Employee User Guide. Shift Select. Learner Guide. Version 6.x

Transcription

1 Employee User Guide Shift Select Version 6.x Learner Guide

2 Copyright 2012 API Healthcare Corporation This guide is copyrighted by API Healthcare Corporation and all rights are reserved. This guide may not, in whole or part, be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written consent of API Healthcare Corporation. Portions of the information contained in this guide, respectively, are: Copyright 2006 Microsoft Corporation, One Microsoft Way, Redmond, Washington U.S.A.; Copyright 2005 Sax Software Corp.; Copyright 2005 Identify Software, Ltd., All rights reserved; TallPDF.NET and PDFKit.NET are Copyright TallComponents BV. All rights reserved; The Desaware Universal.NET StorageTools are Copyright 2005 Desaware, Inc. All rights reserved; Redistributable DLL files in the NetAdvantage TM.NET Windows Forms Controls are Copyright Infragistics, Inc. 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Trademarks ActiveLink, ActiveRoster, ActiveStaffer, Acuality, API Healthcare, api LaborWorkx, api software, inc., Applicants Navigator, Attendance+, Benefits Navigator, CalcEngine, DeductIT, e:hrstats, e:laborstats, e:stafferstats, EdStats, EdTrack, HR Navigator, HRStats, HRXpress, LaborStats, LaborVision, myhraccess, Payroll Navigator, Payrollmation, Position Control Navigator, ReportXpress, SecurALL, SecurStats, StafferStats, TimeCall, TimeID, TimePC, TimeStor, TimeView, WorkAgent, and the API Healthcare Logo and the api software, inc. Logo are either registered trademarks or trademarks of API Healthcare Corporation in the United States. The absence of a name or logo in the foregoing list does not constitute a waiver of any and all intellectual property rights that API Healthcare Corporation has established in any of its products, features, or service names or logos. 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3 Employee User Guide 3 Introduction... 4 About this Guide... 4 What Is ShiftSelect?... 4 Definition of Terms... 5 Getting Started Enrolling In ShiftSelect Logging in and Navigating within ShiftSelect Overview of the Menu Bar Overview of the Home Page Using ShiftSelect for Daily Activities My Calendar Viewing the Calendar Printing the Calendar Navigating the Calendar Calendar Quick Search My Commitments Requesting Shifts Retracting a Shift Request Using Search Features View Unit Schedule Changing My Profile Data Reset a Password from the Login Screen... 49

4 4 Introduction Introduction API Healthcare has always focused on partnering with our clients to position them to achieve identified organizational goals and outcomes through creation of an effective staffing strategy infrastructure. We offer SaaS-based, participatory workforce management solutions that are delivered quickly and generate sustainable ROI. Our commitment has always been to continued improvement of our software to assist clients in achieving optimal outcomes. About this Guide This document is intended for staff using the ShiftSelect software and contains instructions for all of the major functions an employee might perform within the solution. It begins with an overview of the software and provides step by step instructions on how to use the solution. If you come across a question that isn t answered in this guide, contact your Manager or Organization s Functional System/Application Administrator for help. A separate Administrator Guide is available for those responsible for managing ShiftSelect. The best way to use this guide is to read all of the introductory material, which will familiarize you with important concepts and terms in ShiftSelect. The rest of the guide serves as a training manual on how to use the solution. This guide can be printed out in its entirety, or click on any underlined links to go directly to the chapter or section containing specific information in which you are interested. This guide is also available to you under the program s Help menu header. What Is ShiftSelect? ShiftSelect is a Web-based software application that matches qualified healthcare workers with available shifts. ShiftSelect provides centralized, facility-wide access to both scheduled and open shifts throughout the organization. Features include: Intuitive, easy-to-use user Interface for all staffing and scheduling functions World class open shift management, including: o o o Skill-based matching of shifts to staff Multiple phase open shift posting: Shifts posted in this way can be initially restricted to specific staff members by criteria such as home unit, status, and seniority Customized alerts for shift awards, edits and cancels, as well as staff ability to set notifications for preferred shifts

5 Introduction 5 Robust incentive management, including affinity-based ShiftRewards R program Basic credentialing and census based targets. Definition of Terms The following is a list and description of the terms used in ShiftSelect. Some of these terms may be familiar and some are specific to ShiftSelect. Please read this entire section before moving on to the training section. It is important to note that all data in this guide are fictitious, and the data values defined by your organization will be different than those shown here. Hospital (or Facility) A hospital (facility) is the highest-level physical location in the organization. A hospital might be an actual hospital, but could also be a clinic, an outpatient center, a hospice, a section of an actual hospital, a stand-alone pharmacy, or even a group of buildings. A hospital will have many units/departments within it. Each shift is defined for a specific department/location and hospital/facility. Level of Care A level of care is generally thought of as a collection of like departments, and is used during position set-up, for filtering shift lists based on an individual s specialty, and for reporting. Examples of Levels of Care are: Maternal Child Health Surgical Services Med Surg Emergency Services Pharmacy Services. Unit/Location A unit/location is a unit or department within a facility, and is used during position set-up, for filtering shift lists based on an individual s home department or unit/location of the shift, and for reporting. Each hospital/facility can contain one or many unit/locations, and these are generally associated with a specific cost center. Staff member profiles use unit/locations to indicate the staff member s home unit, but this information does not automatically restrict the individual from requesting shifts in other units. Examples of Unit/Locations are: Labor and Delivery Operating Room 4 North Medical Emergency Department Pharmacy.

