Note Processing
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. Approved Notes will 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, and the Staff will receive 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. Notes that have been completed also appear slightly transparent, so it’s easy to distinguish which Notes still need to be completed.
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. When the Appointment needs to be entirely removed to reschedule, or to free up hours for a Client to be worked elsewhere, use Delete. When you delete a Note, you may 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.
Scheduling
A Manager or Staff can change the Date, Start, and End times of an Appointment once a note has been started. Once a Note for the Appointment has been started, the Staff, Client, and Service can no longer be changed.
An admin can go into Manage Notes under the Administer menu to set the Note in progress to a Deleted status in order to remove the Appointment and reschedule without having the Staff submit the Note first.
Time Reports
You can see Staff’s time worked for any period of time using the Time Report located under Reports. This report shows all approved times for Daily Notes and Time Entries. If these Notes have been processed in a Payroll cycle, you will also see the cycle name in the last column.
Note Reports
You or Staff can revisit Daily Notes after they’ve been approved by using the Note Report listed under Reports. This report will allow you to see Notes that have already been approved. This report is great for printing out past Notes to include in a Client’s file.
Finance
You can easily find Payroll or Billing information by using Process Reports under the Reports menu. You can select a payroll or billing cycle, and receive a report with all Notes in that cycle. You can also run a Summary Report that allows you to see the total breakdown of hours per Service.
Note Manage
Note Manage should only be used as a last resort for Notes as it can override a lot of how InCare’s flow operates, and is very powerful. Note Manage can change the approval status of a Note at any time, change the time information of a Note at any time, as well as show you auditing information for a Note (created, updated, submitted, paid, billed, rejected, deleted). Note Manage can also show you auditing information for an appointment, so if a Staff has changed the date or times of an appointment and the audit trail is needed, Note Manage is where to find it.
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