How do I add a new Service (Call Type)?

The master list of Services is maintained in the User Defined Information module, and services must also be added to the list of services in the Agency Office Module. If you have multiple offices, each office can use a subset of the full list of services; if a service is used by all offices, it will need to be added to the list in the Agency Office Module for each office.

To add a new Service to the master list, open the User Defined Information module, and click on the Service (this may also be labeled as Call Type in some databases) button to view the list.

Click the Add tool on the toolbar to add a new Service.

Field	Description
Code	A four-digit code for the Call Type/Service. If you enter Call Types via Telephony, this code will need to be numeric.
Service	The name of the Service.
Note	Additional information about this Service.
Applies to	Whether authorizations and schedules based on this Service should by default apply to Both Billing or Payroll, or one or the other. For example, non-visit or office Services/Call Types would likely be set as Payroll only.
Qualification	Caregiver Qualification required to perform this Service.
Royalty Percent	For franchise reporting. If your office is part of a franchise, you can enter any royalty percentages to be paid to the corporate franchise. There are Royalty grids in the Analysis Reports Module that allow you to estimate the royalty amounts based on your completed billing.
Other Qualifications	Additional Caregiver Qualifications that may perform this Service.

Some of the Service information also needs to be set up in your Agency Office Module. The office Service list is found in the first ("Home") tab of the Agency Office Module.

After adding the new Service to the master list in the User Defined Information Module, the new Service will also automatically be linked to your current office. If you have multiple offices in your database, you may need to manually add the new Service to the other offices.

Click Add on the toolbar to add a Service to your office's list of services, or Select the existing Service and click Edit.

Field

Description

Service

Choose the Service from the User Defined master list.

Status

Choose the status or type of service:

Active	The default regular status for a service.
Office Use	Used to mark services that are office use only. For example, Training.
Unavailable	Used to create schedules for time where a caregiver is not working for company. You may wish to create schedules for certain unavailable time to clearly mark time booked off on the calendar, or for time off for which you intend to still pay the caregiver. (For example Vacation, Sick Time, Paid Time off) For most types of schedules that you set the service as "Unavailable", you will probably also want to check the Exclude from Daily/Weekly Overtime and Reminders/Telephony Alerting options (see below), as this is meant to be used for schedules that the caregiver is not actually working. When a schedule is created using an Unavailable service, you will be prompted to automatically remove the caregiver from any schedules that conflict with the unavailable time. Unavailable schedules also may have their hours excluded from certain hours totals in the program and are ignored when calculating travel time.
Retired	Used to mark services that are no longer used. Retired services will be listed last any time that you can choose a service (bill/pay rates, contracts (Authorizations), etc.). You will additionally receive a warning any time trying to add or edit a Contract or Billing/Pay Rate that references a retired service, but otherwise this status will not affect any other scheduling, billing or payroll functions.

Calendar Code

An optional short code that can be displayed on calendars using the "Bubble" style to identify the service.

Taxes

Select any state or other taxes to be applied to this Service in billing.

Exclude From Daily Overtime

If this option is checked, schedules for this Service will not have daily overtime applied when calculating billing or payroll.

Hours from these schedules will also not be counted towards the total for determining when to apply daily overtime on other schedules.

Exclude From Weekly Overtime

If this option is checked, schedules for this Service will not have weekly overtime applied when calculating billing or payroll.

Hours from these schedules will also not be counted towards the total for determining when to apply weekly overtime on other schedules.

Exclude From Reminders/Telephony Alerting

If this option is checked, Telephony Alerts and Event Reminders will be disabled for schedules for this service.

QuickBooks Invoice Service Item

Choose a matching QuickBooks service item for exporting invoices.

QuickBooks Vendor Bill Service Item

Choose a matching QuickBooks service item for exporting payroll to Vendor bills.

QuickBooks Payroll Service Item

Choose a matching QuickBooks service item for exporting payroll to time sheets.

Pay Credit Logic

Choose or create a logic option for use in conjunction with the 'Show Hours Used' screen in scheduling for reporting hours earned or used for a particular service/call type. (See Sick Time Tracking in Companion)

Break Prompts

Add possible breaks to this call type.

For detailed information, see the document Configuring Breaks.