Download - Quick Steps
![Page 1: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/1.jpg)
Quick Steps
![Page 2: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/2.jpg)
CREATE NEW APPOINTMENT IN SIX STEPS
Scheduling
![Page 3: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/3.jpg)
In the Consumer Module, select the Consumer. Go to the Calendar tab and click “View” to load the schedule
![Page 4: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/4.jpg)
About colors in Scheduler
• Please note the legend for the colors in the calendar.
![Page 5: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/5.jpg)
Click on any any available time (white) Then right click on and select Add appointment
![Page 6: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/6.jpg)
On Section 1, select Authorization
![Page 7: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/7.jpg)
On Section 2, select Employee
![Page 8: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/8.jpg)
On Section 3, select Time From. Time To. Location
![Page 9: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/9.jpg)
Then click Add and close the window
![Page 10: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/10.jpg)
The appointment you created will be shown in blue in the calendar. If you click on the appointment, you will see the employee name and service There are other calendar viewing options as well.
![Page 11: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/11.jpg)
EDIT EXISTING APPOINTMENT IN 3 STEPS
Scheduling
![Page 12: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/12.jpg)
In the Consumer Module, select the consumer. Go to the Calendar tab and click “View” to load the schedule
![Page 13: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/13.jpg)
About colors in Scheduler
• Please note the legend for the colors in the calendar.
![Page 14: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/14.jpg)
Click on the existing appointment (blue) Then right click on and select Edit appointment
![Page 15: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/15.jpg)
Select the variable you want to change (date, time, authorization) Then click Update or Change Autho. Depending on the values you want to edit
![Page 16: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/16.jpg)
The appointment you edited will be shown in blue in the calendar. If you click on the appointment, you will see the employee name and service
![Page 17: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/17.jpg)
REMOVE EXISTING APPOINTMENT IN 3 STEPS
Scheduling
![Page 18: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/18.jpg)
In the Consumer Module, select the consumer. Go to the Calendar tab and click “View” to load the schedule
![Page 19: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/19.jpg)
About colors in Scheduler
• Please note the legend for the colors in the calendar.
![Page 20: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/20.jpg)
Click on the existing appointment (blue) Then right click on and select Edit appointment
![Page 21: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/21.jpg)
On the selection column, select the appointment (or series of appointments if working with a reoccurring appointment series) you want to remove. Then click Delete Selection
![Page 22: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/22.jpg)
The appointment you removed will no longer appear on the calendar
![Page 23: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/23.jpg)
RENDER AN EXISTING APPOINTMENT IN 4 STEPS
Scheduling
![Page 24: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/24.jpg)
Go to (your URL here) and use the credentials provided to you
![Page 25: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/25.jpg)
Once logged in, go to Rendering &Timesheets
![Page 26: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/26.jpg)
Select consumer and click Review the schedule of hours scheduled will be loaded
![Page 27: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/27.jpg)
If the appointment was executed exactly, then select the appointment and Submit
![Page 28: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/28.jpg)
EDIT AND RENDER AN EXISTING APPOINTMENT IN 5 STEPS
Scheduling
![Page 29: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/29.jpg)
Go to (your URL here) and use the credentials provided to you
![Page 30: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/30.jpg)
Once logged in, go to Rendering &Timesheets
![Page 31: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/31.jpg)
Select consumer and click Review the schedule of hours scheduled will be loaded
![Page 32: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/32.jpg)
If the appointment was executed exactly, then select the appointment and Edit
![Page 33: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/33.jpg)
Edit the values of the appointment and Submit
![Page 34: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/34.jpg)
CANCEL AN EXISTING APPOINTMENT IN 5 STEPS
Scheduling
![Page 35: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/35.jpg)
Go to (your URL here) and use the credentials provided to you
