Dispatcher Portal Application User Guide. Ver. 1.0

Dispatcher Portal Application User Guide Ver. 1.0

Table of Contents What is WellRyde?... 4 What are the Benefits of WellRyde?... 4 Client and Membership Benefits... 4 Dispatcher Portal Training Overview... 5 Quick Start- WellRyde Dispatcher Login... 6 Quick Start- WellRyde Dispatcher Forget Password... 7 WellRyde Dispatch Portal Setup- Time Zone... 8 WellRyde Dispatch Portal Setup- Integration... 9 WellRyde Dispatch Portal Setup- Integration (Continued)... 10 WellRyde Dispatch Portal Setup- Requesting Downloads... 11 WellRyde Dispatch Portal Setup- Requesting Downloads (Continued)... 12 WellRyde Dispatch Portal Setup- Requesting Downloads (Continued)... 13 Trip Status Definitions... 14 Creating Dispatch Users... 15 Creating Dispatch Users (Continued)... 16 Creating User Roles... 17 Edit User Roles... 18 Creating a New Filter... 19 Creating a New Filter (Continued)... 20 Creating a New Filter (Continued)... 21 Creating a New Filter (Continued)... 22 Creating a New Filter (Continued)... 23 Trip Management-Assign Trips to a Driver... 24 Trip Management-Assign Trips to a Driver (Continued)... 25 Trip Management Un-Assign a Driver... 26 Trip Management- Un-Assign a Trip Already in Progress... 27 Trip Management- Re-Assign a Suspended Trip... 28 Trip Management- Assign Trips Using Drag and Drop... 29 Trip Management- Assign Trips Using Drag and Drop (Continued)... 30 Trip Management- Assign Trips Using Drag and Drop (Continued)... 31 Trip Management-Reroute a Trip... 32 2 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Cancel a Trip... 33 Trip Management-Cancel a Trip (Continued)... 34 Trip Management-Cancel a Trip (Continued)... 35 Trip Management- Cancel a Trip (Continued)... 36 Trip Management- Update a Will Call Time... 37 Trip Management- Update Multiple Will Calls... 38 Downloading Trip Documents for your Records... 39 Downloading Trip Documents for your Records (Continued)... 40 Downloading Trip Documents for your Records (Continued)... 41 Downloading Trip Documents for your Records (Continued)... 42 Automatic Vehicle Locator (AVL)- Dashboard... 43 Automatic Vehicle Locator (AVL)- Search... 44 Conducting Searches in WellRyde... 45 View Trip Leg Details... 46 Show Leg Events... 47 Billing-Accessing Billable Trips... 48 Billing-Accessing Billable Trips (Continued)... 49 Billing-Editing Billing Amount... 50 Billing Submitted... 51 Billing-Process ATMS Batching... 52 Billing-Process ATMS Batching (Continued)... 53 Billing-Process ATMS Batching (Continued)... 54 Billing-Process ATMS Batches (Continued)... 55 Billing-Process ATMS Batches- Download Trip Log... 56 Billing-Process ATMS Batches (Continued)... 57 Contacting Technical Support... 58 3 2016-2017 LogistiCare Solutions, LLC.

What is WellRyde? WellRyde consists of a browser based web and mobile application. Its comprehensive features allow users to interact digitally with the LogistiCare TP Portal systems. WellRyde also streamlines billing by providing tools to communicate efficiently with LogistiCare. The following user guide is designed to assist with the in classroom training to give you a clear understanding of the dispatcher portal application and all its functionality. What are the Benefits of WellRyde? The WellRyde product is broken down into two different functionality areas. These consist of the browser based application for Dispatchers and the Mobile application that is designed for the Drivers. Both applications have many benefits to assist with the daily tasks of dispatching and conducting pick up and drop offs. The following are examples of some of the benefits for both the dispatcher and driver. WellRyde allows dispatch users to: Manage trips Track drivers and monitor their fleet using a dynamic automatic vehicle locator (AVL) system Create reports, reconcile trips and establish accurate and timely billing processing WellRyde allows driver users to: View and execute their assigned trips with the ability to capture the rider signature and cancel trips right from their device Offer turn-by-turn navigation with the ability to view pick-up and drop-off address information with contact phone numbers The Mobile Application for the Driver will be covered in more detail in the WellRyde Driver Mobile Application User Guide. Client and Membership Benefits WellRyde s partnership with our providers offers a more efficient, reliable and outstanding experience for our clients and members. This partnership has enhanced management of LogistiCare s nonemergency medical transportation allowing for a better overall experience for our clients and members. 4 2016-2017 LogistiCare Solutions, LLC.

