There are 2 types of Appointments; Single and Repeat. Single Appointments, or "Appointments" in Eziplan are at the core of several functions within the software system. These functions include rostering, invoicing, payroll, budgeting, statements and many more.
Navigating to add a Once-off Appointment
In order to add a single appointment you will first need to navigate to the page via one of the many screens that you can click "Add Appointment". These include the following:
Quick Access Menu
Appointments Table
Client Appointments
Mandatory Fields
The following fields are required for a Single Appointment to be added into the system, and these mandatory fields are marked with an asterisk.
Below is a breakdown of each field:
Appointment Date
For a Single Appointment, you will need to select a date for the service to occur on. You can either add date directly or select calendar image to select the date from calendar.
Appointments can be added in arrears as required - please make sure to alert your accounting/payroll teams if this needs to be retrospectively billed/sent to payroll.
Client Facility
This is where you will need to select which client is going to receive the service. You can type in the name of the client and the drop-down menu will search for that client. Some users of Eziplan also record facility visits inside Eziplan, these facilities will also exist in this list.
Once a client is selected any Admin Notes will show up in the information bar:
To see more on how to add a Client click HERE.
Package Selection
Upon selecting both a Date and Client, a table showing a Client's active Package Schedules within Eziplan will be brought up. A selection will need to be made to ensure the correct billing processes occur. Each Appointment must have an active Package Schedule assigned.
If no package schedules are available, a warning will show up prompting the user to add one in the clients profile before continuing.
To see more about how to add a Client's Package Schedule see our guide HERE.
Service Type
A service type is required to be selected for both rostering purposes and invoicing/payroll outputs. Once the dropdown has been selected you can type on your keyboard to search within the Service Types.
If an NDIS Service Type is selected a new table will show up giving a breakdown of Rates and Codes to be attached to the appointment. This can be hidden on request to our support team.
Start/End Times
Start and End times are needed within an appointment for them to function properly. Eziplan has introduced a new time selector that will make it easier when selecting times. Depending on your company's set-up these time increments will show as either 5min or 15min time hops.
You can either type time of you want, or click clock symbol to select hour and minute from drop down.
You can also schedule appointments to span midnight by selecting the Overnight Tick Box.
Once a time has been selected, Eziplan will auto-calculate the number of minutes the appointment is set for.
Optional Fields
The following list of fields is optional to enter when setting up an appointment - these fields may be entered at a later date or not utilised at all.
Qualifications Required
Qualifications can be utilised as a rostering tool to find appropriate workers. Qualifications can be pre-loaded as part of a service type (click HERE to see how to add to specific Service Types).
Qualifications can be added to specific appointments as well or overridden from the default types selected. This might be useful if you need a language requirement for a specific client.
The Qualifications work off an ALL approach, meaning if that if a worker only meets some of the criteria a warning will show when selected. This warning can be ignored.
Care Worker
Selecting a Care Worker/Team Member when creating an appointment is optional and may be filled out in a later process (see Weekly Planner) or at a later date. If selecting a worker when creating an appointment you can simply use the dropdown list, and type in a name to select a worker.
When a worker is selected a number of additional fields will be shown to provide further context about the worker.
Leave Periods
Any upcoming leave that has already been added to the system will be shown here. To read more about leave management within Eziplan click HERE.
Existing Appointments
Existing appointments near the date selected for the current appointment will show up here to avoid accidentally double-booking a worker.
Standard Availability
A worker's standard availability is shown here to make sure you a rostering an appointment within their scheduled available hours. To see and modify a worker's standard availability you can read more HERE.
You also have access to some filters to make your selection a bit easier:
Preferred Workers:
This will filter the drop-down list to only show you the preferred workers of your client - see article HERE for adding in client preferences. In the event that there is a mismatch between worker and client preferences, a warning will show - see here for more warning details.
Historical Workers:
This will filter the drop-down list to only show you the active workers who have seen the client in the past 3 months.
Accounts
Eziplan gives access to modify appointments for accounts-related records such as invoicing and payroll. They can be accessed by clicking on the Show Settings Bar next to the Accounts heading.
Exclude from Payroll
If a single appointment needs to be excluded from payroll exports you can use this toggle to have the payroll export function ignore this appointment.
If a service type in general needs to always be excluded you should use the service type settings to achieve this instead - see HERE for details.
Leave Type
This setting can set an appointment as a leave entry instead of a normal appointment. This function shouldn't be actioned using this screen, however you can edit existing leave entries from here.
Break Duration
If you have organised one block shift and need to deduct a break (i.e. 8hr shift needs a 30min lunch break) you can set up the appointment to deduct 30mins automatically. This deduction is taken off at the end of the day (i.e. reducing the end time of an appointment).
Chargeable Travel
If you a pre-organised or pre-approved travel charge for the client you can enter in the value here based off KM's, Mins or Amount. On the invoice export, Eziplan will ignore the values entered by the worker/system and use the values listed here instead.
Flexible with Time
This is a simple setting that shows a visible queue on the weekly planner on whether an appointment is flexible or not. This can be helpful for identifying which clients appointments may be easier to move around if a change is needed on a particular day. The setting does not block changes.
Tasks/Medication/Equipment
Tasks
You can set up task types within Eziplan (see article HERE) and then attach these to your appointments which will in turn show up as checklist items on your worker's timesheets. These Tasks can also be made mandatory for your workers to tick before they can complete their timesheet.
Medication
Eziplan has a feature that allows you to select what Medication is allowed to be delivered to the client as part of an appointment. This is an optional feature which may not be enabled on your version of Eziplan.
Equipment
Eziplan has an equipment dispensation feature which allows Workers to log when they give a client a piece of equipment. This is an optional feature which may not be enabled for your business.
Notes
Sometimes you may need to provide additional information to your workers other than those already provided on the other settings. The Notes section allows you space for free text notes that will in turn show up as part of you workers timesheets in addition to Client Notes already attached to the client profile.
Feature Specific Fields
The following fields are optional feature-specific fields that have been enabled for some providers. If you are interested in learning more about the functionality of these fields or wish to have them enabled reach out to our Customer Success Team.
Location
Providers can enable a locations feature which allows for a user to specify a different address for the appointment than the client's home address. This feature can be useful in an example where you might need to pick up a client from the doctor's or if you are delivering a service to the client at a community centre/pool etc.
To add in additional locations, please contact Support team.
Trip Planing
Providers can enable a Trip Planning feature for specific Service Types such as Transport Services. When these Service Types are selected a new menu will show up where you can use locations including the client's home address to:
Direct the worker to a specific pickup
Direct the worker to a specific dropoff
Pre-plan KM WITH the client to come out at invoicing/payroll
Payment Collected
Typically used by Providers delivering CHSP services, Eziplan can enable a field for recording when payments have been collected at the time of service. This field can also be enabled on the Workers Timesheet to act as a receipt book.
Errors and Warnings
When adding an appointment there may be some errors that prevent you from saving an appointment or some warnings that show up as a double confirmation before allowing you to save.
Errors
Errors occur when you have tried to add an appointment that does not contain all of the mandatory fields or with data that is not correct.
Where there is an error - red boxes will display around the fields that are missing or incomplete
Eziplan will also warn you where the start time is after the end time selected
Warnings
Warnings will be displayed when you have previously ignored mismatching details but are not considered a full error. These warnings might include mismatches of client/worker preferences as well as double booking of times.