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Revolutionize Your Mileage Management and Make Reimbursement a Breeze

One of the myriad ways we support our clients here at Compass is by giving them the freedom to choose how they spend their day. That freedom is afforded to them because their staff all have a vehicle to transport them to wherever it is they want and need to go. I know I wouldn’t want to be cooped in my house all day every day.

To make this service sustainable, we pay our staff a mileage reimbursement. It’d be nice if it were as simple as them telling us, “Yeah I drove 100 miles with my client, Frank, last month,” and we could simply key the reimbursement amount onto their paycheck. Unfortunately, not only do we need way more accountability and detail than that, but we also need that detail and accountability for the 500 staff supporting and driving our 200 clients. And furthermore, for a number of those clients, we need to be able to bill the Regional Center, sometimes in daily increments.

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QSP Tutorials: IHSS Weekly Cap

Just like setting a weekly OT cap for a client or worker, the same type of limit can be set up to manage how much IHSS a worker or client can be scheduled. The difference is that there are no security override options available. If a user attempts to schedule over the weekly IHSS cap, they are forced to modify the shift. No exceptions here. Each worker and client can have a custom cap that can be set up in their profile, after being initially set up in the SLS OT settings. The worker even has a special weekly IHSS dashboard that is enabled by selecting them as an IHSS worker in their HR profile. Check out how all this is done.

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QSP Tutorials: Weekly Worker Overtime Caps

This tutorial reviews the QSP SLS OT setting called Worker Overtime Weekly Caps which allows an agency to set up the amount of overtime they are allowing their users to schedule per worker. This weekly worker overtime cap can be customized per worker as well by going into the Worker’s profile and adjusting the overtime settings per worker.  QSP will then look first to see if there is an override value that is different that the default Application settings for a worker’s weekly overtime cap for SLS. Scheduling restrictions will warn or restrict certain security levels that try and schedule service hours over the set overtime limit. Watch this video to learn more.

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QSP Tutorials: Office Maintenance

If your company has other offices, you can use QSP to separate your operations, depending on what “office” means to you. Maybe you want to categorize clients and workers by Regional Center, or Payee type.  With other “offices” available, you will assign clients and workers to their appropriate office-type, which QSP will use to help organize your system and allow you to manage it more efficiently. Watch on to learn about the other outcomes of adding offices to your QSP.

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QSP Tutorials: Client Specific Trainings

A huge reason agency’s are successful is by pairing up the right worker with the right client. This is an art! Typically, this may involve training the worker to server that client. There are several advantages to documenting this training/connection/link. If you want to give workers access to QSP, but on a limited scale, then based on those clients whom they are trained with, they will only be able to view those clients. Another advantage is when searching for an available staff who is specifically trained to work with a client. QSP uses the Client Specific Trainings to provide you with a filtered list of options! Cheers to perfect matches!

 

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QSP Tutorials: Worker Set up for Scheduling

Just like a client’s profile set up, there are a few fields that need necessary data in order to have worker’s ready to be scheduled. Besides their name, Employment Position is required. Keep in mind that this field determines security access (if desired) to QSP. What is also important is to give the worker an applicable Employment Status, and in most cases, especially when just starting out with QSP, you want to make them “Active”.  The special check box that will actually have them appear on the calendars to be scheduled is the “May Provide Service?” option. This, in conjunction with employment status, is all you need. Not all workers, most commonly office workers, will need the “May Provide Service?” check box selected, unless of course they sometimes do, and want to be selectable in the scheduler. Happy scheduling!

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QSP Tutorials: Schedule Filters

Have you ever wanted to go back and look at an email, but you can’t find it because it’s buried amongst all your other emails? In those moments, I’m really glad that I can take a shortcut and use the search box and type in a few key words that I know are associated with the email.  Immediately, my options are filtered to make finding what I’m looking for more quick and easy. This same functionality is present throughout QSP, and this tutorial shows you how it happens in the Scheduling module to filter by: Office, Last Name, and Program.

 

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QSP Tutorials: Schedule Views

Depending on your perspective, you may like to view or create a schedule from an individual worker’s view, or from a client’s view. No matter how you choose to construct your masterpiece, the shifts will be fully linked to other other, given you follow the steps in this tutorial when building from the worker side. Even if you are making changes to an already complete schedule, no matter what “view” these are made from, they will update automatically so both calendars look the same.

 

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QSP Tutorials: Scheduling Security Application Defaults

Of course we trust our people, but how much freedom we give them can vary. In this tutorial, learn how to put security parameters in place that can prevent the intentional, or accidental, attempt to schedule around your application settings. The first application setting set up in this tutorial are to prevent someone from scheduling more than one staff with one client during the same period of time. The second app setting discussed is to prevent scheduling someone more than a 12 hour shift. With particular settings comes the option to override using the appropriate security level clearance. QSP’s Application Settings are ideal for customizing your user’s QSP experience to the structure of your agency. Securely onward!

 

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