![Page 36: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/36.jpg)
Once logged in, go to Rendering &Timesheets
![Page 37: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/37.jpg)
Select consumer and click Review the schedule of hours scheduled will be loaded
![Page 38: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/38.jpg)
Select the appointment and select Cancel
![Page 39: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/39.jpg)
Choose Cancellation reason and Submit
![Page 40: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/40.jpg)
The cancelled appointment will be displayed in Red in the Desktop Calendar
![Page 41: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/41.jpg)
CREATE AND RENDER AN APPOINTMENT IN XYZ STEPS
Scheduling
![Page 42: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/42.jpg)
Go to aimdev2.aiminsight.com:8081
Use the credentials User ID: EMP121454 Password: 7640
![Page 43: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/43.jpg)
Go to aimdev2.aiminsight.com:8081
Use the credentials User ID: EMP121454 Password: 7640
Once logged in, go to Rendering &Timesheets
![Page 44: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/44.jpg)
Select consumer Timesheets and select Multiple Consumer
![Page 45: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/45.jpg)
Select Pay Period
Add Date, Service, Consumer, Start and End time. Notes are optional
![Page 46: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/46.jpg)
![Page 47: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/47.jpg)
![Page 48: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/48.jpg)
![Page 49: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/49.jpg)
![Page 50: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/50.jpg)
CREATE A REGIONAL CENTER FUNDING SOURCE IN 2 STEPS
Funding Sources
![Page 51: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/51.jpg)
Go to Funding Source and click on Clear
![Page 52: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/52.jpg)
Fill out Contact Information. The fields ID and Customer Type are Mandatory. In Customer Type select Regional Center
Then click Add. Now you are ready to setup locations, CSCs, Billing Codes and Holiday Settings
ID field can have up to 13 characters. Once created, cannot
be edited, and cannot be repeated
For this tutorial, the customer type is REGIONAL CENTER
The rest of the fields are optional
![Page 53: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/53.jpg)
CREATE A SCHOOL DISTRICT FUNDING SOURCE IN 2 STEPS
Funding Sources
![Page 54: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/54.jpg)
Go to Funding Source and click on Clear
![Page 55: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/55.jpg)
Fill out Contact Information. The fields ID and Customer Type are Mandatory. In Customer Type select School District
Then click Add. Now you are ready to setup locations, CSCs, Billing Codes and Holiday Settings
ID field can have up to 13 characters. Once created, cannot
be edited, and cannot be repeated
For this tutorial, the customer type is SCHOOL DISTRICT
The rest of the fields are optional
![Page 56: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/56.jpg)
CREATE AN INSURANCE FUNDING SOURCE IN 2 STEPS
Funding Sources
![Page 57: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/57.jpg)
Go to Funding Source and click on Clear
![Page 58: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/58.jpg)
Fill out Contact Information. The fields ID and Customer Type are Mandatory. In Customer Type select Insurance
Then click Add. Now you are ready to setup locations, CSCs, Billing Codes and Holiday Settings
ID field can have up to 13 characters. Once created, cannot
be edited, and cannot be repeated
For this tutorial, the customer type is INSURANCE
The rest of the fields are optional
![Page 59: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/59.jpg)
CREATE A PRIVATE PAYER AS A FUNDING SOURCE IN 2 STEPS
Funding Sources
![Page 60: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/60.jpg)
Go to Funding Source and click on Clear
![Page 61: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/61.jpg)
Fill out Contact Information. The fields ID and Customer Type are Mandatory. In Customer Type select Private Pay
Then click Add. Now you are ready to setup locations, CSCs, Billing Codes and Holiday Settings
ID field can have up to 13 characters. Once created, cannot
be edited, and cannot be repeated
For this tutorial, the customer type is PRIVATE PAY
The rest of the fields are optional
![Page 62: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/62.jpg)
ADD CASE SERVICE COORDINATOR (CSC) TO AN EXISTING FUNDING SOURCE IN 4 STEPS
Funding Sources
![Page 63: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/63.jpg)
Find the Funding Source. You can find a Funding Source by going to the Funding Source module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 64: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/64.jpg)
Find the Funding Source.
Double Click CSC A CSC Maintenance Menu will pop up
![Page 65: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/65.jpg)
You may change directly any record on the grid.
