Agency Manager 4
0870 121 6741 sales@ictbureau.co.uk Welcome to the detailed brochure for ICT Bureau s flagship product: Agency Manager. An innovative and easily applicable solution for Home Care and Nursing Agency Providers. This brochure introduces some of Agency Manager s main features with screen shots. For a full explanation of how Agency Manager can work for you, we recommend an online demo or site visit. Current users of Agency Manager range from single person operations through to large multi-site providers. For further details, contact our sales team: 0870 121 6741 sales@ictbureau.co.uk And one final thing. after reviewing this brochure you could not be blamed for thinking that this must be an expensive product. however, our flexible pricing structure means that you could be paying as little as 47 per month for Agency Manager 4.
0870 121 6741 sales@ictbureau.co.uk Contents Introduction Client Records Worker Records Scheduling and Rostering Functions The Viewer The Planner The Matcher Timesheet Distribution Call Information Timesheet Processing Payroll Invoicing Credit Control Reports Technical Notes Methods of Obtaining Agency Manager Support Additional Software
Agency Manager is a fully developed leading software application for start to finish running of a Domiciliary or Care led Recruitment Agency. A fully integrated solution for business that takes you from Client booking through to credit control with intuitive user friendly operation. An established system in development since 1996, incorporates features that turn traditionally laborious tasks into One Click operations. Dynamic and intuitive Scheduling / Rostering System Integrated Payroll and Invoicing Matching tools for simple allocation Diary Features, monitor absence and holidays Integrated Electronic Care Plans Training and Compliance Monitoring and Reports Electronic Payslips and Invoicing Automatic Mileage Expense Calculation With a range of different purchase and lease options and the ability to build a system modularly, Agency Manager is a cost effective solution for single user operations right up to large multi-site operations. Graphical representations of availability and diary reports make it easy for users to see a pictorial representation of current, past and future events. Matching process allow users to easy match available Workers to available shifts. Features that allow the easy management of recruitment, retention and compliance of your Workers. Automatic notifications and reports so you can ensure your Workers are compliant with CQC standards. Fully detailed Client files that make it simple for users to access Client details and record information such as next of kin, review dates, care plan details etc. Automatic invoicing, payroll, BACS, Direct Debits, Management Reports and many more. Agency Manager enables your business to simplify traditionally difficult tasks, meaning that you can devote more time to concentrating on your key business functions.
Client Records The Client Records are organised in a easy to read format and information attainable in a One Click methodology. Information such as Doctor and Social Worker Details are easy to store and retrieve. Users that supply Care staff as a recruitment function to Care Homes, Hospitals etc are able to provide the database with information that greatly assists with the supply of temporary staff. Each record has its own individual system of notes and alerts to ensure that information is easily recorded and a flexible alert system notifies users that an action needs to be taken. Each record has enough fields to allow you to record all the information that you require for successful management of the Client. By grouping Clients into Branch, Booker and/or Area, users can take roster groups of Clients in the same database. A separate Next of Kin drop down allows for the recording and retrieval of multiple next of kin contact and relationship information. The Other Details and General Information tabs allow users to record all the relevant details. For users supplying staff as a recruitment function, the Set up tab allows for the customisation of shift times, mileage rates and others. Use of the Type field allows users to effectively split their Clients to sell their recruitment services more effectively. You can perform a number of additional functions from the Client screen. For example, particularly useful for Nursing and Domiciliary agencies is the ability to assign a Client with Excluded and Preferred Staff. This function is a feature of the matcher and rostering process. Codes can be assigned to Client records that allow a Nursing Agency user to create an effective marketing campaign. For the Domiciliary Agency, you can allocate a code that works with the matcher function. For example you can match a Client with specific training requirement.
Worker Records Worker records are organised with immediate to hand data, linked to further data useful for tasks such as ensuring retention and compliance. Like the Clients, each record has its own individual system of notes and alerts to ensure that information is easily recorded and a flexible alert system notifies users that an action needs to be taken. Each record has enough fields to allow you to record all the information that you require for successful management of the Worker. By grouping Workers into Branch, Booker and Type, you can easily manage different categories of Workers within a single database. Enter a Worker s grade to match the shifts and calls to the right grade. The Training and Compliance is an excellent feature that allows the user to visually manage all the relevant elements such as references, CRB s, training details etc. All completely configurable to the user s requirements. You can assign Area codes to the Worker records. Matcher and Roster functions allow users to filter available Workers that are willing to work within the relevant geographical area. Codes can be assigned to Worker s records. These allow users to match Workers to Clients by way of Code matching. Document Management system allows the user to merge common documents with Worker details and keep a copy of the document detailing the time and creating user. Great for ensuring your Workers have been issued essential documentation such as contracts.
