The Attendance report contains all of the information in the Attendance section of the Scheduling module.

To download the Attendance report:

1. Navigate to the Scheduling module and select Attendance.
2. Filter the screen by the desired month and year.
3. Click the  cloud icon on the right-hand side and select CSV or Generate Report.
4. Click  Download in the “Export” pop up. The file will be downloaded to your computer and located in the Files module.

Click here to learn more about the Attendance feature.

The Scheduling report contains all scheduling data from appointments in the Scheduling module. The report can be downloaded from View My Calendar or View As Grid. 

To download the Scheduling report from View My Calendar:

1. Navigate to the Scheduling module and select View My Calendar.
2. Filter the screen to select the appointments being exported to the report.
3. Click the cloud icon on the right-hand side and select CSV or TXT.
4. In the “Export” pop-up, select Go To Files to be directed to the Files module.
5. The file will be located in the Files module.
   • In the file, click Download File to download the export to your computer.

To download the Scheduling report from View As Grid:

1. Navigate to the Scheduling module and select View As Grid.
2. Choose the desired date range by selecting the calendar at the top of the screen.
3. Click the cloud icon on the right-hand side and select CSV or Text file.
4. In the “Export” pop-up, select Go To Files to be directed to the Files module. 
5. The file will be located in the Files module.
   • In the file, click Download File to download the file to your computer.

Users can recover an event cancelled in the past or future. 

To recover a cancelled event: 

1. Navigate to the Scheduling module and select View my calendar or View as grid. 
2. Use the filters at the top of the page to show cancelled events.  
   • Cancelled events will appear gray on the calendar. 
3. Select an event in the calendar or click View in the grid to open an event’s details.  
4. Select Recover Event at the bottom of the pop-up modal. 
5. On the event details page, update any necessary fields. 
6. Select Save Recovered Event. 
   • Please note, if the cancelled event happened in the past, users will be notified and must click the “I accept the issue outlined above” checkbox to recover the event. 

The Missing Geocode report is located in the Scheduling module and contains details of appointments without a service address selected, or a service address that has not been geocoded. This report allows users to audit appointment addresses, modify the schedule, and rectify appointment issues prior to the appointment.

The report only populates appointments with a service code with a required service address and includes active clients with at least one appointment scheduled on the date the report is exported or a future date. Each client is listed once, unless more than one non-geocoded address is associated with the client’s current or future appointments.

Below are the fields in the Missing Geocode report:

• Client Name
• Client ID
• Appointment Location
  • Please note, this field will be blank if no address is selected.
• Total Number of Current Day and Future Appointments
  • Please note, this field will be blank if there are no other current or future appointments without service addresses selected or non-geocoded addresses.
• Next Appointment Name
• Next Appointment ID
• Next Appointment Type
• Next Appointment Start Date/Time
• Next Appointment End Date/Time
• Next Appointment Provider Name
• Next Appointment Provider ID

Please note, all fields that begin with “Next” populate information regarding the next applicable appointment information for the client and the associated address.

To download the Missing Geocode report:

1. Navigate to the Scheduling module and select View My Calendar.
2. Click the cloud icon on the right-hand side and select CSV or TXT.
3. In the “Export” pop-up, select Go To Files to be directed to the Files module.
4. The file will be located in the Files module.
   • In the file, click Download File to download the report.

When scheduling a new appointment, or updating existing appointments, users are required to select the client’s Location/Address, depending on the appointment service code settings.

The Location/Address drop-down includes the client’s address saved in their Profile, as well as any other addresses previously added. On the right-hand side of the drop-down is the “Add” button, giving users the option to input a new client address. Once an address is added, it will be included in “Calendar Locations” within the client’s Profile.

To add or update a client’s location/address:

1. When scheduling an appointment, click Add next to the “Location/Address” drop-down.
2. In the “Add a New Location” pop-up, complete the following fields:
   
   • Name this address: enter the name of the address.
   • Search Address: enter the street address.
     • When typing in the search field, multiple addresses that match the query will populate. Select the desired address.
3. Once an address has been selected, the remaining fields will be populated with the geocoded information.
   • If the address is entered manually in the “Address” field, and not selected from the drop-down, the longitude and latitude will not populate and the address will not be validated.

To 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 and select the Settings tab.
4. Click Calendar Locations.
   
5. Select an address to update the information and click Save Location.
6. To delete a location, click the trash can icon next to the location and click Yes in the “Really Delete Location?” pop-up to delete it.
   • After deleting a location, it will not show in the Location/Address drop-down when scheduling an appointment for the client.

Click here to learn how to update a client’s mailing address.

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

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

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.

Click here to learn how to connect employees to clients.

Click here to learn how to connect employees.

