How Do You Know Your Schedule?
Where can you find your schedule?
Schedules can be found in Central Reach.
A client's session was scheduled to end at 2:00 p.m., but the client was picked up at 2:09 p.m. According to our rounding guidelines, what should the session end time be updated to in Central Reach?
If your client session ended at 2:09pm, Central Reach should be updated to reflect a 2:15pm end time before converting your session.
Per rounding guidelines, admin and client sessions round to the nearest 15-minute interval.
True or False: RBTs always qualify for admin time whenever a client session ends early.
False.
RBTs do not qualify for admin time simply because a client session ends early, regardless of the reason.
If applicable, you may be scheduled for Guaranteed Admin in accordance with the Guaranteed Admin guidelines.
True or False: If you take approved time off through Prism, Malama Moni Coverage (MMC), or Future Session Coverage (FSC), each day of approved leave counts as an attendance point.
False.
Approved time off through Prism, Malama Moni Coverage (MMC), or Future Session Coverage (FSC) does not count as attendance points.
If you are unable to come into work for any reason, what email should you contact?
RBTs should email callouts@mpacfamily.com if they are unable to come into work for any reason.
Emails should include client session information and should be sent with as much advanced notice as possible.
What day of the week are schedules finalized?
Schedules are finalized every week on Mondays. The schedule is finalized for the following week.
You receive an email from the Scheduling team stating that your client session from 8:00 a.m.–11:00 a.m. next Monday has been canceled. A "Client Cancel Placeholder" has been added to your schedule, and you're instructed to plan to work your scheduled shift until Scheduling notifies you that there are no coverage needs. Should you still plan to report to work at 8:00 a.m. on Monday?
Yes, you should plan to report to work at 8:00 a.m. unless the Scheduling Team notifies you that there are no coverage needs and you do not need to come to the clinic for a session.
You are scheduled to begin work at 8:00 a.m. Today, at 7:15 a.m., you are notified that your client canceled and there are no coverage needs. Do you qualify for Late Cancellation Admin Time?
Yes.
If an RBT is notified of a client cancellation less than 1 hour before the scheduled session start time and there are no coverage needs, they are eligible for Late Cancellation Admin Time equal to the full duration of the scheduled client session.
Staff may choose to decline Late Cancellation Admin Time if preferred. If accepting Late Cancellation Admin Time, staff must check in with a Floor Supervisor at the start of their admin time.
What is the deadline for submitting a time-off request in Prism?
Time-off requests in Prism must be submitted at least 30 calendar days in advance of the requested time off.
You are running late for your session. Who should you contact?
RBTs should call the clinic (808-625-3000) whenever they are running late for session regardless of what location they work (clinic, home-based, DOE).
RBTs should provide their estimated time of arrival and their client initials. Please leave a voicemail if no one is able to answer the call.
Before leaving home for work, what should you do to confirm whether your schedule has changed?
RBTs should check their email each day before leaving the house and coming into the clinic.
The scheduling team will communicate any schedule changes via email. Please look for "SCHEDULING" in the subject line for urgent schedule change information.
Your client session is scheduled to begin at 8:00 a.m. It is now 8:00 a.m., and you have not heard your client's initials called. What should you do?
RBTs should immediately check in with a Floor Supervisor if they have not heard their client's initials. If the client is late, the Floor Supervisor will assign the RBT a task while waiting for the client to arrive. This may include coverage for another client.
Floor Supervisors will alert Front Desk to contact family for an ETA.
You are scheduled to work Monday through Friday from 8:00 a.m.–2:00 p.m. and currently qualify for the Guaranteed Admin program.
At 7:00 a.m. on Tuesday, you are notified that your 11:00 a.m.–2:00 p.m. client session has been canceled and there are no coverage needs. Do you qualify for Guaranteed Admin? Why or why not?
Yes.
Because you qualify for the Guaranteed Admin program, the canceled 11:00 a.m.–2:00 p.m. session would reduce your scheduled hours for the week from 30 hours to 27 hours. To maintain the 30-hour weekly scheduled minimum, 3 hours of Guaranteed Admin would be added from 11:00 a.m.–2:00 p.m.
What is the deadline for submitting a Malama Moni Coverage (MMC) request?
Malama Moni Coverage (MMC) requests must be submitted at least 10 calendar days in advance.
MMC requests are often used as a backup option if a time-off request in Prism was denied or if it is too late to submit a request in Prism.
You call out sick for your scheduled shift and notify the Callouts team in advance. You were scheduled to work two client sessions today (8:00 a.m.–11:00 a.m. and 11:00 a.m.–2:00 p.m.). How many attendance points would you receive for today's absence?
1 point.
