Adding/Editing Resources

To add or edit a resource, navigate to Data Maintenance > Resource Maintenance > Resources to open the Resource Maintenance screen.

The screen is organized into a tabbed format that includes the following tabs.

• Basic Information
• Contact
• Scheduling
• Employment - this tab is only available to clients who have purchased the WellSky Resource Manager full suite
• Licenses / Certifications - this tab is only available to clients who have purchased the WellSky Resource Manager full suite

To create a new resource, click Create New then enter information into the tabs according to the descriptions below. Click Save when you are finished.

To edit an existing resource, click Search then begin typing the resource's name or description in the Search text box to filter the list of available resources.

To include inactive resources in the search results, click the Include Inactive Resources option. Select the resource from the list to populate the tabs with the resource information. Change the information in the tabs as needed according to the descriptions below. Click Save when you are finished.

To add or edit a resource, you must have the Global User Right Edit Resources.

Basic Information tab

• Active Resource - Select this option to indicate a resource is active. Deselect this option when the resource becomes inactive. Only a resource who has no future pending appointments can be marked as inactive. When an active resource has future pending appointments, the check box will be disabled. Hovering over the disabled check box will display the following message: Resource cannot be set to inactive because there are future appointments scheduled with this resource. If you must deactivate a resource with future pending appointments, select Reports > Resource Reports > Future Pending Appointments to obtain a list of appointments then cancel or reschedule them with another resource.
• Resource Type - (required) select a resource type from the drop-down list. You can type the first letter of the resource type into the drop-down list to locate it in the list more quickly.



• Description - (required when the resource type is not a person) This field will display instead of the First Name, Middle Name, and Last Name fields when the selected resource type is not a person (e.g., equipment, room, etc.). Enter a description up to 125 characters.
• First name (required when the resource is a person) - Enter up to 40 characters.
• Middle name - Enter up to 40 characters.
• Last name (required when the resource is a person) - Enter up to 40 characters.
• Preferred name for grid display - If you do not want a resource's full name to appear on the resource column header on the Grid, enter an alternate resource name in this field (for example, first name and last initial or first initial and last name). This field is only available for a human resource type, not for equipment, rooms, etc. To display the preferred name in a resource column header on the Grid first go to System and Security > Grid Display Fields. In the Resource Column Display Fields section, double-click Resource: Preferred Name to move it from the Available list to the Assigned list then click Save.
• Date of birth - Enter the resource's date of birth in MM/DD/YYYY format or use the date picker to select the date.
• Resource ID
• Acquire date (this date will appear in place of date of birth when the resource is not a person) - Enter the acquisition date (if applicable) or use the date picker to select a date.
• Employee ID - Enter the ID designation required by your organization, if applicable. There is a 20 character limit.
• NPI - If applicable, enter the unique National Provider Identifier (NPI) for the resource.
• Credentials for grid display - Enter the degrees, licenses, certifications, or other information that you want to display in the resource column header on the Grid for this resource. Information entered in this field can be formatted to display on multiple lines in the resource column header by pressing the Enter key to create a line break. Click the bottom-right corner of the field and drag down to increase the height of the text entry area.
• Domains (required) - Click Add domain, activate the check box next to each domain that the resource will be scheduled in, then click Add



• Tags - Resource tags can be used to help find resources that have a desired attribute for a given situation such as a clinician who speaks Spanish or an Occupational Therapist who is a hand specialist. Click Add tag, activate the check box next to each tag that is applicable to the resource, then click Add.
• Secondary resource types - Resources are required to have a primary resource type, but they can also be associated with additional resource types to help organize them to meet your workflow needs. For example, a secondary resource type would allow users to search not just for PTs but for therapists with a desired skill set. Click Add secondary resource type, activate the check box next to each applicable resource type, then click Add.

Contact tab

• Address line 1- Enter up to 30 characters.



• Address line 2 - Enter up to 30 characters.
• ZIP - Enter a 5-digit or 9-digit postal code.
• City - Enter up to 20 characters.
• State - Select a state from the drop-down list. You can type the first letter of the state abbreviation into the drop-down list to locate the state in the list more quickly.
• Email - Enter up to 50 characters.
• Time zone - Select the resource's time zone from the drop-down list.
• Phone - Enter a phone number and extension (if applicable) into the text boxes then select a Type (home, cell, etc.) from the drop-down list. To enter additional phone numbers, click Add additional phone number to add additional Phone, Ext, and Type fields.
• Phone to use for text message - Select which of the phone numbers should be used to send automated text messages to the resource when an unassigned shift is available or when a shift has been assigned. The drop-down list will be deactivated if no phone numbers have been configured for the resource. This field is only available for clients who have purchased the WellSky Resource Manager full suite.

Scheduling tab

• Timeslot duration - Select the typical appointment length (5 to 60 minutes) for the resource. In domain products, the time slot duration defaults to 5 minutes. If your version of WellSky Resource Manager is a Clinic version, this field will default to the value set for the Time Slot in System and Security > System Settings. In domain products, the Timeslot duration defaults to 5 minutes. As you assign resources to each of their scheduling domains, you must decide whether to use the default time slot for the domain or the time slot duration that you manually set here. It is more important, therefore, in domain products to know what default time slot each resource or resource type uses prior to data entry in that it must be configured manually.



