I. Prerequisites

Before setting up a client MPAS, you must complete the following:

1. Create a Social Group.

2. Create a Social Group Event.

3. Add Clients to a Social Group.

For detailed steps, refer to the Getting Started with Social Groups documentation.

II. Step-by-Step Instructions for Setting Up Client MPAS

1. In the left navigation pane, click People.

2. Click Clients.

3. Select the client for whom you want to set up their MPAS.

4. Click Social Groups. If the prerequisites are met, the client will already be a member of certain social groups, which will be listed here.

• In this example, the client is a member of two social groups: Book Club and Wellness Group.

5. In the relevant group, click +Add Schedule. This is where you create the Member Planned Attendance Schedule (MPAS). You can add more than one schedule if needed.

A. Edit Schedule Form

1. In the Schedule field, select the appropriate social group event. Only social group events created for that group will appear as options.

• In this example, the selected social group is Wellness Group, which has two events: Wellness Morning and Social Walking Group. You can choose either of these events for the client’s planned attendance.

2. Specify the Start Date for the Member Planned Attendance Schedule (MPAS). We recommend that you use the current date to ensure that the schedule applies only to upcoming social group events, making the client eligible for ad hoc bookings from the start date onward.

3. (Optional) Specify the End Date for the MPAS. This sets the period during which the attendance schedule is active. If left blank, the schedule will remain active with no end date.

4. Set the Default RSVP status:

• Invited: The client is invited to the event, but no ad hoc booking will be created.

• Going – Needs Transport: The client is attending the event and requires transport. An ad hoc booking will be created.

• Going – No Transport Needed: The client is attending the event and does not require transport. An ad hoc booking will be created.

• Not Going: The client is not attending the event. No ad hoc booking will be created.

5. (Optional) Specify the Rate Override field if you want to adjust the standard charge for a service within a social group event. This allows you to set a different rate for the client, rather than using the default service charge.

6. Set the Default Allocated To field to assign the booking to a specific staff member who will be responsible during the social group event. If this field is left blank, the booking will automatically be assigned to the default Event Manager.

B. Check Already Published Events Section

• This section lists all social group events that have already been published but the client is not yet attending.

• You can easily tick the box next to an event to mark the client as attending that social group event. In this example, when August 15, 2025 is selected, the client will be marked as attending the social walking group event on that date.

C. Complete Booking Details Section

Complete this section to create an ad hoc booking. Make sure to select the appropriate billing categories and set up any required line items. The values you enter here will be applied to the ad hoc booking.

• If the client uses the default funding source, tick the Use Default Funding Source box.

• If the booking does not involve direct service delivery to the client, tick the Non-Service Delivery box.

• If a break is required, specify the Required Break Duration (in minutes).

Billing Categories and Funding Sources Section

This section specifies how the client will be charged for the service.

1. Select the appropriate funding source from the dropdown menu. Related fields will automatically populate based on your selection.

2. In the Time Category section, find the relevant billing category for the booking.

• Under the Status column, check the box to apply that billing category to the client’s booking. The rate you select here will be used for invoicing.

Line Items Section

There are scenarios where you may need to add extra charges to a client’s booking, such as for consumables, purchases, or additional service fees. The Line Items section allows you to include these charges in the service booking. You can also use this section to make adjustments to invoices if needed.

• Visit Duration
  Click Add Line Item next to Visit Duration to include charges for the time spent with the client during the visit. Check the auto-populated fields, or enter the relevant details as required.

• Distance Travelled with Client
  Click Add Line Item next to Distance Travelled with Client to record and charge for any travel distance covered with the client. Specify the distance and relevant details as required.

• Callout Distance
  Click Add Line Item next to Callout Distance to add charges for the distance traveled to reach the client. Enter the relevant details as required.

D. Review Schedule Details

• This section displays the details of the social group event, including the name, time, address, and description.

• Review all information, then click Save to confirm.

• The client’s MPAS will appear under the relevant social group, displaying all associated details. You have successfully set up the client’s MPAS.

III. Check Ad Hoc Bookings Created by MPAS

MPAS sets each participant’s attendance schedule, and when group events are published, the system creates participant’s attendance record as an ad hoc booking. These records are managed automatically in the background, so manual adjustments are rarely needed. However, it’s important to know where to find these records when exceptions occur, such as billing or payment issues, so you can quickly identify and resolve these issues.

A. Social Group

1. Go to the Community section.

2. Click Social Groups.

3. Select a social group. In this example, Wellness Group is selected.

4. Select the relevant date in the calendar. In this example, August 15 is selected for a social group event named Social Walking Group. The purple color indicates that the event is published.

5. Click Manage Attendance.

6. Under the Name column, all attendees for the social group event are displayed.

• In the example above, the client Amelia Adams was signed up for August 15. The client has been successfully added as an attendee.

7. Ensure that the client’s MPAS details, such as Funding, Billing Categories, RSVP, and Allocated To, match the information previously entered when setting up MPAS.

• You can click the Pen icon to edit the details in each column.

• When you are finished, click the Save icon to save your changes.

B. Service Orders Section in Client Profile

1. Go to People.

2. Click Clients.

3. Open the Client Profile.

4. Go to the Service Orders section.

• Verify that the social group event appears as a service order for the client. In this example, the Social Walking Group event is displayed for the client, Amelia Adams.

C. Client Calendar Section

1. Go to the Calendar section of the client’s profile.

2. Review the client’s calendar to see that the social group event is visible and that the booking details match the MPAS setup. In this example, the Social Walking Group event on August 15 is displayed for the client, Amelia Adams.

When you click the booking, it should display the same details as set up in MPAS, including staff allocation, funding source, billing categories, and line items. All information should match what was entered in MPAS.

D. Service Review Board

When an ad hoc booking is created for a client’s MPAS, it will appear on the Service Review Board for invoicing.

1. In the left navigation pane, click Actions.

2. Select Service Review.

3. In the From field, select a start date.

4. In the To field, select an end date.

5. Click the Filter icon to apply relevant filters as needed.

6. Then, click Apply Filters.

7. Click the Load button.

8. Under the Name of Booking column, the name of the social group event should appear as an individual service booking for the client.

9. Review the booking. If the booking ID appears in black, there are no issues.

If there are any issues, the booking ID will appear in red, these must be resolved. Otherwise, the booking will not be included in invoicing. For more information, see the Common Booking Issues and Solutions document.

10. If there are no issues, check the box to approve the booking. The booking will then be ready for invoicing and payroll, following the standard process.

This topic describes how to set up and manage regular attendance for clients in social group events using the Member Planned Attendance Schedule (MPAS) feature of CareVision. Social group events foster connection by bringing together participants with shared interests or similar service needs and encouraging engagement. MPAS simplifies attendance tracking, automates RSVP and invoicing, and supports efficient service delivery.

For more information about MPAS, contact the CareVision support team.