If you would like to Add a new CSC, click Add A new row will open up
![Page 66: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/66.jpg)
Add all the information, you can also change the Funding Source. When complete, then click on any other row on the grid and close the window.
The new record will now show up on the Funding Source Profile
![Page 67: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/67.jpg)
The new record will now show up on the Funding Source Profile.
You can add as many as you need
![Page 68: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/68.jpg)
ASSIGN OFFICES TO AN EXISTING FUNDING SOURCE IN 3 STEPS
Funding Sources
![Page 69: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/69.jpg)
Find the Funding Source. You can find a Funding Source by going to the Funding Source module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 70: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/70.jpg)
Click Offices (tab)
![Page 71: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/71.jpg)
Here a list of your offices will show up
To add or remove an office to a Funding Source, simply check the office name under the Active Column
Note that only the consumers from the
locations selected will be able to receive services
from the Funding Source you are setting up
![Page 72: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/72.jpg)
The new locations selected will now show up on the Funding Source Profile.
You can add as many as you need
![Page 73: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/73.jpg)
ADD BILLING CODES TO AN EXISTING FUNDING SOURCE IN 8 STEPS
Funding Sources
![Page 74: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/74.jpg)
Find the Funding Source. You can find a Funding Source by going to the Funding Source module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 75: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/75.jpg)
Click Billing Codes (tab)
![Page 76: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/76.jpg)
Click Billing Codes (marked) A popup window will show up to enter contract information from the Funding Source
![Page 77: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/77.jpg)
Click Add A new row will open up. Enter contract information as presented by the Funding Source
To save the record, click on any other row. If there is not another row to click on, then create a new row by clicking Add and leave it empty. Then close the window
![Page 78: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/78.jpg)
Back on the main Billing Codes tab, click Add A popup window will appear where you can further add details for the contract.
![Page 79: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/79.jpg)
Select Degree. Select Vendor Description, here you will see the services you entered previously. Enter the Authorization Rate for the degree selected The Start and End Dates are optional, for your reference only
Then click Add. A new row will show up in the main tab
![Page 80: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/80.jpg)
The last step is to configure the Service
Select Service and click Add
A configuration grid will show up
![Page 81: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/81.jpg)
Configure each option on the grid as requested per the finding source
Click Add
![Page 82: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/82.jpg)
MANAGE CALENDAR SETTINGS FOR AN EXISTING FUNDING SOURCE IN 5 STEPS
Funding Sources
![Page 83: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/83.jpg)
Find the Funding Source. You can find a Funding Source by:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 84: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/84.jpg)
Click Calendar Settings (tab)
![Page 85: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/85.jpg)
If you have ongoing restrictions, for example: Services are not allowed on Saturdays or Sundays after 12 noon, then go to Hours and Availability and enter the start and end times of the allowed time to work
![Page 86: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/86.jpg)
If you have exceptional date restrictions, for example: Services are not allowed on January first, then go to Holidays
![Page 87: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/87.jpg)
Click Add, and type the date of the day NOT allowed time to work
The field Description is optional
When you are done, click Save
![Page 88: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/88.jpg)
CREATE NEW CLIENTS IN 3 STEPS
Clients
![Page 89: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/89.jpg)
Find the Consumer Module. You can find a Funding Source by going to the Funding Source module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 90: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/90.jpg)
Click Clear
![Page 91: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/91.jpg)
Fill out the fields UCI, Last Name, First Name, Gender, DOB, and Office Branch.
