Staffing Services Manager (SSM)

Transcription

1 Healthcare Staffing Services Staffing Services Manager (SSM) Agency User Manual

2 table of contents section one: staffing services manager (SSM) information Access the Site Home Page Icons Action Icons PDF Downloads Agency User Security Levels Agency User Staff Type Modify Default User Add Users Edit Users/Reset Passwords... 5 section three: maintaining agency information Agency Manager Icon... 5 section four: traveler manager Adding Travelers Deleting Travelers... 6 section five: exports Exporting a List of Travelers Exporting a List of Facilities... 6 section six: monthly reports Entering a Report: No Monthly Usage Entering a Report: Monthly Usage Change Status View Usage Reports Edit Usage Reports Submit a Change Request Delete Usage Reports... 9 section 7: occurrence reports Add Occurrence Reports: Without Incident Add Occurrence Reports: With Incident View Occurrence Reports... 11

3 section 8: job board View Individual Positions Apply Agency Candidates Closing Out a Job Posting Return to SSM section 9: contact information P a g e

4 section one: staffing services manager (SSM) information 1.1 Access the Site Home Page Icons Agency Manager Staff Manager Traveler Manager Annual Rates Attachment Manager Job Board Usage Reports Occurrence Reports Facility Export 1.3 Action Icons Delete Edit Add New Generate Reports Add Usage Change Status Date Picker Summary 1.4 PDF Downloads User Manual Current Supplemental Staffing Agreement Important Information Candidate Confirmation Form Candidate Submission Form 2 P a g e

5 section two: types of agency user accounts 2.1 Agency User Security Levels There are three preset security levels for users that will have access to your company information. The security levels are as follows: 1. Super Admin A user with this security level can never be deleted and has full access to add, change, update information/reports, and add users for your company. The primary user account that was sent to your company has Super Admin privileges. 2. Admin Users with this security level have full access to add, change, or update information/reports, and add users for your company; however, an Admin user can be deleted by the Super Admin. 3. Restricted A user with this security level only has access to view reports. 2.2 Agency User Staff Type The staff types are used to communicate important information to your company. Each user can have more than one staff type. Each agency can have multiple users within the same staff type. It is important that you classify each user using the following staff types: 1. (Default) - If a staff type is not listed, information will be sent to the default staff type. 2. Admin - The most appropriate contact regarding the program administration. 3. Audit - The most appropriate contact regarding vendor audits. 4. Billing - The most appropriate contact regarding monthly invoices from SCHA Solutions. 5. Contracts - The most appropriate contact regarding the vendor agreement. 6. Reporting - The most appropriate contact regarding the monthly reports. 7. Job Postings - The most appropriate contact regarding job postings. 3 P a g e

6 2.3 Modify Default User It is important that you change the username and password to reflect unique information instead of continuing to reuse the original default username and password provided by SCHA Solutions. To update this information, use the following steps: 1. Click on the Staff Manager icon located on the main page. 2. Click on the Edit icon located next to your company name. 3. On this page you will perform the following: a. Add an address that will always be accessible for SCHA Solutions to contact your company. This address will be used to contact your company regarding important information. b. Select a default username other than what has been provided. c. Create a new password that contains the following: i. The password must be 5-8 characters long and contain at least one capital letter and one number. d. Select the appropriate security level. e. Select the appropriate staff types. f. Click the Save button located at the bottom of the page; after 3 seconds you will be redirected to the previous screen. g. Click the Home link located in the top left corner of the page. 2.4 Add Users 1. Click on the Staff Manager icon located on the Home page. 2. Click on the Add button. 3. Enter the appropriate information for the user on the page. a. The password must be 5-8 characters long and contain at least one capital letter and one number. b. Delete the default password that has been provided and replace with a password of your choice. c. Select the appropriate security level. d. Select the appropriate staff types. 4. Click the Save button. You will be redirected to the previous screen after three seconds. 5. Repeat steps 1-4 to add more users. 6. Once you have entered all of the users for your company, click the Home link. 4 P a g e

7 2.5 Edit Users/Reset Passwords 1. Click on the Staff Manager icon located on the Home page. 2. Click on the Edit icon next to the user that you would like to update. 3. Edit the appropriate information. 4. Click the Save button. 2.6 Delete Users 1. Click on the Staff Manager icon located on the Home page. 2. Click on the Delete icon next to the user you would like to remove. 3. A message box will appear to confirm this action. 4. Click Ok to permanently delete the user from your account. Note: Deleting a user will not remove any information that the user has added or changed on your company s account. section three: maintaining agency information 3.1 Agency Manager Icon This is where the main information for your company is housed. 1. Verify that the information listed for your company is correct. 2. If any of the information listed needs to be updated, click on the Edit link in the upper left corner of your screen. 3. Once changes have been made, click the Save button located at the bottom of the screen. You will automatically be redirected to the previous screen. section four: traveler manager This traveler manager is not in connection with the Job Board. Before you can add usage and/or performance reports, you must add travelers to your account. Information that can be listed for each traveler is as follows: 4.1 Adding Travelers 1. Click on the Traveler Manager icon located on the Home page. 2. Click on the Add icon. 3. Enter the appropriate information for the traveler. 4. Be sure to check the Enabled box if the traveler is an active employee. 5 P a g e

