Scheduling

The Scheduling Module is represented by the calendar icon, and allows the user to view and manage calendar appointments for themselves as well as for all the providers and clients the user oversees.

Scheduling Add Drive Time and Mileage to Appointments

Adding suggested mileage when scheduling an appointment or reoccurring appointments, allows your staff to quickly convert appointments to timesheets from their schedule, with the drive time and mileage information already populated.

To be able to utilize this feature, when scheduling a new appointment, ensure you complete the Location Details information, and select the hours and minutes, and enter the estimated distance in the miles field.

Scheduling Add Multiple Service Codes to an Appointment

When creating appointments, multiple service codes from the client’s authorization can be added to the appointment, ensuring all authorized services and hours are booked and billed correctly.

Adding multiple service codes to a single appointment allows you to bill for each code and the code’s allotted time at different rates. For example, if you are required to bill for the first 30 minutes under one code, while any additional time on that date of service is to be billed with a different code, you will be able to do so by adding both codes to the appointment.

When scheduling a new appointment, under the Authorizations & Billing section, add each individual service code to the appointment and adjust the code time length in order to match the appointment length. Codes can be re-ordered as necessary, by dragging the code through the left hand-side icon.

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If an appointment has already been converted to a timesheet using only one service code, it can also be edited to add additional codes. To learn how to edit a timesheet, click here. 

Scheduling Audit Unconverted Appointments

Billable and payable appointments must be converted before running payroll and generating clients and payors invoices, and there are tools available for the organization account, users with admin rights or users connected to all your employees via the  Contacts and Scheduling module, that allows them to review and audit the status of your appointments to ensure they are updated on a timely fashion.

To audit your appointments:

  1. Navigate to the Scheduling module and select View as Grid
  2. Click the date range on top of the grid, and select the date range you wish to audit appointments for
  3. Click the x to remove the filter Principal on appt: Me in order to view appointments scheduled for all employees
  4. Unconverted billable appointments will be identified with a circle  icon on the left hand-side column, while converted appointments will be identified by a green circle with a checkmark  icon
  5. Click the filter  icon to expand the left hand-side panel
  6. Click the Filters tab
  7. Click to expand the Conversion Audits section
    • Converted: click the following to define your filter
      • No: to filter all non-converted appointments
      • Partially: to filter partially converted appointments
      • Yes: to filter all converted appointments
    • Signed by client: click the following to define your filter
      • Yes: to filter all appointments signed by the client
      • No: to filter all appointments not signed by the client
    • Signed by provider: click the following to define your filter
      • Yes: to filter all appointments signed by the provider
      • No: to filter all appointments not signed by the provider

These filters will allow you to identify all your unconverted appointments for the date range. To only view your billable appointments that are not yet converted, enter a billable service code label via the search bar. To easily access this filter in the future, click Save this view as a filter on top of the grid.

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Scheduling Book Appointment for Employee Meetings

There are two ways appointments can be booked between multiple employees/providers. This may be required to book all employee calendars and be able to convert the appointment to timesheets in order for the employees to get paid for internal team meetings or training sessions a group of employees have to attend.

To schedule an appointment with multiple providers/employees and allow each provider to convert their own appointment:

  1. Create a client contact in the  Contacts module, and name it Client Admin
  2. Schedule one appointment for each of the employees (Primary Provider) who need to participate in the appointment and the Client Admin (Appointment with), using the appropriate service code, so all employees are able to convert the appointment and get paid. Please note you will need to create as many appointments as the number of employees who are participating in the meeting.

To schedule an appointment with multiple providers/employees and have the organization account or a user with Billing module permission to Timesheets > Manage Timesheets convert the appointment on behalf of all employees:

  1. Create a client contact in the  Contacts module, and name it Client Admin
  2. Schedule an appointment between the organization account or the user with the Timesheets > Manage Timesheets permission (Primary Provider) and the Client Admin (Appointment with), and add all the employees who are participating in the meeting under the Additional Participants field
  3. Employees added as Additional Participants will see the appointment in their schedule with a faded color, and will not have the option to convert the appointment (unless they have permission to Timesheets > Manage Timesheets)
  4. If the employees are not connected, they will be shown in the appointment with their contact information Withheld
  5. Any employee included in the appointment with permission to Timesheets > Manage Timesheets will have the option to convert the appointment for all the employees included under Additional Participants

Scheduling Bulk Convert My Appointments

Appointments can be converted in bulk from View My Calendar, View Day Planner and View as Grid in the Scheduling module.

To convert billable appointments in bulk from View My Calendar:

  1. Navigate to the Scheduling module and select View My Calendar
  2. Click the checkbox  on the top left hand-side of the calendar, and select Check all events to select all the appointments on the calendar view
    • To unselect an appointment, press the ctrl key on your keyboard and click the appointment you wish to unselect directly on the calendar
  3. To select certain appointments, skip step 2 above, press the ctrl key on your keyboard and click each appointment you wish to select directly on the calendar

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4. Click Actions  on the top left hand-side and select Convert Billable

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5. Click Convert checked to convert all selected appointments

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To convert billable appointments in bulk from View Day Planner:

  1. Navigate to the Scheduling module and select View Day Planner
  2. Click the checkbox  on the top left hand-side of the calendar, and select Check all events to select all the appointments on the calendar view
    • To unselect an appointment, press the ctrl key on your keyboard and click the appointment you wish to unselect directly on the calendar
  3. To select certain appointments, skip step 2 above, press the ctrl key on your keyboard and click each appointment you wish to select directly on the calendar
  4. Click Convert billable on top of the planner view
  5. Click Convert checked to convert all selected appointments

To convert billable appointments in bulk from View as Grid:

  1. Navigate to the Scheduling Module and select View as Grid
  2. Click the checkbox  on the left hand-side of the grid, next to each appointment you wish to convert, or select all appointments by clicking the check box on the top left hand-side of the grid
  3. Click Convert billable
  4. Click Convert checked to convert all selected appointments

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Please note that if the appointment needs a client or provider signature, a session note for the service codes, or other requirements, you will not be able to convert the appointment in bulk and will be prompted to convert it individually.

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Scheduling Cancel an Appointment

Appointments can be canceled from the Calendar view, the Planner view or the Grid view. Multiple appointments can also be canceled in bulk from the Calendar view.

To cancel an appointment from My Calendar or Day Planner :

  1. Navigate to the Scheduling module and select View My Calendar or View Day Planner
  2. Click the appointment you want to cancel
  3. Click Cancel Event at the bottom right of the appointment details view
  4. Click the Reason for Canceling? drop-down and select one of the default or custom cancelation reasons and optionally add a note with additional details
  5. Click Cancel this one to cancel just this appointment occurrence, or All remaining to cancel the appointment series and all recurring  appointments

To cancel appointments in bulk from My Calendar:

  1. Navigate to the Scheduling module and select View My Calendar
  2. Click the   icon on the top left side of the calendar and select from the following options:
    • Check all events: will select all the appointment currently scheduled in your calendar. Once selected, you have the option to click again to Un-Check all events, which will unselect all the appointments
    • Alternatively, to select specific appointments in your calendar, click the ctrl key in your keyboard and click the appointments you would like to select from the calendar view
  3. Click Actions  and select Cancel
  4. Click the Reason for Canceling? drop-down and select one of the default or custom cancelation reasons and optionally add a note with additional details
  5. Click Yes, Cancel them all

To cancel an appointment from the schedule grid:

  1. Navigate to Scheduling module and select View As Grid
  2. Click View on the left column of the appointment you want to cancel
  3. Click Cancel Event at the bottom right of the appointment details view
  4. Click the Reason for Canceling? drop-down and select one of the default or custom cancelation reasons and optionally add a note with additional details
  5. Click Cancel this one to cancel just this appointment occurrence, or All remaining to cancel the appointment series and all recurring  appointments

Scheduling Contact Information Withheld

When appointments are scheduled between contacts who are not connected to each other (clients not connected to employees/providers, or employees not connected to each other) the appointment will be shown in the employee’s calendar with the unconnected contact information Withheld.

To learn how to connect employees to clients, click here.

To learn how to connect employees, click here.

