The Main page of the Office Settings is an important step to setting up CareSmartz360. This is a pre-requisite for almost all actions in Caresmartz360.
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You can get to the Office settings by clicking on the Settings icon located in the top right corner of any screen in your Caresmartz360 portal.
Select main to get started.
If your agency has multiple offices, you will need to select your own from the drop-down menu.
The Agency ID is what you will have your caregivers enter in the Agency ID field when they download the mobile app and log in for the first time. It is included in the registration email. This is where you can find it if you need it again later.
There are 2 phone numbers assigned to every Office: the SMS Number is a virtual number set to send or receive SMS text alerts, if you opt to use that service. n.b. There is a charge associated with SMS use. Please see the Caresmartz360 Billing Policy for more information. The other phone number is the Time-Tracking Number, also called IVR and Telephony. It is the number that your caregivers will call to perform a phone-in clock-in/clock-out.
The next section is about the Time-Tracking Schedule Settings.
The 4 time settings manage the Grace Period you provide to your caregivers to perform a clock-in/clock-out if they are using the app on a mobile device. Choose the amount of time you will allow from the drop-down menus. Caregivers using the mobile application or the web portal will not be able to clock in or out if they are not within the time parameters.
Allow Caregivers to Clock-In and Clock-Out outside time threshold parameters
You can change this setting to allow caregivers to clock in or out using the mobile app or caregiver portal, even if they are outside the parameters you’ve set above. This is not a best practice, as caregivers can accidentally clock in or out for shifts on the wrong day.
Do not allow Caregiver(s) to register Unidentified Clock-In and Clock-Out via Telephony system
If the caregivers make a clock-in/clock-out call, from EITHER the Client’s Time-Tracking Phone Number or the Caregiver’s Time-Tracking Phone Number, within the grace period you have provided to them, the call will be attached directly to the scheduled appointment. If the dial-in comes outside the time parameters you set here, the call will be recorded and time-stamped and an agency user will be notified that there is an “Unidentified Call” that needs to be linked to a schedule.
If you want to prevent unidentified calls, and only allow IVR clock in/out within the threshold times, check THIS box.
Checkout Status
Assuming that the clock in or out is made within the grace period and from an approved number or device, you can choose to change the status of the schedule to ‘Approved’ or ‘Time-Tracking Confirmed’. Approved means that the schedule is ready to be used for billing and payroll. Time Tracking confirmed means that someone from the office will need to review the shift and then change the status to Approved before the schedule is ready for billing/payroll. If you want to reduce the manual effort of looking at every schedule and approving them, choose this setting as Approved. n.b. If you are submitting EVV data for Medicaid claims, it is best practice to mark this as Approved to minimize any manual intervention in the schedule. Visits in Approved status can still be until they are part of a finalized Billing or Payroll.
Checkout Status - Needs Review
This status can be automatically assigned to a schedule after the caregiver successfully clocks in and out. If there are tasks that the caregiver marked as “incomplete”, “client refused”, or “not applicable”, you may want to be notified that something wasn’t done. If the same task is not done several times, you may need to review the care plan to see if that task should be removed. If you want to check these schedules and then manually approve the shift after you have reviewed tasks that were not completed, you can set this to “yes”. n.b. Using reports to track trends is more efficient and effective. If you are submitting EVV data, setting this to "no" helps reduce manual intervention.
“Needs Review” will also happen automatically if the shift is missing either the bill rate or the pay rate. This will help ensure that you don’t get into your billing and payroll process and THEN learn that there is information missing.
Do you want the caregiver to receive an email message if the check-in is missed? Then check the box to “Send No Show Alert To Caregiver”. The email will be sent when the grace period you set above is reached. If you also want to send a text message, you will set that up in the Admin settings.
Auto Clock-In/Clock-Out on back to back shift(s)
In some cases, you may have a caregiver set up to provide service to the same client on multiple, back-to-back shifts. This is primarily a function of Medicaid in states where one shift might include personal care, companion care, and homemaker care all in the same shift but at different rates. If you check this box, the caregiver will only need to clock in at the beginning and clock out at the end. The software will perform the clock in/out functions for the extra shifts in between. This only works if the client and the caregiver are the same, and the shifts are contiguous. For instance, Mary Poppins is caring for Michael Banks from 8-9 for personal care, 9-10 for homemaker, and 10-11 for companion care, all on the same day. n.b. the tasks and notes associated with the specific service types will still need to be completed within the visit window. i.e. Personal Care tasks and notes will be locked out once the next service type, Homemaker, starts at 10.
