Post on 15-May-2015
Quick Steps
CREATE NEW APPOINTMENT IN SIX STEPS
Scheduling
In the Consumer Module, select the Consumer. Go to the Calendar tab and click “View” to load the schedule
About colors in Scheduler
• Please note the legend for the colors in the calendar.
Click on any any available time (white) Then right click on and select Add appointment
On Section 1, select Authorization
On Section 2, select Employee
On Section 3, select Time From. Time To. Location
Then click Add and close the window
The appointment you created will be shown in blue in the calendar. If you click on the appointment, you will see the employee name and service There are other calendar viewing options as well.
EDIT EXISTING APPOINTMENT IN 3 STEPS
Scheduling
In the Consumer Module, select the consumer. Go to the Calendar tab and click “View” to load the schedule
About colors in Scheduler
• Please note the legend for the colors in the calendar.
Click on the existing appointment (blue) Then right click on and select Edit appointment
Select the variable you want to change (date, time, authorization) Then click Update or Change Autho. Depending on the values you want to edit
The appointment you edited will be shown in blue in the calendar. If you click on the appointment, you will see the employee name and service
REMOVE EXISTING APPOINTMENT IN 3 STEPS
Scheduling
In the Consumer Module, select the consumer. Go to the Calendar tab and click “View” to load the schedule
About colors in Scheduler
• Please note the legend for the colors in the calendar.
Click on the existing appointment (blue) Then right click on and select Edit appointment
On the selection column, select the appointment (or series of appointments if working with a reoccurring appointment series) you want to remove. Then click Delete Selection
The appointment you removed will no longer appear on the calendar
RENDER AN EXISTING APPOINTMENT IN 4 STEPS
Scheduling
Go to (your URL here) and use the credentials provided to you
Once logged in, go to Rendering &Timesheets
Select consumer and click Review the schedule of hours scheduled will be loaded
If the appointment was executed exactly, then select the appointment and Submit
EDIT AND RENDER AN EXISTING APPOINTMENT IN 5 STEPS
Scheduling
Go to (your URL here) and use the credentials provided to you
Once logged in, go to Rendering &Timesheets
Select consumer and click Review the schedule of hours scheduled will be loaded
If the appointment was executed exactly, then select the appointment and Edit
Edit the values of the appointment and Submit
CANCEL AN EXISTING APPOINTMENT IN 5 STEPS
Scheduling
Go to (your URL here) and use the credentials provided to you
Once logged in, go to Rendering &Timesheets
Select consumer and click Review the schedule of hours scheduled will be loaded
Select the appointment and select Cancel
Choose Cancellation reason and Submit
The cancelled appointment will be displayed in Red in the Desktop Calendar
CREATE AND RENDER AN APPOINTMENT IN XYZ STEPS
Scheduling
Go to aimdev2.aiminsight.com:8081
Use the credentials User ID: EMP121454 Password: 7640
Go to aimdev2.aiminsight.com:8081
Use the credentials User ID: EMP121454 Password: 7640
Once logged in, go to Rendering &Timesheets
Select consumer Timesheets and select Multiple Consumer
Select Pay Period
Add Date, Service, Consumer, Start and End time. Notes are optional
CREATE A REGIONAL CENTER FUNDING SOURCE IN 2 STEPS
Funding Sources
Go to Funding Source and click on Clear
Fill out Contact Information. The fields ID and Customer Type are Mandatory. In Customer Type select Regional Center
Then click Add. Now you are ready to setup locations, CSCs, Billing Codes and Holiday Settings
ID field can have up to 13 characters. Once created, cannot
be edited, and cannot be repeated
For this tutorial, the customer type is REGIONAL CENTER
The rest of the fields are optional
CREATE A SCHOOL DISTRICT FUNDING SOURCE IN 2 STEPS
Funding Sources
Go to Funding Source and click on Clear
Fill out Contact Information. The fields ID and Customer Type are Mandatory. In Customer Type select School District
Then click Add. Now you are ready to setup locations, CSCs, Billing Codes and Holiday Settings
ID field can have up to 13 characters. Once created, cannot
be edited, and cannot be repeated
For this tutorial, the customer type is SCHOOL DISTRICT
The rest of the fields are optional
CREATE AN INSURANCE FUNDING SOURCE IN 2 STEPS
Funding Sources
Go to Funding Source and click on Clear
Fill out Contact Information. The fields ID and Customer Type are Mandatory. In Customer Type select Insurance
Then click Add. Now you are ready to setup locations, CSCs, Billing Codes and Holiday Settings
ID field can have up to 13 characters. Once created, cannot
be edited, and cannot be repeated
For this tutorial, the customer type is INSURANCE
The rest of the fields are optional
CREATE A PRIVATE PAYER AS A FUNDING SOURCE IN 2 STEPS
Funding Sources
Go to Funding Source and click on Clear
Fill out Contact Information. The fields ID and Customer Type are Mandatory. In Customer Type select Private Pay
Then click Add. Now you are ready to setup locations, CSCs, Billing Codes and Holiday Settings
ID field can have up to 13 characters. Once created, cannot
be edited, and cannot be repeated
For this tutorial, the customer type is PRIVATE PAY
The rest of the fields are optional
ADD CASE SERVICE COORDINATOR (CSC) TO AN EXISTING FUNDING SOURCE IN 4 STEPS
Funding Sources
Find the Funding Source. You can find a Funding Source by going to the Funding Source module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Find the Funding Source.
