The My Schedule tab is used to view and render sessions that have already been Scheduled. You are able to also obtain the Parent's Signature, add Session Notes and view Treatment Location Address with Google maps directions included.This section can only be accessed by Provider User types. Office Staff user types will not be able to obtain access to this tab.
As a Provider user, it will only show the Schedule of the Provider logged in. You are not able to access another Provider’s Schedule through this tab.
There are four types of access permissions you are able to assign to a Provider User. The type shown in the screenshot below shows ”My Schedule + Edit Own Schedule”. Please refer to the Manager Module Manual for details on user types and definitions.
Facility Strictness: The rendering options/steps might not be available if your facility’s strictness does not allow. This option is set up in the facility as a whole, you are NOT able to change/setup the strictness based on the user's individual access. Our support team is able to set up/change the strictness for you if needed. Your facility defaults to Non-strict when it's first built.
There are three types of access you may have as a Provider based on the Facility’s chosen strictness:
Strict, Semi-Strict and Non-Strict.
- Strict - you can only change the status from confirmed to rendered. If you have to change the time in and time out you will need to call your scheduler.
- Semi-Strict - you can only change the status to confirmed to rendered and you can only change your session starting and ending times by +/- 90 minutes.
- Non-Strict - you can change the session status to confirmed, no show, cancelled, rendered, cancelled by client, cancelled by provider or hold and you have no restrictions on the time in or time out.
Catalyst Integration Facilities: If you have the Catalyst integration turned on for your WebABA facility: You will see additional features within the screenshot below.
Note: If you are NOT a Catalyst integration facility, there will be features / icons that will not appear for you as a user. Also, the parent signature icon, session note icon and manual rendering will not be used as it will be included automatically with Catalyst note that will be mapped over.
- Unread Messages Alert - Here you will see messages that have not been read yet that are located under the Messages Tab. Once the messages are marked as read the alert will disappear.
- Expiring Credentials Alert - This alert is activated if one of the Provider’s credentials provided to the facility is expiring within 14 days. The facility will receive an alert on the Dashboard 30 days in advance. If the expiration date is not updated within 2 weeks, the user will then see the alert on their side.
- Calendar View - This section shows the same data that you see on the main My Schedule page but in a Calendar View. This view is a read only and you are not able to render or edit on this page.
- Add Billable - This link allows the Provider user to schedule sessions for themselves only.
Note: Not all Provider users will have this link available, Please view the Manager Module Manual for details on user permissions located in the add/edit users tab section within the Manager Module manual.
This section is used to create billable sessions for active clients that have current/active authorizations within WebABA. Remember: WebABA is auth based, which means that if an auth is not uploaded for a client, you will not be able to schedule past or future sessions for that client.
a. Client - Select the appropriate client from the drop down list. Please Note: There is a flag that you are able to request from our support team to activate for your facility. Each client has a team of providers created for them(Under Manage Teams). If the flag is activated, the providers will only see the list of clients that they have been activated as a team member for. The flag name is “Show Own Team Client Only”, please let our support team know that you want to activate this flag, if desired. If the flag is not activated, the Provider User will see all clients within the system in the drop down menu and will be able to schedule with any of those clients listed.
b. Authorization - Select the appropriate authorization from the drop down list. (If there are multiple auths available, be sure to select the auth that is within the date range of the session you are creating)
c. Activity - Select the activity you want to create for the session from the drop down list.
d. Location - Select the appropriate location for the session from the drop down list. If you do not see the location you are searching for and it is a personal treatment location for the client, you are able to select the + location dropdown menu and add a new address for the client. This will add it for this session and also add it to the drop down menu to be used for future sessions as well. If you are needing to add a new address that multiple clients are seen at, DO NOT use the +. Use the Office Treatment Locations section- see this section’s instructions within the WebABA Manual.
e. Date/Time - Select the date and start time of the session to be created. Be sure to enter 2 digits for the hour and 2 digits for the mins. This will ensure no errors when creating the session.
f. Duration - Select the duration of the session to be scheduled from the drop down list.
g. Provider - This section is disabled as the Provider is only allowed to schedule for themselves in this section.
h. Status - Select a status. All sessions default to confirmed status unless manually changed.
