📅 Time Off Requests: How to Properly Request Time Away from Work

What Is a Time Off Request?

A Time Off Request is the official form used to notify CareSphere that you will not be available to work a scheduled visit or that you need a schedule adjustment.

The Time Off Request is located on the CareSphere Connect website under the: "Shift Change Request Form"

The Shift Change Request Form is required for all absences and schedule changes.

Failure to submit the form may result in a No Call/No Show and a report being submitted to Human Resources.

Where Can I Find the Time Off Request Form?

Step 1

Log in to CareSphere Connect.

Step 2

Select the Shift Change Request Form.

Step 3

Enter your Employee ID Number.

Your Employee ID Number can be found on your CareSphere ID badge.

Choosing the Correct Time Off Option

Selecting the correct option is extremely important. Choosing the wrong option may delay processing or result in your request being handled incorrectly.

Option 1: Temporary Schedule Adjustment

Use this option when:

✅ You are still working your hours

✅ You simply need to work them on different days or times

This option can be used for both:

• Temporary schedule adjustments

• Permanent schedule adjustments

Example:

Instead of working Monday, you and your client agree to move the visit to Tuesday.

This would be a Temporary Schedule Adjustment.

Option 2: Call Out – I Am Scheduled but Cannot Work

Use this option when:

✅ You are assigned to a client

✅ You have a scheduled visit

✅ You cannot attend the visit or want to put in for PTO with a minimum 7 days notice

EXTREMELY IMPORTANT!

PTO is paid out at a BASE pay rate NOT your case assignment rate. This means that PTO is paid out at $13.00 per hour which may differ from your pay rate of your specific case. PTO will not be honored with a less than 7 days notice.

Example:

You are scheduled for a visit tomorrow but wake up sick and cannot work.

This would be a Call Out.

Option 3: Pre-Planned Time Off

Use this option only when:

✅ You are not currently assigned to a client

✅ You are notifying CareSphere of future availability restrictions before accepting an assignment

Important

❌ Do NOT use this option if you are currently contracted with a client.

Even if you are not scheduled on a specific day, employees assigned to clients should use the appropriate absence option instead.

This option is intended for employees who are not currently working with a client assignment.

Option 4: I Need to Be Removed from a Permanent Client

Use this option when:

✅ You wish to end your assignment with your current client

Notice Requirement

Please provide at least 7 days' notice whenever possible.

Exceptions may be made for situations involving safety concerns or threatening circumstances.

Option 5: I Want to Resign from the Agency

Use this option if you have decided to leave CareSphere and wish to formally submit your resignation.

Providing notice is always appreciated and helps ensure a smooth transition for both clients and staff.

Complete the Request

Step 5

Follow the prompts based on the option you selected.

The form may ask for:

• Date(s) affected

• Time(s) affected

• Reason for absence

• Additional information

  

📝 Please complete all requested information accurately.

The more information you provide, the faster your request can be processed.

Sign and Submit

Step 6

Provide a clear and legible signature.

Once complete:

✅ Click Submit at the bottom of the form.

Your request will then be routed to the appropriate department for review.

Important Attendance Rules

A Time Off Request Is Required

A Time Off Request must be submitted for all visits you will not be attending.

This applies to:

• Call offs

• Schedule changes

• Client removals

• PTO requests

• Resignations

Call Off Notice Requirement

Employees must provide at least:

⏰ 2 hours' notice before the scheduled shift

PTO Notice Requirement

🏖️ PTO requests require a minimum of:

7 days' advance notice

The form will automatically indicate if your request does not meet the required notice period.

Requesting Multiple Days Off?

Planning to be out for more than one day? Don't forget this important step!

📅 If you need multiple days off, you must add every single day you are requesting off.

To do this:

1. Enter the first day you need off.

2. Click "Add Day".

3. Enter the next day you need off.

4. Continue clicking "Add Day" until all requested dates have been entered.

🚨 Important: Listing only the first day of your absence does not automatically include the remaining days.

For example, if you need off from Monday through Friday, you must add all five days to your request using the "Add Day" button.

Failure to include all dates may result in only a portion of your request being approved, and you may still be expected to work on any dates that were not submitted.

Verbal and Text Message Call Offs Are Not Accepted

🚨 Calling, texting, emailing, or messaging your coordinator does not replace the required Time Off Request Form.

The Shift Change Request Form must still be completed.

Makeup Hours & Rescheduled Visits

🎯 Purpose

At CareSphere, we understand that unexpected situations may arise that prevent caregivers from attending their regularly scheduled visits.

Our goal is to help caregivers maintain their scheduled hours, avoid unnecessary PTO usage, and ensure patients continue receiving the care they need.

CareSphere strongly encourages all caregivers to make up missed hours within the same payroll week whenever possible.

Rather than automatically losing scheduled hours or using Paid Time Off (PTO), caregivers should explore the option of rescheduling their visits.

Making up missed hours is a win-win for caregivers and patients!

