Hands on Tutorial. Schedule-driven billing & payroll management software for Homecare companies

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1 Schedule-driven billing & payroll management software for Homecare companies Hands on Tutorial A quick tutorial guide that will help you to familiarize yourself with the power and intuitive simplicity that kantime has to offer V30 Copyright 2008 Kanrad Technologies

2 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach Welcome to the KanTime tutorial With this tutorial you will quickly familiarize yourself with KanTimes powerful client and caregiver management features as well as how to properly schedule a client with an appropriate caregiver This tutorial will cover the following Sections: / Adding clients Adding caregivers Scheduling clients with caregivers Approving timesheets Billing/Payroll please take some time to review the KanTime toolbar below: Main Tool bar Clients module: Lists all your Clients, add new clients, delete clients Caregivers Module: Lists all your Caregivers, add new Caregivers, delete caregivers Schedule Module: Displays an interactive calendar of the scheduled services Timesheet Module: Keeps track of timesheets, you can manually clock in and clock out caregivers, approve schedules Utilities Module: (not applicable in this tutorial) View training videos online at anytime Reports module: (not applicable in this tutorial) Contains a set of useful predefined reports Accounting Module: Create invoices, bill clients, pay caregivers Copyright 2008 Kanrad Technologies, Inc 2

3 Getting Started Tutorial NOTE: Be sure to use the close button in each screen instead of the browser X button Using and navigating KanTime When using kantime, it is important to use the kantime navigation controls because kantime is a session based application Using the Browser Back and Forward buttons can cause operational malfunction Most module pages will have A Close button to close the current window A Save and Update button A Save button Typically the close button closes a window that was invoked per your request The Save and Update button updates a change made to a specific area of the section you are working with The Save button, will save all changes To return to the Splash Home Page, click on the Home icon To return to the previous page, click on the KanTime Back button Do not use the X to close KanTime or log out, instead, use the log out button provided on the main toolbar Copyright 2008 Kanrad Technologies, Inc

4 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 1 Client General Information Client management is done completely through the Client Module to add a new Client follow the steps below: 1 2 Click on the Clients Module Click on the add new Client button Enter James A Smith for the name fields Enter any other information under the General info section Click save Fig1 Client General Information Tab The next step is to add additional preferences in the records section of the Client Properties We will add Client preferences, such as Non-Smoking, Okay with pets, light meal preparation etc These preferences are used as general search criteria when searching for Caregivers The preferences is a predetermined list of preference options To define the settings of the preference list, Please go to the next page If you do not see these options, it means that they have not been configured into the system administration page, please contact kanrad technical support for assistance: support@kanradcom Copyright 2008 Kanrad Technologies, Inc

5 Getting Started Tutorial Client Records 1 2 In the Client properties window, click on the Records tab Select YES for Non smoking select YES for okay with pets These settings will aid to match Caregivers that do not smoke and are okay to work with Clients that have pets Fig 2 Client Records Tab detail You have successfully created a new client with a basic set of preferences This is a basic new client entry The next step is to configure the Clients Plan of Care To configure a Plan of Care, please go to the next page 1 Copyright 2008 Kanrad Technologies, Inc

6 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 1 Client Plan of Care The plan of care is a defined list of available care options provided by your organization You can pick and choose the individual options for each client This is a necessary step because it helps to match a caregiver with the necessary skills to assist with the Clients needs Some samples of plan of care can be: Ambulatory assistance Assisted Bath Blood pressure measurements To add a Plan of Care: 1 2 Click on the Plan of Care tab in the client properties main window Click the Plan of care options for this client Click the Ambulate check box to enable all the ambulate options under Activities, Click on the Add button Click the Transfer check box, Click on the Add button Click Turn and Position, Click on the Add button Click Save when completed The Plan of Care is crucial for matching caregivers to clients You should always populate your new client with the Plan of Care options These options will be given to the Caregiver when he/she is ready to visit the Client Check boxes Click to add Newly added options Fig 3 Client Plan of Care Tab detail Copyright 2008 Kanrad Technologies, Inc

7 Getting Started Tutorial Caregiver General Information Caregiver management is done completely through the Caregiver Module to add a new Caregiver follow the steps below: 1 2 Click on the Caregiver Module Click on the add new Caregiver button Enter Maria Lopez for the care giver name section Enter the any of the rest of the information under the General info section Click save Fig 4 Caregiver General Information Tab The caregiver personnel Records tab allows you to enter additional information such as location codes and preferences that will be useful when scheduling the caregiver Click on the Personnel Records tab to access the Caregiver preferences Please go to the next page 2 Copyright 2008 Kanrad Technologies, Inc