If you want to require your caregivers to update the status of ALL tasks assigned for a shift prior to the caregiver completing the clock-out process, check this box. The caregiver does not have to mark the task complete, just update the status to complete, not complete, the client refused, or not applicable. This setting will only enforce tasks assigned to a specific day or all days. On-Request tasks are not enforced by this setting.
Checking the next box will require a caregiver to indicate whether he/she sustained any injury during the shift. If you check this box, the caregiver will not be able to clock out until this function has been completed.
Checking the next box will enable the system to send notifications to your caregivers if they have a compliance, like a license or certification, that will be expiring in the next month.
If you want caregivers to use the CareSmartz360 application or the browser web portal from their smartphone to perform their daily operations, check the box “Allow Caregiver to Check-In/Check-out from Smartphone/Web portal. The CareSmartz app is available on both the Google Play Store and Apple App Store.
You can remind the caregivers and the clients about their upcoming appointments via email/text message by enabling the checkboxes for reminders and putting in how many minutes before the appointment you want them to receive the notification.
From the mobile app or the caregiver portal, caregivers can see all of your open shifts (any shift that you have created that isn’t currently assigned to a caregiver). They can then request to fill any of those open shifts. This field is where you will put the email address of any agency user who should be notified that such a request has come in. If you don’t want your caregivers to see those open shifts, you will need to change their permissions in the admin settings.
The Minimum Radius setting restricts the location from which the caregiver can perform a clock-in/clock-out. The system will not permit a caregiver to clock-in or clock-out from the mobile app if he or she is out of the minimum radius set here or if the mobile device location services don’t recognize that the caregiver is in the correct location.
Is it important that you have the client sign-off on the visit? Checking this box will enable the smartphone to ask for the client signature as part of the clock-out process. Client signatures cannot be captured from the browser portal or the telephony.
Your caregivers can provide feedback regarding the client, from the application or from the web portal. You can choose to publish the Caregiver Family Feedback as well as Caregiver Notes in the family portal immediately after the clock-out is made, or you can check these boxes to have an agency employee review the caregiver feedback prior to the family being able to see it. Best practice is to check these boxes and review the notes before they are published for the clients and their emergency contacts to see.
If most of your clients will be logging in to use the web application, you can tick the checkbox to Send Client Portal Credentials. When you add a client, the check box in the client profile will be automatically checked, and the credentials will be automatically sent when you add the email address and save the client profile. If MOST of your clients will NOT be using the portal, you can leave this unchecked, and then just check it individually in the client profile if you have someone who will be.
When clients or their support circle portal users log in, do you want them to see the caregiver’s full name, or just the first name?
Similarly, when the caregivers see those open shifts, do you want them to see the full name of the client or just the first name? To be compliant with HIPAA regulations, many agencies choose to only show the first name.
The next setting determines how you see overnight shifts on the client and caregiver calendars.
If you select Overlapping, overnight shifts will appear like this
If you select No Overlapping, it will look like this
Do you want to have the client and/or the client’s informal support circle approve the shift from their client portal? If you do, you can enable that function here. Also, please make sure that the check out status above is set to Time Tracking Confirmed. The next boxes allow you to determine which person will be responsible for approving the shift.
Sometimes a caregiver goes to the same client frequently and doesn’t always check the list of tasks because he or she feels familiar with the client’s routine. If you check this box, the system will alert caregivers to any care plan update when it has been completed. That way, they’ll know that there is something new to do or a change to the regular routine.
Your payroll start day may be on Sunday, but you would prefer to have Monday as the first day of the week when you look at the schedule calendar, so you have your two weekend days next to each other. Use the dropdown menu to select which day will show as the beginning of the week in your schedule calendar.
Turning on the Shift Confirmation required from Caregiver button gives your caregivers the ability to confirm that they know that you have assigned them to a schedule, and that they are planning to be there. If you leave it unchecked, it will not be set in schedules unless you manually select it. If you tick this box, the option will automatically set when you create schedules.
If you have selected this option, how many hours prior to the shift do you want the caregiver to be reminded to confirm the shift?
The next setting allows you to know, prior to the end of the grace period, that a caregiver has not clocked in. For example, you may have set the grace period at the top of this page to 30 minutes, but you want to know if the caregiver hasn’t clocked in 10 minutes after the shift was due to start.
If you require client signatures for successful clock out, and you have some clients who would be unable to provide a signature, you can check the box to enable audio recording. This will provide the option for capturing an audio file from the caregiver mobile app.
Some agencies will provide staffing for facilities or even schedule longer shifts for individual clients that might require an unpaid break time. If you will have those, you will check this box, so your caregivers can record the type and number of minutes for the break they took .
If you do not want to capture race details for any of your clients and caregivers, you will want to uncheck this box.
Once you have completed the above settings, do not forget to click on Update.
