A service has three possibilities of dates to indicate when the first visit should take place:
- Required First Visit Date.See Patient>Services>(Service) and look under Latest Referral Info.
- Date Service Required by. See Patient>Services>(Service) and look under Latest Referral Info.
- Service Start Date. See Patient>Services>(Service) and look under Details.
Note: These dates can be edited.
Note that these dates fields follow a certain hierarchy, meaning that if set, the first one will supersede the second, which supersedes the third. The hierarchy is the following:
- Required First Visit Date.
If this field is set, an illegal visit will return a warning under the date field: "First visit of the service should happen on YYY-MM-DD".
- Date Service Required by.
If no "Required First Visit Date" is set, the system will revert to using the Funder "Service Required By Date". If set, a warning should be shown if the first visit is AFTER this date. The warning should read "First visit of the service should happen by YYY-MM-DD".
- Service Start Date.
If no "Required First Visit Date" AND no "Service Required By Date" is set, the system will use the Service "Start Date". If set, a warning should be shown if the first visit is AFTER this date. Warning should read "First visit of the service should happen by YYY-MM-DD".
After viewing the warnings, you can still save and close visits which are in conflict with these dates.
However, if you would like to track first visit date overrides, you can create reason codes in Accounting>Global Settings>Reason Codes.
Once you have created and enabled at least one reason code, you will be prompted to enter a reason code whenever you override. This field is mandatory.
The use of reason codes can be tracked in Data Exploration.
Once a reason code is entered while scheduling a visit, it is stored at the service level. This means that a reason code will not be asked for again if new illegal visits are scheduled, even by users without permission to enter reason codes and override service start date warnings.
The ability to override a first visit date limitation with a reason code is controlled by two ACLs:
- Schedule a first visit before the Service Start Date
- Schedule a first visit after the Service Start Date
When the user has the appropriate ACLs checked,they receive a warning under the Date field, but can still save the visit or recurrence.
When the user does not have the appropriate ACLs checked, the user receives the same warning under the Date field but cannot save the visit or recurrence if any reason codes have been configured.
If no reason codes have been configured, the reason codes feature will not kick in, and the user will be able to save illegal visits and recurrences, regardless of the user's permissions.
Edits directly from the schedule
If an employee is dragged an dropped into a schedule for a service on a day which conflicts with First Visit Date information on the service, a warning is triggered. Same applies to visits that are moved to an earlier conflicting date.
According to the user's permissions, the user may then be able to enter a reason code to allow the visit, or else will be prevented from saving the visit.