Frequently Asked Questions
Click the links below to view answers to frequently asked questions.
How do I log in to Facility SchedulerHow do I log in to Facility SchedulerTo login to Facility Scheduler:
1. Enter the division web Menu in your browser.
(https://facilityscheduler.app.medcity.net/FacilityScheduler/(Division)/)
2. Enter your Username.
- Affiliate: Unique ID
- HCA: 3-4 ID
3. Enter your Password:
- Affiliate - Assigned password
-
HCA - Network password
4. Enter the Domain: (Facility Specific or leave blank).
5. Click Login.
Troubleshooting
Is the employee logging into the correct facility URL?
- If no, instruct user to enter the correct Menu in the browser window.
- If yes, go to next step.
Go to the user's General Info page.
Is the Disabled box selected for this user?
- If yes, deselect disabled and click Save.
- If no, go to next
step.
Is the correct login name entered on the employee’s profile (3-4 ID or Unique ID)?
- If no, click Edit, enter the correct Login Name, and click Save.
- If yes, go to the next step.
If the user is still unable to log in, call the support desk: 1-855-727-2967
How do I reset my password?How do I reset my password?
Important: Passwords are case-sensitive.
First, determine if the employee has a Windows (network) or application password. Generally, HCA and LifePoint facilities are set to Windows passwords. CHE, EMHS, Sutter, UMH and MLH facilities are set to application passwords.
We can only reset application passwords, all others (HCA and LifePoint) should be referred to their Local IT group.
Steps:
1. Search for the employee in the appropriate division database.
2. Click on the employee’s name.
3. Go to the General Info page and click Edit.
4. Remove the Disable check if applicable and enter a temporary password.
5. Click Save.
If when searching for an employee, there is a user profile located in the block with the words user counts, follow the instructions above.
For application users please check both employee & user profiles and reset both profiles to the default password.
Note: If Search does not locate an employee in the database for an HCA client, ask if they work in Patient Access. The Shared Services database houses all the Patient
Access employees.
Can I access Facility Scheduler from home?Can I access Facility Scheduler from home?Yes, but you must have access to the network and have a Facility Scheduler Username,
Password, and possibly a
Domain.
Which browsers are supported by Facility Scheduler?Which browsers are supported by Facility Scheduler?Internet Explorer, Chrome, Safari, and Firefox.
Still having problems? Be sure your browser is up to date.
What should I do if I need access to a screen or feature?What should I do if I need access to a screen or feature?Contact your manager and request additional permissions.
What should I do if I have duplicate employees? (Error Message: Name and Domain must be unique.)What should I do if I have duplicate employees? (Error Message: Name and Domain must be unique.)Search for the employee in the appropriate division database by Employee name and Login name to make sure you locate all possible duplicates. Determine which profile should be kept by looking at the employee schedules as follows:
If only one profile currently has shifts scheduled, keep that profile. Transfer the correct Login name and EIN to that profile and close all duplicates (see below for procedure
on closing duplicate profiles).
To enter employee information:
1. Go to the General Info page
2. Click Edit.
3. Enter correct information for
Login name and EIN.
4. Click Save.
If more than one profile has scheduled shifts, all shifts will need to be scheduled on a single profile. This is the hierarchy for determining which single profile should have all shifts:
1. The facility at which the employee type is
Core (which means full/part time).
2. If the employee type is PRN at multiple facilities, choose the profile with the earliest start date.
Once you’ve determined the single profile to keep, this profile must be attached to the other departments for which the duplicates were scheduled. To do this:
1. Assign an X shift code on an open date in that department (for details on
this procedure, see FAQ How Do You Attach an Employee?).
2. The facilities must then cancel the assigned shifts on the duplicate profiles.
3. The facilities then reschedule those cancelled shifts
on the single attached profile.
4. When complete, transfer the correct Login name and EIN to that profile and close all duplicates (see below).
To Close a Duplicate:
1. Click Edit on the General Info page.
2. Enter the correct information for Login name and End Date.
3. For the Login name, enter the first letter of first name, first two letters of last name and the word Duplicate (ex: Joe Smith = JSM Duplicate).
4. For End Date, enter the date the profile will no longer be active.
5. Click Save.
How do I transfer an employee?How do I transfer an employee?
Search for the employee in the appropriate division database.
2. Go to General Info.
3. Click Edit.
4. Update the Facility and Department fields.
4. Click Save.
If an End Date is showing on the General Info page, it should be removed.
To remove the End Date:
1. Click Edit.
2. Clear the End Date field.
3. Click Save.
How do I attach a shared employee?How do I attach a shared employee?
