What is a Billable Note?

A Billable Participant Note is a documented interaction provided to a participant that is eligible for billing. For example, a Resource of yours may deliver a Service over the phone and record and document the call as a Note. As a Service was delivered, this may be considered billable under the Service Agreement.

After you create a Billable Participant Note, Maica will have created both an Appointment and a Participant Note. The Note will be stored against the Participant and can be viewed in the Participants Profile, whilst the Appointment will be automatically assigned a Complete status and used within Maica for Billing.

How do I create a Billable Note?

There are multiple ways to create Billable Note(s) within Maica, these include:

• Directly from the Planner

• Through the Maica Quick Actions

What does a Billable Participant Note include?

A new Billable Participant Note includes the completion of multiple stages before it can be confirmed, below is a list of these stages:

1. Take a Note

2. Custom Fields

3. Tasks

4. Files

To dive deeper into each stage, please visit the specific pages for detailed information on every stage.

What does the Custom Fields stage include?

The Custom Fields tab captures any information from Custom Fields that have been added to your Organisations profile beyond what Maica offers. This stage functions the same way it does within an Appointment.

Where this is the case, and the custom fields have been configured, this stage will present all configured custom fields using the input relevant to their data type. This includes the ability to select pick lists, dates, lookups, and other options based on the configuration of your own Custom Fields.

If no Custom Fields have been configured, this stage of the process will not show and you will be directed straight to the Add Tasks stage.

What does the Take a Note stage include?

The Take a Note tab captures the basic details of the Billable Participant Note, as described in the below table:

Things to look out for: Take a Note

1. No Agreement for Appointment Service

This alert will show in the instance where the selected Participant(s) have no Agreement for the selected Appointment Service. When this is the case, Maica will alert you under the Participant(s) input box (as shown) and the Save & Next button will become unavailable. This is the only restriction that Maica enforces where the user cannot continue to create a Billable Participant Note.

In order to resolve this alert, you must select an Appointment Service that the selected Participant(s) have an Agreement for and hence can be billed against.

When the Participant(s) have an Agreement for the selected Appointment Service, the alert will be replaced by the following billing and budget information:

What does the Tasks stage include?

The Tasks tab offers the ability to add any Tasks to your Billable Participant Note. This is a record of an action or activity that needs to be completed or has already been completed.

How do I add a Tasks to my Billable Participant Note?

To begin adding tasks for your Participant Note(s), simply click the the + button in the top right corner of the screen.

Once a new Participant Note Task has been created, you will be prompted to populate a number of customisable fields, including assigning your task to the required personnel.

You can open the text input box by clicking the arrow on the far right hand side of the screen, as shown below.

This will allow you to add custom comments to your task, as shown below.

Once you have populated your task, click the Blue Tick to save it and add it your Billable Participant Note.

Things to look out for: Tasks

1. Unsaved Changes

If you are presented with the below error when clicking the Save & Next button and hence trying to proceed to the next stage of creating your Billable Participant Note, it means you have not properly saved a created Task.

In order to resolve this, simply ensure the Blue Tick in the top right hand corner of your interface (as shown above) has been clicked on all Tasks. This makes sure they are properly saved and allows you to proceed to the Files stage.

How do I attach Files to my Billable Participant Note?

To begin attaching a file, simply click the Upload Files button at the bottom of the screen to bring up the dialogue box. Once selected, you can attach files to your Participant Note. This includes the ability to take a photo, attach a PDF file, or upload any other allowed file type.

On a mobile device, this will also feature the option to take a photo while uploading the file.

What happens after I create a Billable Participant Note?

As this is the last stage, once you have attached all your required Files simply click the Save & Close button to complete your Billable Participant Note.

After you create a Billable Participant Note, Maica will have created both an Appointment and a Participant Note. The Note will be stored against the Participant and can be viewed in the Participants Profile, whilst the Appointment will be automatically assigned a Complete status and used within Maica for Billing.