Log Staff Time Worked With Clients

To log your staff time worked with clients from the Time Logging card:

1. Click Home in the menu.

   The Time Logging card appears. If you do not see this card you are either a real-time mode user or you are not required to enter begin/end times.

2. Select the time you are beginning to work with clients from the Time Logging card.

   

   The minutes increment is based on your agency's rounding rules: 15, 10, 5 or 1 minute.

3. Select the appropriate Staff Time Worked with Clients log transaction type from the Type list.

   You may also see Staff Time Worked without Clients, Non-worked Time and Unpaid Break log transaction types in the Type list, if they require begin and end times. The names that appear will vary depending on your agency's setup.

4. Select the appropriate Location where the clients you are serving are located.

5. Select the appropriate Service (billing time service type) that you are providing to the clients.

6. Select the None Selected link next to Clients to pick the clients you are serving.

7. Select the clients you are serving.

   If the service you selected does not use client ratios, you can only select one client. If the service you selected is indirect or non-worked, you will not be able to select any clients.

8. Select or enter the following information:

   

   Select or Enter:	To:
   A name in the Search box	Find a specific client associated with the selected location.
   All	Select all the clients at the selected location
   Guest	Add a client that is visiting the selected location, but is not associated with that service location: Select the guest clients and click Save. The guest clients appear with a push pin next to their names in the Clients list. If you are serving the guest client, you will then need to select the guest client from the Clients list. Select the - icon to remove a guest client from the list.

9. When finished selecting clients, select Done.

   

   If you selected a service and one or more clients require EVV data to be collected, the EVV indicator displays on the Time Logging card, you won’t be able to change the log time at the top of the card, and the time automatically changes to the current time using the rounding method your agency has set.

   

   If any of the clients have service limits set up, the Time Logging card shows the number of hours left in the date range for the service selected.

   

10. Select Start.

11. Enter any notes or select a pre-defined note from the Insert Template list and then select Save.

    Notes may or may not be required depending on your agency setup.

    

    The Start Logging pop up closes, the Status on the Time Logging card changes to show when you started logging.

    

    An open (meaning only the begin time was recorded) Staff Time Worked with Clients Log transaction is created. You can view it by going to My Log. The Log transaction appears in a yellow block on the Hours card. The ragged edge and error flag indicate that the transaction is open and does not have an end time recorded yet.

    

    The End and Switch buttons now appear on the Time Logging card.

12. Once you have started logging time, from the Time Logging card you can:

    

    Select:	To Record the Time when:
    End (also select the time the service ended, if the service is not an EVV service)	You ended the current activity. You may also be prompted and required to enter a note. The Staff Time Worked with Clients Log transaction closes and the Status on the Time Logging card updates. If the client has a service limit for the service being logged, and the end time will put the client over the limit, then staff either sees a warning when they save or is prevented from saving the entry unless the entry is under the limit. If it is an EVV service, the manager needs to end the entry for the staff.
    Switch (also select the time (if it is not an EVV service) along with the new Type (if changing to an activity other than Staff Time Worked with Clients), the new Location, Service and/or Client mix)	You ended one activity and began a new one or you started or stopped serving a client. You may also be prompted and required to enter a note. The open Staff Time Worked with Clients Log transaction closes and a new open Log transaction is created. You can view them by going to My Log. If the client has a service limit for the service being logged, and the end time will put the client over the limit, then staff either sees a warning when they save, or is prevented from saving the entry unless the entry is under the limit. If it is an EVV service, the manager needs to end the entry for the staff.

To enter staff time worked with clients from the Hours card of My Log:

1. Click My Log in the menu.

   

2. Select Add on the Hours card.

   

3. Complete the following information:

   

   In this field:	Enter:
   Type	The Staff Time Worked with Clients Log transaction type. You may also see Non-worked Time, Staff Time Worked without Clients and Unpaid Break log transaction types in the Type list, if they require begin/end times as well. The names that appear will vary depending on your agency's setup.
   Date	The date you started this Log transaction. Depending on your agency's settings, you may be restricted from entering a date a specified number of days in the past or future. If so, you will see an error message when you try to save.
   Begin	The time you started this Log transaction. The Begin Time is required. The minutes increment is based on your agency's rounding rules: 15, 10, 5 or 1 minute.
   End	The time you ended this Log transaction. You cannot enter an End Time that is before the Begin Time.
   Total Hours	The total number of hours worked is automatically calculated based on the Begin/End Times and is read-only.
   Service Location	Select the service location where the clients were served.
   Service	Select the Time Service Type that was provided to the clients.
   Notes	Enter any notes related to this Log transaction.

4. Select the client(s) you are serving if the service selected is a direct or on behalf of service type. If the service does not use client ratios, you can only select one client.

   Select or Enter:	To:
   A name in the Search box	Find a specific client associated with the selected location.
   All	Select all the clients at the selected location
   Guest	Add a client that is visiting the selected location, but is not associated with that service location: Select the guest clients and click Save: The guest clients appear with a push pin next to their names in the Clients list. You will then need to select the guest client from the Clients list if serving them. Select the - icon to remove a guest client from the list.

5. If any of the clients have service limits set up, the Hours card displays how many hours left in the date range for the service selected.

   

6. When finished, select Save.

   If any of the clients have service limits set up, and they are over the limit for the service period you may either be restricted from saving the entry completely:

   

   If restricted, you need to edit the entry to be under the limit, or a warning message appears:

   

   The Log transaction appears on the Hours card in a yellow block. The people icon indicates that it is a Staff Time Worked with Clients Log transaction. The bottom edge of the block is ragged if no end time was entered (open), and solid if an end time was entered (closed). If the entry is open, you will also see the error flag. This is because the end time is currently missing and it is required to approve it. You may also see a flag if the entry is over the service limit.