Quick Steps

CREATE NEW APPOINTMENT
IN SIX STEPS
Scheduling

In the Consumer Module, select the Consumer. Go to the Calendar tab and click “View”
to load the schedule

About colors in Scheduler
• Please note the legend for the colors in the calendar.

Click on any any available time (white) Then right click on and select Add appointment

On Section 1, select Authorization

On Section 3, select Time From. Time To. Location

Then click Add and close the window

The appointment you created will be shown in blue in the calendar.
If you click on the appointment, you will see the employee name and service
There are other calendar viewing options as well.

EDIT EXISTING APPOINTMENT
IN 3 STEPS
Scheduling

In the Consumer Module, select the consumer. Go to the Calendar tab and click “View”
to load the schedule

Click on the existing appointment (blue) Then right click on and select Edit appointment

Select the variable you want to change (date, time, authorization)
Then click Update or Change Autho. Depending on the values you want to edit

The appointment you edited will be shown in blue in the calendar.
If you click on the appointment, you will see the employee name and service

REMOVE EXISTING APPOINTMENT
IN 3 STEPS
Scheduling

Click on the existing appointment (blue)
Then right click on and select Edit appointment

On the selection column, select the appointment (or series of appointments if working
with a reoccurring appointment series) you want to remove.
Then click Delete Selection

The appointment you removed will no longer appear on the calendar

RENDER AN EXISTING APPOINTMENT
IN 4 STEPS
Scheduling

Go to (your URL here) and use the credentials provided to you

Once logged in, go to Rendering &Timesheets

Select consumer and click Review
the schedule of hours scheduled will be loaded

If the appointment was executed exactly, then select the appointment and Submit

EDIT AND RENDER AN EXISTING
APPOINTMENT IN 5 STEPS
Scheduling

If the appointment was executed exactly, then select the appointment and Edit

Edit the values of the appointment and Submit

CANCEL AN EXISTING
APPOINTMENT IN 5 STEPS
Scheduling

Select the appointment and select Cancel

Choose Cancellation reason and Submit

The cancelled appointment will be displayed in Red in the Desktop Calendar

CREATE AND RENDER AN
APPOINTMENT IN XYZ STEPS
Scheduling

Go to aimdev2.aiminsight.com:8081
Use the credentials
User ID: EMP121454
Password: 7640

Go to aimdev2.aiminsight.com:8081
Use the credentials
User ID: EMP121454
Password: 7640
Once logged in, go to Rendering &Timesheets

Select consumer Timesheets and select Multiple Consumer

Select Pay Period
Add Date, Service, Consumer, Start and End time. Notes are optional

CREATE A REGIONAL CENTER
FUNDING SOURCE
IN 2 STEPS
Funding Sources

Go to Funding Source
and click on Clear

Fill out Contact Information.
The fields ID and Customer Type are Mandatory. In Customer Type select Regional Center
Then click Add.
Now you are ready to setup locations, CSCs, Billing Codes and Holiday Settings
ID field can have up to 13
characters. Once created, cannot
be edited, and cannot be
repeated
For this tutorial, the customer
type is REGIONAL CENTER
The rest of the fields are optional

CREATE A SCHOOL DISTRICT
FUNDING SOURCE
IN 2 STEPS
Funding Sources

The fields ID and Customer Type are Mandatory. In Customer Type select School District
Then click Add.
repeated
type is SCHOOL DISTRICT

CREATE AN INSURANCE
FUNDING SOURCE
IN 2 STEPS
Funding Sources

The fields ID and Customer Type are Mandatory. In Customer Type select Insurance
Then click Add.
repeated
type is INSURANCE

CREATE A PRIVATE PAYER AS A
FUNDING SOURCE
IN 2 STEPS
Funding Sources

The fields ID and Customer Type are Mandatory. In Customer Type select Private Pay
Then click Add.
repeated
type is PRIVATE PAY

ADD CASE SERVICE COORDINATOR (CSC)
TO AN EXISTING FUNDING SOURCE
IN 4 STEPS
Funding Sources

Find the Funding Source.
You can find a Funding Source by going to the Funding Source module and:
A. Typing the name or the ID (selection will narrow as you type ahead),
B. Move up or down the list using arrows, or
C. Scroll through the list using the scroll bar

Double Click CSC
A CSC Maintenance Menu will pop up

You may change directly any record on the grid.
If you would like to Add a new CSC, click Add
A new row will open up

Add all the information, you can also change the Funding Source.
When complete, then click on any other row on the grid and close the window.
The new record will now show up on the Funding Source Profile

The new record will now show up on the Funding Source Profile.
You can add as many as you need

ASSIGN OFFICES TO AN EXISTING
FUNDING SOURCE
IN 3 STEPS
Funding Sources

Here a list of your offices will show up
To add or remove an office to a Funding Source, simply check the office name under the
Active Column
Note that only the
consumers from the
locations selected will be
able to receive services
from the Funding Source
you are setting up

The new locations selected will now show up on the Funding Source Profile.
You can add as many as you need

ADD BILLING CODES TO AN EXISTING
FUNDING SOURCE
IN 8 STEPS
Funding Sources

Click Billing Codes (marked)
A popup window will show up to enter contract information from the Funding Source

Click Add
A new row will open up. Enter contract information as presented by the Funding Source
To save the record, click on any other row. If there is not another row to click on, then
create a new row by clicking Add and leave it empty.
Then close the window

Back on the main Billing Codes tab, click Add
A popup window will appear where you can further add details for the contract.

