Schedule Review Module Glossary

Owned by Chris vanderHeide
Last updated: Oct 14, 2016

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Validate Directions

Calculate distance and travel for all selected schedules to verify distances and address validity.

Any addresses that the system is unable to determine as "valid" will be displayed.

Remove Actual Hours

Remove all actual hours from the selected Schedules in the main grid.

Modification History

View modification history of manual edits to the selected Schedule in the main grid.

Schedule Summary

View a summary screen displaying detailed information about the state of the selected Schedule in the main grid.

Event History

View processing history for the selected Schedule in the main grid.

Quick Access Tools

Quick Schedule Edit

Find an event based on its Event ID and open it for editing.

Attributes

The following “Bulk” operations will affect all checked or selected items in the main grid:


Bulk Add

Choose Attributes to add to the selected or checked Schedule(s).

Bulk Remove

Choose Attributes to remove from the selected or checked Schedule(s).

Bulk Clear

Remove all Attributes from the selected or checked Schedule(s).

Actual Hours

Fill Actual with Scheduled

Automatically fills in the actual hours information for all of the selected Schedules with the Scheduled (originally planned) time and hours.

Enter Actual Information

If you have a group of schedules selected (checked), this option will open each Schedule individually and allow you to manually enter actual hours and extra charges for each Schedule. (The Edit button on the grid toolbar allows you to do the same thing, but only for a single Schedule.)

Expenses

Calculate Mileage

Calculate and generate Mileage charges for the selected Schedules based on the distance between Schedules. Clients and Caregivers must be configured to be billed or paid Mileage in their Billing or Payroll Options for Mileage to automatically calculate.

Mileage is defined as driving distance between schedules. To Bill or Pay for mileage incurred as part of the work in the schedule, use Errand Miles.


Calculate Travel Time

Calculate and generate Travel Time charges for the selected Schedules based on the time or distance between schedules. Travel Time options must be configured in the Agency Office Module. Clients and Caregivers must also be configured to be billed or paid Travel Time in their Billing or Payroll Options for Travel Time to automatically calculate.

Bulk Add Extra Charge

Create and add a copy of an Extra Charge record to all of the selected Schedules in the main grid.

Remove...

Remove any of the types of Extra Charges from all selected schedules.

Finalize Schedules

Finalize Checked Schedules

Finalize the checked Schedules in the main grid. Finalizing Schedules sets the Bill and Pay hours for the Schedule and marks them as ready for Billing and Payroll. Schedules must be finalized before they can be calculated in Billing or Payroll.

If you already checked your schedules for potential payroll and billing issues, you can ignore the prompt to do so in this step.

Check for Possible Issues 

Check for potential issues with missing Pay or Bill Rates before Schedules are finalized and processed through Billing and Payroll. This tool runs all of the checks in sequence; each individual validation check may be independently performed using the tools under the drop down arrow.


Show Schedules that are not ‘Both Payroll and Billing’

View a list of schedules where the Hour Code is anything other than ‘Both Payroll and Billing’ so that you can verify that these are correctly set.

Show Caregivers that have a Zero Pay Rate

Identifies Caregivers that will be missing a pay rate for one or more schedules when payroll is calculated.

Show Payers that have a Zero Bill Rate

Identifies Payers that will be missing a bill rate for one or more schedules when billing is calculated.

Fill Bill Hours Based on... 

Individual Calculate Settings

Fill Bill hours for the selected schedule(s) based on the Payer’s Billing Options without finalizing the schedule.

Scheduled Hours

Fill Bill hours for the selected schedule(s) based on Scheduled Hours, regardless of the Payer’s normal Billing Options, without finalizing the schedule.

Rounded Hours

Fill Bill hours for the selected schedule(s) based on Rounded Actual Hours, regardless of the Payer’s normal Billing Options, without finalizing the schedule.

Actual Hours

Fill Bill hours for the selected schedule(s) based on Actual Hours, regardless of the Payer’s normal Billing Options, without finalizing the schedule.

Clear Auto-Filled Hours

Remove auto-filled Bill hours from the selected schedule(s).

Fill Pay Hours Based on...

Individual Calculate Settings

Fill Pay hours for the selected schedule(s) based on the Caregiver’s Payroll Options without finalizing the schedule.

Scheduled Hours

Fill Pay hours for the selected schedule(s) based on Scheduled Hours, regardless of the Caregiver’s normal Payroll Options, without finalizing the schedule.

Rounded Hours

Fill Pay hours for the selected schedule(s) based on Rounded Actual Hours, regardless of the Caregiver’s normal Payroll Options, without finalizing the schedule.

Actual Hours

Fill Pay hours for the selected schedule(s) based on Actual Hours, regardless of the Caregiver’s normal Payroll Options, without finalizing the schedule.

Clear Auto-Filled Hours

Remove auto-filled Payroll hours from the selected schedule(s).

Expenses

Calculate Mileage

Calculate and generate Mileage charges for the selected Schedules based on the distance between Schedules. Clients and Caregivers must be configured to be billed or paid Mileage in their Billing or Payroll Options for Mileage to automatically calculate.

Mileage is defined as driving distance between schedules. To Bill or Pay for mileage incurred as part of the work in the schedule, use Errand Miles.


Calculate Travel Time

Calculate and generate Travel Time charges for the selected Schedules based on the time or distance between schedules. Travel Time options must be configured in the Agency Office Module. Clients and Caregivers must also be configured to be billed or paid Travel Time in their Billing or Payroll Options for Travel Time to automatically calculate.

Bulk Add Extra Charge

Create and add a copy of an Extra Charge record to all of the selected Schedules in the main grid.

Remove...

Remove any of the types of Extra Charges from all selected schedules.

Review before Billing and Payroll

Un-Finalize Checked Schedules

Un-Finalize the selected Schedules in the main grid. This will un-mark all of the checked Schedules as being ready for Billing and Payroll. While not part of the “normal” process of moving a Schedule into Billing and Payroll, you may occasionally find it necessary to un-Finalize a Schedule in order to correct information on it before processing it into Billing or Payroll. 

Maximize Actual Hours

Maximize un-billed actual hours.

For more detailed information, see the document Maximizing Authorized Hours.

Expenses

Calculate Mileage

Calculate and generate Mileage charges for the selected Schedules based on the distance between Schedules. Clients and Caregivers must be configured to be billed or paid Mileage in their Billing or Payroll Options for Mileage to automatically calculate.

Mileage is defined as driving distance between schedules. To Bill or Pay for mileage incurred as part of the work in the schedule, use Errand Miles.

Calculate Travel Time

Calculate and generate Travel Time charges for the selected Schedules based on the time or distance between schedules. Travel Time options must be configured in the Agency Office Module. Clients and Caregivers must also be configured to be billed or paid Travel Time in their Billing or Payroll Options for Travel Time to automatically calculate.

Bulk Add Extra Charge

Create and add a copy of an Extra Charge record to all of the selected Schedules in the main grid.

Remove...

Remove any of the types of Extra Charges from all selected schedules.

Adjust Bill Breaks

Increase Break hours for Billing on all selected schedules by a specified amount. (To reduce Break hours, enter a negative value.)

Adjust Pay Breaks

Increase Break hours for Payroll on all selected schedules by a specified amount. (To reduce Break hours, enter a negative value.)