Your Current Processes:

• Printing dailies
• Having nurses track dailies on paper

Benefits If You Change Your Process:

• Consolidating to a weekly process as described below
• Going paperless (saves time and money from paper and ink)
• All Barnestorm users can pull up information quickly (saves time)

New Process Details:

Using the Visit Entry, Non Visit Entry and Time Sheet feature is an easy way to start your paperless transition.  Use this feature to track your office hours, meetings, holiday pay, time off, etc.  Staff who use Barnestorm daily can enter their own entries.  For staff who do not use Barnestorm, data entry personnel can enter the information into Barnestorm.   Going paperless with time sheets means no more printing daily log sheets and storing them away, and the time sheets can be pulled up in Barnestorm at any time.

Your agency assigns the non-visit codes that you would like to keep track of, so you can be as detailed as you want.  Here are examples of non-visit time codes you can use: administrative time, (specific) staff meetings, orientation time, personal time paid, personal time not paid, holiday, travel time, charting, attending in service, self-education, patient conference, quality improvement study.  The time sheet automatically pulls in all assessments and visit entry information. The timesheet displays a daily log with the visit/non-visit code description, time in/out, and patient chart with name. 

Our time sheets have a system in place that allow you to “Save / Sign” the time sheet.  If an employee enters and saves their electronic signature, this feature will add the signature to the time sheet once it is finished.  From the Time Sheet screen, after the Save / Sign button is selected, that employee's electronic signature and a date / time stamp will appear at the bottom of the Print/Preview time sheet.  Once the time sheet is saved for a select time frame, it becomes locked and that employee may not edit it unless their supervisor unlocks it. After a time sheet is “signed”, the supervisor can also approve the time sheet which will also add their electronic signature to the bottom of the Print/Preview time sheet. 

We have a couple of reports that will keep track of time sheets that have not been signed or approved.  We also have several reports that give detail or summary of the information from the non-visit /visit entries. In addition, there are report designed for exporting timesheets to payroll systems.

Suggestion on how to start this process:

• Barnestorm will check your permissions setting to ensure they're correct for timesheets.
• Select an office staff member and a visiting staff member to use this feature for a couple of weeks; they'll be your "super users" for this project.
• Barnestorm will train your "super users" on how to use the non-visit and timesheet screens.
• Have the office staff add non-visit time codes to the system, as needed – for both office and visiting staff. 
• The super users can come up with the process for entering time sheet information. 
• Determine when the time sheet gets “signed” by the employee and approved by the supervisor. 
• Next, allow all office staff to enter their non-visit time.
• Once you feel comfortable with the office process, extend it to the visiting staff.
• The visiting super user can show the remaining clinical staff the process, and Barnestorm can assist with this training.
• If needed, you can also have data entry enter the daily logs for employees who don't have access to Barnestorm.

Checks and Balances:

Once the time sheet is saved for a select time frame, it becomes locked and that employee may not edit it unless their supervisor unlocks it.  After a time sheet is“signed”, the supervisor can also approve the time sheet which will also add their electronic signature to the bottom of the Print/Preview time sheet. 

Related Reports:

03.73 Time Sheets Not Signed  http://kb.barnestorm.biz/KnowledgebaseArticle50873.aspx

03.72 Time Sheets Not Approved  http://kb.barnestorm.biz/KnowledgebaseArticle50873.aspx

Related How-To Articles:

View and SignTime Sheet  http://kb.barnestorm.biz/KnowledgebaseArticle50100.aspx