Settings Overview

Settings Overview

Settings

Appointment Status

Knowing how many times a client or a staff cancels will give you insight to help you analyze data from a billing and payroll perspective. In this section you can customize your own appointment status types, including cancellations. We some defaults here but feel free to change, delete or add in order to customize for the needs of your organization.

  1. To add a new appointment type select the Add button on the bottom right of your screen.



  2. Enter the appointment status name in the first field.
  3. Make sure the Status is set to Active.
  4. Select the Note Required checkbox if you would like the appointment to always require a note.  This is not a session note, but a note about the status of the appointment (e.g., noting that child illness was reason for cancellation) .
  5. Select the Cancellation checkbox if this appointment status is a cancellation appointment (will count as a cancellation type in your Reports)
  6. Select if an appointment should be Payable to staff.
  7. Select if an appointment should be Billable to your payers.
  8. Click Save.


Custom List

General

Custom lists help you manage list values where custom fields are used.  You can edit the lists to create as many values as you would like.  We encourage you to use the "search" bar at the top to view the "Job Title" and "Contact relationship" lists to ensure that they encompass the needs of your organization.

To add a Custom list:
  1. Go to Settings > Custom List > General
  2. Click the + icon on the lower right
  3. A new window opens, give name and list value


Service Type

You can ignore this tab.


Custom Fields

Custom fields are available at the Staff/Client/Payer/Appointment sections.  These fields allow you to track data that is not already tracked in AlohaABA.  

Some examples to consider are "Languages Spoken" by staff and clients, "Medications" for clients, "Allergies" for staff and clients or "Family Pets" for clients.

To add a custom field:
  1. Go to Settings > Custom Fields
  2. Click the "+" icon in the lower righthand corner and the add Custom Field Window will appear
  3. Field Name:  What would you like to call this field
  4. Field Controller:  How would you like it entered (e.g., Single line of text, drop-down menu)
  5. Status:  Make sure it says "active"
  6. Assign where the custom field will appear (e.g., Client Profile)



Data Import

You can ignore this tab.


Organizations

Editing your Organization

This is your office and company info. Your organization is used throughout the system from billing to payroll so it’s essential that the information you add is correct.   
  1. Select the Edit icon on the top right of the screen.
  2. The Edit Organization should appear.
  3. Complete and click Save.
If you do not have a EIN then you can use your SSN.

Adding additional offices

If you have a different address for billing or multiple clinics, you may need to add an additional office.
  1. Select the add icon on the bottom right of the screen.
  2. Enter the new office information
  3. Click Save


Payroll

General

Payroll is generally a difficult beast to deal with. We tried to make this as simple as possible to push payroll out without the need to guess if you performed all the right checks. In this section you can establish your payroll cycle and 3rd party payroll processor.
  1. Click the Edit icon on the top right of the General card.
  2. Current Payroll Start Date - What's the start date of your payroll cycle?
  3. Payroll Frequency - How often do you do payroll?
  4. Payroll ID Mapping is only necessary if you have more than 30 employees.  Please contact your Customer Success Manager if that is the case and select your Payroll Processor and enter your Identification # provided by the Payroll Processor.
  5. Add a Mileage reimbursement rate if your company pays for mileage.
  6. Click Save.

Earning Code

Earning codes are used to pay your staff the correct rates based on what service they are providing.
  1. Click the Add icon at the bottom right of the screen.



  2. Enter the desired Earning Code Name (e.g., Billable Hourly, Admin Hourly, Salaried, Sick, PTO, Holiday)
  3. Select the Paid Time Off checkbox if this Earning Code will not be considered in over time calculations. For example a vacation, holiday, or sick earning code should have the Paid Time Off checkbox checked.
  4. Mapping/Overtime/Mileage/Double Time fields - Used for 3rd party payroll processor
  5. Click Save.

Overtime Rules

To accurately account for overtime based on the your state we need to set up Overtime Rules for each office.  Overtime hours are calculated based on calendar week,  which is Sunday to Saturday.  Aloha uses weighted average to calculate overtime rate per federal rule.

Weighted average pay is an average of the different wages worked, taking into consideration how long the employee worked earning each wage category. For employees who earn only one wage (e.g. hourly), weighted overtime does not come into play. But for those who earn more than one wage (e.g. a staff has an hourly billable rate and an hourly training rate) in a pay period, you must average their time worked at each rate. Aloha will calculate your weighted average pay automatically for you so you do not have to worry about these calculations.

You can select the edit option to add values to each overtime field.  Be sure to check with your payroll processor for the laws in your organization’s state.
Below are examples of how OT rules should be set up. 

California
Overtime Rules
Entries
Daily Overtime
"8"
Daily Double Time
"12"
Weekly Overtime
"40"
7th Day Overtime
"0"
7th Day Double Time
"8"

Texas
Overtime Rules
Entries
Daily Overtime
"24"
Daily Double Time
"24"
Weekly Overtime
"40"
7th Day Overtime
"24"
7th Day Double Time
"24"

Colorado          
Overtime Rules
Entries
Daily Overtime
"12"
Daily Double Time
"24"
Weekly Overtime
"40"
7th Day Overtime
"24"
7th Day Double Time
"24"


Qualifications

We understand that some services you provide will require a level of expertise needed before the staff can provide the service. We manage that through Qualifications. Each qualification you add will be used as a global list. What does this mean? It means that the list of qualifications will be available to select from when setting up a new or existing staff. 

When a staff has multiple credentials (e.g, Bachelor's and Master's), you will only need to add their highest credential. 

  1. Select the add icon on the bottom right of the screen.
  2. Select the Qualification type (Certification/License/Other)
  3. Add the Qualification Name
  4. Select the Life Time checkbox if the qualification will not expire. 
  5. Covers & Covered by: Ex. A Bachelors Degree covers High School Diploma/Associate Degree but is covered by a Masters degree/PHD. 
  6. Click Save

Services 

Services are used for linking the billing codes to the services that you provide.  Add a new service by selecting the blue “+” button in the bottom righthand corner.  You can review the codes that you are authorized for, but it is recommended that you do not name the service after the billing code, but rather the type of service.  Then, give it a nickname, select a category (typically ABA) and a default earning code.  Make sure the code is active. 

Recommendation: Use simple service names such as Direct Intervention, Supervision, Social Skills etc.

Security 

User Accounts

Refer to this help center article on Creating Staff Logins.

User Roles

Refer to this help center article on Creating and Assigning User Roles to customize the user permissions of your staff members within Aloha.

Clinical Integrations

If you are using Hi Rasmus or Motivity as a clinical data collection platform, please refer to these help center articles to integrate your account with AlohaABA:
  1. Hi Rasmus Integration Set-up
  2. Motivity Integration Set-up
In the clinical integrations tab, you can sync the individual staff and client accounts.  All staff and clients must be synced between the two systems for the integration to work properly.

Text Messaging Services

You can select specific staff and clients that will receive a daily message at the time of your choosing to remind them of that day's appointments.  At this time the service will not notify them when appointments are cancelled and is not customizable.  

System Settings

This page is where you will go to set up various clearing house, payment and clinical integrations.  There are also features that you can toggle on and off in order to customize the site for the needs of your organization.  If you have questions regarding the specific features of this page, please refer to your Customer Success Manager.

Subscription Portal

This is where you will go to pay your AlohaABA subscription each month after your free trial is over.  Please contact your Customer Success Manager if you are interested in setting up AutoPay.



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