Step 4: Authorizations & Scheduling

Authorizations and Scheduling

Purpose

To ensure services are properly authorized and scheduled.

Scope

Schedulers and administrative staff

Steps

1. Client authorizations:
   • Review the following articles:  How to Add Authorizations to a Client Profile, How to Edit an Authorization, How to Create a Custom Private Pay Rate
2. Enter authorizations for each client. Even private pay clients will need authorizations to schedule
3. Create custom private pay rates if applicable- these rates will override the rates set up with the Private Pay Payor 
4. Add schedules:
   • Review the following articles: How to Add a Recurring Schedule to Existing Authorizations, How to Fill an Open Shift, Why Can't I add a Filed Staff to a Client's Schedule?,  How to Set-up and Use Staff Search
   • Add Schedules to the client calendar with the date your staff will begin using the app to clock in and out of the shifts.  Use the recurring shift option to schedule shifts to avoid multiple edits to single shifts. 

Common Issue

Unable to assign staff to the schedule

• Verify staff have the service authorized in the profile and a corresponding pay rate
• Confirm authorization hours
• Check service compatibility

Best Practices

• Align schedules strictly with authorizations to prevent billing issues.
• Monitor open shifts daily.
• Automate recurring schedules where possible.

Next Steps: 

Review the Go-Live section to prepare to train your staff using the mobile app

Go-Live Preparation Webinars are held on Wednesdays at 1:00 est except for holidays- Select Here to Join the Webinar