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 can be enabled for 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 want 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, the update cannot be reversed, 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 want to unhide.
4. Click Make Visible to Client on top of the grid.
5. Click Make Visible.

Employee, provider, and client calendars can be viewed via the Scheduling module, if you are connected to these contacts.

To view a 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.
   • The Week and Daily views contain condensed and expanded viewing options. The default view is “expanded,” which contains more space between hours and the smallest event as 15 minutes or less. After selecting the “condensed” view, there is less space between hours and the smallest event is 30 minutes or less. 

3. Enter the name of the client, employee, provider, contact label, etc. you want to view the calendar for, in the search bar on top of the screen. Add as many calendars, as needed.

• • If there are clients’ and employees’ availability logged in CentralReach, it will be displayed highlighted in the calendar view.

4. In the View My Calendar view, contacts’ calendars added display in the left-hand side filter panel, under the Calendars tab.

• • Click the colored square on the left-hand side of the contact’s name to change the color of their calendar and then click OK.
  • To help prevent scheduling overtime hours, click the down arrow on the right-hand side of the contact’s name to view their scheduled hours.

• • Click the X to remove the contact’s calendar from view.

Click here 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.

When scheduling appointments, warnings will display if the new appointment is overlapping any other appointment in the schedule or 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 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 funnel icon on the top left-hand side.
3. Select 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.

Appointment schedules can be printed on a variety of calendar formats from the “View My Calendar” screen in the Scheduling module.

To print a schedule:

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

CentralReach provides the ability to sync and post appointments from the Scheduling module to numerous third-party calendar applications. This allows you to see your CentralReach appointments right next to all of your personal appointments in your most used calendar application, outside of CentralReach. Please note, the calendar only syncs for one month.

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 and select Calendar Feed.
3. Click the Refresh link before copying the link provided. This is your unique URL that is needed to sync your CentralReach calendar in another third-party calendar applications.

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. Click File and then 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 will 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 provides 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.

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

To view the status of appointments in My Calendar:

1. Navigate to the Scheduling module and select View My Calendar
2. Click the Week drop-down and select Day View or Week View:
   
   • Unconverted or partially converted appointments are identified with a white lightning bolt icon.
     • Click the white lightning bolt icon to be redirected to the Billing module to convert the appointment.
     • Please note, the lightning bolt icon is not visible for appointments created between employees.
   • Converted appointments are identified with a checkmark icon.
   • Draft Timesheets are identified with a draft icon. 
3. Click the Week drop-down and select Month View:
   
   • When clicking appointments, a pop-up will be displayed with the appointment and client details.
4. Select List View or Planner View in the drop-down menu on the top left-hand side of the calendar:
   
   
   
   • When clicking the appointment, a pop-up will be displayed with the appointment and client details.

Click here to learn how to convert an appointment to a timesheet from the calendar.

The Converted Mismatch filter allows you to easily save a filter in the Scheduling module’s, 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 Principal on appt. filter on top of the grid
3. Click the date range on top of the grid to define the date you are auditing
4. Click the funnel icon to expand the left-hand side panel
5. Click the Filters tab
6. Click the gear 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 (E.g. Date), and a column next to it with the information as per the timesheet with a dollar $ icon in front of the field title (E.g. $Date)
12. The $Mismatch column lists all of the discrepancies between the appointment and the timesheet
13. To quickly access a timesheet, click the green checkmark bubble  icon on the left-hand side column of the appointment

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

The Conversion Mismatches filter in the Scheduling module’s, 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 Principal on appt. filter on top of the grid.
3. Click the date range on top of the grid to define the date range.
4. Click the funnel 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 of the above filters.
     • Or, subscribe to the Converted Mismatch filter, to save and access a grid view with all of the above filters enabled. Click here to learn more.
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 (E.g. Date), and a column next to it with the information, as per the timesheet, with a dollar $ icon in front of the field title (E.g. $Date).
11. The $Mismatch column lists all of the discrepancies between the appointment and the timesheet.
12. To quickly access a timesheet, click the green checkmark bubble  icon on the left-hand side column of the appointment.

Appointments with multiple codes can be converted to timesheets either by converting all codes at once or each code in the appointment individually. 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 in the appointment to convert.
   • Click here to learn how to view unconverted/partially converted appointments.
   • Please note, the lightning bolt icon will not be visible for appointments created between employees.
3. Complete the service code information under “Service Lines” for all of 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 an appointment to open the appointment details page.
3. Click the Create Timesheet tab.
4. Click the checkbox next to each service code being converted and then click Convert Selected.
   
   
5. Complete the service code information and click Save.

The organization 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 “My Calendar”:

1. Navigate to the Scheduling module and select View My Calendar.
2. Click the lightning bolt icon on the appointment to be converted.
   • To view the appointment details, click the appointment name.
   • Please note, this icon will not be visible for appointments created between employees.
3. Verify the accuracy of the information, add Service Notes, collect the Provider Signature, collect the Client Signature, and complete all required information.
4. Click Submit.

