Using Cycle Processing

Creating On Demand Pay Cycle

1.	Select Pay Rates Calculator>Cycle Processing>Create On Demand Pay Cycle.

2.	From the top pane of the window, select the services for which you want to create a separate  cycle. (Use the Ctrl or Shift keys to select multiple services at once.)

You can click the caption of each grid column to sort the patient services in the corresponding order. For example, if you want to select services provided to particular patient only, you can sort the services by patient name (by clicking the Patient Name column caption) and then easily find and select the needed patient services.

3.	Click the Add Selected Services button to move the selected services from the top pane to the bottom pane or click the Add All Services button to move all the services from the top pane to the bottom pane.

You can also use the Remove Selected Services button and the Remove All Services button to move the services from the bottom pane back to the top pane of the window.

4.	Click the Define button.

The Cycle Name dialog appears asking for a new cycle name.

5.	Enter the name of a new cycle.

6.

Click OK.

The new cycle is created. It includes all services that you selected in the Create On Demand Pay Cycle window.

Select Cycle Window

Path: Pay Rates Calculator>Cycle Processing>Select Cycle

With the Select Cycle window, you can view the list of cycles according to their status. There are four radio buttons at the top of the window which represent the corresponding cycle statuses: available for processing (selected by default), working, locked, and closed. When you select one of the radio buttons, a list of cycles with the corresponding status appears in the grid. At a time, you can view a list of cycles with the same status only.

Processing a Cycle

1.	Select Pay Rates Calculator>Cycle Processing>Select Cycle.

The Select Cycle window appears with available for processing cycles displayed in the grid.

2.	Double-click the cycle you want to process or select it and click OK. The Process a Cycle window appears.

If you previously locked the cycle and want to process it now, select the Locked radio button at the bottom of the window and then select the needed cycle from the list of locked ones. Go to step 5.

3.	Click the Lock Cycle button to lock the cycle.

The Password Request dialog appears.

4.	Enter your Netsmart Homecare password and click OK to lock the cycle.

Once the cycle is locked, you can review it and check whether all calculations are correct. Any services entered after the cycle is locked will not be included in this cycle. You now have full control of the cycle. No one can add services or initiate some recalculations for this cycle unless you unlock it.

5.	Click the View tab to get detailed information on the cycle displayed in report mode.

You can see the date and type of service, the name and ID of the patient for whom the service was provided, and the calculations done for each service.

Note: This report can also be viewed from Pay Rates Calculator>Reports>Employee Time Card.

6.	Click the Close button to close the View tab of the cycle.

7.	Click the Close Cycle button.

The warning message may appear if there are unverified services within the cycle. You can either verify the services and try to close the cycle again or ignore these services. If you close the cycle with unverified services, they are removed from this cycle and are automatically reassigned to the next available cycle.

Once the cycle is closed, it can be exported. When you close the cycle, you approve all the calculations within the cycle, and thus the cycle can be exported to the agency's Payroll Payment software for processing. If the services are changed in a closed pay cycle, they are handled as negative and positive entries and are assigned to the next available cycle.