6 6 Introduction Job Titles A job title is a type of resource used to provide care and/or staff a shift. Examples of Job Titles are: RN, LPN, CNA, US Patient Care Tech, Surg Tech, Lab Tech, Pharm Tech CRNA, PA, Nurse Practitioner Paramedic Pharmacist. Positions and Shift Templates Positions are used to schedule and post shifts. Positions consist of the following components: Job title: The primary job title associated to the shift being posted (an RN shift). The position may also be offered to other job titles, for example, an RN shift might also be offered to LPNs Level of care: The level of care associated to the shift being posted (example, a Med Surg RN) Differentiator descriptor: A particular type of shift within a level of care requiring more specialized skills (example, a Med Surg Chemo RN) Minimum skills required for staff to see the shift: The minimum experiential skills a staff member must have in order to view and request, or be scheduled for, the shift (example, Med Surg or Chemo Certification). Once a position has been defined it can be used repeatedly to schedule and fill different shifts for various departments. A position can allow one or many job titles to work shifts created with that position. Shift Templates Shift templates contain all of the components that make up an open shift and are used to quickly and easily post open shifts. These include: Position Units/Locations that should have access to the shift template for use in posting the position Restrictions (if any) Phases (if multiple phasing is being used) Skills and Credentials.

7 Introduction 7 Skills are client defined experiential levels of ability and the list of skills is compiled at the time position configuration is completed in the system. Skills are a combination of the minimum requirements needed to view and request shifts and those that might differentiate one employee from another at the time of shift award. Skills can range from the very specific to the very broad, depending on how they have been defined within the organization. Some examples of skills might be: Med Surg Critical Care Telemetry ACLS Eligible for OR call Scrub Circulate. Staff can only view and request a shift when they possess the minimum skills defined for the position used to post the shift. Credentials are qualifications that prove authentication for a defined attribute. In ShiftSelect, credentials have an expiration date, may or may not stop the ability of an employee to be scheduled beyond that date, and may or may not also be defined as a skill. Some examples of credentials might be: RN Licensure Critical Care Competency ACLS ANCC Certification. Like skills, a credential may be valued as a minimum requirement for a position, which will allow only employees with that credential as current in their profiles to see shifts posted with that position.

8 8 Introduction The following diagram illustrates how the relationship between the skills and credentials defined for a position and those valued in the employee staff profile govern the ability of employees to see qualified shifts: Employee Profile Each staff member must have an active profile to view and request shifts and to be scheduled on the ShiftSelect core schedule. Profiles contain basic employee demographics and information about the staff member s home unit, level of care, FTE status, skills, and current experience. A profile completed by an employee during enrollment is in pending status until such time as it is activated by a system administrator, generally the manager of the employee submitting the profile. Employees with active profiles can view and request open shifts in any department for which they are qualified (based on the skills in their profile and those for the position used to post the shift). Other employee statuses include: Home unit only: the profile is active, and visibility into shifts is limited to the home unit/department of the employee as listed in the profile View only: the profile is active, and the employee can view all shifts for which he/she is qualified, however, shifts cannot be requested Inactive: the profile is no longer active, and the employee cannot log in to view and request shifts. Current Experience Users mark only current experience levels when completing profiles and managers have the opportunity to validate the accuracy of these values upon profile approval. Current experience is defined as the ability to perform the skill at this moment. It does not mean that the user was able to perform this skill in the past.

9 Introduction 9 The following current experience levels are available: No experience Less than 1 year One year or greater. When a position is built that requires one or more specific minimum skills, a current experience level must be valued for each skill required in order for that employee to see any shifts posted with that position. Positions are generally built with the minimum skill of less than 1 year current experience, but this may vary based on the individual skill and the position being created. Shift A shift is a period of time to be worked on a specific unit/location and date, and can be scheduled to, or requested by, staff with the required skills. An example of a shift is Med Surg RN, Unit 4E, General Hospital, from , with $10.00 bonus, on March 3, Each shift has a posted wage rate, and these are defined by the organization. The minimum time period for a shift is one hour. Typical values are 8 hours or 12 hours. On call shifts can be posted for 24 hours at a time. Many people can request a shift, but only one person can be awarded the shift. If more than one person is needed for a single unit/location at the same time, identical shifts will be created when the open needs are posted. Shifts can also be posted to span two or more sign-up phases. The first phase can be limited to certain staff members from a specific home department or facility, or who have a specific job title, level of care, seniority, or employee status. If no one requests the shift during that phase, subsequent phases can automatically open to a broader group of staff members. Single and multiphase shifts are created using shift templates containing all of the information needed to post these shifts. Shift Award Shifts can be requested by one or more individuals, but can only be awarded to a single individual. Shifts that are awarded to you (as well as those that are not awarded to you) can be viewed from the employee Home Page. Shifts can remain open to requests up to one hour before they begin, and this setting is determined by the organization during implementation. Shifts can be awarded at any time after they open, but it is best for managers to award all shifts prior to the time they close to new requests so that requestors are not confused by shifts that remain unawarded. Different actions take place when a shift is awarded. Some of these actions include: The person awarded is automatically removed from any other shifts with signup periods that overlap the time period of the awarded shift (you cannot be doublebooked).

