Using the Manage Appointments Module

Modified on Thu, 14 Aug at 10:33 AM

INTRODUCTION

Overview

If your organization tracks session notes in another software (or generally does not use the session notes in Theralytics), you can still bill your claims without this required piece of information. The Manage Appointments area is designed to let you still render your appointments so that a claim is generated and the rendered hours appear on your staff payroll, all without a session note.

Purpose

Clinics might decide to use this feature if they collect session note data on a physical paper note and upload that note at a later time, or if they need to render a session for billing or payroll purposes but want to bypass the traditional process of filling out the SOAP note.

Key features

Allows for bypassing the traditional rendering process that requires a session note.
Allows for bulk rendering/completions of many session notes at once.

Allows for billing claims where the session note is stored outside of the software.

USAGE REQUIREMENTS

Please make sure that you review the points below to make sure that you can access this option and that it’s utilized correctly

Requires that the user have access to the Manage Appointments area
Is generally reserved for admins or schedulers in most clinics

Session notes cannot be added after a session is rendered via Manage Appointments

INSTRUCTIONS

Step-by-step walkthrough

Please follow the steps below to learn how to use the Manage Appointments feature

Locate the Manage appointments area and verify that you have access to it

STEP 1

Log into your database and expand the menu on the left, where you can find and select the Manage Appointments optioon in the menu

Filter out your appointments by date and/or appointment type.

STEP 2

The From and To dates let you specify the range of service dates that you would like to review.

STEP 3

The appointment Types dropdown menu lets you select from one or more specific appointment types (or service types) to review

STEP 4

Clicking Filter will bring up the range of appointments that you specified. Select the filter button to locate the appointments

Select the checkbox of the sessions you would like to render or cancel

STEP 5

Once the checkboxes to the left the appointments are selected, you will be able to use the Render or Cancel options.

Click the render or cancel button

STEP 6

Clicking Render or Cancel will complete the operation for the selected dates, whether that’s one date or multiple.

Verify that the session was rendered or cancelled. Note what happens to the session note.

STEP 7

You can check the rendered or cancelled session by heading back to the schedule

STEP 9

Rendered sessions will appear with a checkmark next to the client’s name

STEP 10

Cancelled sessions will appear greyed out

Dependencies

Managing Appointments can affect the rest of your database in the ways below

Notes rendered via manage appointments will now be ready to bill and will also count to that staff’s payroll hours

Please make sure that you are only rendering sessions from this area if the sessions are ready to be submitted to insurance or if the staff needs to be paid for these sessions

The session note for rendered sessions will display “N/A” on the note

Manage Appointments is intended for clinics that are recording their session notes outside of Theralytics (by paper or in another software), so when used the system will fill in “N/A” in the SOAP fields on the session note.

KEYS TO CONFIGURATION

In order to see this option, you will need to enable the manage appointments permission

To enable, first go to Masters > Role Permission, and select your user role

Open the menu for “Manage Appointments” and enable the options that you would like this user to have access to. They can either bulk render or bulk cancel appointments

Once completed, click save and that user will be able to access that area after saving.