Employee Status
An employee can have various statuses in Capacity IQ® while completing their work. Employee statuses are used by healthcare staff, such as Transporters and EVS staff, to track and manage their status, ensuring efficient assignment and completion of cleaning jobs. Employee statuses are utilized throughout the day as employees perform their duties or when managers are making work assignments.
Where you can find this feature: Transporters tab in the Capacity IQ® Transport application, Capacity IQ® EVS, Capacity IQ® Transport Mobile, Capacity IQ® EVS Mobile, Employee Dashboard columns
How Employee Status Works
Functionality
The Employee Statuses used in each application are different.
If your healthcare system has the Logout mobile user on charge setting enabled, mobile application users who plug in their phones are automatically logged out of the Capacity IQ® Transport Mobile and Capacity IQ® EVS Mobile applications.
Transporter Employee Statuses
Break: Transporter is on a scheduled break.
Lunch: Transporter is at lunch.
Available (Avail): Transporter is not on a break or at lunch, is not assisting others with a transport job, is not currently dispatched to a transport job, and is not in Other status. This transporter can be dispatched to transport jobs. Additionally, a transporter in Available status can be asked to complete mini tasks.
Other: Transporter is on an unscheduled break. For example, the transporter might have received an emergency telephone call or might be in a work-related meeting. Other status appears as "Break" on the Transporters tab.
Dispatched: A transporter has accepted a job and is on the way to pick up the patient or item. A request for a transport job remains in Dispatched status until it is canceled, delayed, or moves to In Progress, assistance is requested, or the job is rescheduled.
In Progress: The transporter has arrived at the origin and is ready to take the patient or item to the destination. The transporter has indicated on the Interactive Voice Response (IVR) system that the job is in progress.
Assist: The transporter who has been dispatched to the job or has a job in the In Progress status has asked for help. The transporter requests assistance by entering an option into the Interactive Voice Response (IVR) system or mobile app and specifying the total number of transporters required for the job. The TransportTracking™ global setting called Max Transporters per Job determines the maximum number of transporters who can be on a job at once—the primary transporter and up to 3 assistants. Until the job has been accepted by the required number of transporters, the original transporter on the job and any additional transporters who have already accepted the job will have a status of Assist. When the last required transporter accepts the job, the status of all transporters will change to the status that the original transporter had when assistance was requested. Then, the job can be completed. If more transporters were requested than are needed, the original transporter on the job can enter a lower total number of transporters required. In this case, the last transporters to accept the job will be removed from the job and their status will change to Available. Only the original or primary transporter on a job may request assistance and remove assisting transporters. However, see the definition of original or primary transporter to learn how the rights of an original or primary transporter might be transferred to an assisting transporter if the original transporter is removed from the job. If item transport jobs have been batched, a transporter cannot request assistance for them.
Example: Transporter A is in the In Progress status and requests assistance and enters 3 as the total required number of transporters. Within one minute, Transporter B accepts the job. Both Transporter A and Transporter B have a status of Assist. One minute later, Transporter C accepts that job. Transporter A, B, and C then all have a status of In Progress. Transporter A then realizes that only 2 total transporters are needed for the job. Transporter A calls the IVR again and enters 2 as the total number of transporters required. Transporter C (the last transporter to accept the job) is then removed from the job and is placed in the Available status.
Delay/Dispatched: The transporter has accepted the transport job and discovered that there is a delay and the patient or item cannot be transported immediately. However, the transporter has been asked to wait during the delay instead of accepting another job. The transporter enters a delay option into the IVR and the job status becomes Delayed/Dispatched. The transporter's status changes to Delayed/Dispatched as well, so that he or she will not be able to accept other jobs while waiting. When it is time to continue the job, the transporter can enter an option on the IVR to resume the job. The job status will change to Dispatched again and the transporter can continue the job and move it to another viable status such as In Progress, Assist, Cancelled, or Rescheduled.
Delay/In Progress: The transporter has already indicated that the job is in the In Progress status but has encountered a delay. The transporter must wait until the delay is over and then continue transporting the patient or item. The transporter enters a delay option into the IVR and the job status becomes Delayed/In Progress. The transporter's status changes to Delayed/In Progress. The transporter will not be able to accept other jobs while waiting. When a resolution to the delay is known, the transporter can enter an option on the IVR to resume the job. The job status will change to In Progress again and the transporter can continue the job and then take the job to another viable status.
