QSMobile Manual
We Make it Easy, You Make it Matter
Contents
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Installation and Configuration
Installation
To install QSMobile on Android device, click here, or search the Google Play Store for “QSMobile” or “QSP”. To install QSMobile on an Apple device, click here, or search the App Store for “QSMobile” or “QSP”.
Configuration
If this is your first time installing QSMobile, here are the steps you can expect to take to get the app configured appropriately. When opening QSMobile for the first time, you will be asked if QSMobile can use your location while you use the app, and you will also be asked if QSMobile can send you push notifications. We encourage you to “Allow” these requests as they will optimize your experience. Next, after you enter your agency-provided log in credentials for the first-time, you will get a one-time prompt that requests you confirm your username by press Yes. When you do so, you will directed to a list Company Code list. Please select and confirm your agency’s company code. This is also a one-time configuration.
Client Module
Your depth of access to the client module is reliant on the permissions of your security Role. Contact your agency’s administration for questions pertaining to client security access. Upon entry, you’ll see a list of the clients that you are permitted to access, and if they have pictures associated with their profiles, you’ll see those too. If need be, in the top right hand corner is an option to search for a particular client. This uses a Contains Filter, so you can type in any part of any name and it’ll the pertinent results. The menu to view available tabs is in the top left hand corner after you’ve selected the client. Client options include: Profile page, Contacts, Doctor’s visits, Medication prescriptions, Allergies, IHSS NOA/POS, ISP Objectives, and Documents.
Client Profile
Basic, yet important info is available on the profile landing page for your client. Don’t have their address or phone number memorized yet? No need! We’ve memorized it for you. Even date of birth, and last 4 of their Social Security Number are available when needed. Check out these cool actions that are available at your fingertips throughout the app.
Map Address – Selecting the “Map Address” icon will open up your device’s default navigation app with the location of the client’s address already pin-pointed!
Call/Message – When selecting the Home, Call or Other phone labels, you’ll be prompted to Call or Message that number. Selecting the appropriate action will open up your device’s default phone or messaging app with the number already populated!
Email – Selecting the email label will also open up your device’s default email app with the email address already already entered!
Rx’s
A great companion to any doctor appointment is a list of all your client’s medications and their full details! This view only access provides the right medication information at the right time. Jump over to QSP if you need to add or edit a prescription.
Add Image: You can also choose to upload or take a picture of a medication and attach it directly to a specific medication record!
IHSS NOA/POS
Gotta love these acronyms. This is just another way to view and edit POS or IHSS details. Did the authorized amount change? Update it here. Does the expiration date need to be added or adjusted? Make it happen, if your permissions allow it. Do you need a raise at work? We can’t help you there.
Documents
If you love paper, you’ll probably love viewing paper through a screen. Documents that are uploaded to a particular client’s profile in QSP can be accessed and viewed simply, without ever having to worry about a paper cut.
Employee Module
Your depth of access to the employee module is reliant on the permissions of for your security Role. Contact your agency’s administration for questions pertaining to employee security access. Upon entry, you’ll see a list of the employees that you are permitted to access, and if they have pictures associated with the profiles, hopefully they are smiling. If need be, in the top right hand corner is an option to search for a particular employee. This uses a Contains Filter, so you can type in any part of any name and we’ll find your match…..not that kind of match. The menu to view available tabs is in the top left hand corner after you’ve selected the employee. Employee options include Profile Info, Training and Requirements, Client Specific Training, Time Off Requests and Documents.
Employee Profile
Basic employee info is available on the profile landing page, whether it’s your info, or the info of an employee that you need to call to ask if they can fill a shift tonight (not like that ever happens too often). Check out these cool actions that are available at your fingertips throughout the app.
Map Address – Selecting the “Map Address” icon will open up your device’s default navigation app with the location of the client’s address already pin-pointed!
Call/Message – When selecting the Home, Call or Other phone labels, you’ll be prompted to Call or Message that number. Selecting the appropriate action will open up your device’s default phone or messaging app with the number already populated!
Email – Selecting the email label will also open up your device’s default email app with the email address already already entered!
Training & Req.
If your HR team are rock stars by keep up with employees and ensuring all their training and requirement details up to date, then you can confidently view those details. Your permissions may even allow you to update or add an item, and/or expiration date. If a record is out of date, your HR team will know what to do.
