Staff Personal Screen

The Overview provides basic information about a staff member including contact details, hiring details and upcoming events.

Field	Description
Personal	Displays staff member’s contact information including home address and phone number.
Employment and Other Dates	Displays staff member’s employment details including hire date and released date if applicable.
Compliance	Displays staff member’s compliance information including compliant number and through date.
Contacts	Displays staff member’s contact information including name and phone number.
Recent / Upcoming Events	Displays any upcoming events the staff member is associated with.
Links	Displays any connections that the staff member may have or be associated with.
Other Notes / Comments	Displays any notes associated with the staff member.

Personal Section Closed

The Personal section allows users to edit any information specific to the staff member. This includes a staff member’s home address, a photograph, clients excluded from being assigned to the staff member and specific attributes they may have such as languages spoken or special skills.

Name Area

The Name area of the Personal section allows users to edit a staff member’s basic information.

Field	Description
Title	Use this drop down to select a staff member’s title.
First Name	Use this field to edit the staff member’s first name.
Middle Initial	Use this field to edit the staff member’s middle initial.
Last Name	Use this field to edit the staff member’s last name.
Suffix	Use this drop down to select a staff member’s suffix.
Birthdate	Use this field to select the staff member’s birth date.
SSN	Use this field to edit the staff member’s social security number.
Martial	Use this drop down to select the staff member’s marital status.
Gender	Use this drop down to select the staff member’s gender.
Language	Use this drop down to select the staff member’s primary language.
Ethnicity	Use this drop down to select the staff member’s ethnicity.

Current Address Area Closed

The Current Address area of the Personal section allows users to edit a staff member’s residential information. Multiple addresses can be entered and stored for each staff member.

Field	Description
Name	Use this field to edit the name of the staff member’s address (Home, Office, etc).
Address	Use this field to edit the staff member’s street name and number.
Apt	Use this field to edit the staff member’s apartment number.
City	Use this field to edit the staff member’s city of residence.
State	Use this field to edit the staff member’s state of residence.
Zip	Use this field to edit the staff member’s zip code of residence.This auto populates the country, region, state, and city.
County	Use this drop down to select the staff member’s county of residence.
Region	Use this drop down to select the staff member’s region of residence.
Type	Use this drop down to select the staff member’s type of residence.
Evacuation Zone	Use this drop down to select the staff member’s designated evacuation zone.
Home	Use this field to edit the staff member’s home phone number.
Mobile	Use this field to edit the staff member’s cell phone number.
Work	Use this field to edit the staff member’s work phone number.
Fax	Use this field to edit the staff member’s fax number.
Email	Use this field to edit the staff member’s e-mail address.
Mobile	Select this check box to indicate that the staff member’s cell phone is an email to text address.This number is also used to set late and missed visit alerts.

Clients Excluded from Staff Area Closed

The Clients Excluded from Staff area of the Personal section displays all the relevant information for clients who should not be assigned to a particular staff member. This can be for a variety of reasons such as the staff member owns a pet that a client is allergic to.

Field	Description
Client Name	Displays the client’s name.
Other ID	Displays the client’s alternate identification number.
Exclusion Type	Displays the exclusion type.
Reason for Exclusion	Displays the reason for the client’s exclusion.
Start Date	Displays the start date of the exclusion.
End Date	Displays the end date of the exclusion.

Exclusions Window Closed

The Exclusions Window is used to select clients to exclude from a staff member’s schedule.

Field	Description
Client	Use this drop down to select a client.
Start Date	Use this field to choose the start date of the exclusion.
End Date	Use this field to choose the end date of the exclusion.
Other ID	Displays the client’s other identification number.
Exclusion Type	Use this drop down to choose a type of exclusion.
Reasons for Exclusion	Use this field to edit the reasoning for excluding the client.

Attributes Area Closed

The Attributes area of the Personal section displays any additional special skills or traits that the staff member may have. These can range from spoken languages to religious affiliations or working in a particular area and can be used to match with a client when scheduling.

Field	Description
Name	Displays the attribute name.
Properties	Displays the description of the attribute.
Req	Displays if the attribute is required

Attribute Window Closed

The Attribute Window is used to add an attribute to a staff member.

