Care+ Timesheet Lookup

The Timesheet Lookup view allows users to review timesheet records within a set date range and specify criteria based on several filter conditions. It is a useful resource and can be utilized for many scenarios including adjustments during invoice/payroll creation, creating a report for a specific client and caregiver to include their shift notes or multi-visit RN Approval for state/LTCi requirements.

To find the Timesheet Lookup, navigate to the Timesheets tab > Timesheet Lookup. The filters include:

Schedule Date From – To: All Timesheets within the selected date range will be listed. The maximum allowed date range is 1 Year.

Payer: Select the Payer (Client Pay or Insurance Agencies) to list the records only for the selected Payer.

Job Type: This filter helps to list the Timesheets based on the Job Type. Job Type Filter will display options based on the Payer selected.

Client Location: This dropdown lists all the locations added. This filter allows to select ‘All’ or a particular Location and report will be generated according to the selection. The selected option will be ‘All’ by default.

Client: Client drop down lists Clients according to the status selected in the status selector pop up which is next to the Client drop down. The Filter allows to select ‘All’ or a particular Client and report is generated according to the selection. By default, the status is ‘Active’. The Client dropdown will be populated according to the selected Location.

Billing Cycle: This filter allows you to select Timesheets based on the Billing Cycle of the Client. If a Client has set different Billing Cycle for Client Billing and Insurance Agency Billing, records will be displayed based on the Payer selection and Billing Cycle.

Caregiver Location: This dropdown lists all the locations added. This filter allows to select ‘All’ or a particular Location and report will be generated according to the selection. The selected option will be ‘All’ by default.

Caregiver: Caregiver drop down lists Caregiver according to the status selected in the status selector pop up which is next to the Caregiver drop down. The Filter allows to select ‘All’ or a particular Caregiver and report is generated according to the selection. By default, the status is ‘Active’. The Caregiver dropdown will be populated according to the selected Location.

Pay Type: The filter helps to list Timesheets of the Caregivers who has assigned with the selected Pay Type.

Filter: This lists various filters using which the Timesheets can be filtered. Following are the filters provided in the list. ‘All’ will be the default selection.

• Approved: This option lists the approved Timesheets.
• Acknowledgment Entered: This filter lists the Timesheets that Caregiver has acknowledged from Mobile App about the injury status. If this filter is selected, "Injured during the Shift" filter is shown with Yes/No/All dropdown.
  Injured during the Shift-Yes: It displays the Schedules with Caregiver injured, indicated with this icon.
  Injured during the Shift-No: It displays the Schedules in which Caregiver is not injured.
  (Acknowledgement “Yes” indicates the Caregiver has answered the acknowledgement question. Whether the answer is No/Yes. If the Caregiver answered the question it will be considered as acknowledged. If the Caregiver select “Yes” it will consider Caregiver has acknowledged and injured, if the answer is No it will consider the Caregiver has acknowledged and not injured.)
• Acknowledgement Not Entered: This filter lists the Timesheets that Caregiver has not acknowledged from Mobile App about the injury status.
• Auto CheckIn/CheckOut Schedules: Timesheets with Auto check-in or check-out.
• Can create Payroll: Payroll can be created against this visit
• CDS Schedule
• Caregiver Not Assigned: This option lists the Timesheets that do not have Caregivers assigned.
• Check In/Check Out from Caregiver Portal
• Daily Activities: This filter will list the Schedule and Daily Activity in the drop down. When you select “Daily Activities” in the Main filter, “Daily Activity” sub filter will list the following dropdown options in the sub filter: All the Activities are completed. All Activities are done. At Least one Activity was not done. No activity was done. Schedule with Declined Task. Schedule with No Daily Activity.
• Invoiced: This option lists the Invoiced Timesheets.
• Invoiced & Payrolled: This option lists both the Invoiced & Payrolled Timesheets.
• Late Check-In Email/SMS sent: Timesheets for which Late Check-In Email/SMS sent has been sent from KanTime.
• Manual Check-In/Check-Out Schedules: This option lists the Timesheets with Manual Check-In/Check-Out Schedules. User can lists the Timesheets according to the selected reason in Check-In/Out Reason.
• Mid – Shift calls: Mid-Shift Call has been made by Caregiver.
• Not Approved: This option lists the Timesheets that are not completed (checked out) but not approved.
• Not CheckedIn: This option lists the Timesheets that are not checked in.
• Not CheckedOut: This option lists the Timesheets that are checked in but not checked out (In progress).
• Payrolled: This option lists the Payrolled Timesheets.
• RN-Approved Schedules: This option lists the RN-approved Timesheets.
• Schedules: When you select this filter, you will receive a subfilter with the following drop down: 
  • Schedules Called In from Client Phone: This option lists the Timesheets that are checked in or checked out from Client phone. Schedule with either check-in or check-out done from Client phone will be listed with this option.
  • Schedules Called In from External Tele System: Lists the schedules called in via telephony.
  • Schedules CheckedIn/Check out from Mobile: Timesheets with check in/ check out done from Caregiver Mobile Application.
  • Schedules Exceeds the Max. Distance Limit: Timesheets with check in/ check out done from Caregiver Mobile Application and Schedule activity place distance exceed the Max. Distance limit from Client place.
  • Schedule with Caregiver Signature: This filter helps to list Schedules with Caregiver Signature.
  • Schedules with Client signature: This option lists the Timesheets with Client signature.
  • Schedules Not Called In from Client Phone: This option lists the Timesheets that are not checked in or checked out from Client phone. Schedule with either check-in or checkout done from other phone will be listed with this option.
  • Schedules with Expenses: This option lists the Timesheets with Expenses added.
  • Schedules with Notes: This option lists the Timesheets with notes added.
  • Schedule With Shift Note: List the Schedules with shift notes entered by Caregivers.
  • Schedule With No Shift Notes: List the Schedules with no shift notes entered by Caregivers.
  • UnAuthorized Schedules: This option lists the all Timesheets that do not have valid Authorizations.
  • Schedules with break time: List the Schedules with break time.
• Schedule with Mobile Screening Question: Can filter for Exception to Not Answered; Yes; No.
• Schedule with Mobile Survey Question: Can filter for Exception to Not Answered; Yes; No.
• Schedule with Mobile Voice Message: Can filter for Exception to Not Answered; Yes; No.
• Voice Message from Caregiver: Timesheets for which voice message has been sent by Caregiver. 