Attach a shared employee between facilities within the same division. A user with the Facility Scheduler Administrator (FSA) role CANNOT attach a shared employee to facilities to which they do not have access.
To attach an employee to a different facility:
1. Search for the employee's name.
2. Click on the employee’s name.
3. Click Schedule > Change Filter.
4. Select the designated Facility and Department.
5. Click Save.
6. Place an “X”
used as a placeholder on a day the employee typically doesn't work.
7. Select Default Schedule and place an “X” on a day the employee typically doesn't work; this ensures the employee remains
attached to the facility indefinitely for future scheduling.
The employee schedule will list two department numbers; one for the home base and one for the shared facility.
To attach an employee to another department within the same facility:
1. Select the employee’s name.
2. Click Change Filter.
3. Select the desired
Department.
4. Click Save.
5. Place an “X” in the department number that is shaded in black.
6. Select
Default Schedule and place an “X” as a placeholder on a day the employee typically doesn't work; this ensures the employee remains attached to the department for future scheduling
The employee schedule will list two department numbers; one for the home department and one for the attached department.
How do I attach a shared employee? How do I attach a shared employee?
Only a user with the Administrator role
can
How do I add or edit an employee profile?How do I add or edit an employee profile?1. Search for the employee’s name within the appropriate division by Last Name AND by Login Name to confirm the employee doesn’t have an existing profile.
2. If the employee’s name isn't returned in the search results, go to Facilities > HR Exceptions.
3. Scroll the section entitled HR Staff Not Matched to Facility Scheduler and enter the employee's First and/or Last Name.
4. If the employee’s name is included in the filter results, select them.
5. Click Add Staff.
6. Select the employee's Department, Skill Level,
Employee Type, and Overtime Group.
The employee will be added to the selected department.
To Edit an Employee Profile:
1. Go to Employees > Browse Employees.
2. If necessary, click Change Filter and select filter options associated with the employee's department, skill level, etc.
3. Click Save to generate the employee list.
4. Click on the employee's name to open their General Info profile.
5. Click Edit.
6. Update fields as necessary.
7. Click Save.
Note: Keep in mind, changing one field may require you to also edit other fields. For example, if you change a Department Number you may also need to update the employee's
Skill Levels.
Pro Tip: Click an employee’s name from a schedule page to open their General Info profile.
How do I add or edit a user profile?How do I add or edit a user profile?
The Facility Administrator is responsible for adding and editing user profile information.
To add a user profile:
1. Search for the employee’s name within the appropriate division by both Last Name AND Login Name to confirm the employee does not have an existing profile.
2. If the employee’s name is returned in search results, this means a User Profile already exists. In this case, proceed with the Edit steps
below to change the existing profile.
3. If the employee’s name is not returned in search results, select Admin > Users > Add User and complete the required fields for First and Last Name, and Login Name (aka 3/4 ID for HCA client) and email address.
4. Select the assigned Facility (or facilities)
and the appropriate Role.
5. Click Save.
Note: The Role assignment is determined by the requestor and should be discussed to ensure the correct role is selected
To assign the user's department(s):
The user will have access to department schedules and other information based on their Role and assigned Department(s).
1. Click User Departments.
2. Click Edit.
3. Select and/or deselect assigned departments.
4. Click Save.
Important: All departments to which you have access are preselected in the
User Department(s) list. Add or remove departments from the list as necessary. To save time, click Deselect All to clear the list.
To assign the user's home (default) department:
The home department will be the department displayed when the user logs into Facility Scheduler.
1. Click User Default Department.
2. Click Edit.
3. From the Department list, select the user's home (default) department.
4. Click Save.
The new user profile is created.
To edit a user profile:
1. Search for the employee’s name within the appropriate division by Last Name or Login Name.
2. Scroll to the Users list and click the employee’s name to open their General Info profile.
3. Click Edit and update the
fields as needed. i.e., facility, email and roles) and
4. Click Save.
To change the user's department access:
1. Click User Departments.
2. Click Edit.
3. Add or remove departments
as needed.
4. Click Save.
To change the user's default department
1. Click User Default Department.
2. Click Edit.
3. From the Department list, select the user's home (default) department.
4. Click Save.
What is Facility Scheduler HR Import?What is Facility Scheduler HR Import?
Frequency:
How often is the information updated?
o Daily each morning by 10:30am EST.
Terminations:
Not part of the process/interface.
New employees:
When are they added?
o Daily through the interface.
o Timing: Pulled from Global Human Resources (GHR) when offers have been accepted. Not specific to a start date.
o Employee’s primary skill will be populated based on the employee’s job code in GHR. Subsequent changes to job codes do not currently impact the primary skill.
