8/30/2021
Notes:
- Reviewed new Specialties lucid chart
- If an update is made to the placement requirements (in a job), the affiliate will be notified. (ie covid requirements, updated parking, etc.)
- Professions section will be renamed Specialties, modified fields/columns
- Change Required Documents to just Documents
- Boards library no longer necessary
- Certifications/Licenses/Immunizations etc. will be all on Library
- Additional properties to be added to Clients/Facilities/Locations/Departments
- Specialty Profiles system for replicating existing Specialty Profiles
- RTG will have contracted rates for specific levels (client>profession>facility)
- Canceling a Job requires a reason code.
- Request to update/import Specialty Profiles from a CSV file, also to Export current Specialty Profiles as CSV
- Facilities will be renamed Location Groups
- Breadcrumbs will be modified to a new format and placed in the header
Next Steps:
- John - Wireframe the process covered in the update Specialties Lucid chart. Meet mid-week the next to review wireframes and make sure the Specialties process is accurately reflected, prior to development.
- RTG - Work on charts/process flow for next steps (submit clients to a requisition, etc.)
Notes:
- Combine Orientation and Non-billable hours into a single field (Requisitions form)
- All fields (including On-Call, Non-billable etc) will be locked after the first submission. Prior to submission, all Requisitions fields are editable (though, some require Override)
- Scheduling options were discussed, although final method is yet to be decided upon. One option is exporting/importing/sharing appointments with an ICS file (which we can create easily through EE's Calendar module)
- Requisitions require Revision saving as well as diff logs
- Overviewed the Submit Candidate Lucidchart (still Work-in-Progress, but estimated to be about 75% done)
- Flag icon is interactive, similar to Follow functionality, when toggled user will receive notifications for that Job
- File fields will need Dropzone functionality
- Certain form fields will require database encryption (ex: SSN)
- Candidate/User implementation was also discussed
- We need to tie submissions and user data to Candidate users, without some data being shared across affiliates (such as address)
- Certain candidate / submission files can be re-used if not expired within that same affiliate (may need a new document expiration model to cover this, info pending)
- Reviewed landing page/dashboard chart as well (still Work-in-Progress)
Next Steps:
- OMG: Wireframe Submit Candidate chart. Proceed with Specialties / Documents related changes (once approved)
- RTG: Continue charts. Review and approve OMG wireframes (see Labs messages for info on this)
Notes:
- Affiliate Job Board / Submit Candidate
- Affiliates don't have access to modify Requisition settings, but can view them
- Can view only their submissions
- No Interview or Accept/Decline functionality
- Can Edit and Withdraw/Cancel a submission until one has been selected
- Remove MSP ID field from Submit Candidate
- SSN is required when adding a Candidate at any time
- The Data on a submission is a snapshot and while it may change over time, doesn't need to be continuously updated in Submissions
- Accept bids will be a Client-level setting and can be removed from the Requisition form
- Bids must be greater than Bill Rate and when a bid is entered a message will be displayed to the Affiliate (ex: By placing a bid, you will not be able to resubmit this candidate at a lower rate)
- There's continuing discussion on Bids compared to Bill Rate which will be sorted out soon
- CLIC (Certifications, Licenses, etc) will have almost the same form as Document, no states or setting fields, and only at MSP level
- Documents will be renamed Required Documents
- Required Documents at MSP level will need State and Setting fields
- Document Profile changes
- 'Associate to' is a new checkbox field that will allow selection of methods to relate the reuse of Candidate documents on Submissions
- 'Doc Profile Expiration' - a new field, separate from Expiration Model, to provide info on when a Candidate document can no longer be reused
- Document Upload PDF Selection Functionality
- when a multipage PDF document is uploading, the user can view a screen with an array of thumbnails (which can be clicked to view the full page)
- user can choose which pages to keep
- when saved, a new PDF will be generated with just the selected pages
Next Steps:
- OMG: Make requested changes to Wireframes, send over to RTG to review and approve. Once approved, development will continue.
- RTG: Review and approve wireframes for development. Discuss Cost Centers and Bidding rules. Continue charting.
- Reviewed Affiliate Provider Config (Affiliate Provider Tab)
- State Compliance Profile is a Documents Model element
- These relate to Affiliate Uploads during onboarding - designated by State
- Affiliates will only see jobs for states they are compliant with
- Affiliate Onboarding
- MSP creates Affiliate with basic settings and a primary contact. That contact is emailed to come finish registration.
