Timesheets

Information about Timesheets in Billing

Billing / Timesheets How to Download the Timesheet Report

The Timesheet report contains information from providers’ rendered services, which is submitted for billing and payroll processes. This report is located in the  Billing module.

To download the Timesheet report:

  1. Navigate to the  Billing module and select Timesheets
  2. Add any filters and choose a desired date range by selecting the calendar  drop-down at the top of the screen 
  3. Click the cloud  icon on the right-hand side and select Standard export (txt) or Standard export (csv) 
  4. Click  Download in the “Export” pop up to download the report to your computer, or Go To Files to be directed to the  Files module. The file will also be located in the  Files module
    • Please note, a maximum of 100,000 records can be exported at one time

Billing / Billing / Billing / Timesheets How to Edit a Timesheet

Appointments already converted into timesheets, can be edited in the  Billing module. Please note, that locked  timesheets cannot be edited if you do not have billing admin permission. Unlocked  timesheets can be edited without this permission. Service Lines can also be locked if the provider and the client signatures have already been collected.

To edit a timesheet:

  1. Navigate to the  Billing module and select either Billing or Timesheets
  2. Click on the gear  icon on the right-hand side of the entry, under the Options column, and select  Edit Timesheet
  3. Edit the timesheet information, as necessary
    • To edit a service code:
      • Click the service code tab under the Service Lines section
      • The tab will expand and allow you to edit the information, as long as the provider and client signatures have not been collected, and the service line is unlocked
    • To add a new service code:
      • Click + Add Service Line
      • Provider: enter the provider name
      • Date of Service: select the date of service
      • Select codes from the Authorizations tab, or from the Service Codes tab, by clicking Use this next to the code
      • Enter the service codes details, attach any required forms, mileage information, service location, and signatures
      • Click Save  

Billing / Timesheets Editing a Signed Timesheet

For timesheets that have already collected either a Client or Provider’s signature, users who are attempting to make an edit will now see a warning.

When changing a code for a signed timesheet, you will now have the option to transfer or remove client signature(s). Once an edit has been made, it will be logged in the History area of the entry preview.

Billing / Timesheets Finding duplicate Timesheets

Auditing for duplicate entries is crucial in preventing paying your staff double, as well as charging your clients double. We recommend auditing duplicate entries at least once a week, including before running payroll and sending billing out.

To view a list of duplicate timesheets:

  1. Navigate to the  Billing module and click Billing
  2. Filter by the desired date range
  3. Select the Filters tab on the top left-hand side
  4. Click the Audits  drop-down and select Find Duplicates

Duplicate entries will appear if they have the same date of service, time of service, client, provider, and authorization/code. View, void, and delete entries, as needed.

You can also filter for duplicate entries from the Timesheets page, using the same steps above. While catching duplicates is important, preventing them will ensure that fewer entries appear on your screen each time. There are tools to minimize the possibility of creating duplicate timesheets within each service code’s settings.

Billing / Timesheets Auditing Client/Provider Signatures

From the Billing or Timesheets screen, use filters to find all timesheets that have not been signed.

To audit for client signatures:

  1. Navigate to the Billing module and select Billing
  2. Filter by the desired date range
  3. Select the Filters tab on the top left-hand side
  4. Click the Signatures  drop-down and select Signed By Provider (Yes or No) or Signed By Client (Yes or No)
  5. A list of timesheets that match your selection will appear

You can also filter for signed or unsigned timesheets from the Timesheets section of the Billing module, using the same steps above.

Billing / Timesheets Locate Files Attached to a Timesheet

Files attached to timesheets can also be located in the Files module. There are multiple ways to locate a file attached to a timesheet.

