You can access the Patient Week Planner by going to Patients -> Week Planner. You have the ability to filter information on this page:
You can select your Start Date (so you can select the middle of the week and view Wednesday - Tuesday if you prefer for example). It defaults to Monday of this week.
You can Filter for a group, Patient or service.
When you filter for a group you have the choice to filter by group based on staff member or group based on Patient.
Patient Groups - this will filter the Patients, so will only show those Patients' list if the Patient is part of that group.
Staff Groups - this will filter the visits you are viewing, so will only show the visits for those staff that are part of that group. If you choose staff groups, you may often see fewer visit listed for a particular Patient, this is because some staff may be members of a different group.
You can see on the right hand side of the screenshot above that there are a few different colours. The visits are colour coded depending upon their status:
- Blue - this is a regular visit, without any problems.
- Light Blue - the Patient is in a different group to the allocated staff member
- Dark Green - this is a double up visit.
- Light Green - this is a completed visit.
- Yellow - there is some kind of problem such as a clash, too many staff allocated, staff is untrained on the service(s), incompatibility.
- Red - this will show if the staff members is unavailable for that visit. Please note this could either be for a portion of the visit (e.g. for the first 5 minutes) or for the entire visit duration.
- Grey - this shows staff leave.
- Black - the visit has been cancelled.
Before you press the orange Allocate Staff button, all your visits will show as no staff allocated.
You can choose whether to show visits in full view
or compact view
You can choose the default behaviour in Account Settings
If it is switched on in Account Settings you can show the reason why a visit has allocated or not.
It will show in green if it is one half of a double up that has successfully allocated. It will show in yellow if there is a possible problem (on hover over will specify the reason) and will show in red if there is no default allocated.
Each visit on the week view is like a little card. There are a few options on each visit:
Details - this gives you a bit more information about the visit on the page.
View - this takes you to a page with a lot more information about the visit.
Edit - this takes you to a page which allows you to make a whole range of different changes.
Map - this shows the visit location on Google Map
Allocate - this opens up a window which gives you a range of contextual information to help you decide who to best reallocate the visit to, such as in the example below:
[+] Symbol - allows you to add an extra visit quickly
As well as showing information for each day, we also give you information and options under each Patient's name:
PDF Icon - gives you a PDF of the visits for that Patient for the week you are looking at.
Magnifying Glass Icon - gives you a large print PDF of the visits for that Patient for the week you are looking at.
Collapse Row - allows you to tidy that Patient away temporarily.
Total - This is the total length of the visits for the day.
Total (With Double Ups) - This is the total billable contact time for the day. So a 30 minute double up visit would count as an hour.
You can now enter an allocate mode, which allows you to drag and drop staff onto visits on this page. To do this, you need to click blue Allocate Staff wording, shown between the date header and the first Patient. You can see it here above the picture of Gilbert.
Once pressed you can remove a staff member from a visit by clicking on the little (x) next to a staff name on a visit. You can also drag a staff member name shown in the top banner onto any visit below.
Note in respect to total hours If a visit spans a week period then it will just total up the number of hours shown
e.g. visit 1 starts at 22:00 on 31st January and finishes at 08:00 on 1st February
Visit 2 starts at 22:00 on 7th February and finishes at 08:00 on 8th February
If you run off jobsheets for the period 1st February - 7th February then:
- visit 1 would show 8 hours on 1st February (ie 00:00 - 08:00)
- visit 2 would show 2 hours on 7th February (ie 22:00 - 00:00)
Please note - this is a different way from calculating time on the payroll or total hours report, which calculates the number of hours from the period in which the visit started - see Troubleshooting payroll