Time Records: Create Time Records from Schedules
This section provides an overview of the process for creating time records from schedules in OnTarget.
When billing is generated from scheduled events, this is the first step in the billing process. Keep in mind that best practice usage of the system is to prepare billing from the clinical documentation, but the system provides flexibility to bill from schedules in the event that notes are not implemented. Often times, schedules are used for billing when certain caregivers are not able to complete their documentation electronically.
To begin, go to the Scheduling Desktop. This defaults to the calendar mode. Click on the Grid button in order to perform this billing function. It is recommended to first review the records that are eligible for billing.
The date range is probably one of the most important filters to set, although this depends on how the schedule is being used. If services are being scheduled for the entire authorization period, then date filters would be essential in order not to bill for services that haven’t yet occurred.
By selecting “No” at the Imported filter, the grid view can be restricted to scheduled events that have never been imported into the billing module. This is how schedules that have not yet been billed can be managed from billing cycle to billing cycle. Any other filters can be set to further restrict the scheduling grid view. For example it may be useful to filter for a particular service, supervisor, and so on. Click on Search to display scheduled events based on the set filters.
The process of creating time records from schedules is simply taking the services and sending them to the billing module, where further evaluation can be provided. Additional steps allow for control of what billing actually gets submitted from these services, to what payers and when. Creating the time record is simply preparing the service for both billing and payroll.
If this is the first time that time records are being created from schedules, it is recommended that a new view be created. The view will allow for saving of filters so they don't have to be set them every time a search is run. To create a view, set the desired filters and then click the Save button.
Click New View and give it a name. Use Existing View when an already saved view needs to be modified. Once a view is saved it may be recalled at any time from the drop-down and it will then properly set all of the saved filters. This view is visible only to the logged-in user unless it has been made global to all users.
A view can be made global to ALL users in the database by clicking on the Edit Views button and checking global.
Once the appropriate filters have been set and the corresponding records have been reviewed, it is time to create time records from schedules. Select from one of two options by clicking on Create Time Records. The first is option is “From Selected”. This allows you to create time records from individually selected scheduled events.
The second option for creating time records is “From All”. By selecting this option, time records are created from all scheduled events displayed in the scheduling grid view. This is dependent on the filter settings at the scheduling grid view.
After one of these two options is selected, a Time Records Processing status bar will be presented. Validations may or may not be presented once the processing has completed.
If validations are presented, a decision must be made as to override selected validations and continue processing, or do not override and continue processing. If override selected validations and continue processing is selected, time records will be created. If do not override and continue processing is selected, no time records will be created.
Security settings dictate whether or not override capabilities are available as well as whether or not certain validations run (user/login specific). To learn more about validations and how these are best managed, please see the Configure section of the online help files and look for the security videos.
Once scheduled events have been successfully imported, any items that didn’t import will be left in the grid. This would only be the schedules that had validations that didn’t get overridden. If no validations were presented or if validations were overridden, the grid would be blank because the filter setting for imported is still set as ‘No’ and all schedules have now been imported. Simply reset the filters to view events as needed. Go to the Time Records desktop to continue the billing cycle and learn more about the billing process through the time records videos.