Scheduling A Client
a. In your Neo schedule, highlight the time that you would like to block and then right-click in the grey area and select New Client Appointment. (If there is an existing appointment in the time that you would like to schedule, select anytime in the scheduler and once open type in the desired Begin Time and End Time.)
b. You will then see a screen that looks like this.
c. Confirm that the Begin time and End Time are correct (you can manually change if necessary)
d. Using the drop-down boxes complete the form:
i. Activity: There are many options in the drop-down. The ones you will use most often are:
1. INT-initial assessment (can only be used 1x/year)
2. ANNUAL-annual assessment
3. IND-individual therapy
4. COLLNB-non-billable collateral contact
5. COLL-SB/ OP/ OPC Collateral Activity- primarily used to bill school contract for a meeting or collateral moment (with prior permission)
6. OTHNB-other non-billable (used if an IND can’t be entered for some reason, most often due to a late assessment or treatment plan)
7. CPREP used to block prep time for court (in response to a subpoena)
8. COURT-used to block out actual court time (in response to a subpoena)
ii. Client Name or ID: can use drop down, or type name or case ID. If billing school contract for a non-client meeting, select the school as the client.
iii. Program: School Based & In Home Counseling
iv. Location: Pick your home office (Augusta 66 Stone or Waterville67 Eustis)
v. Service Place: use the drop down menu to choose the most appropriate option
e. Click Save- you will then see the appointment in your schedule.
f. After the appointment occurs you will indicate the outcome by right clicking on the appointment in your schedule, select Status, and then pick the appropriate outcome:
i. Kept: appointment occurred as planned
ii. Cancelled By Client: client cancelled the appointment
iii. Cancelled By Therapist: therapist cancelled the appointment
iv. Did Not Show: Client skipped appointment without notice
v. Late Cancelled By Client: last minute cancellation by client
vi. Error: appointment entered into scheduler in error and should not bill
g. Once the status is marked, progress note will open for completion.
Scheduling Team time (Unit-Based staff only)
a. In your Neo schedule, highlight the time that you would like to block and then right-click in the grey area and select New Time Sheet Appointment. (If there is an existing appointment in the time that you would like to schedule, select any time in the scheduler and once open type in the desired Begin Time and End Time.)
b. You will then see a screen that looks like this:
c. Confirm that the Begin time and End Time are correct (you can manually change if necessary)
d. Using the drop-down boxes complete the form:
- Payroll Status Type: Unit Based
- Time Sheet Activity: Team
- Program: 72 – School Based & In-Home Counseling
- Location: use your home office
- Description: write a brief description of what occurred (i.e. new hire orientation, training, supervision, staff meeting, etc.)
e. Click Save. You will then see the appointment in your schedule.
f. *Important: in order for this time to show on your timecard and be paid out it must be marked as kept.*
g. To mark the appointment Kept, right-click on the appointment in your schedule, select Status, and then select Kept. This time will now be reflected when you open your timesheet (See Timesheet Cheat Sheet for instructions)