How To Schedule Billable Events
This section provides an overview of how billable events are scheduled in OnTarget Clinical.
The default view for the calendar is the "Month" view. The view can also be toggled to "Week", "Work Week", or "Day".
Events are scheduled by clicking on a particular day in the calendar view. The name of the caregiver who is logged into the system will auto-populate on the "add event" pop-up. Schedulers can then open the drop-down for "caregiver" and change the name to the correct caregiver being scheduled. Note: only employees and clients that are in the cost centers that are assigned in the security setup are visible. Assigned cost centers can be verified by going to Options—>Cost Centers.
Scheduled events are 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 and/or service and is specific to the employee, such as staff trainings or administrative time, it will be non-billable.
Next, users can choose to enter a schedule for an "Existing Client" (client is already entered into the system) or for a "New Client". New Client is used when the client has not yet been entered with their intake and authorization information, and therefore the client name is not found in the existing client drop-down. The most common scenario for this is when this is the first time scheduling an appointment for the client. This gives the user a means to quickly reserve the timeslot on the staff’s calendar without having to fully set up the client. Note: going this route, the scheduled item may not be linked to a note or will not create a billing record until the client and authorization information have been entered. This is done simply for keying in a client name in order to fill the time slot and provide the client name to the caregiver.
When the "New Client" radio button is chosen, the system populates a "Create Client" button at the bottom of the screen.
By clicking on this button, users can create the client record while in the New Client mode. Users can get a start on establishing the client in the system by completing all of the required information (all marked with an asterisk). When all of the required fields have been entered, the new client record can be saved. This is the same as going to the Clients Desktop and choosing to add a new client.
If the client to be scheduled has an existing client record and an entered authorization, then the "Existing Client" option is chosen. The client is then selected from the drop down. Note: in this mode, an "Open Client" button is available. By clicking on this button, users can go directly to the client record to review, add, or edit any info necessary.
The next drop down box is for choosing the authorized "service". The services displayed will be the authorized services specific to the client that cover the date being scheduling for. This is an important feature as it ensures that your anticipated service delivery will never be provided without coverage from the authorization. The end date of the authorization is displayed with every service as a reminder for how far in advance scheduled events can be entered. This also provides a reminder of when authorizations are about to expire.
The date populates based on the date clicked from the calendar view. The start/end time or the duration (depending on how the service is set up) should be entered into the next fields. The units auto-calculate based on the time entered. Amount is only used when scheduling for non-billable events specific to the employee.
Scheduled events can be linked to a "status" using the next drop down box. The status is a way of color-coding events so that alike events can be grouped in a meaningful way. All events with that status can then be searched and viewed.
Users can search and view all events with a particular status by choosing "display only this status". Alternately, users can click on particular statuses to hide them from the calendar view (indicated by banded status).
For example, to view all Intake appointments, select to see all events that are linked to that status.
Note: the status list is built under the Configure Desktop.
A group of check boxes are available to flag the scheduled event. The first check box is for flagging the event as "Indirect", which means that the event will not be face to face with the client. The next check box allows the user to flag the event as "Out Of Community", which means that the event will be performed in the office. Additionally, users have choices for "Hold Bill and/or Hold Pay" for the event, which would prevent the time from being billed or pulled into payroll. Lastly, users can choose to enter in a comment that further defines the details of the event. The comments are shown in tool tips on the calendar and they are also printed on the schedule report.
After the required fields have been entered, users have the option to save a single event, or to build a recurrence pattern. Building a recurrence pattern is beneficial when a service is consistently provided over a period of time, or if a service is being scheduled for the duration of the authorized period. To build a recurrence pattern, enter the From and To dates. Select the frequency pattern from the "Repeat Every" box and choose the appropriate drop down.
Next, click on each day within the yellow highlighted area that is needed for the pattern.
In the example shown below, a recurrence pattern of every two weeks has been chosen. For the first week, Monday, Wednesday, and Friday have been selected. For the second week, Tuesday and Thursday have been selected (all shown in green). This offers a great deal of flexibility when building recurrence patterns, as the dates selected will drop the event to every date on the calendar specified in the pattern.
Users also have the option of choosing specific dates for a recurrence pattern within a selected timeframe (see the example below).
After clicking save, the system will do an internal check to validate that the time being scheduled is in compliance with the authorization, the client record and the staff record. If anything is out of compliance, such as exceeded units, expired client consents, expired employee certifications or overlapping time, then a list of the validations will be presented. Any warning messages should be read carefully and a determination should be made on how to handle the situation. See example validation warning message below.
For example, if a "units exceeded" message appears while scheduling, the Client Services Report (found under the Reports Dashlet) would be a useful tool to reference. This report provides a better understanding of the exceeded number of units and assists users in determining how many units are remaining to be scheduled.
When warning messages are thrown, a decision must be made to either override the message or cancel it and block it from being scheduled. Any validations that are cancelled will not be scheduled. If the option to override the validations is available (controlled through security rights) and the decision is made to override the message, this indicates an acknowledgement of the warning. The system then allows the event to be scheduled. If the event did not show up on this list, then it is deemed in compliance and it was scheduled cleanly.
A validate button is available at the bottom of the schedule that can be used to view all warning messages that have been displayed and overridden when scheduling.
By clicking on this button, a validation log pops up to show what is out of compliance for the scheduled events. In order to enable this, filter to a single caregiver or a single client. Then, choose the specific date range to run the validation for. See example validation warning message below.
Once an event is saved, there are several features that can be found when opening the record by clicking on it. Click on "Add/Edit Note" to document the service provided. Click on "Add a Task" to send a message to someone regarding this event. Additionally, options are available to view "Previous Notes", "Previous Vitals" and review "Active Medications".
To view the calendars, use the filters on the left of the scheduling calendar. The "show all" check box will display all scheduled events for the clients/caregivers in the specified cost centers. The view may be filtered by selecting the individual caregiver or multiple caregivers, cost center, client , service, pay type, and/or active clients. A status may be selected to further define the search results.
To print the desired calendars, click the export button and enter a date range. This may then be printed or further exported for editing.