Check-Out
Learn about checking out of Appointments
What does the Check-Out Action include?
When checking out of an Appointment, you are presented with four distinct areas of input including Appointment Date Information, Resource(s) that are Checking Out, Appointment Service Information and Check-Out Location whilst the second shows Appointment Checklist Information and the Manage Travel Action.
Appointment Date Information
Similar to Check-In, This part of the Check-Out process captures the relevant Date and Time information. Maica offers configurable capability for Check-Out information to ensure that Appointments can be accurately recorded.
When Checking-Out of your Appointment, Maica will automatically populate the Date and Time information to the current Date and Time. This can be configured by manually entering any desired Date and Time, or by setting the information directly to match the scheduled Appointment by selecting the text shown below.
Who is Checking-Out?
Similar to Check-In, this part of the Check-Out process determines which Resource(s) are Checking-Out at any given time. When you check out of an Appointment for the first time, all of the Resource(s) allocated to that Appointment are automatically populated. This can be modified by manually removing any resources that are not currently Checking-Out. To Check-Out these Resource(s) at a later time, simply reselect the Appointment, then Check-Out, and repeat the process. All Resource(s) assigned to the Appointment who have not already Checked-Out will be automatically populated once again.
Appointment Service Information
This part of the Check-Out process offers an overview of the Appointment Service(s) delivered as well as the ability to adjust the quantity of each service as required. Adjusting the quantity offers you flexibility within an Appointment to control how long each Participant may spend for each Appointment Service within an Appointment. This means, if the actual service duration has changed for one or more Participants, this can easily be captured at the time of Check-Out.
Check-Out Location
This part of the Check-Out process captures accurate Check-Out Location information. Maica offers the ability for Check-Out locations to be tracked to ensure that Appointments can be accurately recorded.
Appointment Checklist Information
This part of the Check-Out process captures any Checklist(s) assigned to the Appointment. If a Checklist(s) has been associated with an Appointment, you will be presented with the list of each Checklist Item and asked to capture the outcome of each item.
Similar to Check-In, for each Checklist Item, if so configured in the Checklist, you are prompted to provide further information to manage possible outcomes of Checklist Items in the form of a Note. You access this Note by simply clicking on each Checklist Item.
Manage Travel
The Manage Travel Action offers the ability to capture travel and associated expense claim information. The main purpose of the Travel Management tool in Maica is to facilitate the accurate recording of travel-related information and ensure that travel-related expenses and time is tracked and logged accurately. The tool is broken down into a number of sections, as outlined below:
1. Time and Distance
The first step in using the Manage Travel tool is to track the time and distance travelled as part of the Appointment. Maica will automatically populate, using Google, and based on the information provided at the Location stage of the Appointment creation, however, it can be adjusted if desired.
2. Travel Cost Allocation
If you have multiple Participant(s) assigned to a particular Appointment, this section allows you manually allocate what percentage of the travel costs should be billed against each Participant, as shown below.
You can adjust these percentages by simply deleting the automatically populated percentages and manually inputting your desired ones.
3. Time Based Travel Breakdown
The Time Based Travel Breakdown allows you to divide the total minutes of travel into the time travelled to an Appointment, and from an Appointment.
You can do so by moving the slider to your desired split of Travel Time.
This allows flexibility in your Travel billing, and also has a direct relationship with how you may want to charge for Travel.
4. Create a Timesheet Entry
Maica allows you to create Timesheet Entries based on the Time Based Travel. These can be both Billable and Non-Billable, depending on how you treat Travel within your organisation. In order to create a Timesheets from Travel, you must have Payable Travel not equal to Do not Pay (it can be any other value) in the Travel Management Settings.
5. Non-Time Based Travel Breakdown
The Non-Time Based Travel Breakdown allows to divide the total kilometres of travel into the distance travelled to an Appointment, and from an Appointment.
Similar to the Time Based Travel Breakdown, you can do so by moving the slider to your desired split of Travel Distance. Additionally, you can manually input distance values for either distance to or from the Appointment.
When updating travel distances in the Travel Management modal, the system dynamically recalculates values based on the input changes. The logic ensures that adjustments are proportionally applied while maintaining accuracy.
As Expense Claims are based on Non-Time Based Travel, it is important to note that within the Travel Management Settings, you can select how you wish to Pay for Travel. The options include; Do not pay, Pay for travel to an Appointment, Pay for Travel from an Appointment, Pay for both.
This essentially means that if you have selected any value other than Do not pay, moving the slider will determine your Resource(s) reimbursement amount based on your Travel Management Settings.
6. Create an Expense Claim
Finally, once the above stages have been completed, the Manage Travel Tool will create an Expense Claim.
The Expense Claim is generated based on Non-Time Based Travel Breakdown as well as Reimbursement Rate set in the Travel Management Settings. It is stored as a record against a Resource that captures what they should be paid for their expenses.
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