Better Visibility for Direct Services Admins

If you are a direct services administrator for therapylog.com, you may remember back when you used to be able to look over an entire month of work for your therapists on the calendar interface at once.  Last week, we had to remove that feature because the amount of data getting pulled back and forth was too much for the server to reasonably handle.  In a way, that's a good sign because it means more and more people are storing their all their data with therapylog rather than just doing their billing through it.

However, although we didn't think the administrators would miss this interface, we were wrong about that. Both Beth Michaelis (North Kansas City) and Jodie Noe (Malden) let us know that they made use of the calendar regularly for seeing which therapists were completing their appointments and where their unbillables might be.

We think it's a great thing for the administrators to have that level of visiability into the system, so they can just browse through and see where there might be problems, so we decided to give them another way to do that which wouldn't be so taxing on our infrastructure.  After conversing with both of them via email and pitching an idea or two, this is what we came up with:

On the "Admin Tools" tab on the homepage, there's a new button labeled "Direct Services"

This is where we plan on storing any tools that specifically have to do with administering direct services billing programs.  As we come up with new and better ways for you to monitor and intervene in the work flow, they will be added on the toolbox that you are taken to when you click that button:

As you can see, right now we only have one tool (one feature at a time), and it's the one we're interested in right now.  The "Day Tracker" is the new direct services tool for checking any given day for incomplete appointments or unbillables, without having to run a report.  Clicking on that button takes you here;

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This is the Day Tracker.  Inspired by the things that Beth and Jodie told us they needed, this is how you can check any day for anomalies.  The form at the top there is a standard day picker.  Just type in the date you want to look at, or use the visual calendar control that's built in with it by clicking on the text box, and click "Change Date" to see all incompletes/unbillables for any date you want.

Below that form are two tabs, one that says "Incomplete Appointments", and one that says "Unbillable Appointments".  The incomplete one comes up by default, and it shows you every appointment for that day which the therapist has yet to complete their documentation for.  If someone forgets or gets behind, you'll be able to see that here so you can remind them before it slips too far into the past.

By clicking on the "Unbillable Appointments" tab, you're taken to this view:

This is a listing of all the appointments that are fully documented (that is, the therapist has completed them), and are for medicaid eligible kiddos, but we cannot bill them for one reason for another.  Want to know what those reasons are without running a report?  Just click on the appointments you're interested in and watch the unbillable reasons appear:

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Investigate as many as you like.  Once you're satisfied, you can click on that appointment again to close the reasons.  It's that simple.

This is just the beginning of what we can do at therapylog.com to keep you in tune with your therapists progress. Have other ideas or suggestions? Let us know.  We're always interested in making your workflow better.

~Ethan