You can calculate mileage automatically for eligible schedules in the Schedule Review Module, in either the Finalize tab (preferred) or Actual Hours tab. Mileage is calculated only for schedules in which the caregiver is travelling from one client to another and does not get calculated for a caregiver's first visit of the day. (A schedule is considered the first visit if the time between it and the previous schedule for the same caregiver exceeds the setting in "Minutes after last visit to qualify as first visit" field in the Agency Office Module, Required With Support's Advice tab, Settings tab, Schedule Settings tool.)
Calculating and generating Mileage charges for selected schedules is based on the distance between schedules. For Mileage to automatically calculate, Clients and Caregivers must be configured to bill or pay Mileage, and have Mileage rates specified in their Billing or Payroll Options.
The system calculates the mileage from one address to another based on the Distance and Travel information populated in a schedule for an identical "from address/to address" scenario as the one on the current schedule for which you are calculating mileage. To edit the stored number of miles between two addresses, use the Distance and Travel tool in the Setup a Schedule screen.
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| NOTE: When you select Calculate Mileage, the system will attempt to automatically update the Distance and Travel information using HomeTrak's Trips directions service before it creates an expense item for Mileage in the schedule, if this information has not already been validated. |
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