Field	Description
Attribute	Use this drop down to select the attribute.
Property	Use this drop down to select a category of the attribute.
Values	Use this field to add any extra information about the attribute.
Task Note	Click this button to open the task notes window associated with the attribute.
Delete	Click this button to delete the attribute.

General Section Closed

The General section contains information about the staff member’s employing agency. This can range from supervisor details to hire dates to current employment status.

Agency Designations Closed

The Agency Designations area of the General section contains information detailing the staff member’s place of employment.

Field	Description
Position	Use this drop down to select the staff member’s job category.
Home Location	Use this drop down to select the staff member’s primary office.
Agency ID	Use this field to enter the staff member’s agency identification number.
Santrax ID	Displays the staff member’s Santrax identification number.
API	Displays the staff member’s application programming interface number.
NPI	Displays the staff member’s national provider identification number.
Hire Date	Use this field to select the staff member’s hire date.
First Day Worked	Use this field to select the staff member’s first day worked.
Released Date	Use this field to select the staff member’s release date.
Re-Hire Date	Use this field to select the staff member’s re-hire date.
Staff Signature	Use this field to enter the staff member’s signature.
Historian	Click this button to open the staff member’s Historian window.
Task Notes	Click this button to open the staff member’s associated Task Notes.

Managers Area Closed

The Managers area of the General section contains information about the staff member’s supervisors at the agency, as well as their own role.

Field	Description
Staff Manager	Use this drop down to select the staff member’s manager.
Coordinator	Use this drop down to select the staff member’s coordinator.
Team	Use this drop down to select the staff member’s team.
Staff Manager	Use this check box to indicate if a staff member is a Staff Manager.
Clinical Manager	Use this check box to indicate if a staff member is a Clinical Manager.
Marketer	Use this check box to indicate if a staff member is a Marketer.
Contractor	Use this check box to indicate if a staff member is a Contractor.
Coordinator	Use this check box to indicate if a staff member is a Coordinator.

Other Information Area Closed

The Other Information area of the General section contains additional background information about the staff member.

Field	Description
Class	Use this drop down to select the category of the staff member’s position. (full time / part time)
Military	Use this drop down to select the staff member’s veteran status.
Transportation	Use this drop down to select the staff member’s primary method of transportation.

Admission Types Area Closed

The Admission Types area of the General screen contains information about specific admission types that the staff member is qualified to handle. Nothing in this section indicates that the staff member can handle all admission types.

Field	Description
Name	Displays the name of the Admission Type
Allow	Displays whether the staff can service clients of that admission type.

Schedules Section Closed

The Schedules section contains the staff member’s work schedules. Past schedules can be viewed, new schedules can be added and other information can be reviewed or corrected as needed.

Staff Information Area Closed

The Staff Information area of the Schedules section contains the residential details of the staff member.

Field	Description
Address	Displays the staff member’s address.
City	Displays the staff member’s city of residence.
State	Displays the staff member’s state of residence.
Zip	Displays the staff member’s zip code of residence.
Home	Displays the staff member’s home phone number.
Mobile	Displays the staff member’s cell phone number.
Work	Displays the staff member’s work phone number.

Staff Schedules Area Closed

The Staff Schedules area of the Schedules section allows users to view a staff member’s schedule history, create new schedules and edit schedules as needed.

Field	Description
Date From	Use this field to select a range starting with this date.
Date To	Use this field to select the end date in the range.
Hide Cancelled Events	Select this check box to hide any visits that were cancelled.
Date	Displays the date of the visit.
Client	Displays the name of the client.
Chart ID	Displays the client’s chart identification number.
P/T	Displays if the schedule is Permanent or Temporary.If the schedule was created from a template and was not changed it will be labeled “P” and if not from template or changed to not match the template, a “T.”
Position	Displays the staff member’s position.
Service	Displays the code of the service performed.
EC	Displays the event code of the visit.
INP	Displays the proposed in time
OUTP	Displays the proposed out time.
TZ	Displayed the schedule’s time zone.
HrsP	Displays the proposed duration of the visit.
IN	Displays the time the staff member In call time.
OUT	Displays the time the staff member Out call.
Hrs	Displayed the total number of hours of the visit based on the visit call times with rounding if applicable.
Supplies	Displays any supplies used during the visit.
Status	Displays the status of the visit.
PRN	Displays the PRN rate for the visit.
Comments	Displays any comments associated with the visit.
OT / ABS Hours	Displays OT / AB Hours entered during exception handling.
Reason Code	Displays the reason code for the visit.
Reject Code	Displays the reject code for the visit.