Then click Add
Now you are ready to fill out all the remaining information about the client
![Page 92: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/92.jpg)
ASSIGN STAFF TO AN EXISTING CLIENT IN 3 STEPS
Clients
![Page 93: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/93.jpg)
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 94: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/94.jpg)
Go to the Staff Tab
![Page 95: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/95.jpg)
Find employees by typing their Name or ID in the Add Records – Employee List section
Once you have the desired employee highlighted, you may double click on the employee name or click Add. The selected employee will now show in the list of Staff assigned to the case
![Page 96: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/96.jpg)
Please note the fields: Service, Hours Assigned, and Notes are optional and for reference only. These fields will not affect scheduling
![Page 97: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/97.jpg)
ASSIGN FUNDING SOURCE TO AN EXISTING CLIENT IN 4 STEPS
Clients
![Page 98: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/98.jpg)
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 99: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/99.jpg)
Go to the Funding Tab Tab
![Page 100: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/100.jpg)
Find a Funding Source by typing its name or ID in the Add Records – Funding List section
Once you have the desired Funding Source highlighted, you may double click on the Funding Source name or click Add. The selected Funding Source will now show in the list of Funding Sources assigned to the case
![Page 101: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/101.jpg)
From the assigned Funding Sources, select which one is the Primary Funding Source
Then check the box on the column Primary
Please note that the main use for this is to be displayed on the overview page of the client, and as the default funding source when creating new authorizations, this can be edited while creating the authorization
![Page 102: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/102.jpg)
ASSIGN STAFF TO AN EXISTING CLIENT IN 4 STEPS
Clients
![Page 103: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/103.jpg)
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 104: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/104.jpg)
Go to the Locations Tab
Here is where you can record all the addresses where services may take place.
![Page 105: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/105.jpg)
Click on New (icon) and type the location name and address. E.g. “Dad’s House 3302 Salt Street, Los Angeles CA 90123”
To save the entry, Click on Save (icon)
![Page 106: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/106.jpg)
From the assigned Locations, select which one is the Primary Location where services take place. Then check the box on the column Primary
Please note that the main use for this is to be displayed on the overview page of the client, and as the default location when scheduling appointments, this can be edited while creating the appointment
![Page 107: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/107.jpg)
UPLOAD DOCUMENTS TO AN EXISTING CLIENT IN 5 STEPS
Clients
![Page 108: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/108.jpg)
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 109: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/109.jpg)
Go to the Reports Tab
![Page 110: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/110.jpg)
You must have the documents in the User Folder in order to have them available to upload to the Consumer Folder. Browse through User Folder and select the file you wish to upload
![Page 111: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/111.jpg)
You have the option to Move the file to the consumer folder (cutting), or to Copy the file to the consumer folder while leaving a copy on the user folder.
Based on your choice, click on the file name and Move or Copy the file to the consumer Folder
![Page 112: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/112.jpg)
Once a file is in the Consumer Folder, you may link the file to an existing Authorization. This was designed to track if reports have been submitted.
To do so, select file from the Consumer Folder, then select an Authorization from the dropdown menu. Name the report, apply a due date, and click Add Link.
The file linked to the authorization will be shown on the top section of the screen
![Page 113: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/113.jpg)
OTHER FUNCTIONS Clients
![Page 114: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/114.jpg)
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 115: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/115.jpg)
The Insurance Tab is to maintain all the details to issue the CMS 1500
![Page 116: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/116.jpg)
The Billing Tab keeps an ongoing record of all the billable hours provided
![Page 117: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/117.jpg)
The Calendar Tab is detailed in the Scheduling QuickSteps
![Page 118: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/118.jpg)
The QA Tab in in development to track Client feedback –release date October 2013
Coming October 2013
![Page 119: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/119.jpg)
CREATE A NEW AUTHORIZATION IN 4 STEPS
Authorizations
![Page 120: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/120.jpg)
Find the Authorization Module and then find an existing Client You can find a Client by going to the Authorization module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Then click Search
![Page 121: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/121.jpg)
Click Add. a new popup window will appear
![Page 122: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/122.jpg)
Fill out the Authorization Information.
Please note all the fields on this section are mandatory. Upon selecting Vendor
descriptions the fields Services and Rates will be automatically completed
![Page 123: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/123.jpg)
Fill out the Authorization Information.
Based on the Funding
Source setup, the option for hours or units will be enabled for the service
selected.
![Page 124: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/124.jpg)
Fill out the Authorization Information.
