How to use SAMS

Signing in

Every organization has its own private address, so there is no shared login page. Yours looks like yourcompany.verifiedrcm.com.

• First time? Use the invite link emailed to you. It expires in 24 hours — ask whoever invited you to resend it if it has.
• Forgotten the address? On the SAMS home page, enter your work email under “Already use SAMS but forgotten your address?” and it will be emailed to you. If you have signed in on that device before, the home page offers a direct link instead.
• Forgotten your password? Use “Forgot your password?” on your own organization's sign-in page, not the platform one.

How approvals work

Every request in SAMS — leave, overtime, an attendance correction, a productivity reopen — follows the same two steps:

You → Team Lead → Manager or HR → takes effect

• Your team lead checks it first — they know whether it actually happened.
• Then it goes to your manager and HR together. Whichever of them gets to it first decides; they do not both need to sign.
• Nothing takes effect until the second signature. A team lead approving means “passed on”, not “granted” — your leave is not booked and your timesheet is not changed yet.

Everyone: the daily basics

Clocking in and out

The clock sits in the top bar on every page, so you never have to go looking for it. It shows what you have worked today and ticks while you are clocked in.

• Press Clock in when you start.
• Press Clock out when you finish. It asks you to confirm, because an accidental clock-out ends your day.
• You can clock in and out more than once a day. Lunch, a mis-click, a power cut — the day adds up every session, and the unpaid break is only deducted once.

If you forgot to clock in or out

Ask for a correction. Do not just leave it — the day feeds your pay.

Corrections → fill in the correct times and say what happened

Your team lead reviews it first, then a manager or HR makes the final call — see How approvals work. A reviewer can approve it as asked, approve it with different times, send it back for more detail, or decline it. You are notified at each step. By default corrections must be raised within 24 hours of the end of the day concerned — after that, ask HR or your Org Admin.

Your profile

Account menu → Profile holds your own details: name, date of birth, address, ID card, personal email and phone, date of joining, and your emergency contact. You are asked for these when you first sign up, but none of them are required then — whatever you skip is listed at the top of the profile page until you fill it in.

Your employee ID, designation, role, team and shift are shown there too but cannot be edited — those belong to the organization. If one is wrong, ask HR or your Org Admin. The email you sign in with is also fixed; the personal email is a separate contact detail.

Leave and overtime

• Leave — request a full or short (half) day. Team lead first, then a manager or HR.
• Overtime — request it before you work the extra hours. The authorised minutes are set at the final step by a manager or HR, not by your team lead; you record what you actually worked afterwards.
• Reopen Requests — productivity entries lock once their window closes. Ask here to have a day reopened so you can correct it.

Desktop notifications

Click the bell-with-lines icon in the top bar to get SAMS alerts as normal desktop notifications. They appear while SAMS is open in a tab, including a background one.

Reporting your daily work

If your organization has the productivity module switched on, you also file what you did each day, not just when you were here. This replaces the spreadsheet that used to get emailed round at 6pm.

Daily Work → one row per practice, one column per figure

Every practice is already on the sheet

You do not pick which practices to add. Every practice in the organization is listed and fillable, whether or not it is assigned to you — because covering somebody else's practice for a day is normal, and the old sheet had every practice on it too. Leave a row blank if you did not touch it. A blank means untouched; a 0 means you looked and there was nothing there. They are not the same claim, so do not type 0 to mean “n/a”.

The green columns fill themselves in

AR, VOBs and Authorizations are worked out by SAMS from its own queues, so they are shown in green and cannot be typed over. Everything else — charges, rejections, payment, claims, denials — is yours to enter, because SAMS has no record of it: charges live in the practice's billing software and payments come off the practice's own reports.

Filing late, and fixing a row

You can edit your own rows for a while after you file them; how long is set by your Org Admin. Once that window closes the row locks. To change a locked row, ask for a reopen — it runs through the same two-step review as everything else, and the row is marked as reopened afterwards so the history stays honest.

If you never file

Where the organization has switched the rule on, days you were present but filed nothing are counted, and every third one costs half a day's pay. Both numbers are set by your Org Admin. Days you were on leave, on a holiday, or never clocked in do not count — absence is absence, and it is never charged twice. Your payslip lists the exact dates.

Working the claim queues

The queues are where the claim work actually happens: AR follow-up, denials, eligibility/VOB and authorizations. Each practice has its own.

Queues → pick a practice → pick a queue

It behaves like a spreadsheet

• Edits save themselves. There is no Save button — leave a cell and it is stored, the way an online sheet works.
• The side navigation folds away to icons when you open a queue, so the claim columns get the width. You can fold it back yourself at any time.
• Two people cannot edit one claim at once. Opening a claim holds it briefly; a colleague sees it is being worked rather than quietly overwriting you.

Status, then reason, then remarks — in that order

The dropdowns are deliberately sequenced. Pick the claim status first; the reason list then narrows to the ones that make sense for it, and the action list narrows again. Only then can you write remarks.

Assignment

A team lead or manager can assign claims to a specific person, so a large queue can be split without two people working the same claims. Assigned work shows up in your own queue view.

