Managing your Daily Schedule, the AutumnTrack way!
Be sure to watch the full Video tutorial below
Let's start with what we see at first glance when you first open your ‘Daily Schedule’ tab.
The daily schedule defaults to show you ‘todays’ schedule. To see another dates schedule, either toggle from day to day by using the arrows on either side of the date or use the calendar on the left side to select any day within the next 90-days.
Next we see 5 black dashboard cards:
All the way to the left, you will see you’re open and overstaffed shifts by position and using the ‘i’ icon a further breakdown by shift
The next box would be your ‘Floats’, here you will see any of your internal employees assigned to work on today’s schedule without a specific unit assigned.
You should never have a number just sitting in this box, if there is someone on the schedule as a float your first step is to assign them to a specific unit assignment.
Click the ‘Assign your float’ button, choose a unit and then click the ‘plus’ icon to confirm the shift. If they called out, you will use the 'trash' icon instead.
Over here you will see your ‘orientees’ - When an employee is on orientation their master schedule is on pause. Instead, every day during their orientation period they will show up in this box. Only on the day that an employee is on the schedule for orientation will you assign them from this box.
Click the ‘Assign your Orientee’ button, input the start and end time of the orientees shift and now select a unit. Then click the ‘plus’ icon to confirm the shift.
In this box you will see a live count of your agency shifts and percentages
In this last box on your right, you will see a live counter of your HPPD as you build your schedule, using our PCC integration for census.
Now let's look at our daily schedule itself:
The schedule is broken down by shift, where each column represents another shift, Day Shift, Evening Shift and Night Shift.
You will also see here how it's broken down by unit, in rows going down the page.
For each shift and unit, you will see your direct care staff in the following order, Unit Manager, RN, LPN, CMA, and lastly your nursing assistants.
In the ‘name’ column you will see the scheduled employees’ first and last name; by hovering over you can also see their scheduled start and end time as well as whether they are Full-Time, Part-Time or a PRN employee.
The ‘other’ column will indicate if an employee is on orientation, it will say ‘orientee’ - It will also indicate agency shifts, by stating the agency clinician is from for all agency staff on the schedule.
Lastly, in the third column you will see their positions.
This daily schedule will always show you here in the light pink your open positions and in red, where you are overstaffed.
If an open shift has been sent to the employee app already, this open shift will look slightly different.
Still light pink however, and will state ‘This Nurse or NA shift was sent to the app’.
In this case, On the right side, instead of just the ‘plus’ icon you will see an ‘X’ which would delete the shift from the employee app or you can click the ‘plus’ icon to simply add an employee to fill that shift like always either internally or with an agency clinician.
How to add an employee to an open shift?
Just click the ‘plus’ icon on the right side of the open shift you are looking to fill
Then click on the dropdown menu called ‘How will you fill this shift?’
Next, if you are filling this shift Internally, just select the ‘Internal’ option
Here you can either scroll down or search for the employee who is filling this shift
Now add a shift start and end time by either typing it or clicking on the clock icon
Finally, don’t forget to confirm the shift by clicking the ‘plus’ icon on the right.
If you are filling this shift with an agency clinician,
Just head back to the dropdown menu and select ‘Agency’
Here for a returning clinician, just scroll or search for the clinician’s name and add their shift details accordingly
If it is the first time this clinician is picking up the shift at this facility
Then just select which agency they are with from this dropdown menu as well as their position over here; clinician first and last name and finally their shift details before hitting ‘submit’
This not only adds them to your schedule, but it will also create their profile ready for their next shift.
How to callout, cancel, callout or edit and existing shift?
Find the shift you would like to edit, click the ’edit’ icon on the right
On the top half you will see your options to edit the shift using these 3 dropdown options, Shift start time, end time or unit
Then hit submit.
Use the bottom half of this edit screen to call-out or cancel the shift, just be sure to input the reason before pressing ‘submit’.
Other Staff section:
In this section you will find all your nursing administrative positions, these employees do not count towards the Direct Care HPPD shown, only the Overall.
Just three more things important to note:
You can add notes prior to printing your daily schedule if there is any message you would like to send to all staff. For example, ‘Download our Mobile App today!’
To print your daily schedule, let us go to the top right corner of the screen and select the drop-down call ‘Print’.
Here you can select to print the full day or by unit individually.
The daily schedule printout will always reflect the day and date as well as the date and time of print to ensure your staff are using the latest update.
Each day by noon latest your daily schedule from the day prior must be confirmed.
Any user can do this by going to yesterday's schedule using the arrows or calendar on top, reconciling and making any edits necessary, before scrolling to the very bottom and clicking ‘Confirm this dates schedule’.
If this is not confirmed by noon, the staffing coordinator upon login will be locked on the day priors schedule unable to work until this is completed.
Lastly, if any Float employees are still waiting to be assigned or called out, you will be unable to confirm your schedule.
Watch a full tutorial below