- Affiliates must first complete (e-sign) a Master Contract. Document must be approved to continue.
- Additional Affiliate Required Documents will be presented after Master is approved. Those must be approved as well.
- Affiliates will select from a list of states that they want to have access to. State Compliance docs will be presented and must be completed before jobs can be seen
- Affiliates will choose which Clients they want to view jobs from. A writer will need to be signed (and possibly generated by the system) through Docusign (TBD).
- All Affiliate Docs will need to be reviewed and approved by MSP
Next Steps:
- OMG: Review wireframe notes, make changes, send back to RTG to review. Begin wireframing Affiliate Provider Config chart. Continue development.
- RTG: Review wireframes once sent back
- Reviewed Wireframes changes and new Wireframes for Affiliate Profile
- New Clients Fields
- Approval Process triggers a Requisitions approval process for the client, based on user roles/permissions
- Change Guaranteed Hours to a Toggle switch
- Modify Requisitions Override process to include the Guaranteed Hours text field
- Change Work Week field - change to Select field with each day of the week as an option (if we know the start, we know the end)
- NBO is Non-Billable Orientation, set default hours if enabled
- Client Contract - a simple file upload field
- User Roles & Permissions - When a user is assigned to a Department/Location, they're permissions and role are the same for all and can not be individually set. Permissions are separate from role-specific permissions and set specifically for the user.
- Affiliate Provider Legal Docs
- Remove Phase field
- State Profile doc updates - 30 day grace period to update
- Affiliate Client Selection
- Add a column for Corporate Office that is a City, State output
- State filters on Master Client list - settings are saved to the Affiliate and loaded each time
- Business Classification
- Add a Document-style Library for these
- Will be selected at an Affiliate level and related Documents will be added to the Affiliate Legal Docs
Next Steps
- OMG: Update Wireframes for Specialties Chart and Affiliate Provider Config. Send to RTG for Review.
- RTG: Review/Comment/Approve Wireframes as they come in for Review. Work through Candidate Management flow.
- Insurance Types Wireframe
- Intended for Compliance, upload as a legal doc
- Re-upload each time a affiliate adds a new client
- MSP reviews and approves, sets Insurance Type
- Affiliate Docs Library, add Expiration info into table
- Job View - Move requisition data down below, only show Submissions if there are submissions
- Client/Affiliate views - branch off the Admin wireframes and start putting together the Client view and Affiliate view
- Only Administration View will be able to Submit Candidates, MSP will not
- Affiliate Users - Remove Submit Candidate permissions
- Requisitions - add container to overridable fields, move button to top of area to make it clearer what the user is doing
- MSP's will approve or deny submissions. If MSP approves one, it will be sent to Clients for Review
- Candidate Profile Lucid Chart
- MSP will have a view of all candidates in the system with all Submissions, etc.
- If MSP views a Candidate through an Affiliate/Client, they will only see related Submissions etc with an alert that they aren't currently viewing all of the candidates data and a link to the MSP view
- Candidate Management will also be available at all Client levels
- Candidates will have an Active/Inactive status
- the Candidate Profile will contain:
- list of expiring documents for an assignment
- Global Docs (MSP Required Docs)
- Docs for an active Submission
- tables of Assignments, Offers, Submissions (Sections do not show until candidate has an entry)
Next Steps:
- OMG: Wireframes changes, wireframing Candidate Profile, setting up Client and Affiliate views, developing approved wireframes
- RTG: Finishing Offers for an overview next meeting, continuing to review and comment on wireframes
Wireframe Notes
- Candidate Profiles
- Documents - MSP Required Docs, Expiring in 30 days OR Expired already, Required for submissions
- Add an archive button on docs that lists old versions
- Submissions link to the Submissions details screen
Submittal Workflow Chart
Overview Tab
- New Client Setup Field - Options are No Clinical Review / Specialty Level Clinical Review (if selected, would add field to Specialty Profile), Global Clinical Review
- Clinical Review enabled means MSP handles the hiring process
- Client needs to see Clinical Review on Requisition screen (Affiliate does not see)
- MSP needs a Clinical Interview form
- Counter offer process is a back-and-forth process and the previous offer that was countered will be displayed each time
- Service needs to run daily looking for expired/expiring docs on active Assignments, send notifications
- The rest of this Chart/Tab is the same affiliate submitting the same candidate to a different position
Submit Tab
- Red on this chart is a required field
- Reason Codes are for Decline Only
- Affiliate can withdraw a candidate until acceptance of offer (backing out a candidate after acceptance is a separate workflow)
- RTG Core candidates (Tier 0) are shown first. The other tiers are shown in order of submission.