Select Degree. Select Vendor Description, here you will see the services you entered
previously. Enter the Authorization Rate for the degree selected
The Start and End Dates are optional, for your reference only
Then click Add. A new row will show up in the main tab

The last step is to configure the Service
Select Service and click Add
A configuration grid will show up

Configure each option on the grid as requested per the finding source
Click Add

MANAGE CALENDAR SETTINGS FOR AN
EXISTING FUNDING SOURCE
IN 5 STEPS
Funding Sources

You can find a Funding Source by:

If you have ongoing restrictions, for example:
Services are not allowed on Saturdays or Sundays after 12 noon, then go to
Hours and Availability and enter the start and end times of the allowed time to work

If you have exceptional date restrictions, for example:
Services are not allowed on January first,
then go to Holidays

Click Add, and type the date of the day NOT allowed time to work
The field Description is optional
When you are done, click Save

CREATE NEW CLIENTS
IN 3 STEPS
Clients

Find the Consumer Module.
You can find a Funding Source by going to the Funding Source module and:

Fill out the fields UCI, Last Name, First Name, Gender, DOB, and Office Branch.
Then click Add
Now you are ready to fill out all the remaining information about the client

ASSIGN STAFF TO AN EXISTING CLIENT
IN 3 STEPS
Clients

Find the Consumer Module and then find an existing Client
You can find a Client by going to the Consumers module and:

Find employees by typing their Name or ID in the Add Records – Employee List section
Once you have the desired employee highlighted, you may double click on the employee
name or click Add.
The selected employee will now show in the list of Staff assigned to the case

Please note the fields: Service, Hours Assigned, and Notes are optional and for reference
only. These fields will not affect scheduling

ASSIGN FUNDING SOURCE TO AN
EXISTING CLIENT
IN 4 STEPS
Clients

Find a Funding Source by typing its name or ID in the Add Records – Funding List section
Once you have the desired Funding Source highlighted, you may double click on the
Funding Source name or click Add.
The selected Funding Source will now show in the list of Funding Sources assigned to the
case

From the assigned Funding Sources, select which one is the Primary Funding Source
Then check the box on the column Primary
Please note that the main use for this is to be displayed on the overview page of the client, and as
the default funding source when creating new authorizations, this can be edited while creating the
authorization

ASSIGN STAFF TO AN EXISTING CLIENT
IN 4 STEPS
Clients

Go to the Locations Tab
Here is where you can record all the addresses where services may take place.

Click on New (icon) and type the location name and address.
E.g. “Dad’s House 3302 Salt Street, Los Angeles CA 90123”
To save the entry, Click on Save (icon)

From the assigned Locations, select which one is the Primary Location where services
take place. Then check the box on the column Primary
Please note that the main use for this is to be displayed on the overview page of the client, and as
the default location when scheduling appointments, this can be edited while creating the
appointment

UPLOAD DOCUMENTS TO AN
EXISTING CLIENT IN 5 STEPS
Clients

You must have the documents in the User Folder in order to have them available to
upload to the Consumer Folder. Browse through User Folder and select the file you wish
to upload

You have the option to Move the file to the consumer folder (cutting), or to Copy the file
to the consumer folder while leaving a copy on the user folder.
Based on your choice, click on the file name and Move or Copy the file to the consumer
Folder

Once a file is in the Consumer Folder, you may link the file to an existing Authorization.
This was designed to track if reports have been submitted.
To do so, select file from the Consumer Folder, then select an Authorization from the
dropdown menu. Name the report, apply a due date, and click Add Link.
The file linked to the authorization will be shown on the top section of the screen

The Insurance Tab is to maintain all the details to issue the CMS 1500

The Billing Tab keeps an ongoing record of all the billable hours provided

The Calendar Tab is detailed in the Scheduling QuickSteps

The QA Tab in in development to track Client feedback –release date October 2013
Coming October 2013

CREATE A NEW AUTHORIZATION
IN 4 STEPS
Authorizations

Find the Authorization Module and then find an existing Client
You can find a Client by going to the Authorization module and:
Then click Search

Click Add. a new popup window will appear

Fill out the Authorization Information.
Please note all the fields on this section
are mandatory. Upon selecting Vendor
descriptions the fields Services and Rates
will be automatically completed

Based on the Funding
Source setup, the option
for hours or units will be
enabled for the service
selected.