Scheduling Convert a Single Appointment into a Recurring Series

To convert a single appointment into a recurring series of appointments:

  1. Navigate to the Scheduling module and select View My Calendar
  2. Click the appointment you would like to update
  3. Click Full Details on the bottom left corner
  4. Click the link Does Not Repeat 
    • Repeats: click the drop-down and select how often you would like the appointment to repeat
    • Repeats on: click the days you would like the appointment to repeat on
    • Ends: click Choose… to define the appointment end date, or enter the number of appointment occurrences in the field underneath
  5. Scroll all the way to the bottom of the appointment, and click Update Appointment 

Scheduling Convert an Appointment with Multiple Codes

Appointments with multiple codes can be converted to timesheets either by converting each code in the appointment individually or converting all codes at once. You would convert codes individually if some of the services included in the appointment were not rendered.

To convert multiple service codes in an appointment at once:

  1. Navigate to the Scheduling module and select View My Calendar
  2. Click the white lightning bolt  icon of the appointment you wish to convert
  3. Complete the service code information for all the codes in the appointment, and click Save

To convert multiple codes in an appointment individually:

  1. Navigate to the Scheduling module and select View My Calendar
  2. Click to open the appointment details page
  3. Click the Create Timesheet tab
  4. Click the Convert button next to the service code you wish to convert
    • You also have the option to convert all codes at once by clicking Convert All to Timesheet
  5. Complete the service code information and click Save

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Dashboard / My Agenda / Scheduling Convert Appointments from the Dashboard Module

Appointments can be converted into timesheets from the Appointments widget in My Dashboard/Home and My Agenda in the  Dashboard module.

To convert appointments from the Appointments widget:

  1. Navigate to the  Dashboard module and select Home or My Agenda
  2. Go to the Appointments widget
    • If you don’t have the Appointment widget in your Dashboard, click here to learn how to add it.
  3. Click the lightning bolt  icon next to the appointment you wish to convert
  4. Verify the accuracy of the information, add Service NotesProvider’s Signature, collect the Client’s Signature and complete all the information required by your organization
  5. Click Save

You will be directed to the Billing module, where you will view all the timesheets for a given date range, and will be able to edit any unlocked timesheets. If a signature was attached to the timesheet, the timesheet will be locked and only an Org Account will be able to make changes to the timesheet.

Scheduling Converted Mismatch Filter

The Converted Mismatch filter allows you to easily save a filter in the Scheduling module Grid View, to quickly review and audit discrepancies between appointments and their timesheets, such as duration, service codes and mileage variations.

To subscribe to the Converted Mismatch filter:

  1. Navigate to the Scheduling module and select View as Grid
  2. If you are auditing appointments and timesheet mismatches for other employees in your organization, remove the filter Principal on appt.: me on top of the grid
  3. Click the date range on top of the grid , to define the date range you are auditing
  4. Click the filter  icon to expand the left hand-side panel
  5. Click the Filters tab
  6. Click the cog  icon next to  Recommended Filters
  7. Click the Available Filters tab
  8. Next to the Converted Mismatch filter, click Subscribe
  9. Click Close
  10. Click the Converted Mismatch filter under the Recommended Filters section on the left hand-side panel, to filter appointments with timesheet discrepancies in the grid view
  11. The grid view will display one column with the information as per the appointment (Example: Date), and a column next to it with the information as per the timesheet with a dollar $ icon in front of the field title (Example: $Date). Additionally, the $Mismatch column lists all the discrepancies between the appointment and the timesheet.
  12. To quickly access a timesheet, click the green checkmark bubble  on the left hand side column of the appointment

To learn how to filter specific mismatch items in the grid view, and create custom mismatch filters, click here.

Scheduling Converting Appointments to a Timesheet from My Calendar

The Org Account, employees with billing permissions, the primary provider or a participant can convert an appointment to a timesheet once the appointment is completed.

To convert an appointment to a timesheet from your calendar:

  1. Navigate to the Scheduling Module and select View My Calendar.
  2. Click the lightning bolt icon of the appointment to be converted.
    • To view the appointment details, click the appointment name.
  3. Verify the accuracy to the information, add Service Notes, Provider’s Signature, collect the Client’s Signature and complete all the information required by your organization.
  4. Click Save.

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5. You will be directed to the Billing Module , where you will view all the timesheets for the given time range, and will be able to edit any unlocked timesheets. If a signature was attached to the timesheet, the timesheet will be locked and only an Org Account will be able to make changes to the timesheet.

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To learn how to bulk convert appointments, click here.

To learn more on how to identify unconverted billable appointments in your calendar, click here.

Scheduling Create & Apply Scheduling Labels

Labeling appointments help users track and audit appointments, and quickly identify different appointment types labeled with different colors on the calendar.

To create appointment labels:

  1. Navigate to the Scheduling module and select View My Calendar
  2. Click to expand the left hand-side filters panel
  3. Click the Labels tab
  4. Click the cog icon next to  Organization Scheduling Labels
  5. Complete the Labels form
    • Choose Label: click the drop-down and select Add new label
    • Name: enter your label name
    • Parent: click to select the label’s parent, if any
    • Customize the label Background color and Text Color as desired, for appointments with the assigned label to have the defined colors on the calendar view
    • Click Create label
    • Create more labels or click the x on the top right corner to exit the Labels form
  6. The new scheduling label will appear under Organization Scheduling Labels

To apply a scheduling label to an appointment already scheduled:

  1. Click an appointment in your calendar
  2. Enter the label name under Single Event Label to only add the label to this appointment, or under Recurring Event Labels to add the label to the appointment recurring series

Labels can also be applied when scheduling new appointments. To learn how to schedule an appointment, click here.

Finally, to filter appointments in your calendar, planner or grid view, by a label:

  1. Navigate to the Scheduling module and select View My Calendar, View Day Planner or View As Grid
  2. Click to expand the left hand-side filters panel
  3. Click the Labels tab
  4. Click Organization Scheduling Labels 
  5. Click the label you would like to filter appointments by
    • Remove the label filter by clicking the x on top of your calendar, planner or grid view

Scheduling Delete an Appointment

Appointments can be deleted from the Calendar view, the Planner view or the Grid view. Multiple appointments can also be deleted in bulk from the Calendar view.

To delete an appointment from the Calendar or the Day Planner:

  1. Navigate to Scheduling module and select View My Calendar or View Day Planner
  2. Click the appointment you want to delete
  3. Click Delete Event at the bottom right of the appointment details window
  4. Enter the reason for deleting the appointment
  5. Click Delete this one to delete just this appointment occurrence
  6. Click All remaining to delete all proceeding appointments in the recurring series

To delete an appointment from the scheduling Grid:

  1. Navigate to Scheduling module and click View As Grid
  2. Click the View button on the left side of the appointment y
  3. Click Delete Event at the bottom right of the appointment details window
  4. Enter the reason for deleting the appointment
  5. Click Delete this one to delete just this appointment occurrence
  6. Click All remaining to delete all proceeding appointments in the recurring series

To delete appointments in bulk from the Calendar  view:

  1. Navigate to Scheduling module and select View My Calendar
  2. Hold down the CTRL key on your keyboard
  3. Click all the appointments you want to delete
  4. Click Actions on top of the calendar, and select Delete
  5. Enter the reason for deleting the appointments and click Yes, Delete them all

Scheduling Distribute Evenly

Distribute Evenly is an option available within the Authorizations & Billing section of the Appointment Details page, and appears whenever multiple codes are added to an appointment. This feature is designed to help you equally divide the length and time of each service code, based on the total appointment length.

Once you click Distribute Evenly, you will see that the length of time for each of the codes is distributed evenly and the time column is adjusted to meet the length of your appointment.

Scheduling Download Appointments

Appointments can be downloaded from the Calendar and the Grid views within the Scheduling module.

To download your list of scheduled appointments:

  1. Navigate to the Scheduling module and select View My Calendar or View As Grid
  2. Click to define your view and date range using the options on the top left hand-side
  3. Click the download  icon on the top right corner, and select the file format you would like to download: CVS or Text file
  4. Once the file is generated, it will be uploaded in the  Files module. To learn how to download files from the  Files module, click here.

Scheduling Find a Client

The Find a Client feature can be accessed via the Scheduling module and allows you to view client’s availability as set up in CentralReach, excluding any time slots for which the client already has an appointment booked, to easily book client appointments. Additionally, Find a Client allows you to enter a provider zip code and shows you the distance between the client and the provider, to book the client with a provider who is conveniently located close to him/her.