- If Decline reason is Documents-related, candidate can be resubmitted. Add 'Allow to Re-Submit' to reason type settings
Offer Tab
- End date is calculated off the Start Date, number of weeks, and the work week of client (but can be edited)
- Approved time off toggle should actually be a required dropdown with options of empty, Yes, No (Yes copies the requested time off to Approved box, No allows them to change the dates)
- When Counter button is clicked, fields are unlocked for editing, Submit Candidate
- Note: Withdraw = Decline and means "Done. No More Offers"
- When Offer is accepted, summary is sent to both Affiliate and Client
- Candidate will be notified 24 hours prior to start date to come to the app and complete their account
- NOTE: Bill Rate is not changeable in the offers process
Assignment Tab
- Extension Offer and Early End functionality
- Send Survey button sends to Client Review survey to Candidate. Survey is automatically sent at the end of assignment if it hasn't been filled out. Button is hidden if survey has been submitted.
- Candidates are "on hold" meaning they can't submit time if they have a required document that's expired (or missing)
- In this situation, the Affiliate can still submit time and will upload the doc for the candidate
- Assignment Notes system - submit a note and can be viewed easily (separate from logs but also in logs) - maybe closed to a chat display
Time Card Tab
- This chart is not ready to wireframe just yet
- OMG needs to look into creating a mobile service that runs in the background that can test user's location and send notifications if they're withing a certain radius of the location of their assignment
- This is likely to be pushed to a later phase/versions
- Time submissions can occur for a week until the following Monday at Noon (Central Time)
- Notifications will be sent to candidate (and affiliate) if their time is not entered for the week
- Submitted times need to be approved by Tuesday at Noon (Central Time)
- What happens to the unapproved times after that time passes?
- Call Hours are related to profile logic, no Call Back without On Call
Next Steps
- OMG
- Wireframe Submittal Workflow
- Set Development Milestones for Approved Wireframes (and Demo)
- Setup meeting with Cam for following week to go over technical details for signing process
- RTG
- Charting of Invoicing, Dashboard, Reports, etc.
- Review wireframes using Google Doc and Balsamiq wireframes
Dev Questions
- SSN is the primary element of record for a user
- User can login with any email tied to that SSN
- User will have a "primary" email for system record
- Requisition / Documents
- State is a single select now with an All States option
- Setting is still a multi-select but all Settings will be selected by default
- State and Setting options need to reflect Client's locations
- The state and setting boxes in the 'Apply to all exisitng requisitions?' sub form aren't needed, if enabled it will just use the settings from the Doc's State and Setting
- Location settings - Setting IS a single select box
- Shift Differentials - Start Time and End Time - display quarter-hour increments
New Wireframes
- Clinical Review - Scheduling - Schedule Interview will just be a text block that allows the user to add what day and time the interview was scheduled for
- Behavior Interview Questions
- WYSIWYG - Interview Template, drop that in at the start, interview can modify it any way they need to
- Review and export as PDF
- Offers
- MSP account manager will make an offer if the client has signed up for clinical review
- MSP account managers will receive notification of all counters
- Add a new screen with outstanding offers for both affiliates and clients
Submittal Qualifiers
- new Library
- Added to specialty profiles, choose which ones to display
- Yes or no questions / with Additional information toggled
- Select which ones to display or add their own
- may need variables like Charting System to be added to a question
Charting System
- new Library
- selected in the Specialty Profile form
- tied to a Qualifier
Time Card Tab - Submittal Workflow
- Candidates can set up times for different Departments and Time Categories
- Breaks are defaulted (30), but Candidate can override it
- Departments default to their Profile, but can override it
- Time Category can be changed too
- Candidates can leave comments with their punches, may be required if they're overriding
- Rates are pulled from Specialty Profiles
- If On Call is on, then Call Hours can be added
Next Steps
- OMG: Review Wireframe notes, continue Wireframing Submittal process, continue Development of Specialties/Submit Candidate workflow
- RTG: Review Wireframes and leave comments (after next revisions)
Dev Questions
- Locations and Department assignments are user access priveleges, not just subscriptions.
