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 View 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. 

Scheduling View 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 View as Grid

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 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 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 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 Client tool within the Scheduling module, and easily view client’s available time highlighted when viewing a client’s calendars, for easy appointment scheduling. Clients are also able to manage their availability from the Client’s Portal.

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 / Dashboard / Profile / 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 Schedule a New Appointment

Appointments can be scheduled from the Scheduling module or from the scheduling widget in the  Dashboard module.

  1. To schedule an appointment from the Scheduling module:
    • Navigate to the Scheduling module and select View My Calendar or View Day Planner
    • Click + New Event on the top left corner and proceed to step 3
  2. To schedule an appointment from the  Dashboard module:
    • Navigate to the  Dashboard module and select Home
      • Alternatively, if scheduling an appointment for a client or an employee, navigate to the  Contacts module, select Everyone and click the name of the contact you are scheduling the appointment for
    • Go to the appointments widget and click  New Appointment
  3. Complete the Appointment Details form:
    1. Date & Time*: click to enter or edit the appointment date, start time and end time
    2. 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 entered in step 11 below.
    3. Set End Time: enable if you will define and enter the appointment length manually, and do not want it to be set based on the Appointment Type under step 7 below
    4. Primary Provider*: if you are creating the appointment for an employee or for yourself, from the appointments widget in the Dashboard, the name of the contact will be prepopulated. Otherwise, click ME to populate your own name, or enter the name of the provider you are booking the appointment for. The employee or provider name entered as Primary Provider will be the user who will be able to convert the appointment into a timesheet.
    5. Appointment with*: if you are creating the appointment for a client from the appointments widget in their Dashboard, the name of the client will be prepopulated. Otherwise, enter the name of the client or employee who is receiving the service or with who you are booking the appointment with. This user is not able to convert the appointment to a timesheet.
      • 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 enable the appointments the client will be able to view in their calendar at a later time. To learn more about this feature, click here. 
    6. Additional Participants: enter the name of other individuals who will participate in the appointment and must have the time booked in their calendar, but who won’t be converting the appointment into a timesheet
      • To learn more about scheduling appointments with additional participants for internal meetings or training sessions, click here. 
    7. Appointment types: select one of your standardized appointment type titles with their preconfigured lengths
      • 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.
    8. Single Event Labels: click to select and add single event label to the appointment, or to the first appointment in the recurring series
    9. Recurring Event Labels: click to select and add labels to all the appointments in the recurring series
      • To learn more about scheduling labels, click here
    10. 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. Click here to learn more.
      • Drive Info: enter estimated hours, minutes and miles for reimbursement purposes. Click here to learn more.
    11. 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, and the appointment occurrences must be aligned to the authorization frequency and amounts approved. Error messages may be displayed if there are discrepancies between the appointment and the authorization.
    12. Validation
      • 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
      • 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. 
    13. Click Create Appointment

Please note that if you are managing appointments and calendars for other employees in your organization, you must be connected to all the contacts you are scheduling the appointment for (employee, provider or client) to be able to schedule an appointment with/for them; and must have permission to manage other employee’s calendars.

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

To learn how to match contacts calendars to view availability and schedule appointments, click here. 

Scheduling Match Employee and Client Calendars to Schedule an Appointment

If you are managing your organization’s scheduling processes, and schedule appointments for other employees, the Scheduling module calendar and planner views allow you to match contacts calendars in order to find availability to schedule appointments.

To match employees’ and client’s calendar to quickly find availability and schedule appointments, all contacts must have logged availability in CentralReach.

To match contact calendars from View My Calendar:

