Appointment List Tutorial
The Appointment List will generate a list view of appointments. This view can be used as a report as there are many different filtering capabilities that can be used to help audit for specific criteria such as incomplete appointments or appointments with billing issues. Utilizing the Appointment List for review purposes can help supervisors to review session notes/leave comments on session notes for staff, help to ensure that services were delivered/completed as planned, and assist Billers and Payroll specialists in reviewing what is ready/not ready to be billed to funders or paid to staff, prior to running the Billing Export or Payroll Export.
Action | Description | Good to Know |
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Navigating to the Appointment List | Select the Scheduling Tab and navigate to the Appointment List | Only users that have the “Appointment List” permission will be able to see this view of the scheduler |
Appointment List Filters | Filtering Options:
When filters are set, select Submit to view the updated Appointment List | Best practice recommendation is to utilize the Appointment List prior to running payroll or billing through the Reporting Dashboard so you can search for incomplete appointments within a certain date range Date range cannot exceed 92 days The options listed for each filter are based on Company specific information By default, most filters are set to include ALL options which means the Appointment List will pull over all data unless you specify otherwise By default, the Staff Member’s filter is set to the individual who is pulling the Appointment List Appointment Status:
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Appointment List Header Information | The Appointment List will show:
| By hovering over each of the headers, there is the ability to sort the list by that particular hearder The validation column will show any alerts that might require attention such as if there is a staff/client overlap or billing issues Appointment location is the secondary location designated on an appointment, not place of service If any cancelled or archived appointments are pulled in, the total hours calculation will include the hours of any cancelled or archived appointments If there was a geotag on the appointment for either the staff or guardian verification, there will be a red location tag under these columns |
Viewing Appointment Details | Under the “Actions” column, users can select “Edit” to open and view an appointment occurrence or series.
| Users can view the staff and parent verifications, and session notes of completed appointments If given appropriate access, users are able to edit appointment details from this view. This is also dependent on if the appointment has already been verified or not.
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Completing Bulk Actions | When viewing the Appointment List, users can select specific appointments or select all appointments using the check boxes to bulk delete, cancel, or verify the selected appointments at once Bulk Staff Verify:
Bulk Parent Verify:
| Users must have access to “Edit Appointments” in order to bulk cancel appointments Users must have access to “Delete Appointments” in order to bulk delete appointments Users must have access to “Edit Appointments” and “Bulk Verify” in order to bulk verify appointments Bulk staff verification is not recommended as best practice as it only allows users to verify the scheduled start and end time, and does not allow users to enter the actual start and end time of the appointments. Appointments that were previously verified cannot be verified again using the bulk feature Appointments tagged with “No Authorization” may not be bulk verified if Company Account Setting does not allow. Parents must be present wiwth staff to sign appointments in bulk. This feature is not available for parent guardians with Rethink logins. |
Exporting to Excel | Users can export the Appointment List to Excel to view additional information
| The excel spreadsheet will show additional information on appointments such as:
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