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Hi Rasmus Completing Appointments - Best Practices

Carrie Boogaart
Updated

There are two scenarios where this best practice comes into play:

  • ONE - Your ACTUAL Session time in Hi Rasmus is drastically different than what is scheduled in Boost, and another session needs to be scheduled for you or the client during the same time as the original appointment (e.g., scheduled 9-12p with client A, end up working 9-10:30 with client A and now need to see client B from 11-12p)
  • TWO - There is one long appointment scheduled in Boost that will be two sessions in Hi Rasmus (e.g., Home Session + Outing, Supervision + Caregiver Education).

 

BEFORE You Render Sessions in Hi Rasmus (i.e., “Send to Boost”)

Unlink the session in Hi Rasmus and update the original Session in Boost to better reflect the actual time worked.

  • This is important because if you link your Hi Rasmus session to an appointment in Boost that is drastically different than the actual time, it will complete the appointment in Boost, and you will not be able to create any additional appointments for that same client or provider during that time.
  • In adjusting your Boost appointment, the key is to adjust it so that it doesn't block someone else from adding an appointment to the calendar. It doesn't have to perfectly match the rendered time (as that will be reflected on the note and used for billing).

Let's walk through some scenarios together!

 

Example ONE - For Supervisors

Appointment scheduled in Boost is from 12p-1p, but something else got cancelled for your morning so you actually run the session from 9a-10a.

  1. Go into Boost, change the time of the 12-1p session to be 9-10a.
  2. Go in to Hi Rasmus and start your session as normal.
  3. Send to Boost when complete.

OR if you didn't do the steps above:

  1. Start the 12-1p session in Hi Rasmus, run your session as normal.
  2. Complete your session Hi Rasmus. DO NOT SEND TO BOOST YET!
  3. UNLINK the session in Hi Rasmus from the appointment in Boost.
  4. In Boost, navigate to Scehdule > ensure that your morning appointment with another client is marked as cancelled.
  5. Adjust the 12-1p appointment to 9-10a.
  6. Back in Hi Rasmus, link your session the the adjust Boost appointment and send the session to Boost.

 

Example TWO - for BTs (with Supervisor/Scheduler support)

Appointment is scheduled for 9a-10:30a in Boost, but your actual session time was from 9:07a-9:45a and another session needs to be scheduled from 10-11a for the client or yourself/the provider.

  1. Start and complete your session in Hi Rasmus for the 9-10a. DO NOTSEND TO BOOST YET!
  2. Request that your Scheduler/Supervisor complete the following:
    • UNLINK the session in Hi Rasmus from the appointment in Boost
    • In Boost, navigate to Schedule > adjust the 91-10:30a appointment to 9-10a.
    • Back in Hi Rasmus, link your session to the adjusted Boost appointment!
    • Send to Boost.

Now, a new appointment can be scheduled for this client during that now "free" time.

 

Example THREE - for BTs (with Supervisor/Scheduler support)

Appointment was scheduled from 9a-2p, session ended up being from 9:40a-12:05p and then there was an outing from 12:10p-2:45p. 

  1. For the first half of the session, complete your session in Hi Rasmus. DO NOT SEND TO BOOST YET!
  2. Start the second part of your session (12:10-2:45p) by click start on any upcoming session for the client.
  3. Complete the second half of your session.
  4. Request that your Scheduler/Supervisor complete the following:
    • UNLINK the first half of the session in Hi Rasmus from the appointment in Boost
    • In Boost, navigate to Schedule > adjust the 91-10:30a appointment to 9a-12p (again, it doesn't have to perfectly match).
    • In Boost, add a second appointment for the outing from 12p-2p, so when the outing is over, there will be a Boost appointment to link it to.
    • Back in Hi Rasmus, link your session to the with the adjusted Boost appointment (9:30a-12p).
    • Link the second half of the session with the new appointment (12p-2p).
    • Send both sessions to Boost.

 

Already Completed/Rendered a Hi Rasmus Session and now can't add additional Appointments in Boost for that same time?

No problem. It's gonna happen. A couple of options.

 

Option ONE

Schedule the 2nd appointment (outing or whatever) for right after or before the Boost appointment that is linked/completed.

NOTE: This only works if both the Provider and Client do not have back to back appointments already on the Boost Schedule. 

Appointment was scheduled from 9a-2p, session ended up being from 9:40a-12:00p, and then there was an outing from 12:10p-2:45p. Session was rendered with the original Boost appointment from 9a-2p, and now blocks you from creating an appointment from 12p-2p for the outing.

  1. In Boost, navigate to Schedule > add a 15 minute appointment after that 9a-2p appointment (i.e. 2p-2:15p).
  2. Back in Hi Rasmus, link the 12:10p-2:45 outing session to the added Boost appointment (2p-2:15p).
  3. Send to Boost.

The first session is linked to the original appointment in Boost (9a-2p), but the Session's Actual time will be pulled into Billing (9:40a-12:05p).

The second session (outing) is linked to the added appointment in Boost (2p-2:15p), but the Session's Actual Time will be pulled into Billing (12:10p-2:45p)

 

Option TWO

Last resort because the first option didn't work. Submit a ticket to support@boostresults.com. Send as much information as possible including:

  • The original appointment
  • The updated appointment details that we need to add to the system
    • Client
    • Service Item
    • Provider
    • Environment
    • Facility
    • Date/Time

 

 

 

 

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