10 10 Introduction An optional is sent to one or more of the following people: The employee who was awarded the shift; the manager of the employee awarded the shift; and/or the manager of the unit for which the shift was posted. Signup Period (Phase or auction) The signup period is the time interval during which employees can request a posted shift. At the end of the signup period the shift has been awarded to a single employee, automatically moved to a subsequent phase, or closed. A multiphase shift may have several signup periods before it is closed, as illustrated in the example below. A signup period cannot start before the current date and time and must end at least one hour before the actual shift start time. A system administrator, usually a manager, with the appropriate permissions can post shifts and set a future signup start date and time. Shifts posted with a future signup start date will automatically open to requests on that date and time. Shifts posted without a future signup start date and time will automatically open immediately upon posting. Users submitting requests for a shift can retract their requests until the time the signup period is over. A signup period (or phase) can have one of three statuses: Pending: the shift and signup period have been defined, but the signup period has not yet started. For example, the signup period will not start until next week. Active: the signup period is in progress and staff is able to view and request the shift. Closed: the signup period has ended and staff can no longer view or request the shift.

11 Getting Started 11 Getting Started This section helps you learn how to enroll (create a profile) and provides information about how to use ShiftSelect on a daily basis. Although many of the functions in this section are completed when you first begin using ShiftSelect and as you are just getting started, you might need to refer back to this section if you haven t logged in for a while or want to make profile or password changes. Enrolling In ShiftSelect A system administrator will provide you with the address to type in to the address field on your internet browser. In some instances, there may be a link from your facility intranet that you can use as well. When you have successfully reached the ShiftSelect site, you can save the site to your favorites so it will not be necessary to retype the address each time you want to login to ShiftSelect. To enroll in ShiftSelect: 1. Launch the web browser from the Start Menu and enter the address of your ShiftSelect site (or click on the intranet link provided by your facility). Do not use www in the address. The login window appears: 2. Click the button Click here to Enroll. 3. The first Profile screen appears. Enrollment takes only a few minutes, but please make sure you fill in all the required fields, which are marked with an asterisk (*).

12 12 Getting Started 4. Enter all of the information in Step 1 of the Profile Creation. This is the User Identification information and all fields are required. a. Enter your Employee ID (as directed by your organization). b. Enter a username. This must be only one word. No spaces, or any of the following characters are allowed: number sign (#), ampersand (&), percent sign (%), semi-colon (:), or plus sign (+). c. Enter a password. The minimum number of characters allowed is defined by your organization, and the password is case sensitive. The password entered must be only one word. No spaces, or any of the following characters are allowed: number sign (#), ampersand (&), percent sign (%), semi-colon (:), or plus sign (+). d. Retype the password for verification. e. Select a Security Question from the provided list. f. Enter the answer to the security question.

13 Getting Started 13 g. When all fields are complete click the Continue button. 5. The next step in profile creation is entry of data into the Personal Demographics section. Although only the First and Last name are required it will be beneficial for you to complete all fields. a. Enter your first name. b. Enter your middle initial. If your name is similar to others in your organization this could help distinguish you from other users. c. Enter your last name. Your full name shows on the Home Page when you are logged into ShiftSelect. d. Enter your mailing address 1 and 2. e. Enter the city where you live. f. From the list select the state where you reside. g. Enter your zip code. h. Enter your primary phone number and a secondary phone number. Indicated if these phones accept text messages by checking the appropriate box. i. Enter your address and a second address. j. Validate that your preferred method(s) of notification for last minute shifts are checked appropriately.

14 14 Getting Started addresses enable you to be notified about shifts awarded and shifts available. There are options for two addresses, one of which can be used to send a text message to a phone. 6. Enter Position Details information. Click on the arrow to view any lists and select the appropriate choices: a. The Hospital/Facility in which you work. b. Your home unit/department. c. Your primary Job Title. d. Your Level of Care. e. Enter the date you were hired. The year must be four digits (i.e. 2012). f. Enter your base pay rate. g. Your Employee Status from the list. h. Enter your FTE Status (e.g. 1.0, 0.9, 0.5 etc.). i. (Optional) Enter any information you feel necessary in the Comments field. j. If you DO NOT want to be contacted for last minute shifts, deselect the box, I would like to be called for last minute shifts. k. Click Previous to return to Step 1 of the Profile screen. Click Continue to go to the next step or Cancel to return to the login screen without saving any information.

15 Getting Started Step three in the profile creation process is defining your current experience by selecting each skill and credential that applies to you. Choose either Less than 1 year or 1 year or greater for all skills that you have. Leave No Experience selected for any skills that do not apply to you. Remember, you should only check skills that are CURRENT, and can be adequately performed by you at this point in time. Some of the skills may be off screen; be sure to scroll down and select all the skills that apply. 8. When all of skills have been selected, click Continue to move to the Credentials Screen. Here you will see all credentials on the list. Enter information only for those credentials that apply to you.

