Mileage And Drive Time

Disclaimer: *Mileage and drive time are provided by Google Maps and are based on the road network and average time-independent traffic conditions at the time our mileage reports are run. Results for a given request may vary over time due to changes in the road network, updated average traffic conditions, and the distributed nature of the service. Results may also vary between nearly equivalent routes, and these variations may occur at any time or frequency.

Theralytics gives users 3 different options when it comes to tracking mileage and drive time. In this article we will go over our suggestions and review how to implement each suggestion to track your mileage and drive time.

Automatic Calculation

The first and easiest way to track mileage and drive time in Theralytics is to use the automatic mileage and drive time calculation on the payroll report. Please follow the instructions below to set this up.

When calculating the mileage and drive time automatically, the calculation will happen on the Payroll report. If you run the payroll report and you do not see the columns for mileage and drive time on the report, please contact support@theralytics.net and our team will enable it for you.

Please also be aware that the automatic calculation will only factor in appointment to appointment trips. It will not factor in travel time from the clinic/employee’s home to the first appointment or from the last appointment to the clinic/employee’s home.

1. The first step is to ensure that the address information has been properly entered for your location. This can be done by checking Masters > Location and reviewing the Facility Service Location Information.

2. After that you will want to verify that the service locations for the client are set up. If there are additional locations that you are conducting services at for your client, we recommend adding those on the clients profile (Manage Client > Client List > Edit > Address).

3. Once the location info has been set, create your appointments and render them

4. The automatic calculation will factor in each address and then use a Google Maps integration to calculate the distance and driving time based on the road conditions at the time the report is run. 
   
   
   
   
   

5. To review this calculation, please generate the payroll report under Reports > Payroll

Manual Mileage and Drive Time Tracking

1. To manually track your mileage, you will first need to locate your appointment on the schedule and click the edit option.

2. Fill out the mileage and/or the drive time in the appropriate area on the appointment edit page. The Drive time must be entered in the hh:mm format.

3. Manual mileage will not be calculated on the payroll report, you will need to review the Manual Mileage report to generate what you have entered on the appointment.

Using a Drive Time Appointment

1. Another way to track drive time is to use a drive time nonbillable appointment. First, navigate to the Master’s > Appointments tab.

2. Create a new appointment type called “Drive Time” and leave the Billable and Client Required boxed unchecked.

3. Set the appointment color and save the appointment.

4. You can now add this appointment type to your staff schedule as a drive time appointment.

5. Staff will need to render the appointment before it appears on their payroll report.

6. Staff will need to add manual mileage to the appointment if they will be getting paid for mileage. 

7. The drive time appointment will appear with the rest of the appointment types on that staff member’s payroll report, but the manual mileage will appear in the manual mileage report.

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Checking Mileage Discrepancies - If you would like to verify the mileage and drive time distances, you can check them with Google Maps.

1. Here is an example appointment set up between two locations. Locations are added on the client profile, we recommend including any additional location where services are being conducted in the client’s profile.

2. Once the sessions are rendered, the mileage and drive time from client to client will be automatically calculated on the payroll report.

3. Plugging the same addresses into Google Maps (including the session times) will allow you to check the mileage and drive time calculation on the report.

4. Please be aware that it may not be an exact match, as the calculation is based on a best guess of the mileage and drive time based on driving conditions at the time the report is run.

Mileage and Drive Time Exclusions

In some cases you may want to exclude certain employees from the automatic mileage and drive time calculation.

1. The first way to do this is to exclude all appointments for a staff member from the calculation. This can be done by editing the employee’s profile.

2. The second way is to exclude certain appointments from the calculation. This can be done from the appointment info screen.

3. Please note that non-billable and Indirect appointments will be excluded from the mileage calculation by default. To include these appointments, please make sure that staff are unchecking the “Exclude from Mileage” box on the appointment settings when creating or editing the appointment. This will ensure that the non-billable session qualifies for mileage reimbursement.