Timesheets

Information about Timesheets in Billing

Billing / Billing / Timesheets Adding Service Lines for an Appointment

Employees and administrators cannot manually add service lines to a timesheet during or after appointment conversion. The original timesheet needs to be edited after conversion and new timesheets need to be created. 

The example below is a scenario in which users need to add more service lines to an appointment:

  • An RBT has an appointment with a client from 9 AM-12 PM.
  • A BCBA will provide supervision for that appointment from 10 AM-11 AM without giving the RBT notice.
  • The insurance company does not pay for the concurrent billing.

In this example, the BCBA’s time in that overlap will be billed versus the RBT. Both of these appointments will need to be created and converted. Here is how it is set up:

  • RBT Appointment
    • Provider: RBT
    • Client: Client receiving services
    • Time: 9:00 AM – 12:00 PM
    • Code: Direct (Billable) (will be named differently depending on the organization).
  • BCBA Appointment
    • Provider: BCBA
    • Client: Same client receiving services from RBT
    • Time: 10:00 AM – 11:00 AM
    • Code: Supervision (Billable) (will be named differently depending on the organization).

To create and convert the appointments above:

  1. In a billing admin’s account, navigate to the Billing module and select Billing
  2. Choose a date range to filter the grid and filter by client, if needed
  3. Click the Filters tab on the left-hand side and select the Audits drop-down
  4. Select By Client next to “Overlap”
  5. Find the overlapping timesheets for the client and note the following:
    • What time were direct services provided?
    • What time did supervision occur?
    • What time was the overlap?
  6. Create a timesheet for the non-billable time of overlap for the RBT:
    • Provider: RBT
    • Client: Same client receiving services from the original timesheet.
    • Time: 10:00 AM – 11:00 AM 
    • Code: Non-billable Overlap Supervision Code (will be named differently depending on the organization).
  7. Add another service line for the remaining billable time from the RBT.
    • Provider: RBT
    • Client: Same client receiving services from the original timesheet.
    • Time: 11:00 AM – 12:00 PM
    • Code: Direct ABA (Billable) (will be named differently depending on the organization).
    • Note/Form: If a Note Template is required, attach the Note/Form created from the original timesheet in the Select existing note drop-down, instead of starting a new note.
  8. Navigate to the Billing module and select Timesheets to return to the original billing entry/timesheet made by the RBT
  9. On the right-hand side of the timesheet, click the gear icon and select Edit Timesheet
  10. Edit the time worked from 9:00AM – 10:00AM.
  11. Click Submit to save the changes

If the supervision happened in the middle of the appointment, a timesheet must be created for the remaining billable time by the RBT.

If the supervision happened at the start or end of the appointment versus the middle, only edit the original timesheet to start or end when the supervision begins. A non-billable timesheet will then be created for the RBT for that overlap time, so that they will be paid for that time, but it will not be billed.

Billing / Timesheets How to Download the Timesheet Report

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

To download the Timesheet report:

  1. Navigate to the  Billing module and select Timesheets
  2. Add any filters and choose a desired date range by selecting the calendar  drop-down at the top of the screen 
  3. Click the cloud  icon on the right-hand side and select Standard export (txt) or Standard export (csv) 
  4. 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.

Billing / Timesheets How to Manually Create a Timesheet

Users can create a new timesheet and convert it without going into the [icon name=”calendar” class=”” unprefixed_class=””] 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

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

Appointments already converted into timesheets can be edited in the Billing module. 

Please note, locked timesheets cannot be edited without the billing admin permission. Unlocked timesheets can be edited without this permission. Click here to learn how to lock and unlock timesheets.

To edit a timesheet:

  1. Navigate to the Billing module and select either Billing or Timesheets
  2. Under the “Options” column, click the gear icon on the right-hand side of the entry and select Edit Timesheet
  3. Edit the timesheet information:
    • To edit a service code:
      • Click the pencil icon next to the service code in the “ServiceCode” field
      • Select an authorization or service code from the Authorizations and Service Codes tabs, respectively
        • The “Authorizations” and “Service Codes” tabs will appear, as long as the provider and client signatures have not been collected and the service line is unlocked
  4. Click Submit to save changes made to the timesheet

Click here if you are experiencing errors when saving timesheets.

Billing / Timesheets Editing a Signed Timesheet

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.

Billing / Timesheets Finding Duplicate Timesheets

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

To view a list of duplicate timesheets:

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

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

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

Billing / Timesheets Auditing Client/Provider Signatures

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

To audit for client signatures:

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

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

Billing / Timesheets Locate Files Attached to a Timesheet

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

From the Timesheets page:

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

From the Billing page:

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

From the Files module:

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

Billing / Timesheets Upload Files to a Timesheet

Attach files to timesheets by directly uploading them from 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.

Billing / Timesheets How to Attach a Note to a Timesheet

Client information from clients’ profiles and the Learn 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. Complete the note/form at the bottom of the page
  3. Click the save icon to save the note
  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 are able to navigate through required and optional note templates.

To add an existing note/form to a timesheet:

  1. In the “Notes” box, click the select existing note drop-down and select a note template
    • Or, click the dots or arrows to navigate between note templates linked to the service code
    • To create a new note from an existing note template, click the paper icon next to the note template

  2. Make any desired changes to the note at the bottom of the page
    • Please note, unlocked notes can be edited, while locked notes cannot be edited.
  3. Click the save icon to save the note to the timesheet
  4. 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

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.

Billing / Timesheets How to Process Late Timesheets Post Payroll

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

To track payroll adjustments:

  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.

Billing / Timesheets Sign Timesheet as Client or Provider

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.

Billing / Timesheets How to Review Timesheet Edits

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

Click here to learn how to edit timesheets.

Billing / Timesheets Timesheet Service Notes

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.

Billing / Timesheets Please Fix the Errors Before Saving

In the Billing Manager, there are several reasons why users receive the, “Please fix the errors before saving” message, such as:

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

To resolve this issue, try the following options:

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

Billing / Timesheets How to Bulk Sign Timesheets

To sign one or multiple timesheets:

  1. Navigate to the Billing module and select Timesheets
  2. 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.

Billing / Timesheets How to View Provider or Client Signatures

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.

Billing / Timesheets How to Lock and Unlock a Timesheet

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

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

To lock/unlock timesheets:

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

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

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

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

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

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

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

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