How to Setup and Use a Client Training Guide

Our recent update includes a new tool in the client profile that solves the training paperwork dilemma by creating a paperless training guide that uses electronic signatures and automatic data entry to ensure a quick and complete training guide process that saves you time and effort, and leaves you feeling confident and safe that your employee’s client-specific training documentation is accurate and up to date. Here are the step by step details of how to setup and use a client training guide in QSP and QSMobile.

Create the Master Training Guide

Under the Service Planning tab in a client’s profile is where you’ll find the “Training Guide” sub tab. The process begins by creating a master training guide. Trained employees will then sign their own employee-specific version of the training guide, which will include the signature of the trainee and the client. Once saved, this automatically creates a client-specific training record on the trainee’s employee profile.  At the very bottom of this tutorial are an explanation of the security permissions that need to be enabled to fully utilize this feature.

  1. In QSP, begin creating a master training guide by selecting “Add Master Training Guide”add master client training guide qsp software
  2. Then select the Training Type from the drop down menu. These are the same training types that are used in the Employee profile -> Client Specific Training (highlighted in red in picture 4a).
  3. Select “Include Medication Training Checklist” to have a default, standalone document be automatically created upon saving the Master Training Template ((highlighted in blue in picture 4a).
  4. Next, add the client’s training details in the 16 available text areas, highlighted in purple in picture below.

Adding Employee-Specific Copy of Master Client Training Guide

  1. Once the master training guide(s) has been created, an employee-specific copy can now be added. This can be done from QSP or QSMobile. From QSP, select “Add Training List” and then from the Training Guide drop down select the appropriate the master training guide. Once selected, all of its details will be auto-filled leaving 3 required signature fields at the bottom which will be filled out by the trainer, the trainee, and the client.
    1. client training list - qsp software
  2. Selecting the Trainee and Trainer’s name from the drop down menu will display their store signature. If no signature has been previously stored in their individual employee profiles, they can be manually added at the time of signing the training guide by selecting “Change Signature”.  The client signature will be automatically stored once it is entered for the first time after updating it via the “Change Signature” option.
    1. client training guide client signature - qsp software
  3. Once saved, this automatically creates a client-specific training record on the trainee’s employee profile that captures the name of the training type, the client name, the trainer and the training date.
    1. client employee training guide - qsp software
  4. You can also print a paper copy for your records!
    1. client training guide print

Client Training Guide Use in QSMobile

Watch this 4 minute video to see how to complete a employee-specific client training guide through QSMobile.

Client Training Guide Security Permission Setup

Ensure each security role has the new client training guide permissions properly set. Here’s a look at that setup which can be found in QSP under Utilities -> Security Maintenance.

  1. The permission “Client Service Planning Maintenance” first needs to have “Access” enabled
  2. The permission “Client Training Guide Maintenance” needs to be configured with the appropriate attributes to control setup and use of Master Client Training Guide. It’s recommended that case manager-type roles have full permissions here.
  3. The permission “Client Training Guide Employee Specific” needs to be configured with the appropriate attributes, and is dependent on “Client Training Guide Maintenance” having “Access” enabled. It’s recommended that field staff/leader-type roles have some access here.

How To Setup and Use Employee Schedule Preferences

Employee Schedule Preferences

Here are the 8 key steps to maximizing the use of Schedule Preferences

  1. Set Schedule Preference Security

    Check that the 2 permissions relating to Schedule Preferences are properly set for each Role. We recommend logging in as each Role to ensure that it is configured per your needs.

    1. Employee Schedule Preference Maintenance permission
    2. Schedule Preference Status permission
  2. Setup Schedule Preference Notifications

    This step is important if supervisors want to be notified when employees submit a Schedule Preference Request, and if employees should be notified when the supervisor has Approved or Denied that request. This setup is very similar to Time Off Request notifications and can be configured under Utilities -> Notification Maintenance. There are 3 total Schedule Preference Notifications that can be setup, as desired. The image in 2.2 shows how it appears in QSMessages and as a Text/SMS.

