After you Add Client Authorizations you can view Client Authorization Status when you Schedule Client Appointments. This feature will allow you to immediately see the sessions/units available or remaining for a client whether scheduling single or recurring appointments.
NOTE: The timing and messaging of your Authorization Statuses while scheduling an appointment will be different based on if you are factoring in Upcoming appointments or not into your Exhaustion calculation. This setting can be found under Organizations > Settings. Learn More: Set up your organization profile
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Single Appointments
- From the agenda, calendar or client details create a new appointment.
- Enter the Client.
- Select the service type. Learn More: Add and Edit Service Types
- Available sessions/units for the period will display.
The Available sessions/units for... will display in red when there are no sessions/units available, there is no authorization or authorization will be expired by this date.
Recurring Appointments
- Schedule a recurring appointment from the agenda, calendar or client details. Learn More: Schedule recurring appointment
- Enter the Client.
- Select the service type. Learn More: Add and Edit Service Types
- A message will display indicating if the authorization will expire, will be exceeded, or is not available within the scheduled period.
Authorization Rounding Rules
For service types that bill one unit for a certain time interval, units are calculated based on a mid-point rounding system. The calculated number of units will round up once the midpoint is reached, and round down if the midpoint is not reached based on the length of the appointment. The number of units will never round down to zero. For example:
If the service type bills one unit for every 15 minutes, the midpoint is reached at 8 minutes
- An appointment from 2:00 - 2:38 PM would round up to three units.
- An appointment from 2:00 - 2:37 PM would round down to two units.
If the service type bills one unit for every 60 minutes, the midpoint is reached at 30 minutes
- An appointment from 2:00 - 3:30 PM would round up to two units.
- An appointment from 2:00 - 2:29 PM would round down to one unit.