  1. Navigate to the Scheduling module and select View My Calendar
  2. By default, you will land on the calendar of the account you are currently logged into
  3. Click the Date and arrows < > on top of the screen to change your calendar view and display the availability and schedule for a specific day, week or month
  4. To schedule an appointment for yourself, proceed to step 6 below
  5. To schedule an appointment for another employee, enter the name of the employee in the search bar. If availability has been added for the user, you will see his/her availability highlighted on the calendar/planner view.
  6. Enter the name of the client or contact you are scheduling the appointment with, in the search bar, to add their calendar and availability to the view
  7. Contacts availability will be highlighted in different colors on the calendar view, with matching available times between two or more contacts highlighted with a darker background color
  8. To manage the calendars displayed on the view, click to expand the left hand-side filters panel and click the Calendars tab
    • To remove a calendar from the view, click the icon next to the contact name and select Remove this calendar
  9. Hover over the calendar and click the day and time you would like to schedule the appointment for
    • If you have multiple employees and clients calendars on the view, click the name of the employee or client you are creating the appointment for. Otherwise, click Yes to confirm the date and time you are scheduling the appointment for.
  10. Complete the Appointment Details form:
    1. Date & Time*: click to enter or edit the appointment date, start time and end time
    2. 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 entered in step 11 below.
    3. Set End Time: enable if you will define and enter the appointment length manually, and do not want it to be set based on the Appointment Type under step 7 below
    4. Primary Provider*: if you are creating the appointment for an employee or for yourself, the name of the contact will be prepopulated. Otherwise, click ME to populate your own name, or enter the name of the provider you are booking the appointment for. The employee or provider name entered as Primary Provider will be the user who will be able to convert the appointment into a timesheet.
    5. Appointment with*: if you are creating the appointment for a client the name of the client will be prepopulated. Otherwise, enter the name of the client or employee who is receiving the service or with who you are booking the appointment with. This user is not able to convert the appointment to a timesheet.
      • 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 enable the appointments the client will be able to view in their calendar at a later time. To learn more about this feature, click here. 
    6. Additional Participants: enter the name of other individuals who will participate in the appointment and must have the time booked in their calendar, but who won’t be converting the appointment into a timesheet
      • To learn more about scheduling appointments with additional participants for internal meetings or training sessions, click here. 
    7. Appointment types: select one of your standardized appointment type titles with their preconfigured lengths
      • 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.
    8. Single Event Labels: click to select and add single event label to the appointment, or to the first appointment in the recurring series
    9. Recurring Event Labels: click to select and add labels to all the appointments in the recurring series
      • To learn more about scheduling labels, click here
    10. 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. Click here to learn more.
      • Drive Info: enter estimated hours, minutes and miles for reimbursement purposes. Click here to learn more.
    11. 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, and the appointment occurrences must be aligned to the authorization frequency and amounts approved. Error messages may be displayed if there are discrepancies between the appointment and the authorization.
    12. Validation
      • 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
      • 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. 
    13. Click Create Appointment

To match contact calendars from View Day Planner:

  1. Navigate to the Scheduling module and select View Day Planner
  2. To schedule an appointment for yourself, click add your calendar. To schedule an appointment for another employee, enter the employee’s name in the search bar to add their calendar to the planner. Enter as many employees as needed to review their calendars within the view.
  3. Click the Date icon on top of the screen to change your date
  4. Enter the name of the client or contact you are scheduling the appointment with, in the search bar, to add their calendar and availability to the view
  5. Each contact’s calendar and availability will be added on different horizontal sections within the planner view
  6. To manage the calendars displayed on the view, click the icon next to the contact name and select Remove this calendar
  7. Hover over the planner and click the day and time you would like to schedule the appointment for
  8. Click Yes to confirm the date and time you are scheduling the appointment for.
  9. Proceed to complete the Appointment Details as detailed in step 10 of the above workflow, to schedule your appointment

Please note that if you are managing appointments and calendars for other employees in your organization, you must be connected to all the contacts you are scheduling the appointment for (employee, provider or client) to be able to schedule an appointment with/for them; and must have permission to manage other employee’s calendars.

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

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, date or provider availability, you may get the following errors. If Schedule Validation is disabled, these errors won’t be displayed during the appointment scheduling process but will be shown if issues persist when converting the appointment to a timesheet.

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

This error appears when the number of hours on the appointment exceeds the number of hours and units in the authorization frequency and amounts. Click on the downward arrows next to each error message to view how many hours/units have been authorized to use per frequency, how many have been scheduled, and how many are in excess to the amount authorized. The issue can be resolved by editing the appointment recurrence or length to match the authorization, or editing the authorization to allow more units or hours. You can be redirected to edit the authorization by clicking the Auth/Code hyperlink.


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

 

If the appointment is scheduled with an expired authorization, or your appointment recurring series end date is after the authorization end date, you will get this error message. 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.

3. This appointment overlaps the following appointment on your schedule

You will get this error when you are trying to book an appointment at a time and date that overlaps with other appointments in the provider’s schedule. To resolve this error, ensure you are booking the appointment during an open time and date on the provider and client’s calendar. If the appointment is booked overlapping a schedule, there are additional tools available to help you audit overlapping appointments. 

Please note that you or employees will be able to proceed and book appointments with the errors detailed above by clicking the checkboxes to accept the errors and proceed.

