Scheduling Billable Events

Getting Started

1. Click on the Scheduling Desktop

Helpful Hint: The default view is the Calendar view. An alternate schedule view is available called the grid view which will be discussed later in the course.

2. Adjust the calendar view as needed by clicking on the Day, Work Week, Week, or Month buttons

Helpful Hint: The default view is the monthly view.You can toggle the day, work week, week, or month buttons for a different view of the calendar.

3. Click on a calendar cell to start adding a billable event for a particular day.

Start Adding a Billable Event

Add a Billable Event from the Calendar View

1. Select the Caregiver from the drop-down.

2. Select the Service Type (Billable by default). If the event is specific to a client and a service, it will be billable. Note: non-billable scheduling is discussed in a separate course.

3. Leave the Client default as Existing Client in order to schedule for an existing client.

Helpful Hint: By Selecting New Client you can schedule for a new client whose authorization and intake information has not yet been entered into the system.

4. Select the client from the drop-down.

Helpful Hint: The Assigned Clients Only checkbox is selected by default. This will restrict the client selection only to assigned clients. De-select this checkbox if you need to schedule for a client who is not assigned to the caregiver selected.

5. Select the Service from the drop-down.

Helpful Hints: Only services with a corresponding client service authorization will display here. Service authorization end dates are displayed. Scheduled events consume authorized service units.

6. Supervisor auto-populates based on the assignment at the client record. You can select a different supervisor from the drop-down if needed.

7. Enter the date of service and the start and end time (or duration if the service is configured for duration scheduling). Note: Two date fields with Start/End times are available, if overnight scheduling is required for a particular service.

8. Link the scheduled event with a status if available.

Helpful Hint: Statuses are pre-configured under the Configure Desktop and are way of color-coding events so that alike events can be grouped in a meaningful way.

9. Click on Save

Add a Billable Event from the Calendar View

Example of a Scheduled Event

Schedule Statuses

Schedule Multiple Billable Events Using Recurrence

1. Building a recurrence pattern is beneficial when a service is consistently provided over a period of time. In order to schedule multiple billable events using the recurrence function, follow the steps listed previously for adding a billable event, but instead of clicking on Save, click on Recurrence

2. Set “Select by” to either Recurrence pattern or Choose specific dates.

Helpful Hint: Choose specific dates is best if there is no real pattern for the schedule and individual dates need to be selected instead.

3. If Recurrence pattern is selected, enter the From and To dates to restrict the recurrence scheduling to a particular date range.

4. Set “Repeat Every” according to the desired pattern.

Helpful Hint: If, for example, you wanted to schedule events for every other week you would enter a “2” followed by “Week(s)” from the drop-down.

5. Click on each day within the yellow highlighted area that is needed for the pattern. When a particular day of the week is active, it will be highlighted in green.

6. Click on Save

7. After clicking save, if anything is out of compliance, such as exceeded units, expired consents, or overlapping time, a list of validations will be presented.

Helpful Hint: Any warning messages should be read carefully to determine how to handle the particular situation. You may or may not be allowed to override the validations, depending on your particular security settings.

Schedule Multiple Billable Events Using Recurrence

Schedule by Choosing Specific Dates

Example Schedule Validations

Overview of the Grid View

Although the default scheduling view is the calendar view, there is an alternate view and method of schedule entry called the grid view. The Grid view offers additional filters and a grid-based view of schedules that may be a preferred method of entry and review in certain situations.

Add a Billable Event from the Grid View

1. Click on Grid to start scheduling from the grid view

• Multiple filters are available from the grid view and are discussed in a separate course.

2. Click on the Add Schedule button

Helpful Hint: From here, the process for adding billable events is the same as the steps previously outlined.