best practice for entering new employees into...
TRANSCRIPT
Best Practice for entering new employees into CentralReach
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I’ll be hopping back and forth between slides and CR… so don’t worry – not all PPT today!
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Agenda
“So you’re ready to create employees in CentralReach??Let’s make sure….”
Features a company should have set up before entering new employees into the system
Find a copy to the checklist here!
Pre-Employee Onboarding Checklist
☐ Create Permission Groups based on job credentials☐ Create Service Code Labels based on job credentials☐ Create Contact Labels based on job credentials☐ Make sure Employee Contact Forms are set up by credentials and have all automation fields filled out☐ Have all Metadata created, grouped and in Contact Forms☐ Provide necessary permissions to staff who will be onboarding new employees☐ Have Pay Codes created within the Human Resources Module☐ Create Task Templates for both the new employee and administrator as checklists and next steps*☐ Create Document Management Templates in regards to Employee Documentation*☐ Make sure all Schedule Settings are set up
☐ Appointment Types☐ Reason Codes☐ Cancellation Reasons☐ Additional Settings
*= Not required but recommended for best practice
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What can be automated:
★ Connections★ Contact Labels★ Permission Groups★ Service Codes★ Tasks★ Required Files★ Office Location
Using Custom Contact Forms for Automation
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✅✅✅✅✅
Task TemplatesReview and Classify Documents
Review Employee’s profile Credentials
Connections - Employee and ClientsPayroll Setup for EmployeeAssigning Rates to Codes
Drive RatesSync Appointment Types
Availability
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● Great tool to keep the onboarding process rolling● Acts like a “To-Do List” and a Checklist● Assigns multiple tasks to an employee at once
The Task Template can be assigned to the New Employees with next steps, such as: ➔ Uploading Profile Picture➔ Entering Availability➔ Uploading critical documentation
The Task Template can be assigned to the administrator handling onboarding with their to-do list items➔ Classify documentation for the new employee➔ Connect Employee to clients➔ Schedule their internal trainings
★ Everything to come can be a part of a task template for employee onboarding
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Custom Contact Forms can have employees submit important files upon submission
➔ Driver’s License➔ Certification documentation
If not obtained from Custom Contact Forms, then, employee or onboarding administrator will need to manually upload the files
Classify the documents with the needed Document Management Template and provide the expirations date
Great way to keep track of documents vital to the employee that expire and will need to be uploaded again!!!
*Note: Document Manager is a Premium CR feature. Please contact your Customer Success Lead if you currently do not have the Human Resources Module and would like to learn more.
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Review the employee’s profile based on reviewed documentation
It is Important to Enter:Licenses and Certifications provided
➢ can be used to restrict service code usage by credentials
Claim Settings➢ will be needed to be a part of claims➢ make it a part of task template for new
employee if not provided
★ Most of these connections can be automated in contact forms
Connect Employees to only the clients they will be working with
➔ Be careful with the level of permission and autosharing
Connect any employees not a part of the contact form at time of submission to the new employee
➔ This includes Calendar Connections
Set up the employee within HR Module
Important settings➔ Pay Codes➔ Pay Types➔ KPIs➔ Time Off Policies
Filling in HR information can help when analyzing reports
*Note: HR is a premium feature. Please contact your Customer Success Lead if you currently do not have the Human Resources Module and would like to learn more
★ Should be automated in Custom Contact Forms○ If they need to be updated with rates higher
than 0, then bulk update.
If new codes are added or automation wasn’t set up, add employees to service codes in two ways:
1. By Pay Codes2. By Manual Custom Rates
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Drive Rates will be needed if the organization provides services outside a clinic and the time should be billed/paid
➔ Home Services➔ School Services➔ Outings
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Created to decrease scheduling time by applying a predetermined time based on the appointment type
➔ Team Meetings = 30 minutes➔ Supervision = 1 hour➔ Direct = 2 hours
Will need to be synced to employees after submission
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Availability is an important step for onboarding
★ Will be needed to use the Find a Provider feature
★ Makes scheduling easier when knowing which employees are available for that date, time, and appointment type
Appointment Types can be tied to Availability○ Tuesdays and Thursdays employee
may be able to travel to do home services
○ Fridays they want to set time aside to do admin type of work
○ BCBA can only provide supervision on Mondays, Tuesdays, and Wednesdays from 12PM to 4PM
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❋= Can be automated in the Custom Contact Form
★ Find a copy to this checklist here!
Employee Onboarding Checklist✅ Enter employee using Employee Custom Contact Form based on job role and credentials
☑ Welcome Email will be sent to the new employee with login credentials☑ The employee will be a part of permission group☑ Supervisors and administrators will be connected to the employee’s calendar☑ Contact Labels will be assigned☑ Required Files will be uploaded☑ Office Location is assigned
✅ Assign Task Templates to new employee for next steps that they must complete✅ Task Template assigned to an administrator that will include the following:✅ Review the employee’s profile information and enter in any missing information that may be
important to your organization✅ Classify documents that were uploaded by the new employee upon submission ✅ Upload and classify any documentation that was not required at the time of submission but needs
to be added to the employee’s profile✅ Connect new employee to the clients they will be working with ✅ Set up the employee with Pay Types that they will need✅ Assign Pay Codes ✅ Assign Drive Rates✅ Sync Appointment Types that they will need to use ✅ Enter in Availability✅ Assign an Office Location❋✅ Connect new employee to any other staff members that they may need to be connected to that
were not a part of the employee custom contact form ❋✅ Connect any supervisors, administrators, or technicians to the new employee’s schedule that were
not a part of the Custom Contact Form ❋✅ Connect the new employee to other staff member’s calendars❋
New Employee and Onboarding Administrator have completed all tasks assigned to them
𝥀 Schedule employee with any upcoming appointments𝥀 Schedule supervision appointments𝥀 Have employee convert appointments into timesheets𝥀 Have employee complete any notes for sessions𝥀 Complete billing and payroll audits𝥀 Run your company’s payroll
★ Find a copy of this checklist here!
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● What is needed to be setup before onboarding a new employee● Automation and importance of Custom Contact Forms● Steps to take after a new employee is entered into CR● What now can be done once the employee is all setup● Employee Onboarding Certification within CR Institute
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Thanks!!
Any questions?
Please reach out to your CSL for more time with our Business Optimization Department and more workflow design ideas.