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) to ensure your authorizations are up to date. 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.

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 Scheduling Filters Panel

The Scheduling module provides additional filters and functions on the 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 cancelled appointments and filter them by the cancelation system reason type
      • 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 to the appointments in the view

Scheduling Reschedule Appointments: Drag & Drop Feature

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 Delete an Appointment

Appointments can be deleted from the Appointments widget in the  Dashboard module or directly from the Scheduling module.

To delete an appointment from the   Dashboard module:

  1. Navigate to the  Dashboard module and select Home/My Dashboard
    • Alternatively, if you are deleting a client appointment, navigate to the  Contacts module, select Clients and click the name of the client you want to delete an appointment for
  2. Go to the Appointments widget and click the appointment you wish 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 Appointment or 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 module:

  1. Navigate to the Scheduling module and select View My Calendar, View My Planner or View as Grid
  2. If selecting View My Planner, click the link to add your calendar if you are deleting your appointment
  3. If you are deleting an appointment for another contact (client, employee or provider) enter the contact’s name in the search bar and add their calendar to the view
  4. Click the appointment you wish to delete in the Calendar and Planner views. Click View in the Grid view.
  5. Click Delete Event at the bottom right of the appointment details window
  6. Enter the reason for deleting the appointment
  7. Click Delete Appointment or Delete this one to delete just this appointment occurrence
  8. Click All remaining to delete all proceeding appointments in the recurring series

To delete appointments in bulk from the Scheduling module Calendar view:

  1. Navigate to Scheduling module and select View My Calendar
  2. If you are deleting appointments for another contact (client, employee or provider) enter the contact’s name in the search bar and add their calendar to the view
  3. Click the   icon on the top left side of the calendar and select Check all events to select all the appointment scheduled in the calendar
    • Once selected, you have the option to click again to Un-Check all events, which will unselect all the appointments
  4. Alternatively, to select specific appointments in your calendar, press the ctrl key in your keyboard and click the appointments you would like to select from the calendar view
  5. Click Actions on the top left corner and select Delete
  6. Enter the reason for deleting the appointments and click Yes, Delete them all

Please note that to be able to view client’s appointments, or manage other employees calendars to edit appointments, you must be connected to those employees and clients, and must have permission to manage their calendars. Click here to learn more.

Scheduling Edit an Appointment

Appointments can be easily edited from the Appointments widget in the  Dashboard module or directly from the Scheduling module.

To edit an appointment from the  Dashboard module:

  1. Navigate to the  Dashboard module and select Home/My Dashboard
    • Alternatively, if you are editing a specific client appointment, navigate to the  Contacts module, select Clients and click the name of the client you want to edit an appointment for
  2. Go to the Appointments widget and click the appointment you wish to edit
  3. Click Full Details to open the Appointment Details within the same browser tab
  4. Click the  icon within the button to open the Appointment Details in a new browser tab
  5. Edit the appointment information as necessary. Refer to how to schedule a new appointment to learn more about each appointment field
  6. Click Update Appointment 

To edit an appointment from the Scheduling module:

  1. Navigate to the Scheduling module and select View My Calendar, View My Planner or View as Grid
  2. If selecting View My Planner, click the link to add your calendar if you are editing your appointment
  3. If you are editing an appointment for another contact (client, employee or provider) enter the contact’s name in the search bar and add their calendar to the view
  4. Click the appointment you wish to edit in the Calendar and Planner views. Click View in the Grid view.
  5. Click Full Details to open the Appointment Details within the same browser tab
  6. Click the  icon within the button to open the Appointment Details in a new browser tab
  7. Edit the appointment information as necessary. Refer to how to schedule a new appointment to learn more about each appointment field
  8. Click Update Appointment 

Please note that to be able to view client’s appointments, or manage other employees calendars to edit appointments, you must be connected to those employees and clients, and must have permission to manage their calendars. Click here to learn more.

Scheduling Edit Client Appointment Authorization Codes

The easiest way to edit a client appointment authorization service codes is via the Scheduling module Grid view.