TOR
Time Off Requests (TOR), whether approved, pending or denied, will be on display here. If there are not TOR’s listed, well then a vacation is definitely needed. TOR’s can be submitted also if agency settings allow it. Check out this video to see it in action from an employee’s perspective.
Schedule
The Schedule is the primary module for all things related to client and employee scheduling, and the majority of scheduling tools that you have available in the QSP are also usable within the mobile app. Some scheduling functions that are not available, however, include: creating repeating shifts, and overtime exempt sleep shifts.
Upon selecting “Schedule” from the main page, you’ll be prompted to choose which scheduling perspective you’d like: Client View or the Employee View. Regardless of which view you prefer initially, you can always toggle to the other view. A list of employees (if employee view is chosen) or clients (if client view is chosen) will display with the option to Search for a specific name, using letters that are contained in any part of the name. Which employees/clients that display for each user will depend on how their security permissions have been set.
Schedule Overview
Regardless if you are looking at a schedule from the client or employee view, these items are still relevant. For more details on certain ones, click their link.
- Menu – When selected more navigation options will display
- Name (client or employee) – Not just a pretty
facename, selecting the name will reveal contact details! - Search – Not a real magnifying glass, but, if selected, will display list of employees/clients (depending on which view of the schedule you are in) if you desire to switch to a different schedule
- Add Shift – Click for more complete details on how to add a shift.
- Week View – Switch it up with a different schedule view
- Change Months – Back and Forward arrows help to toggle between months
- Day indicator – The large blue circle surrounding a specific date indicates which day has been selected.
- Shift summary – Small blue circles below dates represent a scheduled shift. The shift summary is revealed below the schedule.
- Next/Prior Day Shift Display – If a shift began the prior day, or ends the next, these dates help to reflect that reality.
1. Menu
The menu options vary slightly depending on whether you are in the employee or client view of a schedule. These are the menu options that shared:
- Home – Have you ever heard the phrase “ET phone home”? This doesn’t do that. Selecting it will bring you back to the main page.
- Employee View – This will bring up a list of employees to view
- Client View – This will bring up a list of clients you are permitted to view
- OT Tracker (Employee View)/Trained Employee (Client View) – See below for details
- Log Off – We recommend you always log off when not actively using QSP’s mobile app. A 30 minute idle timer, however, will auto-log you off.
Employee View Menu: Weekly OT Tracker
This feature gives a quick, condensed view of the employee’s weekly scheduled hours and any weekly overtime. To view these details for a particular workweek, first, select any day within that week, then open up the OT Tracker. You will see the total scheduled hour for the week next to “Scheduled”. You will also see “Hrs B4 Cap” which, if positive, shows the number of hours available before hitting the weekly overtime cap. If negative, it reflects the total hours already in overtime for the week. Note: The OT Tracker is set up based on your company’s overtime settings.
Client View Menu: Trained Employee
When this option is selected from a client’s view, a list of all employees who have been designated with a “training” for that particular client will display. Furthermore, when an employee’s name is selected from this list, you will be directed to that employee’s schedule. This feature could come in handy when searching for an available and trained employee for a particular client.
2. Personal Contact Details
To quickly see contacts details, simply select the name of the person whose schedule you are viewing. If viewing a client schedule, and the client name is selected, you will see phone numbers and address. Selecting a phone number will bring up the option to Call/Message. Selecting the address will use your device’s default mapping app to map the address. If viewing the employee schedule, and the employee name is selected, you will also have the option to Call/Message. If there’s an email address, selecting it will open up your device’s default email app with the employee’s email address populated as the recipient.
4. Add Shift
The Add icon is in the top and bottom right-hand corners of both the employee and client schedule views. First select the day of the month you’d like to create a shift, and then select the Add button.
New Shift Details
If adding a new shift from the employee view, that employee name is set in the employee name field. If adding a new shift from the client view, that client name is set in the client name field. It’s best practice to add details from top to bottom, left to right. These same details apply even if editing a particular shift, which is done by selecting it from the daily shift summary.
Service Type: A service type is required for a shift to save. The service types that are shown are driven by what is designated in the client/employee profiles.
Start and End Time: Use the time picker to easily select the shift times
Start and End Date: These are set automatically by which day was chosen. If the shift end time ends on the next day, the end date will need to be adjusted manually.
