Reviewing Off/Shift Requests
The Requests page in Tangier allows a scheduler to view, update (approve or deny), and enter provider off and/or shift requests. (Swaps requiring administrative approval also would be approved/denied from this page.)
Filtering the Requests Page
From the tool bar, you can filter the Requests page by Type, Status, Practitioner Type and Off Time Reason. Use the Provider drop-down list to view requests for a selected provider.
Select the Compact Display option to shrink the size of the requests and date boxes on the calendar.
Off Time Filter
The Off Time Filter on the Requests calendar page allows you to select and view the reason types associated with provider off requests. The filter drop-down menu only will contain those off request reasons in use for the displayed requests rather than all reasons used by your organization.
When the filter is in use, the off request will display the reason for the request rather than the default label of “Off.” Note also that meetings entered on the Meetings tab in Tangier EPS that count in off request limits will not display once filtering is applied.
When the filter is in use, Shift and Swap requests that are on the calendar will continue to be displayed when ALL is selected from the Type display menu. These can be filtered out by selecting OFF from the Type drop-down menu.
Practitioner Type Filter
Administrators can filter providers on the Requests calendar by Practitioner Type.
Administrators can add a comment in the Off Request update dialog. The comment will be included in the request status update email sent to the provider and be visible in the provider’s personal calendar.
Request Status Definitions
The status of an off or shift request can be updated for an individual request or en masse for either a selected provider or all providers at a location via the Mass Update function.
Requests entered by providers are in Pending status. You can update this status to or enter a request for a provider in any of the other four statuses
- Pending Approved
- Pending Denied
Pending – The default status for any request entered by a provider. Pending off requests are enforced for manual shift assignments, eligible providers, and provider swap requests. Schedule Generation, or auto-scheduling, ignores Pending requests.
Pending Approved – Pending Approved causes Tangier to “honor” an off request during auto-scheduling, as well as when you try to manually assign a provider to a shift on that day (like the Pending status). A provider will never see a request in this status; it will display on the provider’s personal calendar as Pending.
Pending Denied – Use if you do not think you will honor the request. A provider will never see a request in this status; it will display on the provider’s personal calendar as Pending.
Approved – Use if you know the request will be honored. Approved status displays on both the admin and provider personal calendars. Pending requests that were honored will automatically update to this status when the requests are finalized during the schedule publishing process.
Denied – Use if you know the request will not be honored. Denied status displays on both the admin and provider personal calendars. Pending requests that were not honored will automatically update to this status when the requests are finalized during the schedule publishing process.
Provider Notification Email
Updating requests individually and through Mass Update to either Approved or Denied status automatically sends an Off Request Status Update email to the affected providers.
Update a Single Request
Click on the request.
The Request dialog box will display. Change the status and click Update.
Mass Update Requests
Mass Update allows you to update the status of multiple requests all at once.
In the Mass Update dialog box, you can use the Request Type and Request Provider selection criteria to only update a subset of all requests. For example, you could approve all of the off requests for a single provider.
When creating a new schedule, it is recommended that you set all Off Requests to Pending Approved prior to assigning shifts. With requests in this status, you will be warned if you try to assign a provider on a day with an off request.
Shift Requests that are set to Pending Approved will assign the provider to the requested shift automatically.
Shift Swap Approval
Some locations require an administrator to approve provider Swap Requests. Administrators receive an email notifitying them that there is a pending swap between providers that requires approval. Only Swap Requests that require approval will display on the Requests page.
To update the status of a pending swap, click on the swap and either Approve or Deny button. The providers involved will receive an email informing them of the update. When a swap is approved, the schedule will be updated automatically to reflect the new shift assignments.
Entering Off and Shift Requests for Providers
As a scheduler, you can enter off and shift requests for a provider. Any request limits that have been set – such as cut-off date, number of requests allowed per day, etc. – do not apply to an administrative user entering requests.
To add an Off Request…
To add a Shift Request…
To remove a request, click on the request and then the Remove button in the dialog.
NOTE: You can only remove requests you have entered. You cannot enter a provider-entered request.