1. Standard Operating Procedure
Schedule Entry & Maintenance for Texas EVV Customers

2. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

3. Purpose
The purpose of this document is to provide details on how to enter and update schedules into VinCENT for Texas EVV Customers.

4. Scope
This document is applicable to Texas EVV Customers who are manually entering the schedules into VinCENT.

5. General Requirements
The following requirements must be met.
The user must be using VinCENT for EVV collection, have access to the Call MGR menu and are manually entering and updating schedules into VinCENT.

6. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

7. How to enter a schedule for one day
Select Call Mgr Menu
Click on the Plus Icon
Complete Schedule Detail
Review Schedule Detail and Save
Schedule is now entered into Call Mgr

8. How to enter a schedule for one day Select Call Mgr Menu
Select the Call Mgr from the main menu located on the top left of the screen.

9. How to enter a schedule for one day Click on the Plus Icon
From the Call Mgr screen click on the Plus Icon located in the upper right portion of the screen. The Schedule Detail Box will open.

10. How to enter a schedule for one day Complete Schedule Detail

11. How to enter a schedule for one day Complete Schedule Detail
Complete all empty fields. Start with the Client dropdown and then complete all dropdowns on left side of the Schedule Detail and Staff (if known).

12. How to enter a schedule for one day Review Schedule Detail and Save
Review the Schedule Detail for accuracy. Then click on Save to add the schedule to the Call Mgr.

13. How to enter a schedule for one day
How to enter a schedule for one day Schedule is now entered into Call Mgr
The schedule for one day has been entered and can be found within the Call Mgr screen.

14. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

15. Adding a Single Schedule with A.M./P.M. Format
Click on Call Mgr Icon
Click the Single Plus Icon
Schedule Detail Window
Select Client
Prepopulated Fields
Select Staff
Select/Add Date
Select Service

16. Adding a Single Schedule with A.M./P.M. Format
Select Activity
Add Planned Time In
Add Planned Time Out
Enter Comments
Save
Viewing Single Schedule

17. Adding a Single Schedule with A.M./P.M. Format Click on Call Mgr Icon
To add a single schedule into the VinCENT System, the user must first click on the Call Mgr icon in the upper left hand corner.

18. Adding a Single Schedule with A. M. /P. M. Format
Adding a Single Schedule with A.M./P.M. Format Click the Single Plus Icon
The Call Mgr screen will open and the user would then click on the Single Plus icon in the upper right hand corner.

19. Adding a Single Schedule with A.M./P.M. Format Schedule Detail Window
The Schedule Detail Window will open.

20. Adding a Single Schedule with A.M./P.M. Format Select Client
The user would then select the Client by clicking the drop down menu next to the Client field and clicking on the name of the Client that they wish to select.

21. Adding a Single Schedule with A.M./P.M. Format Prepopulated Fields
Once the Client has been selected, the Client's Admission, Address, Company, and Location fields will be prepopulated.

22. Adding a Single Schedule with A.M./P.M. Format Select Staff
The user would then select the Staff to assign to the schedule by clicking the drop down menu next to the Staff field and clicking on the name of the Staff that they wish to select.

23. Adding a Single Schedule with A.M./P.M. Format Select/Add Date
Next, the user would click inside of the Date field at the upper left to select the date of the schedule.
The user may utilized the calendar that appears to select the date or they may choose to type in the date manually.

24. Adding a Single Schedule with A.M./P.M. Format Select Service
The user will then select the Service of the schedule by clicking the drop down menu next to the Service field and click on the name of the Service that they wish to select.
**Please Note: The user may need to refer to the MEDsys Service Code Crosswalk to determine the appropriate Service for the Client's Schedule.

25. Adding a Single Schedule with A.M./P.M. Format Select Activity
The user will then select the Activity of the schedule by clicking the drop down menu next to the Activity field and click on the name of the Activity that they wish to select.

