Check out clients with Scheduling Calendar

Check out clients using the right-click menu of the Scheduling Calendar. 

• Netsmart recommends to check out clients if you have used the Check-In feature. If checked-in clients are never checked out, they remain in a checked-in state. This will cause Client Merge to take longer, and report performance on the check-in table will be degraded.
  • SYSTEM.check_in_clients is a legacy table that cannot be indexed, and has the capacity to only hold approximately a dozen records at a time since clients are removed from this table when they are checked out.
  • When data is reported against this table, the system performs a full table scan. Checking out the client will ensure that client merge and any reporting on the check in table will complete in a reasonable amount of time.
• When Quick Links are added via Form Designer, they will launch from the main screen behind the Check Out form.
• Your user security level must be equal to or higher than the posting code security level in order for the payment code to be included in the drop-down for Check-In/Check-Out functions.

1. In the Scheduling Calendar, right-click the appointment and click Check Out.
2. For group appointments, a window displays listing the group members. Select the clients to check out and click OK. The Check Out form for each client displays with the existing appointment information.  Group appointments cannot be edited once a member has been checked out.
3. In the Appointment(s) To Check Out field, check off the appointments associated with the check out.
4. The Expected Self Pay Amount (co-pay) field defaults with the co-pay.
5. In the Amount Received At Check-Out field, enter the co-pay amount the client has paid. The client must have a self-pay guarantor.
6. Choose the type of payment in the Payment Code field.
7. If applicable, enter the Check Number and Receipt Number.
8. In the Appointment Requires Follow-Up field, select Yes if a follow-up appointment is recommended. If Yes, enter the Follow-Up Appointment Due Date.
9. In the Follow-Up Appointment For drop-down list, select the appointment for which the follow-up visit is being made. The drop-down list will contain all scheduled appointments for the client.
10. In the Reason For Follow-Up field, enter any notes regarding the purpose of the follow-up visit.
11. In the Follow-Up Status field, select the current status of the follow-up appointment. All follow-up appointment fields are controlled through the Enable Follow-Up Appointment Functionality registry setting. (Follow-up functionality is available for myAvatar PM only.)
12. Click Submit.
13. A receipt for the co-pay amount is generated if the system is configured to provide receipts in the Posting/Adjustment Codes Definition form of myAvatar PM.

Note: When Check-Out is submitted, the temporary postings from the check-in process are reversed and the actual services/charges are immediately posted to the Client Ledger and become part of the client's treatment history. Any client payment submitted at check-out is posted against the self-pay portion of the rendered service. If payment is identified but posted during check-out instead of check-in, the payment is posted accordingly with no charge reversal.