Types:
1) Note: The lowest severity, this type indicates that an undesirable condition exists but does not warrant a scheduling change. For example, an employee has an expired clearance but agency administrators have opted to allow scheduling under this condition.
2) Warning: There is a problem that will prevent service time from being recorded, but the schedule change can still be saved. For example, the appointment schedules service time which, when rendered, will exceed the authorized time.
3) Invalid: The highest severity, this type indicates that the schedule cannot be saved until the problem is resolved. Problems are typically warnings if the service time has not yet been rendered, but once marked as rendered the appointment becomes invalid. For example, the appointment service time has been marked as rendered, but the amount of time exceeds the authorized time.
Descriptions and Solutions
1) "The scheduled service time exceeds the appointment duration."
Solution: Reduce the service time or extend the appointment duration. You can also check the May Exceed box on the Funding Source record.
2) "The client was not enrolled with the funding source on the appointment date."
Solution: Either the service date was not authorized, or the client’s enrolments are not up to date. Check the Enrollments tab on the Client Record.
3) "The service contract was archived prior to the appointment date."
Solution: Verify that the appointment has the correct client service. It may be that an old contract has been replaced with a new one, or that the contract was mistakenly Archived. Check the Contracts tab of the Client Record.
4) "The service contract has been archived."
Solution: Verify that the appointment has the correct client service. It may be that an old contract has been replaced with a new one. Check the Contracts tab of the Client Record.
5) "The appointment is on a non-service day (<Holiday name>). Service time is not allowed."
Solution: Remove the appointment. Or, if the date is correct, go to the Funding Source record, and on the General tab check for non-service days.
6) "Service time is not allowed on <day>s."
Solution: Remove the appointment. Or, if the date is correct, go to the Funding Source record and on the Options panel of the General tab make sure that it allows service on those days.
7) "The make-up reference date precedes the beginning of funding."
Solution: Verify that the appointment has the correct client service. Compare your make-up reference date to the beginning funding date. If you suspect that the begin-funding date is incorrect Request assistance from administration or scheduling. Otherwise, try a make-up reference date between the begin-funding and the appointment dates.
8) "The appointment date is after the end of funding."
Solution: Verify that the appointment has the correct client service and the appointment date is correct. If these both appear to be correct, check the Services tab on the Client Record and look for the End Funding date.
9) "The make-up reference date is not in a designated service week."
Solution: Verify that the appointment has the right client service and make-up reference date. If these both appear to be correct, check the Services tab of the Client Record, select the service, and make sure all week boxes at the bottom are checked (appear yellow). If not, click them to turn them yellow.
10) "The appointment is not in a designated service week."
Solution: Verify that the appointment has the right client service and appointment date. If these both appear to be correct, check the Services tab of the Client Record, select the service, and make sure all week boxes at the bottom are checked (appear yellow). If not, click them to turn them yellow.
11) "The employee is not a service provider."
Solution: It may be that the wrong person has been selected to render the service, or the employee’s system record is out of date. You can check the Staff Record under the Personal tab and check the Service Provider box.
12) "The employee does not provide the service."
Solution: It may be that the wrong person has been selected to render the service, or the employee’s system record is out of date. Make sure the specific service is checked under the Services Provided box of the Staff Record.
13) "The employee's employment dates do not cover the appointment date."
Solution: Check the appointment date. It may be that the wrong person has been selected to render the service, or the employee’s system record is out of date. Check that their Hired date is before the appointment date.
14) "The employee does not have an FBI clearance."
Solution: It may be that the wrong person has been selected to render the service, or the employee’s system record is out of date. Check the FBI clearance date on the Qualifications tab.
15) "The FBI clearance dates for the employee do not cover the appointment date."
Solution: Check the appointment date. It may be that the wrong person has been selected to render the service, or the employee’s system record is out of date. Check the FBI clearance date on the Qualifications tab.
16) "The employee does not have a DOJ clearance."
Solution: It may be that the wrong person has been selected to render the service, or the employee’s system record is out of date. Check the DOJ clearance date on the Qualifications tab.
17) "The DOJ clearance dates for the employee do not cover the appointment date."
Solution: Check the appointment date. It may be that the wrong person has been selected to render the service, or the employee’s system record is out of date. Check the DOJ clearance date on the Qualifications tab.
18) "The employee does not have a TB clearance."
Solution: It may be that the wrong person has been selected to render the service, or the employee’s system record is out of date. Check the TB clearance date on the Qualifications tab.
19) "The TB clearance dates for the employee do not cover the appointment date."
Solution: Check the appointment date. It may be that the wrong person has been selected to render the service, or the employee’s system record is out of date. Check the TB clearance date on the Qualifications tab.
20) "The compensatory time bank will be overdrawn by <number> minutes if the service is rendered."
Solution: Check that the proper amount of compensatory time has been scheduled, and the correct client service is selected. Keep in mind that the time scheduled by all providers must be considered. Request assistance from a supervisor or check the Comp Time column on the Services tab of the client record.
21) "The compensatory time bank is overdrawn by <number> minutes."
Solution: Check that the proper amount of compensatory time has been rendered, and the correct client service is selected. Keep in mind that time rendered by all providers must be considered. Request assistance from a supervisor or check the Comp Time column on the Services tab of the client record.
22) "The sum of time rendered exceeds the authorized service time (for frequency) by <number> minutes."
Solution: Check that the proper amount of time has been rendered, and the correct client service is selected. Keep in mind that time rendered by all providers must be considered. Request assistance from a supervisor, it may be that the client’s contract is out of date.
23) "The sum of time scheduled will exceed authorized service time (for frequency) by <number> minutes if rendered."
Solution: Check that the proper amount of time has been scheduled, and the correct client service is selected. Keep in mind that the time scheduled by all providers must be considered. Request assistance from a supervisor, it may be that the client’s contract is out of date.
24) "This make-up time appointment is missing its make-up reference date."
Solution: Provide a make-up reference date for the service appointment.
25) "The make-up reference date is after the appointment date."
Solution: Change the make-up reference date to a date before the appointment.
26) "The make-up reference date is more than <number> days before the appointment date."
Solution: Verify the appointment date and make-up reference date. If appropriate, change the make-up reference date to a later date.
27) "The make-up reference date is too far in the past; it must be on or after <date>."
Solution: Change the make-up reference date to a date that is on or after the date given.
28) "The make-up reference date is too far in the future; it must be on or before <date>."
Solution: Change the make-up reference date to a date that is on or before the date given.
29) "Service actions cannot be marked as rendered until the appointment date has passed."
Solution: Don’t mark a service as having been rendered until its appointment time has passed.
30) "The scheduled service time is less than zero."
Solution: Adjust the scheduled service time so that it is zero or more.
31) "There is another appointment for the exact same date, time, client, and service."
Solution: Locate the conflicting appointments and change or delete one of them.