Staff Data Entry

You can navigate to Staff > Staff to track important information about your team such as certifications/licenses, documents, incidents, health information, login history, and training. With the appropriate roles, you can also manage a user's access and permissions and run a variety of reports. You can track this information for all staff, whether or not they need to log into Residex.

Add Staff

With Staff Data Entry (Role 14) Navigate to Staff > Staff > + Add Staff Member to add a new staff member.

• You will be prompted with a form requesting information on the individual staff member.

• Some fields are required while others are optional. However, completing all fields is encouraged for a comprehensive file.
• Information contained in the staff initials field will appear in certain reports such as a completed MAR and treatment records. These reports also contain a key clearly identifying staff. If two staff have the same initials, Residex will alert you and allow you to modify.
• Provider Type is used to organize staff into groups based on the roles they play in your facility. Provider types are customizable for your organization, as are the reports available for each provider type. When selecting a provider type, keep in mind that this is an order of hierarchy. For example, you will be restricted from viewing the 'To Do' list for an HHA/RA if you were given a provider type that falls below the HHA/RA in the hierarchy. Likewise, the HHA/RA will be unable to access the 'To Do' list for the Administrator or RN. There are also charting rules set in place that, for example, allow a nurse to document late services further back than an HHA/RA can.
• Press Save to finish entering the new staff member.

If you have Staff Data Entry (Role 14) AND Staff Security Manager (Role 15) you will be immediately directed to the Security > Login & Access screen, where you can grant (or revoke) a user's ability to login to Residex by selecting (staff name) can log into Residex. Depending on your facility's settings, you may need to specify a temporary password for the user upon initial access, at which point they will be required to change their password and enter a backup phone number. Select the following to learn more about securing your account.

IP Address Restrictions allow you to specify if a user can access Residex from anywhere, or only from pre-authorized IP addresses. This will require your restricted users to be connected to your network on-site before they can log into Residex. The Supervisor (Role 13) will override this setting. Staff with Multiple Database Access should NOT have IP Restrictions. IP Restrictions will result in the inability to log into Residex.

Multiple Database Access is only visible if you have either Supervisor (Role 13), Administrator Assistant (Role 410) or Administrator (Role 411) and you have access to the multiple databases intended to grant access to.

From the Database where the staff person is entered AND active, navigate to their staff profile > Security > Multi-Database Access. You will see a dropdown that displays the databases you as an administrator have access to. Select the database you wish to give the staff access to and save. This process will add that staff record to the new database with the same roles as the current database with the exception of Administrator (Role 411), Administrator Assistant (Role 410), and Emergency Downloads (Role 911) which must be added manually.

If the staff person is already entered in the second database (active or inactive), their name will appear in a dropdown from which you can select and save. The staff member's username from the current campus will be the chosen username. The staff record will be activated and granted multi-database access in the same step.

The name must be identical in both databases. If not, a message will direct you to check and edit the entry in the 2nd database to have the first and last names match completely.

Resident Data Access

Limited Resident Access
You can restrict users to accessing only certain residents. This feature is typically used to grant access to third-party care providers like hospice staff, therapy staff, or rounding providers, or to state surveyors for focused record audits. This feature restricts these users from viewing residents to whom they have not been given permission. Residents discharged within the last three years will also be available to grant access to, if desired. Only selected active residents will be viewable from the dashboard/login report, resident profile, clinical drop-downs, etc. Report permission is controlled by the provider type chosen.

These limited access users should be added like other staff members, using first name/last name (never a generic login). Select an appropriate provider type, using the provider type 'Surveyor' specifically for state surveyors; this will allow you to limit surveyor access to only specific reports. Once the profile has been created, proceed to Security to give access. From Resident Data Access, select the (staff name) has access to specific Residents option, then identify those residents to whom they should be given access.

You may then choose to grant roles (not recommended for surveyors) such as Notes (Role 5) if you have chosen to allow them to enter a hospice or provider note. If no roles are granted, their ability to enter data is restricted. Access to reports is controlled by provider type.

