Overview

Introduced in the August 2021 update, the Employee Time Clock add-on for the Standard and Premium Tiers allows pharmacies to track the hours and accumulated pay for users in the pharmacy. It can only be administered by users that are classified as Super Admins or Store Owners. This function does not run off of the PC’s local time, but instead uses a few different time checks (included an internet time check) to ensure that clock in and clock out times are accurate.

Setup

To set up the feature, the pharmacist must be logged into a Super Admin or Store Owner account. Other User Types will not be able to access the setup or administrator report menus. For help setting up a Super Admin or Store Owner account, please call our support team for assistance.

Time Clock Setup

The pharmacy can access the Time Clock Setup under Administration → 13. Employee Time Clock → I. Time Clock Setup.

Open

Each option should be configured to the pharmacy’s preference.

Employee Pay Rate Setup

The pay rate setup can be accessed from Administration → 13. Employee Time Clock → G. Employee Pay Rate Setup.

Open

Clicking on a user will allow you to adjust their pay rate settings.

Most of the settings here are read-only and reference the settings from the Time Clock Setup screen. The fields that can be configured are listed below.

In addition, the Pay Rate History button will allow you to see previous and upcoming changes to pay.

Holiday Setup

The holiday setup can be accessed from Administration → 13. Employee Time Clock → H. Holiday Setup.

Clicking the Add New Holiday radio button will bring up the screen to add a new holiday.

Each holiday needs to be entered individually. Even though Christmas falls on the same day each year, you would need to manually enter in Christmas 2021, Christmas, 2022, etc. To make this a little easier, an existing holiday can be opened and copied using the Copy button at the bottom, which will bring up a new entry to edit using the previous information. From there it can be as simple as changing the year and saving it as the next year’s holiday.

Usage

The Employee Time Clock has a few different screens and reports to take various actions.

Clocking In / Out - Normal

The standard Clock In / Out function is accessible from within BestRx under Administration → 13. Employee Time Clock → A. Clock In / Out Employee. It can also be accessed before logging into the software, by clicking the Time Clock icon on the bottom left of the login screen.

However you access it, you’ll be greeted by the Clock In / Out window. The first time you access this window, there will be no Current Status listed.

After clocking in, the status will change to reflect you’ve clocked in, and show the timestamp from when you clocked in. Once clocked in, you can choose to start a break, clock out, or submit a Missed Request.

Missed Requests are for if you forget to take a certain action and need it applied for a certain time. For example, if you clocked in on the 20th, but forgot to clock out, you can submit a request with the Missed Request button asking them to retroactively clock you out for the night of the 20th. Requests can be made for Clock In, Clock Out, Break Start, and Break End.

Clocking In / Out - Administrator Functions

The normal Clock In / Out screen applied to the current user; if a pharmacist wanted to clock someone in, out, or start/end a break, they could do those actions on behalf of the user by going to Administration → 13. Employee Time Clock → C. Clock In / Out by Admin.

Administrator Time Clock Report

While the rest of the reports will be covered in the next section, this one is special in that it allows administrators to address any requests put in by employees. To access it, go to Administration → 13. Employee Time Clock → D. Admin Time Clock Report.

The Details tab will give a breakdown of the activity for each user by pay period, just like how it can be seen on the clock in / out screens themselves. Clicking on the Time for an action taken will bring up a window allowing you to modify or delete that entry.

The Pending Approval tab allows the administrator to approve pending missed requests, adjusting the time as they see fit and leaving any relevant notes.

Reports

Employee Time Clock Report

This report allows the logged in user to see their own time clock activity by pay period. It can be accessed from Administration → 13. Employee Time Clock → B. Employee Time Clock Report.

Admin Payroll Report

This report allows administrators to view and adjust payroll information for each user. Clicking on a user will open their entry in the Admin Time Clock Report, and will allow administrators to edit or delete entries as needed. It can be accessed from Administration → 13. Employee Time Clock → E. Admin Payroll Report.

Users with pending Missed Requests will be highlighted in red; payroll cannot be approved until those are resolved, whether they are approved or deleted. Any approved payroll information cannot be adjusted.

Audit Log Report

The Audit Log Report serves as a record of any changes, edits, deletions, or approvals to time clock entries or setup screens. It is accessible from Administration → 13. Employee Time Clock → F. Audit Log Report.

The screen will allow you to filter by certain actions/screens and by pay period.