Availability Section Closed

The Availability section allows users to view when a staff member is available/unavailable for the week.

Field	Description
Start At	Use this drop down to select the starting week for the range of availability/unavailability.
Date	Displays the date.
Sun	Displays a staff member’s availability/unavailability for Sunday.
Mon	Displays a staff member’s availability/unavailability for Monday.
Tue	Displays a staff member’s availability/unavailability for Tuesday.
Wed	Displays a staff member’s availability/unavailability for Wednesday.
Thu	Displays a staff member’s availability/unavailability for Thursday.
Fri	Displays a staff member’s availability/unavailability for Friday.
Sat	Displays a staff member’s unavailability for Saturday.

Compliance Section Closed

The Compliance section allows users to view a staff member’s compliance documentation to confirm they are able to perform specific tasks or duties.

Field	Description
Show History	Select this check box to view all compliance documentation.
Show Non-Compliant Only	Select this check box to view only non-compliant documentation.
Name	Displays the name of the documentation.
Value	Displays any customized completion values if configured.
Effective	Displays the starting date of the documentation’s compliance.
Renewal	Displays the date the documentation needs renewing.
Comment	Displays any notes about the compliance item.

Compliance Detail Window Closed

This Compliance Detail Window is used to edit or view further information associated with a compliance item.

Field	Description
Item	Use this drop down to select the category of the document.
Completed	Use this field to select the date of completion for the document.
Use Rolling Date	Select this option to choose a date that adjusts because of scheduling or holidays.
Use Calendar Date	Select this option to choose a specific date.
Expires	Select this check box to indicate a document can expire.
Required Hours	Displays the total number of hours required if necessary, for a certification.
Completed Hours	Displays the total number of hours completed towards a certification.
Comment	Use this drop down to select any comments associated with the document.
Historian	Click this button to view the document’s historian window.
Task Notes	Click this button to view the task notes associated with the document.

Evaluation Section Closed

The Evaluation section allows users to view information about a staff member’s attended inservices and any visits or days that may have been cancelled.

Inservices Area Closed

The Inservices area of the Evaluation section contains information related to continuing education trainings that the staff member has attended.

Field	Description
Date	Displays the date of the inservice.
Service	Displays the category of the inservice.
Event Code	Displays the event code of the inservice.
Hours	Displays the total hours of the inservice.
Comments	Displays any comments associated with the inservice.

Cancellations Area Closed

The Cancellations area of the Evaluation section contains information related to cancelled visits associated with the staff member.

Field	Description
Date	Displays the date of the cancelled visit.
Client	Displays the name of the client associated with the cancelled visit.
Service	Displays the service received by the client associated with the cancelled visit.
EC	Displays the event code of the cancelled visit.
Cancel	Displays the reason for the visit cancellation.
Comments	Displays any notes associated with the cancellation.

Payroll Section Closed

The Payroll section contains information related to a staff member’s payrate, W4 information and benefits.

Payroll Area Closed

The Payroll area of the Payroll section contains information specific to a staff member’s rate of pay per service if different from the normal rates.

Field	Description
Payor	Use this drop down to filter services by payer.
Service	Use this drop down to filter services by service
Event Code	Use this drop down to filter services by event code.
Type	Use this drop down to filter services by pay type.
Active	Select this check box to filter for active services.
Service	Use this drop down to edit the service’s task type.
Event	Use this drop down to enter or select the service’s event code.
Shift	Use this drop down to edit the service’s shift.
Type	Use this drop down to edit the service by type.
Week Rate	Use this field to enter the service’s week day pay rate.
Weekend Rate	Use this field to enter the service’s weekend pay rate.
Cap	Use this field to enter the service’s hour limit.
Rank	Use this drop down to edit the service’s priority level in relation to the cap.
Effective Date	Use this field to select the beginning date of the rate.

W4 Information Area Closed

The W4 Information area of the Payroll section contains information about a staff member’s tax withholdings and status.

