The Total Hours Report report is useful for if you need to quickly find out the total hours a staff member or a patient has been assigned to them over a date period.
You can download this report by going to "Reports" at the top of Civica Scheduling and then clicking on "Total Hours Report"
Once you click on it, you will see two date boxes for you to select the period you would like to view the total hours for.
Clicking on "Load Report" will then download an excel spreadsheet (.xlsx) with the information on.
When you open the report, you will see a cover sheet with some overall notes on how it calculates the total hours, you will also see two other tabs along the bottom, one for Patients and one for staff.
The total hours has been calculated and slit into separate columns to make it easy to see planned hours for the patient (Including the cancelled visits) versus the provided hours for the patient (Not including the cancelled visits).
You will also be able to see how many untimed/all day visits this patient has had; please note that untimed/all day visits will not be calculated in the total hours columns due to the nature of it being untimed or all day.
The staff members tab is very similar to the patients one; this will show all hours that have been planned in. If a visit has been cancelled but set to still pay the staff member then it will calculate it into the total hours.
When a visit starts within the reporting period but has a finish time outside the reporting period (e.g. overnight visits), the total hours for the visit will be included in the report. When a visit has a finish time within the reporting period but has a start time outside the reporting period then none of the hours for this visit will be included in the report.
- Does the visit span a payroll period?
The Payroll Report calculates total hours based on visits that have a start date within the set payroll period. This means that if a payroll period is, for example: 01/04/16 - 30/04/16 and you have a visit that starts on 30/04/16 and ends on 01/05/16 it will calculate the total hours for that visit because it had a start date that was within the payroll period.
If a visit had a start date of 31/03/16 and ended on 01/04/16, it will not be included on the payroll report as it does not start within the specified period.
Please note - this is a different way from calculating time on the job sheet or week view. These just total up the number of hours shown - Using the week view