You only need to enter ONE amount of hours • Period (total hours for
the entire authorization)
• Monthly, or • Weekly
Indicate which type of amount you will enter in Calculation Type
![Page 125: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/125.jpg)
Fill out the Authorization Information. Then click Add.
Based on the Calculation Type selected, enter the hours amount on the corresponding box. The other two boxes will be calculated automatically. In this example, we are entering the mandatory weekly amount, and the period and monthly amounts are calculated based on the weekly quantity
![Page 126: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/126.jpg)
Once the Authorization is added, you can attach files to it, and they will be saved on the consumer folder (default folder for all documents uploaded to a client )
Find the file you want to attach with the Browse (icon) and then Add Notes are optional
![Page 127: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/127.jpg)
CREATE A TIMESHEET FROM WEB RENDERING IN 4 STEPS
Timesheets
![Page 128: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/128.jpg)
Find the Timesheet Module and then click on Web Timesheets
![Page 129: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/129.jpg)
Use the filters and click Search to find Hours submitted on the Web
Please note that if you leave a filter blank, then it means you are selecting all possible values for that filter (E.g. if you leave the employee filter blank, then it means you are selecting all employees)
Also, please beware that the hours submitted on the web are not automatically converted into timesheets unless you verify them and approve them through the process explained in this tutorial
![Page 130: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/130.jpg)
Review the entries.
Please note that with Grid Columns you can compare the hours Scheduled vs. Rendered.
Also you may see the address (Location) of the appointment
![Page 131: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/131.jpg)
If the web entries are correct -let’s say if you need to validate parent signature, or if you run any other
verification process and the web entries are valid to pay
Then select the web entries ready to be transferred to Timesheets. Check the Timehseet
Selection column, and when ready click on Create Timesheets
![Page 132: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/132.jpg)
When the timesheets are created, you will receive a confirmation message.
![Page 133: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/133.jpg)
EDIT AN ENTRY AND CREATE A TIMESHEET FROM WEB RENDERING IN 5 STEPS
Timesheets
![Page 134: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/134.jpg)
Find the Timesheet Module and then click on Web Timesheets
![Page 135: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/135.jpg)
Use the filters and click Search to find Hours submitted on the Web
Please note that if you leave a filter blank, then it means you are selecting all possible values for that filter (E.g. if you leave the employee filter blank, then it means you are selecting all employees)
Also, please beware that the hours submitted on the web are not automatically converted into timesheets unless you verify them and approve them through the process explained in this tutorial
![Page 136: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/136.jpg)
Review the entries.
Please note that with Grid Columns you can compare the hours Scheduled vs. Rendered.
Also you may see the address (Location) of the appointment
![Page 137: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/137.jpg)
If a web entries is incorrect -let’s say if you need to validate parent/guardian signature, or if you run any
other verification process and the web entry is invalid to pay- and you need to edit the entry, then select the web entry, make sure to display Rendered Info and Timesheet Info in the Grid Columns. Change the values of the Timesheets Fields as needed -Date, from time, to time, location- please note total hours will update automatically. Also, please note the Rendered fields are non-editable. As a good practice always leave a note of about the the reason of the adjustment made.
![Page 138: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/138.jpg)
Then select the web entries ready to be transferred to Timesheets. Check the Timehseet
Selection column, and when ready click on Create Timesheets
![Page 139: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/139.jpg)
When the timesheet is created, you will receive a confirmation message.
![Page 140: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/140.jpg)
MANUAL TIMESHEET ENTRY IN DESKTOP IN 6 STEPS
Timesheets
![Page 141: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/141.jpg)
Find the Timesheet Module and then click on Manual Timesheets
![Page 142: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/142.jpg)
Click New Timesheet to start a new entry
![Page 143: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/143.jpg)
Select the Client who received services. Then Select the Employee who provided the service.
![Page 144: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/144.jpg)
Enter the Pay Period for the timesheet. The fields D. Received and Pages are optional.
If you know the authorization for the services provided, then double click authorization in the Authorization grid. (recommended)
Please note the services will be automatically filled, and you can edit them if needed
![Page 145: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/145.jpg)
Enter the Pay Period for the timesheet. The fields D. Received and Pages are optional.
