Keep Track of the Caregivers who have been Offered Schedules

A pending caregiver is one who has all the necessary qualifications to fill a needed schedule. They are pending because you have contacted them either verbally or via email to advise them of an available schedule. You can add Pending records manually to any schedule, and you can also quickly add multiple caregivers as Pending using the Caregiver Suggestion tool.

Pending Caregivers allows you to track many caregivers simultaneously when trying to fill a schedule. You will be able to document who you have contacted, when they were contacted, and their response to the proposed schedule.

Pending Caregivers with Caregiver Suggestion

When editing a schedule you can use the Caregiver Suggestion tool to find the most appropriate caregiver(s) to fill an open schedule. The Caregiver Suggestion screen has tools to Bulk Add selected caregivers to a schedule as Pending.

This is the easiest and most reliable way to find appropriate caregivers for the schedule and quickly add those caregivers as Pending, and is generally the recommended process for doing so. Once a caregiver is added through Caregiver Suggestion, you will use the Pending Caregiver tools as described below to track and update these pending records.

For more information on using Caregiver Suggestion to add pending caregivers to a schedule, see the document Using Caregiver Suggestion to Notify Caregivers of an Available Schedule.

Tracking Followup Contacts and Changes to Pending Status

If you have given the Event ID to the caregiver (this ID is included in any emails and/or SMS texts sent by the Caregiver Suggestion options), and they call in to the office with this Event ID as a reference, you can use the Quick Schedule Edit tool to quickly update a schedule that was offered to a caregiver. The Quick Schedule Edit tool is located in the upper left corner of the Main Module, Daily Schedules, Client Calendar and Caregiver Calendar screens. When you use this tool, the system will prompt for the Event ID. Enter the ID and click OK to display the schedule. Edit the schedule to input a caregiver or make any revisions to the schedule or pending records.

To directly update the pending records for a schedule, click on the first icon in the detail panel on the right hand side of either the schedule edit screen or the calendar to show the Pending Caregivers for the selected schedule.

Updating Pending Records or Setting the Caregiver in the Schedule

Append 

• Change the status of the schedule offer for a pending caregiver. (Example: If you called the caregiver and left a message, or they called back to refused the schedule with a valid reason.)
• You will use this option often. When using the Append tool, select the type of the new pending record being added for the caregiver. Indicate how the communication was made, and add a note to this new Pending Caregiver Record. On the append screen displays the day view of the caregiver's calendar. There are options allowing you to choose to have the Note from the Pending Record included in the email and to Review Emails Before Sending. Click the Save Record button to save a new Pending Record.

Add/Edit/Delete

• There are also direct Add/Edit/Delete tools for pending records under the drop down menu with the plus sign icon for full editing flexibility to add or remove pending caregivers to the schedule, although generally using Caregiver Suggestion to add the appropriate caregivers and the Append button for tracking the follow-up history will be the preferred methods of working with pending.

Update 

• Update the schedule with the selected Pending Caregiver. This sets the selected Pending Caregiver as the Caregiver on the schedule and updates all of the Pending Caregiver records on this schedule indicating that this Caregiver has accepted the schedule.
• Any time you save a new caregiver in a schedule, the selected caregiver will have their Pending status show as "Accepted Schedule" and any other caregivers on the schedule as Pending (that haven't already refused the schedule) with be marked as "Other Caregiver Accepted".

Email

• Send all Pending Caregivers an Email - send an email to all of the pending caregivers added to a schedule to advise them of an available schedule. The email is sent to email addresses already populated on the caregivers. The caregiver will be sent an email advising them of the schedule date, time, length and the call type description for the schedule. Information about the office sending the email and the caregiver's name is also included. The subject line of the email will be similar to: Available Schedule Apr 12, 2011 (Event ID: 68900) The Pending Email Content (predefined options for the specific schedule information to include in the email) and a Pending Email Add On (custom text that can be added to the email content) can be set in the Agency Office Module/Settings/System Overrides.
• Notify Caregivers that Schedule has Been Filled - send an email to all of the pending caregivers that have previously been emailed on a schedule advising them that the schedule has been filled. Use this tool to advise all applicable pending caregivers that the schedule has been filled.

Reporting on Pending Caregivers

The following screen reports will be helpful for reporting on the current status or history of pending caregivers on schedules.