- When editing a user at any level, the Primary Contact toggle is for that level
- When editing a doc at a different level, the Apply to All Reqs should resemble the level the docs exists on, not the level you're viewing it at
- PDF thumbnails are desired for uploaded documents
Submittal Wireframe
- Always display More Info text next to toggle
Time Cards Wireframes
- Time Card screen
- add Client Name and Location to screen
- Change Total to Estimated Total
- Add Approved column
- Client View - Remove original rate
Specialties / Documents Chart - Billing Configuration
- Additional settings for Client level
- Call Off Amount: {number} {dropdown = 'hours|shifts'} ever {number} weeks? Additional charting needed.
- Hour Rounding - to the minute or round to quarters
- Holidays
- Need an MSP Library for global holidays (need to account for various dates - ex: Thanksgiving)
- Client-level settings with preset global holidays (can modify times and toggle off dates)
Candidate Wireframe
- Select week to view old weeks
- Add Assignment Information and Affiliate Contact Information to Assignment screen
- Add a time warning for current week (Monday at Noon central)
- Don't allow future dates
Affiliate - Clients Screen
- Add status Pending - remove Awaiting Review
- When triggering a Rider, set to Awaiting Signature until marked Approved
- Add 'Canceled' as a Rider status
Insurance Types
- Settings for Total & Per Occurrance
- Set minimums at the Library level
- At Client Level - all Insurance types are displayed, set the required values and toggle which they'll accept
- At Affiliate Level - same interface as client, but for setting their coverage levels and which insurances they have coverage for
- Affiliate can generate Client riders, but they can't see jobs for the client until insurance levels match
Next Steps
- OMG: continue Wireframes and Development
- RTG: Review wireframes, Dashboard charts are coming
Dev Questions
- Specialty Profiles
- New Float toggle, if on enables a Departments multiselect with all selected by default
- No minimum value on rates
- On Copy functions, copy all documents as well
- Unique Alias for all specialties at location
- Requisitions
- Leave Name blank when loading a Profiles
- Charge, On Call, and Preceptor need a Rates setting at Client level (Ex: 5 would be an additional $5 to the set rate)
- When displaying on Specialty Profiles and Requisition forms, add value to label Ex: "Charge (+$5)"
- Display toggles on Requisition page but they are not editable or overridable
- Change Guaranteed Rate in Shifts to a dropdown with options of blank, 26, 40, 48, 60.
- Rate Types, change to hidden field, manage logically. Standard is default, if Temp Rate is used set to Incentive
New Chart - MSP User Dashboard
- Contains desired tables with columns
- Modify existing wireframes to match
- Use these as widgets on dashboards
- Dashboard widgets will be statically defined by User Role & Group
Next Steps
- OMG: Continue wireframing, wrap up Specialty Profile/Requisition development and create a demo version for RTG to play with
- RTG: Continue charting and reviewing Wireframes
Dev Questions
- How do Required Documents / CLIC changes affect Specialty Profiles? Changes are reflected on profiles, new Required Documents are added that match, CLIC documents have to be added manually
- Should we add a Job Notes field to the Client form? Yes
- Requisitions Form / View
- On form, should we list the Provided Docs with the Requirements? Yes, only if there are some.
- Logic for 3 Doc Types (Submission, Placement, Provided)
- Submission docs are populated if Required for = Submission and Profile Model is Return
- Placement docs are populated if Required for = Placement and Profile Model is Return
- Provided docs are populated if Profile Model is Provision, regardless of Required For - Required for is populated in the table
- Required Docs changes and Apply All Reqs clarification
- A copy of the document model settings are saved with each requisition
- changes will be applied to specialty profile automatically
- When Apply to All Reqs is enabled, documents in Active requisitions will be updated (matching State / Setting), unless Requisition has Submissions
- When a Requisition is duplicated, does it copy the Requirements docs from the Requisition that it's duplicated from or the Specialty Profile? Specialty Profile
- When triggering Cancel Requisition, Requisition isn't deleted but set to Inactive status
Offer
- Select a Compliance User (can be with Compliance role or above) when Affiliate selects an Offer
Dashboard Components
- The tables as defined are wide, but they're intented for wide monitors. We will setup as is, RTG will test and provide feedback. Selectable columns and mobile-style functionality (hide some columns but make them viewable with the + button) are options for this as well
- No Dashboard views for Admins / MSP while clicking through Affiliates / Clients
- Users will have a main Dashboard but then click through everything they have access to (as wireframed)
- Dashboard components are defined by role. User can rearrange or disable components or modify the displayed columns. The state of everything is saved per user.