8 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 2 Caregiver Personnel records The Personnel records allows you to add preferences for a Caregiver, such as no smoking or no pets, etc It is also the section where you can add Job Types or the Types of work category activities a Caregiver can perform A job Type is a general category name with a respective cost per hour or per job To enable Caregiver Preferences, click in the preferences button 1 2 A new pop up window appears Select YES for non smoking Select YES for okay with pets Click Update changes to save Next we need to define the Job Types As described earlier, a Job Type is a category of work Lets add a Home maker Job Type for this Caregiver, as you can see in the image below, there are more Job Types available that this Caregiver can perform In addition it also displays the rates per Job Type Fig 5 Caregiver Preference detail To add a Job Type, click on the add Job Type button 1 2 A new window will pop up Click the Private Job types check box Click Save changes Fig 6 JobTypes detail Copyright 2008 Kanrad Technologies, Inc 8

9 Getting Started Tutorial Caregiver Personnel records As you can see from the image below, the Job Types are listed in the Registered Job Types section These Job types will be the only options available for this Caregiver Now that we have added these options, scroll down to the bottom of the screen and click on the Save and update changes The importance of setting up Job Types is that when a Caregiver is assigned, and a schedule is created for the Client, a Job type will be selected If the Job types are not defined for the Caregiver, then it will not be possible to schedule the Caregiver for the client due to lack of information 2 Now that we have added the Client and Caregiver information let us move onto Scheduling please go to the next page Fig 7 Caregiver personnel records Copyright 2008 Kanrad Technologies, Inc

10 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 3 Scheduling Modifying, copy, and cancel Kantime Scheduling while powerful, is very easy and intuitive to use To schedule a Client follow the steps below: In the Clients Module, click on the newly created Client: James A Smith The Client properties will display At the bottom of the screen, click on Create Schedule A New window will pop up Payor source: select client pay Enter a start date of today Enter an end date of today Enter the start time: 4PM Enter the end time: 8PM Click the day of the week for the schedule by clicking the check boxes 11 Select the JobType: homemaker 12 The bill rate and pay rate will be auto populated 1 Finally click on the search button The search button will pop up a new Window which will help us find an appropriate caregiver please go to the next page Fig 8 Create New schedule Copyright 2008 Kanrad Technologies, Inc 10

11 Getting Started Tutorial Scheduling Modifying, copy, and cancel Once a schedule has been created, it can be: Modified: meaning you can change the days and time Copied: meaning you can copy this schedule and apply it again for another week, month etc Move: meaning you can shift the starting day to another future date Marked as missed visit Unscheduled the Caregiver Substitute a Caregiver Assign the worker multiple days For this tutorial, we will focus on: Modifying the time Delete a specific day in the schedule Cancelling the schedule To modify the schedule we just created in the previous section, click on the Schedule Module A calendar will display showing the single schedule we just created in the previous section After the calendar displays, click on the schedule, the modify schedule screen appears Fig 9 New Schedule detail Fig 10 Schedule details 3 Please go to the next page Copyright 2008 Kanrad Technologies, Inc 11

12 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 3 Scheduling Modifying, copy, and cancel Let us say that the client we just created wants to modify the scheduled time in the schedule, to modify the time settings for a schedule, click on the modify button 1 A new window will pop up very similar to the Create schedule window seen earlier in the tutorial 2 The new window displays all the information we set in the Create schedule process Modify the start time for the schedule from 8 AM to 8:30 AM Modify the end time to 9:30 AM Change the Job Type to Registered Nurse Notice that the Pay rates and Bill rates automatically change Enter in the comments: Client needs a registered nurse instead 8 In the date range section, leave as is Click save schedule 10 A window will pop up informing you to ensure that Bill and Pay rate is correct, click OK The 2 windows will close and the modify schedule window will re-appear displaying the new settings we have modified We have successfully modified the starting time and end time as well as the Job Type settings for this schedule Fig 11 Modify Schedule details Next let us add additional days based on this schedule Please go to the next page Copyright 2008 Kanrad Technologies, Inc 12