16 16 Getting Started 9. When all of credentials have been selected, click Submit to save all the information you have entered. Click Previous to return to the Skills screen or Cancel to return to the login screen without saving any information. 10. Click Done to return to the login screen. Logging in and Navigating within ShiftSelect Before you can log into ShiftSelect, your administrator or supervisor must approve and activate your profile. Make sure you have the address, username, and password for your ShiftSelect site. To log into ShiftSelect, do the following: 1. Launch the web browser from the Start Menu and enter the address of your ShiftSelect site (or click on the intranet link provided by your facility). Do not use www in the address. The login window displays.

17 Getting Started Enter your username and password into the ShiftSelect login screen, and then click Login. Be sure to use the same username and password you entered when you created your profile. The Home Page displays. The Password field is case-sensitive. If you are having problems logging in, make sure Caps Lock is turned off on your keyboard. The Home Page screen consists of two main areas; the top menu bar and the main content page. These areas are described in detail in the following sections. Overview of the Menu Bar After you log in, you will see the Home Page as shown in the previous section. The menu bar at the top of the screen allows you to access the various areas in ShiftSelect. The top menu bar consists of the following options: Home The Employee Home Page serves as the first point of contact for a logged in user. Sections contain information of interest, such as announcements from your manager and what shifts can be viewed and/or requested. Sections can be collapsed or expanded using the arrows next to each. My Calendar The My Calendar tab enables employees to view and request shifts, enter requests for time off and manage personal time via a robust set of configurable display options.

18 18 Getting Started Unit Schedule Employee view of the unit schedule is governed by a permission set at the unit/department level. If this permission is turned on for your department, you will see a tab labeled, Unit Schedule. The unit schedule is printed once a day and available for staff members to view at any time. The date and time the schedule printed displays on the screen. My Rewards (not shown) View your rewards both pending and past transactions. This choice is available to you only if your organization is using ShiftRewards. My Profile Click the My Profile tab to change your address, phone number, address(es) or password. Search Use search features to find shifts by entering a shift ID number, a specific date, or a day of the week. Employees can identify and save information about preferred shifts and can receive notifications when shifts matching their preferences have been posted. Help Contains links for additional support. A copy of this guide is available under online help. Logout Logout and exit ShiftSelect. Do not use the x button to exit ShiftSelect. Using the x button to exit the system can result in an incomplete log out, which means that someone accessing the computer after you will resume YOUR session! Overview of the Home Page The Home Page has the following areas: My Shift Summary View summaries of different types of shifts for your unit/location. My Commitments Track the list of hours made toward any commitments that have been set up for you in ShiftSelect.

19 Getting Started 19 My Calendar Select to view or print your calendar for a specified date. Announcements Read information posted for your by the ShiftSelect Application Administrator and/or department manager.

20 20 Using ShiftSelect for Daily Activities Using ShiftSelect for Daily Activities This section describes activities that you might do on a regular, day-to-day basis such as requesting shifts, checking the calendar, or searching for shifts that suit your needs, My Calendar Your calendar allows you to see all shifts for a selected timeframe, which can be one month, one week, one day, or just a list. You can see what days you are scheduled to work, which shifts have been requested and shifts that are open and may be requested. There are a number of display options that allow you to customize your view. You can print the calendar at any time or save it to a file on your computer. Setting the calendar options will determine how the printed calendar displays. If your organization allows you to, you can also enter requests for time off (Holiday, PTO, Vacation, etc.), personal events (haircuts, vet appointments, etc.), and alert your manager that you could be available to come in to work if needed ( call me if you need me ). Viewing the Calendar 1. To view your calendar, click the My Calendar link on the top navigation bar. Your Calendar displays with a view of the current month of shifts. Each shift listed is colorcoded to represent the following: Dark blue indicates a scheduled shift. Light blue indicates an awarded shift. Yellow indicates an on-call shift. Red indicates a Non-duty shift. Sage green indicates that the shift was requested, but has not yet been awarded. Bright green indicates a shift you are qualified for, but have not yet requested. Purple indicates a personal event you have entered on your calendar. White indicates a shift you have offered as available to work if needed. Your Calendar shows the following for each day: The times of the shifts (e.g., , , etc.). The department where the shift will be worked. Calendar Display Options Calendar display options allow you to control what shows on the calendar at any given time. The calendar is pre-set with certain default display options. Additional items can be checked by the user to show a customized view of the information on the screen.

21 Using ShiftSelect for Daily Activities 21 The Calendar Display Options allow you to choose: My Shifts: Shift Types Section Scheduled = shifts that employees have been scheduled to work (these may have been either manager or self-scheduled). Awarded = open working shifts that employees have requested and have been granted. On Call = shifts that employees have been scheduled as on call (these may have been either manager or self-scheduled), as well as awarded on call shifts. Non Duty= shifts that employees have been scheduled to not work (these may have been either manager scheduled or non-duty requested and approved or denied. Available= specific shifts for which employees have made themselves available (in the absence of a manager posted shift). Personal= specific personal events which employees have logged on their calendar (example veterinarian appointment, getting a haircut, etc.). Requests = shifts that have been requested by the logged in employee. All Shifts Section Qualified = Checking this box will display all shifts posted as Open the employee is qualified to view and request. Viewable shifts on the list are governed by which radio button is valued: All Qualified Shifts: Every open shift the user is qualified to view and request. New Shifts: Every open shift the user is qualified to view and request posted since last login. My Preferred Shifts: Open shifts meeting the search criteria set by the user (under Quick Search). My Hospital: Qualified open shifts that match the home hospital of the logged in user. My Level of Care: Qualified open shifts that match the level of care of the logged in user. My Unit: Qualified open shifts that match the home department of the logged in user. Self-Scheduling Section My Primary Shift = Filters self-scheduling shifts by the user s primary shift (as defined in the profile). Posted self-schedule shifts will display for the primary shift assigned to the user. If there is no primary shift assigned, or no self-schedule shifts posted for the primary shift, non-primary shift self-schedule shifts will display. Shift Times = Filters self-scheduling shifts by the times of other posted selfscheduling shifts.