When will I be notified these accounts are being added to Facility Scheduler?
o New employees will be added via the HR Interface with no notification to CFSA or leadership.
Contract Labor: working with HWS
When are they added:
o Travelers: The CFSA adds from HWS report. 1st day of orientation.
When will I be notified these accounts are being added to Facility Scheduler?
o No notification
Transfers:
How does an employee get transferred, do they have to request it, is it on a report from GHR?
o Data received through GHR report daily (post transfer?). Leaders can submit a ticket if they know the transfer is happening.
When are the transfers happening?
o The CFSA gets the transfers from the GHR report and updates them daily by 12:00pm EST
FTE Changes.
How are FTE changes being done in the system? Is it automatic or does it have to be requested?
o IF PRN, Interface will not update FTE. FTE values would need to be updated by department leaders.
o Core would be updated (TYPE AND FTE) as well as W/E TYPE.
o CFSA is not manually changing any FTE values.
o Series of changes: Employee type changed 1st, then FTE changed if needed.
Core to PRN, no change. PRN to Core, change FTE
Start Date:
If a manual start was entered does the HR import override the manual entry?
o Yes if there was a change. Will keep the match.
Employee Type:
Does the HR import override manual entry of employee type
o Yes
Does it depend on what Type the employee is?
o No
Email Address:
If my personal email address is in FS will it be overridden by what is in HR? Daily?
o Yes if no email present
o If there is an email, the email will NOT be overridden. Only insert GHR address if blank
.
How do I request a shift trade?How do I request a shift trade?
Requests menu.
Please refer to the Assignment Trade Request - Employee help topic for detailed steps on this functionality.
Why is the Schedule Summary Period gray?Why is the Schedule Summary Period gray?
Forecast Census has not been applied to the schedule.
To apply the Forecast Census to a schedule:
1. Navigate to the Department Schedule.
2. Click Begin Schedule.
If Period Summaries continue to display in gray:
1. Click Forecast Census.
2. Click Edit.
3. If the forecast will be the same for all days and all shifts, enter the forecast number in the Quick Census Entry field.
4. Click the Select All box in the upper left corner of the table to select all days included in the schedule period.
5. Click Apply. The forecast number is inserted
for all period summaries from today to the end of the schedule. Forecast numbers are not added for dates in the past.
6. Click Save.
If the forecast numbers are different for all days and shifts:
1. Manually enter forecasts in the appropriate fields.
2. Click Save.
Where are the Department Settings?Where are the Department Settings?
To access department settings:
1. Click Departments > Browse Departments.
2. Click the Department Number.
3. Click Edit.
4. Department Setting menus
are listed in the gray navigation bar.
5. Choose the menu option to view or edit the settings.
6. Click Save.
What is a Permission?What is a Permission?Permissions
are assigned by the Facility Scheduler Administrator based on your user
role. Your assigned permissions determine what you can see and do in the
Facility Scheduler application.
How do I access the Metrics Dashboard?How do I access the Metrics Dashboard?
To view General Metrics, go to Schedule > Metrics Dashboard.
Access to the Metrics Dashboard is determined by your user permissions. If your do not see
the above navigation options and you require access, contact your Facility Scheduler Administrator.
The Metrics Dashboard displays five scores:
Completeness (balanced coverage): This score combines the two other completeness scores into a total department score. The score reflects the difference between the staffing plan and scheduled staff. The score counts the number of times your schedule is over or under staffed for the matrix (by shift/summary time).
Professional Completeness: Includes the skill sets tagged as Professional,
such as RN, LVN, Pharmacist, etc. The score reflects the balanced coverage by comparing the matrix requirements for the selected forecast to employees with those skills who are scheduled for productive shifts.
Support Completeness: Includes the skill sets tagged as Support, such as CNA, US, Pharmacy Tech, etc. The
score reflects the balanced coverage by comparing matrix requirements for the selected forecast to employees with those skills who are scheduled for productive shifts.
Commitments: Compares FTE status in their Facility Scheduler Profile to actual scheduled productive, non-productive, and other productive shifts for each employee.
Healthiness: The score reflects the following scheduling patterns:
- Overtime – scheduled for > 40 hours in any given week (Sun-Sat).
- More than 5 Consecutive Work Days Scheduled (any shift
length - > 48 hours).
- More than 5 Consecutive Days with 8-hour Shifts Scheduled.
- More than 4 Consecutive Days with 10-hour Shifts Scheduled.
- More than 3 Consecutive Days with 12-hour Shifts Scheduled.
-
Rotating Shifts with < 12 hours rest in between.
- More than 12.5 hours scheduled per 24 hour period.
