Create and Manage Billing Export Subscriptions

Create Subscription

Go to reporting dashboard>scheduling section

Select>billing export

click “Subscribe”

Open

• Users must have permission to Billing Export Report

• Scheduled reports will be emailed to user who created the subscription (please check the email in user staff profile is present and accurate)

• Users may still run “Ad Hoc” billing exports

Name Report

• Name reports clearly so you will remember their intended purpose

• Optional to filter by Funder(s) or leave all selected so everything pulls over

• Select File Type (Excel or CSV)

Select Recurrence Pattern

Select 1 of 3 recurrence types:

Single, Weekly, or Monthly

• The Recurrence pattern selected controls when the subscription will be sent.

• Single Recurrence subscriptions will be sent one time only on a specific date

• By default the appointment filter options will display based on company set up appointment requirement that are selected.

• Late Entries may only be included for Single Recurrence and Weekly and Monthly Recurrence when “custom” report range is selected.

• Weekly Recurrence reports can be scheduled for “x” # of weeks, and for any day of the week.

• Monthly recurrence reports can be scheduled for a specific date for any month, or on a specific day for any month.

Select Recurrence Range

(date range subscriptions will be generated)

For weekly or monthly recurrence periods, the user must select a date range in which they wish to receive the reports in.

• End Dates are optional

• All reports are generated after 12 am users local time and should be received by 5 am users local time.

Select Report Range

(date range of appointments that will be included in the export)

Click the report range dropdown to select the range of days the data will include in the report.

• Appointments included in the export will be based on the report range selection and the day the report was scheduled to be received.

• The report range dropdown includes many report range options:

  • Custom: User enters start and date range

  • Yesterday (day prior to when the report was received)

  • Today (day report was received)

  • Last 7, 30, 60, 90, or 180 days (report includes dates up to the day prior when report is received).

  • Calendar Week: (This week, last week, next week)

  • Calendar Month: (Current Month, Last Month, Next Month)

  • Calendar Qtr: This Qtr, Last Qtr, Next Qtr

Scheduled Popup

After user subscribes to a new report they will see messaging informing them that an email notification will be sent to their email on record in their staff profile

View My Subscribed Reports Table

On the Billing export page, a use can click “subscribed reports” to view a list of all reports they have subscribed to

• After a subscription is created the system will add the report to the ‘my subscribed reports’ tab.

• Users will see only see subscriptions they created.

• All details related to a subscription’s Report ID, user who created/modified report, recurrence pattern, recurrence range, report range, staff assigned location(s), late entries included , appointment filters and status will be viewable.

• Report ID: This is the reports unique Id and can be used to provide to Rethink support if there is ever an issue with subscriptions.

• Status:

  • Subscribed: The subscription has been created and is now active

  • Inactive: The subscription has passed its end date and is no longer active

  • Download: (Dark blue font = Ready for Download) Light blue font = Previously downloaded.

Viewing generated subscribed reports

Go to the tab ‘My Subscribed Reports’

• All subscribed reports that are generated will be available under the main subscription record.

• To view the generated subscribed reports click the arrow

  • When the arrow is clicked on the parent row the child rows will expand and the arrow can be clicked again for the child row to become collapsed

  • The generated report will display the Report ID and child id

• The generated report will display the Report ID with the parent and child id

Email Link

On the days specified in the subscription’s recurrence pattern, the user will receive an email containing a link to the report

• The report should be emailed to user before 5 am on the user’s time zone

• If the user’s email is changed in their staff profile the report will send to the new email address.

Cancel a Recurring Subscription

• Go to Subscribed Reports Tab

• Click on Edit for the report you want to cancel

Then enter a Recurrence End Date

Editing Reports Error Messaging

Click Edit on the Action column on ‘My Subscribed Reports Tab’

View Recurrence Pattern section with the red text “Recurrence Pattern can not be edited”

View Recurrence Range section with the red text “Start Date can not be edited”

• Users can not edit the report to change both the Recurrence Pattern and the Start Date

Billing Export Fields

• The Start and End dates displayed will be determined by the Report Date Range selected (see #5) above.

• The Run Date and Time reflects when the system generated the report.

• The Report ID will display on each tab of the payroll export.