The caregiver profile

It opens from the row (her name, double-click or Enter), from Workers or from Uploads, and it is the same from anywhere. It does not show figures from a specific period: a period’s figures (visits, hours and what is paid now) are in the Payroll Center, with the visits number in the worker’s row (“See visits”). Opened from the Payroll Center, the file also has the “Visits this period” tab, with those same visits for the period you are looking at. An amber triangle marks a tab with something pending (only if the worker is active or worked this year). “Summary”: the hourly rate (one, or the range when it differs by patient), in amber with “Review” if a patient is missing one; how many patients; the last payment, with its period and the day it was paid; if a patient has no rate, one line says how many patients have no rate, with a “Set the rate” button; the list of patients with their rates; how the worker is paid (the calendar that actually pays, its frequency, the classification and the clinic; with several calendars and none assigned, “Review” and “Assign”); and the profile (identifier, status, address and phone). Nursing (RN, LPN, LVN) and internal staff have their own summary, without patients or rates: “How they are paid” in large type (their salary, their hourly rate or how they are paid), with their calendar, their employment (W-2 or 1099) and since when it applies, and the “Change” button, which opens the same Workers window; if it has not been declared yet, “Not declared yet” in amber with “Declare how they are paid”; their last payment; and the profile: for a nurse, what your visit system sends (identifier, discipline, phone, clinic and address); for internal staff, what the office registered (role and clinic), plus their phone and address, which are optional: “Add” in the empty field, or the “Phone and address” button, opens the window where they are entered. The caregiver summary’s patient list fits the window: with many patients, it scrolls inside. Separate payments and “Approved hours” belong to the period: they are added in the Payroll Center, with “+ Add payment” in the worker’s row. “Patients and rates” (caregivers only): each patient with the rate, or “No rate” in amber with the unpaid visits; tap the price (or “No rate”) and a small window opens to set or change it. The first rate applies to all visits with that patient; a change asks when it applies from (a cycle not yet paid or “Another day”; nothing is preselected; never inside a period that is already paid nor before an earlier change; never a future day; when entering or leaving the fixed rate, whole cycles only) and applies until it is changed again. Each patient also has its “Included in the fixed rate” switch (see “The worker’s fixed rate”). “Employment”: under “What you decide”, employee (W-2) or contractor (1099), which decides whether overtime applies (in a nurse registry field staff are contractors by law and this cannot be changed), the pay calendar and its frequency; and what comes from your visit system, which is corrected there. “Tax identity”: who is paid (the person or their company), the legal name, the number with its last 4, the date of birth, the date it applies from and the tax address, with a label saying where it came from (“From the visit system” or “Declared by the office”). Payroll is the source of truth for everyone: the office can add or correct it here with “Add tax identity” or “Change” (as the person, with their SSN or ITIN, or as their company, with its EIN; required fields carry an asterisk and the “Save” button says what is missing; the date it applies from, never a future day; to change only the address you do not need to enter the number again). It is stored encrypted and only the last 4 show on screen; “Show in full” needs its own permission and records who saw it. Each user can look up up to 30 full tax IDs and 30 bank account numbers per hour across the account, even when switching clinics; failed attempts after reserving a slot also count. For internal staff it is optional. For caregivers and nursing, the visit system brings it the first time; if it did not come, an alert says so and it can be added here or in that system. After that, if their visit system sends something different (another number, address, date of birth or name), nothing changes: the tab is marked and shows what we have next to what it sends, only what is different, with “Accept the system’s” (you choose which items you accept and the date it applies from; a new version is created with only what you chose and everything else stays; for the address, only the parts it sends) or “Keep ours” (it will not alert again unless that system changes again). Differences of form only, such as capitals or the order of names, do not count, and what the system does not send does not erase ours. If the system goes back to saying what we have, the difference closes by itself. An identity in a company’s name is not compared with the system. None of this holds up pay. “Payment history”: only what is already paid, one period per line with its hours, the day it was paid and the total; tapping a line shows that payment’s visits (date, patient, time, hours, rate and amount). “Changes”: who changed what and when, with before and after (rates, how they are paid, classification, calendar, separate payments, termination and its undoing, tax identity, without the number, and phone and address, for which only what changed is shown); nothing is asked when making a change.

Payroll period

Related instructions