Broadcast Dashboard

Tip: You can press Ctrl-F on your keyboard to search this topic.

New Image/Interface Updates

HHAeXchange is updating the system to fit Accessibility standards. As we work diligently on screen updates, note that some images within this document may still reflect an older version.

Navigate to Action > Broadcast Dashboard to access the dashboard. The Broadcast Dashboard is divided in two views according to selected radio button (either Single Shifts or Master Week).

Single Shifts View

The image below illustrates a Single Shift view, providing search filters associated with single shifts.

The following criteria apply to the results on this dashboard:

Broadcast is not Revoked
Visit Date is Current or Future Date
Visit is not Confirmed
Visit is not Billed

Broadcast Dashboard: Single Shift View

Above the results grid, the system summarizes and provides the Total (Number) of Open Shifts and the Total (Number) of Shift Requests.

Each line item contains information as described in the following table (one row, per Patient, per Open Shift).

Column	Description
Expand/Collapse	Click the + / - box to expand or collapse shift details.
Date of Broadcast	The date of the shift.
Patient	Patient Name. Click hyperlink to access a summary pop-up and to navigate to the Patient Calendar.
Coordinator	Patient Coordinator
Visit	Visit scheduled time. Click hyperlink to access the Visit Edit details pop-up.
Discipline	Discipline of the Service Code scheduled.
Contract	Primary Contract for the visit.
Address	Patient’s Address. Click hyperlink to open the pop-up and navigate to Google Maps for this location.
Phone	Patient’s Home Phone. Click on the hyperlink to show additional phone numbers for the Patient to include Emergency Contact.
Requests	Hover over the Requests hyperlink to access Patient Preferences to include Primary and Secondary Language, Preferred Gender, and other preferences. Click on the hyperlink to access the Caregiver’s Preferences.
Status	Indicates the Status of the Open Shift: Requested: At least one Caregiver has requested the shift. No Requests: No Caregiver has requested the shift.

If a Caregiver has requested an Open Shift, the records are illustrated underneath the Open Shift. Click the + / - box to expand/collapse the details. Each line item is described in the table underneath the image.

Caregiver Requested Open Shift

Column	Description
Expand/Collapse	Click the + / - box to expand or collapse shift details.
Caregiver	Name of the Caregiver and Code (in parentheses) requesting the shift. Click hyperlink to access the Caregiver’s Profile pop-up.
Requested	The Date and Time the Caregiver submitted the request.
Employment Type	Caregiver disciplines as noted in the system.
Hours	The Caregiver’s hours for the Payroll Week of the selected date. The system uses the Weekly Hours which are shown on the Caregiver’s Calendar. This value varies depending on the date of the Open Shift.
Address	Caregiver’s Address. Click hyperlink to open the pop-up and navigate to Google Maps for this location.
Phone	Caregiver’s Home Phone. Click on the hyperlink to show additional phone numbers for the Caregiver to include Emergency Contact.
Preferences	Hover over the Preferences hyperlink to access Caregiver Preferences to include Languages and other preferences. Click on the hyperlink to access the Caregiver’s Preferences.
Assign / Reject	Each row has an Assign (green) and Reject (red) button for Coordinators to assign Open Shifts. To assign or reject a shift, users must have Edit Schedule permissions.

Note: These line descriptions also apply to Master Weeks view.

Assigning a Shift Request

When selecting Assign Button , the system attempts to match all Broadcast criteria with the Caregivers who have requested the shift. If a Caregiver Request does not match the Broadcast, the system generates a message informing the user of the mismatch. On the confirmation:

Select the OK (button) to open the Edit Visit window.
Select the Cancel (button) and the system closes the confirmation window and returns user to the Broadcast Dashboard with no action taken.

The Visit window opens to the Visit Schedule tab with the selected Caregiver. The Broadcast icon appears unavailable and the schedule Start Time, End Time, and Caregiver fields are un-editable. Click the Save button to proceed.

If the Caregiver is scheduled successfully (Assigned), then the system sends a confirmation to the Caregiver via the Mobile App with the visit details (Date, Times, Address, etc.). The system then rejects all other requests with the Default Reject Reason and returns user to the Shift Request page. The Accept shift is removed from the Open Shifts.

Note: The system does not save if the Caregiver cannot be scheduled or if Cancel is selected which routes the user back to the Shift Request page.