After conversion, users will be redirected to the calendar view to continue converting appointments.

Click here to learn how to bulk convert appointments.
Click here to learn more about how to identify unconverted billable appointments in the calendar.

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. Hold the ctrl key and click each appointment being converted within the calendar view.
   
   • Or, click the checkbox on the top left-hand side of the calendar and select Check all events to select all of the appointments in the calendar view.
   • To unselect an appointment, hold the ctrl key and click the appointment again.
3. Click the Actions drop-down on the top left-hand side and select Convert Billable.
4. Click Convert checked (x) to convert all selected appointments.

To convert billable appointments in bulk from “View Day Planner”:

1. Navigate to the Scheduling module and select View Day Planner.
2. Search for other users’ calendars to input in the calendar view.
   • Or, click add your calendar for your calendar view.
3. Hold the ctrl key and click each appointment being converted within the calendar view.
   • Or, click the checkbox on the top left-hand side of the calendar and select Check all events to select all of the appointments in the calendar view.
   • To unselect an appointment, hold the ctrl key and click the appointment again.
4. Click Convert billable.
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 each appointment to convert it.
   
   • Or, select all appointments by clicking the checkbox on the top left-hand side of the grid.
3. Click Convert billable.
4. Click Convert checked to convert all selected appointments.

Please note:

• If the appointment needs a client or provider signature, a session note for the service codes, or other requirements, it cannot be converted in bulk and must be converted individually.
• Appointments with draft timesheets cannot be bulk-converted.

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, in the Scheduling module. Please note, that recording clients’ attendance does not 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 (E.g. 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.
     • Please note, unexcused appointments will have an “NI” on the attendance report.
   • 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, 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 want to select all of the appointments in the view.
   • On the Calendar and Planner view, select Check all events to select all of the appointments on the calendar view.
     • Or, to select individual appointments on the Calendar and Day Planner views, click the CTRL key on your keyboard and select each individual appointment.
   • 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 and 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 to the attendance recorded, and click Done.
7. Continue to update each client’s attendance, and 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.

To track attendance from the Grid view:

1. Navigate to the Scheduling module and select View as Grid.
2. Click the funnel icon on the top left-hand side to expand the 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.

The History & Auditing feature available in the Scheduling module allows you to 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 want to audit.
3. Click the funnel icon to select other modules and features to review and audit.
4. Click the filters you want to add.
5. Search results will be populated based on the defined criteria.

The Scheduling module calendar provides five different views designed to help manage users and employees’ calendars, and organizations’ appointments.

To access the calendar:

1. Navigate to the Scheduling module and click View My Calendar. The calendar defaults to “Week View.”
2. To add additional contact calendars to the view, enter the label, contact name, service code, or authorization in the search bar.
3. To perform bulk actions on the appointments scheduled in the calendar:
   • Click the icon on the top left-hand side of the calendar and select Check all events to select all appointments scheduled in the calendar view.
     • Once selected, click the icon again to Un-Check all events, which will unselect all of the appointments.
     • Or, to select specific appointments in your calendar, click the ctrl key on your keyboard and click the appointments to select from the calendar view.
   • Click Actions and select one of the following:
     • Label Selected: add or remove labels to all the appointments selected.
     • Update Status Attendance: report the attendance status of the clients all of the appointments are scheduled with.
     • Convert Billable: convert billable appointments in bulk. Click here to learn more.
     • Cancel: cancel appointments. Click here to learn more.
     • Delete: delete appointments from the calendar view.
4. Click Week to select a different calendar view: Day View, Week View, Month View, List View, or Planner View.
5. Click the arrows < > to go to the next/previous day, week, or month, depending on the calendar view.
6. Click the calendar date on top of the calendar to select a specific day, week, or month for the calendar view.
7. Click Today to go to the current date.
8. Click + New Event to add a new appointment to the calendar. Click here to learn more.
9. Click the cloud icon to export the calendar as a “CSV” or “Text” file.
   • Please note, if contact labels are applied, they will not export and will generate blank. Contact labels will export in “View as Grid.”
10. Click Settings and select one of the following:
    • Print as Agenda: print appointments in an agenda view.
    • Print to PDF: print the calendar in PDF format.
    • Calendar Feed: get a link to sync your CentralReach calendar into another calendar program.
    • Show Schedule Labels/Hide Schedule Labels: identify appointments with a schedule label or show all appointments.
    • x appts : view a summary of the total appointments booked, number of appointments with authorization, total appointment hours, and total authorization hours for the calendar view selected.
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. Drag appointments to different times or dates in the day and week views.
14. Click the funnel icon to expand the left side options panel for Calendars, Labels, and Filters. Click here to learn more.

