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July 2015 Newsletter – QSP is two, QSP Web Chats, Recent Fixes

Two Years, Too Quick

Leaving our toddler years behind!

It’s true! This month marks two full years in business for us! In July 2013, we sent our first brochure in the mail and made our first calls to communicate to California Service Providers who we were and our solution: QuickSolvePlus! Many of our current customers were on the receiving end then.

We’ve had tremendous growth these last two years, both in our product offerings as well as our business acumen. Did you know that since our inception, over 3,500 QSP users have created over ONE MILLION shifts for over 2,500 clients?!?! Can we do 2 million?

These last 12 months alone we rolled out QSMobile and QSClock for iOS and Android, as well as engineered an SLS OT tool!

We all must learn to walk before we run, and we are eager to continue to earn your complete satisfaction. Thank you for a tremendous first two years!

QSP University

Wait! QSP has a university?! Not technically. But, we do have a complete online Web Chat Curriculum Series that include over 7 hours of video that teach the basics of QSP! (*Diploma not included). You can access it at any time by going here: www.quicksolveplus.com/web-chats

Recent Fixes

  • Previously, when creating an SLS-Shared shift that conflicted/overlapped with another shift with the same staff and client, there was an issue with only part of the shared shift saving, and the linked part that conflicted with the same client and staff would not save. To solve this, any time an SLS-shared shift is created and one of the clients linked to this shift conflicts with the same staff and same client already scheduled, a prompt will alert you that the shift cannot be scheduled. Below is a pic of what the issue looked like from the Worker View, only showing one client initials versus two.

  • Client IHSS NOA History: There was an issue with entries not saving.This has been resolved.
  • QSClock Field Staff Created Shifts: The Split and Validate process has been cleaned up to allow for variations on when data is entered in the process.
  • Scheduler: There was an error message that users were getting when they woudl select multiple days, then unselect all but one day, and then go through the process of creating a shift. This has been resolved.
  • Overlap and Break Reports:  Shift validations for Previous and Next shifts have been added when editing a shift within these reports. Client name is now displayed in this edit shift screen as well.
  • Shifts with Missing Workers: Cancelled shifts were appearing on this report. This is now resolved

Check back for often for more updates!

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Utilities Series | HR and Client Notifications, Document Storage and MORE!

This QuickSolvePlus “QSP” Web Chat is part 2 in the U-Series which highlights the following features:

  • Human Resource Email Notifications
  • Client Email Notifications
  • Document Library
  • Document Tree

HR Notifications

Agency’s of Regional Centers have an important task at hand when it comes to reminding their employees to get certain requirements and training’s completed, especially when they are about to expire! With QSP’s automatic email notifications, you can set up an alert to remind you, and your staff about an upcoming expiration! Even setup multiple reminders with varying time intervals.

Client Notifications

Don’t let an ISP or POS expire unknowingly ever again. Use QSP’s automatic notifications to alert you and your team of the upcoming expiration. This tutorial details how these are setup, and can even include multiple alerts at any frequency you choose (ie 60, 30, 15… days before). The important thing to remember is that for each person you want to be alerted of these notifications, they must be added as a contact the appropriate client contact list. Just like HR notifications, these email notifications can be maintained within Utilities.

Document Tree and Library

In QSP, this is how you can store documents electronically. You can customize your folder system, and individualize access.

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Employee Series | Time Off Request, Paid Time Off, Rate of Pay, OT and More!

This QuickSolvePlus Web Chat is part 1 in the E-Series (Employee) which highlights these features:

  • Schedule preferences
  • TOR and PTO’s
  • HR Reports
  • Messaging
  • Status update
  • Rate of Pay history
  • Employee Specific Training
  • Hire Dates
  • Overtime

Schedule Preferences

In each employee’s Human Resource profile their preferred scheduling hours can be set up. This is helpful for schedulers to know when an employee can or cannot work, based on these preferences.

TOR and PTO

Time Off Requests (TOR) and Paid Time Off (PTO) can be set up per employee to identify the period of time when they are unavailable to be scheduled. This impacts whether a scheduler can schedule them within too, by restricting their availability based on the TOR. TOR’s can also be defined as PTO’s, which means that a Time Sheet will generate, as well as PTO hours to the payroll processing report.

Messaging

Within QSP a messaging portal exists to email workers in bulk. Filterable by office, the email will appear to come from the sender’s email address, not QSP. This is ideal for mass communication to team members.

Status Update

Determining an employee’s status with the company is important for how they are displayed throughout QSP. A typical employee is marked as “active”. Other status options include “In-active”, “suspended”, or “pending”.

Rate of Pay History

ROP’s will change, and QSP is designed to track the varying rate changes by providing a historical view. Employees also get paid different rates for different types of service that they provide. All this can be captured and tracked within the ROP history of an employee’s HR profile.

Employee Specific Training

From this section training and requirement specifications and expiration dates can be entered and tracked. For example, CPR and First Aid, Live Scan, Driver License, or Title 17 etc. Pre-employment requirements can also be setup to automatically alert staff and office personnel of expiring requirements so you’ll never be unaware.

Hire Dates

Proper hire date entry assists in QSP generating employee reports to the correct company. There is the option within each Employee HR profile to select if they are Hired by your agency, or currently work with a Temp to Hire agency. This determination aids in Payroll processing reports.

Overtime

If certain employee are allowed to work more overtime than others, that amount can be determined in their employee profile, which will output to the scheduler, ensuring they are not scheduled over their overtime allotment. Wage Order 15 is built in to QSP too.

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Schedule Series | Calendar, Time Sheet Printing and Emailing, Audit Reports and MORE!

