Faq

Employees FAQ

Question:

 

How do I link a client with a particular caregiver?

 

Answer:

 

Open the caregiver's employee record, go to the Roster tab, click on the Add button, and choose the client that you want to add.  If you do not have access to the employee record, contact a supervisor or system administrator. 

 

Question:

 

How do I inactivate an employee’s record?

 

Answer:

 

Open the employee record and select the "Employee is Inactive" check box located under the Basic Employee Information section of the Demographics tab.  Once this is marked, the line item will be greyed out and taken out of the active employee list.

 

Question:

 

Once the employee's record is inactivated and it needs to be reactivated, what do I do?

 

Answer:

 

Go to the Employee Desktop and type the first or last name of the employee.  If the employee's name does not populate, the employee is inactive.  Next, go to the "Active" filter and choose "Inactive".  Click on the Edit Employee icon to open the employee's record.  Finally, click on the "Employee is Inactive" check box to un-check the box (Basic Employee Information section of the Demographics tab) and click on Save. 

 

Question:

 

How do I create a new user name for an employee in OnTarget Clinical?

 

Answer: 

 

First, you will need to create an employee record.  To create a new employee record, you will need to go to the Employees Desktop and click on the "Add Employee" button at the top of the screen.  Then you will need to enter all of the required demographics information for the employee and click on the "Save" button to save the employee record.  Next, you will need to go to Configure–>Security–>Configure Users.  Once there, you will click on the "Add User" button (top left of screen) and start by entering a unique user name.  Finish creating the user name by entering all of the required data fields and clicking on "Save".  Note:  it is important to enter the correct email address for the employee, as this is how they will receive messages outside of the system.  It is also important that you link the employee record to the user name at the "Employee" drop down.  This ensures that the user name is designated as an employee login.  Additionally, it is important for initial login purposes to choose a generic password (with the required symbols/numbers/letters/etc.) and click on "Require Password Change on Next Login" so that when the user logs in for the first time, they will be prompted to change their password.  Lastly, it is important that you link the user name with their associated cost center(s) and that you link them with their intended role.  Role assignment is especially important, because this determines the user's level of access to the program. 

 

Question:

 

An employee has been terminated from the company, how do I deactivate their user name and employee record?

 

Answer:

 

First, go to Configure–>Security–>Configure Users.  Find the user name that you want to mark as inactive on the left side of the window and click on it to make it active.  Then click on the "Inactive" check box (under the E-mail data field).  Click on Save.  Next,  go to the Employee Desktop, and search for the employee's record using the filters on the left side of the window.  Once you have located the employee's record, double click on the line item to pull up the record.  Next, under the "Basic Employee Information" section, click on the "Employee is Inactive" check box.  Complete the "Date Terminated" field.  Click on Save.  Note:  unless you set the user name as "Inactive", the terminated employee will still have access to the system.    

 

Question:

 

How do I best manage employee certification information with regards to completion/expiration dates and document uploads?

 

Answer:

 

Employee certification information is best managed by updating the completion/expiration dates to reflect the current status of the certification.  This is preferable to adding the same certification type with new completion/expiration dates.    By clicking on the DMS icon and uploading corresponding employee certification documents, a historical record of the documentation will be available if necessary.  Management of the completion/expiration dates for employee certifications is of particular importance for minimizing system validation warnings related to expired certifications.  

 

Question:

 

What is the purpose of the "Reports To" field under the employee demographics tab? 

 

Answer:

 

The "Reports To" field under the employee demographics tab establishes the link between a particular employee's timesheet and the approver of the timesheet.