Once the filters are narrowed down, click the 'Display' button to show the results. The information can then be organized (ascending/descending order) by choosing the following blue column headers - Date; Caregiver; Client; Job Type; Edited Hours; Units; Authorization. 

Date: This column shows the Schedule date.

Caregiver: This column shows the Assigned Caregiver for the Schedule.

Client: Name of Client.

Job Type: Job Type assigned for the Schedule.

Schedule Start Time: This column shows the Start time of the Schedule. This column also displays  icon if there is any mid-shift call associated with the Schedule. This icon has been provided as a hyperlink to open the Mid-shift Call pop-up. The page displays all mid-shift calls with date, time and messages made along with the Mid-Shift call.

Schedule End Time: The end time of a Schedule. This column also displays  icon if there is any voice message received from the Caregiver associated with the Schedule. Click  on to open "KanTime Audio Downloader" page. The page includes all messages to KanTime during the shift.  This icon indicates that Voice message is heard.  This icon indicates that Voice message is marked as closed.

Actual Start time/Check in: This is the system-recorded time when a Caregiver was checked in for the Schedule, manually or through the KanTime telephony system. If a check in action is not completed, a “Check In” hyper link will display. User can perform a manual check-in action via this hyperlink. If the check in action is done to the Schedule, the actual check-in time will display detailing the event. If a check-in is done over telephone, it will be indicated by the  icon next to it in addition to the time stamp. If the Check-out action has been done from a telephone other that Client phone, it will display the  icon. If a check in action is completed by the Auto check in/out feature in KanTime, it will be indicated by the  icon.

Actual End time/Check out: This is the actual end of service time. Caregiver has to check out after completing the Schedule. Check out can be done either manually or through the KanTime telephony system.
If a check out action is not completed, a “Check Out” hyper link will display. You can perform a manual Check-Out action via this hyperlink. If the check-out action is done to the Schedule, the actual check-out time will display detailing the event. If a check-out is done over telephone, it will be indicated by the  icon next to it in addition to the time stamp. If the Check-out action has done from a telephone other that Client phone, it will display the  icon. If a check out action is completed by the Auto check in/out feature in KanTime, it will be indicated by the  icon next to it in addition to the time stamp.

Edited Hours: This is the total hours of the services provided to the Client. The Client will be Invoiced and the Caregiver will be Payrolled based on “Edited hours”. By default this value will be calculated as the difference between Check in and Check out time. For the Fixed Schedules, if the flag “Set Hours to Count as Edited Hours” is enabled, then hours to count of the job type will be shown in the edited hours column.

Miles: Mileage will be charged to the Client and reimbursed to the Caregiver. Mileage charges are calculated using the Mileage rates set in the administration module. This column shows the miles entered after doing checkout of the Schedule manually or through telephony.

Authorization: Authorization is applicable only in case the Insurance payer source is mandating the Authorization. If Authorization is available for the Schedule, the column will display as YES in green color. Otherwise the column will display as NO in red color. If Authorization is not mandatory, the column will display NA.

After the Timesheet Lookup is organized, the records can be updated and/or exported accordingly. The following actions can be taken from the button in the top right or under the specified column headers.

Approve: To approve a Schedule, enable the check box next to the Schedule. User can approve a Schedule only when the check in and check out process has been completed and verified. Approved Schedule are considered for billing and payroll.

Edit: This column has been provided with the  icon. This has been provided as a hyperlink to open the Modify Timesheet pop-up. For approved Schedules user can edit only the notes. If the Schedule is not approved, then user can edit other values like start time, end time, job type, Bill rate, pay rate, Check-in/Check-out time, Mileage etc. user can also perform Undo Check-In, Undo Check-Out, Approve Schedule/Un-approve Schedule actions.
If there is any Expense associated with this Schedule, the column will display  icon. If there is a Schedule note, the column will display  icon.

Print: There are multiple options print the displayed records.
a. Print Timesheet Lookup: Select this option to print the Schedule details of displayed records.
b. Print Timesheet Lookup with Shift Notes: Select this option to print the Schedule details and Shift notes displayed records. 

c.Print Timesheet Lookup with Signature: Select this option to print displayed records with Client/Caregiver Signature.
Include Client Signature: Enable this option to print displayed records with Client Signature.
Include Caregiver Signature: Enable this option to print displayed records with Caregiver Signature.

Export to Excel: Will export Schedule details in formatted excel, based on the selected filter conditions. It also exports “Payer” column and total Edited hours of displayed records.

Audit History: In order to see user activities on a Schedule, select the Schedule and click on Audit History button. It will display the audit history window for the selected Schedule.

Cancel/Missed: To cancel or mark Schedules as missed visit, choose Schedules from the list and click on the “Cancel/Missed” button. Select the required option from the pop up and Click on the “Cancel Schedule” or “Mark as missed visit” Button.

If you do not see one of the filters or buttons enabled, please reach out to the Admin user(s) for your branch and have them review your permissions first. Then contact the Products team ([e-mail]) and the team will review accordingly.