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Introducing the Provider Diary

Mohammed Jamal Updated by Mohammed Jamal

Once an Express Booking is used to transfer weekly Schedule bookings into the weekly Diary, the Provider Diary becomes the central hub for managing a Provider's bookings. Diary entries are specific to a date and time, unlike Schedule bookings, which are assigned to a particular day of the week and time. The Diary highlights any deviations from the regular schedule, allowing for efficient management and resolution of scheduling conflicts. Diary bookings can be created via the Express Book process in the Provider Schedule, or added here in the Diary Schedule for an ad hoc booking for a specific date. 

Ribbon

The Ribbon at the top of the Diary page has a ribbon with two tabs.

Home Tab

The Booking button allows you to create a booking. See the Adding a Diary Booking article for more details.

The list of available scheduled enabled Providers are displayed in the dropdown based on your Security Profile and access levels. If there are more than twenty Providers available, you can search the list. It is also possible to set a default Provider by selecting the star icon. Each time the user logs into the screen, the Provider will be defaulted. To remove the default, deselect the star, or select another Provider to default to.

View Tab

The View tab allows you to enable the Grid view as well as zoom in and out of the grid.

Selecting the Grid option will display as follows:

Selecting Close from the ribbon will return you back to the Grid view.

Grid

On selection of a Provider, the grid will display all bookings for the current date. Unallocated bookings are displayed in red and take precedence at the top of each day over allocated bookings. The display colour for an allocated booking depends on the Booking Type. Bookings that do not overlap are consolidated into a single row.

The Provider Diary grid groups unallocated bookings at the top to ensure they can be easily recognised and managed. The left panel of the grid lists, by default, all staff per row configured for the Provider, based on Employment Contracts (the filter at the top can be changed to display the bookings for an individual staff member). 

Each staff row displays all bookings for the contract and their availability. For bookings with more than one staff allocated, the booking will appear in each staff row associated with the booking and, if unallocated, partially or fully in the unallocated row.

Changing the Date 

You can use the arrows, and the date drop-down to change the booking dates. The period of time is retained as the date is changed. The left and right arrows will scan through the next period of dates.

Contract, Team, and Hours

For each staff row, the Staff Name, Contract Name, Responsible Team and Contract Hours per Week from the Employment Contract are listed. 

The Hours field is a calculated field displaying the total number of booked hours for the week, by Contract Hours per Week. Depending on the Booking Type set up, the duration of the booking that counts towards the Contracted Hours can be configured in Settings > Care Provider Setup > Booking Type > Working/Contract Time Options. 

Working/Contract Time Options  

Functionality  

Count full booking length  

The full duration of the booking is included in calculations.  

Cap booking length  

The duration of any booking included in calculations is capped. When this value is set the Duration (minutes) field determines the amount included. 

Don’t include in “working” hours  

Is not included in calculations.  

The displayed colour indicates if the total number of booked hours for the week is over or under allocation. The hours indicator can inform Care Coordinators if they require more bookings for the contract or not. 

The week is based on the first date displayed in the Provider Diary. Therefore, is it essential to be aware of the number of days and when a booking is being added to the Diary as it may be for the next week. 

  • For Employment Contracts with the Types ‘Contracted’, ‘Salaried’ or ‘Hourly’ (specifically when the hours are not 0 or NULL), and the calculated contracted hours booked against the contract is: 
    • under allocation, it will be displayed as Allocated Hrs/Employment Contract Hrs (Period) e.g. 12/40 (w) red text 
    • over allocation, it will be displayed as Allocated Hrs/Employment Contract Hrs (Period) e.g. 52/40 (w) red text 
    • equal to allocation, it will be displayed as Allocated Hrs/Employment Contract Hrs (Period) e.g. 40/40 (w) black text 
  • For Employment Contracts with the Types ‘Hourly’ with hours value of 0 or NULL, and the calculated contracted hours booked against the contract is: 
    • over allocation, it will be displayed as Allocated Hrs/0 (Period) e.g. 52/0 (w) black text 
    • equal to allocation, it will be displayed as Allocated Hrs/0 (Period) e.g. 0/0 (w) red text 

Context Menu

It is possible to select multiple bookings using the Context Menu by right-clicking on a booking in the grid, and selecting Turn Multi Select ON.

With this enabled, you can select bookings in the grid. By doing so additional options will become active in the menu. It is also possible to Select All bookings.

Selected bookings are displayed with a thicker border.

Confirm/Unconfirm

For the purposes of paying your staff, you can confirm a booking has taken place using the Confirm option in the Context menu. If a mistake is made, bookings can also be marked as Unconfirmed.

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