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September 21, 2018   

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Ultra32 Healthcare Staffing Office Edition

All the power, flexibility, and efficiency of Ultra32 tailored for Healthcare Staffing with the Visual Scheduler.

Health care staffing providers share most all of the same challenges faced by typical staffing companies.  But we realize that the nature of the specialty involves key additional issues.

Health care professionals are generally in short supply.  These high skilled - high demand professionals command great service and flexibility from the staffing firms they choose to work with.  Often they are not a captive employee.  They have another primary job or other restrictive limitations on their availability for assignments.  Shift preferences, on-demand pay, and other differentiating service features are necessary to attract and retain your workforce. 

The provisioning of medical care services also requires diligent credentialing management.  Health care staffing providers spend countless hours and dollars on manual effort...accepting job orders, finding qualified and available persons to fill shifts, collecting hours worked, calculating billing and payroll, accounting, record keeping, and reporting.  Nights and weekends are often required to get the job done.  CCS has a better way using our completely automated solution that quickly pays for itself.

Ultra32 is completely modular.  Get benefits immediately with just the Scheduling, Client, and Employee Management Modules or maximize use of your time by including the completely integrated back office financial processing modules to process all your payroll and billing functions.


 

 Scheduling

The Ultra32 Scheduling Module is the foundation of the system available by itself, integrated with maybe the Dispatch and  Pro Pack options enabled, or altogether with the complete power of Back Office payroll, billing, and job cost modules to provide a complete solution with a single repository for all customer and employee records.

Quickly create or copy a previous single one-time shift, a multi-day shift, or an ongoing recurring shift assignment.  Immediately be alerted to scheduling conflicts because of other assignments, requested time off, or Do Not Send requests

View the Visual Scheduler to graphically see a calendar with each shift assignment presented as color coded cell to quickly see conflicts or unassigned shifts.  Run one of many available reports to help you create a working schedule and present it to your dispatcher, employees, and clients.

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 Dispatch

When you send an employee out to a client, it is expected that the employee will have the skills, experience, and credentials relevant to the job. When you fail, at best you waste the customers money...at worst, you waste their money, lose repeat business, and expose yourself to liability claims.

The Ultra32 Dispatch system enables position codes to be defined for each client.  Each client position code can have specific skill, training, or experience preferences assigned as required or desired attributes.  The flexible design provides the ability for you to fully customize what criteria you wish to track and search on.  Position codes are permanently associated with each client.  Anytime a new shift is defined it can be mapped to the position code appropriate for the particular assignment.

Then to find an employee to assign to a shift just click on the Dispatch option to run a search.  Position requirements and availability are considered before presenting a list of qualified and available persons that can be assigned.  No more manual searching, a tremendous time saver.  Now you can spend the time you save developing more business for your company.

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 Credential Management

Licenses, Immunizations, Training
Ultra32 Healthcare Edition includes the ability to store credential information right within the tracking record section of each active and prospective employee master record.  Each tracking record is configured to track vital data like expiration dates, renew dates, amounts, or notes.  From the tracking record data exception reports can be easily generated to reveal persons whose credentials are or will be falling out of compliance. 

Additionally, the open framework architecture of tracking records is designed to support the collection, management, and reporting of other user-defined data elements for employees and customers.  This design allows most any information to be conveniently stored right with each employee or customer record without requiring expensive system customization services.   An individual record can defined to retain multiple field elements including up to 4 text, numeric, date, check boxes, and 1 memo field.  We can quickly update your tracking record table structure at any time to add support for new tracking record types.

Common additional uses of Tracking Records include:

  • Vacation Time Bank Tracking
  • License Expiration Dates
  • Benefit Elections
  • Uniform / Equipment Tracking

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 One-Step Entry

The biggest time-saving feature of Ultra32 for healthcare staffing providers is it's One Step Entry design.  There is no need to manually create timeslip records to generate payroll and billing.  Through the shift assignment you have already identified the customer, employee, shift time, and appropriate pay/bill rate code.  Everything is already known to generate both payroll and billing.  Just update those schedules where the actual hours worked were different from those scheduled and the manual effort is done.  Payroll, billing, job cost, sales history, and work history are generated right from completed schedules.

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 Payroll

Ultra32 includes a complete payroll system which automatically produces payroll checks from completed schedules without any further data entry. In addition, management reports, Federal, State, and local tax reports are available. With all this information automatically provided, it is actually easier, and much less expensive, to produce your own payroll versus sending it out to a payroll service.

