Standard Operating
Procedure
Schedule Detail for
Full Software Users
Agenda

•
•
•
•
•
•
•
Introduction
How to Access Call Detail
Call Detail Explained
How to Manage Schedules and View
Details
Advanced Scheduling Features
Merging Calls
Additional Information
Quiz
Schedule Detail for Full Software Users
2
Purpose
The purpose of this document is to provide
further details of the Schedule Section of
VinCENT for Full Software Customers.
Schedule Detail for Full Software Users
3
Scope
This document is applicable to Full Software
users of VinCENT that will be managing
their schedules through the Schedule
Section.
Schedule Detail for Full Software Users
4
General Requirements
The following requirements must be met.
The user must have access to the Schedule
Section of VinCENT. If the user does not
have access contact your agency system
administrator.
Schedule Detail for Full Software Users
5
Agenda
•

•
•
•
•
•
•
Introduction
How to Access Call Detail
Call Detail Explained
How to Manage Schedules and View
Details
Advanced Scheduling Features
Merging Calls
Additional Information
Quiz
Schedule Detail for Full Software Users
6
How to Access Call Detail
1.
2.
3.
4.
5.
6.
Schedule
Locate schedule with call attached
Click on the Plus sign in a Circle Icon
Displays Call Detail
Explanation of Call Detail
Sprocket Menu
Schedule Detail for Full Software Users
7
How to Access Call Detail
7.
8.
9.
10.
Sprocket Menu: Open a Call.
Sprocket Menu: Open a Schedule
Sprocket Menu: Merge this Call
Sprocket Menu: Remove this Call
Schedule Detail for Full Software Users
8
How to Access Call Detail
Schedule
Click on the
Schedule Icon
located in the main
menu bar in the
upper left hand
corner of the screen.
Schedule Detail for Full Software Users
9
How to Access Call Detail
Locate schedule with call attached
Adjust the filters to
make your search.
Schedule Detail for Full Software Users
10
How to Access Call Detail
Click on the Plus sign in a Circle Icon
Click on the Plus
Inside Circle Icon.
Schedule Detail for Full Software Users
11
How to Access Call Detail
Displays Call Detail
The Call Schedule
Detail will open.
Schedule Detail for Full Software Users
12
How to Access Call Detail
Explanation of Call Detail
The Call Schedule Detail will display the call
information.
Schedule Detail for Full Software Users
13
How to Access Call Detail
Sprocket Menu
Click on the Sprocket in the
Call Schedule Detail to
access the Sprocket Menu.
Schedule Detail for Full Software Users
14
How to Access Call Detail
Sprocket Menu: Open a Call.
Choose Open A Call
and the Call Detail
Box will open.
Schedule Detail for Full Software Users
15
How to Access Call Detail
Sprocket Menu: Open a Schedule
Choose Open A
Schedule and the
Schedule Detail Box
will open.
Schedule Detail for Full Software Users
16
Agenda
•
•

•
•
•
•
•
Introduction
How to Access Call Detail
Call Detail Explained
How to Manage Schedules and View
Details
Advanced Scheduling Features
Merging Calls
Additional Information
Quiz
Schedule Detail for Full Software Users
17
Call Detail Explained
1.
2.
3.
4.
5.
6.
7.
8.
Access Schedule
Locate Schedule with Call attached
Click on Plus Inside circle Icon
Click on the Sprocket
Select Call Detail
Call Detail: Client Number & Staff Number
Call Detail: Type
Call Detail: Call From & Call To
Schedule Detail for Full Software Users
18
Call Detail Explained
9.
10.
11.
12.
13.
14.
Call Detail: Raw Time
Call Detail: User Adjusted Time
Call Detail: Token Code
Call Detail: Token Time UTC
Call Detail: Merged?
Call Detail: Processed
Schedule Detail for Full Software Users
19
Call Detail Explained
Access Schedule
The user will need to click on the Schedule
Icon in the upper left hand corner of their
screen.
