Configure – List Configuration: Employees Workflow
The list configuration tool is found under the Configure Desktop. Each of the menu items within the employee section correspond to a tab or section within the employee record. This is where the selections within drop down boxes found in each of the corresponding desktop modules are managed.
Certifications: To add a certification, click on the add certification button and start entering a description. These certifications are associated with the client to enforce that any employee working with the client not only carries that certification but is also current with it. The "enable MAR check box" is specific to the implementation of the electronic Medication Administration Record (eMAR). With this checked, the system will ensure that the employee’s medication administration training (or similar type of certification) is valid and current before the administration of the medications can be documented under the MAR tab in the client record. If the certification is not up to date, they will not be eligible to document in the MAR. This is the same list that may have been configured under the clients section, since certifications may be assigned to both clients and employees.
Cost Centers: Cost centers are typically distinguished by physical locations so that information about each cost center can be reported separately. Cost centers are set up and established at the onset of implementation and should be determined by a collective group in management. They offer valuable reporting criteria in each package for clinical, billing, payroll and accounting purposes. Each cost center will have a code and the code is just a unique identifier for each one. The description of the cost center is what is visible in the drop-downs when assigning clients and employees respectively to their cost centers and when reporting. The state code is important for payroll purposes; mainly when services are provided in multiple states using multiple state tax tables. Finally, a check box is provided for marking a particular cost center as inactive. Of all of the menu items in the client section, this one is required in the initial setup, as when clients and employees are being entered into the system, the system requires a cost center assignment. This is the same list that may have been configured under the clients section, since certifications may be assigned to both clients and employees.
Credential Types: The credential types configuration allows users to restrict services based on specific credentials. By linking the credential type to particular state services, the set of services that any employee assigned to that credential type can provide can be controlled. This is useful at the scheduling level, so that a scheduler can only schedule employees for the services they are eligible to provide. This is just as useful at the notes, ensuring that staff are able to only write notes against the services specific to their credentials. After entering a description for the credential type, select the services specific to the credentials. Credential Types are then applied to the employee on the demographics tab of the employee record.
Departments: Configuring departments allows users to manage the different departments of an agency. When employees are assigned to departments, reports can be completed for each department accordingly. This can be especially helpful when trying to understand payroll cost per department. Complete the entry by entering a description and clicking on the save button.
Job Titles: Job titles are typically set up at the onset of implementation, but if an agency has enrolled for payroll services, job titles should be pre-configured within OnTarget Back Office. This will ensure that the job title is properly linked with the workman's class category. After entering a description for the job title, check boxes are available to indicate the basic role of the job title. Checking Caregiver allows all employees with that job title to show up in the caregiver drop-downs. This is critical for any scheduling, note-writing, billing or timesheet entries to take place. Supervisor indicates that the employees with this job title will be linked to the client as the supervisor for caseload purposes and/or to the employee for timesheet purposes. Approver indicates that the employees with this job title will be responsible for approving the notes.
Business Pay Types: Business pay types need to be set up if scheduling or timesheets have been implemented. Pay types are the mechanism for inputting non-billable time and possibly billable time on the timesheets. If payroll is being processed through OnTarget, then the pay type setup becomes even more critical, as pay types represent the various ways in which an employee gets paid. After clicking on "Add Business Pay Type", enter in a description that best defines the pay type. This is what users will see when selecting pay types to enter their time. Next, select the pay type setting. These settings will determine how the time is entered and calculated. For example, when hourly is selected, then a start/end time must be entered. But when Mileage is the selected, there is no time to be entered; rather units are entered in order to capture the number of miles traveled. Check the Pay Overtime box for each pay type that is eligible for overtime. Finally, users can control which pay types to allow timesheet users to be able to enter time against. This control is typically useful when the notes are the source of the billable time on the timesheets and therefore no billable time should be manually keyed. When this box is not checked, the pay type will not show up in the drop-down thereby preventing any time from being keyed. Pay types are configured so that the employee’s time is accurately reflected for payroll purposes. However, if neither timesheets nor payroll are being used and the pay types are only needed for schedules, then the setup can be more flexible and more descriptive with regards to how non-billable time is captured. Once the pay types have been configured, then the corresponding pay types should be added to each employee's record. This is done in the Employees Desktop in the employee record. See the "Creating Pay Types" section under "Timesheets" of the user guide for more information on pay types.
Pay Periods: Pay periods are especially important for timesheets implementation, as a particular pay period must be available in order for an employee to pull their time entered from notes to their timesheet. Pay period start and end dates should be entered. Pay period visibility can be toggled on or off in the system by clicking on the associated check box. Click on the update button to save the entry.