Brevity September 2020 Update

The following updates were released 20-September-2020 for all customer instances.

Schedule Board Architecture Redesign

We have redesigned the underlying architecture of how the schedule board loads. This drastically reduces the time required to load schedules by about a quarter of the time. This was an issue for instances with more than 200 clients, taking around 10 seconds to load. We have tested the update with a customer that around a thousand clients, and the load completed in 7 seconds!

Schedule Board Late Clock In / Out

A new panel has been added to the bottom left of the schedule board that shows staff that are 5 minutes or later clocking-in/out of their shift. Click the tab to expand and view this info.

Open

You will see the details of the late clock in / out from the view

Open

Staff Search

Distance has been included to search results allow selection of closest available staff to reduce travel costs. Brevity will show all the employee that are near to the client first.

Single shift employee selection

Multiple shift employee selection

Bulk Email to Predefined Groups

We have added the ability to create communication groups, which will allow easy emailing of predefined group of staff or client from the Bulk Email/SMS screens.

The configuration of the Communication Groups can be accessed via Administration > 15. Bulk Communication Groups.

Click on the +New to create a new communication group. If you already have a list of communication group, you could edit them by double clicking it from the list.

The following information is required when configuring the bulk groups:

1. Name: identifier to display in the dropdown when sending

2. Communication Type: Email or SMS

3. List Type:
   Static: manually choose recipients or
   Dynamic (recipient filtered based on filter criteria you define)

4. Recipient Type: Client or Employee

Static Communication Group

If you select the static group you will see the recipient section. You need to link all the employee that will be included in the group. You could click on the chain icon to link the employee to the group.

This will always select this list of employee when you use this communication group. You could click on the unlink icon if you wanted to remove the employee from the group.

Dynamic Communication Group

For Dynamic type, a filter can be set to automatically include all clients/staff that match the filters, including new records, or automatically removing records that no longer match the filte

Bulk Email Notification

The bulk email notification will now let you attach a document that will be sent to the email recipients. You could also set the group that you have configured from the bulk communication group section.

Setup and Book Resources to Shifts

We have added ability to setup and book company resources for shifts such as a company car, equipment or rooms.

Creating the resources that can be booked is done via Employees from main menu and clicking on Booking Resource from sub menu.

Click on the +New to create a new booking resource. If you already have a booking resource, you could edit it by double clicking the record from the list.

This requires setting the resource name, type (Vehicle, Room or Equipment) and branch it is available at.

If there are Booking Resources setup for the branch, an additional button will show that allows them to book resources for selected shifts, same as when scheduling staff. You could click on the shift from the schedule board and the booking resource button will appear on the lower right portion of the schedule board.

It will let you select the resource that you have created from the booking resource section. Click on select to select the resource for the service schedule.

You will see the resource from the bottom part of the details of the service schedule. If the resource is not available, the same availability checks and warnings will be done for resources as well…

If you go to the employee’s view by clicking on the 3rd icon from the search box that is located on the upper left, you will see the resources on the bottom part of the view.

Colour Code Entries on Schedule Board

Sometimes it helps to easily distinguish between different types shifts on the Schedule Board i.e. Therapy shifts, Support Coordination, Community Access, Personal Care, etc.. To allow this we have added the ability to set a colour code based on the Service Type Category.

There are several ways on how to open the category of Brevity

For administrator of Brevity

Click on the system setup from main menu

Once you are on the system setup page, go to browse table and then locate service type category from the list

Using the link to open the category

You could also copy the link below to go directly to the service type category section. You just need to change the (companycode) to your company code to see the list of category.

https://(yourcartegory).brevity.com.au/#List/servicetypecategory

Example: https://trial1.brevity.com.au/#List/servicetypecategory

Double click the category from the list to open the category record

Under the colour section, you could use the color panel to select the color that you wanted to show from the schedule board

This will get the color code of the color that you selected. Click on Save button on the upper left to save the colour.

You will see on the schedule board a color code line on top of the service schedule.

Invoice Directly from the Schedule Board

There is sometimes the need for organisations to generate invoices for shifts immediately after service delivery, mostly for fee-for-service clients, which need to be done in a quick easy manner. For this we have allowed invoicing directly from the schedule board for allowed Funding Sources.

You could open the funding sources by going to administration from main menu and then clicking on funding sources from sub menu.

Double click on the funding source that you wanted to allow the invoice from the schedule board

Locate the invoice from schedule board field. Set this to Yes if you wanted to create the invoice for the schedule board using this funding source.

Once you have setup the funding source. You could directly create an invoice from the schedule board by clicking on the completed service schedule and then clicking on the invoice seclected shift section on the lower right.

Click on Ok to invoice the selected shift.

Brevity will open a pop that will show you the invoice that has been created from the schedule board

You could locate the invoice by going to Client from Main menu and then clicking on Invoice from sub menu.