22 22 Using ShiftSelect for Daily Activities Multi Request Shifts checkbox: enables the user to request more than one shift at one time. When the box is checked, the Request Shifts button will become visible, enabling to request all selected shifts at one time. The picture below illustrates a view of the employee calendar with only the DEFAULT display option boxes checked. Qualified shifts ARE NOT automatically displayed as one of the defaults.

23 Using ShiftSelect for Daily Activities 23 The picture below illustrates a view of the employee calendar with ALL of the display option boxes checked. Printing the Calendar Set all the display options according to what you want to see on your printed calendar page. Set the calendar date and select the view to be printed (month/week/day). What appears on the screen is what you will see when the calendar is printed, so be sure to set display options carefully before clicking the Print button. To print the calendar page: 1. When all display options and view settings are final click the Print button at the top of the calendar. The PDF print options window appears.

24 24 Using ShiftSelect for Daily Activities 2. Change any necessary settings and click Generate PDF to create a PDF of your calendar or Cancel to return to the Calendar page without printing. 3. You can elect to save the file to your local hard drive or open the file with Adobe Reader. If you get a download blocker message click on the message bar and then click Download File to allow the download and print the calendar Navigating the Calendar Use the date selectors to move to a specific date. Use the calendar view selectors to change the calendar to display all the shifts in a tabular list, one day, one week, or one month. Although one month is the default view when you select the My Calendar option, it is recommended that you set the display view to one week in order to make all shifts visible for the display options you set. Hover over any shift and a small window appears with the details for that shift; move the mouse pointer away and the window disappears from view. Double-click on any shift to display more details about the shift. Below is an example of the shift details of an awarded shift. Click the Close button when finished.

25 Using ShiftSelect for Daily Activities 25 To narrow the scope of what is viewed, select week or day from the calendar view selectors. The left arrow, right arrow and Today buttons enable you to choose which period you want to view in the Unit Calendar. Click the Left Arrow to view the previous day, week, or month. Click the Right Arrow to view the next day, week, or month. Click Today to see the calendar for the current displayed period (month/week/day). The current day will be highlighted. To see more of the calendar collapse the accordion view of the Side Bar (Display Options) by clicking on the two little arrows ( ) on the green dividing bar between the calendar and the Display Options. Click them a second time to reveal the Display Options panel.

26 26 Using ShiftSelect for Daily Activities Calendar Quick Search The Quick Search section is located directly below the Display Options, and allows the user to search for specific shifts and set shift preferences. Users can also set (or text) notifications to be automatically sent when shifts matching their preferences are posted. 1. To search shifts and set preferences click the Quick Search bar under the Display Options bar. The following screen will display: 2. Change/select any desired setting options and click one or both of the Save search criteria as preferred shifts or me when a shift with this criteria is posted options. 3. You can conduct an immediate search for shifts based on your preferences by clicking the Search button. My Commitments The My Commitments section is located directly below the Quick Search section, and allows the user to view and track their awarded hours against any requirements set for that employee status.

27 Using ShiftSelect for Daily Activities To view and track commitments click the My Commitments bar under the Quick Search bar. The following screen will display: Requesting Shifts Qualified shifts that an employee can view and request can be accessed from Shift Lists, My Calendar, Search or Quick Search. Certain shifts may be able to be requested as partial shifts, meaning a request can be entered to work a certain number of hours beginning at the start of the shift or ending at the end of the shift. To search for a shift on a specific date, see Using Search Features. Requesting an Open Shift From the Calendar 1. To request a single shift from the Calendar view, a. Click My Calendar from the menu bar b. Check the Qualified box to display open shifts for which you qualify. c. Under All Shifts you narrow your search to any one of the choices, such as My Hospital or My Level of Care. Your calendar will populate with the shifts available for you to request.

28 28 Using ShiftSelect for Daily Activities 2. Double click on the shift you would like to request. The shift detail screen will display for the selected shift. Click the Request this Shift button to request the shift. Note: If you believe being awarded this shift will result in overtime for you, be sure to check the box labeled, Check this box if award of this shift will put you in overtime. You can also add any comments that you would like your supervisor to be aware of when considering your request. 3. View the confirmation message and click OK. 4. Check the Requests box under My Shifts under Display Options to view requested shifts.

