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This page guides you through the creation and management of branch records

These are the topics on this page

 

Introduction

Branch records are accessed via the Administration>Branch Setup sub menu. Branches are an organisational unit in Brevity that come under an Organisation. Multiple Branches can be created for one or more Organisations. A Branch can be a department (eg, accounts), activity-based (eg, support service or clinical) or a geographical location (region, state, city or suburb). For additional information on Branches, see Team .

The information kept for Branches enables management of:

  • Travel and invoice settings,

  • The Organisation's service agreements for new business activities, and

  • The content that Employees and Clients see when using Brevity mobile and self service applications.

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Navigating the Branch form

 

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Expand
titleClick to expand and review the fields and datagrids contained within the Branch page

The following is a summary of the fields contained with branch page.

  1. Name: This field is used to input the name of the branch record. Data entry within this field is mandatory for record save. The branch name is utilised when assigning the branch to a record.

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  2. Code: This field is used to input a code that will identify the branch record. Data entry within this field is mandatory for record save. The code is used when filtering records, for example client shifts within the schedule board or employee timesheets through the Approve Timesheet page.

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  3. Organisation: This is a drop down field listing organisational record values. This field will identify the organisation record applicable with the branch record. Data entry within this field is mandatory for record save.

  4. GST %: This field is used to input the GST value. Set as 10.00. Data entry within this field is mandatory for record save.

  5. Timezone: This field is a drop down field listing the timezone applicable with branch record. This will affect the employee's login from the Brevity Mobile app if the timezone you set in Brevity is not correct. Data entry within this field is mandatory for record save.

  6. Hours Between Shifts: This field is to the input the time difference between the shifts. The information specified is used when syncing to third party accounting applications.

  7. Travel Reset Hours: This field is used to input the time that Brevity will reset the travel details. If you have a limitation for the employee's travel pay, it will reset based on the value specified. The information specified is used when syncing to third party accounting applications.

  8. Travel Time Pay Item: This is a drop down field listing the travel time pay item. If the employee has travel time specified on the employee profile, it will be sync to the pay item that was specified through this field. The information specified is used when syncing to third party accounting applications.

  9. Travel Km Pay Item: This is a drop down field listing the travel time pay item. If the employee has travel / transport KM’s specified on the employee profile, it will be sync to the pay item that was specified through this field. The information specified is used when syncing to third party accounting applications.

  10. Invoice Footer Left: This field is used to input instructions related with terms of payment of the invoice.

  11. Invoice Footer Right: This field is used to input the banking details for remittance of payment of the invoice.

  12. Invoice Include Employee Names: This field is used to indicate whether the employee name will be concatenated at the end of the individual services listed within the invoice.

  13. Invoice Show Times: This field is used to indicate whether the scheduled service times will be listed against the individual service lines within the invoice.

  14. Show Portal Service History: This field is related with the Brevity Care mobile application. This option allows you to control whether the support worker can review the clients service history.

  15. Show Portal Service Report: This field is related with the Brevity Care mobile application. This option allows you to control whether the support worker can download past client service reports through the mobile application.

  16. Show Mobile App Leave: This field is related with the Brevity Care mobile application. This option allows you to control whether the leave panel is available to the support worker through the mobile application.

  17. Show Client Feedback Rating: This field is related with the Brevity Care mobile application. This option allows you to control whether the client feedback rating (star)(star)(star)(star)(star) is visible on the client signature panel.

  18. Show Portal Address: This field is related with the Brevity Care mobile application. This option allows you to control whether the Clients street address is visible to the support worker through the mobile application.

  19. Show Portal Phone: This field is related with the Brevity Care mobile application. This option allows you to control whether the Clients home phone number is visible to the support worker through the mobile application.

  20. Show Portal Mobile: This field is related with the Brevity Care mobile application. This option allows you to control whether the Clients home mobile number is visible to the support worker through the mobile application.

  21. Show Portal Funding: This field is related with the Brevity Self-service application. This option allows you to control whether the Clients funding and funding balances are visible.

  22. Show Portal All Documents: This field is related with the Brevity Self-service application. This option allows you to control whether all client documents or only shared ones are available to be reviewed.

  23. Allow Client Service Request: This field is related with the Brevity Care mobile application. This option allows you to control whether the Client can request services through the mobile application.

  24. Show Client Service History: This field is related with the Brevity Care mobile application. This option allows you to control whether the Client service history is available to the support worker to review through the mobile application.

  25. Show Client Plan Balances: This field is related with the Brevity Care mobile application. This option allows you to control whether the Client’s Plan Balance are visible through the mobile application.

  26. Clock In Tolerance Minutes: This field is related with managing schedule clock in times that occur later or earlier than the scheduled start, that result from a change to the scheduled start of the client shift. A clock in time that falls within the tolerance will not be reflected with an amended time on the support worker timesheet and shift panel.

  27. Clock Out Tolerance Minutes: This field is related with managing schedule clock out times that occur later or earlier than the scheduled end, that result from a change to the scheduled end of the client shift. A clock out time that falls within the tolerance will not be reflected with an amended time on the support worker timesheet and shift panel.

