Frequently Asked Questions

FAQ

Q1Where do I log in?

Download the app by clicking or scanning the QR code below.

NoteThis is a private link and cannot be searched for in the App Store or the Google Play Store. You will have to use the link.

NoteWhile it looks very similar, this is a separate app from the one used in the South. You must download this for your CritiCare schedule.

App Store“DescribeOS - schedule” Google Play“Describe - Scheduling”
The DescribeOS - schedule app page in the App Store, with its Describe logo icon
Look for DescribeOS - schedule
Q2Why can’t I log in?
  • Baptist Wi-Fi blocks the first sign-in. Turn off Wi-Fi and use cellular data.
  • Check your email. Your email and password are the same as the Scorecard site — NOT the email you use for QGenda.
  • Also work with the South? This app is different from the one the South uses. The CritiCare app’s sign-in screen should look like the one shown here. Use the link for your phone below, or scan the QR code below, to make sure you have the right app downloaded:
App Store“DescribeOS - schedule” Google Play“Describe - Scheduling”
The CritiCare app sign-in screen: Describe logo, the title Sign in to Describe, an Email field and a Continue button
The CritiCare app’s sign-in screen
Q3Where is the desktop site?

Providers can’t log in to the desktop site at the moment — we’re working on it.

To submit availability and post, trade or pick up shifts, please use the app.

NoteAdmins can create and share a public link to specific schedules. These links are for viewing only.

Q4When can I put in availability?
  • Right now. January 2027 – May 2027 is open.
  • Availability screen → select the month → Edit → Submit.

See slide 7 for a demo video

The app menu open, with Availability (Request for next period) highlighted below Schedule and Marketplace
Open the menu → Availability screen
The Availability screen for January, with days marked on the calendar, a note for the admin and the Submit availability changes button
Pick the month, mark your days → Submit
Q5Where do I clock in / clock out?
  • Schedule screen → tap your shift → Clock in / Clock out / Set my hours.
  • Starting 9/29, please use Describe to clock in and out. QGenda is still available as a backup.

NoteAll clock-ins and clock-outs through Describe go through admin approval.

A shift opened from the Schedule screen before it starts, with the Clock in and Set my hours buttons
Before you start: Clock in or Set my hours
The same shift while working, showing Working now and the Clock out button
While you’re working: Clock out
Q6What if I forgot to clock in/out? How can I edit my hours?
  • Schedule screen → tap your shift → Set my hours.
  • Set the Started and Finished times you actually worked, then tap Send for approval.
  • Still on shift but forgot to clock in? Tap Clock out when you’re done, then fix the start time the same way.

NoteYour scheduler approves edited hours before they count. Until then, your scheduled hours stand.

A past shift opened from the Schedule screen showing No hours recorded under My hours, with the Set my hours button
Tap your shift → Set my hours
The My hours sheet with Started and Finished times, a time picker, the total and scheduled hours, and the Send for approval button
Set Started / Finished → Send for approval
Q7How do I enter the number of patients seen, like I did on QGenda?

Tap on your shift and click on the + Add a Note button. You can do this from Schedule or from My hours (menu → My hours).

A shift opened from the Schedule screen, with the Notes section and the + Add a note button below the shift details
From Schedule: + Add a note under Notes
A shift opened from the My hours screen, with the Notes section and the + Add a note button under My hours
From My hours: + Add a note under Notes
Q8Where do I post my shifts?
  • There are 2 ways to post to the Marketplace:
    • + Post one of your shifts button from the Marketplace screen
    • Post to Marketplace button from Shift Details within the Schedule screen
  • Starting 9/29, please use Describe to post to the Marketplace.

See slide 10 for a demo video

The Marketplace screen with the + Post one of your shifts button, and the Post to Marketplace sheet open to pick a shift
Marketplace screen → + Post one of your shifts
A shift's details opened from the Schedule screen, with the Post to Marketplace button
Schedule screen → shift → Post to Marketplace
Q9How can I see who else is working on a day?

On the Schedule screen, go to the Team tab to see all sites and all shifts. By default you’re in the My Schedule tab, which only shows your own shifts.

See slide 8 for a demo video

The Schedule screen on the Team tab, listing everyone working today by site, with the My Schedule and Team tabs at the bottom
Team tab on the Schedule screen: everyone’s shifts for the day
Q10How do I trade a shift with a specific provider?

A trade takes 3 steps, in this order:

  1. You post it. Tap your shift, then Post to Marketplace → Trade, pick the provider you want to swap with, and say which of their shifts you want in the Note.
  2. They offer a shift. The other provider opens your trade and offers one of their shifts.
  3. You confirm, then your scheduler approves. Open the trade and tap Confirm swap. The schedule changes once your scheduler approves.
The Post to Marketplace screen with Trade selected, one provider picked and a note saying which shift you want
Step 1: Trade → pick the provider
A trade showing Offer received, the shift you would receive and the shift you give, with the Confirm swap button
Step 3: Confirm swap
Q11Can I ask for a specific shift in return?

Not as a selection yet, we are working on it. For now, write the shift you want in the Note when you post the trade (for example, “Requesting your shift on 10/28”). The provider you picked and your scheduler can see it.