29 Using ShiftSelect for Daily Activities 29 Requesting a Partial Open Shift From the Calendar If your organization is set up to allow partial shifts the following instructions will step you through requesting part of a shift. You may request the displayed number of hours either beginning at the start time of the shift or ending at the end of the chosen shift. To request a partial shift: 1. In Calendar view, click My Calendar from the menu bar and select the Qualified box to display open shifts for which you qualify. a. Under All Shifts narrow your search to any one of the choices, such as My Hospital or My Level of Care. Your calendar will populate with the shifts available for you to request. 2. Double click on the shift you would like to request. The shift detail screen will display for the selected shift. Note: If you believe being awarded this shift will result in overtime for you, be sure to check the box labeled, Check this box if award of this shift will put you in overtime. You can also add any comments that you would like your supervisor to be aware of when considering your request.

30 30 Using ShiftSelect for Daily Activities 3. Click the Choose one list arrow and indicate the portion of the shift you would like to request Examples: The number of hours permitted to be requested as a partial shift is determined by your organization. Additionally, you must request part of the shift that either begins at the posted start time or ends at the posted shift end time. Requesting only the middle portion of a posted shift is not permitted. 4. Click the Request Part of this Shift button. 5. View the confirmation message and click OK. Requesting multiple shifts from the Calendar 1. Check the Qualified box to display open shifts for which you qualify.

31 Using ShiftSelect for Daily Activities Check the Multi-Request Shifts box at the bottom section of Display Options. 3. Click each shift you would like to request. The shift will change from Qualified to Multi-Req After selecting all the shifts you would like to request, click the Request Selected Shifts button. 5. The shifts will now display as requested. Requesting a Self-Scheduling shift from My Calendar 1. From the Employee Home Page, click the My Calendar tab at the top of the screen. 2. Posted self-schedule shifts will display for the primary shift assigned to the user. If there is no primary shift assigned, or no self-schedule shifts posted for the primary shift, non-primary shift self-schedule shifts will display.

32 32 Using ShiftSelect for Daily Activities 3. The Multi-Request shifts checkbox enables the user to request more than one shift at one time. To request multiple shifts, click on the Multi-Request Shifts box and then click the shifts you want to request. As you request each shift, the option on the screen changes from Needed to Self- Scheduled. 4. After you have chosen all the self-scheduled shifts you desire, click the Request Selected Shifts button. A confirmation message will display. Click OK. 5. The shifts display changes to denote requested self-schedule shifts. You will not be able to self-schedule more shifts than the maximum weekly hours determined by your manager. If you try to schedule more than the maximum hours you will receive an error message. Requesting an open shift from My Shift Summary (lists) 1. Shifts can be requested from the Home Page by clicking on one of the links in My Shift Summary. This section of the Home Page consists of a table with information about shifts broken down into multiple categories and the number of shifts that fall into each category. When clicked, each of these links will take you to a list of the specified shifts in that category.

33 Using ShiftSelect for Daily Activities 33 My Shift Summary screen A description of each category is as follows: Awarded Shifts: shifts awarded to you. Requested Shifts: shifts you have requested. Shifts Not Awarded: shifts you requested that were awarded to someone else. All Shifts: all open shifts for which you qualify. New Shifts: any shifts posted since your last login. In my level of care: open shifts for which you qualify that match the level of care as listed in your profile. In my hospital: open shifts for which you qualify that match the hospital/facility as listed in your profile. In my unit: open shifts for which you qualify that match the unit/department as listed in your profile. All Scheduled Shifts: all shifts that are scheduled for me in the current scheduling period. o o o o Productive: all scheduled working shifts. On-call: scheduled shifts that are on-call. Non-duty: scheduled shifts that are non-working shifts such as PTO, FMLA, jury duty, etc. Self-Scheduling Shifts: open shifts that are available for me to selfschedule into.

34 34 Using ShiftSelect for Daily Activities 2. Click on any one of the categories to display the list of shifts for that category. Click on any column header to sort the list by that column header The information below describes each column of the shift list: Shift ID: each time a shift is posted it is assigned a unique identifier. This shift ID can be used when searching for specific shifts or when troubleshooting issues. Shift Type/Subtype: denotes the category of the shift being viewed (open, scheduled, on call, etc.) and any subtype associated to the shift (charge, float, etc.). Position/Hospital: denotes the position to be filled and the hospital for which the shift has been posted. Level of Care/Location: denotes the service and department for which the shift has been posted. Shift Day/Date Time Duration: denotes the day of the week, date of the shift, time of the shift and total hours for which the shift has been posted. (Needs) Requests: denotes the number of requests already on the shift. Users can see how many users, but not who, requested the shift. (Needs) represents self-scheduled shifts and Requests represent open shifts. Wage: denotes how the shift will be paid. Regular (base) rate generally means employee base rate plus any applicable differentials. Any incentives offered for the shift will be displayed here. Points Bid/Award: (client configured on/off): if the organization is using ShiftReward points, the number of points available for shift request/award will be displayed.

35 Using ShiftSelect for Daily Activities Double-click on any shift to request that shift. The request window appears. 4. Click the Request this Shift button. The Shift request has been placed message appears. 5. Click OK to close the message and return to the list. The shift appears as requested and the number in the Requests column updates. This procedure can be repeated until all desired shifts are requested. Requesting a Self-schedule Shift from My Shift Summary (Lists) Self-Schedule Shifts can be requested from the Home Page by clicking on the appropriate link in My Shift Summary. When selected, this link will take you to a list of the open selfschedule shifts. 1. Log on, and from the Home Page, click on the Self-Scheduling Shifts button in the My Shift Summary section.

