Upcoming Features for Agencies and Providers - August, 2022

The Care Hires team has yet again come up with new features, and developments made available for the system users.

At Care Hires, providing a high-quality digital solution has always been a top concern. As a company in the Care sector, our brand ethos is based on our relationships with stakeholders; keeping up with them and giving them a smooth digital experience that provides considerable simplicity and convenience has been critical to us. We have always grown in response to our customers' needs and desires, putting them at the heart of our business journey. This finally leads to and inspires us to create feature features that give our clients uninterrupted services. After all, what matters most is that our consumers are completely delighted with our digital capabilities and services.

The Care Hires team has once again developed new features and made them available to system users. This release revolves around certain critical features pertaining to the job posting process. We believe that with this version, the job posting flow will be more fluid and user-friendly. These features, which will be available with the 1.11.0 release, will benefit end users. These are designed to improve system efficiency, assisting end-users in their regular operations, and benefiting Care employees

What will be included in this release :

1. Singular invoice statement 
2. Agreement edit functionality
3. Holiday Rates

---

Singular Invoice Statement

Typically, a set of several invoices are generated separately for agency and care hires fees when creating an invoice for a given service. As there are many bills to review before payment acceptance, this takes a long time. 

• Invoices will be generated to service by service
• Invoices can be only downloaded per week
• The new invoice statement can be downloaded in both PDF and CSV formats for your convenience. 
• Weekly email notification will be sent to providers’ and users’ informing that the weekly statement is ready to be downloaded.

The new feature combines numerous bills into a single invoice that contains all the information required for payment approvals, including: 

• Job Date - Shows the date of the shift billed for
• Job ID - Shows the unique ID for shift billed for
• Worker Name - To increase the transparency, each entry in the invoice contains the worker name 
• Agency Name - To increase the transparency, each entry in the invoice contains the worker name 
• Hours/Quantity - Shows the amount of hours billed for each shift
• Agency hourly charge - Shows the per hour cost as per the agreement and worker skill. Agency Hourly Charge = Worker Hourly Charge + Agency Hourly Margin
• CareHires hourly charge - Show the CareHires handling fee for the shift. 
• VAT- Shows the total amount VAT that needs to be paid. VAT has two parts which are Agency VAT (if applicable) and CareHires VAT
• Total - Shows the total amount that the provider has to pay

From the finance dashboard we provide the ability for the Care Providers and Super Admins to generate a Statement

Step 1 - Go to finance Dashboard

Step 2 - Click on Download Statement

Step 3 - Select the care home and week period and click on generate statement

• Super admin view - 
  Select Care Provider -> Select Care Home -> Select the required week -> Click on Generate statement

• Provider view - 
  Select Care Home -> Select the required week -> Click on Generate statement

Step 4 - Download statement as a PDF or CSV for the selected period. Xero references for the invoices are also included in the statement.

• PDF Version

• CSV Version
  
  

---

Agreement Edit functionality

This functionality relates to the amendments within a preset agreement without creating significant admin and control restrictions through version control and maintenance of said agreements.

As agreements change over time, they must also be adaptable to the changes.It is imperative that we investigate the fundamental components and increase their validity. These functions can be performed by Super Admins only.

Create/Edit/Remove Agreements

CareHires Portal>Finance Dashboard>Select Agreement>Edit

• Create Agreements - Add new resources to the agreement

• Edit Agreements - To access this feature, click on the 3 dots at the right side of agreement tab you want to change

• Remove Agreements  - To access this feature, click on the 3 dots at the right side of agreement tab you want to change

After all changes have been done a shift summary will be shown to finalise the changes. Here you can select the date for the changes to be activated. This should be a future date from the date of changes.

New/Updated/Deleted Agreements

The interface will indicate the type of changes you have done.

• Green - New Agreement created
• Amber - Existing Agreement updated
• Red - Cancelled Agreement

Agreement Activity Log

Agreement activity log, is a chronological set of records that provides documentary evidence of the activities between the Provider and Agency.

Agreement Version History

All previous versions can be seen in the “Version history” screen with the information

---

Holiday Rates

This is a new feature that takes into consideration the public & bank holidays for the year and invoice the provider on the special holiday rate agreed. When adding new agreements or editing existing agreements, the holiday rate multiplier can be set as shown in the image below

Eg: If the provider is paying double then the multiplier can be set to 2. If the provider is paying 50% extra, the multiplier can be set to 1.5

Current agreement rate x No.of Hours Worked x Holiday Rate Multiplier = Holiday Rate

As per rates on the above image the calculation is as follows if worked 10 hours

£12 x 10hrs x 1.5 = £180