The Add & Manage a Session section of the Scheduler tab is used to edit and view existing sessions for all statuses, including Rendered status.
We highly recommend only using this section for unrendering sessions so that they can be edited, then later re-rendered.
We recommend using the Grid view and Calendar view for Daily Scheduling, Editing, and Viewing.
Note: If you are NOT a SUPER USER of the system, you will not be able to render sessions in this section. You will not see the Render session option in the drop down menu. Super User permissions are given to certain users of the system and only the owner of the the facility is able to give this permission by request. Request is sent to WebABA to turn on for a user and must come from owner or main admin of the company in writing for audit purposes.
Zone
Select Client
Select Authorization
View Details Button
Add Session(s) Button
Cancel Button
Filter by Section
Edit Single Session
Action Dropdown Menu
Refresh Issues Button
Click Scheduler from Navigation Bar and select Add/Manage Session.
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Zone - View Clients by Zone. Click here to select or switch Zone. The zone is used to organize your list of Clients to make it easier to search for clients when scheduling and/or edit sessions. The Zone feature is usually utilized by large facilities. To learn more about Zones, see Add a Zone.
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Select Client - Select Client from the drop down menu. If a zone is not selected, you will see all Clients.
- Provider users that have access to the Add/Manage Session section will only see clients that they are assigned to (If the Provider is part of the client’s “Team”, the client will appear for them in this drop down list).
- Office Staff users will always have access to all clients in this section.
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Select Authorization - In the drop down menu you will see open/active authorizations/episodes and also closed authorizations /episodes(for historical view)
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View Details Button - If clicked, it will show you basic client info: Client’s full name, Address, Guarantor’s name and Phone number.
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Add Session(s) Button - Allows you to quickly add a session.
Note: Daily schedule entry is recommended to be entered in the Grid view and Calendar view, as more features are available within the Add billable section.
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Cancel Button - If clicked, will clear the client’s info and a new search page will appear for you to select another client.
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Filter By Section - “Filter By” drop down menu allows you to select an option so that you are able to filter out what sessions you want to view. Once you select the kind of filter you want to use from the drop down, be sure to select the “filter” button over to the right. To clear the filter, select the “clear” button to the left of the filter button.
The most popular filter used is by activity ID. It is mostly used when unrendering sessions, as rendered sessions do not have a check box next to the session to select and unrender, so you want to make sure you filter out the session(s) you want to unrender so that you don't unrender multiple sessions by mistake. -
Edit Single session -Select the edit box and change the Team Provider, Location, date, time and status. All other edit options will be located in the drop down menu on the bottom, see next item (#9).
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Action Drop Down Menu - Select the edit button next to the session(s) you want to edit.**Use all the options within this drop down when selecting your session, EXCEPT the options that indicate “Filtered sessions”. When using this option you need to FIRST filter out which session(s) you want to unrender. If this option is selected from the drop down and Save Changes is clicked, this will result in unrendering all sessions that are currently in view. So it is important to filter sessions before using any of the filtered options in the drop down.
Note: If you are NOT a SUPER USER of the system, you will not be able to render sessions in this section (You will not see the “Render session” option in the drop down menu) Super user permissions are given to certain users of the system and only the owner of the the facility is able to give this permission by request. (Request is sent to WebABA to turn on for a user and must come from owner or main admin of the company in writing for audit purposes).
- Delete - This will delete the Selected session. The session will be deleted like it was never created. Do not use this option for cancelled sessions as they will not be documented as cancelled.
- Hold - This will change the status to Hold for the Selected session.
- Change Provider- For the Selected session(s) -this option will allow you to change the provider to a provider within the clients team and also give you an option to select a provider outside of the team by selecting the Magnifying Glass.
- Change Location - You are able to change the location for Selected session(s).
- Change Activity for Selected Sessions- Once the session(s) is Selected, you are able to use this option to change the activity. A drop down will appear with activities that are available within the attached auth.
- Change Authorization for Filtered Sessions- Once you have Filtered out what sessions you want to change the auth for, select this option and a drop down list will appear with all auths on file. Please note that in order to change an auth for a session you will need to make sure that the same activity that is currently attached to the session is also available in the other auth you want to switch it to.
- Change Activity for Filtered sessions- Once you have Filtered out what sessions you want to change the activity for, select this option and a drop down will appear with activities that are available within the attached auth.
- Change Location for Filtered sessions - Once you have Filtered out what sessions you want to change the location for, select this option and a drop down will appear with locations that are available for that client.
- Change Billable/Payable for Filtered sessions- Once you have Filtered out what sessions you want to change Billable/Payable for, select this option and a drop down will appear with Billable/Not Billable and Payable/Not Payable selections.
- Render Session- With this option, you are able to render a Selected session. ** Please note, If you are NOT a SUPER USER of the system, you will not be able to render sessions in this section (You will not see the “Render session” option in the drop down menu) Super user permissions are given to certain users of the system and only the owner of the the facility is able to give this permission by request. (Request is sent to WebABA to turn on for a user and must come from owner or main admin of the company in writing for audit purposes)
- Unrender Filtered sessions - Once you have Filtered out what sessions you want to unrender, select this option and the sessions in view will unrender.