Users with the (Timesheets > Allow Conversion Modification) permission enabled can add new service lines to unlocked timesheets. To add service lines to locked timesheets, users will also need the (Billing > Manage Timesheets) permission enabled.

Please note, if the appointment has Visit Verification enabled or has a service code with Visit Verification enabled, then service lines cannot be added or deleted. EVV service codes cannot be added to existing timesheets.

To add service lines to an existing timesheet:

1. Edit a timesheet
2. After completing the information for the first service line in the timesheet, click Add Service Line in the top right-hand corner.
3. Add a code from the Authorizations (x) or Service Codes (y) tabs by clicking the + next to the code.
4. Enter the service codes details, mileage information, service location, and notes.
   • If the payor in the timesheet is not associated with a fee schedule and there are multiple fee schedules associated with the authorization, select a fee schedule.
5. In the “Files” box, attach any required documents:
   • Click browse system files and enter the name of files already uploaded to the Files module.
   • Or, click Upload New File to attach a new file to the timesheet.
6. In the “Notes” box, click New Note to add a new note to the timesheet.
   • Or, add notes as needed by selecting an existing note from the drop-down.
7. Click Client Signature and Provider Signature to add the client and provider signatures in the “Signatures” box. In the “Client Signature” and “Provider Signature” pop-ups:
   • Enter the name of the client or provider 
   • Under “sign here,” sign the signature box
   • Click the By utilizing the bulk signature function, I hereby attest that I have individually reviewed the selected entries listed above. checkbox.
   • Click Save

Please note, if any newly added service line requires signatures or has optional signatures, the signatures need to be recaptured. Once the signature has been recaptured, it will be applied to all service codes in the timesheet. Conversely, deleting a signature from a service line will delete the signature from all service lines in the timesheet. If the user attempts to delete a signature from a service line, a warning appears.

Click here to learn more about adding service lines to appointments.
Click here for a webinar explaining how to add service lines to timesheets.

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. In the “Export” pop up, click  Download  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.

CentralReach’s recommended best practice is to create a timesheet by converting a scheduled appointment. However, there may be times this is not possible and users will need to manually create a timesheet.

Users can create a new timesheet and convert it without going into the Scheduling module and creating an appointment. Please note, users must have access to timesheets to do this.

To manually create a timesheet:

1. Navigate to the Billing module and select + Add New Timesheet.
2. Enter the Client Name on the left-hand side of the screen.
   • If the wrong client was selected, click the name of the client and reenter the client’s name.
3. Audit the client and claim information that will populate in the blue, expandable window on the left-hand side of the screen:
   • Select the client’s payor from the Choose a payor(optional) drop-down.
   • Enter the diagnosis codes being billed on the timesheet.
     • Click the X next to each diagnosis code to remove it.
   • For users with the (Billing > Manage Timesheets) permission, the billing provider, service facility, provider/supplier, and referring provider can be viewed and edited.
     • Click the X next to each field to remove them.
4. Enter the information for the first service line:
   • Enter the name of the Provider.
     • Or, click I am the provider if you are the provider.
   • Enter the Date of Service.
     • Or, navigate to the date of service in the calendar.
   • Add a code from the Authorizations (x) or Service Codes (y) tabs by clicking the + next to the code.
   • Enter the service codes details, mileage information, service location, and notes.
     • If the payor in the timesheet is not associated with a fee schedule and there are multiple fee schedules associated with the authorization, select a fee schedule.
   • In the “Files” box, attach any required documents:
     • Click browse system files and enter the name of files already uploaded to the Files module.
     • Or, click Upload New File to attach a new file to the timesheet.
   • In the “Notes” box, click New Note to add a new note to the timesheet.
     • Or, add notes as needed by selecting an existing note from the drop-down.
   • Click Client Signature and Provider Signature to add the client and provider signatures in the “Signatures” box. In the “Client Signature” and “Provider Signature” pop-ups:
     • Enter the name of the client or provider. 
     • Under “sign here,” sign the signature box.
     • Click the By utilizing the bulk signature function, I hereby attest that I have individually reviewed the selected entries listed above. checkbox
     • Click Save
5. Click Add Service Line on the right-hand side to add additional service lines and enter the service line information. Each service line will be numbered horizontally at the top of the screen.
6. Click Submit

Users will see a warning when attempting to edit timesheets that have already collected either a client or provider’s signature. Once an edit has been made, it will be logged in the “History” area of the entry preview.

Please note, users must have the (Billing > Manage Timesheets) permission enabled to edit timesheets.

When changing a code for a signed timesheet, users with the (Timesheets > Allow Conversion Modification) permission enabled have the option to transfer signature(s). If transferring signatures, a warning will prompt for each collected signature.

Once the signature has been transferred, the timesheet with the new code will retain the collected signature.

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.

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.

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 screen:

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
   • Or, click the number under the page column icon, which shows the number of files attached to that timesheet
3. Click the Files tab
4. Click any of the listed files to be taken to the “File Details” page

From the Billing screen:

1. Navigate to the Billing module and select Billing
2. Under the “Options” column on the right-hand side, click the gear icon next to any entry and select Preview Entry
   • Or, click the number under the page column icon, which shows the number of files attached to that billing entry
     
3. Click the Files tab
4. Click any of the listed files to be taken to the “File Details” page

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

Attach files to timesheets by directly uploading them from a 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 an entry and select Edit Timesheet
3. Click the service line to add a file to and scroll down to the “Files” box
4. Enter the name of an existing file in browse system files
   • Or, click Upload New File to upload a file locally

Please note, once files have been attached and uploaded to the timesheet, the timesheet does not need to be saved. 

