EmailMe Form - Telephony (Clock In/Out/Lateness)

Name of person filling this out *

Your Email *

Whatsapp group called CGs (POC/O/N, Lateness) *

COPY AND PASTE

(*) Telephony (Clock In/Out/Lateness)

http://www.emailmeform.com/builder/form/d1s1MeH6O967C3N

I am about to do the overnight report for last night

I. OVERNIGHT VIOLATORS

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Evening that you are analyzing *

MM / DD / YYYY

ALWAYS ANALYZE THE DAY BEFORE, DO NOT LOOK AT TODAY

How many overnights + split shifts clients do we have?(total for both) *

- Click link, run report.
- Scroll down to the bottom and read how many rows.

How many overnight + split shifts did we have last night? *

- Review the list
- Review the schedule for each one (not all clients on the list have O/N services every night)
- Go to CC Dashboard/Daly Client Live View.
- How many had one for last night?

Telephony Logs - use this link to search one by one *

Search by client and click update
Search by CG phone number only if client is in the hospital.

DEFINITIONS OF VIOLATORS

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A Violator is any CG who does not clock in hourly on the hour. Definition #1 makes a "Major Violator" and Definition #2 makes a "Critical Violator". *

Definition #1 - "Major O/N Violator" is any CG who allows 90 minutes or more without clocking in. *

This means that after the first clock in (beginning of their shift), there must be a clock in every 60 minutes.

If anyone does not clock in every 60 minutes they are a violator.

If anyone does not clock in after 90 minutes, they are a Major Violator.

Definition #2 - "Critical O/N Violator" is any CG who violates more than 6 times in one 12 hour shift *

DEALING WITH THE VIOLATORS

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How many total Violators? *

Of these violators, how many were Major Violators? *

Of these violators, how many were Critical Violators? *

CALLING CGS - In the following sections below, please note *

1. Add name of the CG & Client
2. Add the times missed
3. Make a note regarding the call

Ex: Evril Munroe (MS called her and reviewed how she can program he phone to ring every hour on vibrate to remind her)

SUMMARY OF MAJOR VIOLATORS *

1. Type in client/CG and clock-in times MISSED.

CC Task for Major Violators. Create a CC Task for HR to track this (one task per CG) *

- Go to CC
- Click Activity then Make a Note
- Relates to = Name of CG
- Tags = Clock-in O/N Violation - Major
- Description must say (copy and paste the following): [Date], CG was O/N Major Violator (more than 90 minutes passed) with [Name of Client]

SUMMARY OF CRITICAL VIOLATORS *

1. Type in client name and click update
2. List Client/CG clock-in times MISSED.

CC Task for Critical Violators. Create a CC Task for HR to track this (one task per CG) *

- Go to CC
- Click Activity then Make a Note
- Relates to = Name of CG
- Tags = Clock-in O/N Violation - Critical
- Description must say (copy and paste the following): [Date], CG was O/N Critical Violator (more than 6 times missed in a 12 hour period) with [Name of Client]

Phone Call to all Major/Critical Violators *

PLEASE LIST ALL THE PEOPLE YOU SPOKE WITH AND MENTION WHAT THEIR RESPONSE WAS (WERE THEY OFFENDED, DEFENSIVE, UPSET OR COOPERATIVE)

1. If the Major/Critical Violator is working the night after they committed the violation, then don't call until 3 hours before their shift starts tonight.
2. If they are not working tonight, call them at any time
3. Call them (talk live or leave VM)
- First ask them if they had trouble clocking in
- Ask how many times do they think they clocked in
- Explain what the records state
- Explain that we are audited and need to prove they are awake and this is the only way
- Explain this is a major HR issue and that it can affect the agency, the patient and them.
- Remind them to take their cell phone, learn to use the alarm and to put hourly alarms.

II. Late Clockins Review

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Date being reviewed (just be yesterdays date)

MM / DD / YYYY

Open this report *

Step 1. Open report

Step 2. Date range should be the date you are analyzing (both dates should be the date you are analyzing)

Step 3. Sort by Client

Step 4. Realize that any Scheduled Clock In that says 12am is not a real shift but a livein or overnight that is shifting over so please ignore it

Understand the 3 definitions in this report

(*) Scheduled Clock-Ins = the time they are supposed to arrive

(*) Actual Clock-Ins = the time they actually end up clocking in (or office clocks them in)

(*) Office Clock-Ins = the time the office stamps them in for payroll and billing purposes

II. LATENESS - Please just list all CGs who are 10 minutes or more late

Format: Mame Faye/ Levinson - clocked in 30 minutes late

Create a CC Task for HR to track this (one task per CG) *

- Go to CC
- Click Activity then New task
- Relates to = Name of CG
- Tags = HR Incident: Lateness (Punctuality Violation)
- Description must say (copy and paste the following): [Date], CG was late by [describe how late]

III. Missed Clockouts Review

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Date being reviewed (just be yesterdays date)

MM / DD / YYYY

Format to present in the box below

Example of how to present the info below

(*) Name of CG/ Confirm what contact was made with CG/ Reason why clockout didnt take place/ Confirmation that CG understands they need to clock out at end of shift

(*) Janice Samuels/ Max spoke to her/ the reason she didnt clock out is that she forgot/ she confirmed she understands the importance of clocking out

III. MISSED CLOCKOUTS. Missed Clockouts for date being reviewed

1. Click here for list of CGs who did not clock out
2. Click Missed Clock out and then Apply
3. For each CG on this list, go to the Monthly CC schedule and also go to the telephony logs and (i) confirm they worked that day from the CC schedule and then (ii) check to see why they didnt clock out
4. Call the CG and let them know they need to clock out at the end of their shift

Send mass email to those who didnt clock out

1. Click here to send mass email
2. Click Send a Message
3. Choose Email and SMS
4. Subject = You did not clock out yesterday
5. Message = Please note that you did not clock out yesterday. Please note that failure to clock out presumes that you left early from your shift. If you are not able to clock out, you need to call me and explain why. This is very important as it is my responsibility to clock you out for payroll purposes

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