Once you have Security, Shifts and Sites configured, you’ll need to designate which services qualify for shift scheduling. Typically, these are daily services since the majority of services that you staff in 24/7 shifts are residential in nature.

1. Go to Billing → Services
2. Search for the service(s) you want to configure for shift scheduling and edit
3. Check the “Shift Scheduling” checkbox (bottom right).
4. Configure any applicable staffing requirements for the selected payer (optional). 

# of Staff Required: plug in the minimum number of staff required for the shift

# of Staff for premium rate: if a higher rate can be billed based on individual staffing requirements plug in the staffing requirements required for the higher rate

# of overlap hours for premium rate:  if the higher rate requires more than one staff for a specified period of time, plug in the minimum number of hours for the multiple staff.

All of these fields are used in validations at the scheduler – which means that you will get nice reporting alerting you when staffing metrics are not met.

An important note – If there are multiple payers, the staffing requirements can be configured per payer; the payer that is highlighted is the payer being affected. So if one payer requires 2 staff per shift and another payer requires 3 you’ll be able to comply accordingly.

Lastly, check the box Bill only with Head in the Bed when the selected service bills on where the client is at 11:59pm. When this is checked, the system will look at notes against this service and for any note that has an 11:59 end time, the note will get imported to billing once approved. Any notes that don’t have 11:59pm, so other shift notes for example, will not trigger the billing upon note approval. This is very useful when the client is on overnight therapeutic leave from the site and therefore the billing needs to be handled differently – since there would not be a note for 11:59 against this service, the integration to billing would be properly handled. That would require of course for the therapeutic leave code, when there is one, to be setup properly as well, depending on how and if billing needed to be generated for that leave time.

When it comes to services, the other thing to know  is that if a client receiving residential services is authorized for more than one service that is configured for shift scheduling then you can designate a default one for scheduling purposes. This is most common when a client has a therapeutic leave service along with their primary billing service. When scheduling you’ll most likely want to schedule against the primary service and only schedule therapeutic leave as needed or when necessary. Designating the primary as default will be the most efficient for scheduling purposes.

This can be done by going to the authorization desktop

Search for the desired client authorization

Check the “Default Shift Service” checkbox  at the bottom of window.