Everything in User Defined Information will be commonly used by all offices in the database.
Each office must add their own Call Types and Holidays in the Agency Office Module.
Each office must add their own default Billing and Pay Rates in the Agency Office Module (unless explicitly setting rates on every client and caregiver).
Each office must setup their own Email, Telephony and External Accounting Interface settings (if applicable) as well as configure their individual Schedule and Billing/Payroll overtime settings.
Using the same client in more than one office:
- Statuses are set separately in each office.
- Demographic information (communication, language, characteristics, etc.) and Relationships (Emergency Contacts, Individuals, etc.) will be the same and visible in each office.
- The same Billing Options and Billing Rates will show in both offices.
- The list of Possible Payers and Authorizations will be different for each office.
Using the same caregiver in more than one office:
- Statuses are set separately in each office.
- Demographic information (communication, language, characteristics, etc.) and Relationships (Emergency Contacts, Individuals, etc.) will be the same and visible in each office.
- The same Payroll Options and Payroll Rates will show in both offices.
- Qualifications and Preferred Districts must be added separately in each office.
Scheduling:
If a person has schedules in more than one office, their calendar (in any office) will show all of their schedules from all offices. Schedules that do not belong to the current office will be non-editable and show on the calendar in a transparent color to mark them as not belonging to the current office.
Daily Schedules, Enter Actual Hours, Finalize, Billing and Payroll Modules will only show schedules that belong to the current office. Billing and payroll calculations are independent to each office.
Caregiver Conflict warnings are created on schedules even if the caregiver works in more than one office in the same database and the conflicting schedules are in different offices. Schedules with conflicts can be viewed in the Caregiver Calendar Module. Schedules that have a conflict will have a Caregiver Schedule Conflict error displayed in the Please Review Panel in the schedule.
Mileage and Travel Time will not be billed or paid between schedules from different offices.
Notes:
If the same person or organization is tied to multiple offices in the same database, the Office Notes are only visible to the office that creates them. If the same person or organization has multiple roles (for example both a caregiver and office staff), the Office Notes are also unique to each role. The same General Notes are visible everywhere a person or organization is attached.
Users and Access:
If a user needs to access information in multiple offices, the person must be added as an office staff person in each office, using a unique security username for each office. Example: If the user Jane Doe has user security setup to access two offices in one database, she may have a username for Office 1 of JDoe and a username for Office 2 of JDoe2.
Each username can only sign in to the office for which it is created. (It is however possible to run multiple copies of Companion at once if needed, logging with a different office/username in each session.)