  28. Shift Notes Mandatory: This field is related with the Brevity Care mobile application. This option allows you to control whether it is mandatory to register progress notes against the client shift through the mobile application.

  29. Shift Notes Auto-Save: This field is related with the Brevity Care mobile application. This option allows you to control whether progress notes auto-save against the client shift through the mobile application.

  30. Mobile App File Upload: This field is related with the Brevity Care mobile application. This option allows you to control whether the support worker can upload files and images against the client shift through the mobile application.

  31. Show Tasks In Mobile: This field is related with the Brevity Care mobile application. This option allows you to control whether brevity task function is available through the mobile application.

  32. Address 1: This field is used to input the first line of the branch address. Data entry within this field is mandatory for record save.

  33. Address 2: This field is used to input the second line of the branch address. Data entry is optional within this field.

  34. Suburb: This field is used to input the suburb associated with the branch address. Data entry within this field is mandatory for record save.

  35. State: This field is used to input the state associated with the branch address. Data entry within this field is mandatory for record save.

  36. Postcode: This field is used to input the postcode associated with the branch address. Data entry within this field is mandatory for record save.

  37. Country: This field is used to input the postcode associated with the branch address. Data entry within this field is mandatory for record save.

  38. Phone: This field is used to input the phone number associated with the branch address. Data entry within this field is mandatory for record save.

  39. Email: This field is used to input the email associated with the branch address. Data entry within this field is mandatory for record save.

  40. Letter Head: This button is used to search for an upload an image into brevity that will be used in the letterhead of documentation produced within the application.

  41. Image: This is the image that was uploaded.

  42. Service Agreement templates: This panel lists the service agreements that have been uploaded.

  43. Upload file link: This link is used to search for an upload the service agreement.

Create a Branch record

To create a branch record observe the following steps:

 

  1. Select the the Administration>Branch Setup to open the branch record into the browser. You will observe that the active branch associated with your login will be presented within the browser.

  2. Select the (plus) New button located top left of the branch record, to refresh the browser with a blank branch page.

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  3. Within the Name field input a name that will be used to identify the Branch record.

  4. Within the code field input an abbreviated value that will be used to identify the Branch record.

  5. Within the Organisation field position the cursor into the field to select from the drop down the relevant organisation records that will be identified to the branch record.

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  6. Within the GST field input the value 10.00.

  7. Within the timezone field select from the drop down listing the applicable timezone in which the branch is located.

  8. If your organisation is utilising a 3rd party accounting package then review and update the fields listed under Travel Setup panel.

  9. If your organisation will undertake invoicing in connection with the branch record you will need to ensure that you update the fields listed under Invoice Setup panel.

  10. If the organisation will be associating the branch to scheduled client services as well as branch rostering on the employee profile you will need to review and update the fields listed under Support Worker panel.

  11. Under the Address panel of the contact details there are a number of fields that will require input, they include the Address 1, suburb, state and postcode fields. Ensure that data is input into these fields.

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  12. Under the Contact panel of the contact details there are two fields that will require input, they include Phone and Email

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  13. Select the save button to create the branch record. Note that once the branch record has been saved you will be able to upload an image for the letterhead as well as an service agreements that are applicable with the services and supports offered by the branch.

Invoice Setup

To update the branch records invoice fields please observe as following; an example of an invoice is provided so that you can navigate where on the invoice these elements are located.

  • Within the Invoice Footer Left field input your organisations terms and payment instructions, these may be generic or particular with the branch. When inputting this information be mindful of space restrictions on the invoice.

  • Within the Invoice Footer Right input the bank account details of where the invoice payment will be remitted to.

  • Within the Invoice Include Employee Names, the field value is by default set to No, to concatenate the client name to the end of the service line set the field value to Yes.

  • Within the Invoice Show Times, the field value is by default set to No, to assigned the scheduled shift start and end times as columns within the invoice set the field value to Yes.

 

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Managing the Service Agreement document

The Service Agreement templates are documents, mail merged in MS word that are used when generating Service Agreements. Service Agreements can be generic across the organisation, or they can be bespoke to the branch as determined by the services and supports offered.

Service agreement templates that have been customised and mail merged are accessed through the proposal page of the lead module.

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Upload the Service Agreement

To upload a Service Agreement template observe the following steps

  1. Select the Upload Files link within the Service Agreement Templates panel to open the File Upload screen.

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  2. Within the File Upload screen, search for and highlight the Service Agreement template.

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  3. With the Service Agreement template listed within the file name field select the Open button update the Service Agreement Template panel with the selected the document.

 

Edit the Service Agreement

To edit the service agreement template observe the following steps

  1. Select the (blue star) floating menu located to the right of the document.

  2. From the floating menu select the Download menu option

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  3. Microsoft word will prompt you to either Open or Save the File.

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Mobile Application configuration settings

The following is an outline of the mobile application configuration options

Show Portal Service History 

This option allows you to control whether the client’s service history is available to the support worker through their Brevity care app. If you set this option to YES then your support workers will see the service history of the client. Whereas if this option is set to NO the service history will not be available.