Schedule Detail for Full Software Users
20
Call Detail Explained
Locate Schedule with Call attached
They will then need to locate the call they
are attempting to view details for.
Schedule Detail for Full Software Users
21
Call Detail Explained
Click on Plus Inside circle Icon
Once the user has located the call, they will need to click
on the Plus Inside Circle on the left side of the call.
**Please Note: If the circle is green, that means that the
call(s) had attached to the planned visit in the system. If the
circle is yellow, the call(s) are not attached to any schedule
and will need to be merged to the correct planned visit.
Schedule Detail for Full Software Users
22
Call Detail Explained
Click on the Sprocket
Once the user has clicked the Plus Inside Circle,
the call details will expand, turning the Plus into a
Minus. The user will then click on the black
sprocket to open additional menu options. The
user will need to click on Open Call.
Schedule Detail for Full Software Users
23
Call Detail Explained
Select Call Detail
The Schedule Call Detail Box will open.
Schedule Detail for Full Software Users
24
Call Detail Explained
Call Detail: Client Number & Staff Number
The Client and Staff ID #s appear on the
Call Detail as entered by the staff member.
Schedule Detail for Full Software Users
25
Call Detail Explained
Call Detail: Type
The Call Type appears in the Call Detail.
This will identify if it is an In-Call or an OutCall.
Schedule Detail for Full Software Users
26
Call Detail Explained
Call Detail: Call From & Call To
Call From identifies the telephone number
used by the staff member to place the call.
The Call To identify the EVV number the
caller had dialed to record their call.
Schedule Detail for Full Software Users
27
Call Detail Explained
Call Detail: Raw Time
Raw Time is the actual UTC time that the
EVV call took place.
Schedule Detail for Full Software Users
28
Call Detail Explained
Call Detail: User Adjusted Time
User Adjusted Time is the time that
corresponds with the client and user time
zone.
Schedule Detail for Full Software Users
29
Call Detail Explained
Call Detail: Token Code
The Token Code is the 11 digit number used
by the staff to record their call.
Schedule Detail for Full Software Users
30
Call Detail Explained
Call Detail: Token Time UTC
Token Time will appear in UTC time.
Schedule Detail for Full Software Users
31
Agenda
•
•
•

•
•
•
•
Introduction
How to Access Call Detail
Call Detail Explained
How to Manage Schedules and View
Details
Advanced Scheduling Features
Merging Calls
Additional Information
Quiz
Schedule Detail for Full Software Users
32
How to Manage Schedules and View Details
1. Schedule
2. Locate a call/schedule that requires
adjustment
3. Click on the call/schedule from Detailed Listing
4. Change Call Type
5. Click Open Schedule from Sprocket menu
6. Change Item
7. Change Item: Add Token Numbers
8. Change Item: Add In or Out time
9. Change Item: Durations
Schedule Detail for Full Software Users
33
How to Manage Schedules and View Details
10.
11.
12.
13.
14.
15.
16.
17.
18.
Change Item: Update Staff
Change Item: Service
Change Item: Activity
Change Item: Status
Icons and What They Mean
Click Save
Calls Tab
Tasks Tab
Forms Tab
Schedule Detail for Full Software Users
34
How to Manage Schedules and View Details
19. Travel Tab
20. Items Tab
21. Viewing Bill/Pay Rates
Schedule Detail for Full Software Users
35
How to Manage Schedules and View Details
Schedule
The user will first click on the Schedule Icon
in the upper left hand corner of the screen.
Schedule Detail for Full Software Users
36
How to Manage Schedules and View Details
Locate a call/schedule that requires adjustment
Locate a call or schedule that requires an
adjustment from the Detailed Listing View.
Schedule Detail for Full Software Users
37
How to Manage Schedules and View Details
Click on the call/schedule from Detailed Listing
If a call is needing adjustments, click on the
Plus Inside Circle icon to the left of the call. If a
scheduled visit needs adjusted, click on the
Schedule Line Item directly. The user can click
right on the client's name.
