Appointment List Tutorial

Navigating to the Appointment List

Select the Scheduling Tab and navigate to the Appointment List

Open

Only users that have the “Appointment List” permission will be able to see this view of the scheduler

Appointment List Filters

Filtering Options:

• Must set specific date range

• Appointment ID

• Place of Service(s)

• Client(s)

• Staff Member(s)

• Appointment Type(s)

• Service Line

• Service Name(s)

• Appointment Location(s)

• Appointment Status

  • Scheduled- Appointment has been scheduled, but has not yet occured

  • Needs Verification- Past time of the appointment, but appointment has not been completed based on your Company Accounts definition for completed appointments

  • Completed- All appointments that meet the requirements of completion

  • Cancelled- Any appointments that need to be rescheduled, have been rescheduled, or cannot be rescheduled

  • Archived- Any appointments that were archived due to a staff change, client change, staff/client change, or deleted prior to app sync

• Session Note Status

  • No- A note has not been entered

  • Draft- A draft version of a note has been completed, but not yet saved

  • Yes- A note has been completed and saved

  • Reviewed- A completed note has been reviewed

  • Remote Parent Review Pending- Note is pending parent/guardian review and signature

  • Remote Parent Review Complete- Note has been reviewed and signed by parent/guardian

• Appointments with Billing Issues

• Appointment Pay Type(s)

• Authorization Requirement

• Created or Modified From

• Created or Modified To

• Validation Column

• Client Options:

  • Include Demo Clients

  • Show Only Unarchived

    • This filter will only be present if “Allow staff to unarchive auto archived appointments” is toggled on in the Company Account>Scheduling section

  • Show Only Uncancelled

    • This filter will only be present if “Allow staff to uncancel appoinments” is toggled on in the Company Account>Scheduling section

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:

• For Non-billable and Travel appointments, all that is required is a staff verification. For billable appointments, it could also require a parent verification and/or a session note. Appointment status is based on what is entered on the Company Account>Scheduling Tab>Completed billable requirements

• When the Appointment List is filtered using the “ALL” option, or any of the cancelled or archived options, the Total Hours calculation will include the hours of any cancelled and archived appointments

Appointment List Header Information

The Appointment List will show:

• The total number of hours based upon the filters set

• Validation

• Appointment Type

• Appointment Tag

• Service Line and Service

• Appointment location

• Place of Service

• Hour, Day, Date, and Time

• Client

• Staff Member

• Status

• Session Note

• Staff and Guardian Verification

• Notes

• Appointment ID

• Actions

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

Open

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.

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:

• Check appointments desired, then select Actions>Verify Staff

• User has 2 options

  • Option 1: Digitally sign in the signature box

  • Option 2: Select the “Use the signature on file” option

    • When this option is chosen, the system will apply the signature present in the staff member’s profile to the appointments that can be verified

Bulk Parent Verify:

• Check appointments desired, then select Actions>Verify Parent

• The system will show how many appointments are elgible for the parents to sign

• Parents should complete the verification by signing, and entering their name and relationship

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:

• When the appointment was scheduled

• When the appointment was modified

• Staff and Guardian Verification address if obtained

• Pay Code used