Cancelations
I have a last-minute client cancellation and do not have WIFI to send an email to scheduling and supervisors, what can I do?
I can send a text or call my supervisor AND text/call scheduling right after the session was cancelled.
How long in advance should I send a PTO request on UKG?
2 weeks in advance for requesting 5 days or less.
1 month in advance for requesting more than 5 days.
When do I need to schedule a make-up?
When sessions are canceled (same day or advanced).
When do I use the code: Client-related, non-billable?
Anytime you are working on client-related admin work (e.g., OS w/sup, creating materials, doing reports).
What is the difference between ALT coverage and Mandatory ALT coverage?
Mandatory alt coverage cases are school-based and MUST have staff present or else the client cannot attend school.
Whose responsibility is it to update CR after a cancellation, BT or Scheduling?
BT
True or false: When I notify families of my PTO, I do not need to offer alternate coverage.
False.
True or false: Client canceled a 2 hr session. I need to make up the whole 2 hours.
CR appt:
1st code: DI from 1.5 hrs
2nd code: Late start/Early End 30 min
Client initiated early end!
When do I need to provide alt coverage?
How long do I have to notify my sup and scheduling of a same day cancelation?
No later than 15 minutes of the start of session.
Note: You will not be compensated for same day cancelation pay if you do not notify before the 15 minutes.
Who do I need to notify after I have submitted a request for PTO?
BT should notify sup and families of their PTO.
Sessions were canceled. Who do I talk to about make-ups?
First, talk to your client and come up with a time. DO NOT CONFIRM.
Then, get approval from sup and scheduling.
True or false: Add late start/early end code when you're stuck in traffic and get to your sessions 15 minutes late.
False! Only use late start/early end code when CLIENT's initiate starting late OR ending early.
Text your sup and email/call scheduling and let them know of the cancelation RIGHT AWAY.
True or False: Staff cancelations of 3+ days require a doctors note.
COVID EXCLUDED
True.
3 hours. Make sure to only request time off for the hours you are scheduled.
If you are scheduled for more than 8 hours, you can only request a maximum of 8 hours off.
Scheduling and sup approved a make-up. What's next?
Add time to your appointment on CR.
You see client from 3-5pm. Client cancels 6pm the day before session. Which code is used?
***DAILY DOUBLE***
Same-day cancel.
I was scheduled an alternate case but do not have access to client's notebook on Catalyst. What do I do?
Make sure the appointment is on CR. If it's not, email scheduling and ask them to add the appointment on for you. If the appointment is there, re-sync your tablet and if it's still not there, email IT.
True or False: Client did not go to school due to illness but they will be fine for session.
False.
Too sick for school? Too sick for session.
You need 2 hours off for a dental appointment. How much time do you request off?
2 hours and specify when the time off will be (e.g., 2-4pm).
How much time do I have to schedule a make-up?
Depends on the funding source. ESSC clients can have make-ups for the calendar month.
Ask sup or scheduling if you're not sure!
No codes - only adjust the DI code.
False!