Scheduled, clocked and approved times
Why CareComplete keeps what was planned, what the caregiver clocked and what the office approved as separate times, and when a clock is trusted on its own.
Every shift carries several sets of times side by side. Keeping them apart, rather than overwriting one with the next, is what lets the office see what really happened and decide what to pay and bill.
- Scheduled - what was planned. It never changes because of a clock-in.
- Verified - a clock CareComplete can trust: made from the client's phone, or from the caregiver's phone inside the client's location, at the moment it happened.
- Unverified - a clock it cannot trust on its own: outside the client's location, with no location, typed in by hand, or made offline and not yet confirmed. It comes with the reason.
- Approved - the times payroll and billing are made from.
Trust what can be trusted, check the rest
A verified clock becomes the approved time straight away. Most visits clocked properly therefore need nothing from the office: the caregiver clocks in and out at the client's home and the shift is Complete.
An unverified clock is only a suggestion. The caregiver sees it as waiting for office approval, and the office decides. The office might accept it, use the scheduled time instead, or type the right time after checking with the caregiver. Nothing the caregiver types on their phone can set what they are paid without someone in the office agreeing.
A later clock always replaces an earlier approval. If it is verified, its own time becomes the approved one. If not, that side of the shift waits for the office again, so a correction made from the phone can never slip through unseen.
Why the clock log is never edited
Every clock is kept: who clocked, how, when the phone said and when the server received it, and where. A correction is a new entry, never a change to an old one. When questions come up later - from the caregiver, the client, a payer or an auditor - the shift's Timecard shows exactly what was sent, and the approved times show what the office decided.
A clock made with a connection takes the server's time, not the phone's. A phone with a wrong clock cannot move a live clock-in.
Approving in bulk
Approve All on the Timesheets page takes, for each row, the verified time if there is one, else the unverified time, else the scheduled time. Use it after you have looked at the rows that need attention, not instead of looking.
concepts-times-side-by-sideTimesheets page in the demo agency Riverside Home Care, Last Week, a few rows: one with verified times already approved, and the visit clocked in outside the fence showing an unverified start and no approved start.For the steps, see Checking timesheets and Approving times.