The trade composer with the Note field filled in and a line saying the provider you picked and your scheduler can see it
Say which shift you want in the Note
The other provider's view of the trade, with the Note row showing the requested shift
What the other provider sees
Q12Someone sent me a trade request. How do I respond?

Open the trade from the notification or from Marketplace. Read their Note to see which of your shifts they want. Under Propose a swap, pick that shift, then tap Offer this swap. The provider who posted it confirms your offer, then your scheduler approves it. If it doesn’t work for you, tap Decline.

The trade with the poster’s Note asking for the shift on 10/28, and that date selected under Propose a swap
Read the Note, pick that shift
You receive and You give cards with the requested 10/28 shift as You give, above the Offer this swap and Decline buttons
Offer this swap or Decline
Q13I posted a trade but my shift still shows on my schedule. Is something wrong?

No. Your shift stays yours until the other provider offers a shift, you confirm it, and your scheduler approves it. Open the trade to see where it is: Posted, Offered, Confirmed, Admin OK, Schedule.

Your shift still on your schedule, with a See details button because it is on the Marketplace
Still yours: See details opens the trade
A trade with the progress bar at Admin OK and an Awaiting approval note
Confirmed, awaiting approval
Q14I posted my shift, nobody took it, and now I can’t clock in. What do I do?

A post that is still open blocks clocking in on that shift. Go to Marketplace → My Posts, tap Cancel post on that shift, then clock in as usual.

A started shift with a red message saying you have a Marketplace post open on this shift and to withdraw it first
The message you’ll see
Marketplace My Posts with a give away card and its Cancel post button
My Posts → Cancel post
Q15Can I see all my shifts for the month in a list?

Yes. Open the menu and tap My hours. It lists all of your shifts for the month, Upcoming first, so you don’t have to tap each day on the calendar. Use the arrows at the top to change the month.

My hours is mainly for reviewing your clock ins and clock outs, but it works as an overview of your month too.

The My hours screen listing the month's upcoming shifts with their dates, times, sites and hours
My hours: every shift in the month, in a list

Other questions?

Reach out to akar@describemed.com (909) 358-5167

Sept 17 – Oct 1

Launch Timeline

September – October 2026

Thu · Sept 17

Describe Scheduling Launch

What you can doDescribeQGenda
Submit availability
View schedule
Post to Marketplace
Clock in / out

Describe availability starts with January 2027. The Marketplace stays closed until Sept 29.

Fri · Sept 25

Describe Live Launch

What you can doDescribeQGenda
Submit availability
View schedule
Post to Marketplace
Clock in / out

Meet us at Topgolf for help with the app. The Marketplace is still closed in Describe — keep posting trades in QGenda until Sept 29.

Tue · Sept 29

Trades & Clock-In Move to Describe

What you can doDescribeQGenda
Submit availability
View schedule
Post to Marketplace
Clock in / out

Post, split, trade and pick up shifts in the Describe Marketplace, and clock in and out from your shift. Clock-ins go through admin approval.

Thu · Oct 1

QGenda Closed

What you can doDescribeQGenda
Submit availability
View schedule
Post to Marketplace
Clock in / out

All QGenda access ends. Availability, schedule checks, trades and clock-ins all go through Describe.

October to December are already set from QGenda. Until October 1, anything done in QGenda is copied into Describe every day.

Sept 25: Topgolf Event

Akar will be there in person to help answer any questions or sort out any issues with the app.

Step 1

App Download

The Describe app icon: a black D on white

Point your phone's camera at the code for your phone, or open the link we text you. The app cannot be found by searching the App Store or Google Play — it only opens from a direct link. Look for this icon.

iPhone App Store “DescribeOS - schedule” apps.apple.com/app/describeos-schedule Android Google Play “Describe - Scheduling” play.google.com · com.describemed.schedule

Steps 1–2 · Demo

App Download Demo

What this video shows
  1. 0:00 The app’s App Store page — opened from the QR code or the link you’re sent. It can’t be found by searching.
  2. 0:24 Sign in with the same email and password as the CritiCare Describe website.
  3. 0:32 New users, like scribes, get a code by email and use it to set a password.
  4. 0:48 The first sign-in asks to send notifications — tap Allow.
  5. 0:53 Why they matter: reminders when availability opens and closes, before upcoming shifts, and for marketplace activity.
Can't log in? Try once off the hospital Wi-Fi first

The Baptist Wi-Fi blocks an update the app downloads on your first login. Use cellular data or home Wi-Fi that first time — after that, logging in works fine on any network.

Step 3

Permissions

The app asks for two permissions. Say yes to both — they decide whether the app keeps you posted or stays silent.

Push Notifications

iPhone
Tap Allow
Android
Tap Allow
  • A reminder at 6:00 PM the night before a shift
  • A reminder an hour before your shiftComing soon
  • Updates on your trades and pick-ups
  • Text message and email tooComing soon

Calendar Sync

iPhone
Tap Allow Full Access
Android
Tap Allow
  • Your published shifts in your phone’s calendar
  • Kept up to date when the schedule changes
  • Not asked yet? Settings → Calendar sync → Add shifts to this phone’s calendar
If you tap Don't Allow, you get nothing

No shift reminders, no trade alerts, no shifts in your calendar. Turning it back on afterwards means digging through your phone settings — far easier to say yes now.