Double Click CSC A CSC Maintenance Menu will pop up
You may change directly any record on the grid.
If you would like to Add a new CSC, click Add A new row will open up
Add all the information, you can also change the Funding Source. When complete, then click on any other row on the grid and close the window.
The new record will now show up on the Funding Source Profile
The new record will now show up on the Funding Source Profile.
You can add as many as you need
ASSIGN OFFICES TO AN EXISTING FUNDING SOURCE IN 3 STEPS
Funding Sources
Find the Funding Source. You can find a Funding Source by going to the Funding Source module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Click Offices (tab)
Here a list of your offices will show up
To add or remove an office to a Funding Source, simply check the office name under the Active Column
Note that only the consumers from the
locations selected will be able to receive services
from the Funding Source you are setting up
The new locations selected will now show up on the Funding Source Profile.
You can add as many as you need
ADD BILLING CODES TO AN EXISTING FUNDING SOURCE IN 8 STEPS
Funding Sources
Find the Funding Source. You can find a Funding Source by going to the Funding Source module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Click Billing Codes (tab)
Click Billing Codes (marked) A popup window will show up to enter contract information from the Funding Source
Click Add A new row will open up. Enter contract information as presented by the Funding Source
To save the record, click on any other row. If there is not another row to click on, then create a new row by clicking Add and leave it empty. Then close the window
Back on the main Billing Codes tab, click Add A popup window will appear where you can further add details for the contract.
Select Degree. Select Vendor Description, here you will see the services you entered previously. Enter the Authorization Rate for the degree selected The Start and End Dates are optional, for your reference only
Then click Add. A new row will show up in the main tab
The last step is to configure the Service
Select Service and click Add
A configuration grid will show up
Configure each option on the grid as requested per the finding source
Click Add
MANAGE CALENDAR SETTINGS FOR AN EXISTING FUNDING SOURCE IN 5 STEPS
Funding Sources
Find the Funding Source. You can find a Funding Source by:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Click Calendar Settings (tab)
If you have ongoing restrictions, for example: Services are not allowed on Saturdays or Sundays after 12 noon, then go to Hours and Availability and enter the start and end times of the allowed time to work
If you have exceptional date restrictions, for example: Services are not allowed on January first, then go to Holidays
Click Add, and type the date of the day NOT allowed time to work
The field Description is optional
When you are done, click Save
CREATE NEW CLIENTS IN 3 STEPS
Clients
Find the Consumer Module. You can find a Funding Source by going to the Funding Source module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Click Clear
Fill out the fields UCI, Last Name, First Name, Gender, DOB, and Office Branch.
Then click Add
Now you are ready to fill out all the remaining information about the client
ASSIGN STAFF TO AN EXISTING CLIENT IN 3 STEPS
Clients
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Go to the Staff Tab
Find employees by typing their Name or ID in the Add Records – Employee List section
Once you have the desired employee highlighted, you may double click on the employee name or click Add. The selected employee will now show in the list of Staff assigned to the case
Please note the fields: Service, Hours Assigned, and Notes are optional and for reference only. These fields will not affect scheduling
ASSIGN FUNDING SOURCE TO AN EXISTING CLIENT IN 4 STEPS
Clients
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Go to the Funding Tab Tab
Find a Funding Source by typing its name or ID in the Add Records – Funding List section
Once you have the desired Funding Source highlighted, you may double click on the Funding Source name or click Add. The selected Funding Source will now show in the list of Funding Sources assigned to the case
From the assigned Funding Sources, select which one is the Primary Funding Source
Then check the box on the column Primary
Please note that the main use for this is to be displayed on the overview page of the client, and as the default funding source when creating new authorizations, this can be edited while creating the authorization
ASSIGN STAFF TO AN EXISTING CLIENT IN 4 STEPS
Clients
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Go to the Locations Tab
Here is where you can record all the addresses where services may take place.
