Service Locations

Service locations are the places where clients receive services. The service locations available to staff are determined by their Staff Permission Group and the associated Data Collection Types. Managers with the role of Logs: View Selected, Logs: Review Selected or Logs: Approve Selected will be able to view, review or approve the log entries for their selected Service Locations.

Service Locations can be synced from ProviderPro from Billing Cost Centers. The clients associated with the Service Location can be synced from the ProviderPro using the client's default billing cost center and/or the billing cost center in any of the client's active contracts.

Note: If you sync from ProviderPro, do NOT add, delete or make changes to the synced Service Location settings within Time Tracking . The changes will be overwritten the next time the sync runs. Make changes to synced information in ProviderPro. To make the synced settings of Service Locations read only in Time Tracking turn on the Disable Synced Properties Default setting in Options.

To manage service locations:

Log in with your full login.
Select Setup from the menu.

The Setup screen opens.
Select Service Locations on theTime Tracking Setup card.

The Service Locations screen opens.
Select a service location card from the list or enter a service location in the Search box to search for a specific service location.

If you do not sync service locations from ProviderPro, select Add to create a new one.

Step Results: The Service Location Group screen opens.

Complete the following information on the Basic Information card:

In this field:	Enter:
Code	This is the Code from the ProviderPro Billing Cost Center.
Description	This is the Description from the ProviderPro Billing Cost Center.
Active	The service location is in use.
Address 1 and 2	The street address of the service location.
City	The city of the service location.
State	The state of the service location.
Zip Code	The zip code of the service location.
Order	The order you want this service location to sort in a list.

Basic Information typically syncs from ProviderPro. If so, if you change the information here it will be overwritten the next time the sync runs.

Next, complete the following information on the Other Information card and select Save:

In this field:	Enter:
Billing Processing Group	This is the Billing Processing Group from the ProviderPro Billing Cost Center.
Billing Indirect Client	Select the Indirect Client for this service location, if you have a different Indirect Client for each Billing Cost Center. Otherwise, leave this set to "No Value" and the export file will use the Indirect Client set in Options instead. The Indirect Client is used to allocate non-worked or indirect time for staff. If your service locations sync from ProviderPro, then the sync will automatically set the indirect Client to the ProviderProClient that has a Billing Client Type equal to "Site Indirect" and a Default Billing Cost Center that is set to this service location's Billing Cost Center.
Do Not Export	Select this option If you have some service locations that are "live" and using Time Tracking and other service locations that are in the "parallel" process, you may want to exclude the "parallel" service locations from the export until they "go live."
Push Together Staff Ratios	Mark Push Together Staff Ratios, if one of the following is true: You are billing the entire site in 15-minute increments and you must bill the funder using staff ratios. The site is a mixed site and any of the clients served are billed in 15-minute increments. Note: You would then set up a Data Entry Translation to push the non-15 minute increment Clients from the indirect service (that includes staff ratios) to the correct billable service in ProviderPro. You want to run detailed reports that show when more than one staff served the same client at the same time for the services you provide.

Step Results: If this is a new service location, the Clients, Exclued Time Service Types, Excluded Unit Service Types, Data-Entry Service Location Groups, Manager Service Location Groups, Staff Permission Groups, Viewers, Reviewers and Approvers cards appear.

Select Add on the Clients card.

Step Results: The Clients pop-up opens.
Select the clients you want to assign to the service location and then click Save.

Step Results: The clients appear on the card.
Select the minus sign next to a client to remove hime or her from the service location.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The client disappears from the card.
Select Add on the Excluded Time Service Types card to select any time service types that would never apply to this Service Location.

Step Results: The Excluded Time Service Types pop-up opens.
Select the time service types that staff would never use at this Service Location and then click Save.

Step Results: The excluded time service types appear on the card.
Select the minus sign next to a time service type to remove it from the this list of exclusions for this Service Location.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The time service type disappears from the card.
Select Add on the Excluded Unit Service Types card to select any unit service types that would never apply to this Service Location.

Step Results: The Excluded Unit Service Types pop-up opens.
Select the unit service types that staff would never use at this Service Location and then click Save.

Step Results: The excluded unit service types appear on the card.
Select the minus sign next to a unit service type to remove it from the list of exclusions for this Service Location.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The unit service type disappears from the card.
Select Add on the Data-Entry Service Location Groups card to assign this service location to a data-entry service location group.

Step Results: The Data-Entry Service Location Groups pop-up opens.
Select the data-entry service location groups you want to assign to this service location and then click Save.

Step Results: The data-entry service location groups appear on the card.
Select the minus sign next to a data-entry service location group to remove it from the service location.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The data-entry service location group disappears from the card.
Select Add on the Manager Service Location Groups card to assign this service location to a manager service location group.

Step Results: The Manager Service Location Groups pop-up opens.
Select the manager service location groups you want to assign to this service location and then click Save.

Step Results: The manager service location groups appear on the card.
Select the minus sign next to a manager service location group to remove it from the service location.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The manager service location group disappears from the card.
Select Add on the Staff Permission Groups card to select the staff permission groups that can log services for clients in this service location.

Step Results: The Staff Permission Groups pop-up opens.
Select the staff permission groups you want to assign to this service location and then click Save.

Step Results: The staff permission groups appear on the card.
Select the minus sign next to a staff permission group to remove it from the service location.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The staff permission group disappears from the card.
Select Add on the Viewers card to select the staff that can view the log entries for this service location.

Step Results: The Viewers pop-up opens.
Select either Primary Managers or Department Managers and click Next.

Important: Primary Managers have direct responsibility for viewing the log entries for this service location. Department Managers are indirectly responsible for viewing the log entries for this service location.
Select the viewers you want to assign to the service location and then click Save.

Important: Only staff that have the Logs: View Selected role will appear in the list.

Step Results: The viewers appear on the card and you can change the Manager Type if needed.
Select the minus sign next to a viewer to remove him or her from the service location.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The viewer disappears from the card.
Select Add on the Reviewers card to select the staff that can review the log entries for this service location.

Step Results: The Reviewers pop-up opens.
Select either Primary Managers or Department Managers and click Next.

Important: Primary Managers have direct responsibility for reviewing the log entries for this service location. Department Managers are indirectly responsible for reviewing the log entries for this service location.
Select the reviewers you want to assign to this service location and then click Save.

Important: Only staff that have the Logs: Review Selected role will appear in the list.

Step Results: The reviewers appear on the card and you can change the Manager Type if needed.
Select the minus sign next to a reviewer to remove him or her from the service location.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The reviewer disappears from the card.
Select Add on the Approvers card to select the staff that can approve the log entries for this service location.

Step Results: The Approvers pop-up opens.
Select either Primary Managers or Department Managers and click Next.

Important: Primary Managers have direct responsibility for approving the log entries for this service location. Department Managers are indirectly responsible for approving the log entries for this service location.
Select the approvers you want to assign to the service location and then click Save.

Important: Only staff that have the Logs: Approve Selected role will appear in the list.

Step Results: The approvers appear on the card and you can change the Manager Type if needed.
Select the minus sign next to an approver to remove him or her from this service location.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The approver disappears from the card.