Overview of Scheduling Non-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 training or administrative time, it will be considered non-billable.

Non-billable events can be used in several different ways depending on the usage of the system. First, if payroll is being run through OnTarget, then non-billable time can be used to create payroll hours. The time entered on the schedule can be directly imported into the payroll module, creating efficiencies for both the clinical and the payroll staff. Second, if timesheets are being used in OnTarget, scheduled events can be imported into the timesheets to produce the payroll hours.

Scheduling Options

There is control in the system over whether or not non-billable events are used in creating payroll records. For timesheet purposes, the control point for whether or not scheduled events, including billable and non-billable, can create timesheet records is managed under Configure > List Configuration > Timesheets > Rules > Enable Schedule Import to Timesheets.

• Note: in most cases, if payroll and timesheets are being used and if notes have been implemented, then the notes are the intended source for both payroll and billing records rather than scheduled events.

If your only need for scheduling non-billable time is for managing and reserving timeslots on staff calendars, there is flexibility in the system for using schedules in this way.

The Importance of Pay Types

Pay types define and control the way that employees or contractors get paid through OnTarget. In addition to payroll functionality, all non- billable events are scheduled using corresponding pay types.

• Note: pay type setup is discussed in a separate course.

In order to schedule non-billable events, the selected employee must have pay types setup. These pay types are linked to the employee record in the Employees Desktop. Pay type setup is critical if non-billable time is to be imported from the schedule into the timesheet, or into the payroll system if timesheets are not being used. This is because each pay type is attached to a corresponding pay rate. Pay types are configured in such a way so that the employee’s time is accurately reflected for payroll purposes.

If neither timesheets nor payroll are being used, then the pay type setup can be more flexible and perhaps more descriptive with regards to how non-billable time is captured. For example, it may be more appropriate to set up pay types such as “Meeting” or “Unavailable” just to block off time on the calendar. But it may become too cumbersome to break out such detailed categories if payroll is implemented.

• Helpful Hint: Pay types are added uniquely to each employee’s record. While it might be necessary for doctors or clinicians to have very detailed calendars in order to manage appointments, it might not be necessary for all staff.

Categorizing with Statuses

Each scheduled non-billable event can optionally be linked to a status. Statuses is a means for organizing like events as they are color-coded.

Statuses can be used as a way of keeping pay types general but still allowing the time to be specifically categorized. For example, time could be entered against an admin pay type, but the event could be applied to a status of unavailable.

• Helpful Hint: Statuses are setup under Configure > List Configuration > Scheduling> Time Schedule Statuses.

Example Statuses