13 Getting Started Tutorial Scheduling Modifying, copy, and cancel Let us say that the client we just created wants to add additional dates to the schedule, to modify the date settings for a schedule, click on the copy button 1 A new window will pop up 2 The new window displays all the information we set in the Create schedule process Leave the start time for the schedule from 8 AM to 8:30 AM Leave the end time to 9:30 AM In the from date range period section, enter 12/18/2007 In the to date range period section, enter 12/19/2007 We need to skip the original day because its already scheduled 8 Click save schedule Click Copy schedule 10 the window will close and the schedule details window will reappear Close the Modify schedule screen and click on the Schedule tab, if Smith, James is not selected, click on the clients drop down box and select Smith, James As you can see the schedule has been augmented by the two days we added in the copy schedule section Fig 12 Copy Schedule details We have successfully added additional days to the schedule Next we will delete a day from this new schedule please go to the next page Fig 13 Schedule details 3 Copyright 2008 Kanrad Technologies, Inc 13

14 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 3 Scheduling Modifying, copy, and cancel Let us say that the client we just created wants to delete a scheduled date to the schedule, to modify the date settings for a schedule, click on the Schedule module tab, then select client calendar The Client Calendar will pop up Click on the 18th A new window will pop up with the schedule details window will reappear Click on the Cancel schedule button A new window will pop up Click on the cancel schedule on the new window A warning window will pop up Click OK Both windows will close and the calendar appears As you can see the 18th is no longer scheduled using the calendar is the best way to remove scheduled dates, as you can see in the cancel schedules dialog window, it displays a date range where you can cancel a non interrupted set of days as well Fig 15 Scheduled days Fig 16 Schedule details Fig 14 Cancelled Fig 17 Cancel Schedule details Copyright 2008 Kanrad Technologies, Inc 14

15 Getting Started Tutorial Timesheets Timesheets operate much like time cards for your Caregivers The caregiver checks in and checks out based on the scheduled time To approve timesheets, click on the Timesheets module, then select Client Timesheet 1 2 The Client timesheet will display Click on the check box next to caregiver to select all the available caregiver timesheets Click on the Check in selected Schedules button The Timesheets will be checked in Click on the check box next to caregiver again to select all the available caregiver timesheets Click on the Check out selected Schedules button The Timesheets will be checked out Fig 18 Timesheets Once the check in/out is complete, this schedule is complete The caregiver has worked the hours scheduled Remember, it works much like a clock in and clock out system Next we need to Approve the schedule In the same Timesheet window click the approve check box to select the timesheets we just checked in/out Approving means that we are ready to send these timesheets to the accounting module Once you have selected the Approve for all the timesheets, scroll to the bottom and click the save changes button Next we will begin the process of creating an invoice Please go to the next page 4 Copyright 2008 Kanrad Technologies, Inc 15

16 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 5 Accounting Billable Clients The billable clients section, under accounting, is the first step to creating an invoice to create an invoice follow the steps below: Click the Invoice client drop down box Select Smith, James Select Week ending date as the 23rd, because the 23rd falls on sunday which is the end of the workweek (11:59 PM is Saturdays end) Click on display The system will display a list of available billable clients Select the check box next to Smith James Click on the create invoice button A new window will appear, this is a confirmation window, click on the save selected invoices button Another window Will appear that shows the invoice number Fig 19 Billable clients We have successfully created an invoice Next we will add a payment to the invoice Please go to the next page Fig 20 Invoice Creation Fig 21Created Invoices confirmation Copyright 2008 Kanrad Technologies, Inc 16

17 Getting Started Tutorial Accounting Client Accounts Client accounts is the final step for billing, you can manage the invoices, add payments that can be applied to all invoices or partial payments to invoices At this point you have access to a very powerful tool Let us add a payment to the invoice we just created If you still have the last window open from the last section, click on Client Accounts If you do not, click on the accounting module and select Client Accounts To make a payment follow the steps below: Select Smith James Make sure the date range is within 12/11/2007 and 12/23/2007 This is to ensure we can see all available invoices You should see the invoice we created At this point we are looking at Smith James account Click in the make payment button A new window will appear Enter the payment as 2500 Select Cash Leave the date for today Since it is not a check, there is no need to enter check number Notice that the system will show Outstanding invoices that belong to this client: Smith James Select the check box next to the invoice Click the Save Payment button Fig 22 Ready to bill client We have successfully added a payment to this clients account please go to the next page 5 Fig 23 Apply Payment Copyright 2008 Kanrad Technologies, Inc 17

