Schedule and Manage Agency (Mark Filled, Setup, Timesheets)

This article will go over scheduling and interacting with agencies in Residex Scheduling.

Add a New Agency

Please reach out to your CSM or our support team to add a new agency and share shifts with them!

Edit Agency Shift Access Details

You can edit various shift access details with your agencies.

1. Go to your settings, then click the "Schedule" tab. Make sure you are on the correct department.
   
2. Scroll down to the "Shift Access" section, find the agency and click the edit button.
   
3. Edit any details you need:
   
   • Contact email(s)
     
   • Shift access - automatically share, or share X days ahead
     
     
     • Auto-approval - you can auto approve all applicants from an agency
   • Positions and rates- add or adjust current positions, as well as add bill and pay rates.
     
4. Click "Save" once done.
   
5. To remove this relationship, click edit, then click "Remove access" to stop sharing open shifts with this agency.
   
   
   
   • Confirmed shifts will remain on the schedule.

Approving Agency

Approve agency just like you approve any shift!

1. Click on the pending shift from your schedule.
   
2. Click "View packet" to download their submission packet. This may include things like their license, state registration, CPR, etc.
   
3. Click the checkmark to select, and "Done" to approve them.
   
4. That's it! This employee is now confirmed for the shift and show up on your schedule.
   

Mark Filled by Agency

On any shift, you can use the "Mark filled by agency" feature. This can be used to make last minute changes or to write-in agencies that may not be connected to your schedule.

1. Click on the shift you want to write-in for, it must be a published shift.
2. Under "Assigned to" click "Mark filled by agency"
   
3. Select their agency, position, and name. Please note the position list is determined by what positions that agency is allowed to fill, and the name list shows employees who have worked at your location before.
   
4. If you cannot find the name you need, click on "Add provider manually" to write their name in.
   
5. When finished, press "Done". The shift will now be marked as filled by one of your agency partners, and that agency will see this reflected on their end.

Approve/Deny Timesheets

Staying up to date on timesheet approvals and denials will help speed up your invoicing process. You will be notified of new timesheet submissions.

Please note: Timesheets are only used for shifts filled through our agency network.

1. Go to the "Agency Timesheets" tab. Look under the "Needs review" tab for new timesheets.
   
   
2. You will have until midnight the day after a timesheet is submitted to approve or reject it. Otherwise, the timesheet will be auto-approved*.
   
   • This excludes weekends - Any timesheets submitted Friday, Saturday, or Sunday will be auto-approved at 11:59pm on Monday. 
   • You'll receive a reminder before timesheets go into auto-approval
   • Example: A timesheet is submitted 3pm on Friday. You have until 11:59pm the following Monday to approve or reject.
3. If you reject a timesheet, you must leave a note with reason. They will be notified and will resubmit the timesheet for you to review again. If you need to reject again, contact payroll@kevala.care.
   
4. Once a timesheet is approved, it will be moved to the "Approved" tab. You will also be able to view past timesheets on the "Approved" tab.
   

*Note: you will always have the opportunity to dispute or revise a timesheet during the invoice process.