types, Rates, Authorizations or People attached to an Office, it cannot be deleted. |
Edit Company | Edit your Company's profile. |
Corporate Reporting Setup | Setup franchise corporate reporting options here. If your office is a franchisee of a larger company and the corporate company uses HomeTrak Companion’s franchise reporting tools, the exports of client and billing information to the corporate office are configured here. NOTE: These reporting requirements are normally dictated by the franchise corporation and should not be changed by the individual franchisees. This section is restricted and can only be accessed by HomeTrak Support staff. If your office is an independent or private company, or the corporate franchise does not use HomeTrak’s reporting tools, this section does not apply to your company or office. |
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Call Types (Services) | Call Types represent the different types of services your company offers. They are a crucial component of HomeTrak Companion, tying much of the system together. They are used in the following areas:
To use HomeTrak Companion, your master list of Call Types must be set up in the User Defined Information Module, then added to the list of Call Types used by your office. To create a Billing Rate or Pay Rate for a Call Type, the Call Type must exist in the Agency Office’s list of Call Types. For more information, see How do I add a new Service (Call Type)? Call Type Status: Active: The default status for Call Types. Unavailable: Assign this status to Call Types that are used exclusively in Office Authorizations. Creating a Schedule with a Call Type that has an Unavailable status will remove the Caregiver in that schedule from any conflicting schedules. Retired: Assign this status to Call Types you no longer wish to use. (Call Types cannot be deleted from the program if a Rate has been created for it.) Calendar Code: (Optional) An abbreviation shown on Schedules in the calendars when displaying the “bubble” style format. The Calendar Code indicates the Call Type associated with the Schedule. Turn this feature on in the Calendar Modules: Calendar View, Panel Options, Show/Hide Call Type Calendar Code. Taxes: If your company is required to charge state or federal taxes on services, your Tax Types must be added to each applicable Call Type. (Tax Types are set up in the User Defined Information Module, Required tab.) Exclude From Overtime: Individual Call Types may be selected to be excluded from overtime calculations. Call Types that are excluded from overtime will not have overtime calculated in billing or payroll, nor will their hours contribute to weekly or daily totals when calculating overtime on other schedules. QuickBooks Interface Items: If you export Billing or Payroll to QuickBooks, you must link each Call Type with the associated service item in QuickBooks. | |||||||||||||
Users and Passwords | Set up and maintain your users in the system. Each username must be tied to an Office Staff member. You can reset users’ passwords and Security Roles here. Security Roles control which portions of the system a user can access, and they are configured in User Defined Information. If you do not select a Security Role for a user, they will have full access to all parts of the system. | |||||||||||||
Email Setup | Configure your email settings here. If you wish to send calendars or other emails through Companion, or use the Schedule Alerting features, this information must be set up with valid email address and server information. | |||||||||||||
Date and Time | Configure defaults relating to the display of dates and times, times for the creation of Schedules and other events, lengths of Recurrences and Authorizations, and effective ranges of Billing and Pay Rates, etc. | |||||||||||||
Settings | This section contains configuration options relating to Schedules, calendar emailing and company-wide Billing and Payroll options. You can configure how schedules break over midnight or weekends, how travel time, mileage and overtime are calculated, which external billing and payroll package interfaces are used. You can also select optional default Attributes to be automatically applied when a Schedule is created.
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Overrides | Miscellaneous optional system overrides.
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Web Forms Setup | Here you can configure which information is included on the web forms including attaching the specific questions to the Client and Caregiver forms. (The list of questions and their options are configured in the User Defined Information Module.) You can also specify a notification email which will receive a notification when a new application has been submitted. For more information on configuring the application pages, see Client or Caregiver Web Application Setup. This feature is only available if you are using HomeTrak’s cloud hosted solution. | |||||||||||||
Interfaces | HomeTrak Companion supports integration with several common billing and payroll software packages. This section contains the configuration options for setting up exports of Billing and Payroll data to these external packages. Your chosen interface setup must be correctly configured and your Clients, Payers and/or Caregivers must have their External IDs specified before exporting Billing or Payroll data.
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Quick Add Events | Set up pre-defined patterns of events that can be used to add multiple tasks or appointments into the system at once for a person.
