Self-assign to a Hub shift

If a Hub wishes you to self-assign to shifts in their rota they will turn this feature on for their Hub.

This means you will see shifts that you are eligible to self-assign to within your Schedule. These you can click on and easily self-assign.

Doing this creates an Assignment in your Schedule and solves that shift for the Hub – no-one else can self assign to the shift once it is claimed in this way.

Here is a short video showing how to ensure you can see self-assignment shifts in your Schedule.

Attachments

Registration and login support

Recently there have been quite a lot of new practitioners and practice admins registering and many people needing to access their existing account.

Some may have experienced issues – not due to a system bug – but because there is some logic around creating an account that prevents someone with an existing account from re-registering with the same username or email.

Also, some users may have simply forgotten their login and need help to set a new password.

We want to clarify the registration and login rules here as well as explain what things are in place to help anyone experiencing an issue accessing their account.

At the same time, we are always here to support people with these issues and will respond very quickly around the clock, on admin@gpnetworks.co.uk

The registration rules:

  • All email addresses and usernames in the system need to be unique.
  • Its possible for a person to register twice, using a different email but this is NOT advisable as it will lead to confusion in future.
  • Anyone who cannot register and is being told their account exists already needs only to retrieve and reset their login for their account.

Login and password reset:

  • The login is found at the top right of the home page
  • Clicking the login opens a modal popup like this (browser popup blockers could block this)
  • In this login modal you can use your username OR your email address, along with your password.
  • If you do not know your username, you can retrieve this and reset your password by clicking the ‘Forgotten password’ link at the bottom of the modal.
  • The password reset modal appears, like this
  • Entering your email into this modal will send your username and a new password to your email address (note: this email must be the one held in your account)

Notes:
If you do not receive your reset email it may be that it is going to a spam / junk folder or being blocked by your email provider

If you use the reset more than once, each time you use it a new password is generated, so only the most recent reset will work as a login.

If you do not receive a reset or your reset does not work, please ask us for help and we resolve the issue for you.

How to invoice for shifts

When you have confirmed shifts in the past in your schedule, you can create invoices from these very easily – grouped by employer.

They will be generated in your account and the employers account and the employer will receive a notification.

The employer then marks the invoice paid at their end and, when the money enters your bank account, you can mark it received your end (reconciliation)

The process starts in your invoice screen, by click the ‘create new invoice’ button. This takes you to a screen where you can choose a date range for shifts and select an employer you have worked for. The result of these filters will show you the uninvoiced shifts.  You can then select shifts to invoice and build an invoice from them.

This adds them to an invoice tamplate and performs any necessary calculations. At this point you can create extra row and add additional data.

When you are happy with invoice you can commit to, which will generate it and place it into both your account and the employers account history.

 

Your Schedule, requests for work, assignments and more

Since 2017, GPnetworks has incorporated working with Hub services, combining traditional in-hours work for practices with other forms of shift work such as Extended Hours (EHS).

This has meant that your Schedule has become a little more complex, since it has had to evolve to handle the extra types of shifts, the logic that accompanies them and manage the relationships between all shift types.

From your perspective, there is a single Schedule for all your work. Interpreting your Schedule is aided by the view filters down the left hand side, that allows you to turn on and off different aspects of the Schedule.

Different shift types are shown in different colours to help you interpret your work schedule.

Blue Requests are those you receive from practices.

These are Requests for in-hours shifts at a specific Practice

If you Accept a Blue request this will turn Yellow. This does not mean you have been booked but informs the Practice concerned that you have accepted the Request, The Practice can then confirm the request, which creates a form booking.

A Confirmed request will show as green in your Schedule and you will get an email reminder the day before the shift.

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Hub Service Assignments

When you use your Hub Work screen to connect to and show availability to a Hub service, you may then receive Assignments from the Hub – the are shown as light green in your Schedule.

Hubs also provide an additional method of picking up shifts called self-assignment. Three weeks before a shift you will see the shift in your Schedule in dark grey and can click to self-assign to the shift.

(please note: to see self-assignment shifts in your schedule, the self-assignment filter on the left side of your schedule screen must be turned on)

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Rest assured all the logic that manages Requests and Assignments is handled automatically for you. You cannot be double booked or miss out on an opportunity, so long as you manage your Availability and Visibility to both practices and Hubs properly from within your Account.

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Notifications and reminders

All requests, cancellations and changes within your Schedule are followed up with an email notification. Many of these provide an action within the body of the email so you won’t even need to login to respond,

When you are booked to work, whether for a Practice direct or for a Hub, you will also receive a reminder before the shift.

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Invoicing

After you have worked a Confirmed shift you can use your built in Invoicing feature to generate invoices for practices.

When you work for a Hub service and are paid by the Hub provider, your invoices are automatically generated for you and placed into your Invoices section.

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Cancelled request are shown in red and can be removed from your Schedule.

If you decline a request you have an option to keep the availability in your Schedule for others or to remove it.

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Connect to Hub services

To connect with Hub services and pick up shift assignments you simply need to add a Hub connection to your account.

These screen shots show how to add hub connections to your account from your Dashboard.

Step 1 – click the Hub Work section

 

Step 2 – click manage Hubs

 

Step 3 – Click ‘Add a hub’ and choose from the Hub services available. This will generate an automated join request to the Hub admin. When they accept your connection you will be notified. The Hub service will follow up with you to induct you and ensure your are compliant, before Assigning you to Hub shifts according to your availability and chosen locations of work.