Dispatcher Portal Training Overview The Dispatcher Portal Training will cover the following topics: Log In Logging onto the WellRyde Dispatcher Portal Retrieving forgotten passwords Reset Password Dispatcher Portal Setup Integration of the Dispatcher Portal with the LogistiCare TP Portal System Time Zone set up Trip, driver, and user downloads Create Users Filters Create new users Understanding Roles and Responsibilities Creating, Editing and Deleting Filters Trip Management Assign, Re-Assign Trips Re-Route, Reject Trips Cancel Trips Automatic Vehicle Locator (AVL) Billing Understanding AVL and functionality for your fleet Conducting a Search Editing Billing in WellRyde Completing Billing Process 5 2016-2017 LogistiCare Solutions, LLC.

Quick Start- WellRyde Dispatcher Login To Login in to the WellRyde Dispatcher Portal: Enter Company Code Enter UserName/Email Address Enter Password Please note that the first time you sign into the Dispatcher Portal, you will be asked to complete (5) Five security questions. These will be saved and used to help retrieve your password if it is forgotten at anytime. You may be prompted to change your password the first time you log into the portal for security purposes. 6 2016-2017 LogistiCare Solutions, LLC.

Quick Start- WellRyde Dispatcher Forget Password If at any time you forget your password, it is easy to reset it using the following steps: Select the Forget Password link on the sign in page The reset password window will appear Enter Company Code Enter your Username You have two options for to reset your password: (1) Select the option for link to reset password via email or (2) Select to answer security questions to reset your password Once you have selected your method for password reset, select the reset password button 7 2016-2017 LogistiCare Solutions, LLC.

WellRyde Dispatch Portal Setup- Time Zone Please take note that Time Zone is an important part of the setup process for the Dispatcher Portal. Time zone setup should take place at the initial set up as well as at the beginning and end of Daylight Savings Time. To change the time zone in the Dispatcher Portal, please follow these steps: Login to the Dispatcher Portal Select the settings gear icon in the upper right hand corner of the application Select Time zone & Language Preference Select Time zone preference from the time zone drop down menu item, for example (GMT -4:00 Atlantic Time) 8 2016-2017 LogistiCare Solutions, LLC.

WellRyde Dispatch Portal Setup- Integration The integration process in WellRyde is necessary for LogistiCare to communicate information to the WellRyde Application. From the dashboard toolbar menu, select settings Select LogistiCare Integration Set up Choose the Authentication Provider from the drop down menu Select Authenticate Select Ok from the Confirm Dialog message box as shown above to be directed to the LogistiCare Login Screen for Authentication 9 2016-2017 LogistiCare Solutions, LLC.

WellRyde Dispatch Portal Setup- Integration (Continued) You will then be redirected to the Logisticare Login Screen for Authentication Enter your LC TP Portal credentials- User Name and Password (This is the OAUTH 2.0 Auth Server log in) SUPER USER AUTHORIZATION ***The only login that works is the credentials used by your biller for the TP Portal Select the Grant button Once you have selected the Grant button, you should see [Authenticated] in brackets as represented above. This confirms authentication. 10 2016-2017 LogistiCare Solutions, LLC.

WellRyde Dispatch Portal Setup- Requesting Downloads Download requests should be completed every day. These downloads include Trips, Vehicles and Users. To complete a download request: Select Transport from the dashboard toolbar menu Then select Trip 11 2016-2017 LogistiCare Solutions, LLC.

WellRyde Dispatch Portal Setup- Requesting Downloads (Continued) Select the Target Company from the Drop Down Window- Select Logisticate OAUTH Select the Request Drop Down to select the item to download, i.e. Today s Trips, Users, Vehicles Each request for download must be done separately. As good practice, start with Trips to download (you can download trips up to 5 days in advance) then download Users, then Vehicles. 12 2016-2017 LogistiCare Solutions, LLC.

WellRyde Dispatch Portal Setup- Requesting Downloads (Continued) Once your trips have downloaded to WellRyde, they are ready to be viewed in the List of Trips in WellRyde. All newly downloaded trips appear in WellRyde in the Reserved Status, meaning they have not been assigned or executed. 13 2016-2017 LogistiCare Solutions, LLC.

Trip Status Definitions Reserved - Trips assigned to Transportation Provider by LogistiCare Assigned - Trips assigned to a Driver by Dispatcher In-Progress - Driver has accepted the Trips from his App or initiated the PU or initiated DO Cancelled - Trip has been cancelled by Dispatcher or Driver (No-show) Suspended - 'In-progress' Trip is un-assigned from a Driver Re-Assigned - 'Suspended' Trip is assigned to a different Driver Completed - Trip successfully completed by Driver via the App Sent Completed trips are billed and sent to TP Portal for Batch Verification 14 2016-2017 LogistiCare Solutions, LLC.

