TimeLog window

Path: Transactions>General>TimeLog

With the TimeLog window, also known as Staff Services Entry, you can enter visits and supplies provided to patients. You can also enter nonvisit related staff activities. The TimeLog window enables your agency to enter direct and indirect visit start and end times, travel start and end times, and mileage start and end odometer readings.

The TimeLog window provides a convenient tools panel on the top of the Service grid. It consists of three sections:

• The first section are the filters for Scheduled, In Process, Verified, and Unmade visits used to filter the services by their status. Use these buttons to display or hide corresponding service types on the screen.
• The second section are the options buttons for One-Line display, Duration instead of Start Time and End Time display, and Real Time display.
• The third section is the Action section and each of the buttons does the update to a service or a group of services: Remove Signature, Unresolved, Clear Scheduled Times, and Verify All.

You can use the Batches button to edit TimeLog batch number.

When you enter visits that are covered under an authorization in TimeLog, you must associate each visit with its authorization by selecting the correct pay source so that each visit appear on the correct claim associated with the correct authorization.

You can also enter visits as PRN to distinguish them from regular visits.

The TimeLog window provides a service record indicator, which helps visually quickly to recognize the currently selected record and monitor the record status. The record indicator is placed on the left of the each service row.

• RIght arrow icon indicates that the record is currently having pointer on.  
• I-bar icon Indicates that the record is modified.
• Asterisk icon indicates that the record has been inserted.

The bottom of the TimeLog window is divided into two areas

• The left side area shows information on Assessments and Notes attached to visit. The Assessments field shows any assessments associated with the selected visit or service.
  • Right-click the Assessment field, and then select Open Assessment Screen or click the A icon next to the corresponding assessment record to open the Assessments window in the Patient component.
  • The Notes field shows any notes associated with the selected visit or service. You can also add your notes to these fields or edit notes attached.
• The right side area contains a page control with Supplies, Costs and Revenue, Negotiation, and Pay Costs tabs.
  • The Supplies tab of the TimeLog window tracks any supplies that the resource dispensed to the patient.
  • The TimeLog window records a running total of costs and revenue for time, travel, and supplies on the Costs and Revenue tab.
  • The negotiation fields and the gross margin percentage (as defined in Payroll>Settings>Gross Margin) appear on the Negotiation tab.
  • For pay cost calculation details, click the Pay Cost tab. This tab contains pay rate details and calculated values, including for holidays, weekends, differential hours, and overtime. The fields on this tab are read only.

If you enter, update, or insert a new service for a patient, whose patient class is set (as of the visit date) to use OASIS Due alerts, and if your agency is using the OASIS Due alerts function, the TimeLog displays a warning message if the patient has an OASIS alerts due within the specified time frame. The message informs you about what kind of OASIS assessment is due and on what date it is due. It is shown at a time the user selects or changes the patient or when the record is posted. For the given patient, the warning is shown only once.

You can sort visits and save the chosen sequence so that it appears the next time you view the TimeLog for the same date and resource. You can sort either by column (by clicking the appropriate column heading) or by sequence using the standard Move Up and Move Down arrows.

The TimeLog window includes the standard Add Row, Insert Row, and Delete Row buttons on both Services and Supply grids. Use these buttons to add, insert, or delete rows in a specified position within each grid. Both Services and Supplies grids have their own set of these arrows and buttons found to the right of each grid.

When closing TimeLog following a grid reordering, the application prompts you to save the new order (and any other changes that were made). When you save and exit the window, Netsmart Homecare stores the order in which the visits were displayed and uses that same order the next time you view the TimeLog window for the same date and resource. Therefore, it is possible for each date-resource combination to use a different sort order in the window.

Although both Verify Scheduled Events and TimeLog can be used to verify visits, TimeLog is more appropriate for clinicians with clinical documentation requirements and should always be used by Field mode users. Verify Scheduled Events is intended primarily for managed personnel such as Home Health Aides, who submit day sheets on paper.