How do I split an assignment in the daily roster?How do I split an assignment in the daily roster?
1. Click Daily Roster in the navigation bar.
2. Complete the filter fields necessary
to view the required department shift roster(s).
3. Click Save.
Daily Roster access is determined by your user permissions. If your do not see the above navigation options and you require access,
contact your Facility Scheduler Administrator.
4. On the Daily Roster, click the employee's shift code.
5. Choose Split Assign from the gray navigation bar.
6. Enter the end time for the current assignment in the Split Time field. This time will also be the start time for the newly assigned shift.
7. Enter Notes as necessary to explain why the employee's assignment was split.
8. In the Second Part of the shift assignment, select the Department to which the employee is being sent.
9. Select a Shift Status.
10. Enter Notes as needed.
11. Click Save.
To edit an assignment:
1. Choose Edit Assign from the gray navigation bar.
2. Edit the required fields by selecting options from the drop-down lists.
3. Enter Notes as needed.
4. Click Save.
To cancel an assignment:
1. Choose Cancel Assign from the gray navigation bar.
2. Edit the required fields by selecting a Cancellation Reason from the drop-down lists.
3. Enter
Comments as needed.
4. Click Save.
How do I enter census data in the Daily Roster?How do I enter census data in the Daily Roster?
To add census data in the Daily Roster:
1. Click Daily Roster in the navigation bar.
2. Complete
the filter fields necessary to view the required department shift roster(s).
3. Click Save.
Daily Roster access is determined by your user permissions. If your do not see the above navigation options and you require access,
contact your Facility Scheduler Administrator.
4. On the Daily Roster page, click Edit Census in the gray navigation bar.
5. Enter the census numbers in the Actual and Staff To fields.
6. Click Save.
Where are Reports?Where are Reports?
To view reports:
1. Click Reports > Browse Reports in the navigation bar.
2. The reports to which you have access display.
3. Click
a report name to view that report.
Report access is determined by your user permissions. If your do not see the above navigation options or desired reports, and you
require access, contact your Facility Scheduler Administrator.
What does it mean to "Browse a Need?"What does it mean to "Browse a Need?"When you
Browse a Need, you are viewing unfilled, core shifts based on scheduling
deficits on the monthly schedule.
How do I navigate in Facility Scheduler?How do I navigate in Facility Scheduler?
When you login to Facility Scheduler, you will first see the Home or Welcome page that lists your frequently
visited pages..
You can also click on options in the navigation bar.
The navigation bar includes the following menus: Home (the Welcome page), Schedule, Open Needs, Daily Roster,
Requests, Employee, Facilities, Departments, Reports,
Admin, and Help.
Click a navigation option to view additional menu items.
Navigation options are determined by your user permissions. If you require access to a particular navigation option and do not see it, contact your Manager or Facility Scheduler Administrator.
What do I need to know about interfaces with other applications?What do I need to know about interfaces with other applications?
To view interface settings for your facility:
1. Go to Department > General Info.
2. Click
Edit.
3. Scroll to the Interfaces section.
4. Confirm settings as follows:
-Enable Import from Time/Attendance > Yes
- Enable Export
to Time/Attendance > Yes
- Staffing Grid Interface > Export/Import
- Volume Forecast Interface > Export/Import
Human Resources (HR) Interface
If there is no HR information on an employee"s General Info page:
STEP 1:
1. Search for the employee by their Employee Identification Number (EIN) or click on their name in the schedule.
2. Click Edit (If the
edit button is not visible, contact your site Facility Administrator).
3. Scroll to the Optional section and enter the Employee Identification Number in the EIN field.
4. Click Save.
If the employee’s name is not displayed as a link, you do not have the required security access to view their HR information. Contact your site Facility
Administrator for appropriate access.
STEP 2:
To confirm the employee is in your HR system:
1. Contact your HR department representative to confirm the employee has been entered into the HR system.
2. If yes, confirm the employee's EIN in
the HR system.
3. Update the EIN as necessary. The EIN must be the exact 9 digit format. You may have to add leading 0s to the EIN in FS to match the HR record).
4. If the employee is not in the HR system, confirm the date the employee
is expcted to be added. Once the weekly file is sent from HR to FS - usually on Monday morning - repeat Step 1.
STEP 3:
Confirm the date/time the employee was added into the HR system.
How do I submit a request?How do I submit a request?
To submit a request:
1. Go to your Department Schedule page
2. Click your name to open your
Employee Schedule page.
3. Click Requests in the navigation bar to view a list of pending, approved, and denied requests.
4. Click Add Requests.
5. In the Quick Entry section, select From and To dates.
6. Select a Shift code,
and enter a Start Time, and Duration.
