Fields to track duration and time on events
myEvolv provides several event_log fields that can be used for tracking different duration values on a single event. These fields can be added to any event-based form.
IMPORTANT: Only the value entered in the duration field is used for billing. The other fields are for documentation purposes only.
With individual services, you can set the system to include the other_duration field in the end time calculation (End Date/Time System Generated on your form) by checking the flag Include other duration in end time calculation when you link a service to a program in Agency Setup >Services Setup >By Program >Individual Services. This feature is not available for Group services. But again, only the value entered in the duration field will be used for billing.
Description of fields and how to add to forms
The 4 duration fields available are listed below.
Note: These are the db field names, so captions on forms may be different.
- duration
- duration_other (Many agencies use duration_other for Documentation time.)
- planning_time
- travel_time
These fields can be added to the form in Form Designer.
- Go to Setup > User Tools > Form Designer > Form Designer and select the form.
- In the Completed Information section, right-click and select the appropriate Insert Event Log Field option.
- Select the Column button, then enter time in the Data Type filter and search.
- Select the duration field to add to your form.
Note: Most event-based forms will already have Duration on the form.
A variable field can be added to the form to calculate the sum of all the duration fields used.
Note: Variables only display data on the form. The value in a variable field is not saved in the database.
- Go to Setup > User Tools > Form Designer > Form Designer and select the form.
- In the Completed Information section, right-click and select Insert Variable After the duration field(s).
- The suggested configuration of the variable is as follows:
- Caption - Total Time
- Order In Group - 9
- Variable Name - v_total_time
- Data Type - Time Duration[smallint]
- Max Size Allowed - 5
- Is Visible - checked
- Is Visible on Subform - checked
- Is Modifiable - NOT checked. This is suggested so the staff cannot mistakenly change the value calculated by the system.
- Default Value - VBFormatTimeDuration((formAction != 'ADD') ? getDataValue('event_view', 'event_log_id', keyValue, 'duration_total') : '0')
- Save the form.