Schedule Detail for Full Software Users
38
How to Manage Schedules and View Details
Click Open Schedule from Sprocket menu
If opening a call schedule, click on the
Sprocket and select Open Schedule. If
opening a scheduled visit, please proceed to
the next step.
Schedule Detail for Full Software Users
39
How to Manage Schedules and View Details
Change Item
The Schedule Detail Box will open. If there
is an item that needs to be changed and/or
updated you will do so from this screen.
Schedule Detail for Full Software Users
40
How to Manage Schedules and View Details
Change Item: Add Token Numbers
Click on Token in the Schedule Detail Box to
enter the 11 digit Token Code. A box will
then pop up. Enter the 11 digit code into the
box and then click Ok.
Schedule Detail for Full Software Users
41
How to Manage Schedules and View Details
Change Item: Add In or Out time
Click in the Occurred In or Out time to add in
the correct time. **Please Note: If box already
has a time and the box is grayed out, the time
cannot be changed. This is because the time
was recorded through the EVV system.
Schedule Detail for Full Software Users
42
How to Manage Schedules and View Details
Change Item: Update Staff
Click on the arrow key in the staff selection
box to change the staff on the schedule.
Schedule Detail for Full Software Users
43
How to Manage Schedules and View Details
Change Item: Service
Click on the arrow key in the Service
Selection Box to change the service on the
schedule.
Schedule Detail for Full Software Users
44
How to Manage Schedules and View Details
Change Item: Activity
Click on the arrow key in the Activity
Selection Box to change the activity on the
schedule.
Schedule Detail for Full Software Users
45
How to Manage Schedules and View Details
Click Save
After making any change and/or update, you
must click on the Save Icon in the top left
hand corner of the Schedule Detail Box.
Schedule Detail for Full Software Users
46
Agenda
•
•
•
•
Introduction
How to Access Call Detail
Call Detail Explained
How to Manage Schedules and View
Details
 Advanced Scheduling Features
• Merging Calls
• Additional Information
• Quiz
Schedule Detail for Full Software Users
47
Advanced Scheduling Features
•
•
•
•
•
•
•
•
•
Select a Schedule
Click Advanced Search Icon
View Schedule Information
Service Restriction
Partial Availability
Potential Matches
Hovering over Staff
Clicking on Staff
Preferences Tab
Schedule Detail for Full Software Users
48
Advanced Scheduling Features
•
•
•
•
•
•
•
•
•
Directions Tab
Select Continue to Assign Staff
Save
Select Staff for Coverage Request
Coverage Request Icon
Select Template
Select Method
Save Coverage Request
First Positive Response Used
Schedule Detail for Full Software Users
49
Advanced Scheduling Features
•
•
•
•
•
•
•
Refreshing to View Responses
View Current Request
Closing or Cancelling a Request
System Message
Save Schedule Coverage Request
Continue in Staff Matching
Save in Schedule Detail
Schedule Detail for Full Software Users
50
Advanced Scheduling Features
Select a Schedule
To access the
Advanced Scheduling
Features within the
VinCENT System, the
user would first enter
the Schedule Screen
and select a schedule
in which they need to
fill.
Schedule Detail for Full Software Users
51
Advanced Scheduling Features
Click Advanced Search Icon
The Schedule Detail
window will open and
the user will click on
the green Advanced
Search icon to the
right of the staff drop
down menu.
Schedule Detail for Full Software Users
52
Advanced Scheduling Features
View Schedule Information
•
The Staff Matching window
will open and the user may
view the details for that
schedule in the upper left
hand corner.
•
These details include:
•
Schedule Date
•
Scheduled Time In
•
Scheduled Time Out
•
Service
•
Client
•
Admission
•
Address
Schedule Detail for Full Software Users
53
Advanced Scheduling Features
Service Restriction
•
The system will default to
automatically check the box
next to Include Service
Restriction.
•
This will only allow staff
members that are able to
provide the service listed on the
schedule to appear as potential
staff matches.
