How to Create an Appointment

From the schedule, appointments can be created to enter in session notes and track staff hours and utilization. To create an appointment, follow these steps:

1.Navigate to the Scheduling Menu at the left:

2. From the Schedule View, click on the day you would like to schedule your session for. If you know the duration of your appointment, you can click in the schedule at the beginning time, hold and drag, then release when you reach the desired end time. An appointment scheduling window will pop up and from this view you can also edit the Starting and Ending times:

3. Please note, all the fields marked with a red asterisk are mandatory, and you will not be able to Save the appointment unless completed.

4. Select the location from the dropdown list. Please note, this field is not the same as the Service Location, and in most cases it is the agency's office location.

5. For Direct Sessions, first search and select the client name. Please note, if a client name is not showing for scheduling it may not be assigned to your user or the client may be inactive. A client must be active before you can schedule sessions for them. 

6. Select the insurance from the drop down list, and then search and select the Appointment type you wish to schedule. If the appointment type search shows no results, that means that it has not been added as a payer activity. You can learn more about payer activities here.

7. Once the Appointment type is selected, the authorization will auto-populate and display the remaining hours available for that activity

5. For indirect sessions that do not require a client, you can leave the client field blank, search and select the appointment type, staff name and Service Location (Office, Home, Telehealth, etc..)

6. You may receive an error message after this selection stating that the appointment type is not authorized for that date and time. This means that this payer activity is not included in the client’s authorization, the authorization has expired, or that all the hours for that activity have already been utilized. The system does this automatically to prevent overbilling. If you believe you are seeing this error by mistake, please make sure the service code is included in the client’s authorization and this is not expired.

7. Next, search and select the employee that will be conducting the session. Similarly to the client, if the employee is inactive, you will not be able to schedule the session under their name.

8. Select the Service Location from the dropdown list (ie. Home, Telehealth, Office, School). This is where you will select the location where the service will be provided.

9. Select whether the session will be Direct or Indirect. For direct sessions, the mileage will automatically be calculated between service locations and appointments provided by Google Maps. You can disable this by checking the “Exclude From Mileage” box.

10. If you choose to leave it enabled, you can also enter a mileage or drive time different than the one automatically calculated. Please note that the drive time must be entered in HH:MM format:

11. You can also check the “Exclude from Payroll” box if you do not wish the session to be included in the Payroll Report.

12. If the appointment is a supervision session, check the RBT supervision box and select the staff member that is being supervised, the mode of meeting and the supervision type. This will count towards the supervision requirements which can then be exported in the RBT supervision report.

13.You can input any notes that you think are relevant in the “Notes” text box up to 1000 characters. Be aware that this is not the SOAP note for the session. If you wish to learn more about creating SOAP notes click here.

14. Lastly, you can make this a recurring appointment by checking the “Recurrence” box. If you wish to learn more about creating recurring appointments click here.

15. Once you have made sure all the information is correct. Click “Save” to save your appointment, you will see a green pop up message confirming that it was created successfully, and you will see the block in the schedule: