There are three approval statuses that are used in InCare. You will notice on Note Processing, the Action button on the right expands a dropdown menu that uses the three approval methods.
Approve - This action approves a note and makes it ready for payroll and billing if applicable. Approved notes will now be available for a Note Report, Summary Report, and Time Report.
Reject - This action will send the selected Daily Note back to the user for edits and re-submission. A rejected note will not be available in payroll or billing until the staff resubmits it for approval and it is approved.
Rejected notes also can have a message specified to the user to inform them of why the note was rejected. This notice will be sent to their email, as well as a message in InCare Messaging.
A staff can tell their note has been rejected and needs to be resubmitted either from their email, Message Center, or by looking at their Daily Note entry page. A note that still needs to be submitted will not have a strike-through on the appointment.
Delete - This action will reject the note and make it ineligible for payroll and billing. This function works as a soft-delete for Notes that may have been a mistake, or are no longer relevant.
Deleting a Note is also used when an appointment is no longer necessary for the Note, the appointment needs to be entirely removed to reschedule, or to free up hours. When you delete a Note, you may then go to the Schedule and remove the appointment completely for the client at the time that was indicated on the Note.
If at any point the status of a Note needs to be changed after the initial approval, they can be changed using Note Manage. Note Manage is located under the Administer menu, and will only be available to InCare users who have the Admin role. If you do not see the Administer menu, you will need to contact someone in your organization who can help.
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