36 36 Using ShiftSelect for Daily Activities 2. View the list of shifts and double click the desired shift to open it. 3. Click the Request this Shift to place the request. 4. Note the confirmation message, and click OK. Employee initiated event entry using the Calendar Three types of shifts can be initiated by employees: personal time, available time, and requests for non-duty time off. The process for entering these events is similar to requesting an open shift except you must click in a blank portion of a calendar page date. The ability for staff to enter one or more types of employee initiated events is determined by your organization. Placing a Request for Non-Duty Time on your calendar Employees may be able to submit a wide variety of client-defined types of time off for approval. Some of these may be usual occurrences (such as PTO, vacation, holiday), and some may be more specific to an organization or department (such as Education, Seminar, Stay Late, Swap Request, etc.). Be sure to have the Non-Duty Display Option set so that you can see any non-duty requests that you have entered (or those that have been approved).

37 Using ShiftSelect for Daily Activities Click on the My Calendar link in the menu on the top navigation bar. The calendar view opens. Only the shifts that are scheduled, awarded, on-call, or non-duty will be displayed. This is the default view. Set the display options as desired. 2. Double click the blank calendar day for which entry will be made. The Request Detail window displays. 3. Select the type of request to be made from the available choices. The types of requests that can be made are determined by your organization. For non-duty time off, choose Non-Duty. The non-duty shift subtype list box will become active. Click on the list arrow and select the desired type of non-duty time. 4. Choose the date or dates for which you would like to make the request (hold down the <CTRL> key to select multiple dates). Check your PTO balance to ensure you have enough time to take. Validate that the times shown in the start and end time fields are correct for what you are requesting, and then click the Request button.

38 38 Using ShiftSelect for Daily Activities 5. Validate that what you have requested is actually what you wanted to request and then click Request. Your request will automatically be routed to your manager for action. If you have entered something in error, clicking Cancel will take you back to the request screen where you can correct the error and then resubmit the request.

39 Using ShiftSelect for Daily Activities 39 Placing a Personal entry on your calendar Placing a personal event on your calendar is useful in order to keep track of important occasions in your life. This type of event reminder is not visible to your manager. Be sure to have the Personal Display Option set so that you can see any personal events that you have entered. 1. To enter a personal event in your calendar, click the button next to the word Personal in the Request Detail box. 2. Enter the event title in the Event text box. This is the information that will display on your calendar (and be visible when the calendar is printed). 3. Validate that the date you are entering the event for is highlighted, and change it if it is not. You can enter more than one date for this event by holding down the <CTRL> key and clicking multiple dates. 4. If necessary change the Start Time and End Time for this request. 5. Click Request to make this request, validate that the information is correct, and click Request. Note that you must have the Personal box checked on your calendar display options to see that the event on your calendar. 6. The personal event displays in purple on your calendar. This is not a request and will NOT be seen anywhere but on your calendar. As the above graphic illustrates, this can be on a day with other events.

40 40 Using ShiftSelect for Daily Activities Notifying a supervisor of an available time Placing an available request on your calendar is useful if you would like to be called in on a particular date and time if there is a need for additional help, and currently no shifts are posted. This type of event notification is visible to your manager when he/she is looking for last minute help on that particular date, time and department. Be sure to have the Available Display Option set so that you can see any available events that you have entered. 1. To enter a shift as available to work click the button next to word Available in the Request Detail box. 2. Enter something to indicate your availability in the Event text box (example, Call me if you need me ). 3. Validate that the date you are entering the event for is highlighted, and change it if it is not. You can enter more than one date for this event by holding down the <CTRL> key and clicking multiple dates. 4. If necessary change the Start Time and End Time for this request. 5. Click Request to make this request, validate that the information is correct, and click Request. Note that you must have the Available box checked on your calendar display options to see that the event on your calendar. 6. The available event displays in white on your calendar. Your available notification has been placed and is visible on your calendar. You will be notified if you are needed.

41 Using ShiftSelect for Daily Activities 41 Retracting a Shift Request You can retract (cancel) a request for a shift any time before it is awarded to you. It will be important to retract any requests for shifts you are not able to work as soon as possible in order to avoid any of these being awarded to you. It is also important to retract any available, non-duty or personal events that no longer apply. Finally, if you have requested identical shifts and cannot work that shift, you must retract each one individually (there is no ability to retract each instance of an identical shift with one click). Retract a Request for an Open Need 1. From the Employee Home Page, click the My Calendar tab at the top of the screen. 2. Note the default view and display options that are pre-set. Note that Requested shifts ARE NOT automatically displayed as one of the defaults 3. Click the Requests check box to display requested shifts.

42 42 Using ShiftSelect for Daily Activities 4. Double click on the shift with the request you would like to retract, and click the Retract My Request button. 5. View the confirmation message and click OK 6. The shift no longer displays as requested. 7. The shift redisplays as qualified when the Qualified box is checked.

43 Using ShiftSelect for Daily Activities 43 Retract a Request for a Self-Schedule Need Once self-schedule shifts are requested, managers have the option to approve or deny these requests. If a manager denies a self-schedule shift request and the user has requested their maximum weekly hours, the denied shift must be retracted before additional shifts can be requested. A denied self-scheduled shift appears as Denied. 1. Double click on the shift and click the Retract My Request button. 2. The shift appears again as open to requests. Using Search Features To access search features, click Search on the menu bar. You can search for a shift by Shift ID to view the details of a single shift, or you can search by criteria such as a date range, location, or job title.

