Advanced Booking Details Feature

Advanced Booking Details Feature

I. Advanced Toggle Added to Line Items

The Advanced toggle is a setting in the Line Items section of a booking that, when turned on, activates the Advanced Booking Details feature. This feature allows you to view and manage detailed information for each line item, including linking each item to a specific billing category and funding source.


The Advanced toggle is available in the following areas:
  • Quick Actions > Create Adhoc Booking
  • Client Care Plans (per schedule)
  • Client Service Orders
  • Client Calendar
  • Client MPAS
  • Staff Calendar (Note: This feature is available for bookings only and is not yet supported on Shifts.)
  • Service Requests
  • Service Review
  • Teams V1
  • Teams V2

II. Improved Display of the Line Items Section

A. Basic View

Previously, the basic view showed separate cards for each item, Manual Line Item, Visit Duration, Distance Travelled with Client, Callout Distance, and Sleepover.

B. Advanced View

1. New Tabular Display for Line Items Section
If you turn on the Advanced toggle, you will see a new display of the Line Items section in a tabular format. This table includes column headers such as Order, Type, Duration Minutes, Service Billing Category, and more, along with icons for easier navigation. This enhanced layout provides a clearer, more organized view of all line items within a booking.


2. Transition from Separate Cards to Dropdown Selection
With the new tabular view, you can simply select a value under the Billing Category Type column (Time, Travel, Callout, or Sleepover) directly within the table, eliminating the need to manage multiple separate cards. This improvement streamlines the process and makes booking management more user-friendly.

III. The Advanced Booking Details Feature

In line with CareVision’s commitment to supporting budget tracking for the Support at Home transition, the release of the Advanced Booking Details feature is designed to support organizations that need to split a single booking across different services, billing categories, or funding sources. For example, if a client visit includes different activities or needs to be billed to multiple funders, each segment can be tracked as a separate line item within the same booking.
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How it works
1. Each booking can have several line items, each representing a portion of the booking with its own configuration.


2. For each line item, you can specify the billing category, funding source,  duration (for time and sleepover items)
  1. Service Billing Category: Allows linking a time category to each line item. You can now add multiple time category line items within a single booking.

  1. Funding source
    1. If you want a line item to use the default funding source, check the box under the Default Funding? column.
    2. If you prefer to use a different funding source, select it from the dropdown under the Funding Source column. 
    3. Note: If you select a funding source, either a new one or the default, all line items’ funding sources will be updated automatically.
  1. Duration Mins: Applicable only to time and sleepover items, this field indicates the duration for each time category line item.
  2. Re-distributing Durations
    1. For Time category line items, the system will automatically calculate and distribute the total duration across all line items. For example, if the total booking duration is 120 minutes and you add a line item for 30 minutes, the system will automatically create another line item for the remaining 90 minutes.
    2. If you update the duration of any line item (such as changing the 30 minutes to a different value), the system will adjust the durations of the other line items to ensure the total adds up correctly. If you change the duration of the last line item in the order, a new line item may be created to account for any remaining time.
    3. The maximum allowed duration for a combined booking is the total booking duration minus any sleep period duration, if applicable.

  1. Order: Specifies the sequence of line items, allowing the API to pre-compute the start and end times for each time category line item within the booking. Line items can be reordered within the table using the up and down buttons.

IV. Advanced Booking Details Supported Across Key Modules

MPAS Support
The Advanced Booking Details feature will also be incorporated into a Member’s Planned Attendance Schedule (MPAS). When a client attends an event, Advanced Booking Details will flow through, ensuring that the generated booking includes the advanced line items.

Pre-loading Bookings Support
If you are using Teams v2 and update a client’s care plans, Advanced Booking Details will be reflected in each care plan booking.

Quotes Support
You can set up combined services on a single schedule within quotes. The Advanced Booking Details feature can be used for new clients or for clients requiring a requote for SAH, as the combined services will flow through to the client’s care plans and ad hoc bookings once the quote is accepted.

V. Calculation

  1. The system calculates and stores estimated charges for each line item, which supports accurate forecasting and budget tracking.
  2. Each line item can have statuses such as planned or confirmed.
  3. Estimated costs and quantities are calculated and stored for each line item, rather than being calculated live every time the booking is viewed.
Notes
Note: This release focuses on saving and displaying detailed values within the booking. Functionality for generating invoices and claims will be released in later phases.

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