To use the Find a Client feature:

  1. Navigate to the Scheduling module and select Find a Client
  2. All clients with their available time slots will be shown on the screen
    • Use the arrow < > icons on top of the screen to view client availability for future weeks
  3. To view client’s distance from a provider
    • Enter a provider’s zip code in the Search bar
    • The distance between the client and the zip code entered will be displayed underneath the client’s address in the left-hand side column
      • The zip code entered will be added on top of the screen and can be removed by clicking the X next to the filter
    • To narrow down the distance between the provider and the clients, click the drop-down menu on the top right hand-side
  4. Click the link of a client’s available time slot to schedule an appointment 

Scheduling Find a Provider

The Find a Provider feature can be accessed via the Scheduling module and allows you to view providers available time in order to book them for client appointments. Provider available time slots are shown in Find a Provider considering both the provider availability, which must be set up in order to utilize the Find a Provider feature, and appointments already booked in the provider schedule.

To use the Find a Provider feature:

  1. Navigate to the Scheduling module and select Find a Provider
  2. Provider’s availability for the current week and all your active employees will be displayed
    • Use the arrow > icon on top of the screen to view provider availability for future weeks
    • Use the Search bar to find a provider, insurance or group contact label
  3. Expand the filters  panel on the left hand-side to add additional filters to the provider’s list:
    1. Availability:
      • Time of Day: use the sliders to narrow down the specific times you would like to filter provider’s available time slots by
      • Minimum Time: use the sliders to define the appointment length. The minimum time is 15 minutes and time can be added in 15 minute increments.
      • Weekdays: click to filter the days of the week you are looking providers for
      • Click Apply Available Filters
    2. Providers:
      • Not available: click the checkbox to display all the providers who do not have availability configured in CentralReach
      • Range: click In-Network to only include providers who are part of your network
      • Gender: click to filter providers by gender
      • Employees: click to filter by active or inactive employees
      • Radius: will appear when filtering providers by zip code. Click to select the zip code radius to filter providers by, based on the zip code entered.
    3. Expertise: pulls information from the Client Focus & Language set up in the provider/employee’s profile
      • Gender: click to select and filter providers who prefer to work with a specific gender
      • Age: click to select and filter providers who are experienced or prefer to work with a specific age group
      • Languages: click to filter providers who speak a specific language
  4. The selected filters will be added on top of the screen and can be removed by clicking the X next to the filter name
  5. Click the link of a provider time slot to be redirected to Appointment Details and schedule an appointment 

To view a Find a Provider video tutorial, click here. 

Scheduling How do I schedule a group session?

For group appointments there is normally a pay conflict, meaning that you are not paying your provider for each client. Instead, you are paying for their time with all clients attending the session. To bill for the group session you should bill each client separately with the appropriate service codes, SOAP notes, payor, and diagnosis code. The service codes should be excluded from your Payroll module. (For information on how to exclude a CPT code from payroll, click here.)

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Then the employee will submit a timesheet to organization for their time with a code that is payable but not billable, which counts towards payroll. This service code could be named to reflect the group session (e.g. Group Session – Payable). Be sure to set up a custom provider rate for your providers that are paid for group sessions.

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Using this method will ensure a number of things.:

  • Removes the need to change timesheet entries for payroll amounts that are zero. I.e., Provider rates do not have to be deleted for the clients that attended the group session.
  • Allows for overlap on client appointments. One client comes at 1 and leaves at 3. Another client comes at 2 and leaves at 4. Clients are billed for the time that they attended.
  • Quickly shows how much ‘group appointment’ time is being billed and then how much ‘group appointment’ time is being provided via filtering the Billing module by the appropriate group codes (billable vs. payable).

As outlined above, for group sessions we recommend using 2 separate codes. One code would be your billable (e.g., Group Session: Billable). For this code, you would need to put the amount that each client is getting billed (if it’s the same for each client, only add one default fee schedule)…

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…but the provider rate would be set to $0.

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This code is for billing, but not payroll purposes so we recommend identifying it by using at least a “Billable” and a “Non-Payable” or “Exclude from Payroll” service code label.

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The second code would be your payable set to whatever rate you are paying your provider (e.g. Group Session: Payable)…

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…but the default rate would be $0 as you are not billing for this service.

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This code is not for billing, but for payroll purposes so we recommend identifying it by using at least a “Non-Billable” and a “Payableservice code label.

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For example, if you are scheduling a group session with 4 clients, you need to create 5 separate appointments (all with the same appointment time; you will get a warning to say that you are overlapping the schedule, but you can ignore this error for group session); 4 of these appointments would be with the actual clients with the billable service code, and the 5th one would be linked to the payable code with an admin client. In the example below, even though Iron Man is holding a group session with 4 clients from 11 am to 12 pm, there are 5 appointments on his calendar.

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The first four appointments with clients, Harry Potter, Bumble Bee, Benjamin the Dog, and Eric Cartman, are coded with “Group Session: Billable.” However, his fifth appointment with Client Admin, is coded with “Group Session: Payable.”

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Last Updated: 4/3/2017

Scheduling How do I schedule more hours than I am authorized to bill?

If you attempt to schedule more hours that you are authorized to bill, the system will give you a notification that says GROUP: This appointment exceeds the 2 weekly authorized hours/units on __ occasions to inform you that the amount that you are attempting to utilize is exceeding the amount that is authorized for you to utilize.

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If you click on the downward arrows next to each of the error message, the section will expand to display how many hours/units have been authorized to use for that frequency, how much has been scheduled, and how much of the hours and units are excessive in regard to the amount authorized.

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This notification will automatically generate and will inform you of any excessive amount of hours or units. Nevertheless, it is recommended that the providers consistently check on their clients’ authorizations to see how many have already been utilized and how many are remaining so that they will not encounter instances in which they need to schedule for more yet are unable to due to the limit of hours and units authorized. Should you encounter this issue, it is advised that you either decrease the amount of hours on the appointments or contact your administrator and ask them to increase the authorized amount of hours and units.

Scheduling How do I view a coworker’s/client’s schedule?

To view a provider’s schedule first access the Scheduling module by clicking on the calendar icon from your navigation bar.

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The default calendar that will appear will be the personal calendar of the user who is logged into the system. This is known as My Calendar to the left. Additional calendars that are open will also be listed on the left side of the screen. You can change the color for a co-worker’s calendar by clicking on the drop-down menu next to that calendar.

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You can search for a provider using either contact labels, name, or ID. To search by name, simply type the provider’s name in the search box at the top of the page.

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If you cannot search by their name, an administrator will need to contact you to the provider via the Utilities & Tools feature of Contacts module.

The calendar views can be changed to be viewed by day, week, month, list, and planner by clicking the appropriate box at the top of the page.

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The Blue calendars on the left are clients. You can not change the color of client calendars.

 

 

 

Last Updated: 04/04/2017

Scheduling How do I view a list of overlapping appointments?

To view a list of overlapping appointments, first navigate to your Scheduling module and click on “View as list” page.

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When you enter the page, click on Filters button.

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A pop-up screen will populate and you are able to set different filters through this pop-up screen. Click on Schedule Audits tab and then set the filter to whether find overlapping appointments by the provider or by the client. After that, go into the search bar in the View as list page and then find either the appropriate provider or the client.

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If you wish to download the list of overlapping appointments onto a spreadsheet, click on the cloud icon at the top right corner and then select CSV. That will download the screen as a .csv file, allowing you to view all the details of the overlapping appointments on a spreadsheet.

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Scheduling How do I view scheduled appointments not billable/ billable status?

You can view all employee’s scheduled and worked hours, both billable and no-billable, using the report modules and the authorization module.

In the reports module, navigate to the ‘providers’ header and then choose “appointment status with sales”.

From the next screen, select the dates you would like to analyze scheduling data for and then select “export”.

 

Once the report is exported and opened, you can view everything from appointment type (column H), the billing code used in the schedule for each appointment (column I), and whether or not the appointment was converted to a timesheet from within the scheduling module (column M).

 

Also, you can use the authorizations module to obtain the same information. Simply navigate to the authorizations tab in the billing drop down menu.

