Profile

Status

Communication

Languages

Classifications

Secondary Addresses

If a Caregiver has a secondary address (such as a P.O. box), this should be recorded to guarantee that optimum communication will take place.

EXAMPLE: A Caregiver’s home address is different from their mailing address where paychecks are sent. In this case, their primary address should be their home address and the mailing address is added under Secondary Addresses.

External IDs

Relationships

Mobile Security

Enter Mobile Credentials for the selected caregiver to enable them to access their schedule information on their Android or iOS phone or tablet.

(Cloud users only.)

Payroll Rates

List the Caregiver’s Payroll Rates. This determines how much the Caregiver will be paid for their work. Unlike Billing Rates, the Call Type on a Payroll Rate is optional, and you can set up generic rates for each Rate Type. OPTIONAL: You may choose to use different Payroll Rates depending on which Client the Caregiver is working with. A Client-specific Payroll Rate must also have a Call Type specified. When Payroll is calculated, the most specific rate available will be chosen (i.e. Client-specific first, then Call Type-specific, then Rate Type-specific).

The effective dates of a Payroll Rate can also be specified. The effectiveness is inclusive of the start and end dates. If multiple matching Payroll Rates with overlapping effective dates are found when calculating Payroll for a Schedule, the Rate with the tightest effective date range will be the one chosen.

If no matching Rate is found for the Caregiver when calculating Payroll, it will fall back to the default rates defined in the Agency Office Module.

Payroll Options

Configure options related to how a Caregiver is paid. This includes setting options for how pay hours are rounded, whether to pay extra for overtime or holiday rates, rates for mileage and travel, and whether to pay for different expense types.

When a Caregiver is first added into the system, these options will be pre-populated with the information configured in the default Payroll Options in the Agency Office Module.

Qualifications

Use Qualifications as a way to indicate your Caregivers’ disciplines, or what type(s) of service they are qualified to perform. Caregivers may have multiple Qualifications.

Qualifications are used by the system when matching Caregivers to a Schedule for a particular Client. Call Types will usually have a Qualification associated with them. Then, when you create a Client Authorization you select a Call Type. A Caregiver must have the Qualification that is required by the Call Type in order to provide the authorized care. A Caregiver who does not have the Qualification required by the Call Type cannot be saved to a Schedule created from an Authorization using that Call Type. Also, the Caregiver Suggestion tool will not show any Caregivers who do not meet the qualifications for the Schedule.

Preferred Districts

Skills

Record a Caregiver’s relevant Skills. When scheduling Caregivers, their Skills are matched to those required by the Client and/or Authorization. The Skills that a Caregiver has, and those needed by a Client, have great impact on the scheduling process. While the Call Type represents the type of service to be performed, each Client and Authorization may also need unique skills. The system can match the Client’s needs to a Caregiver’s skills.

There are two types of Skills you can add to Client and Caregiver profiles. These are Critical Skills and Regular Skills. Critical Skills are those that a Caregiver must have in order to work with a Client who requires those Skills. Critical skills are used by the Caregiver Suggestion tool to schedule for a particular Client. You cannot schedule a Caregiver with a Client unless they possess all of the Critical Skills needed by the client. Regular Skills are less important, but still desirable to have, to work with the Client. The percentage of Regular Skills matching between a Client and Caregiver can be seen in the Caregiver Suggestion form. Missing Regular Skills does not prevent a Caregiver from being scheduled.

Your list of Skills is configured in the User Defined Information Module, under the Documentation drop down menu.

Event Reminders

Use Event reminders to send reminder notices via SMS text to the Caregiver's cell phone in advance of events involving this person.

Event notices may be configured to send a set amount of time before or after the beginning or end of an event, and may be set to send for specific categories of Tasks or Appointments, or Schedules. Specific Schedule Call Types may be excluded from Alerting and Notices by editing the Call Type in the Agency Office Module.

NOTE: You must have SMS Texting set up for your office to use this feature.

(Cloud users only.)

Schedule Length

View Calendar

Daily Schedules

Show a grid of the Caregiver's schedules in the Main Display portion of the screen.

(This is the same grid from the Schedule Review tab in the Schedule Review module.)

Actual Hours

Show a grid of the Caregiver's non-finalized schedules to view or edit the actual hours and extra charges on those schedules.

(This is the same grid from the Actual Hours tab in the Schedule Review module.)

Availability

Allows you to record the time(s) a Caregiver is available to work. The system will warn you if a Caregiver is involved in an Appointment, a Schedule or a Task during their unavailable time. By default, all days are available.

There are three levels of Availability, each more specific than the last. These are:

• Working Days: Indicates the Caregiver is available to work on that day of the week, without specifying times. The Caregiver is available on that day, every week.
• Day Specific Availability: Indicates the specific times that a Caregiver is available on a specific day of the week. The Caregiver is available on that day, at these times, every week.
• Date Specific Availability: Indicates the specific times that a Caregiver is available for a specific date. The Caregiver is available only during the specified times on that specific date.

Any records that are more specific override anything above it. Therefore, Day Specific Availability overrides Working Days. Date Specific Availability overrides any Working Days or Day Specific Availability that might normally apply to that date. The main display area of the Availability screen shows a 7-day calendar that indicates what availability applies to each date.

Events

Recurring Events

View, add or edit any Recurring or repeating events for this Caregiver.

Schedules, Tasks and Appointments may be set up to repeat on a specific pattern.

Documented Events

Required Dates

Use Required Dates to keep track of items that must be completed for or by a Caregiver.

EXAMPLES: Orientations, evaluations, first aid certification dates, license expiration dates, etc.

The list of Required Date categories is maintained in the User Defined Information Module. The categories you create will represent the different requirements your company tracks, as well as their importance and when or whether they expire. Required Dates are specified as either Mandatory or Optional.  If a Caregiver has an incomplete or expired Mandatory required date on their profile, you will receive warnings if you try to schedule that caregiver.

Required Date categories can be set to three types:

• No Expiry: These requirements are entered with the date they are completed. They do not expire.
• Actual Date: These requirements are entered with the date they are completed. They will automatically expire after a length of time that is specified for the requirement.
• Expiration Date: These requirements are entered with the date they actually expire, rather than the date the certification or requirement was completed.

General Notes

Popup Alerts

Email

Characteristic

Recording the personal Characteristics of a Caregiver is an optional way of remembering things about your caregivers. When you add a new person into the system, choose their Characteristics (i.e. personality traits, likes and dislikes, etc.) from a list.

The list of Characteristics is configured in the User Defined Information Module.

Extra Information

Additional Images

External Information

External Information items represent links to files and folders outside of Companion.

EXAMPLE: Add a link to a Caregiver’s certifications or employment information.

Adding a link allows you to launch to the file, folder, or website without using Windows Explorer to locate it. NOTE: Only create links to shared files and folders that are accessible to all users. If a user does not have access to the file or folder, the link will not open on their computer.

You can add a link to an image through this tool. However, you may prefer to add images through the Additional Images tool, which allows you to view images right in the software.

Referral

Referrals represent how people first heard about your company. Tracking Referrals can be an important marketing tool for your office.

Your list of Referral categories is maintained in the User Defined Information Module.

Office Notes

Payroll