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Holidays | Add, edit, view and delete Holidays for your Office(s). (Before adding office-specific Holiday dates here, you must pre-establish your list of Holiday categories in the User Defined Information Module.) Create office-specific Holidays and setup their pay and bill factors here. These pay and bill factors will apply during payroll and billing, if the Client and Caregiver are set up to be billed/paid the holiday rate. In the Holidays screen you can see all of the Holidays that have been added, grouped according to whether they are associated with the Current Year or dated in the Past or Future. NOTE:
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Achievements | Achievements are business performance statistics that you can track on various subjects within the program. Define the Achievements you wish to track, and add a target range, if desired. If you use a target range, any actual results outside of the range will be flagged as “Above Average” or “Below Average”. Calculated Achievement results are viewable in the Management Reports Module. | |||||||||
New Caregiver Default Payroll Options | The Payroll Options you set here become the defaults that are used for new Caregivers when they are added to the system. These settings are applied to a new Caregiver's personal Payroll Options. You can change Payroll Options for any Caregiver in the Caregiver Module, Payroll Options. NOTE: Any
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New Client/Payer Default Billing Options | The Billing Options you set here become the defaults that are used for new Clients or Payers when they are added to the system. These settings are applied to a new Client’s or Payer’s personal Billing Options. You can change Billing Options for any Client in the Client Module, Billing Options. Billing Options for any Payers are changed in the Payer Module, Billing Options. NOTE: Any
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Office Level Payroll Rates | Set up your default Pay Rates for Caregivers here. If Pay Rates exist in a specific Caregiver’s record, the Caregiver Rate(s) will override these Office Level Payroll Rate(s), when Payroll is calculated for the Caregiver. If there is no matching Rate in the specific Caregiver’s record when calculating Payroll, the system will use the Office Level Payroll Rate(s) entered here. Payroll Rates can be generic (with only the Rate Type specified) or Call Type specific. Optional: You may choose to specify different Pay Rates depending on which Client the Caregiver is working with. A client-specific Pay Rate must also have a Call Type specified. When Payroll is calculated, the most specific rate available is chosen (i.e. Client-specific first, then Call Type-specific, then Rate Type-Specific). The effective dates of a Pay Rate are also defined. The effectiveness is inclusive of the start and end dates. If multiple matching Pay Rates with overlapping effective dates are found when calculating Payroll for a Schedule, the Rate with the tightest effective date range is used. | |||||||||
Office Level Billing Rates | Set up your default Billing Rates for Clients and Payers here. If Bill Rates also exist for the Payer, the Payer Rate(s) will override these Office Level Billing Rate(s), when Billing is calculated for that Payer. If there is no matching Rate for the Payer when calculating Billing, to the system will use the Office Level Billing Rate(s) entered here. However, if the Payer for the Authorization is an Organization (and not the Client), the software will NOT use the Agency Office Rates – the Payer Organization must have its own Billing Rates. Billing Rates must be specific to a Call Type. Optional: You may choose to use different Billing Rates depending on which Caregiver is working with the Client. A Caregiver-specific Billing Rate must also have a Call Type specified. When Billing is calculated, the most specific rate available is chosen (i.e. Caregiver-specific first, then Call Type-specific, then Rate Type-specific). The effective dates of a Billing Rate are also defined. The effectiveness is inclusive of the start and end dates. If multiple matching Billing Rates with overlapping effective dates are found when calculating Billing for a Schedule, the Rate with the tightest effective date range is used. | |||||||||
Office Authorizations | Office Authorizations allow you to create Authorizations for “non-visit” Schedules, where the Caregiver is not actually working with any Client (such as Office Work or Training). When creating a non-visit Schedule, select the Office as the “Client” for the Schedule, then select from the Office Authorizations. Office Authorizations differ from Client Authorizations in one key aspect. To select a Call Type for a Client Authorization, there must be a Billing Rate for the Call Type on the Payer (or the Agency Office, if the Client is their own Payer). For Office Authorizations, the Call Type list is based on Call Types that have either a Billing or Pay Rate in the Agency Office Module (since most Schedules created from Office Authorizations would be Pay-only). | |||||||||
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Quick Add Notices | Set up pre-defined patterns of reminder Notices that you can add to Tasks, Appointments and other events. Notice Patterns allow you to create sets of Notices for multiple people for common tasks. A Notice Pattern specifies a template for adding multiple notices at once and selecting a Notice Pattern on an event will automatically create all of the Notices from the Pattern, instead of requiring the user to manually set up each individual notice.
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Applications | A generic configuration setup for interfacing HomeTrak Companion to other external software packages in addition to the above billing and payroll packages. | |||||||
Customized Invoice | Configure an optional customized invoice layout, used by the Customized Invoice button in the Billing Module. If no customized invoice layout is created, the system defaults to the standard invoice layout. | |||||||
Office Boundary | Use ZIP/Postal Codes to define the boundaries of the territory served by your office. Clients who are outside of the office’s territory boundaries will be highlighted here. This feature is primarily used by franchisee offices that are authorized by the corporate franchise to service a particular area. | |||||||
HTML Export Setup | Set up a schedule for HomeTrak Companion to automatically export demographic and calendar information to HTML (web page) documents. This feature is designed to be used in conjunction with the Companion: On the Road mobile (read-only) application, available on iPad and Android phones and tablets. By setting up a fixed schedule of automatic exports, you can ensure that on-call staff using the mobile app have access to up-to-date information. The export folder path that you choose in the HTML Export Setup must be on or accessible from the HomeTrak Companion application server (the machine where the Maintenance and Telephony services are running). For the exported information to be available to be downloaded and used by the Companion: On the Road mobile (read-only) app, the DropBox application must be downloaded and installed on the server and the export path must be the root of the DropBox folder. | |||||||
Telephony | Configure the Telephony settings are configured for your Office. If you use Telephony to track Caregivers’ hours, these options must be configured. (Telephony is an optional feature of HomeTrak Companion.)NOTE: This
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Schedule Alerts | Use the Schedule Alerts tool to specify when the system should send out schedule reminder messages and alert messages. Reminder and alert message master lists are created in the User Defined Information Module. These master lists are pre-populated with items considered most useful for setting up alerts. To receive alerts about schedules where a caregiver has not shown up, you need to use Telephony to track your caregivers’ hours; Schedule Alerting can also be used without Telephony to send reminder messages for schedules that are about to occur. The system can send out reminder messages for Schedules if your server is set up for email capabilities and the Telephony service is running. (NOTE: You do not need to use Telephony to use schedule reminder messages.)
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Office Notes | Use this tool to enter internal notes for office use and information only. | |||||||
Remote Access | This section configures options that allow users to access features of the Companion system from outside the standard desktop program, via mobile, web or phone (IVR). These features are only available if you are using HomeTrak’s cloud hosted solution.
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