✅ Benefits of Making Up Missed Hours

CareSphere encourages caregivers to take advantage of approved makeup opportunities for the following reasons:

• 💰 Avoid PTO Deductions: When missed hours are properly rescheduled and worked, caregivers do not need to use PTO to cover those same hours.

• 📅 Avoid Attendance Penalties: Properly communicating an absence, submitting the required request, and obtaining approval for a makeup visit can prevent attendance penalties associated with the original schedule change.

• ⏰ Maintain Your Scheduled Hours: Making up missed hours allows caregivers to maintain their regular work hours and avoid unnecessary loss of income.

• 💙 Ensure Continuity of Care: Rescheduling visits helps patients receive their authorized care and services.

📋 Procedures for Making Up Missed Hours

If a caregiver knows they cannot attend a scheduled visit, the following procedures must be followed:

Step 1: Submit a Request

Caregivers must submit a Time-Off Request (TOR) or Shift Change Request through CareSphere Connect at:

🌐 app.carespherehc.com

Requests must be submitted as soon as the caregiver becomes aware that they cannot attend the scheduled visit, in accordance with CareSphere's attendance and notification requirements. (2 hour minimum notice)

Step 2: Request to Make Up the Hours

Caregivers should contact the Coordination Department to discuss the possibility of making up their missed hours within the same payroll week.

Step 3: Obtain Approval

All makeup visits must be approved by the Coordination Department and agreed upon with the patient before the caregiver works the rescheduled hours.

Caregivers are not permitted to independently change their schedules or make up hours without prior authorization. A SHIFT CHANGE REQUEST IS REQUIRED.

Step 4: Complete the Rescheduled Visit

Once approved, caregivers must attend the rescheduled visit and properly clock in and out using the HHAeXchange EVV system.

All visits must be accurately documented.

📆 Payroll Week Requirements

CareSphere's payroll week runs from:

Saturday at 12:00 AM through Friday at 11:59 PM.

Caregivers are strongly encouraged to complete makeup hours within the same payroll week as the originally scheduled visit.

Makeup hours are subject to patient availability, authorized service hours, scheduling requirements, and Coordination Department approval.

Unused authorized hours are not automatically transferable to another payroll week.

⚠️ Attendance & PTO Requirements

Making up missed hours does not eliminate the caregiver's responsibility to follow CareSphere's attendance policies.

The following requirements remain in effect:

• A Time-Off Request or Shift Change Request must be submitted for any scheduled visit the caregiver cannot attend.

• Requests must follow CareSphere's established notification deadlines.

• Caregivers must communicate schedule changes to the Coordination Department.

• Approved makeup hours may prevent the need to use PTO for the hours successfully rescheduled and worked.

• Properly approved schedule changes will not result in attendance penalties solely because the original visit was rescheduled.

• Failure to report an absence, No Call/No Show violations, or unauthorized schedule changes remain subject to disciplinary action.

• Makeup hours cannot be used to reverse an attendance violation that has already occurred.

Important: Caregivers who fail to follow the required attendance and notification procedures may still be subject to disciplinary action, even if they subsequently make up the missed hours.

🚫 Restrictions on Makeup Hours

Makeup hours are not guaranteed and may only be completed when all applicable requirements are satisfied.

Caregivers may not:

• Work hours that have not been approved by Coordination.

• Exceed the patient's authorized service hours.

• Work a makeup visit without the patient's agreement.

• Falsify EVV records or report hours that were not actually worked.

• Exceed applicable working-hour limits or scheduling restrictions.

All makeup visits must comply with CareSphere's EVV, payroll, attendance, and Plan of Care policies.

💙 Our Commitment to Caregivers

CareSphere wants every caregiver to have the opportunity to maintain their scheduled hours whenever possible.

If you know you cannot attend a scheduled visit, don't automatically lose your hours or use your PTO. Ask about making up the hours instead!

By communicating proactively, submitting the proper requests, and working with our Coordination Department, caregivers can help prevent unnecessary loss of income while ensuring patients continue receiving the services they need.

Remember: Making up your hours benefits you, your patient, and CareSphere. It's a win-win for everyone!

Having Trouble with CareSphere Connect?

If you are experiencing issues accessing or submitting the form through CareSphere Connect:

📞 You are responsible for contacting the office so we can assist you with troubleshooting.

Do not wait until after your shift has started.

The sooner you contact us, the sooner we can help resolve the issue.

Need Help?

If you have any questions about attendance, schedule changes, PTO, or submitting a Time Off Request, please contact us:

📞 CareSphere Office
610-868-1801

We're happy to help!

Final Reminder

✅ Use the Shift Change Request Form for all absences and schedule changes.

✅ Call offs require at least 2 hours' notice.

✅ PTO requires at least 7 days' notice.

✅ Verbal, text, and email call offs are not accepted.

✅ If you're having trouble with CareSphere Connect, call the office immediately.

Following the proper process helps us support our clients, maintain schedules, and ensure everyone stays informed.