Rejecting a Shift Request

When selecting Reject Button , the selected row is removed, and the Rejection Reason window opens. If all rows are rejected, then the Caregiver Requests grid is removed and the Status switches to “No Requests.”

Once a Patient visit begins, a rejection message is automatically issued to all Caregivers who have requested this visit, with the default Rejection Reason (such as “Shift no longer available”), as illustrated in the image below.

Rejection Reason window

Master Weeks View

The image below illustrates a Master Weeks view, providing search filters associated with Master Week shifts. The following criteria apply to the results on this dashboard:

Broadcast is not Revoked
End Date of Master week is either blank, Current Date or Future Date.

Broadcast Dashboard: Master Weeks View

Above the results grid, the system summarizes and provides the Total (Number) of Open Master Weeks and the Total (Number) of Master Week Requests.

Each line item contains information as described in the following table.

Column	Description
Date	The Master Week date range.
Patient	Patient Name. Click hyperlink to access a summary pop-up and to navigate to the Patient Calendar.
Coordinator	Patient Coordinator
Visit	Scheduled Master Week Visits. Hovering over the details provides a quick-glance view (such as Pay Code, POC, Primary Bill To and Service Code).
Discipline	Disciplines based on the Service Code scheduled on all Master Week shifts.
Primary Payer	Primary Payer for the visit.
Contract	Primary Contract for the visit.
Address	Patient’s Address. Click hyperlink to open the pop-up and navigate to Google Maps for this location.
Phone	Patient’s Home Phone. Click on the hyperlink to show additional phone numbers for the Patient to include Emergency Contact.
Requests	Hover over the Requests hyperlink to access Patient Preferences to include Primary and Secondary Language, Preferred Gender, and other preferences. Click on the hyperlink to access the Caregiver’s Preferences.
Status	Indicates the Status of the Open Master Week: Requested: At least one Caregiver has requested the shift. No Requests: No Caregiver has requested the shift.

Caregivers who have made a Master Week request are listed underneath the Open Master Week, as illustrated in the image below. Click the + / - box to expand/collapse the details. Refer to the Caregiver Single Shifts View table for the descriptions to each line item.

Caregiver Requested Open Master Week

Note: The Caregiver’s hours based on the current Master Week schedule. The system uses the existing Master Week Hours on the Caregiver’s Master Week Report (navigate Caregiver Profile > Calendar > Caregiver Master Week link to view).

Assigning a Master Week Request

When selecting Assign Button , the system attempts to match all Broadcast criteria with the list of Caregivers who requested the Master Week shift. If a Caregiver Request does not match the Broadcast, the system generates a message informing the user of the mismatch. On the confirmation:

Select the OK (button) to open the Edit Master Week window.
Select the Cancel (button) and the system closes the confirmation window and returns user to the Broadcast Dashboard with no action taken.

The Edit Master Week window opens with the selected Caregiver. The Broadcast icon becomes unavailable and the schedule Start Time, End Time, Caregiver, the Masterweek From and To Dates as well as the Copy Masterweek link and Hours link are un-editable. Click the Save button to proceed.

If the Caregiver is scheduled successfully (Assigned), then the system applies a rollover of the same Master Week (based on the settings of the Master Week). The system sends a confirmation to the Caregiver via the Mobile App with the details (Date, Times, Address, etc.). The system then rejects all other requests with the Default Reject Reason and returns user to the Shift Request page. The Accept shift is removed from the Master Weeks Open Shifts.

If a Caregiver’s Master Week Request is approved during a current Master Week shift, then the Caregiver is assigned to begin the assigned shift at the beginning of the next whole shift; partial shifts are never assigned.

Note: The system does not save if the Caregiver cannot be scheduled or if Cancel is selected which routes the user back to the Shift Request page.

Rejecting a Master Week Request

Once a Master Week has ended, a rejection message is automatically issued to all Caregivers who have requested the Master Week, with the default Rejection Reason (such as “Shift no longer available”).

Case Broadcasting – Reporting Tool Data Source

Case Broadcasting data is captured via the Reporting Tool using the “Case Broadcast” data source file. The following are some examples of what information can be retrieved:

Date Ranges (Sent, Received, Assigned Cases)
Number of Broadcasts (Sent, Received, Assigned Cases)
Number of Shifts assigned per Broadcast (Assigned, Rejected)