Crew & admin

Run your roster, fleet, credentials, accepted payers and operating hours. Provider admins only.

Crew & admin is where a provider admin sets up who and what can be dispatched. It is made of cards, one after another: the crew roster, then Fleet, Organization & credentials, Accepted payers and Operating hours. Dispatchers do not see this tab.

Crew roster

The roster is the list of crew members who can be dispatched. Removing someone takes them off dispatch but not out of history.

1. Choose New crew member.
2. Enter First name and Last name. Optionally record a Certification, a Shift note (nothing dispatches on it), a Mobile with its area code and a Licence number.
3. Choose Add crew member.
4. To change someone, use Edit on their row. The form also sets Duty status: Active (dispatchable), Inactive (not on shift) or Suspended (a review decision).
5. To remove someone, choose Remove from roster in the edit form and confirm, or tick rows and choose Remove selected. A crew member in the middle of a transport cannot be removed.

Use Search by name to filter the list. Each row shows rides, on-time and in-order rates for the period.

Sign-in for crew

A roster row is only a record. To let that person see their legs, open their form and use the Sign-in section. Rows show Signs in or Invite pending.

• Invite to sign in: enter a Work email and send the invitation. The row links to whoever first signs in with it.
• Revoke invitation: cancels a pending invitation.
• Or link an existing member: pick a crew-role member of your organization who is not linked yet and choose Link member.
• Unlink: for a linked row. Confirm Unlink member. The person keeps their sign-in and can be linked to another record. Past legs keep their history.

Fleet

The Fleet card lists your vehicles and says how many are active, bariatric-capable and retired.

1. Choose Add vehicle.
2. Choose the type: Ambulance, Stretcher van or Wheelchair van.
3. Fill in Unit label, Make, Model, Year, Plate and Capacity (seats). Capacity is required.
4. Tick Bariatric-capable if the unit can carry bariatric patients. It informs facilities and gates nothing.
5. Choose Add vehicle. Use Edit later to change any of it.
6. To take a unit out of service choose Retire and confirm Retire unit. A retired unit can be given no new leg but keeps its history. Show retired lists them and Reinstate brings one back.

A unit on an open ride cannot be retired. The card names the ride by its reference.

Organization and credentials

This card reads Organization & credentials. At the top it shows your Service radius, Tiers offered, Fleet, Insurance, Ohio EMS license and HealthyScore tier (your Standing).

Credential documents

A tier is active only while every credential it needs is verified and unexpired. Upload each document here and HealthyRides staff verify it.

1. Choose Upload on a row (or Upload new).
2. Pick the Document, as a PDF, PNG or JPEG up to 10 MB.
3. Enter Expires on, the expiry printed on it. Leave it blank for one that does not lapse.
4. Choose Upload document. The row reads Under review until it is verified.

A verified document is marked Expiring within 60 days of its expiry and Expired after. Choose Upload renewal before then. The renewal reads Under review beside the copy in force, which stays in force until the renewal is verified. When a credential expires, the tiers that need it pause. You are also emailed 30 days and 7 days before, and on the day.

To offer another tier, use Operating authority for another tier: choose the Tier, upload the authority and its expiry.

Base and service radius

Your base address and radius decide which rides reach your board. You cannot edit them directly.

1. Choose Request a change.
2. Enter a new base address, a new Service radius (miles) from 1 to 250, or both. Leave a part blank to keep it.
3. Add an optional Note for the reviewer.
4. Choose Send for review.

One request waits at a time. HealthyRides staff approve or reject it, with a reason on a rejection, and your admins are emailed. Your change requests lists them as Waiting for review, Approved or Rejected.

Accepted payers

Tick the payer classes you prefer to carry: Medicare, Medicaid, Private, Facility-paid and Self-pay. Rides in them rank first on Available rides. Nothing is hidden unless a dispatcher turns on Hide rides outside my payers. It is a business preference, not a coverage check. With every box clear, the board is unranked.

Operating hours

Operating hours are the weekly hours you take rides. They mark a ride outside them on Available rides. They never hide a ride or stop a bid, and an ASAP ride is never marked.

1. Pick your Time zone. It defaults from the state of your base address. A hint says so, and offers a button to go back to the default after you change it.
2. For each day, tick Open and enter the open and close times as 24-hour times, such as 06:00 and 18:00. A close earlier than the open runs past midnight. 00:00 to 24:00 is open all day.
3. Use Copy Monday to Tue–Fri to repeat a day.
4. Choose Save hours. Unsaved changes shows until you do.
5. Clear all hours removes them. With no hours set, you are treated as always open.

Common questions

Why can I not change my service radius?

Base and radius change only through a request that HealthyRides staff approve, because they decide which rides reach every provider.

A tier is not active. Why?

Every credential that tier needs must be verified and unexpired. Check the rows under Credential documents.

Are operating hours quiet hours?

No. They never stop a bid, and they are not a setting for when you get notifications.