Assigning Roles

Residex Roles allow you to fine-tune each staff person's ability to view and edit data in Residex. It is typical for a nurse or administrative user to have many of these permissions, and unlicensed staff to have fewer.
Resident Data Access:

Staff Data Access:

Billing/Financial:

Faxing/Files:

Administration:

Other Roles:

 

Role Templates

Pre-set role templates can be set up, allowing a set of roles to be automatically added based upon the provider type of the staff person. This can standardize access and speed up the process of entering new staff.
Most roles can be set up using the template, though some roles carrying greater access and accountability must be manually added, including Clinical (Role 19), Staff Security Manager (Role 15), Manager (Role 11), Supervisor (Role 13), Billing Supervisor (Role 23), Staff Data Entry (Role 14), and Billing (Role 4).

 

Residex support staff cannot reset passwords and will refer staff back to their supervisor. Staff with both Staff Data Entry (role 14) and Staff Security Manager (role 15), can use the Reset Password button in the staff profile to assist the user if they are locked out or forget their password. To prevent the need to contact your supervisor, users can navigate to their name icon in the upper right-hand corner > Settings and enter a backup phone number that can be used in resetting their password.

Transfer to Another Campus

You can move a staff member to another home within your organization by navigating to their profile > selecting Update Profile > and updating the Campus selection. A transferred staff will only have access to the selected campus unless they have specifically been granted access to multiple campuses under their staff profile > Security. If you have access to more than one campus, your staff profile will only display in the campus identified in your staff profile.

Populate Care Plans & Policies

You can populate care plans for new staff by navigating to their profile and clicking the Populate Care Plans button. This will populate all current care plans to the staff person's Today > Assignments screen for review and acknowledgment.

You can also populate policies by clicking the Populate Policies button. You can populate all policies, a specific category of policies, or individual policies. Once populated, policies will also be available on the staff person's Today > Assignments screen for review and acknowledgment.

Deactivating a staff member who has permissions to log into Residex will immediately revoke that user's ability to log in. To deactivate staff, navigate to the staff person's profile > click Deactivate staff button under the resident profile and enter termination:

• Date
• Reason
• Note

The staff member will no longer be active but their profile will still be accessible from the 'inactive' staff list, where they can be re-activated if needed. When a staff member is deactivated, no data is deleted

Add a photo for the staff member

To add or change a photo of an individual staff member.

• Click the Change photo link on the staff profile
• Drag and Drop a photo from your computer into the target window or use the Upload button to find a photo from your device.
• Crop, center, and/or rotate the photo if necessary
• Press Save to finish

Add Tags

Tags are simply labels that can be added to staff profiles that will allow you to pull reports and filter by tag. Staff tags might include a reference to participation in certain committees, special qualifications, etc.

Orientation

Staff orientation should be complete, informative and as efficient as possible to get new staff out on the floor. Residex offers several tools:

• Policy/Procedure Review - Certain Policies and Procedures can be pushed out to new staff to review and acknowledge. Just click the Populate Policies button in that new employee's staff profile. Staff review and acknowledge that procedure from the Today > Assignments screen, and the report 'Policies Reviewed One Staff' will display those completed reviews.
• Staff Training - Document staff training by navigating to Staff > Staff > staff profile > Training > In-Service Training. You may choose to make one entry to document an orientation or break it down by topic. Curriculum can be saved as a campus document.

Competency Testing

Staff Competency Testing - Any policy/procedure classified as a type with the term 'procedure' in the name will automatically be visible to document as a competency from the staff profile > Training > Competencies screen. Document the successful demonstration of delegated skills here.

Supervision

• Staff Supervision - In the staff profile allows the nurse to intermittently document the supervision of staff performing a delegated task or service. Set next due dates and receive reminders to do those at appropriate intervals, or choose to document a new supervision if the staff person is involved in an incident or error.
• Get reminders for annual performance reviews from the Dashboard/Login Report, 'Staff Evaluation Reminders.' Gather data for the review from staff supervisions and reports such as 'Staff-Related Incidents' or 'by provider' reports.

Communicating Ongoing Changes and Concerns

Surveyors may ask 'how do you alert your staff to changes in the service plan/plan of care/resident condition? Residex offers a number of ways staff can be informed and remain in-the-know.