From the Timesheets page:

  1. Navigate to  Billing and select Timesheets
  2. Under the Options column on the right-hand side, click the gear icon next to any entry and select Preview Entry
  3. Click on the Files tab
  4. Click on any of the listed files and you will be taken to the file details page

From the Billing page:

  1. Navigate to the Billing module and select Billing
  2. Similar to the Timesheets page, click on the gear icon, under the Options column, next to any entry to view the attached files
  3. You can also click directly on the number under the page icon, which shows the number of files attached to that billing entry

From the Files module:

  1. Navigate to the Files module and select All Files
  2. Type in the entry ID number in the search bar
  3. All of the files associated with that billing entry will be listed

Billing / Timesheets Upload Files to a Timesheet

Attach files to timesheets by directly uploading them from your computer, or by pulling files from the  Files module.

To do so:

  1. Navigate to the  Billing module and select Billing
  2. Click the gear  icon under the Options column on the right-hand side of any entry, and select  Edit Timesheet
  3. Click on the service line you want to add a file to and scroll down to where it says Add Files
  4. You can either search for an existing file uploaded to CentralReach by name, or upload a file from your computer
  5. Click Upload this file
  6. You do not need to save the timesheet when you are done

Click here to learn how to locate files attached to a timesheet.

Billing / Timesheets How to Attach a Note to a Timesheet

Once you have linked a note template to a service code, the clinician will be prompted to complete the note template in a timesheet that includes the service code.

To complete a Note when submitting the timesheet:

  1. Click the New Form button next to the note template you want to use
  2. Fill out the name and contents of the form
  3. When you are done creating or editing the timesheet, click the Save button at the bottom left-hand side. This will save both the note and the timesheet

You can also make copies of existing notes/forms. To copy an existing note/form to a timesheet:

  1. Click the Select Form button next to the note template you want to use
  2. Select the note you want to duplicate, or find it using the search option
    • If you see next to a note, it is unlocked and can be edited
    • If you see next to a note, it is locked and cannot be edited
  3. All of the fields within the new note will be pre-populated. Make any desired changes to the note
  4. When you are done creating or editing the timesheet, click the Save button at the bottom left-hand side. This will save both the note and the timesheet

Please note:

  • You do not need to manually save your notes, as they are autosaved after every edit made
  • The (Timesheets > Allow Conversion Modifications) permission is needed to attach a note to an unlocked billing entry

Click here to learn how to link a note template to a service code.

Click here to learn more about permissions for editing a timesheet.

Billing / Timesheets How to Process Late Timesheets Post Payroll

Payroll adjustments can be tracked if a timesheet has been entered late and payroll has already been processed. To track payroll adjustments (whether it was a late timesheet or timesheet error) in the Payroll section of the Human Resources module as a pay type.

  • Log the adjustment as a Taxed or Non-taxed amount as a one-time payment to your current payroll period
    • Please note, you cannot add a negative amount, only a positive number can be entered for the pay type

Click here to learn how to add pay types.

Billing / Timesheets Sign Timesheet as Client or Provider

Clients and providers can sign their timesheets after services have been rendered.

To sign a timesheet from a provider or employee account:

  1. Navigate to the  Billing module and select Timesheets
  2. Click the checkbox on the left-hand side of the timesheet(s) to sign
  3. Click Actions  on top of the timesheets grid, and select Sign as Provider
    • Please note, if a timesheet has already been signed, CentralReach will not let you select the entry to be signed. Also, if the service code within a particular timesheet is set to “not required” for the signature, the following message will appear, “selected timesheets are not valid for signing”

4. Complete the form with your name, use your mouse to enter your signature, and click the checkbox  to acknowledge you have reviewed in detail the information on the timesheet

5. Click Save

Click here to learn how to sign a timesheet form the Client Portal.

Billing / Timesheets How to Review Timesheet Edits

Reviewing edits and changes to timesheets is simple.