Add Mileage – Selecting this collapsable menu will reveal all the mileage options. The first choice is “Miles Driven” which are the total miles driven and it can be manually entered here.
From/Destination: These fields can be used to enter mileage specific details. If the location pin-drop icon is selected, the device’s approximate current location will be snagged. These mileage details will populate to the Mileage Detail Report.
Schedule Notes: This general text area can be used to capture notes related to the schedule. Any info entered here will generate to the employee’s timesheet
Service Notes: This text area is meant to capture notes related to the service provided during the shift. The notes entered here will generate to the Service Notes Report.
Linked Shifts
When any “multi-client” service type is chosen from a new or edit shift window, a link icon will appear next to the save button. When selected, it will bring up a list of clients. Selecting a client(s) name will then give the option to attach either a linkable service type specific to that client. Once saved, a linked icon will appear on the daily shift summary. Selecting the icon will reveal which client(s) are linked to that shift.
ISP Objective Service Notes
Certain service types may be configured to collect ISP objective service notes. This option is located at the very bottom of the shift window. Upon selecting the Add Objectives button, a popup will appear that lists all current ISP Objectives for the client for that particular service type (as set up in their client profile). Once an Objective is selected, a time must be entered that correlates with the amount of time spent with the client working on that objective. Service notes can then be added to describe the details. If the shift and objectives are saved, but the total shift time does not match the total time spent on objectives, a warning will alert you. Simply, edit the Objectives time(s) to equal the total shift time.
Deleting/Cancelling Shifts
It happens to the best of us. The need to throw a scheduled shift in the trash will occur and when it does, you can either delete it permanently, or cancel it. First, open up the shift. Second, in the top left hand corner select the trash can icon (or waste basket, if that’s your term). You will be prompted to either “Delete Shift” or “Cancel Shift” (or Cancel to dismiss the popup and not do anything drastic). Choosing to “Cancel Shift” will bring up the option to provide a reason for this cancellation. Once saved, the shift is removed from schedule, but a blind copy is still saved. Viewing cancelled shifts can be done in QSP.
5. Week View
Some times a bird’s eye, month view isn’t your preference. If you are looking for a new perspective to view a schedule, try toggling to a Week View by pressing the calendar icon in the top right hand corner of a client or employee’s schedule. The week view gives a Sunday to Saturday, 12am -12am, view based on which day in which week is selected. To return to month view, simply re-select the calendar icon.
8. Daily Shift Summary
In Month View, each day of the month that contains at least one shift will display a blue dot as an indicator that there are shifts scheduled. Selecting a day with scheduled shifts will reveal a summary of those shifts. All the same shift colors you may be used to seeing in QSP will reflect here, such as green for IHSS, white for payroll/billable types, blue for client doctor appointments, purple for client events/natural support, and burgundy for custom employee events. If a shift type has service notes already entered, a notepad icon will appear. The shift summary details also include shift time and dates. Note that the dates help to reflect when a shift begins or ends on a prior or next day. To see the details or edit a particular shift, simply select it.
IHSS/POS Tracking
If you’ve made it this far, then you have the appropriate permissions to view IHSS and POS tracking data for particular clients. To view a specific client’s dashboard, first choose between IHSS or POS Tracking. Then, select the client you wish to view. The dashboard will default to the current month and year, but those can be changed by selecting the appropriate drop downs.
IHSS: The NOA (Notice of Action) displays the total IHSS hours awarded for that month. “Scheduled” indicates the amount of IHSS hours that have already been scheduled for that month. “Total” is a percentage of Scheduled/NOA. “Worked” is the amount of IHSS hours presumable worked through today’s day (based on the schedule). “Not Worked” is a calculation of NOA – Worked. The second “Total” is percentage of Worked/NOA.
POS: The appropriate type of POS can be selected, but will default to a main POS for the client. The first row will show the name of that POS (Direct, ILS Monthly, etc) and the total hours available for that month. The rest of the rows are based on the same calculations as noted above with IHSS.
Mileage Counter
This quick tool is meant to show the total of all miles documented for an employee in a given month. The month and year can be adjusted via their appropriate drop downs. Mileage is entered into the “Miles Driven” field within each applicable shift.