The Scheduling module Day Planner provides 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 select View Day Planner.
2. Click 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.
   • Continue to enter as many contacts as necessary, to add to the planner view.
4. The daily calendar view will be displayed for all of the contacts added. Contact names will be displayed on the left side column
5. To perform bulk actions on the appointments included in this view:
   • Click the   icon on the top left-hand side of the calendar and select from the following options:
     • Check all events: select all of the appointments currently scheduled in all of 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 of the appointments.
       • Or, to select specific appointments from the view, click the ctrl key on your keyboard and click the appointments you want to select.
   • Click one of the following options:
     • Convert billable: convert billable appointments in bulk. Click here to learn more.
     • Update Status: report the attendance status of clients the appointments are scheduled with.
6. Click the calendar icon to select a specific date for the planner view.
7. Click More  and select from the following options:
   • Add My Calendar: add your calendar to the view.
   • Show just my calendar: display your own calendar in the view and remove the other calendars added.
   • Clear search fields: remove all of the calendars added in the view.
   • Go to today: go to the current date calendar.
   • Display Density: 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. Click here to learn more.
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.

The Scheduling module’s, “View as Grid”, displays 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 view of all the information contained in the schedule, without having to go into each appointment.

To access the calendar grid view:

1. Navigate to the Scheduling module and select View As Grid.
2. The grid view will have a filter selected, 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: convert billable appointments in bulk. Click here to learn more.
   • Update Status: report the attendance status of the clients the appointments are scheduled with.
   • Label: add or remove labels to all of 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 outstanding appointments.
6. Click Cancelled to filter all cancelled appointments.
7. Click Deleted to filter all 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, Date (descending), Principal, Client.
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. Click here to learn more about the available calendar filters.
11. Click the cloud  icon to export the grid as a CSV or Text file.
12. Click the icon to Show separation between appointments.
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, etc.
    • By default, additional participants are not shown from the View as Grid screen. Click this icon to add additional columns to view participants on an appointment.
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 information of providers and clients.

The “Find a Client” feature can be accessed via the Scheduling module and allows users to view client’s availability. “Find a Client” also allows users to find the distance between a client and a provider, to book the client with a provider who is conveniently located.

To use the “Find a Client” feature:

1. Navigate to the Scheduling module and select Find a Client
2. All clients and their available time slots will be shown on the screen
   
   
   • Use the arrow < > icons on the left-hand side of the screen to view client availability by week
3. Click an available time slot to schedule an appointment

To view a client’s distance from a provider:

1. Enter a provider’s zip code in the Search availability… bar and select the City in the search results
2. The distance between the client and the zip code entered will display next to “Distance” 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
3. Click the Within 20 Miles drop-down on the right-hand side to refine the search results and the distance between the provider and the clients

The Find a Provider feature can be accessed via the Scheduling module, and allows users to view providers’ available times 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 of 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:
   • Availability
     • Time of Day: the start time of the appointment and matches the “Minimum Time” filter.
       • E.g. When filtering by 12:30-4:30pm, “Time of Day” searches for providers available between that time frame. If the “Minimum Time” filter is set to 4 hours, it is looking for providers that can start between 12:30-4:30pm. Appointments can then end between 4:30pm and 8:30pm.
     • Minimum Time: define the appointment length. The minimum time is 15 minutes and time can be added in 15 minute increments.
     • Weekdays: filter the days of the week you are looking providers for.
     • Click Apply Available Filters
   • Providers
     • Not available: display all of 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: filter providers by gender.
     • Employees: 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.
   • Expertise: pulls information from the Client Focus & Language set up in the provider/employee’s profile.
     • Gender: filter providers who prefer to work with a specific gender.
     • Age: filter providers who are experienced or prefer to work with a specific age group.
     • Languages: 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.

Click here to view a Find a Provider video tutorial.

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. Or, 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.
   • Click Providers.
   • Radius: 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.

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, can configure the client’s availability in CentralReach. Setting up client availability allows users to utilize the Find a Client tool in the Scheduling module, and easily view clients’ available times highlighted when viewing a client’s calendar. Clients can also 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 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 is pre-populated. Edit if necessary.
   • Location: select the client location.
   • Default Service Location: select a required default Place of Service from the drop-down.
   • 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 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 is shown in yellow in the client’s calendar for easy scheduling. Please note, employees with permission to view and manage appointments can schedule appointments outside of the configured availability.

