Guidelines and tips for managing visits on Mycare. Step-by-step into approving and querying visits on the Mycare platform.
What is an Approved visit? When are Visits Approved?
Only visits that have been approved by Monday midnight each week will be included in that week's pay run. There are two types of approval processes:
- 24-hour Auto Approval - Where you have booked a visit, the worker has submitted as worked, and no changes are made to the visit time or expenses. In this case, after 24 hours the visit will automatically be approved for payrun.
- Manual Approval - Where changes have been made to the booking that are more than originally booked, or if you allowed your worker to make the booking, you will always need to manually approve this visit for it to be approved for payrun. No auto approval applies.
How to manually approve a visit?
- Visits that require approval will show on your dashboard or in the visits tab in the week of the visit. They will show up yellow and say TO APPROVE.
- A second pop-up will appear, make sure to review that the times are correct then select Approve again.
Querying Visits
In the situation when your worker has submitted but you do not agree with the visit times. You can select query. The worker can then change the times to be resubmitted or cancel the visit.
For disagreements on submitted visits, we first recommend having good communication between yourself and the worker. Talk about that visit in person or over the phone, to ensure there was no misunderstanding.
For Continued disagreements contact the Mycare team at hello@mycare.co.nz.
Best Practice for Booking, Cancelling or Rescheduling Visits
Here at Mycare we highly encourage good communication. Ensure you are clear with your workers about any changes to their visits, give an appropriate amount of notice for cancellations, and be clear on rescheduled times.
Remember workers may have other jobs, families and arranged activities so be mindful of their other commitments when it comes to re-scheduling/cancelling visits.
If a worker does not work a booked visit, please 'cancel' the visit as soon as possible. This will release the funds back to your account for further bookings, and will prevent the worker submitting the visit to payrun.