•
If the user would like to view all
staff, regardless of if they are
able to provide the service
listed, they may uncheck this
box.
Schedule Detail for Full Software Users
54
Advanced Scheduling Features
Partial Availability
•
The system will default to leave the
box next to Allow Partial Availability
unchecked.
•
This will only allow staff members
will full availability for the entire
schedule to appear as potential
staff matches.
•
If the user would like to view all
staff including staff with only partial
availability, they may check this
box.
Schedule Detail for Full Software Users
55
Advanced Scheduling Features
Potential Matches
•
Potential staff matches for the schedule will
appear at the bottom including the
following:
•
Staff Name
•
Position
•
Availability
•
Distance – This will include distance in miles
to Client address from either prior schedule, if
one has been assigned that day, or from the
staff's home address.
•
% Match – This is based on the Client and
Staff Attributes and Attribute Preferences
assigned in the Client and Staff folders.
•
Overtime – This box will be GREEN if
assigning the staff to the schedule would not
place them in overtime. This box will be RED if
assigning the staff to the schedule will place
them in overtime.
•
Responded to Request – This field will say
"Yes" if the staff had responded to a coverage
request and accepted that request.
Schedule Detail for Full Software Users
56
Advanced Scheduling Features
Hovering over Staff
•
The Map in the Staff Matching
window will show different
colored location pins.
•
A RED location pin indicates the
Client's location.
•
A GREEN location pin indicates
the Staff's location from home.
•
A YELLOW location pin indicates
the Staff's location from prior
schedule.
•
A bouncing BLUE location pin
indicates the Staff's location from
either their prior schedule or their
home address when the user
hovers over their name without
clicking.
Schedule Detail for Full Software Users
57
Advanced Scheduling Features
Clicking on Staff
If the user clicks on
the Staff's name,
their location
information will
appear on the map
along with the route
to the Client's
location.
Schedule Detail for Full Software Users
58
Advanced Scheduling Features
Preferences Tab
•
After clicking on the Staff's
name, the user will also be
able to view the Client and
Staff preferences by clicking
on the Preferences tab at
the top.
•
If they are a match, the box in
the Matched? column will be
GREEN.
•
If they are not a match, the
box in the Matched? column
will be RED.
Schedule Detail for Full Software Users
59
Advanced Scheduling Features
Directions Tab
The user will also be
able to view step by
step directions from
the Staff's prior
schedule or home
address to the Client's
location by clicking on
the Directions tab at
the top.
Schedule Detail for Full Software Users
60
Advanced Scheduling Features
Select Continue to Assign Staff
If the user would like
to assign the staff
that they had clicked
on to the schedule,
they may click
Continue in the
upper left hand
corner of the Staff
Matching window.
Schedule Detail for Full Software Users
61
Advanced Scheduling Features
Save
•
The Staff Matching
window will close and
the selected staff will
be listed on the
Schedule Detail.
•
To save these,
changes, the user must
click on Save in the
upper left hand corner
of the Schedule Detail.
Schedule Detail for Full Software Users
62
Advanced Scheduling Features
Select Staff for Coverage Request
If the user would like to send an
electronic coverage request to
staff members, they would click
the check box to the left of each
staff member.
**Please Note: In order for staff
members to receive a coverage
request via text message, they
must have the Carrier listed on
their mobile phone in the Staff
folder and Allow Notification must
be checked. If sending a
coverage request via email, Allow
Notification must also be checked.
Schedule Detail for Full Software Users
63
Advanced Scheduling Features
Coverage Request Icon
The user would then
click on the
Coverage Request
icon in the upper left
hand corner of the
Staff Matching
window.
Schedule Detail for Full Software Users
64
Advanced Scheduling Features
Select Template
•
The Schedule
Coverage Request
window will open.
•
The user would
select the Template
for their Coverage
Request by clicking
inside of the
Template drop down
menu.