Out: The transporter is signed out of the IVR and the Capacity IQ® Transport application.
In: Users are in the In status if they have the Transporter Workflow, Responsible for Executing Transport Jobs permission and they:
Called the Interactive Voice Response (IVR) system and entered their employee IVR ID codes and PIN numbers, but did NOT enter their device IVR IDs (if they have variable notification devices) and did NOT enter the sections and zones where they will work (if they have variable assignment)
OR
Signed in to Capacity IQ® Transport through the workstation.
Transporter Statuses When Automatic Logout is Enabled
The following table describes job and user statuses if the user charges his or her phone during different circumstances and at different times in the workflow:
Initial Job and Transporter Status | Transporter Notes | Transporter’s Action | Application’s Actions | New Job Status | New Transporter Status |
No job exists | Transporter is Available | A transporter plugs in his/her phone while he/she is available but not yet assigned to a job. | No changes. | N/A | Out |
No job exists | Transporter is on Break | A transporter plugs in his/her phone while he/she is on a break or lunch. | No changes. | N/A | Out |
Dispatched, Delay/Dispatched | Only one transporter is needed for the job. | A transporter plugs in his/her phone after accepting a job. | Reschedules the job for 1 minute in the future. | Pending | Out |
In Progress, Delay/In Progress | Only one transporter is needed for the job. | A transporter plugs in his/her phone after placing the job in progress. | Completes the job | Complete | Out |
Dispatched Delay/Dispatched, In Progress Delay/In Progress | The user is the first transporter (primary) to accept a job that requires assistance. | A transporter plugs in his/her phone after: 1. Requesting assistance, AND 2. All the requested assisting transporters have accepted the job. | Releases the transporter who first accepted the job (primary). 2. Makes the first assisting transporter the new primary. 3. Requests assistance to replace the transporter who was released. | Assist | Out |
Assist | The user is the primary transporter on a job | A transporter plugs in his/her phone after: 1. Accepting a job as the primary transporter, AND 2. Requesting assistance, AND 3. At least one, but not all the requested assistants have accepted the job. | Releases the transporter who first accepted the job (primary). 2. Makes the first assisting transporter the new primary. 3. Requests assistance to replace the transporter who was released. | Assist | Out |
Assist | The user is a secondary transporter (assistant) on the job. | The transporter plugs in his/her phone after: 1. Accepting a job as an assisting (secondary) transporter, AND 2. The other requested assistants have not yet accepted the job. | Releases the secondary transporter from the job. 2. Requests assistance to replace the secondary transporter who was released. | Assist | Out |
Dispatched Delay/Dispatched, In Progress Delay/In Progress | The user is a secondary transporter (assistant) on the job. | The transporter plugs in his/her phone after: 1. Accepting a job as an assisting (secondary) transporter, AND 2. The other requested assistants have all accepted the job. | Releases the secondary transporter from the job. 2. Requests assistance to replace the secondary transporter who was released. | Assist | Out |
EVS Employee Statuses
In Progress: The employee has selected an option on the Interactive Voice Response (IVR) system to indicate that they currently are cleaning a bed. On the Employee List, "In Progress" has a yellow background with black or red text. Red text indicates that the In Progress job is for a bed that previously had a status of STAT. Employees whose statuses are In Progress or Available are also called Active Employees. If the campus uses a multi-stage cleaning workflow, In Progress is followed by a number one in a light blue circle for stage one cleaning or a number two in a dark blue circle for stage two cleaning.
Spill In Progress: The employee has selected an option on the IVR system to indicated that they are currently cleaning up a spill (such as blood, water, or food) and have a spill cleaning job in progress. On the Employee List, "Spill in Progress" has a yellow background with black text.
Available: The employee is not currently working on a bed cleaning job and is not at lunch or on a break. Employees who have delayed bed cleaning jobs are also placed in Available status and are eligible to work on other jobs. To change the Available status, employees must either sign out of the IVR or use the IVR to indicate that they have a cleaning job in progress or that they are on a break or at lunch. Supervisors and requesters who are currently working as bed cleaners but want to return to their regular roles can change their Available statuses to Logged In by choosing an option to sign out of the IVR as an employee. Employees whose statuses are In Progress or Available are also called Active Employees.