Creating Dispatch Users To create a dispatch user: Select Manage Users from the dashboard toolbar menu Select Manager or Administer Users Select the green circle icon with the plus symbol 15 2016-2017 LogistiCare Solutions, LLC.

Creating Dispatch Users (Continued) Once you select the green circle icon with the plus sign a create user form will appear. Enter the required fields in the form. The required fields include First and Last Name, User Name, Temporary Password, Email Address. If you would prefer that your password never expires, check the box for Password Never Expires If you require that the new user to update their password on the next log in, check the box Force to update password on next login 16 2016-2017 LogistiCare Solutions, LLC.

Creating User Roles Once you have entered the required information in the form, you will need to set up the User Role(s). By assigning roles to the user, you are establishing the user privileges for WellRyde access. To assign roles, click on a user role from the available list, pictured above on the left side of the table. Select the >> button to move the role to the selected list on the right of the table. Repeat process until all necessary user roles have been selected and moved to the selected list. Once all the roles are selected, select Save. This will ensure that the user profile is now saved in WellRyde. ** Please note that the following roles are necessary for WellRyde Dispatcher/Biller : DI_Driver- Automatically selected when users are uploaded DI_Integration- Allows user to complete the WellRyde/LogistiCare Authentication process DI_Dispatcher-Allows for all access apart from Vehicle Management, Geo Tracking settings Member Admin- Allows user to access all other functions outside of Dispatching functionality 17 2016-2017 LogistiCare Solutions, LLC.

Edit User Roles Once you have added your new user, you can edit the user or any other user. From the list of users, click on the Wrench icon to edit the user When you have completed your edits, select save **Please note that you can view the detailed user information by selecting the magnify glass icon as shown above. 18 2016-2017 LogistiCare Solutions, LLC.

Creating a New Filter Filters are a great tool to assist with trip management. Filters will allow you to filter the information that is most important to you, allowing you to view only the relevant information needed for your trip management. To create a filter: Select Transport from the dashboard toolbar menu Then select Trip Select Search on the List of Trips page 19 2016-2017 LogistiCare Solutions, LLC.

Creating a New Filter (Continued) After selecting Search, select the gear icon to the right of the Default Filter drop down Select New Filter from the menu The New View Definition window will appear Name your filter in the View Name Field If this is a filter that you would like available everyone at your company, select the checkbox for Available at Company Level. If you do not wish that this filter is available at the company level, simply leave it unselected. Select the green circle with plus icon 20 2016-2017 LogistiCare Solutions, LLC.

Creating a New Filter (Continued) Once you have selected the green circle with plus icon, you are able to add a Field, Operator and Value for your filter Select Trip Date from the drop down Menu Select Date from Drop down- For your filter you have the option to select a Specific Date, Range (Start and End Date) or a Period for example Yesterday, Today, Tomorrow etc. 21 2016-2017 LogistiCare Solutions, LLC.

Creating a New Filter (Continued) After you have entered the Filter name and selected the field operator and value, the final step to creating the filter is to select the criteria categories that you would like to appear in your filter results. For example: Trip Number Trip Status Riders Name Riders Phone Trip Address Line 1 Trip Address Line 2 22 2016-2017 LogistiCare Solutions, LLC.

Creating a New Filter (Continued) Once you have selected the criteria category from the menu on the left select the >> arrow to move the criteria to the menu on the right. Repeat the above steps until all desired criteria is selected **If at any time you make a mistake and add a criteria in error, simply select the criteria category from the menu list on the right and then select the << arrow to move it back to the Available category list. When you have selected all desired criteria categories, select Save 23 2016-2017 LogistiCare Solutions, LLC.

Trip Management-Assign Trips to a Driver To assign a trip to a driver: Select Transport from the dashboard toolbar menu Select Trip View the list of trips and select the trip you would like to assign by selecting the corresponding check box Then select the Assign Driver button 24 2016-2017 LogistiCare Solutions, LLC.

Trip Management-Assign Trips to a Driver (Continued) After selecting Assign Driver, the assign job window displays You can either search for a driver by typing their name in the driver name field or select the button that corresponds with the driver in the driver list Once you have selected the driver, select OK Your driver is now assigned 25 2016-2017 LogistiCare Solutions, LLC.