Show Portal Service Report

This option allows you to control whether the View Summary Report link is available to the support worker through their Brevity care app. If you set this option to YES then your support workers will see the View Summary Report link which will allow them to access additional information related with the client. That additional information includes language spoken, type of disability, goals, documentation and medication.  Whereas if this option is set to NO the View Summary Report link will not be available.

Show Mobile app Leave 

This option allows you to control whether the support worker can view and create their own leave requests through their Brevity care app.   If you set this option to YES then your support workers will be able to select the leave icon  located in the footer of the app dashboard to access both a summary page of leave planed and taken as well as request new leave.  To make a leave request the support worker can click the (plus) add icon in the bottom right-hand corner of the leave  tab within the Brevity Care app to bring up a leave request page. Whereas if this option is set to NO the leave icon as discussed above will not be available.

 

Show Client Feedback Rating 

This option allows you to control whether you want the client to rate the service that they have received from the support worker.    Feedback from the client through the Brevity Care app is by means of a star rating. If you set this option to YES then the client rating field will be shown on the same page that the client uses when they are signing off on a completed service.  To be noted that this rating is mandatory and must accompany a signature at the conclusion of the service.  Whereas if this option is set to NO the client feedback rating will not be available.

 

Show Portal Address / Phone / Mobile 

These three options allow you to control what client address and communication details will be available for review by the support worker through their Brevity Care app. If you set the option to YES on the respective fields then either the clients address, phone or mobile number will be displayed within the shift details (past, upcoming and current) for the support worker to review. Whereas if this option is set to NO on the respective fields then that information will not be available for review by the support worker.

 

Allow Client Service Request

If your client has been provided with login credentials, then this option will allow you to control whether the client can register new service requests through their Brevity care app.   If you set this option to YES, an add   (plus) icon will present in the bottom right-hand corner of the shift tab within the Brevity Care app. Selecting the add icon provides the client with access to the NEW SERVICE screen, where they can specify service date/time, description of the activity and service type. Whereas if this option is set to NO the add icon will not be present and the client will not have the option of adding a shift.

 

Show Client Plan Balances

If your client has been provided with login credentials, then this option will allow you to control whether the client can review their funding through their Brevity care app.   Plan balances includes available, used budget, total budget and a breakdown by service type. If you set this option to YES, the client plan details will be available for review through the invoice  tab as well as the shift   tab of the Brevity Care app. Whereas if this option is set to NO the client plan balance will not be present.

 

Show Portal funding 

This is option is applicable only through the to the Brevity self-service portal.  If set this option to YES then you will be able to see the client funding.  Whereas if the option is set to NO then the clients funding will not be displayed through the Portal.

 

Show Portal All documents

This is option is applicable only through the to the Brevity self-service portal.  If set this option to YES documentation applicable to the client will be available through the portal.  Whereas if the option is set to NO then the client’s documentation will not be displayed through the Portal.

Edit the Branch record

The steps involved in editing a Branch record will depend upon whether you are editing the current (active) branch record that is presented when you select the Administration>Branch setup menu or a different one if your brevity system is configured with multiple branch records.

Expand
titleApplying updates to the current branch record

 

Delete a Branch record

Branch records MUST not be deleted under any circumstance. Please consult Brevity in the first instance, through the support desk if you have concerns with one or more of your organisations branch record(s). Removal of a branch record will compromise data relationships and will interfere with your ability to log into the Brevity web and mobile applications.

To delete a branch record that is perhaps redundant or has never been assigned to records (employee, client) observe the following steps:

  1. Select the Administration>Branch setup sub-menu to open the active branch record page into the browser.

  2. To search for the Branch record select the close button that is located top left of the page, to close the branch record and open the Branch List page within the browser.

     

  3. Highlight the Branch record to be deleted.

     

  4. Select the "Delete Button" in the upper right portion of the window.

  5. Select the OK button to confirm the deletion of the selected record. Record listing will refresh.

Activate and Deactivate a Branch record

Prior to adjusting the activity status of a Branch record, it is recommended that you consult Brevity, through the support desk if you have concerns with one or more of your organisations branch record(s). Deactivating a branch record will compromise data relationships and will interfere with your ability to log into the Brevity web and mobile applications.

Adjusting the activity status of the branch may temporarily compromise data relationships and will interfere with your ability to log into the Brevity web and mobile applications.

To edit the activity status of a branch record that is perhaps redundant observe the following steps:

  1. Select the Administration>Branch setup sub-menu to open the active branch record page into the browser.

  2. To search for the Branch record select the close button that is located top left of the page, to close the branch record and open the Branch List page within the browser.

  3. Search for the branch record from within the Branch list.

  4. Highlight the record and either select the EDIT button or double click on the branch record to open it within the branch form.

  5. To deactivate the Branch record select the Deactivate button.

  6. To activate the Branch record select the Activate button.

  7. Once done, you can select the close button to exit the page.