Time Sheets
- Add a new column on timesheets for on call/callback hours
Next Steps
- OMG: Continue wireframing and Development. Demo version ready for RTG by Friday (11/12)
- RTG: Continue mapping out and charting the Invoicing process
Dev Questions
- How should XML import/export for specialty profiles?
- If updating, leave documents as is
- If new, pull in the default docs (Active, Required, no notes)
- No doc data on spreadsheet
- When Duplicating Requisitions, how should we handle override fields and readonly fields (toggles)? Copy from Req OR from Specialty Profile?
- Copy override fields from Specialty Profile
- Toggles - Copy from Req
- When Applying to All Requisitions (Location level), how should the Departments box work?
- Select all automatically
- If none, apply to none
- Deleting
- No physical deletion, change to Deleted status
- Don't delete users, set them to Banned
Requisition Form Changes
- Don't show Temp Rate. If we're using Temp Rate, just show it in the Bill Rate box.
- Read only toggles - list status of options in list below Options section
- Combine Notes into one box
Apply to All Requisitions Documents Logic/Flowchart
- Add a hidden Display field to Docs, if off it will not be shown on front end
- When setting Document status to Inactive (check for a change in status)
- Document can't be used anymore on Specialty Profiles or non-locked Requisitions
- turn off Display (Active remains)
- When setting back to Active, process is reversed and all settings remain as they were
- Trigger a revision when changes are made
- Log each action completed and tie it back to a specific action
- Specialty Profile changes should automatically "Update All Reqs"
- Remove "Update All" toggle, replace with a Bulk Update alert
- Departments box will still need to be displayed
- RTG wants the ability when making bulk changes to backup the database AND load the backup shortly after in case of emergency
- EE has a method for triggering DB backups
- Rolling back is a different issue. We could possibly do a plugin screen for managing this but only give access to certain backups for a certain amount of time to prevent errantly rolling back data too far.
- Before running the rollback, we should also automatically save another backup of the db before blowing everything away
Notes/Comments Functionality
- Add a Notes bar to forms (not needed in Libraries)
- Form in the bar will be separate from the main forms and will have its own submission process
- Bar will expand as an accordion to view the Notes
- There may be restrictions on who sees whose notes
- If submitting the main form, check if there is a value in the Notes bar and submit it first
Wireframes
- Candidate Profile
- Need a button Export Candidate's History
- Spreadsheet with all of their information
- All Files - Grouped by Assignment olders (Duplicate files allowed if used on multiple Assignments)
- Exports as a ZIP files
- Need a button Export Candidate's History
- Insurance / Affiliate Docs
- Convert COI information into one page
Next Steps
- OMG: Cover Wireframe comments, finish remaining Clients functionality upload Demo, plan out Development for more approved wireframes
- RTG: Continue charting Invoicing, play with Demo, get setup on Bugherd
Dev Questions
- Specialty Profiles - When saving and updating Active Requisitions, are we updating the rates / override fields at all?
- No
- Specialty Profiles / Documents - Do we need departments field when applying all reqs?
- No, it can be removed, all departments should be updated all the time
Bug Herd Notes
- Need to address Phone and Submission issues on My Account screen
- Replicated the double default issue on Assignment Types screen, only occurs when creating new records
Demo Notes
- Sometimes the pages seem to take too long to load
- Could be environmental, could be too many clicks and just watching the loading animation too much
Next Steps
- OMG: Finish bug fixes, push updates to Demo, move dev to Affiliate Profile Config
- RTG: Continue charting invoicing, leaving Demo notes with Bugherd
Dev Questions
- Wireframes
- Holiday Form was reviewed and approved
- Insurance Types field for Clients was reviewed and approved
- Tables
- Add the ability to reorder and hide columns, save settings per user.
