Rostering SIL shifts in ShiftCare
There are two components to rostering SIL shifts. The nature of SILs is that there are generally multiple clients living in the same house, and secondly, you have staff that attend shifts at these houses through the day and night. The staff may be looking after multiple clients during the day at different times, and clients may also partake in Community Participation (CP) outside of the SIL house.
ShiftCare is generally designed to allow you to schedule a staff member with a particular client, a staff member with multiple clients, or multiple staff with one client where high-needs care is required. When you add the complexity of a SIL house into the mix, we need to modify the way these shifts are rostered so that the client is billed correctly for time spent living in the SIL house, and the staff are paid correctly for the hours worked at the SIL house.
In its most basic form, staff are paid to attend their shift in a SIL, and this may involve the care of one or more clients throughout their shift. It is impossible to use standard shift scheduling techniques to roster staff, and correctly charge clients, so some modification of the rostering needs to occur so correct billing and timesheets can be generated.
Setting up a SIL house ‘client’ to pay staff correctly
To do this, we set up SIL houses as ‘clients’. SIL house clients are ‘dummy clients’. There are no client charges billed against these SIL houses you have set up in ShiftCare. The primary purpose of the 'SIL house client' shift is to allow you to correctly pay your staff for the hours they attend the SIL house. These have a default price book attached (for client billing) which has been set up with zero charge which means that client invoices will not be generated for these shifts.
Setting up the shift this way lets your staff know what SIL house they will be working at when they check their shifts on the mobile app. As there are no client details listed on the shift, it’s best practice to include any client information in the ‘Instructions’ section of the shift so staff are aware of who they will be looking after and what duties are expected of them during their attendance at the SIL house.
Example of a 'No Charge' Price Book
Example of a shift where the client's name is the 'SIL house' and the Price Book is set to 'No Charge'
Setting up ‘No Charge staff’ to invoice clients correctly
Setting up client billing is almost the opposite. We need to create a shift that will charge the client correctly, but these shifts do not contain any staff. The ‘staff’ assigned to these shifts is the SIL house. These are ‘No Charge’ staff members which will allow you to create shifts for client billing, with no associated staffing costs. The reason we need to do this is that some SIL billing requires you to charge a flat rate per 24-hour period. Also, staff come and go from the SIL houses throughout the day and may look after several clients at different times during their shifts. There may also be CP shifts (which should be scheduled as normal shifts). Due to the nature of SIL invoicing, it is impossible to roster multiple staff members into these shifts as client billing times don’t always align with the staff shift times.
Example of setting up a 'No Access' staff member
Example of shift where Carer has been set to 'No Charge'
We understand that rostering in this way is extremely challenging, but currently, it’s the most accurate way to pay staff and invoice clients correctly.
If you require assistance with SIL rostering, please reach out to our Support team via our live chat when you're logged into ShiftCare and we can set up some time to take you through these steps in more detail.