Shifts

The Shifts tab is where you can view, search, and request against all of the open shifts for clients where you are a subcontracted vendor and the shifts have been released for you to fill. You can also view past shifts that were Filled, Cancelled, or Voided to see a full history of shifts available for you to fill.

The Shift Manager allows you to search and request shifts efficiently. The layout of the Shift Manager can be customized as follows:

Customize Layout

• Click the Show/Hide Column button to select or remove columns. Changes are applied in real-time.

• Drag and drop column names to adjust their order.

• Click Save Default View to save the customized layout. You can modify the layout at any time.

• Click Apply Default View to revert any changes back to your saved default view.

Quick Filter

The Quick Filter is a type-ahead search that filters the Shifts Table as you type into the filter field. This is useful to find shifts for a particular facility, date, certification, etc.

Search For Shifts

The Show Search Form button (TIP: hitting Ctrl + Shift + F on this will open the search page) allows you to search and filter across all the shifts on criteria such as start/end dates, facility, shift, status, certification, and more. Searches that are used frequently can be saved for quick access.

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Field	Description
Saved Searches	Save and recall current and past search options.
Shift #	Search by shift Order ID, overriding other fields.
Job Start Date	Filter by start date: Before, After, On, Between. And filter by Begins within n-hours: 2, 4, 8, 12, 24, 48
Facilities	Orders for specific facilities.
Shift Type	Orders by specific type of shift (ex. Shifts, Travel Assignments, Local Assignments, Permanent) *Defaults to All Shift Types
Shift Name	Orders by shift name preset (ex. Shift 1 = 8 hr Day, Shift 2 = 8 hr Evening, Shift 3 = 8 hr Nights, Shift 4 = 12 hr Day, Shift 5 = 12 hr Nights)
Assignment / Per Diem	Orders by association with an assignment or single shifts. *Defaults to Include All
Status	Orders by status.
Certification	Orders by certification.
Specialty	Orders by specialty.
Temp	Orders for specific temps.
State	Orders for specific states.
VMS Requested After	Orders that have been requested by your agency after a specific date and time.
VMS Supplier Approval Status	Orders by your agency’s approval status.
VMS Approval Status	Orders by the VMS’ approval status.
Auto-Save/Load Last Search	Loads the most recent search upon opening the Long-Term Order Manager.
Reset Button	Resets all search fields to default values.
Search Button	Executes the current search.

Shifts Table

The Shifts table is where all of the results of the search and filters will be displayed. The table is interactive and the data will sort based on clicking on a column header. The table can display the following fields and actions:

Field	Description
Shift #	The unique number is assigned to each shift for reference. Clicking on the Shift # opens the shift detail card. Depending upon your access and system rules you can Run Query to find a qualified worker to request to fill the shift or make Journal Notes on the order.
Client	Name of the facility where the order is located.
Temp	For open orders clicking the Run Query button opens a new tab where the system will match and rank your qualified candidates with the open shift. This allows you to request the most qualified candidates for the opening. For filled orders this displays the name of the individual who has filled the order.
Type	This designates the assignment category and is defaulted as Per Diem. (ex. Per diem, travel, local contract, etc)
Status	The current status of the assignment will be displayed. It can be one of the following: ·         Open – the assignment has been requested, but not filled. ·         Filled – the assignment has been requested and a temp has been placed into the order to fulfil the request. ·         Voided – open order never filled that needs to be removed/is no longer needed ·         Canceled – an order that has been filled with a temp, but is no longer needed
Job Date	Date of the shift.
Shift Name	Specific shift name (ex. Shift 4 7am-7pm)
Certification	The credentials required to fulfill the assignment (ex. RN, CNA, APRN, DO, MD, etc). Checking the view all box displays all certifications.
Specialty	The discipline or specialization required of the provider for the assignment (ex. ER, ICU, Internal Medicine, Anesthesiology, etc). A temp can have multiple specialties, depending on the level and depth of experience. Checking the view all box displays all specialties regardless of association with a specific certification.
Requests	If either you or one of your temps have made a request to fill the shift that information will be listed. Clicking View will open a popup to display the details
Confirmed	Once a shift request has been filled the date and time the temp has agreed to work or confirmed the shift will appear here.
State	The state where the assignment is located.
Created	Date and time the assignment was originally created in the system.
Modified	Date and time the last change was made to the assignment in the system.

Requesting to Fill a Shift

Requesting to fill a shift can be completed in any of the following three ways;

1. On the Shifts tab select the Shift # of the shift you wish to request a temp against. A new tab will open in your browser with the order details. Select either Select Temp to enter a specific temp’s name to fill the shift OR select Run Query for the system to recommend the temp(s) based on their credentialing rankings. Once the query opens select the checkbox next to the name of the temp(s) you wish to submit.

2. On the Shifts tab under the column Temp select Run Query. This will open a new tab where the system recommends the temp(s) based on their credentialing rankings. Once the query opens select the checkbox next to the name of the temp(s) you wish to submit.

3. On the Shifts tab under the Requests column if there have been any Workforce Portal requests from your temps these will appear here. A number will appear for the the number of temps who have made a request. Select View to see the request. If you wish to submit the temp to the VMS click Approve Request on the pop-up window of the temp you wish to submit.

*IMPORTANT NOTE: In order for a temp name to appear in the request drop-down list they MUST have a profile in the CTM Vendor Portal and their certification and specialty must match the assignment requirements. Please see visit the Temps section for details on setting up a temp in the system.

Order Details

The Order Details page for a specific shift is where you can view all the specific details, history, and requests around a specific per diem order. To view the order details use the following steps:

1. Navigate to the Shifts tab in your Vendor Portal

2. Under the Shift # column, click on the Shift # associated with the order you wish to view, this will open the PRN Order Details

On the PRN Order Details screen you can find the following information

• Shift ID – unique identifier for a shift

• Client Name – name of the organization where the shift will be

• Status – status of the shift

• Temp – if the shift has been filled the temp will be listed

• Temp Confirmation - Once a shift request has been filled the date and time the temp has agreed to work or confirmed the shift will appear here. If a shift has not yet been confirmed you will have the option to contact the temp and confirm they can work the shift once completed you can click the Confirm Worker button and the system will log the data and time.

• Shift Date – date the shift will occur

• Shift – specific shift the temp will be working (ex. 7:00am – 7:00pm, 7:00am – 3:00pm, etc)

• Certification and Specialty – the listed certification and specialty for the shift

• Floor – the specific floor or department where the shift will take place

• Pay Rate – the hourly rate your organization will be paid for a shift.

• Requested Temps – any temp who has been requested to fill the shift will appear here

• Run Query – opens a new tab where the system will match and rank your qualified candidates with the open shift. This allows you to request the most qualified candidates for the opening.

• Journal History – this displays all the historical information around an order (ex. Date, time, and user who created the order, requests against the order, etc)

• New Journal History – allows you to enter any notes around the specific order