You only need to enter
ONE amount of hours
• Period (total hours for
the entire
authorization)
• Monthly, or
• Weekly
Indicate which type of
amount you will enter
in Calculation Type

Fill out the Authorization Information. Then click Add.
Based on the Calculation Type
selected, enter the hours
amount on the corresponding
box.
The other two boxes will be
calculated automatically.
In this example, we are
entering the mandatory
weekly amount, and the
period and monthly amounts
are calculated based on the
weekly quantity

Once the Authorization is added, you can attach files to it, and they will be saved on the
consumer folder (default folder for all documents uploaded to a client )
Find the file you want to attach with the Browse (icon) and then Add
Notes are optional

CREATE A TIMESHEET FROM WEB
RENDERING IN 4 STEPS
Timesheets

Find the Timesheet Module and then click on Web Timesheets

Use the filters and click Search to find Hours submitted on the Web
Please note that if you leave a filter blank, then it means you are selecting all possible
values for that filter
(E.g. if you leave the employee filter blank, then it means you are selecting all employees)
Also, please beware that the hours submitted on the web are not automatically
converted into timesheets unless you verify them and approve them through the process
explained in this tutorial

Review the entries.
Please note that with Grid Columns you can compare the hours Scheduled vs. Rendered.
Also you may see the address (Location) of the appointment

If the web entries are correct -let’s say if you need to validate parent signature, or if you run any other
verification process and the web entries are valid to pay
Then select the web entries ready to be transferred to Timesheets. Check the Timehseet
Selection column, and when ready click on Create Timesheets

When the timesheets are created, you will receive a confirmation message.

EDIT AN ENTRY AND CREATE A
TIMESHEET FROM WEB RENDERING
IN 5 STEPS
Timesheets

If a web entries is incorrect -let’s say if you need to validate parent/guardian signature, or if you run any
other verification process and the web entry is invalid to pay- and you need to edit the entry,
then select the web entry, make sure to display Rendered Info and Timesheet Info in the
Grid Columns.
Change the values of the Timesheets Fields as needed -Date, from time, to time,
location- please note total hours will update automatically.
Also, please note the Rendered fields are non-editable.
As a good practice always leave a note of about the the reason of the adjustment made.

Then select the web entries ready to be transferred to Timesheets. Check the Timehseet
Selection column, and when ready click on Create Timesheets

When the timesheet is created, you will receive a confirmation message.

MANUAL TIMESHEET ENTRY IN DESKTOP
IN 6 STEPS
Timesheets

Find the Timesheet Module and then click on Manual Timesheets

Click New Timesheet to start a new entry

Select the Client who received services. Then Select the Employee who provided the
service.

Enter the Pay Period for the timesheet.
The fields D. Received and Pages are optional.
If you know the authorization for the services
provided, then double click authorization in
the Authorization grid. (recommended)
Please note the services will be automatically
filled, and you can edit them if needed

Enter the Pay Period for the timesheet.
The fields D. Received and Pages are optional.
If you do not know the authorization for the
services provided, then just select
Funding Source,
and enter the services manually

Enter Start and End times, you may type or use scroll option (totals will
automatically update) Enter Location of service
Please note the dates on the grid will depend on the pay period you select.
Also the locations available in the dropdown will depend on how you configure the
consumer

Click Save or Save and New to save the timesheet you just entered. The entered
records will be displayed in the bottom grid.
You can edit a timesheet anytime before posting.

ADD A NEW EMPLOYEE
IN 4 STEPS
Human Resources

Fill out the employee information in the Personal Data Tab
Please note the fields with the yellow background are mandatory

Fill out the employee information in the Class and Status Tab
Please note the fields with the yellow background are mandatory

Click Save and the new employee will be added to ACS.
Please note you can now add all information pertaining to Earnings, Taxes, EFT,
Communications, Emergency Contacts, Doc. Tracking, Credentials, and Notes.

BLOCKING CALENDAR DATES
(MULTIPLE LEVELS)
IN 4 STEPS
Scheduling

This tutorial is to show you how to block off dates at a company wide level. This is mostly
applicable to holidays, or days you do not allow clinical schedules to take place.
To do so, Find and open the Maintenance Module

Go to Tables Maintenance and then double click on Holiday Settings

Click Add (a new line will open)
type the date and description

To Save the record, click another cell on the grid, or add a new row (as in the previous
step)
Then close the window

This tutorial is to show you how to block off dates or times based on the restrictions
provided at the Funding Source level. This is mostly applicable to holidays, or days you do
not allow clinical schedules to take place.
To do so, Find and open the Funding Source Module and find the Funding Source for
which you want to apply date restrictions
You can find a Funding Source by:

QUICK SCHEDULE
IN 4 STEPS
Scheduling

Find the Consumer Module and then find an existing Client
You can find a Client by going to the Consumers module and:
Then, click Quick Schedule

Select the authorization you wish to create an appointment for
(the days available for the client will automatically populate in the next screen)

Select the day you wish to create an appointment for
(the employees available for that day will automatically populate on the next screen)

Select the employee you wish to assign for the appointment
Please note the % column indicates what percentage of the employee’s available time
matches the client’s available time

Review the details, edit if necessary, and then click Create Appointment
You will receive a confirmation message once the appointment is created

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