44 44 Using ShiftSelect for Daily Activities To Search For a Specific Single Shift: 1. Click the Search button on the top navigation bar to display the Search screen. 2. In the Find a Shift area, enter the Shift ID. 3. Click Find. To Use Specific Criteria To Search For Shifts: 1. Click the Search button on the top navigation bar to display the Search screen. 2. In the Search by Criteria area, select the criteria by which you want to search, and then click Search. A list of shifts appears. To sort the list, click a column heading to sort by that column heading. The following parameters are available in the Search by Criteria area. Shift Day: Search for a shift based on the day that the shift starts. Select multiple days, or all days. By default, all days of the week are selected. Specific Date: search for a shift based on specific date. Click the calendar icon and select the date to search. Shift Starts During: Search for shifts that occur during specified periods. There is one box for each of the three shifts during a 24-hour period. Sample values are Day, Evening, and Night. Selecting one or more of these boxes restricts the list to shifts taking place during the checked times of day. If a shift overlaps multiple time periods, it appears in the search results only if 50% or more of the shift time takes place during the selected time period.

45 Using ShiftSelect for Daily Activities 45 For example: If the system has been configured so that the Day time period starts at 7AM and the Evening time period starts at 3PM, a shift from 1-9 PM will not display on a search for Day shift shifts because only two hours of the shift occur in the Day time period. A search for Evening shifts does list this shift, as six hours of the shift (more than 50% of the shift length) occurs during the evening time period. Hospital: Search for a shift based on the hospital location. To select multiple hospitals, press the CTRL key and click the hospitals you want to search. Level of Care: Search for a shift based on the level of care. To select multiple levels of care, press the CTRL key and click the levels of care you want to search. Unit/Location: Search for shifts in a particular unit/location. The unit/locations are sorted alphabetically, first by hospital and then by unit/location. Job Title: For a shift based on the job title. Save this Search Criteria: Select this option to save the current entries and selections in order to use these for future searches. The next time the search page opens, the saved search criteria are already entered. me when a shift with this criteria is posted: Select this option to have an e- mail automatically generated when shifts meeting your preferences are posted. Depending upon the search criteria, search results show pending, open, or closed shifts Once the search is complete a list of shifts that fit the search criteria appears. If more than a screen-full of shifts exist a number bar appears at the top of the list to allow navigation through the list. Requesting a Shift From the Search List After a search has been performed a search and the list of shifts displays, you can request a shift to work. The default sort is the shift ID, but you can click any heading to sort in a different order. At the top of the search list is a legend for the icons in the second column. 1. Locate the specific shift you would like to work, check the status icon to make sure you are qualified, and click the shift ID of the shift you want to request. The request window opens.

46 46 Using ShiftSelect for Daily Activities 2. Click Request this Shift, Request Part of this Shift, or Request Identical Shifts (not shown). The option to request identical shifts will display when the selected shifts is one of a group of identical shifts. Always click the Request Identical Shifts button if it is available. Note the confirmation message. Click Done to return to the list or Go Back to return to the request form. View Unit Schedule Employee view of the unit (department) schedule is governed by a permission set at the unit/department level. If this permission is turned on for your department, you will see a tab labeled, Unit Schedule.

47 Using ShiftSelect for Daily Activities To view the unit schedule, click on the Unit Schedule tab to display the Schedule Period menu bar. Choose the desired scheduling period and type of paper (for display and printing) If you get a download blocker, message click on and then click Download File to allow the download: 3. The schedule will display. Note that display options are available to enable you to look at the schedule in the way you most prefer. 4. To print the schedule to a printer or view the schedule in a printable format, choose the PDF View button at the top of the page. Changing My Profile Data Employees with an active profile can change their demographic data and password at any time. Some organizations will also prompt an employee password change at specific intervals.

48 48 Using ShiftSelect for Daily Activities 1. To change your demographic data or password, click on the My Profile menu header. The Personal Demographics page displays. You can change any of the information above the green line in the Personal Demographics section with the exception of being able to upload photographs. Contact your manager if you notice that any of the information below the green line is no longer accurate. 2. Click on the Skill Competencies or Credentials links under Profile Options to view your skills checklist or credentials. These cannot be updated by the employee. 3. Click the Change Password link under Profile Options to change your password. 4. Enter the new password information in the fields provided and click Save.

49 Using ShiftSelect for Daily Activities View the confirmation message and click OK. Reset a Password from the Login Screen Employees who forget their password can reset it if the username and answer to the security question (chosen at the time of enrollment) are known. To Change the Password From the Login Screen: 1. Type in the web address or link to the site from the intranet. When typing in the URL (web address), do not use www in that address. 2. Click on the Forgot Password? Link. 3. Enter the new password information in the fields provided and click Reset Password.

50 50 Using ShiftSelect for Daily Activities You must be able to remember both your username, and the security question and answer you chose during profile creation. If you cannot remember these, your manager will have to reset your password for you. 4. Enter the new password information in the fields provided and click Save. 5. View the confirmation message and click Done.