Display, Print And Maintain Allocated Calls

An Unallocated call is a call that has not yet been matched with a Carer or one that has been previously matched but now the Carer is away and so unable to cover the call.

They can either be viewed on the Rotas or by viewing the unallocated call list by double clicking on the word Unallocated in the Status Bar at the bottom of the screen. For a more specific view of today’s unallocated then click on the number in the Status Bar representing the number of unallocated calls for today.

If a double up call is required for a client and only one carer has been allocated then the remaining call will show as unallocated.

Top Tip: When viewing unallocated calls note that calls will appear in red except time critical calls, which appear in a mustard colour, where the Carer is away these calls will appear in yellow, and the specific call that is highlighted, which appears black.

The Standard view simply lists and colour codes all of the unallocated calls.

In order to allocate carer to an individual call:

• Click in the carer field in the selected call you wish to allocate.
• Click on the dropdown arrow.
• Use the pop up window to select a carer from list then confirm your selection by clicking Allocate.
• Warnings on the right hand side of the pop up box indicate possible Call Overlaps, working time restrictions and any relevant exclusions.

The Advanced View of the Unallocated screen, gives you more of a visual experience, showing Carers Rotas making it very quick and easy to view a Carers availability.

Calls can also be allocated directly through the Rota Screen. Remember that selecting the This Week & Beyond features allows you to apply any changes to the Rotas for the future as well.

• On the Rota Screen select the call/calls that you wish to allocate.
• Right Click and select Allocate and then Allocate call.

The Allocation Screen allows selection of the right Carer for the call.

Top Tip: Select more than one call and allocate them all at once by holding down the Ctrl key while clicking the calls you want.

The Allocation Screen suggests the most suitable Carer for the call using a series of matching criteria which are indicated on the screen by a series of green icons. The key at the bottom left of the Allocation Screen indicates which of the fields refer to which criterion.

A tick appears in this field only when the Carer is not allocated to a different call at that exact time. Any overlaps or near overlaps are also indicated to the right of the Allocation Screen.

For those with the additional Microsoft MapPoint software this field seeks to show the nearest Carer to the location of the call based on where they are currently rostered to be.

Where a qualification needed is entered for a Client on the Special Needs tab then this will only place a tick alongside those Carers who have a matching qualification on their record.

If the Carer has previously visited the Client then this field will contain a tick.

On the Carer Screen Other Details Tab the Minimum and Maximum Hours feed through alongside the number of hours already allocated to the Carers for that week. Thos below their target hours will have a tick here.

The Client Preferences Screen allows a preferred Carer to be selected. This selection would result in a tick for the Carer here.

Any exclusions will also be used to match on the Allocation Screen. Ticks here represent NOT being excluded.

Any cultural information used on the Client/Carer Preferences Screen will enable a match on these grounds.

The order used to prioritise these matches can be set within the Tools Menu.

Select Tools- Options and Settings, Shared Options, Then click the Matching Criteria dropdown to display the options.

You can unallocate calls from the client’s rota screen.

• Select the call
• Right click and select Unallocate and Unallocate Call

You will know that a call has been unallocated as it will show red on the rota when you have completed the process

Top Tip: If you are unallocating a call because you want to change the carerwho will do the call, save time by simply following the allocate process and the name will be changed. It is not necessary to unallocate prior to allocating to someone else.