Next, select the choose a frequency (weekly or monthly) and then select either a month or week, and the information will populate. Select the ‘+” icon to expand the service code associated with a client.

 

 

Finally, you can search service code labels in the authorizations report as well. You can filter by categories like “billable” and “non-billable” as long as the labels have been set up in billing>settings>service codes.

Scheduling How to automate t-code or multiple code scheduling

CentralReach allows users to automate scheduling for appointment that use multiple codes for services such as the T-Codes. To incorporate these features into one’s workflow there are a few settings that need to be configured. Watch the video, or continue reading below to learn more about this feature.

 

The default minutes within the service code first needs to be set appropriately as shown here. For example, if the 0364T is to always be set to 30 minutes then that would be designated in the default minutes field.

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Once the default minutes field is set up, then schedulers can select ‘groups’ to schedule. Meaning, if the service codes are grouped together within the authorization, then there will be an option to select the group when creating appointments from the Authorized Groups tab. For more information on setting up an authorization and grouping codes please see this help article.

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After selecting the group by clicking Use this, this set of service codes will be added to the appointment with default minutes applied to the appropriate codes.

Last Updated: 3/29/2017

Scheduling How to I view appointment status list?

To view a list of appointments and their status, first navigate to your Scheduling module and click on “View as List” page.

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Select the columns that you’d like to see.

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If you wish to download the list of appointments’ status onto a spreadsheet, click on the cloud icon at the top right corner and then select CSV.

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Scheduling How to use the attendance feature in Scheduling

To use the attendance functionality, you must first set up Reason Codes from the organization account. To start, click on Scheduling > Settings > Reason Codes.

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Start listing each reason code and its optional description. Check the box that this reason code applies to, then click on the floppy disk to save.

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Keep adding as many reason codes as needed. You can delete a reason code anytime by clicking on the trash can icon.

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To start taking attendance, navigate to either the traditional scheduling module under View My Calendar, or View as Grid. To update attendance from the traditional daily/weekly/monthly view, select individual appointments by clicking Ctrl on your keyboard, then click on the individual student’s appointment. The selected appointments will have red outlines as shown below.

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To select all appointments, simply select Check all events:

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To update the status of attendance, select Actions > Update Status & Attendance.

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In the example below, we’re going to mark Benjamin the Dog with an excused absence because he is a very good dog. Furthermore, we’re going to specify that it was an excused absence with code 1P; which we indicated was an absence with a parent note. Bumble Bee was unexcused with no reason, and Harry Potter was unexcused with a reason code of 2. You may also add additional comments by clicking on the Comment next to each appointment. When done, click on Save status for […] appointments.

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Attendance can also be taken from the scheduling grid view by checking the boxes next to each appointment, and selecting Update status.

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To see appointments where attendance was not recorded, or to see all absences, presences, etc., click on the Filters tab from your sidebar menu, expand Appointment Details, and make your selection.

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This option is also available from the grid view from the Attendance column header.

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As with many other pages, any filtered search results can be exported and downloaded for reporting purposes.

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Last Updated: 4/3/2017

Scheduling Manage Appointments with Supervision

When a supervisor, such as a BCBA, needs to be booked for an appointment to supervise a provider who is rendering a service, such as an RBT, you will need to schedule one appointment for each provider.

The supervisor’s appointment should be created with a non-billable and payable service code if the payment source should not be billed for the supervisor’s time, but the supervisor is paid for his/her time. The supervised provider’s appointment (RBT), on the other hand, would need to be created with a billable service code, so that the billing source is billed for the service. Creating the two appointments on each provider’s schedule will ensure the services are properly billed for while the providers are properly paid.

Finally, if the supervision time is in addition to the service time, CentralReach recommends the supervision time is added through the non-billable but payable service code before or after the service’s time, in the supervised provider’s appointment (RBT). This will ensure the supervised provider is paid for the time he is being supervised, while the payment source is not billed for this time, and its only billed for the service time.

To learn how to schedule an appointment, click here

To learn how to create service codes, click here

Scheduling Manage Client Availability

Adding client availability shows the days and times when a client is available to be scheduled for an appointment. Users with permission to manage client availability (Settings > Manage Client Availability) who are connected to the client, will be able to configure the client’s availability in CentralReach. Setting up client availability allows you to utilize the Find a Provider tool within the Scheduling module.

To add client availability:

  1. Navigate to the  Contacts module and select Clients
  2. Click the name of the client you would like to add availability for
  3. Click the Profile tab on top of the client’s Dashboard
  4. Click the Settings tab
  5. Click Client Schedule Settings
  6. Click Add New
  7. Complete the Availability for client “client name”
    • Name: enter the availability name
    • Organization: the organization name will be pre-populated. Edit if necessary.
    • Starts On/until: select the dates when the availability starts and ends
    • When: select the availability start time and end time
    • Repeat On: select the days of the week the availability will apply
    • Notes: enter any additional comments pertaining to this client’s availability
  8. Click Save Availability

To edit an existing availability, select the availability you would like to edit in the Availability screen (step 5 above) and update the information as necessary. Add as many availabilities as needed for each client, as long as they do not overlap. All logged availability will be shown in yellow in the client’s calendar for easy scheduling. Please note that employees with permission to view and manage appointments will be able to schedule appointments outside of the configured availability.

Contacts / Scheduling Manage Employee Availability

Adding employee availability shows the days and times when an employee is available to be scheduled for a client appointment. Users with permission to manage availability (Settings > Manage Employee Availability) will be able to configure other employees’ availability in CentralReach. Employees with permission to manage their own availability (Settings > Manage Own Availability) will be able to establish and update their own availability. Configuring employee availability is required to be able to utilize the Find a Provider tool within the Scheduling module.

To enter an employee’s availability:

  1. Navigate to the  Contacts module and select Employees & Coworkers
  2. Click the name of the employee you would like to add availability for
  3. Click the Profile tab on top of the employee Dashboard
  4. Click the Settings tab
  5. Click Availability
  6. Click Add New
  7. Complete the Availability tab
    • Name: enter the availability name
    • Show: select who should be able to see the employee’s availability
      • To everyone in CentralReach: will allow everybody in the organization to view the employee’s availability
      • Only to people in “employee’s” network: will only allow users connected to the employee to view their availability
      • Only to people I have given permission to view “employee’s” schedule: will only allow users who have permission to view the employee’s schedule to view their availability
    • Location: select the employee location
    • Starts On/until: select the dates when the availability starts and ends
    • When: select the availability start time and end time
    • Repeat On: select the days of the week the availability will apply
    • Notes: enter any additional comments pertaining to this employee’s availability
  8. Click Save Availability

To edit an existing availability, select the availability you would like to edit from the Availability screen (step 5 above) and update the information as necessary. Add as many availabilities as needed for each employee, as long as they do not overlap. All logged availability will be shown in the employee’s calendar in green for easy scheduling. Please note that employees with permission to view and manage appointments will be able to schedule appointments outside of the configured availability.

Scheduling Navigating My Calendar

The Scheduling module calendar provides five different views designed to help you manage your calendar, your employees’ calendars, and your organization’s appointments.

