Planned Services allow agencies to create standalone billable services for clients and schedule those services for completion. Once completed by a caregiver, the service can be included on the client's invoice.
Before a Planned Service can be scheduled, the service must first be created.
Navigate to Menu → Clients → Services.
Click the Create Service (Pen/Pad) icon.
Complete the service details:
Description - Name of the service.
Details - Additional information about the service.
Duration - Length of the service.
Fee - Amount to be charged.
Billing Code - Associated billing code.
Charge Code - Associated charge code.
Click Save.
The service is now available to be added to client profiles.
Navigate to the client's profile.
Open the Client Managers section.
Click the Planned Services (Pen/Paper) icon.
Complete the following fields:
Select the service you want to schedule.
This field automatically populates from the service setup.
Select the date the service schedule should begin.
Select the date the service schedule should end.
Choose how frequently the service should occur:
Daily
Weekly
Every X Weeks
Every X Days
Select the time the service should be performed.
Optionally assign a caregiver to the service.
Important: The caregiver must already be scheduled with the client or facility during the selected service time.
If a caregiver is selected who is not scheduled with the client, the service will be created as an unassigned service.
Click Save.
A prompt will appear asking whether you would like to translate the service to the schedule.
Select Proceed.
The service will now be added to the Scheduling Dashboard.
If an assigned caregiver is not scheduled during the selected interval, the system will notify you which services cannot be assigned automatically.
These services will still be created and can be assigned manually.
Planned Services appear on the Scheduling Dashboard as Quick Services.
If the service is unassigned:
Open the Utility Drawer on the Scheduling Dashboard.
Select Show Quick Services.
Locate the service.
Drag and drop the service onto the desired caregiver.
Save your changes.
This assigns the service to the caregiver.
Once assigned, the caregiver will see the service on their Punchcard during their shift.
The caregiver must complete the service for it to be included on the client's invoice.
Administrators can complete the service after the fact:
Open the Scheduling Dashboard.
Open the Quick Services section.
Locate the service.
Drag the service to complete it.
This allows billing to proceed even if the caregiver did not complete the service during their shift.
Create clear service descriptions and details.
Verify billing and charge codes before scheduling services.
Ensure assigned caregivers are scheduled during the planned service time.
Review unassigned services regularly.
Confirm services are completed before invoicing.
Use recurring intervals to automate regularly occurring services.
Planned Services allow agencies to create recurring or one-time billable services for clients, schedule those services on the Scheduling Dashboard, assign caregivers, and ensure completed services are included on client invoices.
Create a Service
Menu → Clients → Services
Add Planned Services to a Client
Client Profile → Client Managers → Planned Services
Assign Unassigned Services
Scheduling Dashboard → Utility Drawer → Show Quick Services