Click on New (icon) and type the location name and address. E.g. “Dad’s House 3302 Salt Street, Los Angeles CA 90123”
To save the entry, Click on Save (icon)
From the assigned Locations, select which one is the Primary Location where services take place. Then check the box on the column Primary
Please note that the main use for this is to be displayed on the overview page of the client, and as the default location when scheduling appointments, this can be edited while creating the appointment
UPLOAD DOCUMENTS TO AN EXISTING CLIENT IN 5 STEPS
Clients
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Go to the Reports Tab
You must have the documents in the User Folder in order to have them available to upload to the Consumer Folder. Browse through User Folder and select the file you wish to upload
You have the option to Move the file to the consumer folder (cutting), or to Copy the file to the consumer folder while leaving a copy on the user folder.
Based on your choice, click on the file name and Move or Copy the file to the consumer Folder
Once a file is in the Consumer Folder, you may link the file to an existing Authorization. This was designed to track if reports have been submitted.
To do so, select file from the Consumer Folder, then select an Authorization from the dropdown menu. Name the report, apply a due date, and click Add Link.
The file linked to the authorization will be shown on the top section of the screen
OTHER FUNCTIONS Clients
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
The Insurance Tab is to maintain all the details to issue the CMS 1500
The Billing Tab keeps an ongoing record of all the billable hours provided
The Calendar Tab is detailed in the Scheduling QuickSteps
The QA Tab in in development to track Client feedback –release date October 2013
Coming October 2013
CREATE A NEW AUTHORIZATION IN 4 STEPS
Authorizations
Find the Authorization Module and then find an existing Client You can find a Client by going to the Authorization module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Then click Search
Click Add. a new popup window will appear
Fill out the Authorization Information.
Please note all the fields on this section are mandatory. Upon selecting Vendor
descriptions the fields Services and Rates will be automatically completed
Fill out the Authorization Information.
Based on the Funding
Source setup, the option for hours or units will be enabled for the service
selected.
Fill out the Authorization Information.
You only need to enter ONE amount of hours • Period (total hours for
the entire authorization)
• Monthly, or • Weekly
Indicate which type of amount you will enter in Calculation Type
Fill out the Authorization Information. Then click Add.
Based on the Calculation Type selected, enter the hours amount on the corresponding box. The other two boxes will be calculated automatically. In this example, we are entering the mandatory weekly amount, and the period and monthly amounts are calculated based on the weekly quantity
Once the Authorization is added, you can attach files to it, and they will be saved on the consumer folder (default folder for all documents uploaded to a client )
Find the file you want to attach with the Browse (icon) and then Add Notes are optional
CREATE A TIMESHEET FROM WEB RENDERING IN 4 STEPS
Timesheets
Find the Timesheet Module and then click on Web Timesheets
Use the filters and click Search to find Hours submitted on the Web
Please note that if you leave a filter blank, then it means you are selecting all possible values for that filter (E.g. if you leave the employee filter blank, then it means you are selecting all employees)
Also, please beware that the hours submitted on the web are not automatically converted into timesheets unless you verify them and approve them through the process explained in this tutorial
Review the entries.
Please note that with Grid Columns you can compare the hours Scheduled vs. Rendered.
Also you may see the address (Location) of the appointment
If the web entries are correct -let’s say if you need to validate parent signature, or if you run any other
verification process and the web entries are valid to pay
Then select the web entries ready to be transferred to Timesheets. Check the Timehseet
Selection column, and when ready click on Create Timesheets
When the timesheets are created, you will receive a confirmation message.
EDIT AN ENTRY AND CREATE A TIMESHEET FROM WEB RENDERING IN 5 STEPS
Timesheets
Find the Timesheet Module and then click on Web Timesheets
Use the filters and click Search to find Hours submitted on the Web
Please note that if you leave a filter blank, then it means you are selecting all possible values for that filter (E.g. if you leave the employee filter blank, then it means you are selecting all employees)
Also, please beware that the hours submitted on the web are not automatically converted into timesheets unless you verify them and approve them through the process explained in this tutorial
Review the entries.
