How to Schedule Non-Billable Events
This section provides an overview of how non-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 the 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.
Select the pay type that best fits with the event that is being scheduled. The pay type description is what will be visible on the calendar once the event is saved. If no pay types are available or additional pay types are needed to better reflect the scheduled time, these can be added under the Employee file in the Employees Desktop. Access to the Employees Desktop is pre-configured in the security settings.
Cost centers are linked to each pay type. For employees who work in multiple cost centers, the scheduler needs to select the correct pay type based on where the time is being provided. If the pay type selected is an hourly pay type, the start/end times should be entered (ex. when training is selected). "Units" and "amount" fields are locked down for hourly pay types. If the pay type selected is configured as a reimbursement pay type, such as Travel, the time fields goes away and the only fields to enter are the "date" and "amount". The amount indicates the amount of money to be reimbursed for that event.
A mileage pay type is usually the only type that requires a unit entry. This is to indicate the amount of miles to be reimbursed.
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).
Once an event is saved, any individual event can be opened by clicking on it from the calendar. Edits can be made to the event, or a task can be sent from the edit event pop up.
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 , and/or service. 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.