- Add by default to every table
- E-Sign Documents
- Discussed Panda Docs
- OMG will research API to make sure functionality is inline with requirements
- John, Brad, and Cam will meet separately and review
- Bugherd Archive process
- When a task is marked Done, RTG should review the fix and confirm it has been completed through a comment, OMG will then archive the task
Time Sheets
- Time Card Summary might actually be the first screen, or we tab the interface
- Articulate if it's a Punch In or Punch Out
- If a Punch In is detected without a Punch Out for the preview Punch In, alert the candidate and ask them to fill out a Missed Punch form before proceeding
- New shifts/Punch Ins should be assumed after 24 hours
- Add a Military Time toggle for the user, will convert all times to 24-hour time
- Dates/Times in tables should not be adjusted to the users local time
- Time zone should be added to the output
- Auto punch at midnight at the end of a pay period and then automatically punch them back in
- Time Sheet record comments are shared between Affiliates & Clients, Candidates do not see them
Next Steps
- OMG: Wireframe Timesheets, push out updates, review Panda Docs documentation, meet with Cam re: E-Signing
- RTG: Continue charting Invoicing, test demo site and confirm fixed in Bugherd
Dev Questions
- Clients Insurance - If required, throw error if under value
- Affiliate Documents
- All records are auto-generated
- Admins can edit existing records but not manually add
- Business Classifications
- When a Business Classification is selected at the Affiliate level, a corresponding document is generated in Affiliate Docs and flagged until the doc is uploaded
- When editing an Affiliate and a new Classification is added, the user is taken immediately to that document form (when creating affiliates, document is flagged but user is not redirected)
- Insurance Docs
- Total Always required
- Per Occurence always optional
- Multiple insurance types per document (flag if missing info)
Candidate View Wireframes
- Reorganize buttons - Punch buttons to bottom, Tabs to hamburger menu
- Change name of Report Missing Punch? Create Punch Record? Add Punch? Add Punch Record?
- For shifts of 5 hours long, auto fill in a 30 min Break/Lunch
- If edited to be shorter than 30 min, prompt for a reason
- Fields
- One select box for Standard, Call Back, On Call - required
- Another optional with blank, Preceptor, Charge (dependant of Specialty Profile/Requisition options)
- Float and Departments remain separate
- Add Assignment summary to the top
Next Steps:
- OMG: Continue developing Affiliates section, push updates, meet with Cam re: Doc signing, Candidate wireframes changes
- RTG: Continue testing/bug reporting demo, continue charting invoicing
Dev Questions
- Affiliate Docs - filter by Setting of Library (all selected by default)
- Certificate of Insurance (COI)
- Add when adding a Client, not at Affiliate "launch"
- Invalidate each time a client is added
- RTG will provide an example of this document
- E-Sign (Panda) Documents - embed the form but provide a button to send the document to someone else (email)
Wireframes
- Candidate
- Add a smaller form for Punch In
- Shift Type
- Time in an accordion. Display time in header, if accordion is clicked, then time fields are displayed
- Confirm button
- Punch out, take them to full form to review, modify and approve data
- On Pay Periods, have Assignments dropdown that toggles the results
- Remove Assignments screen
- Create a User Settings screen
- Add a smaller form for Punch In
- Remove Clients Insurance Page
File Field
- Require visible fields
- Need to auto trigger document edit after upload on Client Submissions
- Add image rotation editor for image files?
Notes
- May need something similar to Notes for Messages for communication between 2 groupds
- Segment Notes based on entity
- Admin/MSP sees all Messages
- Affiliate / Client see only their own
Invoicing / Reports
- RTG working with Lutz to sort Invoicing process out, Cam has a high-level procedural overview he'll share with us
- Reports screen will tie into Power BI report embeds and include a screen with a dropdown/menu system to select and then display reports.
- At some point, Reports will need to be setup and tie into the EE Database
Next Steps
- OMG: Provide an Import template for CLIC, update Wireframes, start integrating with PandaDocs, keep working through Affiliates sections
- RTG: Send Invoicing Overview doc, send COI example, keep working through Invoicing, review Wireframes / Demo
Happy Holidays! See you in 2022!