There may be a time that a cancellation attracts fees, usually as a result of your agreed policies and procedures with your clients. When you need to apply these charges or pay your Care Workers for time spent then follow these steps:

  • Select the individual appointment via the Client or Searching Appointments. Chargeable cancellations cannot be processed via the Weekly Planner.
  • Click the Cancel appointment button
  • Select a Reason for cancellation and add a description to add this information to Notes history. NB this is particularly important for NDIS claims to PRODA so they are not rejected. The appropriate NDIS cancellation codes are linked.
  • Click Yes for chargeable cancellation.
  • Enter the chargeable Client hours OR clicked Fixed Amount and key in the total dollars to be charged.
  • Enter the chargeable hours to pay your Care Worker. If there is no payment to be made i.e. you have rescheduled their time, enter 0 for no payroll payment.
  • Click Yes to send an immediate SMS notification to your Care Worker. Change this setting to No if they have already been notified.

 

   

 

Reversing a Chargeable Cancellation

There may be an occasion that the charges applied when cancelling an appointment, were incorrect. To correct the charges, simply process the cancellation of the appointment again. Complete the the correct values/hours to be charged, add notes only if you wish to record details about the correction. This process will overwrite the previous cancellation, storing the correct values in the system i.e. you do not need to make any adjustments to the original amounts, key the amounts to be charged.

If you have already processed the Payroll and Invoice pay run, you will need to correct this error in your Accounting and Payroll system also.

Find cancelled appointments using the Status filter and Date Range option to narrow your search.