Updating client package schedules

There are few scenarios that require you make changes to client package schedules. In this article we will explore best course of action when it comes to capturing these changes depending on the situation.

Adding Package schedule (if client is under multiple funding type)

Clients can sometimes be under multiple fundings (e.g. CHSP AND Fee for Services). In this scenario, you can simply ADD secondary package schedules by following the below steps.

1. Find the client's page and click Package Schedule on the details page. Click Add Package schedule button

2. New wizard will pop up for you to add details of the new package

- Client: This must have been pre selected but always double check to ensure that you have the accurate information

- Package: Drop down will display list package schedules that's existed in your company. (If there isn't any package schedule you need to add, you will need to add this through system configuration. Please click here to check how to add funding type to the system)

- Case manager: This is also a mandatory field. Please select case manager from the drop down. (If there isn't any case manager you are looking for, you will need to set this staff as case manager. Please click here to find out how to set someone as case manager)

- Date Start & End: Ensure to capture accurate dates

3. Once it's added, you can see it's listed on client's package schedule page,

and also when generating appointment, these package schedules are listed under client name for you to select. Please ensure to select the correct funding type so appointment is linked to the right package schedule.

HCP Package Level Move (If HCP client has level changed)

HOWEVER, if your client has been assigned to a different level of HCP package, this needs a "level move" instead of adding this as a new package schedule. Please find the correct steps below.

1. Find the client's page and click Package Schedule on the details page. Click HCP Level Move button.
(Note: Do not click Add package schedule as this is to add extra package schedule)

2. The system will display new page for you to complete the details of the updated package schedule

- Select a new level: Select the correct level

- Change over date: This is the start date of the new level

- Case manager: update it if there's been a change

Once reviewed and updated, click Proceed

3. Next step is for you check affected appointments from this change

- You can see new level is to be added as default package schedule

- Affected Repeats & Appointments: This shows any affected repeats and upcoming appointments that will be linked to the new level. In this case, the new level starts from 04/12, and any upcoming HCP appointments will be now associated HCP 2 from previous HCP 1.

Ending Client package schedule

When a client’s funding is no longer available, it’s important to update their Package Schedule. This helps prevent appointments being booked against an invalid schedule.

1. Locate package schedule
   You can go to client details > package schedules, OR through Company CRM > Package schedules
   

2. Update Date End field

   Update the Date end field to reflect when funding stops,

3. If there are any appointment past updated END date, the system will flag this,

4. Review these appointments to either cancel or assign to the valid and correct package schedule