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How do I set up my account?
Click on the Try It Free button on any page in this website.
In the Wizard that launches, enter your email address and create a password.
You will be sent a validation email with a key. Copy that back into the wizard.
Confirm.
Your account is set up.
Enter you company name, address, phone, URL, and upload logo.
You can import from .xls your list of payors, caregivers and patients (now or anytime in the future).
Now, in a browser, open opcent.com/care. Login with your email and password
- Click on the Try It Free button on any page in this website.
- In the Wizard that launches, enter your email address and create a password.You will be sent a validation email with a key. Copy that back into the wizard.Confirm.Your account is set up.
- Enter you company name, address, phone, URL, and upload logo.
- You can import from .xls your list of payors, caregivers and patients (now or anytime in the future).Now, in a browser, open opcent.com/care.
- Open the app in your browser http://opcent.com/care, and login with your email and password.
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How much time does it take to setup my account?
5-10 minutes for your account to be setup. You can open the app and get started. Add 2 or 3 payors, 3-5 patients, and 3-5 caregivers. Print out your Caregiver's PDF which gives them instructions on which number to call, PIN # to enter, and when leaving, enter the Service code. Observe how the light goes green when they clock in, amber when they leave one location in transit for the next, and red after their day is done.
Later, you can import data for hundreds of patients and caregivers using the import from excel wizard. Note that importing your data from excel can be done in multiple passes (in fact, that is the smarter way to do it lest one entry hold up traffic)
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How will my company’s logo appear on invoices?
ADMIN>SETUP: Upload your logo. |
Will you ask for credit card during setup?
No. You can get started right away. We will invoice you at the end of 30 days. At that time, you can decide to pay or not pay. If you pay, your account continues. If you do not pay, we'll send you a couple of reminders, and then close your account. Nothing will be owed.
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Where do I add Caregivers?
ADMIN>CAREGIVERS
The step-by-step wizard will walk you through the steps of adding the Caregiver's name, cell-phone number, and days they will work.
You can also import them using the Import Wizard. |
Can I change the PIN?
No. It is a system-generated 6-digit PIN.
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How do I know the Caregiver’s PIN?
ADMIN>CAREGIVERS
You can see a table displaying all the Caregivers, and see their PIN. You can print out a PDF showing the number this caregiver must dial, the PIN to enter and the service codes while clocking out. |
Where do I add Third Party Payors?
ADMIN>PAYORS
The Wizard will walk you through the steps of adding Payors. This is necessary before you can add patients. You can have multiple contacts.
You can also import them via the Import Wizard. |
Where do I add Patients?
ADMIN>PATIENTS
The step-by-step wizard will walk you through the stages of adding Patients. Note that the Payor is pre-requisite. Also add the rate at which they pay. You must add a phone number that the Caregiver will use to call in and clock in/out. You can have multiple phones for each patient.
You can also import patients using the Import Wizard. |
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How many telephone numbers can a patient have?
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Where do I set my time zone?
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Where do I set my agency’s start and end-times?
ADMIN>DEFAULT
This sets the start and end time for your entire calendar. |
Can I work around the clock?
Yes. Set the first appointment FROM time at 12 am and the last time at 11:30 pm. These are the START times, so you have round the clock coverage.
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Where do I add my agency’s service items?
ADMIN>SERVICES
Set the number to punch in and the description that will appear in your invoice. |
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Is there any limit to the number of service items?
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Who will train my office staff?
This is an escalation approach.
- They need to see the videos (1-2 minutes) in each section of Care Tracker.
- If they still have a question, look up these FAQs which we keep updating.
- If they still don't have the answer, send us an email, and we will respond. We will also add this question to our FAQs!
- If that is still not satisfactory, request a support session. We will set up a 15 minute support session during which we will remote into your PC and over the telephone, walk you through the steps. As a free customer, you have to understand that there has to be some reasonable limit, which we propose at 3.
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Who will train my caregivers?
The PDF that you print out for the Caregiver tells them what number to dial, what PIN to enter, and what service codes they need to enter. If they have any questions, they need to refer to your office staff. We will, in turn, support your office staff as explained in the link: Who will train my office staff?
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How will my Caregivers know which number to call?
