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Overview of Scheduling Billable Events
Getting Started
Scheduled events can be set as either “billable” or “non-billable”. If the event is specific to a client and a service, it will be billable. If the event has nothing to do with a client or service, such as staff trainings or administrative time, it will be considered non-billable.
Scheduled billable events are always linked to a client and one of their respective authorized services. By linking schedules to an authorized service, you get the benefit of service date ranges. So once an authorization ends, events cannot be scheduled past the end date of the authorization. You also get the benefit of unit maximums and the corresponding restrictions that are imposed on scheduling. For these reasons, the schedule is a great tool for managing service delivery and ensuring that when the service is provided, there is coverage from the authorization without the risk of over-billing.
Scheduling and Service Utilization
This section illustrates how the system handles units on the schedule. By going to the Generate Reports dashlet and choosing the Client Services report, we can get a better idea of how units are processed by the system.
1. Click on Dashboard
2. Select Client Services from the Generate Reports drop-down
- Helpful Hint: If you do not see the Generate Reports dashlet, click on Configure Dashboard to make sure you have enabled it for your login.
3. Select the desired report filters and click on the Generate Report button
Scheduling and Service Utilization
Scheduling Options
When all of the units for a particular service have been exhausted, rules can be enforced in the system that will provide warning messages for exceeding the authorized units amounts. When the exceeded units validation is enforced for the scheduler’s role, a pop-up message will notify the scheduler that there are no units remaining to schedule against the service authorization. There is also an option to either allow or disallow users to override exceeded units warnings. This is covered in greater detail in the Scheduling Security course.
There are several options available for managing schedules and associated authorized service units and/or billing. This section of the course details the options available to schedulers.
Scheduled Events Linked to Notes
The first scheduling option enforces that staff always create their notes from scheduled events. This is also referred to as “locking the note to the schedule” in the system. By locking notes to scheduled events, you can ensure that in process unit counts are accurate and that units will properly move through the system and get marked as “billed” once an invoice is associated. The control point for this is called “Lock Note on Scheduling” and is accessed by going to ServicesNote Configuration, and enabling (checkbox) for individual services.
Scheduling events is also useful, as the data entered populates to the note. Also, the scheduling of billable events can be controlled by inputting restrictions for the daily, weekly, monthly, or annual unit maximums on the service authorization. With authorization maximums and certain role validations in place, unit maximums cannot be exceeded. There is also an option that uses the schedule itself as the control point for unit maximums. This is discussed more in depth in another course.
Scheduled Events Imported into Billing
The second scheduling option allows scheduled events to be imported into Billing as a means for generating invoices. This is typically only enabled when notes have not been implemented in the system. If notes have not been implemented, scheduled events must be acutely managed to reflect what was actually provided so that the billing is submitted accurately.
If notes have been implemented, the proper flow is to create a billable scheduled event, create a note from the link, and then import the note into Billing.
Re-purposing Scheduled Events
The third scheduling option allows the scheduler to re-purpose scheduled events while freeing-up authorized service units for another day. This can be done by reclassifying the service. This is usually beneficial for schedule tracking purposes so that no-show’s, missed schedules, or cancellations can be reported upon. Specific service codes or missed shift types can be setup for this purpose and work in concert with schedule statuses for filter and color- coding.
Deleting Scheduled Events
The fourth scheduling option is to delete an event off of the schedule if it did not occur. This is another way of freeing-up the associated authorized service units.
Schedule Validations
Another helpful feature of scheduling is validations. Upon saving billable scheduled events, the system validates against the authorization and the client and employee records to ensure that nothing is out of compliance. For example, if a client has an expired consent, the employee has expired certifications, or the time is overlapping with other schedules, then a list of warning messages will be presented. This provides another means of ensure that when the service is provided, all service requirements are in place.