Please note that with Grid Columns you can compare the hours Scheduled vs. Rendered.
Also you may see the address (Location) of the appointment
If a web entries is incorrect -let’s say if you need to validate parent/guardian signature, or if you run any
other verification process and the web entry is invalid to pay- and you need to edit the entry, then select the web entry, make sure to display Rendered Info and Timesheet Info in the Grid Columns. Change the values of the Timesheets Fields as needed -Date, from time, to time, location- please note total hours will update automatically. Also, please note the Rendered fields are non-editable. As a good practice always leave a note of about the the reason of the adjustment made.
Then select the web entries ready to be transferred to Timesheets. Check the Timehseet
Selection column, and when ready click on Create Timesheets
When the timesheet is created, you will receive a confirmation message.
MANUAL TIMESHEET ENTRY IN DESKTOP IN 6 STEPS
Timesheets
Find the Timesheet Module and then click on Manual Timesheets
Click New Timesheet to start a new entry
Select the Client who received services. Then Select the Employee who provided the service.
Enter the Pay Period for the timesheet. The fields D. Received and Pages are optional.
If you know the authorization for the services provided, then double click authorization in the Authorization grid. (recommended)
Please note the services will be automatically filled, and you can edit them if needed
Enter the Pay Period for the timesheet. The fields D. Received and Pages are optional.
If you do not know the authorization for the services provided, then just select Funding Source, and enter the services manually
Enter Start and End times, you may type or use scroll option (totals will automatically update) Enter Location of service Please note the dates on the grid will depend on the pay period you select. Also the locations available in the dropdown will depend on how you configure the consumer
Enter Start and End times, you may type or use scroll option (totals will automatically update) Enter Location of service Please note the dates on the grid will depend on the pay period you select. Also the locations available in the dropdown will depend on how you configure the consumer
Click Save or Save and New to save the timesheet you just entered. The entered records will be displayed in the bottom grid. You can edit a timesheet anytime before posting.
ADD A NEW EMPLOYEE IN 4 STEPS
Human Resources
Find and open the HR Module
Find and open the HR Module
Fill out the employee information in the Personal Data Tab
Please note the fields with the yellow background are mandatory
Fill out the employee information in the Class and Status Tab
Please note the fields with the yellow background are mandatory
Click Save and the new employee will be added to ACS. Please note you can now add all information pertaining to Earnings, Taxes, EFT, Communications, Emergency Contacts, Doc. Tracking, Credentials, and Notes.
BLOCKING CALENDAR DATES (MULTIPLE LEVELS) IN 4 STEPS
Scheduling
This tutorial is to show you how to block off dates at a company wide level. This is mostly applicable to holidays, or days you do not allow clinical schedules to take place.
To do so, Find and open the Maintenance Module
Go to Tables Maintenance and then double click on Holiday Settings
Click Add (a new line will open) type the date and description
To Save the record, click another cell on the grid, or add a new row (as in the previous step) Then close the window
This tutorial is to show you how to block off dates or times based on the restrictions provided at the Funding Source level. This is mostly applicable to holidays, or days you do not allow clinical schedules to take place.
To do so, Find and open the Funding Source Module and find the Funding Source for which you want to apply date restrictions You can find a Funding Source by:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Click Calendar Settings (tab)
If you have ongoing restrictions, for example: Services are not allowed on Saturdays or Sundays after 12 noon, then go to Hours and Availability and enter the start and end times of the allowed time to work
If you have exceptional date restrictions, for example: Services are not allowed on January first, then go to Holidays
Click Add, and type the date of the day NOT allowed time to work
The field Description is optional
When you are done, click Save
QUICK SCHEDULE IN 4 STEPS
Scheduling
Find the Consumer Module and then find an existing Client You can find a Client by going to the Consumers module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar
Then, click Quick Schedule
Select the authorization you wish to create an appointment for
(the days available for the client will automatically populate in the next screen)
Select the day you wish to create an appointment for
(the employees available for that day will automatically populate on the next screen)
Select the employee you wish to assign for the appointment
Please note the % column indicates what percentage of the employee’s available time matches the client’s available time
Review the details, edit if necessary, and then click Create Appointment
You will receive a confirmation message once the appointment is created