Field	Description
Federal Exemptions	Use this field to edit the staff member’s federal exemption amount.
Federal Marital Status	Use this drop down to select the staff member’s federal marital status.
Federal Exemption from Withholding	Use this drop down to select if the staff member has a federal exemption.
Federal Additional Withholding	Use this field to enter the staff member’s additional withholding amount.
Federal Alternative Withholding %	Use this field to enter the staff member’s additional withholding percentage.
State Exemptions	Use this field to edit the staff member’s state exemption amount.
State Marital Status	Use this drop down to select the staff member’s state marital status.
State Tax	Use this drop down to select the state the staff member is taxed under.
Live-In State	Use this drop down to select the staff member’s state of residence if different from the state tax.
City Tax 1	Use this drop down to select the city the staff member is taxed under.
City Tax 2	Use this drop down to select any other cities the staff member is taxed under.

Other Information Area Closed

The Other Information area of the Payroll section contains information about a staff member’s payroll options and benefits.

Field	Description
Employee Type	Use this drop down to select the staff member’s category.
Last Raise Date	Use this field to select the date of the staff member’s last pay increase.
Pay Frequency	Use this drop down to select how often the staff member is paid.
Tax Credit Eligible	Select this check box to indicate if the staff member is able to receive a tax credit.
Dependent Health Benefits	Select this check box to indicate if the staff member has dependent health benefits.
Dependent Health Benefits Date	Use this field to select the date the staff member’s dependent health benefits begin.
Department	Use this drop down to select the staff member’s department.

Security Section Closed

The Security section contains information about the staff member’s user privileges.

System Login Privileges Area Closed

The System Login Privileges area of the Security section contains information related to the staff member’s system account and administrator access.

Field	Description
This Staff Member can log into the system as a User.	Select this check box to indicate the staff member is able to access the system as a user.
Mobile App User	Select this check box to indicate the staff member uses the mobile application.A user cannot be a system user and a mobile user on the same profile.
Initials	Use this field to enter the staff member’s initials.
Username	Use this field to enter the staff member’s username.For mobile staff members, set their email address as the username.
This User is a System Administrator	Select this check box to indicate that this user has administrator privileges in the system.

Unique Permissions Area Closed

The Unique Permissions area of the Security section contains permissions that can be added to a staff member’s profile for access to various system tools.

Field	Description
Section	Displays the type of permission.
Permit	Displays the permission granted by the attribute.
Enable	Select this check box to give a staff member the ability to use the permission.
Add	Select this check box to give a staff member the ability to add items in the selected part of the system.
Edit	Select this check box to give a staff member the ability to edit items in the selected part of the system.
Delete	Select this check box to give a staff member the ability to delete items in the selected part of the system.
Admin	Select this check box to give a staff member administrative ability in the system.

Recent Logins Area Closed

The Recent Logins area of the Security section contains information about recent date and times a staff member has logged in to use the system.

Field	Description
Message	Displays messages associated with logging in such as “Login Successful” or “Invalid Password.”
Timestamp	Displays the date and timestamp of the login.

Options Area Closed

The Options area of the Security section contains optional settings.

Field	Description
Show Only Their Clients	Select this check box to limit the user to only seeing clients that are assigned to them as a manager or coordinator.

In-Service Section Closed

The In-Service section contains information about all in-service training sessions that a staff member has attended.

Field	Description
Class Description	Displays the name of the in-service.
Topic Description	Displays the topic covered in the in-service.
Date	Displays the date of the in-service.
Time	Displays the time the in-service took place.
Type	Displays the category of the in-service.
Hours	Displays the total hours the in-service ran.
Days	Displays the number of days the in-service ran.
Attended	Displays if the staff member was marked attended.
Certificate Issued	Displays the date the in-service certificate was issued.
Drop Date	Displays the date the staff member dropped the in-service.
Drop Reason	Displays the reason the staff member dropped the in-service.
Issued By	Displays the agency that hosted the in-service.

Training Section Closed

The Training section contains information about all regular training sessions that a staff member has attended.

Field	Description
Class Description	Displays the name of the training.
Topic Description	Displays the topic covered in the training.
Date	Displays the date of the training.
Time	Displays the time the training took place.
Type	Displays the category of the training.
Hours	Displays the total hours the training ran.
Days	Displays the number of days the training ran.
Attended	Displays if the staff member was marked attended.
Certificate Issued	Displays the date the training certificate was issued.
Drop Date	Displays the date the staff member dropped the training.
Drop Reason	Displays the reason the staff member dropped the training.
Issued By	Displays the agency that hosted the training.