Detailed Payroll Checks: The employees' pay stubs include printed details from each shift scheduled. This feature can drastically reduce inquiries by employees working at many different rates regarding the accuracy of their checks, and allows you to quickly resolve any payroll related questions.

Check Registers: Several report styles to choose from, including detailed or summary. These may be printed anytime throughout the year for any desired date range.

Employee Pay History: Ability to report employee earnings for any given period. Commonly used for unemployment claims and social services inquiries.

Federal/State/Local Tax Reports: Several

Comprehensive reports that provide information necessary for the 940, and 941 forms as well as state quarterly wage reports.

W-2 Reporting: Ability to print W-2 forms for all employees, and prepare a diskette for Magnetic Media reporting.

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 Billing

With the CCS One Step Entry system, invoices are automatically calculated and printed, from shift schedules just like payroll is generated.  What this means to you is, with only a few strokes, you can process your billing in a fraction of the time it would take manually.

Detailed Invoices: Each "ready to mail" itemized invoice includes the details from the corresponding shift schedules. This  provides your customer with easy-to-read, professional looking invoices,  which will minimize inquiries and assist with the prompt payment by your customers.

Automatic Posting: Accounts Receivable files are  automatically updated after invoices are printed.

Invoice Registers: Several report styles to choose from, including detailed or summary, can be printed anytime, for any date range you select.  Additional features include sub-totaling by salesperson, Territory, Department, or other group codes.

This module also provides you with the ability to accurately keep on top of the most volatile aspect of most businesses, the Collection of Your Cash!

Process Payments Received: With a single entry you can apply payments to multiple invoices, process discounts for early payment, or create credit memos for over payments.

Cash Receipt Report: Itemized list of payments, which can be printed anytime by day, week, month, quarter, or year.

Late Charges & Statements: You may optionally process late charges on any outstanding invoices. With Ultra32, each customer can have their own unique terms and late charges defined. Whether you process late charges or not, you can generate "ready to mail' statements for one, some, or all customers.

Aging Report: Ability to generate either a detailed or summary listing of invoices with an outstanding balance. Invoice amounts are displayed in one of several Aging Columns range bands that you define (i.e. 1-30,31-45,46-60, etc.).

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 Management Reports

The Job Cost Reports provide an invaluable tool used to monitor and control your COST and PROFIT for every customer account.  Job cost information is accumulated from the processed payroll and billing transactions, and shows your sales, direct costs, and gross profit dollars and percentage for all customers for whatever date range you select.  This indispensable information can be used to determine the correct pricing for each customer, and automatically provides an audit trail for Worker's Compensation Audits.

Worker's Comp Detail Report: Generates a detailed listing of payroll and worker's compensation premiums attributed to each individual shift assignment.  In the event of a Worker's Compensation audit, these reports provide a easy method to quickly complete the audit in a minimal amount of time without a lot of extra effort.  Several different report styles are included to likely satisfy whatever your insurer desires.

Job Cost Report: Lists sales, payroll, direct costs (i.e. FUTA, SUTA, Worker's Compensation, FICA, etc), and gross profit; by week, month, quarter, or year. Additional features include the ability to define up to four miscellaneous cost items, such as administration costs, or other general expenses.

The sales and work history records are automatically updated as payroll and billing is processed. Sales History trend information is available across 13 user selected period ranges.  History reports include:

Customer Work History: Detailed listing of all employees who have worked at a particular customer site, for any given time period including who worked when at what pay and bill rates, with gross payroll and billing.

Employee Work History: Detailed listing of all assignments worked by an employee, specifying the client, hours, pay and bill rates, gross payroll, and gross billing.

13 Month Sales History: A simple way to view the sales activity (dollars and hours), for each of your customers, over 13 periods. Helpful in anticipating seasonal fluctuations, or spotting sales trends for individual customers with just a quick glance.

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 Accounting

General Ledger Interface
Ultra32 supports the exporting of all financial transaction data as summarized journal entries to most General Ledger accounting systems including applications from Intuit Quickbooks Pro, Peachtree Software, and Best Software MAS90/Business Works.

Bank Reconciliation
Ultra32 make's the process of reconciling your payroll checking account statement faster and easier. The CCS Bank Reconciliation accesses all payroll checks issued to automate reconciliation in a fraction of the time it would take manually.

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