Advanced Rostering - SIL Houses (Optional)
If you need assistance, please use the link that was provided to you during your Discovery Session or email us at onboarding@caremaster.com.au for any questions.
Watch our recent Webinar on SIL Houses Setup & Configuration Here.
This is a guide on how to roster for a SIL House.
Where do you start?
There are a few things that impact how you build your SIL roster such as;
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Are the Participants using Weekly or Hourly line items?
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Does the worker roster match the billing times?
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Do you have many billing line item changes each day?
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Are the Supports 1:1?
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Are there multiple participants with a combination Weekly / Hourly line items?
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Do you want to track your Houses for specific reporting purposes?
The videos below, break it down further.
There are 3 ways to proceed:
Option 1
Roster directly against a Participant and allocate Workers directly to billable shifts.
Used for simple schedules - can be for 2 Workers and 1 Participant
Option 2
Create separate Billing Supports and separate Timesheet Shifts
Used for Complex scenarios with multiple Participants / differing Roster of Care vs shift times / Rostering to a SIL House vs a specific Participant
Option 3
A combination of Option 1 & 2
Examples:
You can build a Weekly charge billing shift, create a 24 hour Timesheet roster then create a Access Community shift against the Participant with a directly assigned worker
System Configuration
If you are using Option 2 or 3, there is some additional configurations you need to create.
| System Configuration | Duration |
|---|---|
| Creating a SIL House as a participant | 1:42 |
| Creating a SIL House as a Service Organisation | 1:17 |
| Importing Line Items & Creating Timesheet Shift Types | 3:38 |
| Creating a fake worker for Billing Supports | 3:00 |
Creating SIL Houses as a Participant
Creating a Fake Participant as ‘Miles Ave, SIL’ allows workers to be rostered to the house for Timesheet Purposes and not against a specific participant. This allows freedom of multi participant rostering.
SIL Creating a SIL House Participant 614x345
Creating SIL Service Organisations
For a more detailed visibility and reporting of a SIL House, you can create a Service Organisation called ‘SIL Miles Ave’.
Creating a SIL House as a Service Organisation 576x324
Importing Line Items & Creating Timesheet Shifts
Now you have a Service Organisation created, you can then add the Real NDIS line items as well as the SIL/STA Timesheet shifts (non invoiceable).
This will allow you to create a support to a participant directly as a line item associated under SIL Miles Ave or additionally a Timesheet shift for a participant under SIL Miles Ave. It has its reporting and rostering advantages from a Tracking and filtering perspective.
Importing Line Items and Creating Shift Types 576x324
If you have multiple Funding Types in the same House, you should create up to 3 Service Organisations to account for Self Managed / Plan Managed & NDIA Managed.
If your house is Miles Avenue SIL House, you would then have
- Miles Ave SIL House SM
- Miles Ave SIL House PM
- Miles Ave SIL House NM
*You can then still use Xero Tracking categories to isolate the reporting for your different funding types at the same House location.
Creating SIL Services for Timesheets
Add non funded / invoiceable line items so a worker can log on/off a shift and generate a timesheet.
Dayshift – usually anywhere between 0600-2200
Sleepover – sleeping shift i.e. from 2200 – 0600.
Active Overnight – Awake overnight shift i.e. from 2200 – 0600.
Wake up shift – a non-sleepover shift i.e. 0100-0200
Creating a Fake Worker for Billing
When you create a shift for billing purposes, it remains as Unassigned. When viewing the Worker Roster it sits in the unassigned space, possibly asking for an action that is not required.
The line item can be marked as “Exclude from Worker Roster” removing visibility entirely. It will still be visible in the Participant Roster. However, if you work mainly in the Worker Roster view, you may wish to keep visibility.
You can create and assign these billing shifts to a fake worker i.e. Bill zBilling. This will remove the supports from the Unassigned space and keep them visible at the bottom of the Worker Roster page. You may want to update the invoice templates to remove the worker name.
Creating a Fake Worker for Billing Supports 614x345
Rostering Billing Supports
Creating Billing Supports can be a complex task and it depends on which Line Item’s the Participant is using.
| Rostering | Duration |
|---|---|
| Rostering Billing Supports | 4:35 |
| Creating Timesheet shifts | 2:00 |
This video breaks down the way to create billing supports if using a:
- Weekly Line Item
- Multiple Hourly Line Items
SIL Creating Billing Supports.mp4 614x345
Creating Timesheet shifts
Now you have your Billing Supports created, you can roster Worker Timesheet shifts to meet the requirements of the SIL House.
This video shows how to use the specific Timesheet shifts to create a roster for workers against a SIL House.
Creating Timesheet Shifts 614x345
*Invoicing with a Fake Billing Worker
If you are using a Weekly line item, you may want to remove the worker name form the invoice template so it does not show as i.e. zBillings, Bill. This can be done in the Default Invoice Template Settings or individually per line item.
Default Invoice Template Settings - go to Admin > Integrations > Xero > Settings. Scroll down to Automatic Template Settings and remove %list_of_workers:
Individually per line item - Go to Admin > Service Organisations > Select One > Services Tab > Find your Line Item i.e. Weekly and Edit.
Scroll down to $Xero Settings and add the normal Template variable but remove %list_of_workers
Workers adding Case Notes for a Participant when on a Timesheet Shift
For a Timesheet support, if a worker adds a case note against the support, it will apply to the SIL House and not the actual Participant.
This video advises how to add a Case Note on to the Participant Profile instead of the support itself.