If you're an Employee

Everything under “the daily basics” above, plus:

• Payroll — see your own payslips and how any deduction was worked out.
• Productivity — if your organization uses the RCM module, enter your daily numbers under Reporting and see your own performance under Performance.
• Profile — top-right avatar → Profile, to change your password or photo.

If you're a Team Lead

Everything an Employee can do, plus responsibility for the people in your team:

• First-step review of everything your team raises — leave, overtime, attendance corrections and productivity reopens. Approving passes it on; you can also approve a correction with adjusted times, send it back, or decline it outright. You see how long each request has been waiting and how many corrections that person has already had this month.
• Invite employees and set shift times for your team.
• Assign practices and see team productivity, if the module is on.

If you're a Manager

• Final decision on everything — leave, overtime, attendance corrections and productivity reopens. You share this with HR: either of you can complete a request, and it takes effect the moment one of you approves.
• Daily digest — Digest for who is in, late or absent today.
• Attendance report — Attendance Report, with CSV export.
• Invite Team Leads and Employees; set shift times; manage pay.
• Productivity module — you can switch it on or off for the organization under Productivity.

If you're HR

HR has organization-wide reach over people and policy, and shares the final approval step with Managers — either of you can complete any request.

• Everyone, everywhere — Employees and Teams across the whole organization.
• Invite anyone, including Managers.
• Attendance policy — Attendance Policy. Working week, break, leave allowance, lateness rules, correction deadline.
• Holidays and Tax Brackets.
• Audit log — Audit Log: every manual change to a record that feeds payroll, who made it, and what it was before.
• Final approvals — leave, overtime, attendance corrections and productivity reopens, alongside Managers.
• Corrections — you are exempt from the backdating deadline, so you can fix a timesheet found wrong during a payroll check.

If you're an Org Admin

Everything HR can do, plus final authority:

• Override a decided request — you can reverse a Manager's leave or overtime decision after the fact.
• Run payroll — Payroll, per employee per month.
• Set salaries and performance bonus caps.

First-week setup checklist

In this order, because each step depends on the one before it.

1. Set your attendance policy — Attendance Policy. Working week first: if you work six days, turn Saturday on before anyone starts clocking in, or those days will be recorded as non-working.
2. Add your holidays — Holidays.
3. Create your teams — Teams.
4. Invite Managers, then Team Leads, then Employees. Managers need to exist before you can attach them to a team.
5. Set shift times for anyone who does not work the organization default.
6. Set salaries — Payroll → an employee → Salary. Payroll cannot run for anyone without one.
7. Add tax brackets — Tax Brackets, if your country deducts tax at source.
8. Turn on the Productivity module — optional, under Productivity.

Where to set shift times

Shift times are per person, not per organization: someone on an early shift and someone on a late one work in the same team.

Employees → the person → Shift

• Leave it blank and they use the platform default, 6:00 AM to 3:00 PM (9 hours).
• Set both a start and an end to change the shift length too — overtime pay is worked out per minute from it, so an incorrect end time gets the overtime rate wrong.
• Shift start is what lateness is measured against, and shift end is when a forgotten clock-out is closed.

Who can change it: Org Admin, HR, Manager and Team Lead.

Attendance & leave policy

Attendance Policy — Org Admin and HR only

These are the numbers SAMS judges every day by. They feed payroll, so every change is recorded in the audit log with its previous value.

Working week

Which days people are expected in. On a non-working day there is no lateness and no absence — but anyone who does clock in still has their hours recorded, so weekend work is never unpaid. Six-day organizations turn Saturday on here. Public holidays are separate, under Holidays.

Working time

• Unpaid break — deducted once per day, not once per clock-in.
• Close forgotten clock-outs after — minutes past the end of shift. Genuine late finishes should go through an overtime request rather than an open clock.

Leave and lateness — two separate pools

• Free leave per month — days. A short leave uses half a day. Anything beyond the allowance is deducted from pay.
• Grace period — minutes after shift start that still count as on time.
• Counts as a short leave after — arrive later than this and the day becomes a short leave rather than a late arrival.
• Free late arrivals per month. The first one past that allowance costs half a day immediately, and every N further late arrivals costs another half day. With 3 free and a repeat of 2, that is the 4th (½ day), 6th (1 day), 8th (1½), 10th (2).
• Minimum hours to count as present — below this the day is absent, however long they were clocked in.

Corrections and approvals

• How far back employees may correct a day (24 hours by default). Org Admin and HR are always exempt.
• Who may review corrections, beyond Org Admin and HR, who always can.
• Flag employees above N corrections a month — a signal to reviewers, never a block. Fifteen corrections is usually a broken process, not fifteen mistakes.
• Chase reviewers after N hours.
• Refuse payroll while corrections are unresolved — on by default, because the hours behind the figure may still change.

Who can do what

Managers and Team Leads act within their own team. HR and Org Admin act across the whole organization. Every request needs a first-step review and then a final approval — see How approvals work. Nobody reviews their own request at any step.