How to Create and Manage Non-Billable Appointments in Theralytics

This guide will walk you through the process of creating and scheduling non-billable appointments in Theralytics. Part 1 is for Admin users, covering how to create a non-billable appointment type. Part 2 is for all users, showing how to schedule these appointments in the system. By following this guide, you’ll gain the skills needed to manage non-billable appointments effectively.

TABLE OF CONTENTS

• Part 1: Creating a Non-Billable Appointment Type in Theralytics
• Part 2: Scheduling a Non-Billable Appointment
• FAQ

Part 1: Creating a Non-Billable Appointment Type in Theralytics

Part One of our guide will review how to create a non-billable appointment type in the Theralytics system. This section is designed for Admin users and covers the essential steps for setting up appointment types, customizing the scheduler, and ensuring non-billable appointments are accurately created and managed. By following these instructions, you’ll be equipped with the knowledge to configure non-billable appointments effectively.

Step 1: Navigate to the "Masters" Section

From the main menu, select the "Masters" section to begin configuring appointment types.

Step 2:  Access the "Appointment Types" Menu

Under the Masters section, choose "Appointment Types" to view and manage all appointment types within the system.

Step 3:  Click "Add Appointment Type"

To create a new appointment type, select "Add Appointment Type". This will allow you to configure a new non-billable appointment type.

Step 4:  Enter the Appointment Type Name

In the provided text box, enter the name of the new appointment type. Choose a clear and descriptive name for easy identification.

Step 5:  Set the Default Appointment Duration

Set the default duration for the appointment by entering the number of minutes in the "Default Time in Minutes" field.

Step 6:  Select an Appointment Color

Choose a color for the appointment to be displayed on the scheduler. This helps differentiate appointment types visually.

Step 7: Set the Appointment Font Color

Select the font color for the appointment label to ensure it is clearly visible against the chosen background color.

Step 8: Assign a Therapy Type

From the dropdown menu, select the appropriate therapy type for the appointment. This helps categorize the type of service being scheduled.

Step 9: Choose a Session Note (Optional)

If the appointment requires a session note, select the appropriate session note from the dropdown menu. If not, leave this option blank.

Step 10: Assign User Roles

If the appointment type is meant for specific users, assign users here. If it should be available to all users, leave this section blank.

Step 11: Add a Description for the Appointment Type

Provide a brief description that clearly explains the purpose of the appointment type. This will help users understand when and how to use it.

Step 12: Leave the "Billable" Box Unchecked

Make sure the "Billable" checkbox is not checked. This ensures that the appointment type is marked as non-billable.

Step 13: Set Client Requirement (Optional)

If the appointment type requires a client to be associated with it, check the "Client Required" box.

Step 14: Include in RBT Supervision Report (Optional)

If the appointment is used for RBT supervision (to meet BACB RBT supervision requirements), check the "Include in RBT Supervision Report" box.

Step 15: Allow Appointment Overlap (Optional)

If you want this appointment to be able to overlap with others on the schedule, check the "Allow Overlapping" box.

Step 16: Save Your Changes

After reviewing all settings and making the necessary adjustments, click "Save" to save the new non-billable appointment type.

Part 2: Scheduling a Non-Billable Appointment

Part Two of our guide will walk you through the process of scheduling non-billable appointments in Theralytics. This section is designed for all users and will guide you through the steps to schedule non-billable appointments, ensuring they are accurately recorded in the system.

Step 1: Navigate to the "Scheduling" Section

From the main menu, select the "Scheduling" feature to access the appointment scheduling interface.

Step 2: Select the Date and Time for the Appointment

Click and drag on the calendar to select the date and time for the appointment. This will place the appointment on the scheduler at the desired time.

Step 3: Choose the Non-Billable Appointment Type

In the appointment options, select the non-billable appointment type you want to schedule. In this example, I will select the non-billable appointment type we created in Part 1, "Meeting with the CEO".

Step 4: Assign the Employee to the Appointment

Choose the employee who will be assigned to this appointment.

Step 5: Select the Appointment Location

Choose the appropriate location for the appointment.

Step 6: Save the Appointment

Once all details are selected and verified, click "Save" to finalize the appointment and add it to the schedule.

FAQ