26. Adding a Single Schedule with A.M./P.M. Format Add Planned Time In
Next, the user would click inside of the Planned In Time field and select the appropriate start time of the shift.
A small window will appear allowing the user to click on the appropriate hour (A.M. or P.M.) in the Hour portion of the window and the appropriate minute in the Minute portion of the window.
**Please Note: The minute portion allows for minute entry in 5 minute increments. For example, the shift may start at 10:05, 10:10, 10:15, etc.

27. Adding a Single Schedule with A.M./P.M. Format Add Planned Time Out
Next, the user would click inside of the Planned Out Time field and select the appropriate end time of the shift.
A small window will appear allowing the user to click on the appropriate hour (A.M. or P.M.) in the Hour portion of the window and the appropriate minute in the Minute portion of the window.

28. Adding a Single Schedule with A.M./P.M. Format Enter Comments
If the user would like to enter a comment on the schedule, they may do so by clicking inside of the Comments field and type in the appropriate comment.

29. Adding a Single Schedule with A.M./P.M. Format Save
Finally, the user will click on the Save icon in the upper left hand corner of the Schedule Detail Window.

30. Adding a Single Schedule with A.M./P.M. Format Viewing Single Schedule
The user will now be able to view their single schedule within the Call Mgr screen.

31. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

32. How to enter a schedule for multiple days.
Select Call Mgr Menu
Click on Double Plus Icon
Enter date range
Select frequency of visit
Frequency: Day of Week
Select Client & Admission
Review Company & Location defaults

33. How to enter a schedule for multiple days.
Select Service
Select Activity
Select Staff
Enter Times of Schedule
Click Create Icon

34. How to enter a schedule for multiple days. Select Call Mgr Menu
From the main menu click on the Call Mgr icon. This is located in the upper left corner.

35. How to enter a schedule for multiple days. Click on Double Plus Icon
From the Call Mgr screen click on Double Plus Icon located in the upper right portion of the screen. This will bring up the Create Multiple Schedules Box

36. How to enter a schedule for multiple days. Enter date range
Enter the Date(s) of the schedule you wish to enter.

37. How to enter a schedule for multiple days. Select frequency of visit
Select the frequency of the visits.
Options are: Every, Every Other, Every Third, Every Fourth, Every Fifth, Every Sixth, and Day of Week.
Options are: Day, Week, Month, Year

38. How to enter a schedule for multiple days. Frequency: Day of Week
If the selection is Day of Week the days of the week will appear. Click on the box of the day to change the color green. The green days are the days of the schedule.

39. How to enter a schedule for multiple days. Select Client & Admission
Select the Client and Admission from the dropdown menus. The client and admission should reflect the schedule that is being entered.

40. How to enter a schedule for multiple days
How to enter a schedule for multiple days. Review Company & Location defaults
Once the client is selected the Company and Location will change to the client's default. Review these options to ensure they are correct.

41. How to enter a schedule for multiple days. Select Service
Utilize the dropdown menu and select the Service that corresponds to the schedule being entered.

42. How to enter a schedule for multiple days. Select Activity
Utilize the dropdown menu to select the correct Activity for the schedule.

43. How to enter a schedule for multiple days. Select Staff
Utilize the dropdown menu to select the staff for the schedule. If the staff is unknown at this time select Unassigned as the Staff.

44. How to enter a schedule for multiple days. Enter Times of Schedule
Enter the start and end time of the schedule. The time needs to be entered in military times. Example: 1pm should be entered as 13:00. 4pm should be entered as 16:00.

45. How to enter a schedule for multiple days. Click Create Icon
Review the items entered then click on the Create icon located on the upper left corner of the window. This will create the schedule and they will be found within Call Mgr.

46. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

47. How to modify a schedule
There are two ways to modify a schedule in the VinCENT system.

48. How to modify a schedule
Modify a schedule through an individual schedule line.
Modify schedules through Mass Edit.

49. How to modify a schedule
How to modify a schedule Modify a schedule through an individual schedule line.
Modifying a schedule through the individual schedule line is commonly used for a change for one day.
For example, the client changes their time of service for one day or the staff member needs changed for just one day.

