Managing Caregivers

Caregivers are the people who perform home health visits. They live in Care Team, separate from Users — a user signs in to Cadence and holds a role; a caregiver is a record you attach work to. Caregivers don't sign in.

Recording who worked each visit is what makes payroll statements possible.

You don't have to enter everyone up front#

Every agency starts with one caregiver already in place: Unassigned. It's selected automatically whenever nothing else applies, so you can log visits from day one without entering a single name.

That means the usual way to build your Care Team isn't a bulk import from your payroll system. It's one at a time, as names turn up on the visit reports you're already working through.

Adding a caregiver while logging#

You don't need to leave the day you're working on.

1. Open the caregiver box on any visit
2. Start typing the name — if it isn't there, click Add "Smith, John" at the bottom
3. Enter the first and last name and click Add

That's all that's required. The caregiver is created, selected on the visit you're logging, and immediately available in every other caregiver box on the page. Email, phone, nickname and payroll ID can be filled in later from Care Team.

Loggers, Admins and the Authorizations role can all add caregivers this way. Waiting for an admin would stall the person actually reading the report.

Adding from Care Team#

Go to Care Team and click Add caregiver for the full form, including contact details and the payroll ID that appears on their payroll statement.

Two people with the same name#

If you enter a name that already exists, Cadence says so before saving — whether you're adding from Care Team or from the caregiver box while logging — and shows you the record it found.

• Use existing — opens that person instead. Usually what you wanted.
• Add anyway — creates the second record. Sometimes it really is two different people.

If you do add anyway, give one of them a nickname from Care Team. They'll show as Smith, John (Nights) everywhere, so nobody picks the wrong one.

Merging duplicates#

If the same person has been entered twice, Care Team shows a banner listing the names that appear more than once.

1. Click the name in the banner
2. Choose which record to keep — usually the one with the payroll ID or contact details filled in
3. Click Merge records

Every visit, schedule and default assignment moves onto the record you kept, and the other is deactivated. Payroll totals stay split between two half-records until you do this, so it's worth clearing before a pay period ends.

Renaming#

Edit a caregiver from Care Team and the new name appears everywhere at once: the calendar, the billing and remittance queues, billing to-dos, and every statement. There's nothing else to update.

Deactivating#

When someone no longer works at the agency, deactivate them from Care Team.

• They stop appearing in the caregiver box for new visits
• Everything they already worked stays on the calendar and on their past statements
• Their statements still generate for periods they worked

Bringing someone back#

If a caregiver returns, switch the filter to Inactive, find them, and click the eye icon on their row. They start appearing in the caregiver box again straight away — nothing else needs redoing.

A record that was merged into another can't be brought back this way. Its visits now belong to the record you kept, so reactivating it would only recreate the duplicate you cleared.

Assigning a regular caregiver#

An schedule can carry a default aide, and optionally a different aide per weekday. When set, that person is pre-selected on the right days instead of Unassigned. See Managing Schedules.