i. Repeat -To create multiple billable sessions for the same activity at the same time by using the repeat tool. Be sure to select either an End Date or number of occurrences. Leaving both options blank will only create the one session.
j. Scheduling Note- This section is used to enter Schedule notes for the Provider to see on their My Schedule page as a read only.
k. Is Non Billable- If selected the session will NOT go to billing when the provider renders the session.
l. Is Not Payable- If Selected the session will NOT go to Payroll/ Timesheet for the scheduled Provider. ( This means that the provider will not get paid for this session)
m. Add Billable Session- Click this button to create the session. - Add Non Billable - This section is used to schedule Non Billable sessions for your Staff. Non billable sessions have nothing to do with a client. You will not have the ability to switch this type of session to a billable session. Most commonly used for meetings and trainings. To schedule a Non Billable session(after clicking Add Non Billable):
a. Activity- Select a non billable activity from the drop down list. The non billable activity list provided can not be edited or added to.
b. Sub Activity- Select a Sub Activity from the drop down list. This list is optional and is created by the facility. See Manager Module Manual >Create Sub Activity for instructions.
c. Date of Activity- Enter a date for the non billable session.
d&e. Enter the time From and To. Be sure to enter 2 digits for the hour and 2 digits for the min.
f. Employee- This section is disabled as the provider user is only able to schedule for themselves.
g. Repeat- Select which days of the week and then one of the choices End date or after # of occurrences.
h. Scheduling note- This section is used to enter notes about the non billable session.
i. Location- There are options available in the drop down menu. You are able to use the + to add additional locations if needed. Once added, it will be available for you for future Non Billable sessions as well.
j. Add Non Billable Session- Click this button to create the Non Billable session. - View For/Search By - This menu is used to filter out sessions for viewing. When you first come to the My Schedule Tab, it always defaults to the current day. But, you have the option to view sessions based on your selection from this dropdown menu.
- Filter - You are able to filter by Activity ID, Client’s name, Activity and Scheduled Date/ Time, to narrow down your results.
- Render or change status of session - Here you are able to Render a session or change the status of a session(depending on strictness of facility).
Reminder: Placing a session in “Rendered” status means that the session(s) has been completed with the client by the treating provider.
You will also use this section for the following: Under the Action column- Obtain a Parent Signature, Enter session notes within the notepad provided and view treatment location. Under the Notes column- view scheduler notes.
Note: see Render a Session article for instructions/descriptions on how to render sessions.
Facility Strictness: The rendering options/steps explained below might not be available if your facility’s strictness does not allow.
There are three types of access you may have as a provider:
Strict, Semi-Strict and Non-Strict.
- Strict - you can only change the status from confirmed to rendered. If you have to change the time in and time out you will need to call your scheduler.
- Semi-Strict - you can only change the status to confirmed to rendered and you can only change your session starting and ending times by +/- 90 minutes.
- Non-Strict - you can change the session status to confirmed, no show, cancelled, rendered, cancelled by client, cancelled by provider or hold and you have no restrictions on the time in or time out.
9. Actions Dropdown Menu - Menu options vary based on the provider’s user permissions and access.
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- Delete - This option allows you to delete the selected session. This menu option is only available for users that have the permission to create sessions.
- Session History - Notes added through the notes link ()will appear here next to each session. You are able to view your own session notes added and also notes from other providers that have seen the same client. A good way to leave notes for a provider on the same team.
Note: You will not be able to see Catalyst SOAP notes in this window, only sessions left within the notes link) - Monthly Utilization and Total Utilization - This option allows you to view the authorization allowed units for the selected session. It will show a chart of how many units auth’d, how many remaining and how many have been rendered.
- Open Attached Auth - This option will open a new window in the browser and take you into the client’s authorization. To be able to use this feature, you will need to have access to the Client tab. If you do not have access to the Client tab, an error message will pop up when trying to access the auth.
- Add Addendum - This feature allows you to save a note to later copy and paste into the Notes link if needed. Select any session and the add addendum option, a note box will appear. Please note that addendums are not saved individually for each session. Anything added in the add addendum box will be updated to all sessions. Tip: You can add a template to copy and paste in the notes link when adding a session note.
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