To review timesheet edits and changes:

  1. Navigate to the Billing module and select Timesheets
  2. Choose the timesheet entry to review. Under the Options column, click the gear icon and select Preview entry 

3. To review timesheet history, select the History tab. Review what changes have been made, when those changes were made, and the individual responsible for them

4. To make edits to the timesheet, go to the Options column and select Edit Timesheet

Billing / Timesheets Viewing Service Notes Entered on a Timesheet

To view service notes that have been added to a timesheet:

  1. Navigate to the  Billing module and select Timesheets
  2. Click on the gear icon under the Options column and select Preview entry

3. Click on the Notes And Forms tab

4. This process is exactly the same in the Billing screen

Billing / Timesheets Please Fix the Errors Before Saving

In the Billing Manager, there are several reasons why you may receive the following message: Please fix the errors before saving.

Those reasons include:

  • Your administrator may have revoked your access to a particular service code
  • Or, a required field is missing

To resolve this issue, try the following options:

  • Verify that you have access to a particular service code. Contact your administrator to find out if you have access to the service code
    • If you do not, ask your organization to allow you to access the service code
  • Fill out all required fields for approval. Typically, the required fields will appear in red along with the error message. Correct all red entries before attempting to save again
  • If you have all required fields filled in and still receive an error message, please revisit the service code configuration by:
    • Navigating to Billing > Settings > Service Codes
    • Then, click on the pencil icon on the same line as the service code in question
    • Select timesheet configuration to see which fields are required and/or notate any changes or updates to the requirements

Billing / Timesheets How to Bulk Sign Timesheets

To sign one or multiple timesheets:

  1. Navigate to the Billing module and select Timesheets
  2. Select a checkbox on the left-hand side next to the timesheets you want to sign
  3. Click Actions on the top of the grid and select Sign as a Provider or Sign as a Client

4. Sign the timesheet and click Save

Billing / Timesheets How to View Provider or Client Signatures

To view signatures for providers and clients, set up timesheets to require signatures. Click here to learn how to set up timesheets to require signatures.

To view signatures for providers and clients:

  1. Navigate to the Billing module and select Timesheets
  2. Once a timesheet has been signed, review the signature by clicking on the gear icon under the Options column. Select Preview Entry

3. Click on the Signatures tab. In addition to viewing the signature, you can view the date, time, and IP address where the timesheet was signed

Billing / Timesheets How to Lock and Unlock a Timesheet

Timesheets can be locked to prevent changes from occurring once the timesheet has been submitted. Employees with billing permissions can unlock a timesheet to make adjustments at any time, to prevent or allow providers to edit their timesheets. This can be done for all entries, on a per client basis, or for a single timesheet.

  • For example, an employee will submit a timesheet and can edit or delete it until it is either signed, manually locked by a billing manager, invoiced against, or billed against from your billing screen. The employee will know whether or not the timesheet is locked or unlocked based on the icon associated with the billing entry
    • Entries with an unlocked icon on the left-hand side are unlocked
    • Entries with a locked icon on the left-hand side are locked

To lock/unlock timesheets:

  1. Navigate to the Billing module and select Billing
  2. Select one or several checkboxes (by clicking the check box at the top of the grid) next to each entry
  3. Select the Actions drop-down at the top of the grid and click Lock Checked or Un-lock Checked
  4. When locking timesheets, open green locks will turn into red closed locks. When unlocking, red closed locks will turn into green open locks

5. Filter the billing entries screen by an insurance, contact label, or provider to lock all referenced entries. Search for the desired entries and lock the timesheets

  • For example, to lock all of a single providers timesheets for a given timeframe, filter the entries by the provider’s name, then click on the check all box to select all of the employee’s timesheets. Now you can lock or unlock all entries according to your filters

Billing / Timesheets How to Create and Use Labels to Organize and Locate Timesheet Entries

Employees can search timesheets using labels established by the organization. Type the label name into the search bar to locate the specific label.

Click here to learn how to create a new service code label.

Once the label is created and applied to the service code, you can view and filter on your Timesheets screen.

  1. Navigate to the Billing module and select Timesheets
  2. Next to each entry, click on the number under the Labels column to view the applied labels