Scheduling & Roster Functions The Scheduling and Rostering functions are at the heart of Agency Manager. ICT Bureau knows that despite all the whistles and bells, the most important aspect to our Clients is an effective and powerful system that allows users to easily place their workforce into the shifts and calls demanded by their Clients. The Agency Manager system is configurable, visual and totally intuitive. Allowing many concurrent users to work on the same Roster. It is very suitable for both Domiciliary Agencies and Nursing / Care Recruitment Agencies. Companies that provide both services find it easy to share a database or make use of the multidatabase feature. If you have Clients with regular calls or shifts, you can set them up in the Schedule. You can also place a regular Worker into the shift. Scheduled calls can be triggered from once per week to once per year. From the Schedule the user creates the Roster. The Roster is the list of all the shifts and calls. The Roster is created from the Schedule and then extra shifts and calls can be added and removed. The Roster can be viewed in a multitude of ways, for example, by Client, by time, by Worker, 1 day, 7, days, 14, days, 28 days, unfilled shifts, shifts with action alerts, and more. The Roster can be configured to automatically place alerts on each call or shift to monitor when users confirm shifts to ensure that there is an audit trail that can be followed. When it comes to filling your Roster, Agency Manager provides a range of tools to help. The Viewer The Viewer is the diary picture of your Worker or Client. When you place a Worker on holiday, or a Client in respite, the viewer shows you how the week looks. You can also have a look at the scheduled week for any Client or Worker, to see what they might normally do. Using the Viewer for diary management is linked to the Roster. For example if you place a Worker as sick, any shifts/calls that cover this period will be assigned as unfilled. By using the Viewer to effectively manage diary entries, users can automatically match up available Workers to unfilled assignments, effectively report on holiday, other absences, and Domiciliary Client respite. The Viewer will also show the user how many hours a particular Worker or Client has allocated. The One Click approach means that from the Viewer you can view, change and delete Roster entries.
The Planner The Planner is an invaluable tool to any Domiciliary Agency, especially if the Agency is providing short calls to Clients in their own homes. The Planner displays a pictorial view of all Workers and the calls that they are undertaking. Agency Manager allows you to configure time blocks, for example, morning calls from 7.00am to 11.00am. It then shows the percentage of time that calls are taking up for each Worker during those blocks. It will also show how many calls, and which Workers have an hour, 30 minutes or 15 minutes available. This means office based staff can see which Workers could be assigned more calls, or perhaps which Workers are being overstretched. Each block links in One Click to the viewer screen for further information, from there calls can be allocated or altered as necessary.
The Matcher The Matcher is a great tool for both recruitment led Nursing & Care Agencies and Domiciliary Agencies. Users utilise the viewer to enter in a Worker s diary of availability. The Matcher then takes an unfilled shift or call and then locates the available staff, taking the guesswork out of placing available Workers. With a number of useful filters, you can match the available Workers by their grade, areas worked and even the match codes required. Easily see which Workers are preferred by the Client. You can view the available Workers, the potentially available, the Workers that have told you that they are unavailable and the ones already working. It will even show you how many times the Worker has previously attended that particular Client. The diary process for the Matcher allows two lines of entry. Primarily, whether a Worker is available from week to week, and then a normal week, whereby a Workers regular week can be entered. For example, if a Worker is usually available on Tuesday evenings, then this can be entered. If there is no availability in this week, then the matcher will look at the normal week. The days of spending several frustrating hours working out who is available for work on paper are gone with the user friendly Matcher system.
