The Visit Approval screen can be found in the following places:
- Accounting>Billing>Billing Cycle>View>Visit Approval: Visits included in the Billing Cycle only, from Back Billing Date (where applicable) or Start Date to End Date.
- Accounting>Payroll>View>Visit Approval: Visits included in the Payroll Period only, from Adjustment & Carry Over Date (where applicable) or Start Date to End Date.
- Schedules>Workforce Management>Visit Approval: any date range of Visits can be viewed.
Visits are locked, the icon will appear in the Locked column, as well as an indication of the number of payroll runs and/or invoices the Visit has been included in.
To know the details of the invoices or payroll runs, hover over the icon.
You can enter a Client name in the appropriate filter, or click on a Client name in the column to quick filter for that Client's Visits.
You can filter on one or multiple Client Groups at a time, using the toggle Any or All.
Hover over the icon to view Client Tags.
You can filter on one or multiple Client Tags at a time, using the toggle Any or All.
If a Visit is On Hold or Cancelled, the Client name will appear on a grey background with a icon.
To see the On Hold or Cancelled reason, hover over the icon.
You can filter by All Visits vs. Scheduled vs. Cancelled/On Hold.
You can enter an Employee name in the appropriate filter, or click on the icon to quickfilter on an Employee name. You can also filter by:
- Departments: this applies to the Employee's Department.
- Designations: this applies to the Employee's Designation, set on their profile.
You can filter by Not Approved vs. Approved vs. Rejected vs. All.
If a Visit is Approved or Rejected, it will be indicated here. Unapproved Visits appear with no status.
The Start Date of the Visit. You can filter by Date range. Visits on the start date of the range are included and Visits on the end date of the range are excluded.
Service Code Column
Hover over the icon to view Service Tags.
You can filter on one or multiple Service Tags at a time, using the toggle Any or All.
Click on a Service Code to open a small edit dialogue where you can change it.
Sch. In/Sch. Out/Break Columns
The Start and End Times of each Visit, and if applicable, the Break time in minutes.
Scheduled/Clocked/Cov. % Columns
Scheduled: the scheduled time of the Visit in hours. Click on this to approve the Visit for scheduled time.
Clocked: the clocked time of the Visit in hours. This will appear on grey if it is equal to or more than the Scheduled time and red if it is less.
Cov. %: Clocked divided by Scheduled.
The Punch-In Distance represents the distance from the Visit address where clock-in took place, if it was done on mobile. It will be red if it is beyond 1000 meters and green if below.
The Punch-Out Distance represents the distance from the Visit address where clock-out occurred on mobile. It will be red if it is beyond 1000 meters and green if below.
Hover over the Punch-In/Punch-Out Distance to see the difference between the allowed clock-in/clock-out distance and the actual clock-in/clock-out distance.
You can also use the Max. Distance in Meters and Min. Distance in Meters to filter by Punch-In and Punch-Out Distance. The Min. Distance in Meters filter will show Visits where Punch-In OR Punch-Out Distance is greater than or equal to the value. The Max. Distance in Meters filter will show Visits where Punch-In AND Punch-Out Distance is less than or equal to the value.
Approved Hours/Bill-Override/Pay-Override Columns
Approved Hours: When a Visit is approved according to Scheduled or Clocked time, the quantity of hours will appear in this column. This can be overridden in the column, or if a Visit is not yet approved, entering a value here will automatically approve it.
Bill-Override/Pay-Override: enter a value in one or the other column in order to bill and/or pay for a different quantity than expected. If the Visit is not yet approved, it will not be approved if a value is entered in one of these columns. Note that the unit of the column appears according to the unit of the Bill Code or Pay Code of the Visit.
Should a Visit have any Notes, there will be an indicator here with the quantity.
Hover over the indicator to see the content of Notes.
The Note will appear in its entirety, even if it is quite long.
Visit Tags appear in this column. If there is more than one per Visit, they will be separated by commas.
You can filter on one or multiple Visit Tags at a time, using the toggle Any or All.
Clicking on Revisions opens a dialogue with an action log on the Visit.
The Funded column indicates which Visits are covered by Funding Blocks.
You can filter by All vs. Funded vs. Not Funded. Visits which are not funded will include both those for which Funding Blocks exist but do not cover them and those for which no Funding Blocks exist.
Yes : the Visit is funded.
No : the Visit is not funded, because the Service ran out of funding (the Funding Blocks are used up).
N/A : the Visit is not funded, because the Service never had any Funding Blocks.
Hover over the Yes or No icons to see funding information.
Funder Status Column
For any LHIN Visits, the Funder Status of any sent Visit will appear here.
For non-LHIN Visits, this column will appear blank.
You can filter on any single Status.
Hover over the icon to get the Last Updated Date and Validation Doc number.
Mark for Resub.
If a Visit has been marked for resubmission, it will be indicated here. You can filter on whether or not Visits are marked for resubmission.