Appointments can be scheduled up to one year in advance from the  Scheduling module, or from the Scheduling widget located 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.
     • Or, if scheduling an appointment for a client or employee, navigate to the Contacts module and select Everyone.
     • Click the name of the contact the appointment is being scheduled for.
     • Go to the “Appointments Upcoming” widget in their Dashboard and click + New Appointment.
3. Complete the Appointment Details form:
   • Date & Time*: enter or edit the appointment date, start time, end time, and time zone.
   • Repeats: to set up a recurring appointment series, click Does Not Repeat .
     • Repeats: click the drop-down and select how often the appointment will repeat.
     • Repeats on: click the days of the week when the appointment should repeat.
     • Ends: click the Choose… drop-down to select when the appointment series will end. Ensure the appointment end date matches the end date in the service code authorization entered in the “Authorization & Billing” section.
   • Set End Time: enable the toggle to define and enter the appointment length manually, and do not want it to be set based on the Appointment Type under the “Appointment Type*” section.
   • Primary Provider*: if creating the appointment from the Appointments widget in the Dashboard of an employee or yourself, the name of the contact will pre-populate. Otherwise, click ME to populate your 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.
   • Appointment with*: if creating the appointment for a client from the appointments widget in their Dashboard, the name of the client will pre-populate. Otherwise, enter the name of the user receiving the service in the appointment. Please note, this user is unable to convert the appointment to a timesheet.
     • Visible to Client: enable the toggle to make the appointment always be visible to the client in the Client Portal. If enabled, the client will always see this appointment and all future appointments in the recurring series in their schedule. Once enabled, it cannot be disabled in the future. If the toggle is disabled, appointments clients can view in their calendar can be manually enabled at a later date.
   • 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 will not be converting the appointment into a timesheet.
     • Click here to learn more about scheduling appointments with additional participants for internal meetings or training sessions.
   • Appointment Type*: select an appointment type. Once selected, the appointment end time will automatically update in the “Date & Time*” section based on the appointment type length. To edit the appointment length, update the end time on the top under the “Date & Time*” section.
   • Single Event Labels: select and add single event labels to this appointment or to the first appointment in the recurring series.
   • Recurring Event Labels: select and add labels to all appointments in the recurring series.
     • Click here to learn more about scheduling labels.
4. Complete the “Location Details” section, which contains fields that can be optional or required based on the service codes added to the appointment.
   • • Place of Service: select the default location from the drop-down.
     • Location/Address: select the address where the appointment will take place.
     • Drive Info: enter estimated hours, minutes, and miles for reimbursement purposes.
5. Complete the “Authorization & Billing” section:
   • • Click + Add.
     • Click the Authorized Codes and Authorized Group Codes tabs to review the service codes in the client’s authorization.
       • If there is not an authorization for the client, or the authorization does not have any service codes, select the codes manually in the Codes tab.
     • Click Use This on the right-hand side of each code to add it to the appointment.
     • Ensure the appointment duration in the service code and in the appointment match. If they do not match, shorten or expand the service code length or the appointment length.
       • If creating a recurring appointment series, ensure the end date in the service code and in the appointment match. The appointment occurrences must also be aligned to the authorization frequency and amounts approved. Error messages may display if there are discrepancies between the appointment and the authorization.
6. Enter any Notes that will be visible to all participants in the appointment, if needed.
7. Enable the Validation toggle to identify any service code authorization or scheduling issues that should be further reviewed in the appointment 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.
8. Click Create Appointment.

Please note, if managing appointments and calendars for other employees in the organization:

• Users must be connected to all the participants (employees, providers, and clients) in the appointment to schedule the appointment with or for them.
• Users must have the appropriate permissions enabled to manage other employees’ calendars.

Click here 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.

For users who manage the organization’s scheduling processes and schedule appointments for other employees, the Scheduling module’s calendar and planner views allows users to match contacts’ calendars, in order to find availability to schedule appointments.