• Services and medications added to the resident service plan are flagged as 'New' on the Today > Assignments screen for 7 days.
• The Dashboard/Login Report can include report options such as 'Med Changes in the last 3 days,' 'Service Additions and Changes,' 'Vitals Out of Range,' alerting staff of these changes.
• The Login Report can also include the last 3 days of Resident Notes entered.
• The 'Master Care Plan' that is pushed out to staff with the completion of each clinical reassessment, flags changes in the resident condition and care plan.
• Staff meeting minutes and attendance can document information shared. If the staff weren't able to attend? Send minutes as a snap message.
• The 'Ongoing Orders' field from the resident profile will display in every service for that resident, keeping need-to-know information front and center.
• Bulletins added for a resident appear in the Resident Profile, in any service for that resident, and can appear in the Dashboard/Login Report. A report 'Bulletin History by Resident' will show all bulletins for that resident in a selected date range.

Documentation of an unlicensed staff's competency in performing delegated procedures (e.g. vital signs, oxygen management, med administration) can be recorded in Residex. Residex essentially links a Policy document to the staff competency feature in Residex.

Enter Procedures

Competencies are determined by the policy type chosen when entering policies/procedures in Residex. By specifying a policy type that includes the term 'procedure' in the name, it will be recognized by Residex as a skill that might require competency testing.

Document Competency

Navigate to Staff > Staff > staff profile > Training > Competencies > Add Competency.

• Select a competency - Selecting a competency will produce the link to that policy document, visible as a blue banner/link
• Select the issue date
• Click competent if they successfully demonstrated competency
• Enter additional details in the notes field
• Select Save
  • If deeming staff competent, there will be an acknowledgment for the nurse/supervisor attesting that the staff person is trained and competent in performing the procedure.
  • The staff deemed competent will also get an acknowledgment on their Today > Assignments screen for them to confirm and acknowledge their competency
• Reports can be pulled demonstrating a single competency or all competencies for a given staff member, or all staff competency tested for a specific skill. Details of the facility procedure (or links to the document) are included in these reports.

Document Multiple Competencies for One Staff

To add more than one competency at a given time for a single staff person, from the staff profile > Training > Competencies > Add Competency > toggle the Add Multiple competencies option.

• Check the competencies you wish to document
• Check whether they are Competent or Not Competent
• Enter notes, if applicable
• Press Save

From the Staff > Staff Competencies screen, you can document a single competency for multiple staff at one time.

• Select competency
• Select the staff
• Select whether they were Competent or Not Competent
• Select date
• Enter note, if applicable
• Select Save

Note: You can only delete a competency within two weeks of documenting the competency. Navigate to the staff profile > Training > Competencies > select the competency you wish to delete > Delete.

Clocking In and Out

• When staff log in, they are presented with a clock in screen.

• Staff choose their assignment, add an optional clock-in note, then select Clock in
• To end their shift, staff click their name icon (upper right corner) and select Clock out

Viewing Time Clock History

• Staff can view their own time clock history by navigating to their name icon in the upper right hand corner > My Clock In/Out History. This is a view-only screen.
• Users with Time Clock Manager (Role 20) or Administrator (Role 411) can manage time clock history by navigating to Staff > Edit Staff Clock In/Out History

Edit Staff Clock In/Out History

This screen will show you a history of all time clock records within a specified date range. You can further filter this list by your preferred date range or search for specific individuals.

Each record in the history represents one complete block of time worked for one person, from their clock in through their clock out.

Click Edit next to any time clock record to change any details about it, including:

• Clock in date/time
• Clock out date/time
• Provider worked
• Shift differential
• Clock in/clock out notes

You may permanently delete any time clock record by pressing the Delete button for that record and confirming. Note: This is not reversible.

Add a new Time Clock Record

If a staff member did not clock in/out at all, you can create a record of a shift worked on their behalf.

• Click Add new record at the top of the time clock history screen
• Fill in the required details for the record and Save

Holidays can be managed by navigating to Admin > Holidays. Here you will be able to edit the holiday name, start date, end date, start time, and end time. You can also indicate whether that holiday is counted in your payroll. If there are other holidays that you would like to add to your list, this can be done by clicking the + New Holiday button, entering the holiday details, and clicking save.

Salaried staff may not be required to clock in/out. Users with the Administrator (Role 411) can manage which provider types will clock in by navigating to the Admin > Provider Types screen and checking the appropriate boxes next to each provider type under Time Colck.