In Admin>Caregivers, you can print out a PDF and give it to the Caregiver. This tells them the toll-free number to call, their PIN and service items.
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Can anyone change the caregiver’s clocked-in time?
If the caregiver clocked in and out, only the ADMIN can make a change [Process>Timesheets]. This will be logged.
If a caregiver clocked out and the patient asked for more work or delayed their departure, they can clock out again, which overwrite their previous clock out.
If a caregiver did not clock out at all, the admin staff CAN enter a time. But this will be logged since it is an exception, not normal operations. |
Do you maintain audit trails?
Everything is logged, and management can run reports anytime.
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| INVOICES, TIMEKEEPING, QB |
Can I create recurring schedules?
Yes. Select the patient, date range, times of day, and days of the week. Then, for each day of the week, select caregiver.
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Can I have multiple caregivers in a schedule?
Yes. For every day of the week, you can select a different caregiver. At a later time, you can use the SCHEDULE>CHANGE page to swap caregivers.
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What is your compatibility index?
This is something we dreamed up which you might find useful. It does not exist anywhere, so we've service marked it. So its is "Compatibility Index" (SM). After a caregiver visits a patient, their name appears in the compatibility page.
You can call the patient, and have the patient rank the caregiver on 5 key factors (which you can rename in ADMIN>COMPATIBILITY:
- Quality of care
- Professionalism
- Cultural Match
- Language Match
- Distance from home.
- The patient can give them a thumbs down (-1), a neutral (0) or a thumbs up (+1). This last value can be changed depending on your agency's policies and relative importance.
- Any -1 makes this relationship incompatible.
- If there is no negative, then the total determines their compatibility index.
- Everytime this patient tries to make an appointment, the compatibility index appears against each caregiver who has been rated.
- If negative, this caregiver sits in the incompatible page. You can still make the appointment there, though.
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What is load factor?
This is the total number of hours that caregiver is booked that week.
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Do you charge for caregivers I terminate?
We download that Caregiver's data to your servers and delete them from your database in the cloud. At that point, billing for this caregiver stops.
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What is telecom fee?
Your caregiver calls a toll-free number to clock in and clock out. Toll free numbers cost money. The toll is charged for the first minute and then in 6-second pulses.
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Do I have to sign a long term contract?
No. We earn our keep every day. You can close the account anytime. Note that there are no refunds. After going through a 30 day risk-free period, we bill you, so in essence you are always being billed after the services have been provided.
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Can you process Credit cards?
Yes. In PROCESS>CREDIT CARDS |
Can you work with my existing merchant services provider?
Yes. We will coordinate with them so we use your existing gateway, so that you do not have to pay anything more than what you're already paying.
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Why do you charge for patient’s relatives and not for Global Viewers?
Every user requires an open connection in our server. There will be thousands of patient relatives and only a handful of CHHAs. So, you could resell the service to your patient's relatives and give them instant visibility with SMS alerts into what is happening with their relative, without requiring them to call i.e. handling by exception.
CHHAs will be able to view only the patients they are paying for or have sub-contracted to you. They will be delighted to have real time visibility into which patients have a caregiver and which ones don't, without having to call you. Furthermore, we believe that these CHHAs represent an upstream market.
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What does the CHHA viewer do?
Note that this service is NOT available to customers who have not paid up yet. As soon as you sign up, a CHHA selector will appear, allowing you to assign patients to CHHAs.
When that CHHA logs in, they are able to view Patient tab showing ALL their patients: Today, Appointments and History. |
What is approval limit?
This is the threshold below which your scheduler can make the appointment and the system confirms it. Anything above this threshold is not confirmed by the system, but instead routed to management for approval (or denial). Once approved, the appointment is confirmed by the system.
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What does the Patient Viewer do?
Patients and their relatives log into opcent.com/care with their username and password issued by you. They see the patient tab, with data filtered for that one patient. This gives them visibility into Today, Appointments, and Visit History, showing caregiver name and time in/out.
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Can you integrate with biometric fingerprint reader?
Absolutely. You can install our biometric time clock at multiple locations. When the caregiver arrives, they clock in and out using the device. When they go to another location which also has biometric time clock, they clock in and out using the clock. If there is no clock, they can use their phone to call in and out. It is seamless.
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