50. How to modify a schedule Modify schedules through Mass Edit.
Modifying schedules through Mass Edit is commonly used for a change to schedules that effects multiple days.
For example, changing the staff member for multiple days, making a permanent change in time for multiple days, etc.

51. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

52. How to modify an individual schedule line
Click on the schedule line item
Make appropriate needed change
Modify the status of a schedule
Viewing cancelled schedules

53. How to modify an individual schedule line
How to modify an individual schedule line Click on the schedule line item
Click on a schedule line item from the Call Manager Screen. This will open the Schedule Detail box.

54. How to modify an individual schedule line
How to modify an individual schedule line Make appropriate needed change
From the Schedule Detail box any portion of the schedule can be modified. After the appropriate change is made click the Save button on the tope left hand corner of the Schedule Detail for the changes to take effect.

55. How to modify an individual schedule line
How to modify an individual schedule line Modify the status of a schedule
From the Schedule Detail box the Status of the schedule can also be modified by clicking on the current Status and selecting the appropriate new Status. Please note* - modifying the Status of a schedule will require a Reason Code to be entered to explain the reason for the change.

56. How to modify an individual schedule line Viewing cancelled schedules
To view schedules in Cancelled Status, select the Show Cancelled Filter in the Filter Options.

57. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

58. Editing Times on a Single Schedule with A.M./P.M. Format
Click on Call Mgr Icon
Select the Schedule
Edit Planned Time In
Edit Planned Time Out
Save
Viewing Updated Schedule

59. Editing Times on a Single Schedule with A. M. /P. M. Format
Editing Times on a Single Schedule with A.M./P.M. Format Click on Call Mgr Icon
To edit the planned times on a schedule, the user must first click on the Call Mgr Icon in the upper left hand corner of the VinCENT System.

60. Next, the user will click on the schedule that they wish to edit.
Editing Times on a Single Schedule with A.M./P.M. Format Select the Schedule
Next, the user will click on the schedule that they wish to edit.

61. Editing Times on a Single Schedule with A. M. /P. M. Format
Editing Times on a Single Schedule with A.M./P.M. Format Edit Planned Time In
The user would click inside of the Planned In Time field and select the appropriate start time of the shift.
A small window will appear allowing the user to click on the appropriate hour (A.M. or P.M.) in the Hour portion of the window and the appropriate minute in the Minute portion of the window.
**Please Note: The minute portion allows for minute entry in 5 minute increments. For example, the shift may start at 10:05, 10:10, 10:15, etc.

62. Editing Times on a Single Schedule with A. M. /P. M. Format
Editing Times on a Single Schedule with A.M./P.M. Format Edit Planned Time Out
The user would click inside of the Planned Out Time field and select the appropriate end time of the shift.
A small window will appear allowing the user to click on the appropriate hour (A.M. or P.M.) in the Hour portion of the window and the appropriate minute in the Minute portion of the window.

63. Editing Times on a Single Schedule with A.M./P.M. Format Save
Finally, the user will click on the Save icon in the upper left hand corner of the Schedule Detail Window.

64. Editing Times on a Single Schedule with A. M. /P. M. Format
Editing Times on a Single Schedule with A.M./P.M. Format Viewing Updated Schedule
The user will now be able to view their updated single schedule within the Call Mgr screen.

65. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

66. How to modify schedules utilizing Mass Edit
Mass Edit Button from Call Manager Screen
Setting Filters & Date Range
Click on Double Pencil Icon
Mass Edit Box – Number of schedules
Mass Edit Box Instructions
Mass Edit – Day of Week
Mass Edit – Status Change
Click Save to complete the Mass Edit
Mass Edit – Warning

67. The Detailed Listing view is the optimal view to Mass Edit a schedule.
How to modify schedules utilizing Mass Edit Mass Edit Button from Call Manager Screen
Click on the Double Pencil Icon to Mass Edit schedules in the system. Mass Edit allows multiple schedules to be changed at once.
The Detailed Listing view is the optimal view to Mass Edit a schedule.