8 5. Note: If a traveler is no longer active, be sure to uncheck the Enabled box. 6. Click the Save button. Wait 3 seconds to be redirected to the previous screen. 7. Repeat steps 2-4 to add more travelers. 4.2 Deleting Travelers 1. Click on the Traveler Manager icon located on the Home page. 2. Click on the Delete icon next to the user you would like to remove. 3. A message box will appear to confirm this action. 4. Click Ok to permanently delete the user from your account. Note: Deleting a traveler will not remove any information that relates to any assignments for this traveler. section five: exports This traveler manager is not in connection with the Job Board. Before you can add usage and/or performance reports, you must add travelers to your account. Information that can be listed for each traveler is as follows: 5.1 Exporting a List of Travelers 1. Click on the Traveler Manager icon located on the Home page. 2. Click on the Export link located next to the spreadsheet icon at the top left corner of the page. 3. You may open or save this document to a location of your choice. 5.2 Exporting a List of Facilities 1. Click on the Facility Export icon located on the Home page. 2. You may open or save this document to a location of your choice, however, this list is updated frequently. section six: monthly reports Usage reports are due by the 15th of every month whether or not there is usage to report. All placements at hospitals located on our facility export must be reported within the months worked. If you fail to complete a usage report by the time that it is due, a message will be displayed on the Home screen once you are logged into your account. **Please note: If your agency has NO usage to report for the month, please follow steps 1-4 in Section 6.1. Enter a message in the comments box (i.e. No usage to report for the month of June ) Click Save, wait 3 seconds then click Submit Report** 6 P a g e

9 6.1 Entering a Report: No Monthly Usage 1. Click on the Usage Reports icon located on the Home page. 2. Click the Add button to create a new usage report. 3. Enter the date of the report using the Date Picker icon. a. Be sure to choose the last day of the month for which you are reporting (i.e. for a January report select January 31 as the reporting date). b. If there are specific dates that you would like to include regarding the report, follow step 4 in Section Enter a message in the comments box (i.e. No usage to report for the month of June ) 5. Click Save, wait 3 seconds then click Submit Report. 6.2 Entering a Report: Monthly Usage 1. Follow steps 1-3 from Section Click the Save button. Wait 3 seconds to be redirected to the previous screen. 3. To add items to the usage report, click on the Usage Items icon next to the report for which you would like to add information. 4. Click the Add button. a. Choose the facility in which the traveler was placed on assignment. b. Choose the traveler from the drop-down list i. This list contains the travelers that you added under your account using the Traveler Manager. Refer to Section 4. c. Select the start or renewal date of the assignment. d. Select the specialty code for the traveler from the drop-down list. Note: You must choose a specialty type for the traveler. e. Click the check box for Software if the traveler was booked using the software. i. Enter the hours worked for this traveler for the time period specified for the report. Regular, orientation, overtime, on call, holiday, and charge hours are to be listed separately. f. Enter the Volume (gross) the dollar amount charged to the facility for the traveler. 5. Click the Save button. Wait 3 seconds to be redirected to the previous screen. 6. Repeat steps 7 and 8 to add more usage items. 7. Once all usage items have been added to the report, click the Usage Reports link located in the top left corner of the page. 8. To view your usage report, see Section Once you have reviewed your report and are confident that your information is correct, click the Submit Report button. 7 P a g e

10 Note: Once you have submitted your report, any items that need to be updated must be done by submitting a change request (Section 6.6) 6.3 Change Status The Status of an assignment, located to the far right of the page, for each traveler is shown as Open once that information has been added to a Usage Report. On occasion, a situation may occur when a traveler has to be reported on a usage report twice in one month. If this occurs, the first assignment must be Closed before a new assignment can be added for that traveler. Take a look at the example below: Jane Doe was on assignment at ABC Hospital at the beginning of January. The assignment ended on January 15th. She began another assignment at XYZ Hospital on January 23rd. A scenario like the one listed above would require that the first assignment be closed in order to enter the second assignment for the traveler. To close an assignment, click the Change Status button located next to the assignment that needs to be closed. The Status of the assignment changes from Open to Closed. Note: The status only needs to be changed if the traveler is being reported twice in the same month. 6.4 View Usage Reports 1. Click the Summary Reports icon located next to the report you would like to view. 2. Verify that the information you have entered for the report is correct. a. A summary of the information entered is located below the usage report items. The summary includes the total volume charged to the facilities, the total hours worked for all travelers, and the total amount due to SCHA Solutions. 3. Click the Usage Reports link. 6.5 Edit Usage Reports Usage reports can be edited up to the 18th of the month. To edit a report after this date, please contact SCHA Solutions to reactive the report. 1. Click the Usage Items icon next to the report you would like to update. 2. Click the Edit icon next to the traveler information that needs to be updated. 3. Make the necessary corrections using steps 7-8 in the Add Usage Reports section of this manual. 4. Click the Usage Reports link located at the top of the page. 8 P a g e