Schedule Detail for Full Software Users
65
Advanced Scheduling Features
Select Method
•
Next, the user will select the Method
for the Coverage Request.
•
The options are:
•
First positive response is used – This
option will automatically assign the staff
member to the schedule that responds
to the Coverage Request first.
•
Time limited – This option will allow the
user to set a duration for the Coverage
Request to be valid.
•
•
If selecting this option, the user will need
to enter the duration in minutes in the
Duration data field.
Open until explicitly closed – This
option will leave the Coverage Request
open until the user manually closes it.
Schedule Detail for Full Software Users
66
Advanced Scheduling Features
Select Method
Schedule Detail for Full Software Users
67
Advanced Scheduling Features
Save Coverage Request
The user would then
click the Save icon in
the upper left hand
corner of the
Schedule Coverage
Request window.
Schedule Detail for Full Software Users
68
Advanced Scheduling Features
First Positive Response Used
•
When using the method of First positive response
is used, the staff member will receive a notification
stating that they were assigned to the schedule.
•
The user sending the Coverage Request will also
receive a notification stating that the schedule has
been assigned to the staff member.
• The user must have a method of communication listed
on their user account and Allow Notification must be
checked in order for them to receive this notification.
Schedule Detail for Full Software Users
69
Advanced Scheduling Features
Refreshing to View Responses
•
When the methods of Time
limited and Open until explicitly
closed are selected, the user
may view which staff members
have responded to the request
in the Staff Matching window by
clicking Refresh.
•
If the staff member had
responded with a positive
response, the word "Yes" will
appear in the Responded to
Request column.
Schedule Detail for Full Software Users
70
Advanced Scheduling Features
View Current Request
The user may also
click on View Current
Request to view the
details of their
request, close the
request, or cancel
the request.
Schedule Detail for Full Software Users
71
Advanced Scheduling Features
Closing or Cancelling a Request
•
The Schedule Coverage Request window
will open.
•
If the user would like the close the request
as if it's been filled by another staff, the
user would click on the Close Request icon
in the upper left hand corner. This option
will mark any further staff responses as Not
Valid.
•
If the user would like to cancel the request,
they may click on the Cancel Request icon
in the upper left hand corner. This option
will not assign any staff member to the
schedule and will allow for a new Coverage
Request to be sent if needed.
•
**Please Note: If a staff member had
responded with a positive response, the
word "True" will appear in the Valid column
and the reply time in UTC will populate in
the Reply Time column.
Schedule Detail for Full Software Users
72
Advanced Scheduling Features
System Message
•
If the user had selected
to close or cancel the
request, they will
provided with a system
message ensuring that
they wish to close or
cancel the request.
•
The use may click on
OK to continue to close
or cancel.
Schedule Detail for Full Software Users
73
Advanced Scheduling Features
Save Schedule Coverage Request
The user would then
click on the Save
icon in the upper left
hand corner of the
Schedule Coverage
Request window.
Schedule Detail for Full Software Users
74
Advanced Scheduling Features
Continue in Staff Matching
•
If the user would like to
assign a staff member to the
schedule, they may click on
their name and then click
the Continue icon in the
upper left hand corner of the
Staff Matching window.
•
If the user does not wish to
assign as staff member to
the schedule, they may just
click on the Continue icon.
Schedule Detail for Full Software Users
75
Advanced Scheduling Features
Save in Schedule Detail
•
If the user had assigned a
staff member to the
schedule, they will be
able to see the staff listed
in the Staff field of the
Schedule Detail.
•
Finally, the user would
click on the Save icon in
the upper left hand corner
of the Schedule Detail
window.
Schedule Detail for Full Software Users
76
Agenda
•
•
•
•
Introduction
How to Access Call Detail
Call Detail Explained
How to Manage Schedules and View
Details
• Advanced Scheduling Features
 Merging Calls
• Additional Information
• Quiz
Schedule Detail for Full Software Users
77
Merging Calls
Purpose
This procedure will explain how to merge
two calls into one schedule for customers
using the EVV system.