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

Client information from clients’ profiles and the Clinical module can be added as notes in timesheets. 

To attach a new note when submitting the timesheet:

1. In the “Notes” box, click New Note.
   
   
2. In the “Edit Note” pop-up:
   
   
   • Edit the Title, if needed.
   • Click Appointment Details on the right-hand side to display appointment information that may not auto-populate in the session note.
   • If the note contains multiple sections, click the desired section under “Choose a Section.”
   • Once a section has been selected, click Change Section to view a different section.
   • Click Close to close the pop-up without saving the note to the timesheet.
     • If any unsaved changes have been made to the note, a warning appears. Users can then choose to Save, Cancel, or Discard Changes.
       
       
3. Click Save
   • Or, click Save and Close to save the note and return to the timesheet.
   • Please note, notes cannot be saved to timesheets until all required fields within the note have been completed.
4. Once the note has been saved:
   • Click the pencil icon to edit the note.
   • Click the eye icon to view the note.
   • Click the trash icon to delete the note.

Once a note template has been linked to a service code, users can view and add the note template to the timesheet. If there is more than one note template linked to the service code, users can navigate through required and optional note templates.

To attach existing notes to timesheets, users must have certain Notes permissions enabled, which allow them to copy or select notes. If a user has none of these Notes permissions enabled, they cannot attach existing notes to timesheets.

To add an existing note/form to a timesheet:

1. In the “Notes” box, click Select Existing Note.
   • Or, click the dots or arrows to navigate between note templates linked to the service code.
2. Click a note in the “Select Existing Note” pop-up.
   
   • Or, enter the name of a note in the Type to filter… search bar.
   • Please note, unlocked notes can be edited, while locked notes cannot be edited.
3. Click one of the following:
   • Select to attach the selected note to the timesheet.
   • Select as Copy to attach a copy of the selected note to the timesheet. This creates a new resource ID.
4. Make any changes in the “Edit Note” pop-up, if needed.
5. Click Save.
   • Or, click Save and Close to save the note and return to the timesheet.
   • Please note, notes cannot be saved to timesheets until all required fields within the note have been completed
6. Once the note has been saved:
   • Click the pencil icon to edit an unlocked note.
   • Click the eye icon to view the note.
   • Click the trash icon to delete the note.

When users copy, select, or attach notes to timesheets, changes will be recorded in the “History” tab of timesheets.

Please note, the (Timesheets > Allow Conversion Modifications) permission is needed to attach a note to an unlocked billing entry. Click here to learn more about permissions for editing timesheets.

Payroll adjustments can be tracked if a timesheet has been entered late and payroll has already been processed. 

To track payroll adjustments:

1. Navigate to the Human Resources module and select Payroll.
2. Log the adjustment as a Taxed or Non-taxed amount as a one-time payment to your current payroll period.
   • Please note, only positive amounts can be entered for the pay type.

Click here to learn how to add pay types.

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

To sign a timesheet:

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 either Sign as Provider or Sign as Client.
   • Please note, an error message stating, “selected timesheets are not valid for signing.” will appear if a timesheet has already been signed, if the service code within a particular timesheet is set to “not required” for the signature, or both.
4. Complete the “Sign as the provider/client” form:
   
   
   • Enter the provider’s name under Person signing.
   • Enter the signature using a mouse, stylus, or finger under Sign.
   • Click the By utilizing the Bulk Signature function, I hereby attest that I have individually reviewed the selected entries listed above. I understand that once my signature has been applied no further edits can be made to the entries. checkbox.
5. Click Save.
6. Click Continue.

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

To review timesheet edits and changes:

1. Navigate to the Billing module and select Timesheets.
2. Under the “Options” column, click the gear icon on the right-hand side of the timesheet and select Preview entry.
3. Click the History tab to review changes made to timesheets, when those changes were made, and the individual responsible for them.
   
   

Timesheets edits are also found in the Contacts module, under contact profile “History.”

Click here to learn how to edit timesheets.

When creating a timesheet, providers can add high level information pertaining to the client’s appointment within the “Service Notes” field in the timesheet. The Service Notes field has a 2000 character limit that is not intended for detailed information regarding the client’s clinical session nor to document clinical progress. Use Notes & Forms to document detailed clinical information.

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
   
   • Please note, there is a 2000 character limit for service notes entered in timesheets.

To sign one or multiple timesheets:

1. Navigate to the Billing module and select Timesheets.
2. Click the checkbox on the left-hand side of each timesheet being signed.
3. Click Actions at the top of the grid and select Sign as Provider or Sign as Client
4. Complete the “Sign as the provider/client” form:
   • Enter the provider’s name under Person signing.
   • Enter the signature using a mouse, stylus, or finger under Sign.
   • Click the By utilizing the Bulk Signature function, I hereby attest that I have individually reviewed the selected entries listed above. I understand that once my signature has been applied no further edits can be made to the entries. checkbox 
5. Click Save.
6. Click Continue.

Click here to learn how to sign individual timesheets.

To view signatures for providers and clients, set up timesheets to require signatures.

To view signatures for providers and clients on timesheets:

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

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

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 can edit or delete a submitted timesheet until it is either signed, manually locked by a billing manager, invoiced against, or billed against from the 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. Click the checkbox 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 a payor, 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 provider’s timesheets for a given timeframe, filter the entries by the provider’s name, then click the checkbox on the top left-hand side of the grid to select all of the employee’s timesheets. Lock or unlock all selected entries according to the filters.
     

Please note, users with (Timesheets > Allow Conversion Modification) permission enabled will be able to add new service lines to locked and unlocked timesheets. Click here to learn how to add service lines to timesheets.

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.