11 6.6 Submit a Change Request 1. Click on the Usage Reports icon. 2. Click on the Usage Items icon next to the report you would like to update. 3. Click the View icon next to the traveler information that needs to be updated. 4. Click the Request a Change link located in the top left corner of the page. 5. A dialog box will open on the screen displaying the information that was originally submitted. 6. Make any necessary changes. 7. Click Send Request. 6.7 Delete Usage Reports 1. Click on the Delete icon next to the report you would like to remove. 2. A message box will appear to confirm this action. 3. Click Ok to permanently delete the user from your account. 4. Click the Home link. Note: Deleting a report will not remove any information that relates to assignments for travelers listed on the report for which you would like to remove. All history will be preserved for SCHA Solutions use. section 7: occurrence reports Occurrence Reports (also called Performance Improvement Reports) are due by the 15th of every month whether or not there has been an occurrence. Entering the traveler name is optional. The default will not enter the name. If the name is desired, the names of travelers that you have entered for your agency will appear in the dropdown for you to select. It is important that you provide SCHA Solutions with detailed information regarding an incident involving a traveler at any of the SCHA Solutions participating facilities. When creating an occurrence report, you will be asked to submit any documentation your company has on file regarding the incident. **Please note: If you do not have an occurrence to report for the month, an Occurrence Report must still be submitted. Follow section 6.1 items 1-9; enter a comment in the box (i.e. No occurrences to report for month of June ) Then click Save. 7.1 Add Occurrence Reports: Without Incident 1. Click the Occurrence Report icon located on the Home page. 2. Click the Add button. 9 P a g e

12 3. Select No Report for the occurrence type using the drop-down list. 4. Choose No Occurrence for occurrence type using the drop-down list. 5. Leave the facility blank from the drop-down list. 6. Enter reporting date; last day of the month for which you are reporting (i.e. for a January report, select January 31). 7. Click Save. 7.2 Add Occurrence Reports: With Incident 1. Click the Occurrence Report icon located on the Home page. 2. Click the Add button. 3. Choose the occurrence type using the drop-down list. Choose the facility from the dropdown list. 4. Choosing a traveler name from the drop-down list is optional. This list contains the travelers that you have added under your account using the Traveler Manager. You may choose to omit the traveler name (select the blank). 5. Enter the date of the occurrence using the Date Picker. a. Enter your name in the Submitted by field. b. Enter a valid contact using the format: (555) c. Enter a valid contact address. d. Enter a detailed description of the occurrence. e. Click the Save button. Wait 3 seconds to be redirected to the previous page. 6. Click the Attachments icon next to the occurrence for which you need to upload documentation. a. Click Browse to locate the file on your hard drive or network. b. Add a descriptive title for the attachment. c. Click the Save button. d. Repeat steps 12a-12c for each additional attachment. 7. Once you have uploaded the necessary documentation for the occurrence, click on the Occurrence link. 8. To add more occurrences, repeat steps To edit an attachment, click the Edit icon next to the attachment that you would like to update. 10. To delete an attachment, click the Delete icon next to the attachment that you would like to remove. 11. Click the Occurrence link located in the top left corner of the page. 10 P a g e

13 7.3 View Occurrence Reports 1. Use the Date Picker to choose the start date and end date for the range of reports you would like to view. 2. Click the Submit button. A list of reports entered during the specified time period is displayed below. 3. Click the Generate Reports icon located near the top left corner of the page to view a detailed listing of the reports for the specified time period. 4. Verify that the information you have entered for the report is correct. 5. Click the Home link. section 8: job board The Job Board is a simple, easy to use feature designed to provide job posting information to approved vendors. The Job Board is located within the existing Staffing Services Manager (SSM) site. The Job Board will not replace our full-service software partner. The Job Board will be used in addition to the full-service software. The Job Board will not store credentials or offer fullservice options like invoicing and timecards. 8.1 View Individual Positions To open the position, click the link located in the Position column. Each position details the location and facility of the job, full description, schedule, and additional requirements. When an order is clicked on, it will turn gray on the main menu. If an order is red, it is high priority or urgent. 11 P a g e

14 8.2 Apply Agency Candidates For each position, agencies can apply their candidates by ing their candidate information and any necessary documents to the address listed at the bottom of the posting. Profiles and credentials will be ed directly to the hospital. Nothing will be stored in the software. At the end of the posting, click REVEAL ADDRESS. The job posting contact address will appear. When the reveal address button is chosen, the order will turn orange on the main screen to indicate that that order has been inquired about. 8.3 Closing Out a Job Posting Hospitals will be able to close the need so that it no longer appears on the Job Board. 8.4 Return to SSM To return to SSM, click Go back to the SSM Dashboard. This link is located in the top left corner. 12 P a g e

15 section 9: contact information Have a question? Need information? Need technical assistance? 9.1 By Contact support at staffserv@scha.org or at By mail SCHA SOLUTIONS Staffing Services Program South Carolina Healthcare Resources, Inc Center Point Rd. Columbia, SC P a g e