Trip Management Un-Assign a Driver To Un-assign a driver from a trip: Select the corresponding check box of the trip to un-assign the driver Then select the Un-Assign Driver button A message window will appear to confirm your selection to un-assign the driver Select OK The trip is now un-assigned from the driver 26 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Un-Assign a Trip Already in Progress To Un-Assign a trip that is already in progress: Select the trip to un-assign by selecting the associated check box A confirmation dialog box will appear To confirm the un-assignment, select OK The trip in progress is now un-assigned 27 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Re-Assign a Suspended Trip To Re-Assign a suspended trip: Select the check box of the suspended trip from the trip list The assign Job window will appear Select the driver you would like to re-assign the suspended trip to Select OK to confirm The suspended trip is now assigned and the trip status will be displayed as Re-Assigned' 28 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Assign Trips Using Drag and Drop To assign trips using the drag and drop method: Select Transport from the dashboard toolbar menu Select Trip From the Trip List page, select the Choose Driver drop down and select the driver to assign ** The driver timeline is pictured above and circled. 29 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Assign Trips Using Drag and Drop (Continued) With the driver now selected, check the boxes of the trips that you would like to assign to the driver Left click and hold with your mouse near the trips you have selected and drag your mouse down to the driver timeline, releasing your mouse once you have come to the driver timeline at the bottom of your screen Confirm the trip assignment, by selecting OK in the confirm dialog box 30 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Assign Trips Using Drag and Drop (Continued) Your trip is now assigned and can be viewed in the trip timeline at the bottom of your screen Details of the trip can be viewed by clicking on the colored rectangles as shown above 31 2016-2017 LogistiCare Solutions, LLC.

Trip Management-Reroute a Trip To Re-Route a trip: Select the trip you would like to Re-Route by selecting the corresponding check box Once the trip is selected, select the Reject button The Reject Legs message window will appear Select the reason for the reject from the drop down menu Once the reason is selected, select OK Your trip is now re-routed 32 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Cancel a Trip To Cancel a Trip: Select the Trip to be cancelled from your trip list Once you have selected the trip, select the Cancel button 33 2016-2017 LogistiCare Solutions, LLC.

Trip Management-Cancel a Trip (Continued) Once you have selected the Cancel button, Select a reason for the cancel in the Reason for Cancel drop down menu Enter further comments for the cancel in the Comment box Then select Ok to confirm the cancel 34 2016-2017 LogistiCare Solutions, LLC.

Trip Management-Cancel a Trip (Continued) Once you have selected Ok to confirm your selection to cancel the trip, the trip status will change to Cancelled Cancelling a trip requires one more step 35 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Cancel a Trip (Continued) After you have processed a trip to be cancelled in WellRyde, sign into the TP portal to complete the cancellation process Check the boxes of the trips you would like to cancel Select the Process Cancellation button Now the cancel trips process is complete 36 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Update a Will Call Time To Update a Will Call: From your list of trips, double click in the PU (pickup) Will Call Time box of the desired trip Edit the times in the will call time boxes Select the Save button The updated will call times are now displayed 37 2016-2017 LogistiCare Solutions, LLC.

Trip Management- Update Multiple Will Calls To update multiple will call times: From the trip list, select the check box of the trips that you would like to update the will call times Once you have selected all the trips that you would like to update, select the Update Will Call button The updated will call times will now display in the trip list 38 2016-2017 LogistiCare Solutions, LLC.

Downloading Trip Documents for your Records PDF or Excel Documents of Trip information for your records can be downloaded throughout the WellRyde Application The PDF and Excel icons are located at the bottom right of your screen 39 2016-2017 LogistiCare Solutions, LLC.

Downloading Trip Documents for your Records (Continued) The following example will illustrate how to download a document for your records. An example of downloading trip documents: Select Search at the top of the list of trips page Select a driver from the driver drop down menu Choose a Date Period for the trip date Click the Ok button to confirm your dates Select the Search button to conduct the search 40 2016-2017 LogistiCare Solutions, LLC.

Downloading Trip Documents for your Records (Continued) Once you have conducted the search, your results will display as shown above To download, select the format that you prefer (PDF or Excel) 41 2016-2017 LogistiCare Solutions, LLC.

Downloading Trip Documents for your Records (Continued) Once you have selected your method for the export/download )PDF or Excel the download will begin. The document will download and you will have the capability to view the document, save to your computer or print for your records 42 2016-2017 LogistiCare Solutions, LLC.