To access your calendar:

  1. Navigate to the Scheduling module and click View My Calendar
  2. You will land in your calendar week view, which is the default calendar view
  3. To add additional contact calendars to the view, enter the label, employee or client contact name in the search bar
  4. To perform bulk actions on the appointments scheduled in your calendar:
    1. Click the   icon on the top left side of the calendar and select from the following options:
      • Check all events: will select all the appointment currently scheduled in your calendar. Once selected, you have the option to click again to Un-Check all events, which will unselect all the appointments
      • Alternatively, to select specific appointments in your calendar, click the ctrl key in your keyboard and click the appointments you would like to select from the calendar view
    2. Click Actions  and select one of the following:
      • Label Selected: click to add or remove labels to all the appointments selected
      • Update Status Attendance: to report the attendance status of the clients all the appointments are scheduled with
      • Convert Billable: to convert billable appointments in bulk. To learn more, click here. 
      • Cancel: to cancel appointments. To learn more, click here.
      • Delete: to delete appointments from your calendar
  5. Click Week  to select a different calendar view: Day View, Week View, Month View, List View or Planner View
  6. Click the arrows < > to go to the next/previous day, week or month, depending on your calendar view
  7. Click the calendar date on top of the calendar to select a specific day, week or month for the calendar view
  8. Click Today to go to your current date
  9. Click + New Event to add a new appointment to your calendar. To learn more, click here.
  10. Click the cloud  to export your calendar as a CVS or Text file
  11. Click Settings  and select one of the following:
    • Print as Agenda: to print your appointments in an agenda view
    • Print to PDF: to print your calendar in PDF format
    • Calendar Feed: to get a link to sync your CentralReach calendar into another calendar program
    • Show Schedule Labels/Hide Schedule Labels: to identify appointments with a schedule label, or show all appointments
    • Offline Calendar: options to take to save your calendar and appointments to be viewed offline (without internet/data connectivity). To learn more, click here. 
      • Take Offline
      • View Offline Calendar
    • x appts click to view a summary of the total appointments you have booked, number of appointments with authorization, total appointment hours and total authorization hours, for the calendar view selected
  12. Click any appointment in the calendar to view the appointment details
  13. Click any open slot to schedule a new appointment at that time and date
  14. Drag appointments to different times or dates in the day and week views
  15. Click the filter icon to expand the left side options panel for Calendars, Labels & Filters. To learn more, click here. 

Human Resources / Payroll / Scheduling Preventing Payroll Unresolved Entries

All entries converted AFTER a payroll run, within a payroll date range, can be filtered by clicking the Unresolved tab on top of the payroll grid in the Payroll section within the Human Resources Module.

To prevent entries from being converted after a payroll run, we recommend you audit and ensure all appointments are converted before running payroll. Additionally, there is a Schedule Lock Date setting that can be configured in the Scheduling Module to establish the last date employees can edit and convert appointments. If configured, you can avoid entries converted after the payroll is generated, as employees won’t be able to convert appointments after the established lock date.

To learn how to set up a Schedule Lock Date, click here.

Scheduling Print a Schedule in Calendar View

Appointment schedules can be printed on a variety of calendar formats from View My Calendar.

To print a schedule:

  1. Navigate to the Scheduling module and select View My Calendar
  2. Search for any client’s or employee’s name on the search bar on top of the calendar to import their calendar into the view
  3. Click Settings  on the top right hand-side and select one of the following options to print your schedule:
    1. Print as Agenda: to print all your scheduled appointments included in the calendar and date range defined, in a table agenda PDF format
      • Define your printer settings on the pop up, and click Print
    2. “Print” to PDF: to define and customize the layout of your calendar printout
      • Complete the Print Settings pop up and click Ok
      • Click Download PDF

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Scheduling Reschedule Appointments

Appointments can be easily re-scheduled from the Calendar and Day Planner views in the Scheduling module, using the drag and drop feature.

To re-schedule appointments using the drag and drop feature:

  1. Navigate to the Scheduling module and select View My Calendar or View Day Planner
  2. On View My Calendar, click the calendar view drop-down on the top left hand-side, and select Day View or Week View
  3. Click & hold the appointment you need to re-schedule and drag it to the new time or day within the view
  4. Click Yes in the confirmation pop up, and confirm if the changes are to be applied to only the occurrence being updated, or to all appointments within the recurring series (if any).
    • If there are authorization discrepancies, pop-ups will be displayed with further details you will need to review.  Please note that an appointment cannot be moved past the authorization end date.

Scheduling Review Timesheets & Appointments Conversion Mismatches

The Conversion Mismatches filter available in the Scheduling module Grid View allows you to audit discrepancies between appointments and their timesheets, such as duration, service codes and mileage variations.

To add the filter and audit appointment and timesheet mismatches:

  1. Navigate to the Scheduling module and select View as Grid
  2. If you are auditing appointments and timesheet mismatches for other employees in your organization, remove the filter Principal on appt.: me on top of the grid
  3. Click the date range on top of the grid to define the date range you are auditing
  4. Click the filter  icon to expand the left hand-side panel
  5. Click the Filters tab
  6. Click to expand Conversion Mismatches 
  7. Click Mismatch to enable any of the following filters and identify discrepancies between appointments and their timesheets:
    • Date: differences between appointment date and their timesheet service date
    • Duration: differences between appointment length and their timesheet length
    • Start Time: differences between appointment start time and their timesheet start time
    • Service Code: differences between appointment service codes and their timesheet service codes
    • Authorization: differences between appointment authorizations and their timesheet authorizations
    • Mileage: differences between appointment mileage and their timesheet mileage
    • Drive Time: differences between appointment drive time and their timesheet drive time
    • Pic. of Service: differences between appointment place or location of service and their timesheet place of service
    • Units: differences between appointment service units and their timesheet service units
    • All of the above: enable all the above filters.
      • Alternatively, you can subscribe to the Converted Mismatch filter, which will allow you to easily save and access a grid view with all of the above filters enabled. To learn more, click here. 
  8. To filter appointments matching their timesheet information, click Match next to the filters defined above
  9. To remove a filter, click the x on the filter added on top of the grid, or within the filter’s name under the Conversion Mismatching section in the left hand-side panel
  10. The grid view will display one column with the information as per the appointment (Example: Date), and a column next to it with the information as per the timesheet with a dollar $ icon in front of the field title (Example: $Date). Additionally, the $Mismatch column lists all the discrepancies between the appointment and the timesheet.
  11. To quickly access a timesheet, click the green checkmark bubble  on the left hand side column of the appointment

Scheduling Schedule a New Appointment

To Schedule a new appointment:

  1. Navigate to the Scheduling module and select View My Calendar
  2. By default, you will land in the calendar of the account you are currently logged into. To schedule an appointment for yourself, proceed to step 4.
  3. To schedule an appointment for another user, enter the name of the user in the search bar. If availability has been added for the user, you will see his/her availability highlighted in the calendar.
  4. Over the calendar, click the day and time you would like to schedule the appointment for. Skip to step 6 if you are creating an appointment for yourself.
  5. Click the user’s name you are scheduling the appointment for
  6. The date, start time and provider name (employee name you are scheduling the appointment for) will be prepopulated in the appointment form
  7. Complete the form. All items with an asterisk are required to be able to create the appointment
    1.  Appointment Details:
      • Repeats: to set up a recurring appointment series, click Does Not Repeat  
        • Repeats: click the drop-down and select how often the appointment should repeat
        • Repeats on: click the days of the week when the appointment should repeat, or select from the drop-down options available
        • Ends: click to select when the appointment series should end and not repeat any more, or enter the number of appointment occurrences. Review that the appointment end date is the same as the service code authorization end date defined in step 3 below.
      • Set End Time: enable if the appointment length will be entered manually, and should not be set based on the appointment type
      • Appointment with*: enter the name of the client who is receiving the service
        • Visible to Client: Enable toggle for the appointment to always be visible to the client in the Client Portal. If enabled, the client will always see this appointment in their schedule, and all future appointments in the recurring series, and you won’t be able to change it to disable appointment view in the future. If the toggle is disabled, you will be able to manually select and enable, one-by-one,  the appointments the client will be able to view in their calendar. To learn more about this feature, click here. 
      • Additional Participants: enter the name of other individuals who need to see the appointment but who don’t need to convert the appointment
      • Appointment types: select one of your standardized appointment type titles with their preconfigured lengths
        1. Once selected, the appointment end time will automatically be updated in the top section based on your appointment type length. If you need to edit the appointment length, update the end time on the top under the Date & Time* section
      • Single Event Labels: click to select and add labels
      • Recurring Event Labels: click to select and add labels
    2. Location Details: these fields may be optional or required based on the service codes added to the appointment
      • Place of Service: select from the drop-down the default location
      • Location/Address: select the address where the appointment will take place
      • Drive Info: enter estimated hours, minutes and miles for reimbursement purposes
    3. Authorization & Billing
      • Click + Add New
      • Click the Authorized Codes and Authorized Group Codes tabs to review the service codes in the client’s authorization
      • If you don’t have an authorization for this client, or the authorization doesn’t have any service codes, you can select the codes manually in the Codes tab
      • Select the code(s) you want to add to the appointment and click Use This on the right side of the code to add them to the appointment. You can add as many codes as necessary.
      • Confirm the length of time of the code and the length of time of the appointment are the same, and make any updates as necessary by shortening or expanding the service code length or the appointment length
      • If you are creating a recurring appointment, the service code end date in the authorization should be the same as the recurring appointment series end date
    4. Validation
      1. Enable Validation to verify and identify any service code authorization issues or any scheduling issues you should further review with this and recurring appointments in the future
      2. Schedule Validation may always be enabled for all appointments or can be enabled or disabled by the user, based on the organization Schedule Validation settings. To learn more, click here. 
  8. Click Create Appointment

Scheduling Schedule Myself as Unavailable

From time to time, you may be occupied with personal business and may not be available for other clients or fellow employees. In those instances, you can easily schedule an appointment with yourself to block your schedule during those times.

