Overview
The 1300 Report is designed to let staff know which appointments have not yet had a service line entered in the Time Module. This report is best used to determine if a staff is keeping up with their responsibilities.
Features
- Option to convert to Excel once report is displayed.
- Provides a link to the actual appointment.
- Option to allow supervisors to view the report for their supervisees.
- All reports can be limited by staff permissions.
Assign Permissions
In order to run this report, please consider (or verify) the following permissions:
- Assign the permission below by editing the applicable roles. If you are not familiar with editing staff roles, see the Change Permissions - Edit a Role article for more information.
- Staff with permission to See all staff at a location in the Client Module will be able to see all data on this report. Without this permission, the staff running the report will only be able to see the results for themselves or their designated supervisees.
Run the Report
Using the parameters shown below, you will be able to gather specific data needed to verify that service lines have been entered in the Time Module.
| Number | Name | Description |
| 1 | Appointment Date | Select a date range for the appointments you would like to search. |
| 2 | Staff | Select a specific staff using the pick list or leave blank to capture all staff. This field is based on the staff selected on the appointment. |
| 3 | My Supervisees | This field will filter the staff list to only staff that are being supervised by the staff that is running this report. This allows a clinical supervisor to verify that their supervisees have entered service lines in the Time Module. This clinical supervisor is designated in the Staff Module -> Role Tab. |
| 4 | Location | Select a specific location using the pick list or leave blank to capture all locations. This field is based on the location selected on the appointment. |
| 5 | Type | Select the desired appointment type. Hold down the Ctrl key (Command on Mac) to click and select more than one type. Select all or leave blank to capture all appointment types. |
| 6 | Status | Select the desired appointment status. Hold down the Ctrl key (Command on Mac) to click and select more than one status. Select all or leave blank to capture all appointment status'. |
| 7 | Start | Enter the number of days prior to the current date to gather the selected data. To view appointments for today change this field to 0. |
NOTE: The 1300 Report tries to connect a service line to an appointment in two ways:
- Directly: When you use Time-Add from the appointment, that would create a direct match.
- Indirectly: Matches the appointment to a service line by matching the client, staff, and date.
The 1300 Report will look to find a matching service line for each appointment using the following logic:
- It will first check to see if a service line was made directly from the Appointment using the Time Add link from the Appointment. If it finds a service line that was created from the appointment using this method, the system will recognize the match and the appointment will not appear on the report.
- If it cannot find a matching service line record that was created directly from the Appointment using the Time Add link, the system will then search for a service line record that has the following matching information:
- Client
- Staff
- Date
- Location
- Time*
- This will be based on the parameters set when running the report. See below for more details.
- If the system cannot find a matching service line using the previous methods, the system will not recognize a match and the appointment will display on the report.
*When running the report, there is a new parameter added to search for appointments within a specific time window. You can set a time window of a certain amount of minutes before and/or after the appointment time. The system will search for a matching service line based on the time of the service line, comparing it to the time window for the appointment.
Due to the nature of the system, the report will not work well for these scenarios:
- Overlapping appointments for a client.
- Back to back appointments for a client.
- If the appointment is used to document a different services that does not coincide with the original appointment.
NOTE: Due to these restrictions, the best way to ensure that the 1300 Report works well for your agency is to ensure that staff are entering in their service lines from the Appointments Module by selecting the Appointment and using the Time Add link to add the service line. This is the best way to ensure the above scenarios do not lead to reporting discrepancies due to the limitations of the system and this report.
Example
Appointment is scheduled for client from 8:00 AM - 9:00 AM.
Service line is documented for 7:55 AM - 9:00 AM as the client arrived early.
Report is ran with 10 minutes before the scheduled appointment time and 10 minutes after the appointment time.
Since the service line began within the 10 minute time frame before the scheduled appointment time, the system will recognize this service line as the matching service line for the appointment, and the appointment will not appear on the report.