To match employees’ and clients‘ calendars to 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.
   • By default, the current user’s calendar will display in the “Expanded” view. If a user switches to “Condensed,” that view will be the default after navigating away and returning to the calendar.
2. Click the Date and arrows < > at the top of the screen to change the calendar view, display availability, and schedule for a specific day, week, or month.
3. 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, it will be highlighted on the calendar/planner view.
   • To schedule an appointment for yourself, proceed to step 5 below.
4. Enter the name of the client or contact the appointment is being scheduled for in the search bar to add their calendar and availability to the view.
   • 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.
5. To manage the calendars displayed on the view, click the filter icon and then click the Calendars tab.
   • To remove a calendar from the view, click the X icon next to the contact name.
6. Hover over a timeslot on the calendar and click the day and time to schedule the appointment for.
   • If there are multiple employees’ and clients’ calendars on display, click the name of the employee or client the appointment is being created for. Otherwise, click Yes to confirm the date and time of the appointment.
7. Complete the Appointment Details form:
   • Date & Time*: enter or edit the appointment date, start time, end time, and time zone.
   • 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: select the days of the week when the appointment should repeat, or select available options from the drop-down.
     • Ends: select when the appointment series should end, stopping it from repeating, or enter the number of appointment occurrences. Ensure the appointment end date is the same as the service code authorization end date entered in step 11 below.
   • Set End Time: enable if the appointment length will be entered manually and not set based on the Appointment Type under “Appointment types.”
   • Primary Provider*: if creating the appointment for an employee or for the current user, the name of the contact will prepopulate. Otherwise, click ME to populate the current user’s name, or enter the name of the provider the appointment is being booked for. The employee or provider name entered as Primary Provider will be the user who can convert the appointment into a timesheet.
   • Appointment with*: if creating the appointment for a client, the name of the client will prepopulate. Otherwise, enter the name of the client or employee receiving the service, or who the appointment is being booked for. This user is unable to convert the appointment to a timesheet.
     • Visible to Client: enable toggle to make the appointment 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. Users cannot change it to disable appointment view in the future. If the toggle is disabled, manually enable the appointments the client can view in their calendar at a later time. Click here to learn more about this feature.
   • Additional Participants: enter the name of other individuals participating in the appointment and must have the time booked in their calendar, but who will not be converting the appointment into a timesheet.
     • Click here to learn more about scheduling appointments with additional participants for internal meetings or training sessions.
   • Appointment types: select a standardized appointment type title with its preconfigured lengths.
     • Once selected, the appointment end time will automatically update the top section based on the appointment type length. To edit the appointment length, update the end time on the top under the Date & Time* section.
   • Single Event Labels: select and add single event labels to the appointment, or to the first appointment in the recurring series.
     • Click here to learn more about scheduling labels.
   • Recurring Event Labels: select and add labels to all of the appointments in the recurring series.
   • Location Details: these fields can be optional or required based on the service codes added to the appointment.
     • Place of Service: select the default location from the drop-down.
     • Location/Address*: select the address where the appointment will take place.
     • Drive Info: enter estimated hours, minutes and miles for reimbursement purposes.
   • Authorization & Billing
     • Click + Add.
     • Click the Authorized Codes and Authorized Group Codes tabs to review the service codes in the client’s authorization.
     • If there is no authorization for this client, or the authorization does not have any service codes, select the codes manually in the Codes tab.
     • Select the code(s) to add to the appointment and click Use This on the right side of the code to add them to the appointment. Add as many codes as necessary
     • Confirm the code’s length of time and the appointment’s length of time match. Make any updates as necessary by shortening or expanding the service code length or the appointment length.
     • If 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. If there are discrepancies between the appointment and the authorization, an error message will be displayed.
   • Validation
     • Enable Validation to verify and identify any service code authorization or scheduling issues users should further review with this and recurring appointments in the future.
     • Schedule Validation can always be enabled for all appointments, or can be enabled or disabled by the user based on the organization Schedule Validation settings.
   • 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 the current user, 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.
3. Click the Date icon on top of the screen to change the date.
4. Enter the name of the client or contact the appointment is being scheduled with in the search bar to add their calendar and availability.
   • Each contacts’ calendar and availability will be added on different horizontal sections in the planner view.
   • To manage the displayed calendars, click the icon next to the contact name and select Remove this calendar.
5. Hover over the planner and click the day and time to schedule the appointment.
6. Click Yes to confirm the date and time of the appointment.
7. Proceed to complete the Appointment Details, as detailed in step 10 above, to schedule the appointment.

Please note, if managing appointments and calendars for other employees in the organization, users must be connected to all of the contacts the appointment is being for (employee, provider, or client), to schedule an appointment with/for them. Users must also have permission to manage other employees’ calendars.

Click here 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.

Labeling appointments helps users track and audit appointments, as well as 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 gear 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: 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. Click here to learn how to schedule an appointment.

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 want to filter appointments by.
   • Remove the label filter by clicking the x on top of your calendar, planner, or grid view.

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 funnel icon on the left-hand side to expand the options panel.
3. 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 X icon next to each contact name to remove their calendar.
     • Click the down arrow to view the contact’s scheduled hours.
     • Click the colored square on the left-hand side of their name to change the color of the contact’s appointments displayed in the calendar view.
   • Labels: 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. Save the added filters 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 gear  icon to edit labels.
   • Filters: expand and view available filters, saved filters, and click the gear  icon to edit or remove the filters. Click Appointment Details to add additional filters:
     • Converted: filter non-converted appointments, partially converted appointments, or fully converted appointments.
     • Cancelled: view cancelled appointments and filter them by the cancellation system reason type.
     • Deleted: view all deleted appointments.
     • Active: view all active appointments.
     • Authorized: filter appointments with and without authorizations.
     • Attendance: filter by client attendance status.
     • Absent Excused: filter by client absentees with and without an excuse.
4. In Grid View, the following options are available:
   • Labels: 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. Save the added filters for easy access in the future, by clicking Save this view as a filter, which will save the filter under the Saved Filters section in the “Filters” tab, detailed below. Click the gear icon to edit labels.
   • Filters: expand and view 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 of appointments within the date range selected, along with total appointment time, total authorizations, and additional stats pertaining to the appointments in the view.