To edit a client’s appointment authorization service codes:

  1. Navigate to the Scheduling module and select View as Grid
  2. Enter the client’s name in the top search bar. Select the client name on the search results drop-down
  3. Click the filter  icon on the top left side to expand the left hand-side panel
  4. Click the Filters tab
    • Click Conversion Audits
    • Click No next to Converted to add a filter and identified all the unconverted client appointments
  5. The client’s unconverted appointments will be displayed on the grid, and the service code included in the appointment will be identified under the Service/Auth column
  6. Click the View button of the appointment to be edited
  7. Click Full Details
  8. Scroll down to the Authorization & Billing section
  9. Remove the service code you wish to edit on the appointment by clicking the trashcan  icon next to the service code
  10. Click + Add 
  11. Click Use this next to the service code you wish to add to the appointment under the Authorized Codes, Authorized Groups or the Codes tab
  12. Click Update Appointment
  13. If the appointment is part of a recurring series, in the Save pop up, click to enter a reason for the change on the top bar, and click one of the following:
    1. Only this event: if you only wish to edit the service codes of the appointment you just edited, without affecting any other appointments in the recurring series
    2. Save: and you wish to update all the appointments with the new service code added
    3. Cancel: to cancel the changes and not update any appointment

Scheduling Cancel an Appointment

Appointments can be cancelled from the Appointments widget in the  Dashboard module or directly from the Scheduling module.

To cancel an appointment from the   Dashboard module:

  1. Navigate to the  Dashboard module and select Home/My Dashboard
    • Alternatively, if you are canceling a client appointment, navigate to the  Contacts module, select Clients and click the name of the client you want to cancel an appointment for
  2. Go to the Appointments widget and click the appointment you wish to cancel
  3. Click Cancel Event at the bottom right of the appointment details window
  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 Appointment or Cancel this one to cancel just this appointment occurrence
  6. Click All remaining to cancel all proceeding appointments in the recurring series

To cancel an appointment from the Scheduling module:

  1. Navigate to the Scheduling module and select View My Calendar, View My Planner or View as Grid
  2. If selecting View My Planner, click the link to add your calendar if you are canceling your appointment
  3. If you are canceling an appointment for another contact (client, employee or provider) enter the contact’s name in the search bar and add their calendar to the view
  4. Click the appointment you wish to cancel in the Calendar and Planner views. Click View in the Grid view.
  5. Click Cancel Event at the bottom right of the appointment details view
  6. 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
  7. Click Cancel Appointment or Cancel this one to cancel just this appointment occurrence
  8. Click All remaining to cancel all proceeding appointments in the recurring series

To cancel appointments in bulk from the Scheduling module Calendar view:

  1. Navigate to the Scheduling module and select View My Calendar
  2. If you are canceling appointments for another contact (client, employee or provider) enter the contact’s name in the search bar and add their calendar to the view
  3. Click the   icon on the top left side of the calendar and select Check all events to select all the appointment scheduled in the calendar
    • Once selected, you have the option to click again to Un-Check all events, which will unselect all the appointments
  4. Alternatively, to select specific appointments in your calendar, press the ctrl key in your keyboard and click the appointments you would like to select from the calendar view
  5. Click Actions  on the top left corner and select Cancel
  6. 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
  7. Click Yes, Cancel them all

Please note that to be able to view client’s appointments, or manage other employees calendars to edit appointments, you must be connected to those employees and clients, and must have permission to manage their calendars. Click here to learn more.

Scheduling Schedule Appointment 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

Reporting / Scheduling Supervision Report

The Supervision report available in the Reporting module helps you easily audit the number of appointment hours employees have had with supervision over a period of time. The report allows you to quickly identify the total number of hours an employee has worked and has scheduled, and how many of those hours were supervised, along with a percentage rate. To be able to utilize this feature, all appointments booked for employees requiring supervision must be labeled with a supervision and a non-supervision label, in order for CentralReach to track and calculate supervision rates accordingly.

To run the Supervision report:

  1. Navigate to the Reporting module and select Report Home
  2. Go to the Billing section, and click Supervision report
  3. Enter the start and end dates you wish to audit
  4. Enter the name of the non-supervision label in the Label1 field
  5. Enter the name of the supervision label in the Label2 field
  6. Click the search  button
  7. Your search results will display:
    • Total hours worked and scheduled for each employee for the non-supervised appointment type
    • The number of hours worked and scheduled for the employee for the supervised appointment type
    • The percentage of supervised appointment hours worked and scheduled
  8. Click the + icon on the left hand-side of the employee name to view all the clients’ names the employee has worked with and is scheduled with

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 a Group Session

When scheduling a group session, in which multiple clients will attend the appointment with one single provider, and you are paying the provider one rate for the services rendered for all the clients attending the session (not for the services provided to each individual client) CentralReach recommends the following:

