What is Scheduling in Maica?

Maica scheduling allows you to create a recurring schedule for your new Shift. Recurring Shifts happen on a regular schedule and Maica will create these based on the populated information from completing the following fields:

Additional Details:

When making Recurring Shifts, you have two more configurable options.

1. Exclude Public Holidays:

When this is toggled on, Maica will exclude any Shift that falls on a Public Holiday from your Recurring Schedule.

• If you create a Recurring Schedule by End Date and Public Holidays fall within the specified dates, the Public Holidays will be skipped and the number of Shifts in your schedule will be reduced by the number of Public Holidays within the specified dates.

• If you create a Recurring Schedule by Number of Shifts and Public Holidays fall within your schedule, the Public Holidays will be skipped, but the Number of Shifts will remain constant, and the End Date will be extended accordingly.

2. Schedule by Number of Appointments:

The scope of your schedule can also be determined by inputing the Number of Shifts desired within your recurring schedule (This is a configurable alternative to determining the scope by End Date). If the Number of Shifts is selected, Maica will automatically provide an End Date based on the Start Date, Frequency and Repeat Every fields. To toggle between End Date and Number of Shifts, click the hyperlinked text under the field box.

What does the Basic Details stage include?

The Basic Details tab captures the basic details of the Shift, as described in the below table:

Things to look out for: Basic Details

1. Resource(s) have a Roster Mode conflict

This alert will show in the instance where the selected Resource(s) have a Roster Mode conflict and hence cannot be allocated to the proposed Shift. This is the only restriction that Maica enforces where the user cannot continue to create the Shift.

In order to resolve this alert, you must select Resource(s) that are set to a Roster Mode of Shift during the time of the proposed Shift.

2. Shift Allocation Incomplete

This alert will show in the instance where you have a different number of Resource(s) allocated compared to the specified Required number for the Shift. This will result in an incomplete Shift.

For example, if you have an incorrect required number of Resource(s), Maica will alert you with the following warning:

The Shift does not have the required number of Resources allocated.

In this instance, Maica will still allow you to continue to the next stage of creating your Shift. However, as mentioned, it will result in an unfulfilled Shift.

In order to resolve the Incomplete allocation alert, ensure that the number of selected Resource(s) match the specified required number. For example: If you only require 1 Resource for your Shift, ensure 1 is allocated, as shown below.

What does the Custom Fields stage include?

The Custom Fields tab captures any information from Custom Fields that have been added to your Organisations Shift profile beyond what Maica offers.

Where this is the case, and the custom fields have been configured, this stage will present all configured custom fields using the input relevant to their data type. This includes the ability to select picklists, dates, lookups, and other options based on the configuration of your own Custom Fields.

Here, both City and Service Region have been added to the Custom Fields stage, as shown below.

What does the Location stage include?

Within the Location tab, you can choose the location of your Shift from your stored Locations . Once your Location is selected, any connected Accomodation records are displayed and accessible for selection in order to provide a more detailed location.

How do I add Instructions to my Shift?

At this stage, you can simply use the text box to type any additional instructions or directions that may be required for your shift, as shown below.

If you have no additional instructions, you can simply skip this stage and continue with the creation of your Shift.

What does the Additional Details stage include?

The Additional Details tab captures any extra details of the Shift, as described in the below table:

What does the Summary stage include?

The Summary provides an overview of the Shift, including the selected Start Date, Start Time, End Date and End Time. It also summarises each selected Shift Service, as shown in the below image and by the below table:

Things to look out for: Summary

1. Adjusted Quantity

Adjusting the quantity offers you flexibility within an Shift to control how long each Service may be delivered within a Shift. For example, if Supported Independent Living was delivered for the full 3 hours, but Occupational Therapy Services was only delivered for 1 hour, you could adjust the quantity.

When adjusting the quantity for a Service, Maica will alert you with a symbol indicating that you have individual Shift Service that does not correspond with the details of your Shift. This is not an error, but rather an alert to identify the adjusted quantity. Please refer to the image below for an example with an updated quantity and the changes Maica will display:

What does the Participant Note Stage include?

How do I create an Shift?

A quick and efficient way to create Shift is directly through the the Maica Planner. Maica has an interactive user mechanism where you can simply drag and release your mouse on the Planner in order to prompt the creation of an Shift.

Please see below for an example:

Pre-populated Fields

When creating a Shift, a number of fields will be pre-populated. These fields depend on the Planner View the user is in when the Shift is created. The pre-populated fields for each view are outlined in the table below:

Shift Stages

After the new Shift is created, a few stages must be completed before the Shift can be confirmed.

Below is a list of these stages:

1. Basic Details

2. Location

3. Schedule

4. Additional Details

5. Shift Instructions

6. Custom Fields

7. Participant Notes

8. Summary

To dive deeper into each stage, please visit the specific pages for detailed information on every stage.