This QuickSolvePlus “QSP” web chat is part three in the S-Series (Schedule Series) and highlights the following features:

  • Audit reports
  • Print and email schedules
  • Print and email Time sheets
  • Expanded calendar views
  • Publish calendars
  • Attendance tracking

Audit Reports

There are a handful of reports that can be generated from the Scheduler in order to audit a schedule: These include: Shift overlaps, Missing workers, and Shift breaks.

Print and Email Schedules

Communicate Schedules with options with the choice to either Print or Email Schedules to Clients and Workers. All from within the Scheduler you can quickly print one schedule at a time, or multiple. If logged into QSP and will be performing the emailing action, the emails will look like they came directly from you, not QSP. Don’t want to waste paper with printing, and some folks don’t have emails? Then give them access to view their schedules directly in QSP by using QSPMobile.

Print and Email Time Sheets

Detailed Time sheets can be email directly to the staff for a chosen time period. Time sheets can be printed individually or in bulk as well, or even emailed in mass!

Expanded Schedule Views

Tired of looking at a calendar for the entire month? Try the weekly view, or daily, or include the prior and next month!

Publish Calendars

Publishing monthly calendars is an optional practice that allows users to track any changes made to a published schedule. This is ideal for tracking attendance concerns.

Attendance Tracking

Must have the schedule published to utilize attendance tracking. If so, an attendance tracking report can be generated to show the shifts the have been adjusted post-publishing, and will give the applicable reason for the change.

 

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Schedule Series | POS, IHSS tracking, Mileage Tracking, Services Note and MORE!

This QuickSolvePlus “QSP” web chat is part two in the S-Series (Schedule Series) and highlights the following features:

  • POS and IHSS dashboard
  • IHSS and IHDP tracking
  • Filling holes
  • Cancelling appointments
  • Mileage tracking
  • Service notes, Schedules notes
  • Daily schedule view
  • Meal breaks

POS and IHSS dashboard

A beautiful feature within QSP is the ability to manage the utilization of a client’s POS from their Schedule! The POS Dashboard toggle allows you to manage multiple authorizations at once! It takes the POS (or IHSS NOA) value(s) from the Client Profile, in-conjunction with the service types the client receives (as you indicate under their Client Info 2 tab), and displays that information in their POS dashboard. The POS dashboard can be toggled between multiple authorizations to see scheduled utilization.

IHSS and IHDP Tracking

The IHSS reporting tool is helpful to see and communicate how many IHSS hours are being used, by whom, on what day, and with which consumer. This report can be viewed per client to see how many IHSS hours are being claimed for each worker, or it can be viewed per worker, to quickly see how their IHSS hours are distributed with each client. This report is easily printable.

Filling holes

As is the nature of the social services business, time is spent finding staff to work open shifts. Within QSP’s scheduler is a tool that will identify which staff are available during a selected time period, as well as if they are trained with the client.

Cancelling Appointments

As is typical with Independent Living Services (ILS), a client may cancel a scheduled appointment with their instructor. This can be easily labeled as “cancelled” rather than deleted completely from the schedule. This will allow that cancelled appointment to be hidden from view, but not deleted, so it can be referenced later if there’s a need to see how many times a client cancelled in a given month.

Mileage Tracking

Mileage totals as well as locations traveled to and from can be captured within the edit shift window from the Schedule of a worker and client. The info input here will be available in a mileage tracking report when needed.

Service Notes

This blank text field is used to capture service notes from staff about the task, goals, etc completed during their shift with their client. These service notes will generate to a Service Note Report that can be generated for a time frame that you choose within the month. SLS and ILS service notes are slightly different in their layout.

Schedule Notes

These type of notes can be input into a shift when needing to comment about a the scheduled shift. Whatever is input into the schedule notes field will display on the corresponding worker’s time sheet.

Meal Breaks

When creating or editing a shift, a meal break can be input into the shift as well. There is an application setting in the Utilities module of QSP that can be turned on or off to trigger a meal break from being processed on the payroll report and time sheets.

 

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Schedule Series | Creating SLS and ILS Schedules, Copy Calendar, Setup and MORE!

This QuickSolvePlus “QSP” web chat is the first of three parts in the S-Series (Schedule Series) and highlights the following features:

  • Client and Worker profile setup
  • ILS New Shift
  • SLS and SLS Shared shifts
  • Multiple and Reoccurring
  • Copy Calendar
  • Deleting Shifts

Client and Worker profile Setup

 

Each client and worker’s data needs to be setup correctly in order for the process of scheduling their shifts to work seamlessly. Client must have appropriate service type assignment, and worker must be active, schedulable, and have a employment position.

New Shifts

Shifts can be created from the Client View or the Worker View in the QSP Scheduler, one at a time, or in bulk. They are completely linked to each other. If a change is made to a clients schedule, the corresponding worker’s schedule will be updated as well.

ILS New Shift

The ILS new and edit shift window has a different layout than the other service types. If a client is setup to receive ILS and another type of service, a prompt will appear prior to creating a shift to ask for what is being created. The same prompt will appear if scheduling from the worker view, and with a worker that has an ILS ROP and another service ROP listed in their HR profile.

SLS Shared shifts

For those household situations where one staff serves two or more clients at the same time, an SLS-Shared service type can be used. This will reflect appropriately on the worker’s time sheet and payroll report, paying them hour per hour, not per client, and the schedule will show them staffed at all times.

Repeating shifts and Copy Calendar

For those shifts that happen consistently the reapting feature can be used. Or, a monthly client calendar can be copied to the next month(s). This saves a lot time from not having to recreate the same schedule each month.

Deleting Shifts

Shift can be deleted one day, one shift at a time, or they can be deleted in bulk.

Schedule and Remove Worker

Employees assigned to a shift can also be removed in bulk, and even re-assigned to another shift, instead of having to reschedule one shift at a time.

 

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