  • Create a client contact in the  Contacts module, and name it Client Admin.
  • Schedule one appointment between the provider and the Client Admin with a non-billable but payable service code, with the corresponding provider rate, and the fee schedule rates equal to $0

Using this method will ensure:

  • Your provider can convert each client’s appointment with their service notes individually
  • You can apply service rates to each client and bill their correspondent payor
  • You avoid timesheet and payroll edits because the provider rates for the client appointment service codes will be set to $0 and will already be excluded from payroll
  • You can allow client overlapping appointments if needed. One client can attend the session from 1 to 3PM, and another client can attend from 2 to 4PM, and each client can be billed for the time that they attended the session, while the provider is paid for the whole time he provided the services
  • You can easily see how much time is billed and how much time is paid for group appointment sessions, by filtering the corresponding service codes in the Grid view in the Scheduling module

Scheduling Schedule 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 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 Distribute Service Codes 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 Add Multiple Service Codes from an Authorization 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.

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 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.

 

Scheduling Unable to Add an Authorization Code to an Appointment

If you are trying to schedule a client’s appointment, and the authorized service codes are not available to be added to the client’s appointment, it may be because of the following reasons:

  1. The Enforce Rate is not set up on the Service Code: navigate to the Billing module to review and edit the service code, and check the Enforce Rate selected to ensure all custom rates are properly set up for all employees.
  2. Authorization has expired: navigate to the client’s Dashboard and review the Authorizations widget to view all their active authorizations. If the authorization periods have expired, the authorization service codes won’t be available to schedule a client appointment.
  3. Locked to Provider: the authorization has been locked to a specific provider and you are trying to schedule an appointment with another provider. To enable more than one provider to be scheduled for appointments with the client, edit the authorization and remove the locked provider.

4. Code Requires Authorization: the code you are trying to schedule the appointment for requires 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.

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 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 Unable to Find a Contact to Schedule an Appointment

When new employees, providers, and clients are added to CentralReach, connections must be established 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 or client, you will not be able to find them in the Primary ProviderAppointment with or Additional Participants fields in the Appointment Details page. Additionally, if a user is scheduling appointments on behalf of other employees, the employee’s calendars must be connected as well.

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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 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 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 View an Employee or a Client’s Calendar & Schedule

You can easily view employees, providers and clients’ calendar of appointments via the Scheduling module if you are connected to these contacts.

To view another contact’s schedule:

  1. Navigate to the Scheduling module and select View My Calendar, View My Planner or View as Grid
  2. The calendar default view will display your own calendar of appointments
  3. Enter the name of the client, employee, provider, contact label, etc. you wish to view the calendar for, in the search bar on top of the screen. Add as many calendars as needed.
  4. If there is clients and employee availability logged in CentralReach, it will be displayed highlighted in the calendar view
  5. In the View My Calendar view:
    • Contacts’ calendars added will be added on the left-hand side filters panel, under the Calendars tab
    • To easily identify all contacts calendars in the view, change the color of each contact’s calendar by clicking the  button next to each contact’s name on the left hand-side panel

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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 View Overlapping Appointments

When scheduling appointments, you will receive warnings advising you if your new appointment is overlapping any other appointment in your schedule or the schedule of the contacts the appointment is being booked for if Schedule Validation is enabled. If an overlapping appointment is still scheduled, there are tools available to help you audit clients and employees/providers overlapping appointments.

To review overlapping appointments:

  1. Navigate to the Scheduling module and select View as Grid
  2. Click the  icon on the top left corner texpandnt the left hand-side panel
  3. Click the Filters tab
  4. Click  Overlapping
  5. To filter overlapping appointments on providers’ calendars, click Provider
  6. To filter overlapping appointments on clients’ calendars, click Appointment With

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 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 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

Schedule 4

 

 

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 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 from the Scheduling module:

  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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To review authorizations’ statuses from the Billing module:

  1. Navigate to the Billing module and select Authorizations
  2. Use the toggles on top of the screen to define the date range, hours units or visits you with to audit
  3. Click the  icon on the left hand-side of the client’s name
  4. Click the icon on the left hand-side of the service codes, to expand the authorization frequency and amount details
  5. Audit on the right hand-side the authorization Worked, Pending and Remaining hours, as well as the Utilization

To download a report from the Reporting module to audit employee converted or non-converted appointments:

  1. Navigate to the Reporting module and select Reporting Home
  2. Under the Providers section, click Appointment Status with Sales
  3. Enter the Start Date and End Date you wish to audit and click  Export
  4. Click Download
  5. Open the report to review all your employees’ appointment details, and whether or not the appointment was converted to a timesheet

Scheduling View Unconverted/Partially Converted Appointments in My Calendar

Unconverted and converted appointments can be easily identified in the Scheduling module.