  3. Creating a Schedule Preference: Redesigned

    There are now 2 types of Schedule Preference types:  Unavailable and Preferred. We’ve also redesigned the steps to create a schedule preference to be much more intuitive. Once a Schedule Preference Type is chosen, select the Start Date, as well as Start and End time. Next, choose how often it will repeat (Weekly, Monthly, etc). Finally, choose the date it will end on. Depending on the permissions of the user adding a schedule preference, the Status may also need to be set. This can be done in QSP or QSMobile!

  4. Schedule Preference via QSMobile

    Schedule Preferences are just as easy to manage in QSMobile too. Schedule Preferences that are still pending approval will display as a red color, and those approved will display green, and those denied will display in gray.

    1. —-
  5. Schedule Preferences in Employee Schedule View

    All Approved Schedule Preferences also display in the employee’s schedule view by selecting “Show Schedule Preferences”. The “Preferred” types display with a white background and blue text, and “Unavailable” display with a white background and red text.

  6. Show Available Employees Only 

    We’ve included Unavailable Schedule Preferences to be applied when the “Show Available Employees” filter is selected in the edit shift window. This means that any employee that has an approved Unavailable Schedule Preference that conflicts with any portion of the shift being edited will have their name omitted as an available option.

  7. Conflict Warning

    If scheduling a shift with an employee that has an approved Unavailable Schedule Preference, a warning message will be triggered.

  8. Schedule Preferences Report

    We’ve made a nice report to capture employee Schedule Preferences Details. It’s found under Employees -> Reports -> Schedule Preferences. The selected date range will generate the Schedule Preferences that have a Start Date during that time frame. You can use the optional Preference Type and Status filters to pre-filter the data you want to see exported to Excel.

Thank you for taking the time to learn about Schedule Preferences in QSP!

Update: How to Use Custom Service Types | POS, ROP, IHSS and ISP

This update to QSP enhances and modifies how service types are used throughout QSP. Read the in-depth details of how it can work for you.

Application Settings: Custom Service Types

Whether you are vendored for SLS, ILS, Residential, CIT, ABA, FHA, PA or anything in between, creating and configuring your agency’s applicable service types begins in QSP’s application settings. These instructions will teach you how to setup your vendored services in QSP so they serve you properly.

Begin by going to Utilities -> Application Settings and select “Custom Service Types”. This is where you can configure the attributes for current and additional service types. Here’s a breakdown of each configurable option per service type.
Use – This turns on/off the use of this service type and it’s functionality
Billable – When enabled, the service type becomes an available option in the client profile where it can be further configured with a POS, etc
Payable – When enabled for a service type, the service type becomes an available option in the employee profile where it can be further configured with a Rate of Pay, etc. It also enables shifts that use this service type to be assigned to an employee.
Sub Code – This is an editable text field. Sub Codes can be assigned to a primary service type, and are then further configurable in a client’s profile. In the scheduler, sub codes behave like sub-service types, available when their primary service type is chosen.
Multi-Client – When this is enabled, the service type in the scheduler will allow for multiple clients to be attached to it
Mutli-Staff – When this is enabled, the service type in the scheduler will allow for multiple employees to be attached to it (currently disabled)
Rest Period – When enabled, adding a rest period becomes an option within the shift for the specific service type
Mileage – When enabled, adding mileage details becomes an option within the shift for the specific service type
OT exempt – When enabled, and if OT settings are configured properly, the service type will follow OT exempt rules
Obj Notes – When enabled, there’s an option within the service type-specific shift to add ISP objective service notes. The ISP objectives must first be configured in the client profile.
Serv Notes – When enabled, the Service Notes field is made available within the service type-specific shifts
Sched Notes – When enabled, the Schedule Notes field is made available within the service type-specific shifts
Serv Type Back Color – Choose the background color of the service type when it is used in the scheduler.
Serv Type Font Color – Choose the font color that will be applied over the chosen background color. It’s recommended that these contrast, so the font stands out apart from the background.
Exceptions – These default shift color scenarios will override the applicable service type color configurations: When a shift is unassigned (to either an employee or client) the shift color will be red. When a shift contains linked clients, the shift color will be gray.
Unchangeable – You cannot modify the names of these default service types in QSP: SLS, IHDP, ILS or PS. You can disable “Use” for any of these that are not applicable to your company