Step 4

Calendar Sync

If you allowed calendar access, your shifts are already on your phone's calendar. To see them in Apple or Google Calendar everywhere else, add the live feed.

What this video shows
  1. 0:00 Settings — Device calendar sync already says Synced.
  2. 0:30 Calendar sync — the live feed and the ways to add it.
  3. 0:40 Apple Calendar: subscribe, and each shift shows up with the site's address and a directions link.
  4. 1:15 Google Calendar: paste the link into Google's From URL page — done here in the phone's browser.
  5. 2:00 Share feed link — copy it into any other calendar app.
  6. 2:10 Get a new link and Revoke feed, if the link is ever shared by mistake.
Your calendar can run a few hours behind

Calendar apps refresh on their own schedule. After a trade or a change, the Describe app is always the up-to-date version.

Opens Sept 17

Availability Requests

What this video shows
  1. 0:05 Open the menu → Availability.
  2. 0:11 Open for January 2027 onward; 2026 came over from QGenda.
  3. 0:29 The window card: January closes Nov 1, with submitted and drafted counts.
  4. 0:42 Request limits — up to 8 days off this month.
  5. 0:55 Edit availability → Day off. Tap to mark, tap again to clear, press and hold for a note (Jan 11: unavailable 9 AM–3 PM).
  6. 1:25 Drag across several days. Going past 8 blocks Submit until the extra days come off.
  7. 1:43 No more than 5 days off in a row. Once both limits are met, submit — it goes to the admin.
  8. 1:56 Mark days you are available, and leave a note for the month (“prefer 15 shifts”).
  9. 2:21 Then do the same for February, March, April…
No availability, no shifts

If you don't put in availability, the system will not schedule you.

Demo

App Tour

What this video shows
  1. 0:00 Schedule in month view — tap a day to see its shifts underneath.
  2. 0:25 Switch to Week.
  3. 0:35 The Team tab — who else is working that day.
  4. 0:50 Tap a shift: time, length, role, status, and Post to Marketplace.
  5. 1:00 Marketplace, then My Posts — what was approved, rejected, or is still waiting.
  6. 1:15 The menu: Schedule, Marketplace, Availability, Requests, Settings.
  7. 1:25 Requests and Notifications — everything that has happened to your posts.
  8. 1:40 Settings — calendar sync, notifications, time zone, profile.

Opens Sept 25

Marketplace Basics

The Marketplace is where shifts change hands. Open it from the menu, or tap one of your shifts on the calendar and choose Post to Marketplace.

  • Give awayHand the shift to any eligible provider.
  • TradeSwap with a teammate, and say what you want in return.
  • SplitGive up part of the shift — the start or the end — and keep the rest.
  • Pick upTap Pick up shift on any open shift in the Marketplace list.
Closed until Sept 25

The Marketplace is currently closed. Posting, trading and picking up shifts all open on September 25.

Still on the hook until an admin approves

Posting a shift does not release you from it. Even if someone offers to pick it up or trade, the move needs admin approval — until then, the shift is still yours to work.

Opens Sept 25 · Demo

Marketplace Walkthrough

What this video shows
  1. 0:00 The Open list — every shift you can take, with filters for Pick up Trade Split.
  2. 0:35 Request this shift on an open shift. The note underneath: the schedule and your calendar don't change until an admin approves.
  3. 0:50 Notifications — the pick-up was approved.
  4. 1:00 A trade offered to you: pick one of your shifts to swap, then Accept & swap shifts. The demo swaps instantly — at CritiCare the trade goes to an admin first.
  5. 1:35 Post one of your shifts — pick the shift, then Give away. It lands in My Posts, awaiting a match, with Cancel post.
  6. 2:00 Posting a trade: who can take it, and what you want in return.
  7. 2:25 Posting a split: give away the start or the end, and drag to set how much.
  8. 2:40 Posted to the marketplace — back to the list.
Every move waits for an admin

Pick-ups, trades, give-aways and splits all go to an admin for approval. Your schedule and your calendar stay as they were until it is approved — My Posts shows where each of yours stands.

Recap

Day-One Checklist

  1. Download the app Scan a code below, or use the link we text you — the app cannot be found by searching the store. Do it off the hospital Wi-Fi the first time.
  2. Log in Same email and password as the Criticare Describe website. Scribes set a password on first login.
  3. Allow all permissions Say yes to push notifications and to your calendar — tap Allow, or Allow Full Access for the calendar on iPhone.
  4. Turn on calendar sync Optional, but it puts every shift straight into the calendar you already use.
iPhoneApp Store AndroidGoogle Play

Questions & Support

Q&A

In-Person Support

  • Sept 25: Topgolf Event — Akar will be at the event to answer any questions about the app.

Troubleshooting

  • Can't log in? Try once off the hospital Wi-Fi first.
  • Not getting notifications? Check the app's permissions in your phone settings.

Contact

Any questions or issues with the app:

akar@describemed.com
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