Documentation : Creating New Attendance Data

Documentation : Creating New Attendance Data

If you have Attendance Data Submit Role, you will see a link called ‘New’ for Attendance from the Billing tab on your Dashboard.

Screenshot of Dashboard area of the New link beside Attendance section on the Billing Tab.

Clicking on this link will take you to the Search Service for New Attendance page. You need to go through the following steps to get into the Attendance form.

You will need an approved Service Authorization to record Attendance Data. To know more about creating Service Authorization, click here



Screenshot of ‘Search Service for New Attendance’ page with search parameter fields.

On the Search Service for New Attendance page and Attendance Data Search page, deactivated programs will appear at the bottom of the list with the prefix ‘Deactivated’.


When users will select the ‘Attendance Type Name’, the ‘Service Description (Code)’ will list options depending on the selected Attendance type. When the Service Description (Code) is selected then the Program (Site) field will populate depending on the programs linked to the particular Service Description (Code).



Clicking on the ‘Search’ button will take you to the Attendance form.



Screenshot explaining users to click on Search button once all search parameters are entered.



New Attendance Data can only be entered from the ‘New’ section under the ‘Input’ tab of the Attendance Form.



Screenshot of Input tab area of the Attendance form.

Note
The Individual list will contain all the individuals having Service Authorizations under the selected Program with the specific Service Description Code. You can enter Attendance information for multiple individuals at the same time.


Creating a new Attendance Data without Time In/Out

To enter a new Attendance Data with Time In/Out, you need to go through the following steps:



Screenshot with Input tab area with callouts beside specific fields containing instructions for creating Attendance data with Time In/Time Out.

Even if Time In/Out is not required, you can specify the Time information for the record if necessary.

Creating a new Attendance Data with Time In/Out

To enter a new Attendance Data with Time In/Out, you need to go through the following steps:

If Time In/Out is required, but for a specific Attendance Option it does not make sense to enter Time In/Out, you can leave the Time fields empty. This will give you a prompt to make sure that you are doing it intentionally. For example, for an Attendance Option like ‘Absent’, it is not logical to put Time information, so you can skip by not entering Time In/Out.

You can also specify just the Time In and submit an Attendance Data. Attendance Data having just the Time In and no Time Out will remain in ‘Incomplete’ state and cannot be approved unless Time Out is specified later on.

Users will receive a message once they try to submit an Attendance record with the ‘Time In’ specified and not the ‘Time Out’. Click on ‘Yes’ to submit the Attendance record with just the ‘Time In’.



Screenshot of warning message for entering the Time Out field on the Input tab of the Attendance grid.



From the ‘Incomplete’ section on the Attendance page, enter the Time Out and select one or more Individuals by clicking on the check-boxes. Click on the ‘Submit In Complete’ button to submit the incomplete Attendance record.



Screenshot of Input tab with instructions to enter Time Out details on the ‘Incomplete’ section of the Input tab.

If a ‘Service Provider’ is added from the Service Provider drop-down menu while recording an Attendance data, users will view a ‘1’ in red notification box appearing next to the ‘Attendance option'(e.g. ‘P’, ‘A’ etc) on the Attendance grid even when there is no Time In/Out information provided. The ‘1’ in red notification box signifies that there is no Time In/Out information recorded and that a Service Provider information has been added. Moving the cursor to the red ‘1’, will display a message stating that the Time In/Out is not provided.



Screenshot of Attendance grid on the Input tab displaying a 1 in red notification box if Service Provider is added.

Related User Guides:

Last Updated: Mar 4, 2017