Everything you need to run the Coral West IR schedule

Browsing & filtering

Step month-to-month with the arrows, and narrow the grid with the filter bar: Onsite, Call, Holidays, Open, or My Schedule.

Shift details

Click any day to open its side panel — hours, notes, and whichever buttons (Claim, Release, Assign, Save) actually apply to you for that shift.

Selecting multiple days

Shift-click or Ctrl-click on desktop, or press-and-hold then drag on a phone/tablet, to select several days at once for a bulk action.

Your stats at a glance

The row above the calendar tallies the month you're viewing: Onsite days, Calls, Callback hrs, and Extra hrs. If you're a Provider, a Projected earnings figure sits alongside them — it totals the pay from every shift already claimed or assigned to you that month, updating instantly as you claim, release, or edit shifts. It's a running projection, not a final paycheck figure — it reflects whatever's on the schedule right now.

Claim an open shift

1. Click the day on the calendar.
2. In the side panel, hit Claim.

Your pay for that shift is calculated automatically the instant you claim it, and it's mirrored to the shared coverage calendar right away.

Release a shift

1. Click the shift itself on the calendar — the coloured bar with your name on it, not the day around it.
2. Pick Release from the small menu that opens, directly under Reassign.
3. Confirm, and the shift goes straight back to the open pool.

The side panel below the calendar still has a Release button too, if you are already down there editing hours. Either way you are asked to confirm first: releasing clears that shift's extra hours, callback hours and notes, and there is no undo.

You can only release your own shifts — clicking someone else's opens nothing. An admin can release any shift, on anyone's behalf.

Edit hours & notes

On your own shift, update Extra Onsite Hours, Callback Hours, or add a note, then Save. Your pay recalculates immediately.

Log your cases

Under Cases on your own shift, type part of a procedure name to search the list and pick it. Picking the same one again adds one to its count, or set the count directly. Some entries ask for details (an angiogram, an embolization, anything under “Other”) — describe what was done. Then Save cases. The pill on the calendar shows how many cases a shift has, so a day with no badge is a day nobody has logged yet. Cases lock with the month at month-end, like hours.

Hospital invoice

Generate the Coral West coverage invoice for any month, aggregated across every provider — even a month that hasn't closed yet.

Pay Summary

Pick a month and Show month to see what each provider worked and earned, on screen. Year PDF and Year CSV roll the same figures up for that month's year — everyone, or the one provider you choose.

Paystubs

One provider pick, two actions. Search archive finds the permanently archived month-end paystubs over the months you choose (leave the provider as "All providers" to see everyone's) and re-downloads the exact PDF that was emailed. Generate for current month pulls a preview for the still-open month; it is never archived, so regenerate it as often as you like.

Procedures

A month range and an optional provider. Show cases lists how many procedures each provider logged, with a breakdown by procedure, on screen. Download PDF or CSV gives every logged procedure with its CPT code for reconciling against the hospital's billing. The CFO also receives the month's report by email when the month closes.

Unfilled Shifts

Every required shift still open in the next 30 days, in one list, with an inline assign control per row — no scanning the calendar by eye.

Onsite Days

Add or remove an Onsite shift on any date outside the usual Monday/Wednesday/Friday pattern, or move an existing one to a different date — carrying over whoever's assigned.

Give Admin Hours

Grant a provider paid administrative hours (with a required note) for compensable work that isn't a coverage shift — schedule review, committee time.

Procedure Catalog

The pick list providers log cases from, with CPT codes. Collapsed by default — open it to add an entry, rename one, or take one out of circulation. An entry that has never been logged against can be deleted; one with history is retired instead, so past shifts and reports keep their line.

Add an employee

From Add Employee, enter a name and email. A welcome email with sign-in instructions goes out automatically; they fill in their own billing details later from My Profile.

Change a user's role

From Change User Role, set a work role (None / Employee / Partner / CFO / Viewer), Admin access, and Scheduler access via three dropdowns, then confirm.

You can't change your own role this way — it's blocked so an admin can never accidentally lock themselves out.

Deactivate / reactivate

The same panel has a toggle to deactivate an account — it drops them out of sign-in and provider dropdowns without deleting their pay history.

Rate Card

What each service pays, per pay class — pick the class from the dropdown, then set the amount for each kind of shift. A change takes effect from the date you give it, never before.

Rates cannot be changed into a closed month. If the date you need falls in a month that has been closed, reopen that month first (see Reopen a closed month).

Hospital Rates

What the hospital is billed for every shift, whoever covers it — a separate card from what the practice pays anyone. Changing a rate here moves the invoice; it does not change a single person's pay, because pay and billing are priced from two different cards.

The same two rules as the Rate Card apply: a change takes effect from the date you give it, and rates cannot be changed into a closed month — reopen it first.

Paystub Adjustments

One row per provider with a Distribution (a pending bonus or adjustment to add) and a Withholding (an amount to hold back), each with its own note and Save. Both are folded into that provider's next month-end paystub, then clear — never a preview, never paid twice. A withholding larger than the month's pay only takes it down to $0.00; the remainder is not carried forward.

Month-End

The button. At the top is one button, for the oldest month still waiting to be closed. Month-end never runs on its own — this button is the only way it starts. It freezes the month, emails every provider their paystub, and sends the payroll summary and hospital invoice to the admins. A pop-up asks you to confirm before anything is sent.

Choosing steps. The pop-up is a checklist of the run's four steps: close the month to edits, email the paystubs, email the payroll summary and hospital invoice, email the case summary to the CFO. A step that is already done is checked and greyed out. The rest start checked; uncheck one to leave it for later, and the month stays Pending until you come back for it. Steps run in order, so you can stop early but not skip ahead — the summary reports what the paystubs actually paid, so it cannot go first. Closing the month to edits always happens. Press Confirm to run the checked steps, or Cancel to send nothing.

A step already recorded for that month is skipped, so nobody is paid or emailed twice. If more than one month is open it closes the oldest first, so run it again for the next one; that order matters, because a pending distribution or withholding is spent by the first close that folds it into a paystub. A run that stops part-way is never retried automatically — press the button again and it picks up the steps that are left.

The list. Under the button is the last twelve months, each with one status. Not yet due: the month has not ended, nothing to do. Completed: closed, paystubs sent, summary and invoice sent. Pending: the month is over and is waiting on you; the line underneath says what is outstanding — paystubs not sent, summary and invoice not sent, and whether the last run failed or stopped part-way.

The list has no run buttons of its own; a pending month is closed with the button at the top. A closed month has Reopen.

Reopen a closed month

Unfreezes an already-closed month so mistakes can still be fixed. This also resets that month's "already sent" markers, so the next month-end run resends corrected paystubs and the invoice instead of skipping it.