Schedule Detail for Full Software Users
78
Merging Calls
1.
2.
3.
4.
5.
6.
Find the two call schedules to merge
Click the Plus Inside Circle Icon
Click on the sprocket to view call menu
Select the Merge This Call option
Call Merge Candidates will appear
Select the call to merge
Schedule Detail for Full Software Users
79
Merging Calls
7. The result is one schedule with both calls
attached
8. Review call detail for merged calls
9. Complete the required information on the
schedule
10. Types of Exceptions
Schedule Detail for Full Software Users
80
Merging Calls
Find the two call schedules to merge
Within Detailed Listing viewing for the
client with the two calls to merge.
Schedule Detail for Full Software Users
81
Merging Calls
Click the Plus Inside Circle Icon
By clicking on the Plus Inside Circle Icon
next to the schedule with the call attached
the detail of the call will appear.
Schedule Detail for Full Software Users
82
Merging Calls
Click the Plus Inside Circle Icon
The call schedule detail appears and the +
changes to a – icon.
Schedule Detail for Full Software Users
83
Merging Calls
Click on the sprocket to view call menu
Select the Sprocket on the right side to view
the call merge option. Other options on the
menu include: open call, open schedule, and
remove this call.
Schedule Detail for Full Software Users
84
Merging Calls
Select the Merge This Call option
From the Call Menu select the Merge This
Call option.
Schedule Detail for Full Software Users
85
Merging Calls
Call Merge Candidates will appear
Review the Call Merge Candidates for the
call you wish to merge together. If the
anticipated call does not appear review the
schedule to ensure there is a call to merge.
Schedule Detail for Full Software Users
86
Merging Calls
Select the call to merge
Highlight the call you wish to merge and
click the Save icon in the upper left of the
pop up box.
Schedule Detail for Full Software Users
87
Merging Calls
The result is one schedule with both calls attached
After the calls are merged there will be one
schedule line item with both calls attached.
Schedule Detail for Full Software Users
88
Merging Calls
Review call detail for merged calls
By clicking on the Plus Inside Circle Icon to the
left of the schedule the detail of the two calls
will appear and the user can review that the
calls were merged under the Merged column.
Schedule Detail for Full Software Users
89
Merging Calls
Complete the required information on the schedule
The user can double click on the Schedule Line
Item to open the schedule detail. Then they can
add the required Service and Activity to the
schedule to complete the required information
for the schedule.
Schedule Detail for Full Software Users
90
Agenda
•
•
•
•
Introduction
How to Access Call Detail
Call Detail Explained
How to Manage Schedules and View
Details
• Advanced Scheduling Features
• Merging Calls
 Additional Information
• Quiz
Schedule Detail for Full Software Users
91
Contact Information
Direct questions about this document to:
Agency System Administrator
Schedule Detail for Full Software Users
92
Agenda
•
•
•
•
Introduction
How to Access Call Detail
Call Detail Explained
How to Manage Schedules and View
Details
• Advanced Scheduling Features
• Merging Calls
• Additional Information
 Quiz
Schedule Detail for Full Software Users
93
From what part of the system can calls be monitored
and updated?
A. Clients
B. Schedule
C. Staff
D. Billing
The correct answer is B.
Schedule Detail for Full Software Users
94
What options are available from the Sprocket Menu?
A. Open Call, Open Schedule, Merge This Call &
Remove This Call
B. Update Staff
C. Update Client
D. Update Billing
The correct answer is A.
Schedule Detail for Full Software Users
95
In the Call Detail box what does the Type represent?
A. The bill amount
B. The Payor
C. The Staff member
D. Whether the call is a Call In or Call Out
The correct answer is D.
Schedule Detail for Full Software Users
96
In the Call Detail box what is the Adjusted Time?
A. A time that has been changed
B. The actual time the call occurred in the Client's
specific time zone
C. There is no adjusted time
D. The total amount of hours for the schedule
The correct answer is B.
Schedule Detail for Full Software Users
97