Getting hours worked in

Upload a CSV

1. Export from your system

   Export worked shifts or timesheets from your rostering or payroll system for the period you want. Inerva, UKG, Humanforce, Dayforce, Deputy and Kronos exports are read as they come. Any other system can export in the HealthOS worked-shifts format; the import page lists its columns.

2. Upload it

   Open Roster & Payroll Import, choose the format and upload the file. Uploading the same file twice is safe: shifts already imported are recognised and not counted again.

3. One file for several homes

   If the export covers more than one home, choose Every home it names under This file is for. Each row goes to the home it names (the home’s code, RACS id, GPMS service id or name) and each home is imported on its own. Rows that name no home, or a home HealthOS does not know, are listed and not imported.

4. Map pay categories

   The first time a pay category appears, map it to a care role: RN, EN, personal care, allied health or other. You do this once per category.

5. Clear the exceptions

   Shifts HealthOS cannot count safely are held for a person to decide, not guessed.

Common exceptions

• Unmapped pay category. Map it, and its shifts count.
• Unknown employee. Usually an agency or new starter. Create the staff member from the exception.
• Overlapping shift or duplicate line. Decide which one stands; the other is left out.

Agency shifts are counted and shown separately.

Connect a rostering system

Instead of uploading, a rostering system with an API, such as UKG, Humanforce or Dayforce, can send approved timecards every day. A manager sets it up once from Workspace setup, with credentials your organisation holds for that system. Timecards go through the same mapping and exceptions as an upload.

Different systems at different homes

Some groups run one rostering system everywhere; others run one system at some homes and another elsewhere, or a connected system at one home and payroll exports at another. On the Homes & systems tab:

• Roster systems. Every connected system is listed. Name each source of uploaded files too, for example “Humanforce exports”.
• Where each home’s shifts come from. Choose the system for each home and the date it starts. When a home moves to a new system, add the new one from the day it starts; the old one still applies before then.
• The same hours are never counted twice. Once a home names its system, shifts for it from anywhere else are refused (an upload) or held as an exception (a connection) that someone can leave out or count. The tab warns about any home that received shifts from more than one source in the last 92 days.
• Roster codes per system. On the role and hours type tabs, a code can apply to every system or to one. Where two systems use the same code to mean different things, set each system’s own; it wins for that system’s shifts.

A home that names no system takes shifts from any source, as before.

The roster ahead

The forecast on Care Minutes needs the roster for the weeks ahead, including open shifts. Upload it on the Forecast tab, for one home or for every home it names. If a home’s system is connected, turn on Read the roster ahead in the connection’s settings: HealthOS then reads it every few hours by itself, open shifts included, and Read the roster now on the Forecast tab reads it straight away. A new roster replaces the planned shifts for the days it covers. Planned shifts are only ever a forecast: they are never reported.

Connect a payroll data warehouse

If your payroll lives in a data warehouse, such as Inerva’s, HealthOS can read it every night with no file at all. Ask us at support@healthos.net.au and we will set it up with you.

Inerva department care targets

Inerva sets how much of a shift counts as care by department, not by role: a personal care worker can count 100% in one department and 33% in another, and a department can split its hours between two categories, such as 15% personal care and 85% lifestyle. HealthOS reads Inerva shifts by their department for this reason.

On the Roster code → care role tab, choose Read from Inerva pay runs. HealthOS reads the last half year of pay runs and proposes each department’s split, marked Not saved yet, Changed in Inerva or Saved, matches. Choose a care type for any category HealthOS could not place, tick the ones to keep and choose Save. Inerva fills these targets only once a pay run is processed; once saved here they apply straight away, to the forward roster too, and you can change any of them like any other mapping. Read again after Inerva’s targets change to see what differs. A department with nothing saved still counts by its care type, and the import notes it.

Still stuck? Email support@healthos.net.au