To show yourself as unavailable, schedule an appointment for the specific time period and enter your name or click Me on both the Primary Provider and the Appointment with fields. Once done, scroll down to the bottom of the screen and save the appointment to add it to your schedule. Please note that the appointment added to your schedule won’t be a convertible appointment. 

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Scheduling Schedule Validation Authorization Error Details

When scheduling an appointment and utilizing the Schedule Validation feature, if there are authorization issues related to the appointment length, approved time, units or date, you may get the following errors:

  1. If the appointment is scheduled with an expired authorization, or your appointment recurring series end date is after the authorization end date, you may get the error message below. To avoid this error and ensure your appointments and authorizations are aligned, CentralReach recommends you schedule appointment recurring series based on the authorization date range, so that the start date and end date of the appointment are equal to the start date and end date of the corresponding authorization.

2. When attempting to schedule an appointment and the appointment length exceeds the authorizations’ approved hours or units, a warning error will also be displayed. The warning message will detail the number of hours available to be used per frequency and how many hours you are exceeding based on the appointment start/end time. If you wish to view how many hours are authorized and how many hours have been utilized for the week or the month, you can simply click the downward arrow next to the error messages.

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To change the tracking amounts of the authorization:

  1. Click on the authorization’s name
  2. Edit the authorization details
  3. Click Save changes

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4. After closing the pop-up screen, you will encounter the authorization file screen and you should be able to see the list of your authorization codes as well as their frequency tracking amounts and the total tracking amounts

5. To edit their tracking amounts to a greater number to prevent the error messages from appearing again, click on the pencil icons next to the authorization codes

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6. When you click to edit the codes, it will generate another pop-up window. At the top of the pop-up window, click the Frequency & Amounts tab and you will see the area that has a table with details of how many hours/units are authorized per frequency and in total. Change the tracking amounts to greater numbers so that you can continue to schedule more appointments without encountering the error messages. If you decide not to change the tracking amount of hours and wish to prevent anyone from billing past the amount, make sure that Schedule Validation is enabled and click the checkbox to Allow Overbilling.

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Please note that there are no reports showing the number of warning messages that have been populated to employees and how many employees have scheduled appointments without enough authorized hours. However, you can view authorization details by navigating to the Authorization’s section in the Billing module. There you will be able to view how many hours and units are authorized, how many are currently scheduled (Pending) and worked, and the total percentage of the authorized amounts utilized (Utilization). This data can be exported to excel for auditing purposes by clicking on the download icon on the top right corner of the Authorizations screen.

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Scheduling Scheduling Day Planner

The Scheduling module Day Planner provides you with a variety of features designed to help you manage your employees’ and clients calendars and appointments.

To access the Day Planner:

  1. Navigate to the Scheduling module and click View Day Planner
  2. Click the link to add your calendar to include your calendar in the planner view. Otherwise, proceed to step 3.
  3. In the search bar, enter the name of labels, employees, and clients to add their calendars to the day planner view
    • Continue to enter as many contacts as necessary, so they are added to the planner view
  4. The daily calendar view will be displayed for all the contacts added to the view. Contact names will be displayed on the left side column
  5. To perform bulk actions on the appointments included in the view:
    1. Click the   icon on the top left side of the calendar and select from the following options:
      • Check all events: will select all the appointment currently scheduled in all the calendars included in the planner view. Once selected, you have the option to click again to Un-Check all events, which will unselect all the appointments
      • Alternatively, to select specific appointments from the view, click the ctrl key in your keyboard and click the appointments you would like to select
    2. Click one of the following options:
      • Convert billable: to convert billable appointments in bulk. To learn more, click here. 
      • Update Status: to report the attendance status of the clients all the appointments are scheduled with
  6. Click the calendar icon on top of the planner to select a specific date for the planner view
  7. Click More  and select from the following options:
    • Add My Calendar: select to add your calendar to the view
    • Show just my calendar: select to just display your own calendar in the view and remove all other calendars added
    • Clear search fields: select to remove all the calendars added in the view
    • Go to today: select to go to the current date calendar
    • Display Density: select to change the width of the columns
      • Comfortable
      • Cozy
      • Compact
  8. Click Audits  and select from the following options to add filters to the planner view. Multiple filters can be added at the same time and can be removed from the view by clicking the x of the added filter as they appear on top of the planner view
    • Show un-converted events
    • Partially converted
    • Fully converted
    • Show cancelled
    • Show deleted: filter deleted appointments
    • Hide active: hide active appointments 
    • Without authorization
    • With authorization
    • No attendance recorded
    • Absent w/out excuse
    • Absent with excuse
    • Present
  9. Click + New Event to add a new appointment to your calendar. To learn more, click here.
  10. Click the  drop-down next to each contact’s name, to view options to Remove this calendar or  Choose colors… to change the color of the appointments of the user’s calendar in the planner view
  11. Click any appointment in the calendar to view the appointment details
  12. Click any open slot to schedule a new appointment at that time and date
  13. Easily update appointments by dragging appointments to different times or providers, or hovering over the beginning or end of the appointment slot to increase or reduce the appointment length

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Scheduling Scheduling Filter Panel

The Scheduling module provides additional filters and functions within the options left-hand side panel on the Calendar and Grid views.

To view the left-hand side options panel:

  1. Navigate to the Scheduling module and select View My Calendar or View as Grid
  2. Click the filter  icon on the left hand side to expand the options panel
  3. In My Calendar, the following options are available:
    • Calendars: lists all the calendar contact names that have been added to the calendar view via the search bar. Click the  icon next to each contact name to Remove this calendar or Choose colors… to change the color the contact’s appointments are displayed in the calendar view
    • Labels: click to expand and select organization or contact labels to be added to the calendar view. To remove the labels, click the x next to the label title added on top of the calendar. You can also save the filters being added for easy access in the future, by clicking Save this view as a filter, which will save the filter under the Saved Filters section within the Filters tab detailed below. Click the icon to edit labels.
    • Filters: click to expand and view your available filters, all your saved filters, and click the  icon to edit or remove the filters. Click Appointment Details to add additional filters:
      • Converted: options to filter non-converted appointments, partially converted appointments or fully converted appointments
      • Cancelled: to view all cancelled appointments
      • Deleted: to view all deleted appointments
      • Active: to view all active appointments
      • Authorized: to filter appointments with and without authorizations
      • Attendance: to filter by client attendance status
      • Absent Excused: to filter by client absentees with and without an excuse
  4. In Grid View, the following options are available:
    • Labels: click to expand and select organization or contact labels to be added to the calendar view. To remove the labels, click the x next to the label title added on top of the calendar. You can also save the filters being added for easy access in the future, by clicking Save this view as a filter, which will save the filter under the Saved Filters section within the Filters tab detailed below. Click the  icon to edit labels.
    • Filters: click to expand and view your available filters, and click the  icon to edit or remove the filters. Each expandable filter allows for a more powerful search to audit all appointments even more effectively. Examples:
      • Use the Conversion Mismatches filters to identify mismatches between an appointment and its corresponding timesheet as it relates to date, duration, authorization, etc. To learn more about mismatches, click here.
      • Use the Conversion Audits filters to identify unconverted appointments and appointments pending client or provider signatures
    • Stats: Click Load Stats & Totals to display a summary of the total number appointments within the date range selected, along with total appointment time, total authorizations and additional stats pertaining the appointments in the view

 

 

 

Scheduling Scheduling Grid View

The Scheduling module View as Grid allows you to see all of the appointments within the selected date range in a convenient, grid format rather than the typical calendar format. This grid view provides a comprehensive look at all the information contained within the schedule at a glance without having to go into each appointment.

