Office Manager

Overview

The Calendar settings allow you to enter your Open and Closed dates as well as hours of Operation into Jarvis Analytics (JA). If your calendar is not set up, your goals and KPIs will not calculate correctly. Additionally, it is crucial to set up your calendar if you are going to automate your End of Day report and Morning Huddle Report. Let’s look at an example of how it is used.  

Example 

Dr. Johnson is excited to show his team the new analytics tool that he purchased. He set up the basics such as providers, goals, and users. However, as he was presenting JA during their weekly team meeting, the following occurred:

• He navigated to the Front Office Module to show how the office was trending towards reaching their goal for the month. The monthly goal showed $0.
• He navigated to KPIs to show his providers how they were doing based on production per hour. The numbers were too low. They were based on a 40-hour work week even though the office is only open 32 hours.
• That night, Dr. Johnson waited to receive the End of Day (EOD) report. The report did not generate because JA didn’t recognize the days the office was open in order to automatically send a report. 

Each of these problems all stemmed from Dr. Johnson not correctly setting up his Calendar. We want you to avoid having similar problems, so follow these steps to Set Up your Calendar. 

How to Set Up Your Calendar

Step 1: Open the Calendar Configuration 

Click your user account menu and select Configuration. Click the Calendar tab. You will see three tabs: Daily Schedule, Work Hours and Closed Days.

Step 2: Daily Schedule

After selecting the Daily Schedule tab, choose a month and year. Then click Edit Open Days to input your Daily Schedule for that month.

For each weekday, choose the hours that the office is typically open. If your office closes for a lunch break, enter the hours before lunch in the 1st Half of the day and the hours after lunch in the 2nd Half of the day.

Toggle on the Use Default button if this is your typical monthly schedule, and JA will use this information for other months. This will eliminate the need for you or another team member to enter in the office hours each month.

Step 3: Work Hours (optional)

If you would like the most accurate provider production per hour data possible, edit the  Work Hours. This is an optional step, but doing so will allow you to drill down and view data such as production per hour in your KPIs.  If you do not enter this information, the Production Per Hour KPI will assume that all providers work during all open hours that were entered in the Daily Schedule.

Your providers might not all work the same hours, from open to close matching the hours that the practice is open. To allow JA to calculate provider production per hour, edit the Work Hours.

After selecting the month and year, all providers are available to edit. Enter the number of hours the provider is scheduled to work each day of the month.

Step 4: Closed Days

Next, you will focus on the Closed Days tab. After selecting the month and year, click Add Closed Day and note any days that your office will be closed, For example, note holidays, company training days, or even inclement weather. Use the Add Closed Day button, enter the information and select the date, then click Save. The default holidays which are automatically accounted for include: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving(USA), Christmas Eve, Christmas Day, and New Year’s Eve.

Notes about Calendar Settings:

• It is important for the accuracy of your metrics that you enter all days that the office is closed. Certain metrics are based on the days worked in a month so if this is not accurate, your platform will be affected, and your data will be skewed.
• If your hours vary, you can accurately display it. For example, if you are open every other Saturday), go to Closed Days and input the Saturdays that your office will be closed for the month.
• If you prefer, you can enter Work Hours for only certain providers. You are not required to enter hours for all providers.
• Closed Days can be entered after the fact. The closed days do not need to be in before they happen.

For Additional Information - View Help Files