Scheduling

Scheduling



To navigate to schedules, click the  icon on the left navigation.

Scheduling Appointment icons

  1.  Service appointment (Billable)
  2.  Non service appointment (Nonbillable)
  3.  Drive time appointment
  4.  Break time appointment
  5.  Unavailable appointment

Creating appointments

Add a Service/Billable Appointment

Double click on the the time where you want to schedule your appointment or click the  on the bottom right of you screen.

The Create Appointment window will appear.
  1. Appointment Type - Select which appointment type you are trying to schedule (Appointment / Drive Time / Break Time). In this case we are creating a regular Appointment.
  2. Date - Which date are you scheduling the appointment for?
  3. Start Time/ End Time - What time is the appointment for?
  4. Repeat - Allows your to create appointments which follow a specific pattern.  More info on:  Repeat Appointments
  5. Service - Select the service (e.g., Direct, Supervision) you are trying to schedule. 
  6. Client - Select the client you are providing services for. Based on the service you select, AlohaABA will display the clients that are authorized for that service.  
  7. Staff - Select the available staff who will be providing the service. 
  8. Title - Name of the appointment. By default AlohaABA will display the staff name, client name, service and time of the appointment.  This can be edited if desired.
  9. Location - Where is the service being held?  Location differs from Place of Service.  Place of service is for billing, Location tells the staff where they should go.  The Office (organization address), any client contacts and telehealth options will appear by default.
  10. Notes - Any additional notes you want to add to this appointment.  These are not session notes, but rather notes about the appointment.
  11. Click Save.

Add a Non-service/non-billable Appointment

Follow the same instructions as a billable appointment, but don't attach a client or service.  In the Title, write what the appointment is.

Earning Code Defaults

If you pay a different rate for non-service/non-billable appointments, make sure the correct earning code for Non-service appointments is defaulted by going to Settings > Payroll > Earning Codes and selecting "Defaults" at the top.  You can make sure all non-service appointments pay employees the selected rate (e.g., "Admin" or "Non-billable").  


Earning codes can be changed for individual appointments by going to the appointment and clicking on the Verification tab.


Add Drive Time

Double click on the time where you want to schedule the appointment or click the  on the bottom right.  

Info
Drive time appointments should be added after all other appointments in order to calculate time and mileage with our google maps integration.

1.  The Create Appointment window will appear.
2.  Select Drive Time at the top.


3.  Date - Which date are you scheduling the appointment for?
4.  Start Time/ End Time - What time is the appointment for? 
InfoIf you are only paying for mileage, this does not matter.  If you are paying for time in the car, you can determine this after using the Google Maps integration.  

5.  Repeat - Allows your to create appointments which follow a specific pattern.
6.  Staff - Add the staff(s) that are driving to the location.
7.  Starting Point / Destination - Enter the address for starting point and the destination.  The drop-down menu should populate with the address of the previous appointment in the schedule.



8.  Ending Point/Destination - The drop-down menu should populate with the address of the next appointment in the schedule.


9.  Google maps integration - Click the blue circle arrows to calculate the estimated drive time/mileage between the two destinations.  



10.  You can adjust the time of the appointment manually to match if you are paying a wage for time in the car.  The mileage will calculate for payroll automatically based on the mileage rate entered in your Settings > Payroll > General
11.  Notes - Any additional notes you want to add to this appointment.
12.  Once completed click Save.

Drive Time vs. Mileage

It is important to note whether you are paying your staff for the time in the car vs. miles driven.  Some organizations reimburse for one while others reimburse for both. 

Notes
  1. If you are paying ONLY MILEAGE
    1. Make sure that the mileage rate is filled out in Settings > Payroll > General.  This rate will be applied to all drive time appointments and added to payroll reports. 
    2. Under Settings > Payroll > Earning Codes > Defaults, make sure "no pay" is selected under "Drive Time".  
  2. If you are paying ONLY DRIVE TIME WAGE
    1. Make sure the earning code is added to Settings > Payroll > Earning Codes
    2. Default the earning code under Settings > Payroll > Earning Codes > Defaults. 
    3. For all Drive Time Appointments, the time should be adjusted to reflect the actual time in the care.
  3. If you are paying both MILEAGE AND A DRIVE TIME WAGE
    1. Make sure that the mileage rate is filled out in Settings > Payroll > General. 
    2. Under Settings > Payroll > Earning Codes > Defaults, make sure correct earning code is selected under "Drive Time".  
  4. All Staff receiving Drive Time wage should have the correct earning code added under their Staff Profile > Pay Rates.

Add Break Time

  1. Double click on the the time where you want to schedule your appointment or click the on the bottom right of you screen.
  2. The Create Appointment window will appear.
  3. Select Break Time at the top.
  4. Date - Which date are you scheduling the appointment for?
  5. Start Time/ End Time - What time is the appointment for?
  6. Repeat - Allows your to create appointments which follow a specific pattern.
  7. Staff - Add the staff(s) that are taking a break.
  8. Title - Name of the appointment. By default AlohaABA will display the staff name, client name, service and time of the appointment.
  9. Notes - Any additional notes you want to add to this appointment.
  10. Click Save.

Editing Appointments

Delete an Appointment

Single click on the appointment and select the .  
Notes
It is not recommended to delete appointments that were not created in error.  It is recommended to cancel them in order to track cancellations by staff and client.

Edit an Appointment

  1. Locate the appointment from the schedule and double click or single click and .
  2. Make any required changes in the schedule.
  3. Click SAVE.

Cancel an appointment

  1. Locate the appointment from the schedule and double click or single click and .
  2. The Cancellation types are located at the top right of the appointment screen under "Status" next to the delete icon.    
  3. Click the type of cancellation it is, and write a note for the cancellation under the Appointment Info tab at the very bottom. Save.

Completing an appointment

  1. Locate the appointment from the schedule double click to open.
  2. Click on the "Verification" tab along the top
  3. Make sure that the earning code field is filled in correctly before clicking the "Complete" check box.
  4. Click Save.

Creating and Viewing a Clinical Team Schedule



Idea
Clinical Teams can be created to group staff or clients.  Recommendations include region or job title.

To create a clinical team, go to Staff > Manage Clinical Teams
1.  Use the to add a clinical team.
2.  Enter the names of staff or clients to be added to the clinical team.
3.  Save

Alert
Creating a clinical team in Aloha changes user permissions.  For staff who do not have access to "All Staff" and "All Clients", they will be able to see information from staff and clients they are on a clinical team with.  For example, if they have access to "Other's Schedule" in User Permissions, they will be able to see all schedules of the staff/clients they are on a clinical team with.  Please view our article on Creating User Roles to update these permissions.

To view the schedule of the clinical team:
1. Select the  on the menu bar.
2. Type in the Clinical Team Name in “Add staff/client calendar(s)” 
 
 
 

3. All Team Members calendars will appear on the schedule.  Click the check mark next to each staff/client that populates to make their schedule viewable.
Info
The staff/client calendar highlighted in RED is the one you are actively working on.

Appointment History Tracking

In addition to activity tracking for Staff/Client/Payer profiles, the history of changes to appointments is now viewable. Within the schedule, select Settings > Appointment History Tracking.


From there, search by appointment (e.g., date, staff, client) and view all history, including deletions, as well as which user made the change.


FAQ Scheduling



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