Break: The employee has selected an option on the IVR to indicate that they are taking a break.
Lunch: The employee has selected an option on the IVR to indicate that they are taking a lunch period.
Logged In: An employee, requester, or supervisor is signed in to the IVR, but not to the IVR's Employee menu OR an EVS employee with a variable assignment type has signed in to the IVR, but has not selected any sections or zones OR an EVS employee with a variable notification device assignment has signed in but has not entered a device IVR ID. Requesters and supervisors may sign in to the Employee menu of the IVR when they need to work on bed cleaning jobs (for example, when the EVS department is understaffed). To work on a bed cleaning job, a requester or supervisor must access the IVR Employee menu and change the job's status to In Progress. On the Employee Dashboard, the total in the Logged In column includes requesters and supervisors who are signed in the IVR, but not to the Employee menu.
Logged Out: The employee is not signed in to the IVR.
EVS Employee Statuses When Automatic Logout is Enabled
The following table describes job and user statuses if the user charges his or her phone during different circumstances and at different times in the workflow:
Initial Job Status | Employee Status | Employee’s action | Application’s actions | New Job status | New Employee status |
NA | Available | A employee plugs in his/her phone while he/she is available but not yet assigned to a job. | No changes. | N/A | Logged Out |
NA | Break | A employee plugs in his/her phone while he/she is on a break or lunch. | No changes. | N/A | Logged Out |
In Progress | In Progress | An employee plugs in his/her phone after:
| Completes the job | Completed | Logged Out |
In Progress | In Progress | An employee plugs in his/her phone after:
| Completes the job | Completed | Logged Out |
In Progress | In Progress | An employee plugs in his/her phone after:
| Cancel the job | To Do | Logged Out |
Delayed | Available | An employee plugs in his/her phone after:
| No change | Assist | Logged Out |
Suspended | Available | An employee plugs in his/her phone after:
| No change | Suspended | Logged Out |
Status History Column Descriptions
This column... | Displays... |
Status | Either:
If the employee has been in Available status for less than two minutes, that Available status information does not appear. If a bed appears in the Bed column and the bed cleaning job for that bed is beyond the In Progress status, then the Status column might display Suspend, Dirty, Clean Next, Stat, or Clean. This was the status of the bed when the employee started the cleaning job. (See Bed Status Definitions). If a bed appears in the Bed column and In Progress appears in the Status column, then the employee has put the cleaning job for the bed into the In Progress status and it is still in that status. If a user worked on a daily clean job, it will appear in the status history with its most recent status. |
Job # | Job associated with the employee and with the bed listed in the Bed column for the status listed in the Status column. For example, if the Status column displays Clean Next, the Job # column displays the code for the cleaning job associated with the bed that the employee started cleaning when it was in Clean Next status. |
Bed/Room | The bed name, abbreviation, or IVR ID code (depending on settings configured in the Admin Tool or Admin > Settings > Capacity Management component). To see the other identifiers for the bed, move your mouse over the cell. For example, if the bed name appears, move your mouse over it to see the bed IVR ID and abbreviation. Click the name, code, or abbreviation to display the Bed Detail window. See Viewing Bed Detail. If the Bed column is blank, then the Status column shows an employee status, such as Available. If the row concerns a Daily Clean job, the identifier is for a room rather than a bed. |
Time Started and Time Completed | If a bed appears in the Bed column, then the Time Started and Time Completed columns show when the employee started and stopped working on the bed. For example, Time Started might show when the employee put the bed into the In Progress status and Time Completed might show when the employee put the bed into Clean status. Or, Time Completed might show when the employee suspended the bed. The next row in which the bed appears might have a Time Started that represents the time that the employee took the bed out of Suspended status and began to work on it again. If no bed appears in the Bed column, Time Started and Time Completed show when the employee status listed in the Status column started and ended. |
Duration | If a bed appears in the Bed column, the Duration column shows the amount of time between when the employee started and stopped working on the bed. For example, if Dirty appears in the Status column, column, Bed 500 appears in the Bed column, 1:00 PM appears in the Time Started column, and 1:05 PM appears in the Time Completed column, then the employee might have put the Dirty bed into the In Progress status at 1:00 PM, but suspended it at 1:05 PM. Duration displays 00:05. If there is no bed in the Bed column, the Duration column shows the duration of the employee status listed in the Status column. |