When scheduling an appointment and utilizing the Schedule Validation feature, if there are authorization issues related to the appointment length, approved time, units, date, or provider availability, you will receive the following errors. If Schedule Validation is disabled, these errors will not be displayed during the appointment scheduling process, but will be shown if issues persist when converting the appointment to a timesheet.
- GROUP: This appointment exceeds the 2 weekly authorized hours/units on __ occasions
This error appears when the number of hours on the appointment exceeds the number of hours and units in the authorization frequency and amounts. Click on the downward arrows next to each error message to view how many hours/units have been authorized to use per frequency, how many have been scheduled, and how many are in excess to the amount authorized. The issue can be resolved by editing the appointment recurrence or length to match the authorization, or editing the authorization to allow more units or hours. You can be redirected to edit the authorization, by clicking the Auth/Code hyperlink.
2. GLOBAL/GROUP: This series exceeds the mm/dd/yyyy authorized end dates by ___ days. Shorten the series to remove this warning
If the appointment is scheduled with an expired authorization, or your appointment recurring series end date is after the authorization end date, you will get this error message. To avoid this error and ensure your appointments and authorizations are aligned, CentralReach recommends you schedule appointment recurring series based on the authorization date range, so that the start date and end date of the appointment are equal to the start date and end date of the corresponding authorization.
3. This appointment overlaps the following appointment on your schedule
You will receive this error when trying to book an appointment at a time and date that overlaps with other appointments in the provider’s schedule. To resolve this error, ensure you are booking the appointment during an open time and date on the provider and client’s calendar. If the appointment is booked overlapping a schedule, there are additional tools available to help audit overlapping appointments.
Please note, you or employees will can book appointments with the errors detailed above, by clicking the checkboxes to accept the errors and proceed.
There are no reports showing the number of warning messages that have been populated to employees and how many employees have scheduled appointments without enough authorized hours. However, you can view authorization details by navigating to the Authorization’s section in the Billing module. There you can view how many hours and units are authorized, how many are currently scheduled (Pending) and worked, and the total percentage of the authorized amounts utilized (Utilization), to ensure your authorizations are up to date. This data can be exported to excel for auditing purposes, by clicking on the download icon on the top right corner of the Authorizations screen.