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. In addition, Maica offers an optional area of Participant Note(s). These areas are further described in this article.

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.

You cannot set a Check-Out Date/Time before your Check-In Date/Time. In this instance, Maica will display an error. To learn more about how Maica validates the parameters of an appointment, click here.

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.

The status of the Appointment changes from In Progress to Completed after the last Resource(s) checks out.

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.

To learn more about the quantity function, click here.

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.

In order for a Location to be obtained, the User must have Location Permissions set to Allowed on their Device or Browser.

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.

This stage will only show Checklist Item(s) that are set to an execute status of After or Either

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:

The following sections explain the Manage Travel tool from a User Experience perspective. If you wish to dive deeper into the logic behind how Maica handles travel, click here.

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.

In the Travel Management Settings, you can select how you wish to charge for Travel. The options include; Do not charge, Charge travel to an Appointment, Charge Travel from an Appointment, Charge for both. To learn more, click here.

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.

To learn more about the Payable Travel Setting, click here.

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.

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.

To learn more about the Travel Management Settings, click here.

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.

An Expense Claim essentially represents the amount required to pay the Resource for any expenses they might have incurred.

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.

Participant Note(s)

The final step in the Check-Out process is to capture a Participant Note for each Participant allocated to the specified Appointment.

Participant Note(s) are an optional step that must be enabled in the Maica settings. Click here to learn more about where to make changes to your settings.

Where multiple Participants are part of an Appointment, an individual Client Note will be generated for each Participant. For individual Participant Notes, a Client Goal and Category can also be captured.