Once the Client Schedule is created you can start to book visits. In Procura there are several areas where Unfilled and Filled visits can be scheduled. These areas are:
- Client and Employee Schedule
- Employee Day view
- Scheduling Planners
- Scheduling Groups
Wherever you choose to schedule visits from, many of the actions and windows are the same. They all involve the Visit, Employee Search and Conflict Checking windows.
Contents in this article:
Use the Filters in Employee Search
Schedule an Unfilled Visit
1. Double click on an Unfilled visit.
2. The Client Visit window will appear.
3. Check the following before your employee search:
- Order type. The order should be a Primary funder order not a Client Charge order. If you need to change the Order type, click on the Order number field and pick the correct one from the list.
- Visit Comments. For important information regarding the visit.
4. To search for an Employee, click on the in the empty Employee field.
The Employee Search window appears with every CHW in your department.
5. To make this list more manageable and relevant, use the Filters on the right hand side before selecting a suitable employee.
6. Double click on your best match employee > OK.
7. The Conflict Checker window will appear. Review and action any conflicts > OK.
8. The visit(s) have now been filled on the calendars and have been removed from the planner.
Use the Filters in Employee Search
It is important to set the appropriate filters to exclude employees who are not suitable, in order to find a best match.
| Filter | Exclude Employees who: |
| Availability | are unavailable during the specified time(s). |
| Check Labor Rules |
exceed the maximum or fall below the minimum hours specified in the labor rules.
|
| Check Do Not Sends | are marked as 'Do Not Send'. |
| Check Likes/Dislikes | don't match the client's preferences. |
| Check Service Reqs. | don't have the necessary requirements for the service. |
| Check Language | are not fluent in the client's language. |
| Specific Area | are not categorized as being in the specified area. |
| Has Visit History |
|
| Specific Status | don't have the specified status of Active or Probation. |
| Specific Category | don't belong to the specified employment category. |
| Specific Postal/Zip | don't have a specific postal or zip code. |
| Specific Gender | are not the specified gender. |
| Show Supervisors |
are not supervisors.
|
| Specific Sched. Group | are not in the specified scheduling group. |
Suggested Filters to Use
1. Area and/or Specific Sched. Groups. Start with these filters. This narrows down the employee list from the entire department to only the staff who are assigned to your scheduling area.
2. Check Do Not Sends
3. Check Likes/Dislikes
4. Check Service Reqs.
5. Check Availability > Search. The default search is Start and Stop based on the visit times. Use the other options in Availability if appropriate.
Schedule a Filled Visit
If you have previously assigned an employee to a visit and sent it to the planner as filled, the visit must be booked in order to display on the employee's schedule in Procura Mobile. Tip: Booking the visit from the Planner is less clicks!
From the Planner:
1. Rt. click on the filled visit > Book Visits..
2. Review the Conflict Checker and update the actions if required.
3. OK.
From a Schedule:
1. Double click to open the visit > OK
2. Save Changes
3. Choose Change this visit only or Modify ALL following visits > OK
4. Review the Conflict Checker and update the actions if required.
5. OK.