Please note: The following feature is available as part of Birdie’s Starter, Core, Advanced, Plus, Care Management and Advanced Care Management packages (Previously known as Care Management & Rostering, Care Management, Rostering & Finance, Premium, Entry and Essentials) Please get in touch if interested in more information on this feature!
You can use the below method to schedule training, shadow, on-call or office hours for your Care Professionals. This ensures that every hour of their day is accounted for and will show on their app so that they never miss important training. There are two ways of setting this up depending on what package you have on Birdie.
Creating on-call or office hours
Start by creating a dummy client account. You can do this how you normally would by clicking the Create New Client button on the Client tab.
Please note: If you use an external rostering provider, you will need to add the demo client or office hours onto that system first and allow it to sync to Birdie.
It is important that you name the account with a name such as Shadow Shift, Training or Office Hours in lowercase. This is to ensure you will not be charged for this demo client. For more information on demo client setup please read here.
Now set up the required office hours or on-call schedule. If you need more guidance on how to set up a visit schedule, please see this article - How to schedule a visit and assign Care Professionals.
You can then assign the relevant Care Professionals to the office hours or on-call shifts. This visit or office hour session will now show on their app as a normal visit would. If you use Birdie Finance read on to see how to add funding.
Adding funding
If you are utilising Birdies Finance offering, please ensure your Care Professionals have a rate assigned to them so that they get paid for these sessions.
If you pay a standard rate for office hours you can override the rate card. To do this, click on a visit card and click Edit, from here, click More Options and on the drop-down menu select Override rate card.
If you need more information on how to override rate cards please see this article- How to override rate cards.
Once these office-hour visits are completed by your Care Professionals they will pull through to the Confirm visits tab ready to be confirmed for Payroll.
Creating a shadow shift
Start by creating a dummy Care Recipient account. You can do this how you normally would by clicking the Create New Client button on the Client tab.
Please note: If you use an external rostering provider, you will need to add the demo client or office hours onto that system first and allow it to sync to Birdie.
It is important that you name the account with a name such as Shadow Shift, Training or Office Hours in lowercase. This is to ensure you will not be charged for this demo client. For more information on demo client setup please read here.
First set up the first visit with a Care Recipient as normal and assign the primary Care Professional. If you need more guidance on how to set up a visit schedule, please see this article - How to schedule a visit and assign Care Professionals.
You will then need to set up a visit for the shadow account at the same time and date and add the shadowing Care Professional to the visit.
The Care Professional assigned to the shadowing visit will not be able to see any information about the actual Care Recipient so you will want to communicate with them beforehand to share the address and any other important information that they may need. If you use Birdie Finance read on to see how to add funding.
Adding funding
If you are utilising Birdies Finance offering, make sure that you have set up the relevant funding for the Care Recipients visit. In this example, it is a personal care rate. This ensures this visit gets charged for.
For the Shadowing Care Professional, you will want to ensure they have a default rate card attached to them but no funding information attached to the visit.
This means that the Care Professional who checks into an actual visit that has the service type attached will get paid their assigned rate. The Care Professional who checks into a visit for the 'shadow' shift will get paid their default rate - this is because the shadow visit won't have a service type attached.