68. How to modify schedules utilizing Mass Edit
How to modify schedules utilizing Mass Edit Setting Filters & Date Range
Filters & Date Range are a crucial part to properly Mass Edit schedules. You must select the filters needed to bring up only those schedules that should be changed in the appropriate date range.
For example, filtering by Client, Service and Payor to ensure edits will only apply to the schedules requiring the change in the date range selected.

69. How to modify schedules utilizing Mass Edit
How to modify schedules utilizing Mass Edit Click on Double Pencil Icon
Once filters have been set, click on the Double Pencil Icon to Mass Edit schedules and the Mass Edit Box will open.

70. How to modify schedules utilizing Mass Edit
How to modify schedules utilizing Mass Edit Mass Edit Box – Number of schedules
The Mass Edit Box will display the number of schedules to be affected at the top to ensure you are editing the correct number of schedules .

71. How to modify schedules utilizing Mass Edit Mass Edit Box Instructions
Choose only the item that needs to be changed on the schedule and make the necessary correction.
Please note: all other areas will need to remain blank. You only enter the item that needs changed. You do not need to enter information into every area in the box as that information is already on the schedule and is not changing.
For example: when changing a Staff member, select the new Staff member in the corresponding section.

72. How to modify schedules utilizing Mass Edit Mass Edit – Day of Week
Mass Editing the Day of the Week. This will be utilized to change the schedule from one day of the week to another. For example, a client that normally gets services on Mondays is changing their services to Tuesday.
Please note: Filters are crucial for this process. In this type of example, you would want to filter by Client and current Day of the Week to ensure only those schedules that need to be moved are updated.

73. How to modify schedules utilizing Mass Edit Mass Edit – Status Change
Mass Editing the Status of a Schedule. This will be utilized to change the status of several schedules at once. For example, cancelling multiple schedules at once. Again Filters are crucial in this process to ensure only those schedules that should be changed are affected.

74. How to modify schedules utilizing Mass Edit
How to modify schedules utilizing Mass Edit Click Save to complete the Mass Edit
Click Save in the upper left hand corner of the Mass Edit Box to complete the requested change.

75. How to modify schedules utilizing Mass Edit Mass Edit – Warning
The Mass Edit Warning Box will appear to ensure you understand how many schedules you are attempting to edit and to ensure you wish to continue. Click OK to continue and the Mass Edit Change will be completed. Please note* - when completing a Mass Edit for the status of schedules, you will also be prompted to enter the corresponding Reason Code that appropriately explains the reason for the change in Status.

76. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

77. Agenda Introduction How to enter a schedule for one day
Adding a Single Schedule with A.M./P.M. Format
How to enter a schedule for multiple days
How to Modify a Schedule
How to modify an individual schedule line
Editing Times on a Single Schedule with A.M./P.M. Format
How to modify schedules utilizing Mass Edit
Additional Information
Quiz

78. Which icon do you click on to enter a schedule for 1 day?
A. Double Plus Icon
B. Plus Icon
C. Mass Edit Icon
D. Update Icon
Correct. To enter a schedule for one day click the Plus Icon in the upper right corner of the Call Mgr screen

79. What icon do you click on to enter a schedule for multiple days?
A. Plus Icon
B. Refresh Icon
C. Update Icon
D. Double Plus Icon
Correct. To add schedules for multiple days click on the Double Plus Icon from the Call Mgr screen.

80. When entering a schedule which item should be entered first?
A. Staff
B. Company
C. Client
D. Activity
Correct. By entering the Client first the admission will appear, the company and location will change to the ones on the client folder.