An Overview of Scheduling Non-Billable Events
This section provides an overview of how the schedule operates with respect to non- billable events and the importance of its integration with timesheets and payroll.
Scheduled events can be set as either "billable" or "non-billable". If the event is specific to a client and a service, it will be billable. If the event has nothing do with a client or service, such as staff trainings, administrative time, or even unavailable staff time, it will be considered non-billable.
Non-billable events can be used in several different ways depending the usage of the system. First, if payroll is being run through OnTarget, then non-billable time can be used to create payroll hours. The time entered on the schedule can be directly imported into the payroll module, creating efficiencies for both the clinical and the payroll staff. Second, If timesheets are being used in OnTarget, scheduled events can be imported into the timesheets to produce the payroll hours.
With the two options listed above, there is control over whether or not non-billable events are used in creating the payroll records. If your only need is to enter in non-billable time so that timeslots are reserved on staff’s calendars in order to effectively manage staff availability and there is no need for the time to be reflected on the timesheet nor in payroll, then there is flexibility to manage the schedules in such a way. In most cases, if payroll and timesheets are being used and if notes have been implemented, then the notes are the intended source for both payroll and billing records rather than the scheduled events.
For timesheet purposes, the control point for whether or not scheduled events, including billable and non-billable, can create timesheet records is managed under Configure—>Edit Company Settings—>Enable Schedule Import.
In order to schedule non-billable events, the selected employee must have pay types set up. These pay types are linked to the employee record in the Employees Desktop. The pay type setup is critical if non-billable time is to be imported from the schedule into the timesheet, or into the payroll system if timesheets are not being used. This is because each pay type is attached to a corresponding pay rate. The pay types are configured in such a way so that the employee’s time is accurately reflected for payroll purposes.
If neither timesheets nor payroll are being used, then the pay setup can be more flexible and perhaps more descriptive in regards to how non-billable time is captured. For example, it may be more appropriate to setup pay types such as “Meeting” or “Unavailable” just to block off time on the calendar. But, it may become too cumbersome to break out such detailed categories of pay types from the payroll perspective if payroll is implemented. There are a full range of options available. Note: pay types are added uniquely to each employee, so while it might be necessary for doctors or clinicians to have very detailed calendars in order to manage appointments, it might not be necessary for all staff.
Each event can optionally be linked to a status. The status is a means for organizing like events as they are color-coded. Below is an example of a list of statuses.
The correct use of the status could be a way to keep pay types general but still allow the time to be specifically categorized. For example, time could be entered against an admin pay type, but the event could be applied to a status of unavailable. Statuses are setup under Configure–>List Configuration–>Scheduling–>Time Schedule Statuses.
The "Add Task" feature can also be used after events are created. Tasks can be assigned to an individual, for instance, to remind them of an appointment. The task then shows up on the assignee’s dashboard, and they may receive an email notification if they have that feature enabled.
Calendars can be exported and a report generated to deliver both the billable and non-billable scheduled events. The report can then be printed or exported to another document type.