Ensuring All Visits Are Closed

Overview

Before beginning the billing process, check the billing period for any unclosed visits and any unresolved red magnifying glasses, and resolve the issues. If there are unclosed visits (Scheduled, Arrived, or On Hold), they will not bill or pay and can be picked up in the next round.

The directions below cover manually closing visits, but in most cases it is preferable to use Ankota's features to send visits back to the caregiver. See: Rework, Missed Visit, and On Hold Functionality.

Visit Approval Dashboard

The first step in ensuring all visits are closed is checking the Visit Approval Dashboard. In this location, review and address any visits with rule violations or other issues that are preventing them from moving to billing and payroll. See the Visit Approval Dashboard article for a detailed walkthrough.

On Hold Visits

Visits that are On Hold appear in the Visit Approval Dashboard under the catch-all category Needs Action as well as under the specific On Hold category (either can be used to search for On Hold). These visits must be completed and closed. For a detailed walkthrough, see Closing On Hold Visits.

Scheduled Visits

Visits still in the Scheduled status can be identified by going to the Visits page and searching for all visits still in Scheduled status with a date range ending yesterday. These visits must be manually closed, canceled, or deleted as appropriate.

Cancel Visits

Select the visits.
Click the Cancel Visits button.

The "Search for Visits" page displays a search form with multiple filter fields including Visit Date (Start: 06/01/2020, End: 06/08/2020), Visit Status (set to "Scheduled"), Client ID, City, and other criteria, along with a results table below showing scheduled visits with columns for Client Name, Assigned Caregiver, Visit Type, Scheduled Date, Visit Date, and Status.

Delete Visits

Select the visits.
Click the Delete Visits button.

Close Visits

Filter for the appropriate visits on the Visits page. Then close the visit either by clicking the edit (pencil and paper) icon and closing it individually, or by selecting all the visits to close and clicking the Report Visit Completion button. Be sure to enter the appropriate clock in/out times, whichever method is used.

Optionally, click the book icon to report care plan items as needed, and/or click the paperclip icon to upload supporting documentation (such as a scanned timesheet).

This screenshot shows a toolbar with multiple action buttons for managing visits and caregiver assignments. The "Report Visit Completion" button is highlighted in red, indicating it is the focused or primary action, and is surrounded by other options such as Change Type, Cancel Visits, Delete Visits, Assign to another caregiver, Set Scheduled Date/Times, and Find Matching Caregivers.

For an alternate approach, see Closing On Hold Visits using the Visit Approval Dashboard.

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