Company Account Scheduling Settings
Navigate to Company Account>Scheduling
- 1 Appointment Reminders
- 2 Cancellation Types
- 3 Uncancel Appointments
- 4 Unarchived Appointments
- 5 Billable and Nonbillable Tags
- 6 Location Requirement for Billable Appointments
- 7 Customize Appointment Location Field Values in Scheduler
- 8 Place of Services
- 9 “Completed” Billable Requirements
- 10 Hours Shown on Calendar
- 11 Overtime Rules
Appointment Reminders
Appointment Reminders will allow staff and/or client contacts to receive email and/or SMS notifications for upcoming appointments, modifications to those appointments, as well as cancelled or deleted appointments.
If you would like to utilize this feature, please refer to the following tutorial: Appointment Reminders
Cancellation Types
Cancellation types are optional and allow you to create sub-categories beyond the default reasons of Staff Cancellation and Family Cancellation that you will find when cancelling an appointment. These cancellation types allow you to create more detail behind why cancellations may occur in your practice.
TIP: Do not differentiate Cancellation Types between “Client” vs “Staff” as you will first select who cancelled the appointment in Rethink and then select the Cancellation Type. Cancellation Types are not WHO cancelled but WHY an appointment was cancelled
Adding, Editing, and Deleting Cancellation Types
Step | Description | Helpful Knowledge |
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Click Add New Type, Edit, or Remove to customize your type of Scheduling Cancellation |
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Your Cancellation Type will be Active by default. Click Save
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Uncancel Appointments
The toggle “ Allow staff to uncancel appointments” is turned on by default. If Toggle is turned “off”, no staff regardless of prior permissions will be able to uncancel appointments. Staff must be provided permission in Company Account>Roles separately.
For more detailed instructions on this feature, please refer to the following guide: Uncancel Appointments (Website-Desktop Only) Tutorial
Uncancel Reasons
To list specific uncancel reasons for your organization, utilize the Add New Reason button in the table to add additional reasons or the Edit and Remove buttons to modify the account defaults.
Note: At least one uncancel reason must be present in your account.
Unarchived Appointments
Auto-archived appointments occur if certain details from an appointment are updated after the appointment has been created. These details may include a staff member or client change. The purpose of auto-archiving an appointment is to ensure that any data or session notes tied to the original appointment are not lost if updates are made and are able to be retrieved, if desired.
If an appointment becomes auto-archived by mistake or if a user decides to reverse the change, users with the appropriate permissions will be able to unarchive an auto-archived appointment.
If you would like the option to unarchive appointments, first ensure the toggle to allow unarchiving auto archived appointments is turned on in your Company Account → Scheduling settings.
Then ensure that staff members who need this functionality have the appropriate role permission set for their role.
For more detailed instructions on this feature, please refer to the following guide: Unarchive Appointments (Website-Desktop Only) Tutorial
Unarchive Reasons
To list specific unarchive reasons for your organization, utilize the Add New Reason button in the table to add additional reasons or the Edit and Remove buttons to modify the account defaults.
Note: At least one unarchive reason must be present in your account.
Billable and Nonbillable Tags
Billable Tags are not a required field because a Service/Billing Code will be attached to all Billable type appointments on the schedule. Billable Tags can be added to appointments for reporting purposes and to give greater detail to what is actually going on during that billable type appointment. Common Billable Tags are Report Writing and RBT Supervision. For example, if report writing was occurring during a billable supervision appointment for ABA, Report Writing can be used as a billable tag for clarification. For information on how to use Billable Tags to track RBT Supervision, refer to RBT Supervision Tracking
Nonbillable Tags are required as they take the place of a service name/billing code. Nonbillable tags describe what is going on during that non-billable type appointment. Common examples are Meetings, Trainings, Material Making, PTO, and Admin/Office Time.
Adding, Editing, and Deleting Tags
Step | Description | Helpful Knowledge |
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Click Add Tag, Edit , or Remove to enter, edit or delete your custom Billable or Non-Billable Tags |
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Your Billable or Non-Billable Tag will be Active by default. Click Save |
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Location Requirement for Billable Appointments
The location can be entered on the appointment level. If you would like to require the location to be entered before a staff member can save a billable appointment, toggle this feature on. Note that the Place of Service will always be required.
If the location requirement above is turned on for billable appointments, you have the ability to control if users can manually enter an address into the appointment location address field. If you do not turn this second toggle on, the user scheduling that appointment will only be able to select locations on the appointment level that pull through from the Company Account>Locations section as well as the client’s home address.
For further details, see Manually Enter Appointment Location Address Control Setting (Billable Appointments Only)
Customize Appointment Location Field Values in Scheduler
When scheduling an appointment, Staff Home and/or Client Home can be location options to select if the toggle is turned “on”. To remove them as a location option, turn toggle “Off”.
Place of Services
Choose to default a Place of Service to all appointments and/or choose the Place of Service values staff can select in the appointment details screen.
Step | Description | Helpful Knowledge |
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Default Place of Service | Option to select a Place of Service from the drop down to default to all appointments
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To dictate what Place of Service options are seen in the drop down on the appointment level, toggle on/off the appropriate locations |
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Edit Place of Service Description | Option to edit Place of Service Description if you want the title to be something different than the system has set |
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“Completed” Billable Requirements
Only billable appointments meeting certain criteria will be seen as billable or payable. Customization of these “completed” appointments can be done at the practice level, with the exception of staff verification - all appointments need a staff member to verify that it occurred.
Defining “Completed” Billable Requirements
Step | Description | Helpful Knowledge |
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Scroll to the bottom to select which completed billable requirements are needed. |
| These requirements determine what your practice requires for billable appointments to be seen as “completed' and therefore ready for billing. |
If you want staff to take action on appointments that are tagged as “No Authorization”, turn this feature on. |
| Appointments will be tagged with “NO” Authorization when:
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Hours Shown on Calendar
The hours shown on calendar display the time frame for the practice’s scheduling calendars. The default calendar view on the scheduler will show a 24 hour time frame.
Adjusting Hours Shown on Calendar
Step | Description | Helpful Knowledge |
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Scroll to the bottom to adjust the hours shown on calendar. |
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Overtime Rules
This is an optional feature to turn on. We cannot prevent anyone from going into overtime but can track it on your Payroll Export.
Turning on overtime rules allows the system to list accurate overtime calculations on the payroll export report. Overtime rules will be dependent on your state and is the responsibility of the practice to know your applicable work laws.
Turning On Overtime Settings
Step | Description | Helpful Knowledge |
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Scroll to the bottom to adjust the overtime settings. Select your standard workweek used for overtime calculations, the overtime multiplier, the rate the multiplier will be calculated from, and any applicable hour thresholds. |
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