Timesheet Distribution and Call Information By now you have got your Clients and Workers, entered the Client schedules and noted the Worker availability. You have made the weekly roster, and used the Viewer, Planner and Matcher ensuring everything is covered. You now might want to give your Workers a detailed list of their work. Especially useful for Domiciliary Agencies with lots of short calls. The Timesheet distribution system gives each Worker a detailed list of their calls, and any information that you may want to provide for the call to supplement your care plan. The days of Workers ringing the office to find out where they are going next are behind you. Agency Manager provides users with a range of information designed for the Workers and supervisory on call staff. Detailed Timesheet, with work detail from schedule and roster, Client signature. Roster report by Client Roster report by Worker There are numerous reports available to enable you to choose the combination to best assist the business. These are a few examples Comprehensive report for Supervisors / On Call Staff
Timesheet Processing Once the Workers have completed their calls and shifts, then you can start the timesheet processing. Agency Manager allows you to set up an unlimited combination of pay and charge rates separated by Grade, Time\Date Band, and Rate Group. Once the completed timesheets are ready for processing, then the Timesheet process is started by importing the roster into the electronic timesheet processing. This is One Click operation. From there you can confirm the shifts and calls either individually or in bulk. You can add mileage or separate sundry payments for payroll and invoicing. Users of the Payroll system also create the scheduled payments of SMP, SSP etc from here. Another One Click operation. If you have separate pay and/or invoice rates for different time periods, Timesheet processing will even split the shifts that cross the boundary. For example if you have a shift from 6pm to 10pm and you have a day rate up until 8pm and then a night rate from 8pm onwards, Agency Manager can be configured to automatically recognise this and split the shift into 6pm to 8pm and 8pm to 10pm, applying the different rates as required. If you use the payroll and invoicing module, then you ll benefit from being able to enter notes into the timesheet entry that appear on invoices and payslips as required. Once Invoicing and Payroll have been processed, then you can visually see which calls and shifts have been processed, and each timesheet will show you which payroll week it was paid and invoiced, and even the invoice number where it can found. Fast Relational Database technology allows you to quickly filter to see single Client, Worker combinations and other useful filtered data.
Payroll Unlike the majority of the competition, Agency Manager features a full integrated Payroll function. This is not just a gross payroll calculation that is advertised as a payroll feature. It is a complete system that not only calculates net payrolls, but provides payslips, P45, P60 etc, holiday pay, SMP, SPP, SSP, student loan deductions, and all the other functions you would find on a dedicated payroll system. The ease of the processing from Schedule entry to Payslip is an exciting essential for companies looking to maximise the efficiency of the back office functions. Once the electronic timesheets have been confirmed, then the processing the payroll picks up the relevant calls and calculates the payroll for each Worker. All that it is required is the compiling of payslips, and then you can even export net pay for automatic BACS processing. Cut your payroll processing time significantly with Agency Manager. Workers tax details and bank details are entered in with intuitive screens that allow easy logging and tracking of those all important payroll functions. A great feature of the Agency Manager system is the Holiday Pay function. Calculating holiday pay for variable hour Workers is always arduous, but with a system linked to a Workers exact hours of work, it is an easy One Click operation. There are a number of holiday pay calculation methods that can be applied depending on factors such as whether it is an employee or agency Worker, and of course, Client preference. At the end of the year, you can file your P35, P14 s etc online from Agency Manager. The ability to make regular additions and deductions such as administration fees etc is built into Agency Manager s extensive Payroll function. Payslips are detailed, listing all calls and shifts. This saves inordinate amounts of time with any subsequent payroll queries.
Invoicing and Credit Control Much like the Payroll system, the integrated invoice system works from the electronic timesheets and streamlines the back office invoice and credit control process. Invoices can be created singularly, or by batch. They can be printed in the same manner. The Client setup allows for multiple Clients to be invoiced to a single account, especially useful for when the requirement is to invoice multiple private Clients to a Social Services Department or PCT. Multiple invoice formats can be configured to provide full line by line detail, weekly totals, or perhaps a combination. Once your invoices have been produced and sent out, then you will want to ensure that you have good control over collection. To achieve this you ll need a good credit control program. Agency Manager has an integrated full credit control system that benefits from being directly linked to the invoices, payroll, timesheets and schedules. With Agency Manager you make payments, refunds and allocations to invoices through simple One Click operations. Making keeping track of what is outstanding easily accessible. You can print batch Statements, and even automated reminder letters. Ledgers are easy to view and print, payments, refunds and allocations easy to track.
