Standard Appointment
Depending on how you work (either with having pre-scheduled calendar appointments or by recording during service delivery), the majority of your appointment work will be started from the Home screen.
There are up to four sections to this screen (MY TIME, EVENTS, ACTIONS, DOCUMENTS) along with icons at the top and bottom of the screen.
| Section | Purpose |
|---|---|
| MY TIME | Shows clock-in and clock-out activity for organizations that enable tracking of shift time through the application. |
| EVENTS | Shows appointments that represent time often attributed to services delivered to a client/customer/patient. Events are initiated by a check-in and completed with a check-out. One or more contacts can be associated with the event. If servicing the same contacts but switching to another service, the system also enables use of transitions to capture a new service in the same event to the contact(s) associated with the event. Most often, there will be a check-in followed by a check-out. |
| ACTIONS | Shows the actions recorded, such as blood pressure or weight check. Can be used to record an action that was performed or captured. This feature is option and may be disabled in your app. |
| DOCUMENTS | Shows any documentation that is due as a result of any MY TIME, EVENTS, or ACTIONS recorded. The list of documents will be presented by contact for which they are due. This section will remain empty if no documents need to be completed in the app. |
If you are creating the service (not a pre-scheduled event), start by clicking the plus "+" icon in the upper right corner of the home screen. From this menu, you will be able to clock-in or clock-out; add an event (check-in), transition, or check-out; or add an action.
The following context sensitive menu is shown when you click the "+" icon. Based on company policies, you may have a subset of options
We start by selecting "Add Event". This will present a screen to capture the characteristics of the event.
Fields presented may include ACTIVITY, PROGRAM, and LOCATION along with a date & time field. Depending on company settings, you may have all, some or only the date & time field.
Verify the accuracy for each field. If no value is selected, you will be required to select a value before you save. If there is a default value and it is correct, you do not need to edit the field.
You should avoid modifying the date & time field. The intention of the application is to collect a verifiable time of the service. An exception will be created if you modify the date and/or time and may require review by a supervisor to validate the exception. Should it be necessary to modify the date or time, the system will record the actual time and your modified time for the record. The system will then present two additional fields requiring you to select an exception reason. You have the option of adding a note that will be available to a supervisor to understand the reason for an exception. This note field is not documentation for the event, but to notate why a manual change to the time was recorded to aid auditors in understanding why there was an exception.
To add service recipients to the event, click the "+" plus icon in the top right of the screen. You will be presented with a search. If you have marked any contacts as favorites, they will show in the search results by default. When searching for a contact, simply type their name or contact id into the search bar and the app will automatically refine its search results based on your search parameters. The results will be listed below the search bar.
Once you have selected a contact and selected a value for each of the fields, the Save button wil be enabled. You can either add additional contacts if this is a group event, if you are providing service to more than one person concurrently, or click the Save button at the bottom of the screen.
Above are two different check in for an Event. The one on the left is with one contact and no exception and the one on the right is with two contacts and an exception noted.
Once you save the check in, you will transition back to the home screen, which will now show the event in the EVENTS section. One or more documents may also appear in the DOCUMENTS section.
Items Listed in the EVENTS section may be the result of check in that you performed or may appear exposing a pre-scheduled appointment of which you can check in. Simply selecting the contact of the Event will navigate you to the check in screen to record the check in.
Events are color coded as well as given an icon to denote their state. They will also be grouped together to show contacts who are together in the same event with a header that contains the date and time of the start of the event.
The legend above reflects the icons used to represent the state of Events.
OPTIONAL: Transitions are leveraged when you continue service to the same individual(s) within the same event, but need to record a different service due to billing requirements. For example transitioning from Habilitation to In Community services. Completing a transition in the application is similar to checkin. You can only record a transition for an appointment you have checked in but not checked out. Initiate a transition by swiping left on a contact in the event on the main screen to expose the yellow arrows icon (see image above) that represent transition. You can also initiate a transition by selecting the header of the event (in image above represented by "Today at 3:00 PM" in the grey bar) to navigate to the Event Detail screen. On the Event Detail screen, you can select "+" to expose a menu with the Transition option.
(Check Out screens. The image on the left is one contact and on the right with multiple contacts)
Once your event is finished, you will want to checkout. There are multiple methods in which you can initiate a checkout including clicking the plus "+" icon on the home page. If there is an active event, a menu option of checkout will be presented. Another method to initiate check out is to swiping left on a contact in the Event exposing the Red Exit icon (see image above). One additional method would be to select the header of the event ("Today at 3:00 PM" in the grey bar) and then selecting from the menu exposed by selecting the plus icon in the upper right corner.
In most applications, the checkout screen will not expose Activity, Program or Location and only provide the opportunity to edit the time, if needed.
Each time you record a transition or a check out, make sure to complete the transition or check out with the large green button at the bottom of the screen. The system will prompt if you navigate away without initiating a save.
NOTE: When you save a checkout, the event is completed and synchronized with the server. Once the synchronization is complete, you will not be able to edit the appointment in the app. It may still be editable in Unicentric servicexpert.
After the appointment has been completed and synced, you will be able to see its information from your Agenda tab to get a better idea of how the appointment will appear on your timesheet.
(The view of a completed service delivery that has been checked-out and where to see the resulting appointment from the agenda screen)