How do I find available staff?

Two support workers just called in to say they're ill today... now what?

Can you find another staff member to fill their client service appointments?  You can check everyone's roster one by one for that day and time of each client's scheduled service -- but now, as easy as "right click" you can run a quick report and find EVERYONE available at that time.

1. In the example below, let's say that Frank has called in sick today.  He's got a 9 am appointment with client Amy Henderson.  I can quickly see that Karen, Adrian and Nightingale Admin are available.  

2. I can also select that 9 am appointment, right click on it and select FIND AVAILABLE STAFF.  (First, ensure the appointment is a SINGLE APPOINTMENT.)

3. If I click on FIND AVAILABLE STAFF, it opens up another web browser tab.

This shows me all of the staff who are available on that date, at that time, and are able to work with this particular client.  For instance, while Karen and Nightingale Admin are available, they are not on the report above because they are EXCLUDED from working with Amy.

4.  You can access this report at any time by going to REPORTS AND FORMS > STAFF > STAFF AVAILABILITY EXPORT.  Filter by date and time and you'll see everyone who is available.  Holding a training session?  Are these 10 staff available?  Use this report to easily access their availability.

“Find Available Staff” will assume staff are always Available if they do not have “Use Availability” checked in their profile and they are not on leave or on another appointment.

Optimise Rostering Based On Staff Location via Find Available Staff

An option has been added to display the distance between a staff members residence and the clients location on the Staff Availability page (found by right clicking an appointment on the roster and selecting the “Find Available Staff” option) .

This option only works for the first shift of the day, so only from the staff members house and not from the staff members last appointment.

On the Staff Availability page a new button has been added called “Calculate Distance for first shift of the day”.

Pressing this button will load two columns into the grid which are pictured below and outlined in red

For this to work the staff members and client must have an address filled in. When the button is pressed it will load the distance between the staff members address and clients address for all rows in the grid that are currently visible. The number of rows in the grid can be controlled by the page size drop down situated at the bottom of the grid. In this example, distance will be calculated for the 20 visible rows in the grid. It is capped at what is visible because calculating the distance between locations takes a long time, therefore, once the button is pressed, please give the program some time to load the values.

Default filtering once the button is pressed is to display the staff that have the smallest distance to travel first, after that the grid will filter by what is in the token box in descending order. For example if you have selected Competencies, then History and finally Interests the grid will show the shortest distance first, followed by matching competencies, then history and then interests. This can be altered by clicking the column header in the grid.

Matching Competencies

The Matching Competencies column indicates when a staff member has all the mandatory competencies along with any competencies the client has set. When this happens “Yes” will be displayed.

If the staff member does not have all the competencies that the client has, then “No” will be displayed.

Currently “Matching Competencies” is only checking that all active competencies that a client has, are also on a staff member. It does not check if the competency is mandatory or not.

Matching Interests

The Matching Interests indicates how many interests both the staff member and client shares.