Tip Sheet: Managing Open Shifts

Open Shifts are shifts that appear on the Scheduling Dashboard for a client but do not yet have an assigned caregiver. These shifts must be assigned before they occur to ensure the client's care needs are covered.

On the Scheduling Dashboard, Open Shifts appear in purple and provide several management tools to help schedulers fill and manage them.

Creating an Open Shift

To create an Open Shift:

1. Create a shift as you normally would.

2. When selecting a caregiver, choose Open Shift as the caregiver.

3. Save the shift.

The shift will appear on the Scheduling Dashboard as a purple Open Shift.

Accessing Open Shift Options

To manage an Open Shift:

1. Navigate to the Scheduling Dashboard.

2. Locate the purple Open Shift.

3. Click on the shift.

A dropdown menu will appear with several management options.

Open Shift Actions

Assign Shift

The Assign Shift option allows you to assign the Open Shift to a caregiver.

Select the caregiver and save the assignment to convert the Open Shift into a scheduled caregiver shift.

Get Recommendations

The Get Recommendations option provides a list of caregivers who may be suitable for the shift.

Schedulers can choose whether to:

• Include caregivers who would incur overtime

• Exclude caregivers who would incur overtime

This helps identify the best available staffing options while managing labor costs.

Compatibility Scores

The Compatibility Scores option displays caregiver compatibility ratings for the client associated with the Open Shift.

This allows schedulers to review caregiver-client matching scores before assigning the shift.

Proximity Map

The Proximity option displays a map showing the location of available caregivers relative to the client's location.

This can help identify caregivers who are closest to the client and may be best positioned to cover the shift.

Notify Available Staff

The Notify Available Staff option sends a notification to eligible caregivers regarding the Open Shift.

The notification includes information such as:

• Shift details

• Wage information

• Fee information

This feature helps agencies quickly communicate available opportunities to caregivers.

Edit Management Notes

The Edit Management Notes option allows managers to create or modify internal notes related to the shift.

Management Notes are intended for administrative and scheduling purposes.

Edit Caregiver Tasks

The Edit Caregiver Tasks option allows managers to add, remove, or modify caregiver responsibilities associated with the shift.

This ensures caregivers have clear instructions regarding client care requirements.

Manage Reward Points

If your agency utilizes Caregiver Rewards, the Manage Reward Points option allows you to adjust the reward points associated with the Open Shift.

This can be used to incentivize caregivers to accept difficult-to-fill shifts.

View History

The View History option displays a record of changes made to the shift, including updates, edits, and assignment activity.

This provides an audit trail for scheduling actions.

Delete Open Shift

The Delete Open Shift option permanently removes the shift from the schedule.

Before deletion, the system will require confirmation to prevent accidental removal.

Important: Deleted shifts cannot be recovered unless recreated manually.

Best Practices

• Review Open Shifts daily to ensure client care coverage.

• Use Compatibility Scores when assigning caregivers to improve client satisfaction.

• Use Proximity to reduce travel time and improve efficiency.

• Notify Available Staff when shifts remain unfilled.

• Consider increasing Reward Points for difficult-to-fill shifts.

• Review View History when investigating scheduling changes or assignment issues.

Summary

Open Shifts provide agencies with a flexible way to manage unassigned care visits while offering powerful tools to help fill shifts quickly and efficiently.

Key Features

• Assign Shift

• Get Recommendations

• Compatibility Scores

• Proximity Mapping

• Notify Available Staff

• Management Notes

• Caregiver Task Management

• Reward Point Adjustments

• Shift History Tracking

• Shift Deletion

Using these tools can help improve coverage rates, reduce scheduling gaps, and ensure clients receive uninterrupted care.