• Overbook - This value determines the threshold at which to invoke conflict checking when double-booking appointments for the resource currently being defined. As an example, if Resource A consistently books up to two patients in the same time slot, enter 2 here. Users will now be able to schedule two patients per time slot for this resource without the system performing conflict checking. However, a third patient scheduled for the same time will invoke normal conflict checking. Then according to the rights of whomever is scheduling the appointment, that third appointment can be scheduled or an alternative time found. See the Resource Threshold View and the Show Resource Efficiency option in Global Grid Settings for related information.
• Use overbook in efficiency calc - If you use overbooking in your organization and if you use the Efficiency bar to track how much of your resource's schedule is effectively used, then you may use the overbook option. This option effectively increases a resource's available time for scheduling by a factor of whatever the overbook threshold value is set to. If, for example, Overbook is set to 1, then each time slot is equal to itself in the efficiency calculation. If the Overbook is set to 2, then each time slot's value is effectively doubled in the efficiency calculation, or, for example, a resource who has an 8-hour day would effectively have a 16-hour day in the efficiency calculation. The efficiency calculation is a ratio of how many hours of a resource schedule is actually filled over the total number of hours available. Then this is listed as a percentage of total use. See Grid Settings for a discussion of how to turn on the efficiency feature.
• Override domain start times - If the resource's start time differs from their domain start time, activate the check box to display a Start Time field for each day of the week. Change the resource's start time for the appropriate day(s) of the week by selecting a time from the drop-down list.

When the Show Resource Start Time option is turned on, the resource start time will be used instead of the domain start time when searching for an appointment, advanced procedure, or protocol. When the Show Resource Start Time option is turned on and daily start times are configured for a resource, the Find Appointment, Find Appointment by Resource Type, Find Advanced Procedure, and Find Protocol screens will use the configured resource start time when returning search results. For example, when searching for a 30 minute appointment and the domain start time is 8:00 and the resource's Monday start time is set to 8:15, then instead of displaying an open appointment time slot for Monday as 8:00 to 8:30, it will display as 8:15 - 8:45. Clients who want to turn on the Show Resource Start Time option must contact WellSky Resource Manager Customer Support.

Employment tab

The Employment tab is only available for clients who have purchased the WellSky Resource Manager full suite. The information entered into this section will be used to calculate resource productivity measures that appear on the WRM optimize screens.

• Employment status - Select a value (Full-time, PRN, etc.) from the drop-down list. Productivity measures will only be calculated for resources with an employment status of Full-time or Part-time.



• Employment status effective date - Enter the effective date for the employment status in MM/DD/YYYY format or user the date picker to select a date.
• Compensation type - Select Hourly or Salary from the drop-down list.
• Compensation effective date - Enter the effective date for the compensation type and rate in MM/DD/YYYY format or use the date picker to select a date.
• Compensation rate Enter either the annual salary or hourly rate. The value can include two decimal places.

Click View compensation rate history to see a history of changes made to a resource's employment status or compensation.

Licenses / Certifications tab

The Licenses / Certifications tab is only available for clients who have purchased the WellSky Resource Manager full suite. You may enter multiple licenses and / or certifications for a resource. By default, only active licenses and active certifications will display. To view both active and inactive licenses, toggle the Include inactive licenses slider to on.

Licenses

To enter a license for a resource, click Add license then complete the following fields.

• License (required) - Select a license from the list. You can begin typing a license into the drop-down list to filter the list of values.
• State (required) - Select the state where the license was issued.
• Effective (required) - Enter the effective date of the license in MM/DD/YYYY format or use the date picker to select the date.
• Expires (required) - Enter the expiration date of the license in MM/DD/YYYY format or use the date picker to select the date.

To add an additional license for a resource, click Add license again and complete the input fields.

Before you can save your changes, first click the Check Mark icon next to each license you have added or edited then click Save.

Certifications

To enter a certification for a resource, click Add certification then complete the following fields.

• Certification (required) - Select a certification from the list. You can begin typing a certification category to filter the list of values.
• Certifying Org - Enter the name of the certifying organization, if applicable.
• Effective - (required) Enter the effective date of the certification in MM/DD/YYYY format. You can also use the date picker to select the date.
• Expires - Enter the expiration date of the certification in MM/DD/YYYY format, if applicable. You can also use the date picker to select the date.

To add an additional certification for the resource, click Add Certification again and complete the input fields.

Before you can save your changes to a certification, you must first click the Check Mark icon next each certification you have added or edited then click Save.

Edit or Delete a License or Certification

To edit a license or certification, hover over the license or certification then click the Edit icon. Change the values as needed then click the Check Mark icon. Click Save to finish.

To delete a license or certification, hover over the license or certification then click the Delete icon. Click Save to finish.

Missing Required Fields

If any required fields are not completed when you click Save, the tab containing the missing fields will display in red font. When you open the tab, the missing fields will also display in red font.

Deleting a Resource

A Delete button will appear near the top-right corner of the screen if:

• You have Edit Resource permissions set to full, and
• There are no past pending or future pending appointments scheduled with the resource.

After you click Delete, a confirmation prompt will appear asking, Are you sure you want to delete this resource? You won't be able to undo this action. Click Delete again to delete the resource or click Cancel to close the prompt without deleting the resource.