Reports With any fully functioning software of high calibre, you would expect to be able to pull out the information that you require to operate your business. Agency Manager does not disappoint. The Roster, Payroll, Clients, Workers and Invoicing functions come with a stacks of reports included. For example: Client Lists Report Worker Lists Schedules Worker Hours Analysis Roster Listing Worker Availability Hours Booked Analysis Payroll Summary Sickness BACS Report Holiday Unfilled Assignments PAYE / NIC Report Holiday Pay Client Preferences Timesheet Report Excluded Workers Invoice Summary Compliance Reports Outstanding Invoices CQC AQAA Statements Client Notes Aged Debtor Worker Notes Ledger Report Incident Report Codes List Payments and Refunds Client Details Plus more.. Worker Details CRB Report Training Report Performance Analysis Shift Counter Gross Margin
Technical Notes Agency Manager is designed to run on Windows Platform PC s. The database uses Microsoft SQL Server. Agency Manager is fully compatible with the SQL Server Express version of the database meaning no extra license fees. Microsoft SQL Server is a powerful database that far out performs the traditional desktop databases such as Access. For Clients with no technical expertise on site, or IT firm support, ICT Bureau offers an additional hardware solution for hassle free installation. Database security is configurable in both Windows authentication environments, and those with more modest IT resources. Agency Manager operates with all currently supported versions of Windows. Agency Manager database operates with all currently supported versions of Windows Server products. Where limited number of concurrent users are required, Agency Manager can be configured to work without the necessity of expensive Windows operating systems. 3rd Party Software / Call Monitoring Agency Manager is designed to integrate with a number of third party applications. The most popular applications are accounts systems. Agency Manager will provide One Click exported Accounts data for easy integration into your accounts. Quickly transfer invoice and payment details without the need for re-keying data. The most popular systems such as Sage and MYOB. If you use an alternative package, then ICT Bureau will usually include the transfer element coding within the installation cost for free. You may for business reasons, chose to utilise a third party payroll system. Agency Manager can be configured to transfer out the gross payroll data for processing. Agency Manager is already configured for the most popular systems such as Sage and Iris. If you use an alternative package, then ICT Bureau will usually include the transfer element coding within the installation cost for free. Users of the integrated payroll system will benefit from automatic One Click BACS output files. All the most popular systems are already supported such as RBS\Natwest Bankline and Lloydslink. If you use a system, that ICT Bureau will usually include the transfer element coding within the installation cost for free. Call Monitoring If you use a Call monitoring system, then Agency Manager can be configured to seamlessly interact with your software. Including enabling auto timesheet confirmation. In 2009 ICT Bureau will be releasing integrated Call Monitoring software with a range of functionality choices. Including real time update with data networks. Keep reading our newsletters for further information.
Obtaining Agency Manager ICT Bureau takes a flexible approach on obtaining AM4 to enable you to spend only as much as you need with the added flexibility of growing the system to meet the business requirements. Purchase or Lease: AM4 can be purchased outright or you can choose to lease the product and therefore avoid an initial outlay. Modules: The main AM4 functionality of Client\Worker database, rostering and timesheet facilities is part of the core program and comes included in each installation. The additional modules can be purchased or licensed depending on your requirements. Some modules are integrated within AM4 and some are external software. Databases: AM4 employs a feature whereby you can have multiple separate databases accessible from the same Client. An example for this use might be where a Client operates a domiciliary service and a nursing agency service and wishes to keep the databases separate. Sites: We determine each server instance of a database set as a site. Therefore, if you have two offices and you have both offices accessing the same database through a technology such as remote desktop, then this is regarded as a single site. If you have an installation at each physical site, or two instances on the same server, then this is regarded as two separate sites Network Version: The non-network version makes use of the same physical computer to be both the Client and the server. The application and database will only be accessible from one machine. Support: If you lease the software, then the support is included within the lease cost. If you have purchased the software, then you can purchase annual support agreements that are calculated on the number of sites, database, and users.
0870 121 6741 sales@ictbureau.co.uk Additional Software and Services Agency Manager 4 has a number of bolt-on applications and services designed to work with AM4 and assist in the business functions of Domiciliary and Nursing Agencies. Contact us for cost details. Email Payslips/Invoices: Send your invoices and payslips automatically via email and save significant postage and paper costs SMS: Automatically send SMS (text) messages to Workers and Clients with automatic logging straight from AM4. (Requires compatible hardware) Integrated Phone: Make calls direct from AM4 from your PC screen. Save time when contacting your Clients and Workers Automated Backup: Have your database backed up hourly, daily, weekly and/or monthly. Protect yourself against hardware failure, database corruption or severe user error Laptop Access: Have your database and application transferred to a laptop for out-of-office access Report Suite and Dashboard: Have live data on your business neatly laid out on your desktop and an extended number of management reports at your fingertips Server Provision: Avoid time consuming or costly Server setup by leasing a Server with the application installed. Includes backup systems and full support Care Plan Maker: Have integrated typed Care Plans for your Clients. Print paper Care Plans, file electronic copies, easy updating, easy to read, print MAR sheets. A must have tool for every Domiciliary Agency 0870 121 6741 Telephone: 0870 1216741 Fax: 01536 417173 Email: sales@ictbureau.co.uk www.ictbureau.co.uk
0870 121 6741 sales@ictbureau.co.uk