18 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 5 Accounting Client Accounts As you can see in the final display of Client accounts, the partial payment you added reflects in the account of Smith James We could have made a full payment, however the partial payment method introduces you to using the payment system in Kantime Fig 24 Final updated invoice For a more in depth review, please visit the on-demmand video training provided with your account Copyright 2008 Kanrad Technologies, Inc 18

19 Getting Started Tutorial Accounting Payable caregiver The Payable Caregiver service is a helpful service that compliments the Billable Clients servicehowever, the object of Payable caregiver service is to generate Payroll information This Payroll information can be generated in different formats, such as QuickBooks 2008 (timesheet hours only) Paychex generic format PCEntry generic format Millenium generic format Paychex preview generic format The Exported files for each service provider mentioned above is the default file type For QuickBooks 2008 Management of Payroll, please see the KanTime Quickbooks Integrator manual, or request information from your sales representative You can generate payroll at any time by clicking on the Accounting tab Module and selecting the Payable caregiver option 5 Fig 25 Payable Caregiver Copyright 2008 Kanrad Technologies, Inc 19

20 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 5 Accounting Payable caregiver If you have Open Timesheets, the system will warn you with a NO designation for Timesheets in the Payable Caregiver main window as shown below: Fig 26 Payable Caregiver To close out the open Timesheets, follow the steps below: 1 2 Click on the RED NO, a new window will pop up A Timesheets window will display Check in the completed schedules Check out the completed schedules Approve the applicable schedules Click on save and update Next click on the close button Fig 27 TimeSheets Copyright 2008 Kanrad Technologies, Inc 20

21 Getting Started Tutorial Accounting Payable caregiver Fig 28 Approved TimeSheets You have successfully updated and consolidated the open schedules for this pay period It is important to remember that much like an invoice, the Payroll generation is contingent on approved schedules, meaning, you must have approved schedules in order to create an accurate Payroll 5 Copyright 2008 Kanrad Technologies, Inc 21

22 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 5 Accounting Payable caregiver Once you have consolidated the open Timesheets, you can proceed to finalizing the Payroll It is important to remember that you must generate Payroll in KanTime in order to export Payroll information to the supported Payroll service provider file format Fig 29 Payable caregiver To generate Payroll, follow the steps below: 1 2 Select the caregivers ready for Payroll processing Click on Create Payroll A new window will open confirming the Payroll service action Fig 30 Created Payroll Copyright 2008 Kanrad Technologies, Inc 22

23 Getting Started Tutorial Accounting Payable caregiver A new window will display the created Payrolls chosen in the previous section You can continue to caregiver accounts or choose to continue When you continue to Caregiver accounts you can add adjustments to the payroll before finalizing the Payroll and marking it as PAID Fig 31 Created Payrolls Fig 32 Created Payroll Options PAID Payrolls locks the current Payroll and cannot be modified at this point, unless the payroll is deleted A new window will display the created Payrolls chosen in the previous section You can continue to caregiver accounts or choose to continue Next is Caregiver accounts 5 Copyright 2008 Kanrad Technologies, Inc 23

24 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach 5 Accounting Caregiver accounts When you continue to Caregiver accounts you can add adjustments to the payroll before finalizing the Payroll and marking it as PAID The Caregiver accounts service is very similar to Client Accounts Fig 33 Caregiver Accounts To Add an adjustments to a Payroll, simply click on the Caregiver name to bring up the Payroll details You can make adjustments in the details section When you have completed the adjustments and you are ready to finalize Payroll, click the MARK PAYROLL AS PAID button Copyright 2008 Kanrad Technologies, Inc 24

25 Getting Started Tutorial Accounting Exporting Payroll Exporting Payroll for supported service providers is simple Once you have generated Payroll, simply click on the Accounting Module and select Payroll export A new window will display the various export items available The file generated can be sent to the Payroll Service Provider Be sure to choose the correct pay period to ensure accuracy Fig 34 Payroll Export 5 Copyright 2008 Kanrad Technologies, Inc 25

26 Clients Schedules Timesheets Accounting Billing/Payroll A Process Approach For support or general questions please log onto your Kantime account, click on the Utilities Tab, select report a problem This method ensures that we have a trackable case number Copyright 2008 Kanrad Technologies, Inc 26

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