To view the status of your appointments in your calendar:

  1. Navigate to the Scheduling module and select View My Calendar
  2. 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 convert the appointment

3. 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

4. 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 an 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 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 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 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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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.

Dashboard / 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 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 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 Unable to Convert Appointment

To be able to convert appointments, you must have the Billing permission to Access and Timesheets > Access. If these permissions are disabled, you will see an error message stating you do not have permission to convert appointments and need to contact your organization account for further assistance. These permissions can be enabled via the Permissions module.

Scheduling Scheduling Attendance Feature

The attendance feature in the Scheduling module is designed to track client’s attendance in a classroom or group setting session. The attendance feature allows you to set up codes associated with clients’ attendance and classify absences as excused, unexcused, or other. This feature allows you to quickly filter and track clients who have or have not attended a session via the Attendance screen or with a filter in the Grid View, within the Scheduling module. Please note that recording clients’ attendance doesn’t convert any appointments to a timesheet nor replaces any billing and payroll related processes.

To utilize the attendance feature, the first step is to set up your Reason Codes.

To set up Reason Codes:

  1. Navigate to the Scheduling module and select Settings
  2. Click Reason Codes
  3. New Code: enter the code name. Examples include Sick, No Show, Life Event, etc.
  4. Code Description: enter a description with further details about the code.
  5. Applies to: click the checkbox to classify what the code is related to
    • Present: codes related to clients being present during the session
    • Excused: codes related to the client being absent during the session, but with an acceptable excused
    • Un-Excused: codes related to the client being absent during the session, without an acceptable excused
    • Other: codes not related to the above classification
  6. Click the save  icon on the right hand-side of the code

Once the Reason Codes are set up, individual client attendance can be recorded via the Calendar View, the Grid View or from the Day Planner.

To record clients’ attendance:

  1. Navigate to the Scheduling module and select View My Calendar, View Day Planner or View as Grid
  2. Click the checkbox  on the top left corner if you wish to select all the appointments in the view
    1. On the Calendar and Planner view, select Check all events to select all the appointments on the calendar view
    2. Alternatively, to select individual appointments, on the Calendar and Day Planner views, click the CTRL key on your keyboard and click each individual appointment
    3. On the Grid view, you can select individual appointments by clicking the checkbox  on the left hand-side of the appointment
  3. On the Calendar view, click Actions  on top of the view and select Update Status & Attendance. On the Day Planner View and the Grid View click Update Status
  4. Under each client, click the first drop-down on the left hand-side and select the attendance type: Present, Un-Excused, Excused or Other
  5. Click the Code drop-down to select the Reason Code associated to the attendance type
  6. Click  Comments to enter additional comments pertaining the the attendance recorded, and click Done
  7. Continue to update each client’s attendance, and once done, click Save Status for X Appointments

Once attendance is recorded in CentralReach, attendance can be tracked via the Attendance screen and from the Grid view. Attendance can also be tracked via the report that can be downloaded from the Grid view.

To track attendance from the Attendance screen:

  1. Navigate to the Scheduling module and select Attendance
  2. The view will display all clients names on the left hand-side column, with their recorded attendance for each day of the selected month on the left hand-side columns

To track attendance from the Grid view:

  1. Navigate to the Scheduling module and select View as Grid
  2. Click the filters  icon on the top left hand-side to expand the left hand-side panel
  3. Click the Filters tab
  4. Click  Attendance Tracking
  5. Click to add the desired filter to the appointments on the grid
    • The filter name will be added on top of the grid and can be removed by clicking the x next to the filter
  6. To download a report including the defined filter, click the download icon on the top right corner and select CVS or Text and click Go to Files on the Export pop up to export the report

Scheduling History & Auditing

The History & Auditing feature available in the Scheduling module allows you to easily track updates or changes made to your schedule and other modules, by the defined time range.

To access History & Auditing:

  1. Navigate to the Scheduling module and select History & Auditing 
  2. Click the calendar date range to define the dates you wish to audit
  3. Click the filter  icon to select other modules and features you would like to review and audit
  4. Click the filters you wish to add
  5. Search results will be populated based on the defined criteria