Please note: This is available for all Birdie packages.
It is now easier than ever to assign two Care Professionals to attend a visit (a double-up). You can edit an already existing visit or you can create a new visit.
How to schedule a Double-up for a new visit
To assign two or more Care Professionals for a new visit, go to your Care recipient and click the Visit tab on the left-hand side, click Add visit to create a new visit.
Create the schedule (see how to schedule visits here) including the number of Care Professionals you will need for this visit, the maximum number you can select is four. Once you are done click Save changes.
You will now see on the Care recipient's visit planning page that this is now a double-up visit.
To assign Care Professionals to this visit, click on the visit and select Care team, here you will see a warning message that you must select another Care Professional for the visit so that it can go ahead.
How to schedule a Double-up for an existing schedule
You can update the number of Care Professionals required on an existing visit schedule, you can do this by clicking on a visit card on the Care recipient's Visits tab, this will bring up a box on the right-hand side.
Click Edit to change the number of Care Professionals needed, once you are done click Save changes.
The double-up can be applied to the rest of the visit schedule or just for one visit.
When you go to the unallocated section in the Roster tab you will now see that these double-up visits have an icon inside them indicating they are a double-up and how many Care Professionals have been assigned so far.
Please note that if a visit has 1 out of 2 Care Professionals assigned the visit will still show in the unallocated section of the Roster tab until it has been assigned the full amount of Care Professionals.
Assigning multiple Care Professionals
There are a few ways that you can assign multiple Care Professionals to a visit, they are identical to the options available to you when scheduling single Care Professionals visits.
1. Through the Find alternative carer model
To assign Care Professionals to this visit, click into the visit and select Find alternative carer.
A box will appear and there will be a message in the left-hand corner reminding you that this is a double-up visit and requires an additional Care Professional.
Once you have selected the Care Professionals click Assign caregiver, as this is a double-up you will not be able to select more than two Care Professionals.
The visit will now move from the unallocated section and will be ready for the Care Professionals.
2. Through the Right-Hand Side Bar
You can access the visit information on any page of the Birdie Platform by clicking on a visit and selecting View visit details which will make the right-hand Side Bar appear.
From there go into the Care team tab. Once you have found your preferred Care Professional click the three dots by their name and select Assign to visit and Apply changes. You now have the required amount of Care Professionals for this visit.
How to invoice for visits with multiple Care professionals
When the care professionals check-in and complete their visit for a double-up, that visit will then show in the Confirm visit section of the Finance tab as two separate line items. Here you can edit and confirm the timings of the visit.
Please note: this pulls through as separate items that align with the number of care professionals required for the visit when setting up that initial visit schedule, in this example two care professionals.
You will see both care professionals and the individual timings for each of them as an individual entry within the Confirm visits tab of the Finance section. Here you can edit and confirm the timings of these visits.
If you confirm both of these visits, they will continue to be listed as two separate items in the invoice dashboard (if confirmed to invoicing) and be listed as two separate items in the pay dashboard (if confirmed to payroll).
Additional Visibility Into Late Arrivals for Double-up Visits (coming soon)
Currently, in Birdie, an alert is raised when a visit is not started in time, in cases of visits where a single Care Professional is assigned as well as for double-up visits. Now, you will be able to receive an alert if one or more of the Care Professionals have not checked into the visit at the expected time when part of a double-up visit.
The alert will show the name of the Care Professional(s) who has not checked in to the double-up visit, and clicking on the alert will share more details about the visit, including the name of the Care Recipient and the planned check-in time.
You can then use this information to follow up with the Care Professional and ensure both their safety and the safety of the Care Recipient.
Please Note: These alerts are associated with the threshold you have in place for the ‘visit not started in time’ alerts, i.e. if the ‘visit not started in time’ alert is set to trigger after 15 minutes of the scheduled time, this new alert for late arrivals will also trigger after 15 minutes. If you would like to change this trigger time, please contact the support team.
Is it possible to have a double-up that lasts for two different lengths? e.g. One Care Professional ends the visit 1 hour before the other Care Professional.
No, it isn't possible to have a double-up visit last two different lengths for each Care Professional. The start and end times will be the same for both of them.