This applies to Clinical Staff that are paid "Hourly".  If you are paid via a Salary, you do not need to account for Admin/Non-Clinical Hours to get paid properly

Hourly staff are paid for the following

• Arrived Patient/Learner Session Hours
  • From a Payroll and Billing standpoint, these hours are accounted for by virtue of the scheduled Patient/Learner sessions that are arrived on the schedule.  The actual hours are confirmed via the Session Start/End Time Confirmation form.

• Pre-Approved Admin (Non-Clinical) Hours
  • These hours must be accounted for via the Add Pre-Approved Non-Clinical/Admin Hours form, which is added to your Workday from the Workday forms menu.
  • This form must be added to your Workday on the date of service the Admin (Non-Clinical) "work' was performed.
  • These hours, once submitted, must be approved by your Supervisor or an ABA Administrator via Kure to be added to your Payroll

How to Add and Complete the Pre-Approved Admin (Non-Clinical) Hours:

• Use the Add Required Amind Time option from your Workday section in Inbox
• • Select the TYPE of Non-Clinical/Admin Hours from the selection menu
    
  • Enter a description, if the DESCRIPTION field is active
    
    • Provide a brief, but fully descriptive explanation of the work that was approved.  If it was a mandatory training that you attended or taught, give a description of the training (ie. CALM Training)
      
    • Provide the name of the supervisor that approved these hours (ie. Approved by Stacey Donavant)
      
  • Tap the START button when you begin the pre-approved work
    
  • Tap the END button when you finish the pre-approved work

Approval/Denial Status Notification

• Until the Required Admin Time hours are approved by your Supervisor or an Administrator, the card will be yellow and state Pending Approval
  
• Once it has been reviewed by your Supervisor or an Administrator, it will be either Approved or Denied
  
  • If approved - the card will show approved
    
  • If denied - the card will show it as denied and you can see the denial reason by taping on the card. The most common reasons for denial are:
    
    • Your Supervisor did not pre-approved the Admin (Non-Clinical) Hours
      
    • You overstated the number of hours because you did not tap the END button when the activity was completed
      
    • You did not provide sufficient information in your submission - this is most common with the "Other" type
      
      • The description of the work performed is insufficient - for example: "Other" is entered in the DESCRIPTION field
        
      • The name of the Supervisor that pre-approved the work is missing
        

Types of Admin (Non-Clinical) "Work"

• Mandatory Meeting - example: you are asked to participate in a meeting with your immediate supervisor and HR to discuss absenteeism
• Chart Reviews/QA - example: you are asked to assist with chart reviews for an internal or external audit
  
• Non-Visit Documentation - example: you are asked to complete a narrative regarding a learner incident
  
• Receiving Mandatory Training - example: CALM Training (Paid at your Clinical Rate)
  
• Teaching at a CE Event (Not Proctoring) - example: CALM Training Trainer (Paid at your Clinical Rate)
  
• Other:  This will be the most common Type - examples: Cleaning/Organizing the clinic, Creating Stimuli, Shadowing with Joe Therapist

• Select your current location as the "starting location"
• Identify your mode of transportation
• Tap the Send button
• Add a Destination, along with its details, and use Start Travel.
• When you reach your destination, tap the Arrived button

• Enter the expense amount

• Select the appropriate expense class from the selection menu

• Select the appropriate expense account from the selection menu

• Select the payment method

•  Always use your company credit card if you have been issued one

•  Use of a Personal Credit Card and Personal Cash for company expenses will result in a reimbursement to the employee

• Enter a brief but fully descriptive description of the expense starting with the vendor.  Example: Office Max: 12 3-ring binders, 1 box copying paper, 1 4-pack highlighters

• UPLOAD IMAGE/FILE: Take a picture of the receipt with your phone camera and tap this button to upload it to the form

• Tap ADD EXPENSE button to submit the expense

  
  

  

If you have been approved to function as a Proctor, this function will be active.

This loads a Continuity of Care Note form, which is used by our Psychologist and BCBAs for patient/learner documentation not related to a patient/learner session or for a non-billable patient/learner session.

This loads an ABA Training Note, that is used by our BCBA/BCaBA providers to document non-billable supervision sessions.  These sessions can take place with an individual provider or a group of providers.  The time spent is accounted to the trainees' supervision hours.