An RBT accrues 1 attendance point for a reported absence, regardless of how many client sessions were scheduled that day.
Who should you contact if you have a question about your availability or schedule?
Staff should contact Central Reach Help CentralReachHelp@mpacfamily.com with any questions or concerns about their availability and/or schedule. This includes questions about day-to-day scheduling or your ongoing schedule.
Due to a late client drop-off, your session start time in Central Reach is incorrect. Who should you contact to have your schedule updated?
RBTs should contact Central Reach Help CentralReachHelp@mpacfamily.com to make any changes to their schedule. Please wait for changes to be made before converting your session.
This applies to all administrative and client sessions.
You are scheduled to work Monday, Wednesday, and Friday from 8:00 a.m.–2:00 p.m. and Tuesday and Thursday from 8:00 a.m.–5:30 p.m. You currently qualify for the Guaranteed Admin program.
At 7:00 a.m. on Monday, you are notified that your 11:00 a.m.–2:00 p.m. client session has been canceled and there are no coverage needs. Do you qualify for Guaranteed Admin? Why or why not?
No.
Although you qualify for the Guaranteed Admin program, you would not receive Guaranteed Admin in this situation. Your normal weekly schedule totals 36 hours. If the 11:00 a.m.–2:00 p.m. session is canceled, you would still be scheduled for 33 hours that week, which is above the 30-hour weekly minimum. Because your scheduled hours remain above the minimum, Guaranteed Admin would not be added.
What is the deadline for submitted a Future Session Coverage (FSC) request?
Future Session Coverage (FSC) requests must be submitted no later than 4:00 p.m. on the previous business day (e.g., by 4:00 p.m. on Friday for a Monday session).
FSC requests are often used as a backup option if a time-off request in Prism was denied or if it is too late to submit a request in Prism or a Malama Moni Coverage (MMC) request.
Over the course of this month, you had several absences and tardies and accrued a total of 3.5 attendance points. This is the first time you have reached 3 or more points in a single month. What happens next?
For the first occurrence of accruing 3 or more attendance points in a single month, the RBT will be scheduled for a check-in meeting with their direct supervisor.
The purpose of this meeting is to check in with the RBT, discuss any challenges they may be experiencing, and explore ways MPAC can provide support to help them be successful.
If you need to change your availability, how long does the process typically take?
Availability changes may take up to 90 days to go into effect.
For new hires, the process may take up to 6 months. New hires are onboarded based on the needs of new clients who are also beginning services. Because changes to a new hire's availability can impact client scheduling and continuity of care, new hires may be expected to maintain their original availability for a longer period.
You were notified that you have a "Client Cancel Placeholder" on your schedule for tomorrow. Who should you contact if you do not want to be scheduled for a coverage session during your placeholder?
You should contact the Central Reach Help team at CentralReachHelp@mpacfamily.com before the scheduled session to request that you not be assigned to session coverage during your Client Cancel Placeholder.
Please note that coverage needs take priority. Even if you submit a request, you may still be assigned to session coverage if coverage is needed. Unless you are notified that there are no coverage needs, you should plan to report to work as scheduled.
You are scheduled to work Monday, Wednesday, and Friday from 8:00 a.m.–2:00 p.m. and Tuesday and Thursday from 8:00 a.m.–5:30 p.m. You currently qualify for the Guaranteed Admin program.
You call out sick on Monday and Tuesday. At 7:00 a.m. on Wednesday, you are notified that your 11:00 a.m.–2:00 p.m. client session has been canceled and there are no coverage needs. Do you qualify for Guaranteed Admin? Why or why not?
No.
Although you qualify for the Guaranteed Admin program, you would not receive Guaranteed Admin in this situation.
Calling out sick may impact your ability to maintain the 30-hour weekly scheduled minimum. Guaranteed Admin is not used to replace hours missed due to employee absences.
In this example, after calling out on Monday and Tuesday, your remaining scheduled hours for the week total 21 hours. Because the reduction in hours is the result of your absences—not the canceled client session—Guaranteed Admin would not be offered.
You no longer need the PTO, LWOP, or MMC request you previously submitted. What is the deadline to request cancellation of a PTO, LWOP, or MMC request?
Requests to cancel PTO, LWOP, or MMC must be submitted by the Monday of the previous week.
If a cancellation request is submitted after the deadline, the original appointments may not be added back to the schedule because coverage may have already been confirmed with another staff member.
If you need to be unexpectedly absent for an extended period due to your own medical condition or to care for a family member with a medical condition, who should you contact?
If you anticipate being unexpectedly absent for an extended period due to your own medical condition or to care for a family member, you should contact the HR Department at HRDepartment@mpacfamily.com as soon as possible to discuss your situation and available options.