Auto-Archived Appointments-Website Tutorial

Description

Good to Know

Description

Good to Know

1

IF Client and/or Staff Member are changed in the appointment THEN:

The system generates an Archived Appointment and will apply one of the following statuses:

  • Archived-Staff Change

  • Archived-Client Change

  • Archived-Staff/Client Change

  • Archived appointments will be labeled with a “grey exclamation” icon

  • The Appointment Status will also appear in the Hover label

 

Archived appointments will not:

  • Count toward Client Authorizations

  • Block overlapping staff or client appointments

  • Be checked against system scheduling rules and validations

  • Be editable

 

 

 

 

2

IF App user syncs data to an Archived Appointment THEN:

The data will connect to the archived appointment and any verifications or completed session notes will be connected.

 

Archived appointments are created when:

  • Changes are made to staff and or client assignments

  • Appointments are deleted and data (verifications, session notes or clinical data) are synced for the appointment AFTER deletion.

  • If data is not synced to a deleted appointment then an archived appointment will not be created.

3

IF APP user syncs data to a previously deleted appointment THEN:

The system will “UNDELETE” the appointment and create an archived appointment

Appointment will display Status: “Archived-Deleted Prior to APP Sync”

  • Any data synced will be connected to an Archived Appointment

4

IF any of the following changes are made AFTER an appointment is downloaded to a users APP THEN the changes made on website will override the appointment details that user synced from APP.

 

  • Appointment Date (applies only to single occurrence appointment NOT part of series)

  • Service

  • Appointment Type

  • Appointment Status

Appt Date Change Example:

Appt Date 4/26/21 downloaded to APP , then on website appt date is changed to 4/27/21. User syncs data for the 4/26/21 appt that is on their device.

Final Record will reflect appointment date 4/27/21 with the data that was synced.

 

Service Change Example:

User downloads appointment for Service BCBA Supervision; on website service is changed to Parent Training.

Appointment Data is synced from APP with service BCBA Supervision.

Final Record will reflect Parent Training Service

 

Appointment Type Changes Example:

Billable to Non Billable or Non Billable to Billable

Travel to Non Billable etc.

 

 

5

Users can choose to Hide or Show Archived appointments in the Individual or Group Calendar on the website

 

 

  • On the Individual Calendar, the ‘Show Archived Appointments’ checkbox will display below the Hours total near the bottom left of the screen.

  • Archived appointments display with a grey icon.

 

 

 

 

 

 

 

 

 

  • On the Group Calendar, the ‘Show Archived Appointments’ checkbox will display above the Staff & Client Filter, near the top left of the screen.

6

Archived Appointments can be searched using the Appointment Status filter in the Appointment List

 

  • Archived Appointments can be selected based on the change made: Staff Change, Client Change, Staff/Client Change, Deleted Prior to App Sync.

 

 

 

 

 

 

 

 

  • The Archived Status will display in the Status column. The Status column can be clicked on in order to sort the Appointment list by the Statuses.

7

Including Cancelled/Archived Appointments is now an updated option on the Payroll Export and the Billing Export.

 

 

  • We strongly recommend archived appointments be included in preliminary or audit checks when running the either the PER or BER.

  • Similar to cancelled appointments if a funder has the combine charge option selected then archived appointments will be rolled up with other charges.

  • Column B of the Payroll Report in the Timesheet Entries Tab will indicate the Appointment status:

  •