Administer QTime

QTime offers a more flexible solution needed for support co-ordinators, allied health professionals and others who require the invoice and timesheet functionality that PocketWatch offers. QTime schedules can run concurrently with a standard shift and can be viewed from roster page or individual staff members page.

Enable QTime

• Ensure permissions have been applied (refer to Staff permissions in the ARM myHelp)
• Ensure QTime has been enabled in settings

Create QTime schedule

• Select QTime from myShifts page

	View/Add allowances
	Copy schedule + copy time entry
	Remove schedule
	View contact alerts from ARM
	Create a GOMS session

• Create a new schedule
• Enter ‘Location’
• Enter ‘Cost centre’
• Enter ‘Start time’
• Enter ‘End time’

• Enter ’Break time’
• Select ‘Add QTime entry’
• Search client
• Select line item 
  • Only line items in a client’s finalised schedule of support from GENIUS will appear in the drop-down list
  • QTime products will also appear in the drop-down list
  • Funds remaining in the schedule for selected item will appear if the ‘Show GENIUS schedule of support budget information’ setting is enabled via PocketWatch > Settings > QTime
• Select start on the clock or manually enter time – you can also pause and resume the clock at any time
• Select the billing option
  • Billable
  • Billable set fee
  • Non-billable
• Select activity type
  • Only items defined in PocketWatch > Settings. QTime will appear in the drop-down list.  The activity type will flow through to the invoice in GENIUS.
• Select claim type
  • Cancellation
  • Direct service
  • Irregular SIL supports
  • NDIA required report
  • Non face-to-face services
  • Provider travel
  • Telehealth
• Add notes
  • Up to 7000 characters. Notes added here will appear in the history of a client in ARM under the PocketWatch filter or in a project task if applied.
• Select attendance type
  • Attended
  • Attendance not required
  • Did not attend – with notice
    • Select cancellation reason
  • Did not attend – without notice
    • Select cancellation reason

• Link to project
  • Only projects applied to a client in ARM will appear in the drop-down
• Link to a task
  • A project must be chosen before the task list will pre-populate

When a QTime schedule is linked to a project or task, the notes from the schedule will be recorded in the relevant project/task along with the time recorded (if the project is a time based project).

NB: If notes need to be limited to a specific team a permission limited project must be chosen.

NB: You cannot edit the same QTime schedule in multiple tabs/windows to ensure that the correct data is saved.

Add allowances

To add allowances to a QTime schedule:

• Select ‘View Allowance’
• Select ‘Add Allowance’
• Enter in KM allowance
• Enter in KMs
• Select ‘Use as timesheet unit’ if applicable

Select invoice type

• NDIA – invoice will auto create in the invoice to NDIA panel in GENIUS
• Client/Plan Manager – Invoice will auto create in invoice to Client/Plan Manager panel in GENIUS
• ARM – Invoice will create in the client invoice panel in ARM
• Select ‘Save’

NB: If items are defaulting to ARM invoices, please review your invoice templates. Navigate to ARM Pro > Customisation > Products + Prices > Customise invoice templates. Select ‘Edit’ again the relevant templates and deselect ‘Add to QTime’. This will stop the items defaulting to ARM.

Generate invoice

• Select ‘Save + generate invoice/s’

A note with time stamp will generate and the schedule will be locked.

Generate timesheet

• Select ‘Save + generate timesheet’

A note with time stamp will generate and the schedule will be locked.

On time sheet approval invoices will generate as per standard PocketWatch process.

NB: QTime timesheets can only be approved by managers for the staff member that created the timesheet + must have the ‘Create + edit timesheets (direct reports)’ permission enabled.

When the timesheet generated for a QTime schedule has been approved the schedule is disabled and cannot be modified. A timesheet can be modified if the permission ‘Edit Qtime schedule’ is enabled and the timesheet is still awaiting approval. QTime timesheets + allowances are included in the timesheet report.

Copy QTime schedule

• Select ‘Copy’
• Make relevant updates
• Select ‘Save’

Create QTime schedule for other staff member

• Choose the staff member from the drop-down list on mySHIFTS page

Create QTime schedule in retrospect

• Create from the retrospect date via rosters

Generate QTime report

• Select PocketWatch > Reports
• Select ‘QTime Report’ from the drop-down menu