Automatic Vehicle Locator (AVL)- Dashboard The Automatic Vehicle Locator (AVL) is viewed on the dashboard after logging in to the WellRyde Portal The image above is displaying the address location pin drop of a vehicle. The blue vehicle represented in the image is located at that pin drop location address. The Blue vehicles- represent drivers in your fleet with assigned trips and in route The Black vehicles- represent drivers that are active but do not currently have any assigned trips The Red vehicles-represent drivers with assigned trips that are currently running late with their pick up or drop off The Gray vehicles-represent drivers last known location before they logged out of the WellRyde application 43 2016-2017 LogistiCare Solutions, LLC.

Automatic Vehicle Locator (AVL)- Search The Automatic Vehicle Locator Dashboard is very useful tool to Dispatchers. One of the capabilities of the AVL map is to search for a driver in your fleet. To conduct a search from the AVL Dashboard: Enter search criteria in the right search box such as the Rider s last name The search will show the current location of the driver on the map as well as the Pickup (PU) or Dropoff (DO) details as shown above 44 2016-2017 LogistiCare Solutions, LLC.

Conducting Searches in WellRyde Completing searches in WellRyde are easy. The following steps will explain the steps of conducting a search. To complete a search by Trip number: Select Search from the top of the List of Trips page Enter the trip number for the search in the Trip Number field Select the Search button Review search results at the bottom of the screen as shown above Click on the Trip ID in the Search results to Show Leg Details 45 2016-2017 LogistiCare Solutions, LLC.

View Trip Leg Details View the details of the leg you selected All the details of the leg are viewed on this page to include Trip details, Rider information as well as Pick Up and Drop Off location 46 2016-2017 LogistiCare Solutions, LLC.

Show Leg Events The Events tab in the Show Leg page will show the history of events that have occurred with the selected leg including: Leg assignment history Pick and drop off arrival times Signature confirmation 47 2016-2017 LogistiCare Solutions, LLC.

Billing-Accessing Billable Trips To access billable trips: Select Transport from the dashboard toolbar menu Select Billing 48 2016-2017 LogistiCare Solutions, LLC.

Billing-Accessing Billable Trips (Continued) From the list of Billable Trips, select the check boxes of the billable trips you would like to update Select the Update Billed Amount button 49 2016-2017 LogistiCare Solutions, LLC.

Billing-Editing Billing Amount After selecting the billable trips to be updated, the Update Billed Amount window will appear Enter the updated billed amount in each of the billed amount field boxes When you have completed your entries, and you are ready to submit to LogistiCare, select the Save and Submit button. Once you have selected the Save and Submit button the list of billable trips that you updated will now disappear as they have been submitted. **Please note that the Save button will only save your work so you can go back to it to work on it at a later time. The SAVE AND SUMBIT button must be selected to submit to LogistiCare 50 2016-2017 LogistiCare Solutions, LLC.

Billing Submitted Trips that have been billed and sent to LogistiCare will show the status of Sent in the list of trips 51 2016-2017 LogistiCare Solutions, LLC.

Billing-Process ATMS Batching To complete the billing process, there is one more step. Sign into the LogistiCare Transportation Provider Portal with your billing credentials (User Name and Password) Once you have logged in to the LogistiCare Provider Portal, select the Billing Tab Then select Process ATMS Batches from the drop down menu 52 2016-2017 LogistiCare Solutions, LLC.

Billing-Process ATMS Batching (Continued) Select checkbox of the Batch to complete the billing process (multiple batches can be processed together) Once you have selected the ATMS Batch from the table, select the Finish Selected Batches button 53 2016-2017 LogistiCare Solutions, LLC.

Billing-Process ATMS Batching (Continued) If a batch contains errors and you need to correct the errors, simply click on the batch ID link in the table to open the batch Review the errors and make the needed adjustments Select the Submit button to complete 54 2016-2017 LogistiCare Solutions, LLC.

Billing-Process ATMS Batches (Continued) If there are no errors with your ATMS Batches, select the checkbox of the batch to complete Select the Finish Selected Batches button Select Accept from the LogistiCare-ATMS Batch Attest 55 2016-2017 LogistiCare Solutions, LLC.

Billing-Process ATMS Batches- Download Trip Log After you Accept and complete the ATMS Batch Attest, you will need to download a copy of the trip logs for your records. Select the batch number from the list shown above by clicking on the batch number Then select the Download Trip Log button 56 2016-2017 LogistiCare Solutions, LLC.

Billing-Process ATMS Batches (Continued) After selecting the Download Trip Log button, the trip log will be downloaded An example of the trip log is shown above Print or Save the Trip Log Batch for your records 57 2016-2017 LogistiCare Solutions, LLC.

Contacting Technical Support For technical support and assistance please reach out to LogistiCare s Help Desk Hotline. LogistCare Help Desk Hotline: 1-800-671-4018 58 2016-2017 LogistiCare Solutions, LLC.