If you do not know the authorization for the services provided, then just select Funding Source, and enter the services manually
![Page 146: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/146.jpg)
Enter Start and End times, you may type or use scroll option (totals will automatically update) Enter Location of service Please note the dates on the grid will depend on the pay period you select. Also the locations available in the dropdown will depend on how you configure the consumer
![Page 147: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/147.jpg)
Enter Start and End times, you may type or use scroll option (totals will automatically update) Enter Location of service Please note the dates on the grid will depend on the pay period you select. Also the locations available in the dropdown will depend on how you configure the consumer
![Page 148: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/148.jpg)
Click Save or Save and New to save the timesheet you just entered. The entered records will be displayed in the bottom grid. You can edit a timesheet anytime before posting.
![Page 149: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/149.jpg)
ADD A NEW EMPLOYEE IN 4 STEPS
Human Resources
![Page 150: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/150.jpg)
Find and open the HR Module
![Page 151: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/151.jpg)
Find and open the HR Module
![Page 152: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/152.jpg)
Fill out the employee information in the Personal Data Tab
Please note the fields with the yellow background are mandatory
![Page 153: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/153.jpg)
Fill out the employee information in the Class and Status Tab
Please note the fields with the yellow background are mandatory
![Page 154: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/154.jpg)
Click Save and the new employee will be added to ACS. Please note you can now add all information pertaining to Earnings, Taxes, EFT, Communications, Emergency Contacts, Doc. Tracking, Credentials, and Notes.
![Page 155: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/155.jpg)
BLOCKING CALENDAR DATES (MULTIPLE LEVELS) IN 4 STEPS
Scheduling
![Page 156: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/156.jpg)
This tutorial is to show you how to block off dates at a company wide level. This is mostly applicable to holidays, or days you do not allow clinical schedules to take place.
To do so, Find and open the Maintenance Module
![Page 157: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/157.jpg)
Go to Tables Maintenance and then double click on Holiday Settings
![Page 158: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/158.jpg)
Click Add (a new line will open) type the date and description
![Page 159: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/159.jpg)
To Save the record, click another cell on the grid, or add a new row (as in the previous step) Then close the window
![Page 160: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/160.jpg)
This tutorial is to show you how to block off dates or times based on the restrictions provided at the Funding Source level. This is mostly applicable to holidays, or days you do not allow clinical schedules to take place.
To do so, Find and open the Funding Source Module and find the Funding Source for which you want to apply date restrictions You can find a Funding Source by:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
![Page 161: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/161.jpg)
Click Calendar Settings (tab)
![Page 162: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/162.jpg)
If you have ongoing restrictions, for example: Services are not allowed on Saturdays or Sundays after 12 noon, then go to Hours and Availability and enter the start and end times of the allowed time to work
![Page 163: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/163.jpg)
If you have exceptional date restrictions, for example: Services are not allowed on January first, then go to Holidays
![Page 164: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/164.jpg)
Click Add, and type the date of the day NOT allowed time to work
The field Description is optional
When you are done, click Save
![Page 165: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/165.jpg)
QUICK SCHEDULE IN 4 STEPS
Scheduling
![Page 166: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/166.jpg)
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Then, click Quick Schedule
![Page 167: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/167.jpg)
Select the authorization you wish to create an appointment for
(the days available for the client will automatically populate in the next screen)
![Page 168: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/168.jpg)
Select the day you wish to create an appointment for
(the employees available for that day will automatically populate on the next screen)
![Page 169: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/169.jpg)
Select the employee you wish to assign for the appointment
Please note the % column indicates what percentage of the employee’s available time matches the client’s available time
![Page 170: Quick Steps](https://reader034.vdocument.in/reader034/viewer/2022052619/555623e9d8b42a28608b4579/html5/thumbnails/170.jpg)
Review the details, edit if necessary, and then click Create Appointment
You will receive a confirmation message once the appointment is created