7. Click Apply to update the Request Details section.
Tip: If the request covers multiple days, select the days in the Request Details section
and then click Apply.
8. Add Comments as necessary.
9. Enter an Email Address.
10. Click Save.
When approved, your request will appear on the schedule. Any previously scheduled shift that conflicts with the requested Start Time and Duration (number of hours) of the request is cancelled.
When you save your request, an email notification will be sent to you and your manager. You will also receive an email notification
when your request is approved or denied.
To Edit a Request:
1. Go to your Department Schedule page.
2. Click your name to open your
Employee Schedule page.
3. Click Requests in the navigation bar to view a list of pending, approved, and denied requests.
4. Click Edit on your request.
5. Change the Request Details, as needed.
6. Click Save.
To view employee requests:
1. Login to Facility Scheduler as a user with a manager's role.
2. Click Requests on the navigation bar.
3. On the Browse Requests page, click Change Filter.
4. Choose the
Date, Facility, Department and one or more Skills (or All Skills) you wish to view.
5. Click Save to apply the selected filters.
The requests that match your filter selections are listed on the View Employee Requests page.
To view requests for a selected employee:
1. Go to the employee's Department Schedule page.
2. Double click on the employee's name to view their schedule
page.
3. Click Requests to open their request status page.
In addition to the employee, selected users also receive email notifications when scheduling requests are submitted. Recipients are assigned at the department level.
To set up email notifications for employee requests:
1. Go to Departments > Browse Departments.
2. Locate the department and click the department Code link.
3. Click Notify in the gray navigation bar.
4. Users authorized to approve requests are listed.
5. Click Change to update a user's notification settings.
6. If necessary, enter and confirm the user's Email address.
7. Select the checkbox(es)
for the types of notifications the user will receive for this department.
8. Click Save.
How do I define shifts for open needs?How do I define shifts for open needs?
1. Go to Department > Browse Departments.
2. Locate the department and click the Code link.
3. Click Shifts in the gray navigation bar.
Note: Only productive shifts, set to COUNT in totals and SHOW on roster can be selected to create open needs.
Click the Shift Code link to open the Edit Department Shift page.
5. Select Use to Create Open Needs.
6. Enter a shift Priority value of 1 – 99.
- Only shift with a defined priority are used to generate open needs.
- Shifts with the same start times, must be assigned a unique priority number.
7. Click Save.
To generate Open Needs:
Before generating open needs, you need to define which department shift codes you want to use to create open needs. See above for instructions.
1. Go to Open Needs > Browse Needs.
2. Click Edit Needs in the gray navigation bar.
Note: Underlined shift codes displayed on the Edit Needs page indicate a staff member has signed up for the shift and the disposition is pending.
3. Click Generate Needs.
4. Click Yes to generate open needs.
5. Email notifications for open needs are sent to department staff.
Open needs are generated based on the defined census level and shift code preferences set for the department. and email notifications are sent to department staff.
Additional Information:
Adding a Need Manually
Deleting a Need
Confirm / Cancel a Booked Shift
How do I access HR Exceptions or Conflicts?How do I access HR Exceptions or Conflicts?
To access HR Exceptions:
1. Go to Facilities > HR Exceptions.
2. HR Exceptions can also be accessed from the Facilities > General Info page.
To resolve an HR Exception:
1. Locate the employee by entering their First and/or Last Name in either the FS Staff or HR Staff filter fields.
2. When you see a match, select the radio button next to the employee's name in BOTH tables.
3. Click
Match.
4. Click Yes to confirm the match.
5. Once matched, the employee is removed from the HR Exceptions list.
To import an employee record:
If a new employee is listed in the HR staff not matched to Facility Scheduler table, but is not listed in the Facility Scheduler staff not matched to HR table, click Add Staff to import the employee record from HR into Facility Scheduler.
To access HR Conflicts:
1. Go to Facilities > HR Conflicts.
2. HR Conflicts
can also be accessed from the Facilities > General Info page.
To resolve HR Conflicts:
1. An HR conflict occurs when employee information entered in Facility Scheduler does not match
the information in HR.
- When no conflicts are detected during the HR Upload, the HR Conflicts page displays a No Conflicts message.
- When conflicts are detected during the HR Upload, the HR Conflicts page lists the conflicting
values from both Facility Scheduler and the HR information:
2. Click Overwrite to replace the employee information in Facility Scheduler with the HR information.
3. Click Ignore to maintain the Facility Scheduler information.
Note: If you select Ignore, contact an HR representative to update the HR information. Otherwise the conflict
will persist.