To access your calendar grid view:

  1. Navigate to the Scheduling module and click View As Grid
  2. You will land in the grid view with a filter with the Principal on appt: Me on the top of the grid, which only filters the appointments in your schedule. To see other employees for whom you have permission to view or manage their calendar, remove the filter by clicking the x next to it.
  3. Click the checkbox on top of the grid, or next to each individual appointment, to select appointments and perform any of the following bulk actions:
    • Convert Billable: click to convert billable appointments in bulk. To learn more, click here. 
    • Update Status: click to report the attendance status of the clients all the appointments are scheduled with
    • Label: click to add or remove labels to all the appointments
  4. Click the calendar date range to select the date, week, month or enter a custom date range for appointments to be displayed on the grid
  5. Click Active to filter all your outstanding appointments
  6. Click Cancelled to filter all your cancelled appointments
  7. Click Deleted to filter all your deleted appointments
  8. Click the refresh  icon to refresh the appointments displayed on the grid
  9. Click the sort  icon to select how to sort the appointments on the grid: Date ascending, Provider or Appointment with
  10. Click Column Filters have moved to the Sidebar  to expand the filter panel on the left side, and add additional filters to the grid to further audit your scheduled and converted appointments. To learn more about the available calendar filters, click here
  11. Click the icon to Show separation between appintments or click to Show list without separation
  12. Click the cloud  icon to export your grid as a CVS or Text file
  13. Click the  icon to add or remove columns to or from the grid, such as appointment date, provider name, client name, a view button to open the appointment details and many others
  14. Click the X per page drop-down to select how many rows to include in each page view
  15. Click the View button under the View column to open the appointment details. To add the column, go to step 13 above.
  16. Click the blue text to review options available to filter and view contact info of providers and clients

 

Scheduling Search Providers by Zip Code in Find a Provider

The Find a Provider feature allows you to filter providers by their zip code and by the provider’s distance to a defined zip code.

To filter providers by zip code:

  1. Navigate to the Scheduling module and select Find a Provider
  2. Enter the zip code in the top Search bar. Alternatively, you can also enter a city or state.
  3. Providers will be filtered based on the zip code, city or state entered
  4. Click to expand the filters panel on the left hand-side
    1. Click Providers
    2. Radius: click to add an additional filter and identify providers based on their mileage distance to the zip code entered
  5. Providers shown will be filtered by the zip code and the mileage distance to the zip code selected

Scheduling Sync My CentralReach Calendar with Another Calendar Application

CentralReach’s provides you the ability to sync and post your appointments from the Scheduling module to numerous third-party calendar applications. This will allow you to see your CentralReach appointments, right next to all your personal appointments in your most used calendar application, outside of CentralReach.

To sync your CentralReach calendar into another application:

  1. Navigate to the Scheduling module and select View My Calendar
  2. Click Settings  on the top right corner of your calendar and select Calendar Feed
  3. Copy the link provided. This is your unique URL, needed to sync your CentralReach calendar in other third-party calendar applications.

Here are the steps to add your CentralReach calendar to other applications:

iPhone/iPad Calendar:

  1. Launch the Settings app on your iPhone or iPad
  2. Scroll down and tap on Calendar
  3. Tap on Accounts
  4. Tap on Add Account
  5. Tap on Other
  6. Tap on Add Subscribed Calendar
  7. Enter or paste your unique CentralReach calendar feed URL (step 3 above), then tap Next
  8. Change the description name to what you want to call this calendar, then tap Next
  9. Your CentralReach calendar will now be visible in your Calendar app

Apple Calendar:

  1. File > New Calendar Subscription…
  2. Paste your unique CentralReach calendar feed URL (step 3 at the top of this page)
  3. Name your calendar and set your auto-refresh time
    • The auto-refresh time is the amount of time that the application will check the link for any updates. If you make changes to your CentralReach calendar regularly, setting a smaller auto-refresh time will keep your CentralReach calendar up-to-date in Apple Calendar.
  4. Click Ok and you’ll see your CentralReach calendar populated on your Apple Calendar

Google Calendar:

  1. On the left sidebar, navigate to Other Calendars
  2. Click the down arrow [fac_icon icon=”caret-square-o-down” color=”#000000″] > Add by URL
  3. Paste your unique CentralReach calendar feed URL (step 3 at the top of this page) then click Add Calendar
  4. Your CentralReach calendar will show at the top of your Other Calendars, clicking the down arrow [fac_icon icon=”caret-square-o-down” color=”#000000″] will give you further preferences for this calendar feed

Microsoft Outlook 2016:

  1. On the left sidebar, right-click on My Calendars
  2. Navigate to Add Calendar > “From Internet…
  3. Paste your unique CentralReach calendar feed URL (step 3 at the top of this page)
  4. Click Yes to add your CentralReach calendar

Important Note: This feature gives you the ability to see your CentralReach appointments on a third-party calendar application. Changing any details of the CentralReach appointment from your third-party application (calendar feed) will not affect your appointments in CentralReach. All changes to CentralReach appointments must be made in the Scheduling module while logged into CentralReach. Those changes will be reflected on your third-party calendar depending on your sync (auto-refresh) settings.

Scheduling There are issues with using this authorization

CentralReach has various authorization warnings that will be displayed when users attempt to schedule an appointment or convert appointments into timesheets. These depend on the authorization settings and are designed to alert users when certain actions conflict with the settings of the authorization. Here are our warning messages and their explanations:

1) GROUP: This appointment exceeds the 2 weekly authorized hours/units on __ occasions.

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This message appears because the amount of hours on the appointments that you have scheduled using the authorization exceeds the amount of hours and units that is authorized for the therapists to use per tracking frequency. In this case, if you click on the downward arrows next to each of the error message, the section will expand to display how many hours/units have been authorized to use for that frequency, how much has been scheduled, and how much of the hours and units are excessive in regard to the amount authorized.

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To resolve this issue, you will either have to change the amount of hours scheduled on the appointments or go back to the authorization files and change the amount of hours and units authorized to a greater number. To go back to the authorization files immediately, click on the paper icon next to the name of the authorization code, as shown above. Once you click on it, it will take you into the respective authorization file and will generate the following pop up screen. If this screen appears, press Close.

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After closing the pop up screen, click to edit the desired code and, once another pop-up screen appears, navigate to Frequency & Amounts tab to locate the Weekly Amounts and Calculated Group Amounts section. There, once you change the amount of hours and units authorized per respective tracking frequency to sufficient amount, then when you attempt to re-create the appointment with the same authorization code, you should no longer encounter such error messages.

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2) GLOBAL: This series exceeds the mm/dd/yyyy authorized end dates by ___ days. Shorten the series to remove this warning.

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This message often appears because the series of recurring appointments that you have scheduled continues onward even after the authorization used for this series expires. To resolve this issue, it is best to always check the valid date ranges of the authorization in the scheduling module, as displayed above, and consider the date range of the series of the appointment. If needed, you can create a series to end along with the end date of the authorization and then create another series afterwards.

Scheduling Unable to Schedule an Appointment with a Client or Staff Member

After new employees have been added to CentralReach and have been set-up with the appropriate permissions, they must be connected to clients, employees and providers in the organization, to be able to schedule appointments between them.

If contact connections are not yet made, when attempting to schedule an appointment for the new employee, you will not be able to find other contact names under the Appointment with or Additional participants fields sections, in the Appointment Details page.

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To learn how to connect clients to providers, click here.

To learn how to connect clients to employees, click here.

To learn how to connect employees, click here. 

Scheduling Unhide Appointment from Client Portal

After an appointment is created with the Visible to Client toggle disabled, the appointment will be hidden from the client’s schedule in the Client Portal, and you can enable the client to view the appointment at a later time.

To make a hidden appointment visible in the Client Portal:

  1. Navigate to the Scheduling module and select View My Calendar or View Day Planner
  2. Appointments hidden from the client’s view will be identified with a strike eye icon
    • Appointments enabled for the client view are not identified by an icon
  3. Click the appointment you wish to unhide from the Client Portal
  4. Go to the Visible to Client toggle:
    • To unhide all recurring appointments: click the Apply to all Remaining Events link
    • To unhide only this appointment: click the toggle
    • Once any of the above is clicked, you won’t be able to reverse the update, and the appointment/s will be displayed in the Client Portal schedule

To make multiple hidden appointments visible in the Client Portal:

  1. Navigate to the Scheduling module and select View as Grid
  2. Appointments hidden from the client’s view will be identified with a strike eye icon in the third column of the grid
  3. Click the checkbox on the left hand-side column of the appointments you wish to unhide
  4. Click Make Visible to Client on top of the grid
  5. Click Make Visible

Scheduling Update Client Addresses in Location/Address Field

When scheduling a new appointment you may be required to select the client’s Location/Address depending on the appointment service code settings.