Appointments can be rescheduled from the “Calendar” and “Day Planner” views in the Scheduling module using the drag and drop feature.

To reschedule appointments using the drag and drop feature:

1. Navigate to the Scheduling module and select View My Calendar or View Day Planner.
2. In View My Calendar, click the Week drop-down on the top left-hand side and select Day View or Week View
3. Click and hold the appointment and drag it to the new time or day within the view.
4. Click Yes in the “Create Appointment” 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 to review. Please note, an appointment cannot be moved past the authorization end date.

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 funnel 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 want to edit on the appointment by clicking the trash can icon next to the service code.
10. Click + Add.
11. Click Use this next to the service code you want 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:
    • Only this event: if you only want to edit the service codes of the appointment you just edited, without affecting any other appointments in the recurring series.
    • Save: you want to update all of the appointments with the new service code added.
    • Cancel: to disregard the changes and not update any appointment.

Appointments can be 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.
   • Or, if editing a specific client appointment, navigate to the Contacts module, select Clients, and click the name of the client in the appointment being edited.
2. Go to the Appointments widget and click the appointment to edit.
3. Click Full Details.
4. Edit the appointment information, as necessary.
   • Click here to learn more about each appointment field.
5. Click Update Appointment.

To edit an appointment from the Scheduling module:

1. Navigate to the Scheduling module and select View My Calendar, View Day Planner, or View as Grid.
   • If selecting View Day Planner, search for other users’ calendars to input in the calendar view.
     • Or, click add your calendar for your calendar view.
2. Click the appointment to edit in the Calendar and Day Planner views.
   • Or, click View next to the appointment the in the Grid view.
3. Click Full Details.
4. Edit the appointment information, as necessary.
   • Click here to learn more about each appointment field.
5. Click Update Appointment.

Please note:

• To view clients’ appointments or manage appointments and calendars for other employees in the organization:
  • Users must be connected to all the participants (employees, providers, and clients) in the appointment to schedule the appointment with or for them. Click here to learn more.
  • Users must have the appropriate permissions enabled to manage other employees’ calendars.
• Once an appointment is created, the “Appointment with*” field cannot be edited. To change who the appointment is with, cancel the appointment and schedule a new appointment with the correct client.

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.
   • Or, if deleting a client appointment, navigate to the Contacts module, select Clients, and click the name of the client the appointment is being deleted for.
2. Go to the Appointments widget and click the appointment you want to delete.
3. Click Delete Event.
4. Enter the reason for deleting the appointment.
5. Click Delete this one to delete just this appointment occurrence.
   • Or, click All remaining to delete this appointment and all future 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.
   • If selecting View Day Planner:
     1. Click add your calendar to delete the user’s appointment.
     2. To delete 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.
2. Click the appointment being deleted in the Calendar and Planner views. 
   • Click View in the Grid view.
3. Click Delete Event.
4. Enter the reason for deleting the appointment.
5. Click Delete this one to delete just this appointment occurrence.
   • Or, click All remaining to delete this appointment and all future appointments in the recurring series.

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

1. Navigate to the Scheduling module and select View My Calendar.
   • If 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.
2. Click the icon on the left-hand side of the calendar and select Check all events to select all the appointment scheduled in the calendar.
   • Once selected, click again to Un-Check all events, which will unselect all of the appointments.
   • Or, to select specific appointments in your calendar, press the ctrl key and click the appointments to select from the calendar view.
3. Click Actions and then click Delete.
4. Enter the reason for deleting the appointments.
5. Click Yes, Delete them all.

Please note:

• To view clients’ appointments, or manage other employees’ calendars to edit appointments, you must be connected to those employees and clients and have permission to manage their calendars.
• Deleted appointments can still be filtered for on the schedule, by selecting the “Deleted” filter.