DDS programs_qsp app settings

How to Setup Services In a Client’s Profile

Service Types, Rates and POS Details

To add or update a service for a client, visit their POS tab in the client profile and notice the ‘Client Service Types, Rates and POS Details” grid. To create a new service select “Add”, and the Service Type Details will open up. From here, all service types that have been labeled as “Billable” in the Custom Service Type application settings will display. Select the appropriate service type from the Service Type drop down menu, and input any other applicable data as necessary. Select “Can Schedule” if this service type is to be an active and available service type in the Client View of their schedule.  This will also activate it for display in the POS dashboard in the Client View of their schedule.

client POS

IHSS Service Type

If a client receives IHSS services, simply add the IHSS NOA amount and it will activate the IHSS dashboard and the IHSS service type in the Client View of their schedule.

How to Setup Client ISPs

There are 2 types of ISP templates: Standard ISP Template and Objective Only Template. This explains the difference between the two, and how to get the most out of each one depending on the outcome you want to achieve.

Objective Only Template – This ISP template and it’s features can be used with any service type that has been configured in the Customer Service Type Application Settings with the “Obj Notes” option enabled. One of the primary outcomes of this template is for service notes to be written per ISP objective within the specific shifts that use the proper service type. The details below outline setting this up:

  • Creating a new Objective Only Template: To set this up select “Add Objective Only Template” and a new template is created.
  • Service Type drop down: Select the applicable service type. Only service types that have been configured for “Obj Notes” will be be available.
  • Start and End Date: The dates that are entered here activate the Objectives to display in the Scheduler within that time frame. If a shift is created after the ISP end date, the ISP objectives will not be available when adding ISP objective service notes to the shift.
  • Objectives: There are a default list of objective options in the Objective drop down list.  If you need to add a custom Objective to the drop down, select the Edit box to the right of the drop down field. This is a global tool, and adding or editing objectives here will add/edit for any other client records that use these.
  • Hours per week/Hours per month: Hours entered here will not show up anywhere else. They are for reference and planning only. Each hour entered in the Hours per week field is then multiplied automatically by 4.33 to calculate the total Hour per month. These are then totaled at the bottom, and are displayed next to the client’s actual POS for the service type selected.

ISP objective template_qsp scheduling software

Standard ISP Template – This ISP template is not dependent on any service type configuration. It can be created as needed per ISP component. It can also be printed as an ISP Progress Report per Service Component. There is also the option to “Show Medications” and “Show Doctor Visits” on the printed ISP Progress Report” too.

Standard ISP Objective tempate_client data management

How to Setup Employee Services

Employee Service Types & ROP Details

With this update, this step is required if you don’t already have this date entered. To add or update an employee’s base rate of pay and/or service details, visit their employee’s profile, and under the Employment Details tab, near the bottom, will be a grid section called “Employee Service Types and Rate of Pay Details”. To edit details of an existing entry, select the appropriate row and its Service Type Details will display below the grid. To add a new Service Type and/or Rate of Pay, select “Add” and Service Type Details will open up below. From you here, all service types that have been labeled as “Payable” in the Custom Service Type application settings will display. Select the appropriate service type from the drop down menu, and, if desired, add the Rate of Pay and its Last Changed date. Select “Can Schedule” if this service type is to be an active and available service type in the Employee View of their schedule. It’s important to note that assigning service rates to an employee’s profile impacts if the shifts displays in QSMobile and QSClock, if scheduled from the client view.

employee rate of pay

Activating IHSS

To activate “IHSS” as a service type that’s available from the Employee View of their schedule, select the “IHSS Worker” check box located under the Employment Details tab. This checkbox also controls the display of the employee IHSS Weekly Cap dashboard, if there is a weekly IHSS cap set for the employee.

IHSS worker rate of pay

 

If you have any questions about this update or these features, please let us know: info@quicksolveplus.com