The addresses included in this drop-down are pulled directly from the client’s address saved in his/her profile, and any other addresses previously added by clicking the Add option on the right hand-side of the drop-down. Once an address is added via the Add button, it will be included in Calendar Locations within the client’s profile.

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To update or remove a client Location/Address:

  1. Navigate to the  Contacts module and select Clients
  2. Click the name of the client
  3. Click the Profile tab on top of the client’s Dashboard
  4. To update the client’s main address:
    1. Click the Profile tab
    2. Click Basics
    3. Click the Address tab
    4. Edit the client’s address, and click Save Address
  5. To update/remove addresses added when scheduling appointments:
    1. Click the Settings tab
    2. Click Calendar Locations
    3. To update the Location/Address:
      • Click any location name
      • Edit the location address, and click Save Location
    4. To delete the location and no longer show it in the Location/Address drop-down when scheduling an appointment for this client
      • Click the trashcan  icon next to the location
      • Click Yes in the confirmation pop up

Scheduling View Authorization Utilization while Booking an Appointment

When scheduling an appointment, you can easily verify how many authorization hours, units and visits have been used or are available, by clicking the Show utilization  link underneath each service code, within the Authorization & Billing section of the Appointment Details page.

Clicking the link will expand the area and will display the authorization code details.

 

Dashboard / My Profile / Scheduling View Employee Calendar Permissions

After establishing an employee’s permission to view and manage calendars, you can review and edit who has access to the employee’s calendar within the employee’s Profile.

  1. Navigate to the  Contacts module and select Employees & Co-Workers
  2. Click the name of the employee you would like to review calendar permissions for
  3. Click the Profile tab on top of the Dashboard
  4. Click the Settings tab
  5. Click Calendar Permissions
  6. All employees who have view or manage access to the employee’s calendar will be listed
    1. To give access to another employee to view or manage this employee’s calendar, enter the employee name and select from the drop-down the level of access the employee should have to this employee’s calendar
    2. To edit the level of access employees have to this employee’s calendar, click the drop-down next to the employee name
    3. To remove the access level of any employee to this employee’s calendar, click the trashcan icon next to the employee’s name

Human Resources / Request Time Off / Scheduling View Time Off on My Calendar

Once your time off request has been approved, if your organization has additional time off settings configured, an appointment will be automatically added to your calendar with a PTO service code. This will prevent you from getting booked during your scheduled time off and will allow you to easily convert your time off to a timesheet.

To view your time off request on your calendar:

  1. Navigate to the Scheduling Module and select View My Calendar.
  2. Enter the date you have time off scheduled and approved.
  3. The request will be shown on your calendar and the corresponding time will be booked.

The time off requests added to your calendar must be converted to a timesheet, for payroll transactions to be recorded correctly. You must convert the appointment as soon as the time off occurs.

To learn how to view the status of your time off request, click here.

To learn how to set up the organization’s time off settings to book employees calendars when time off is approved, click here.

Scheduling View Unconverted/Partially Converted Billable Appointments in My Calendar

To view the status of your appointments in your calendar:

  1. Navigate to the Scheduling Module and select View My Calendar.
  2. Your calendar will be displayed.
  3. Select Day View or Week View in the drop-down menu on the top left hand-side of the calendar:
    • Unconverted or partially converted appointments will be identified with a white Lightning Bolt icon.
    • Converted appointments will be identified with a green Lightning Bolt icon.
    • Click the white Lightning Bolt icon to be redirected to the Billing Module  to edit the appointment timesheet.

  1. Select  Month View in the drop-down menu on the top left-hand side of the calendar:
    • Unconverted or partially converted appointments will be identified with a circle  icon.
    • Converted appointments will be identified with a circle with a check-mark icon.
    • When clicking the appointments, a pop up will be displayed with the appointment and patient details.

  1. Select  List View or Planner View in the drop-down menu on the top left hand-side of the calendar:
    • Unconverted appointments won’t be identified with any icon.
    • Converted appointments will be identified with a check-mark  icon or a circle with a check-mark icon.
    • When clicking the appointment, a pop up will be displayed with the appointment and patient details.

To learn how to convert an appointment to a timesheet from your calendar, click here.

Scheduling What are the circles on the top left corner of appointments?

When looking at the calendar, you will notice the circles on the top left corner of the appointments.

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Those circles are appointment indicators that inform you of their conversion status. If the circle is hollow, the appointment has not yet been converted.

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If a check mark appears within the circle, then all of the service codes/authorization codes associated with that appointment have been converted successfully.

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Scheduling What’s the difference between a segment and an event?

In scheduling, event hours refers to the total number of hours an appointment was scheduled for. In the example below, the event hours would be 5.5 hours since the appointment is from 10AM to 3:30PM.

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However, this appointment consists of two codes that also have their own assigned lengths. Each of these codes within an appointment is considered as a segment, with their own respective hours. In the example below, the entire event (appointment) is for 5.5 hours, but it consists of two segments, with 30 minutes of 0364T, and 5 hours of 0365T.

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Last Updated: 3/29/2017

Scheduling Why can’t I add an authorization code to a schedule?

When attempting to schedule an appointment with a client, a therapist may realize that the client’s authorizations does not appear for them to select in the appointment creation page despite the fact that the client does have authorizations set up in their contacts. In these cases, the question often asked is “Why can’t I add an authorization code to a schedule?”

 

no auth code in appointment help article 1

1. The enforce rate is not set up.

Go into the service code’s module and locate the desired service code that is not appearing under the client’s authorization. Once located, click on the name of the code and the pop-up window will appear to display the settings of the code. Check the Enforce rate to see what the enforced rate is set up as.

 

no auth code in appointment help article 2

If you would like to know more about the enforce rates, please click on this help article. Depending on what the enforce rate of the code is set up to, custom rates may need to be added. In the above image, the enforce rate is set to enforce the custom provider rate and, as such, a custom provider rate will need to be added to the code for an employee who will be utilizing this authorization code.

 

no auth code in appointment help article 3

Once the custom provider rate is set up for the employee, the client’s authorization code should become visible to be selected and utilized in the appointment creation page.

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2. Authorization has expired.

Open the client’s Dashboard, locate the authorizations widget and see if the client has an active authorization.

 

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Despite having multiple authorization codes set up if the client’s authorization validation periods have expired, then only the ones that are still within the validation periods will populate and those with expired authorization periods will not appear for you to select in the timesheet.

 

no auth code in appointment help article 5

3. Locked to Provider

The authorization has been locked to a specific provider, allowing only the chosen provider to utilize the authorization. As such, always check to make sure that the authorization has not been locked to a single provider.
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4. Code Requires Authorization

The code is set to require an authorization and it is currently not added to the client’s list of authorization codes. As such, once the code is added to the client’s authorization files along with other authorization codes, the code should appear in the client’s authorization codes on the appointment page.

no auth code in appointment help article 6

 

 

Scheduling Why can’t I convert my appointment into a timesheet?

You may have difficulty converting an appointment to a timesheet if your administrator has not set up your permission to do so. If you see a blank screen after hitting the Convert to Timesheet button, contact your account administrator to update your Permissions.

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Your Administrator needs to update the following Permission to give you access. In the Billing Manager Permissions, employees need to have Access>Basic and Access>Timesheets. Once this Permission is updated, the employee will be able to access the timesheet to complete the conversion.

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Contact your administrator to update your Permissions and you should be all set!

Scheduling Why can’t I pull up an employee’s calendar in Scheduling?

If you’re already connected to a co-worker but still cannot pull him/her up when searching in Scheduling…

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..then you are most likely not connected to them via Scheduling > Settings > Employee Permissions.

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Make sure that your administrator connects you two as shown here.

Last Updated: 3/30/2017