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

To cancel an appointment from the Dashboard module:

1. Navigate to Home and select Home/My Dashboard.
   • Or, if cancelling a client appointment, navigate to the Contacts module, select Clients, and click the name of the client the appointment is being cancelled for.
2. Go to the Appointments widget and select the appointment to cancel.
3. Click Cancel Event.
4. Click the Reason for Cancelling? drop-down and select one of the default reasons or custom cancellation reasons. 
   • Optionally, add additional details.
5. Click Cancel this one to cancel this appointment occurrence only.
   • Or, 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 Day Planner, or View As Grid.
   • If selecting View Day Planner:
     • Click add your calendar to cancel the user’s appointment.
     • To cancel 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.
2. Click the appointment being cancelled in the Calendar and Planner views. 
   • Click View in the Grid view.
3. Click Cancel Event.
4. Click the Reason for Cancelling? drop-down and select one of the default reasons or custom cancellation reasons. 
   • Optionally, add additional details.
5. Click Cancel this one to cancel this appointment occurrence only.
   • Or, 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.
   • If cancelling appointments for another contact (client, employee, or provider), enter the contact’s name in the search bar and add their calendar to the view.
2. Click the icon on the left-hand side of the calendar and select Check all events to select all the appointment scheduled in the calendar.
   • Once selected, click again to Un-Check all events, which will unselect all of the appointments.
   • Or, to select specific appointments in your calendar, press the ctrl key and click the appointments to select from the calendar view.
3. Click Actions and then click Cancel.
4. Click the Reason for Cancelling? drop-down and select one of the default reasons or custom cancellation reasons. 
   • Optionally, add additional details.
5. Click Yes, Cancel them all.

Please note:

• To view clients’ appointments, or manage other employees’ calendars to edit appointments, you must be connected to those employees and clients and have permission to manage their calendars.
• Cancelled appointments cannot be deleted.

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, 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 their 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 providers’ schedule will ensure the services are properly billed for, while the providers are properly paid.

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 they are being supervised, while the payment source is not billed for this time and it is only billed for the service time.

Click here to learn how to schedule an appointment.

Click here to learn how to create service codes.

If occupied with personal business, users can schedule an appointment with themselves to block their schedule during those times.

To show yourself as unavailable:

1. Navigate to the Scheduling module and click View My Calendar.
2. Click + NEW EVENT.
3. 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.
4. Click Create Appointment to add it to the schedule.

Please note, appointments created for yourself cannot be converted.

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 can convert the appointment and get paid.
   
   
   • Please note, users will need to create as many appointments as the number of employees who are participating in the meeting.

Please note, appointments can only be scheduled up to one year in advance.

CentralReach allows users to schedule group sessions, where multiple clients can attend an appointment with a single provider. 

If the provider is paid one rate for the services rendered for all clients attending the session, and not for services provided to each individual client, CentralReach recommends completing the following:

1. Schedule an appointment between a provider and each client using a billable, but not payable, service code. 
   • The provider rate for this code should be $0 and the code should be excluded from payroll.
   • To find service codes that meet this criteria:
     • Navigate to the Billing module and select Service Codes.
     • In the search bar, enter billable and excluded from payroll.
       
       
2. Add a fee schedule to the code.
   
   
   • If billing each client a different rate, add custom rates for each client with an employee rate of $0.
     
     
3. Navigate to Contacts module and select Everyone.
4. Create a client contact and name it “Client Admin.”
5. Connect the Client Admin contact to the provider.
6. Schedule an appointment between the provider and the Client Admin with a non-billable, but payable, service code with the corresponding provider rate. 
   • To find service codes that meet this criteria:
     • Navigate to the Billing module and select Service Codes.
     • In the search bar, enter non-billable and payable.
       
7. Add a fee schedule rate to the code equaled to $0.
   
   

Using this method will ensure that:

• Providers can convert each client’s appointment with their service notes individually.
• Service rates can be applied to each client and billed to their corresponding payor.
• Users can potentially avoid timesheet and payroll edits, since the provider rates for service codes will be set to $0 and will already be excluded from payroll.
• Client appointments can overlap, if needed.
  • For example, one client can attend a session from 1 to 3PM, while another client attends a session from 2 to 4PM. Each of the two clients can be billed for the time that they attended the session, while the provider is paid for the entire duration of services provided to both clients.
• Users can see the amount of time being billed and paid for group sessions.
  • To view this:
    • Navigate to the Scheduling module and select View as Grid.
    • In the search bar, enter the corresponding service codes, based on what service code descriptions are used for billable and payable service codes.
      
      

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 being updated.
3. Click Full Details in the top right-hand corner.
4. Click the link Does Not Repeat .
   • Repeats: click the drop-down and select how often the appointment will repeat.
   • Repeats on: click the day(s) the appointment will repeat on.
   • Ends: click Choose… to define the appointment end date, or enter the number of appointment occurrences in the field underneath.
5. Click Update Appointment.

Please note, appointments can only be scheduled up to one year in advance.

“Distribute Evenly” is an option that 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.

To use this feature:

1. Navigate to the Scheduling module and select View My Calendar.
2. Click on the desired appointment and then click Full Details.
3. In the “Appointment Details” window, scroll to the Authorization & Billing section.
   
   
4. Click Distribute Evenly. The length of time per service code should now be distributed evenly, with the time column adjusted to meet the length of the appointment.
   
   

When scheduling an appointment, 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 display the authorization code details.