Please note: This feature is available as part of Birdie’s Essentials, Advanced, Plus and Premium packages. Please get in touch if interested in more information on this feature!
With the Multi-client check-in feature, care professionals will now be able to simultaneously check into visits if you have two or more care recipients who live at the same address. For example, if you provide care for a husband and wife who live in the same house.
How to use the Multi-Client check-in on the app
First, check in to a visit for one of the care recipients you are delivering care to.
Then click the back button, where you will now see a banner ‘Visit in progress’ letting you know there is one visit currently checked into within birdie.
Please note: If you click on the ‘Visit in progress’ banner, when there is only one visit checked into, it will simply take you back to the single visit that is in progress.
To see one or more additional care recipients simultaneously, click the back button again and then check into the visit for that additional care recipient.
Once checked into this additional visit, you can hit the back arrow again, where you will now see the banner has updated to say ‘2 visits in progress.’ Click on that banner to 1) see the visits that are active and 2) select the care recipients for whom you intended to view and record tasks.
To check into additional visits, simply repeat the previous steps and check into the additional visit or visits. The banner will update to show the number of visits that are currently in progress.
You can toggle between these visits at any time to view and record tasks or complete the visit logs.
Once finished, you will check out of each visit individually.
Birdie Academy video for Care Professionals
The above video shows you how to check in and record tasks simultaneously for multiple care recipients.
How to set up Multi-Client check-in on the agency hub
First, you must check that the addresses documented for both care recipients are exactly the same. This means flats, for example, cannot be different even for the same building.
Additionally, the address must be via the search function and not manually filled in on the About me page.
To create a multi-client visit, schedule the two visits to happen as you normally would and assign them to the same care professional. This will then appear on their app as shown above.
The visits should be scheduled at the exact same time and overlap, like in the image below.
Scenarios to set up finance for Multi-client visits
There are multiple ways to set up the rates and funding depending on the funding and visit set-up of the care recipients - we have provided you with a few options below.
Below are some of the most common scenarios to help mitigate the risk of incorrectly paying care professionals and/or charging funders when leveraging multi-client check-in.
Scenario: if you have a couple with overlapping visits.
Set-up option 01:
Suggested visit set-up:
Schedule visits to overlap for the same visit duration (i.e. primary care recipient from 9-10, secondary care recipient from 9-10) and assign the same care professional to both visits.
or
If you use the templating feature, put the visits into a run with the same regular carer, this should template both visits to the one Care Professional.
Suggested funding set-up:
Set up funding for visits on both care recipients' visit schedules. Please note: when you go to confirm visits (outlined as a separate step below), you will only confirm one of the visits to invoicing.
Suggested pay rate set-up:
Assign care professional to the visits as normal - their assigned rate card will apply as normal within birdie. Please note: when you go to confirm visits (outlined as a separate step below), you will only confirm one of the visits to payroll.
Suggested visit check-in/out:
The care professional checks into the primary care recipient's visit and then checks into the secondary care recipient's visit. When the visit plans have been completed, the care professional checks out of the secondary care recipient's visit first and then out of the primary care recipient's visit.
Suggested way to confirm the visits:
To bill and/or pay on actuals, you can take the earliest check-in time and the latest check-out time to determine the visit length (this should be recorded as the primary care recipient’s actuals)
You will only confirm one of the visits for both invoicing and payroll. This should be the visit for the primary care recipient you have identified.
Set-up option 02:
Suggested visit set-up:
Schedule visits to overlap for the same visit duration (i.e. primary care recipient from 9-10, secondary care recipient from 9-10) and assign the same care professional to both visits.
or
If you use the templating feature, put the visits into a run with the same regular carer, this should template both visits to the one Care Professional.
Suggested funding set-up:
Set up funding for the visit schedule of the primary care recipient only (i.e. only assign funding for one of the care recipients).
Suggested pay rate set-up:
Create a bespoke pay rate card for this couple and override the rate card on the primary care recipient’s visit schedule, so this rate is picked up for this specific visit schedule.
Suggested visit check-in/out:
The care professional checks into the primary care recipient's visit and then checks into the secondary care recipient's visit. When the visit plans have been completed, the care professional checks out of the secondary care recipient's visit first and then out of the primary care recipient's visit.
Suggested way to confirm the visits:
To bill and/or pay on actuals, you can take the earliest check-in time and the latest check-out time to determine the visit length (this should be recorded as the primary care recipient’s actuals)
You will only confirm one of the visits for both invoicing and payroll. This should be the visit for the primary care recipient you have identified.
Birdie Academy video for Office staff
FAQ's
Can two care staff members log into multi-client visits?
Nothing has changed for double-ups for a multi-client check-in. For example, if both of the care recipient's scheduled visits are a double-up call, they can be checked in by multiple care professionals at once.
Can more than 2 care recipients located within the same home be checked into?
Yes. A care professional can check into as many care recipients as required as long as they live at the same house/address.
What if care recipients are in different flats but in the same building? How do I ensure this feature works?
If two care recipients reside within the same building but have different flats, you will need to put the building address only and then the flat should be listed in the access details. You can edit existing addresses to reflect this and enable multi-client check-in to work in these scenarios.