Scheduling: Grid View Filters & Reporting
1- Although the default scheduling view is the Calendar view, there is an alternate view and method of schedule entry and management called the Grid view. The Grid view offers additional filters and a grid-based view and method of schedule entry.
The Grid view is particularly useful when you need to view, edit or export a higher volume of scheduled events using a familiar row and column-based interface.
This video will cover aspects of Grid view navigation as well as the use of the various search filters that are unique to this view.
2- Start by clicking on Grid to manage schedules from the Grid view.
Client, supervisor, caregiver, Date range and service are all pretty self-explanatory for searching purposes. Keep in mind that multiple entries can be made in each filter.
Open Shifts is a valuable filter in the event you want to plug any open appointments or have staff looking for hours to work. Choose the open shifts selection to look for any schedules, specific to any other filters as necessary, where there is no assigned caregiver.
3- Next, School Day is helpful if you have configured your school calendars in the Authorizations desktop in order to notate schools days vs. non-school days, since some authorizations and treatment plans dictate that more hours can be provided when the clients are not in school. With the school calendar in place, the scheduler will have cues as to the days the selected client is not in school and therefore additional hours may be scheduled in order to maximize utilization. Selecting “Yes” or “No” will show any entered schedules and the associated clients School days and/or Non-School Days.
4- The missed shift filter can be useful reporting to understand the volume of missed shifts on both an isolated or global level. Use other filter selections accordingly to drill into missed shifts as needed, or keep in mind that a global search can always be exported in excel for deeper forensic analysis.
Leaving Missed shift type blank when choosing to report on missed shifts will show all reason codes, but you have the option to search for specific reasons as needed here.
Caregiver Cost Center drills into the cost center associated with the scheduled caregiver(s).
Schedule status is the optional categorization of schedules that provides the color-coding on the calendar view. The statuses can be referenced here in order to key them for the search here.
5- Pay Types can be valuable when non-billable events are scheduled that are specific to the caregiver only. This will not return any billable scheduled events; only schedules that are unique to employee non-billable activity. Things like PTO, training time or admin time are common examples.
Hold Bill and Hold Pay filters will return all associated scheduled designated as such, thereby preventing the events from integrating with the billing and/or payroll modules.
The “Billed Status” filter allows you to search for schedules with associated time records marked as either “Billed” or “Un-Billed”. This filter is particularly important if you are using scheduled events to generate invoices or you want to see if the corresponding notes associated with the schedule have been billed.
Likewise with “Paid Status” -which allows you to search for schedules with associated time records marked as either “Paid” or “Un-Paid” to the staff. Note, that this is representing paid time to the employee of the schedule; not the result of billing claims.
6- The “Imported” filter can be used to include schedules with associated time records. If you are billing from scheduled events, rather than from notes, then is particularly useful at billing time in order to know which schedules to start billing from.
The “Linked To Note” filter is one of the most critical filters in this view-especially for the services you are requiring the notes to be written from the schedule. Choosing no will report on all schedules that have not yet turned into notes. This should be routinely reported upon in order to ensure notes are getting documented timely. Any schedules that are not converted to notes because the service was never provided should get recorded as missed shifts. Again, keep in mind this can be exported and sent to supervisors or caregivers via excel to push for best documentation practices.
7- The “Type” filter allows you to search for billable or non-billable scheduled service types.
The “Actual Time Status” filter allows you to schedules that are associated with different actual time statuses. You can select from Ok, Revision or Blocked, each of which indicate the billing status of the associated schedule.
“Claim Number” is available as a filter and allows you to search for specific claim numbers in the event the schedule has been billed.
Finally, the “Deviates from Note” filter allows you to find schedules that differ from time on an associated note. Select “Yes” to find schedules with time that differs from note time.
8- As you can see, there is a lot of reporting power in the view. For any questions, contact us.