Call the toll free number (ENTER YOUR NUMBER HERE) provided by the CareSmartz360 implementation team to check in or out of a shift. Once you dial the number, a voice will prompt you to enter your unique ID, followed by a pound sign. (ENTER CAREGIVER ID HERE) The following prompts will follow:

If Caregivers have an unread note present in their profile which is pending then it will played first after the Caregivers authenticate themselves. After playing the note, the system will ask the Caregivers to confirm whether they acknowledge the note and will ask them to press a specific key to confirm; it will ask the Caregivers whether the system should play the note again or not. After the Caregivers confirm the note, the following operations can be performed:

1# = check in for arrival
2# = check out for departure
3# = listen to your last five schedules
4# = listen to your future schedules
5# = listen to your tasks
6# = record a message
7# = end the call

After pressing 1# to check in, the system will then prompt you to either to:

1# = add expenses (when entering in mileage, it needs to be entered in as if there are two decimal places, i.e., if you need to enter in 13.4 miles, when prompted for amount, you would enter in 1340).
2# = listen to the task subject added in the schedule.
3# = go back to the Main menu.
4# = end the call.

After pressing 2# to check out, the voice will then prompt you to either:

1# = to add expenses (when entering in mileage, it needs to be entered in as if there are two decimal places, i.e., if you need to enter in 13.4 miles, when prompted for amount, you would enter in 1340)

2# = to confirm tasks one by one

If there are tasks available in the schedule, then after the check out and choosing this option, system will play the task subject to the caregiver and then ask caregiver to mark the task as completed or not completed. Caregiver can mark the task as completed by pressing 1# and mark as not completed by pressing 2#. If the caregiver chooses to mark the task as not completed, he/she needs to record the message for not completing the task and that message will be attached to the task as a reason for not completing it.

3# = providing family feedback

If caregiver wants to provide family feedback to the client/family member(s), he can also record a voice note and it will get attached to the schedule and client/family members can login into the family portal to view the feedback by going to the calendar and clicking on the respective schedule > and visiting the care history section.

4# = mark shift as injury free shift

If caregiver encountered any injury during the shift or the shift went injury free for him, he can also provide status of the shift after the check-out. After the check out, if caregiver press 4# then system would ask caregiver to mark the shift as injury free shift and press 2#, if he/she encountered any injury. If caregiver presses 2# then he/she needs to record a voice for the injury details which will be attached to the schedule and the message will be visible to agency and client/family members both. However, agency would have the option to hide the injury level details to show from client/family member side.

5# = back to the main menu

6# = end call

List of expense codes can be find out in the admin settings > scheduling > DDM - Scheduling > Expense Code. Admin can manage the Expense line items and their respective codes which will be used in the IVR for the use.

Task(s) can be entered manually in the Schedule. Open the schedule from client profile > go to tasks section and add new task.

Adding a task will require two sets of information.

  • Task Subject

This is the task subject caregiver can listen to in the IVR. He can then mark the task as completed or not completed after the check out. System will convert the task subject from text to voice and will play to the caregiver while checking in and checking out so that the caregiver can know what task he has to do in the specific shift (if added to the shift).

  • Task Description

Task details can be entered into this field.

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