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Learn about creating Recurring Schedules for Appointments
Maica scheduling allows you to create a recurring schedule for your new Appointment. Recurring Appointments happen on a regular schedule and Maica will create these based on the populated information from completing the following fields:
| Field Name | Field Type | Description |
|---|---|---|
If you do not want to make a Recurring Appointment Schedule, simply toggle the This is a Recurring Appointment button to off and move on to the next stage.
When making Recurring Appointments, you have two more configurable options.
When this is toggled on, Maica will exclude any Appointment that falls on a Public Holiday from your Recurring Schedule.
If you create a Recurring Schedule by End Date and Public Holidays fall within the specified dates, the Public Holidays will be skipped and the number of appointments in your schedule will be reduced by the number of Public Holidays within the specified dates.
If you create a Recurring Schedule by Number of Appointments and Public Holidays fall within your schedule, the Public Holidays will be skipped, but the Number of Appointments will remain constant, and the End Date will be extended accordingly.
The scope of your schedule can also be determined by inputing the Number of Appointments desired within your recurring schedule (This is a configurable alternative to determining the scope by End Date). If the Number of Appointments is selected, Maica will automatically provide an End Date based on the Start Date, Frequency and Repeat Every fields. To toggle between End Date and Number of Appointments, click the hyperlinked text under the field box.
When creating a Recurring Appointment Schedule, Maica calculates the projected cost of the schedule and generates a breakdown like the following:
The cost calculation is triggered by clicking the Calculate Cost Breakdown hyperlink. The breakdown will contain all appointments that fall inside the schedule, including their day of the week, and will provide the following budgeting data:
These costs are calculated based on the Participant(s) selected Service Agreement Price List or inputted cost.
When the Total Remaining or the Appointment Cost amounts are shown in red, it means that there are insufficient funds in the selected Participant(s) Service Agreement to cover the scheduled Appointments. Hence, it is unlikely that payment/claiming/invoicing will be successful.
When the budget data does not show, it means that there is no Service Agreement for the selected Participant(s).
Learn about Custom Fields for a new Appointment
The Custom Fields tab captures any information from Custom Fields that have been added to your Organisations Appointment profile beyond what Maica offers.
Custom Fields can be added via the Maica Settings. To learn more, click .
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 picklists, 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 Appointment creation process will not show and you will be directed straight to the stage.
To learn more about Custom Fields in Salesforce, click .
Learn about the process of creating a new Appointment.
A quick and efficient way to create is directly through the the Maica . Maica has an interactive user mechanism where you can simply drag and release your mouse on the in order to prompt the creation of an .
Creating an Appointment is dependant on what you are in within the Planner. You need to be in one of Schedule, Participant, Asset or Accomodation View in order to create an Appointment, otherwise you will .
Please see below for an example:
Below is a list of these stages:
To dive deeper into each stage, please visit the specific pages for detailed information on every stage.
Learn about capturing basic details for a new Appointment
The Basic Details tab captures the basic details of the , as described in the below table:
| Captured Information | Description |
|---|
The Appointment does not have the required number of Resources allocated.
Indicates that the service will be billed against a Category Agreement Item
Indicates that the service will be billed against a Statement Agreement Item
This alert will show in the instance where the selected Resource(s) have a Roster Mode conflict and hence cannot be allocated to the proposed Appointment. This error is also a restriction that Maica enforces where the user cannot continue to create an Appointment.
Roster Mode in Maica is used to define the behaviour and validation applied when scheduling Appointments for a Resource. When selecting a Roster Mode for a Resource, there are two selectable options. These are:
Appointment: This means Appointments can be scheduled at any time for a Resource provided it is within any active Availability record(s) if these exist. If no Availability record(s) exist, Appointments can be created at any time.
Shift: This means Appointments can only be scheduled within a Shift that a Resource is part of and it is within any active Availability record(s) if these exist. If no Availability record(s) exist, Appointments still must fall within a Shift that the Resource is assigned to.
In order to resolve this alert, you must select Resource(s) that are set to a Roster Mode of Appointment during the time of the proposed Appointment, or, if they are set to Shift, the proposed Appointment must be scheduled during an active Shift for the allocated Resource(s).
Maica will alert you if a Public Holiday falls within your schedule. For more information on how to configure Public Holidays within your organisation, click .
| Data Location | Description |
|---|---|
You can also create an Appointment through the Planner Quick Action. To learn more, click .
When creating an , a number of fields will be pre-populated. These fields depend on the view the user is in when the is created. The pre-populated fields for each view are outlined in the table below:
| Planner View | Pre-populated fields |
|---|
After the new is created, a few stages must be completed before the can be confirmed.
The available sections during the creation or management of the are are configurable and determined by the selected and the Maica Settings. For further information, see the Administration Guide.
This alert will show in the instance where you have an incorrect ratio. An incorrect ratio is a situation in which the number of selected or does not match the specified ratio number.
A ratio is an NDIS concept where the number of Resource(s) to Participant(s) for the Appointment, expressed as (Required Resources) : (Required Participants) e.g. 1 Resource supporting 3 Participants would be 1:3. To learn more about Ratios, click
For example, if you have an incorrect ratio of , Maica will alert you with the following warning:
In this instance, Maica will still allow you to continue to the next stage of creating your . However, it will result in an unfulfilled appointment. Upon completion, an unfulfilled appointment, like any appointment, will be billed against the based on the ratio, not the selected .
In order to resolve the Incorrect Ratio alert, ensure that the number of selected and match the specified ratio. : If you have 2 resources allocated to your appointment, ensure your ratio number is set to 2.
This alert will show in the instance where the selected have no for the selected . When this is the case, the will be marked in red (as shown) and the Next button will become unavailable. This is a restriction that Maica enforces where the user cannot continue to create the .
In order to resolve this alert, you must select an that the selected have an for and hence can be billed against after your is delivered.
When the have an for the selected , the alert will be replaced by the following:
Provides an overview of the selected service and the available funding in the plan for said service.
Allows for multiple services to be added to the , as long as the selected have an for all Services being added.
You can set a Resource(s) Roster Mode on their , , or by using a in your Maica organisation for all Resource(s). To learn more, click the links.
It is important to note that if a Resource has a Roster Mode set on their Resource Record that is different to the Roster Mode set for a specific Availability Record, the Availability Record Mode will take precedent during the Availability period.
If No Availability Records are found and the Roster Mode is not set on the Resource Record: the Roster Mode for the Resource will be defined by the Global Roster Mode setting. This is configurable in the Maica settings.
Top Left
Time of day Appointment is being held.
Top Right
Total cost of the individual Appointment.
Bottom Left
Total amount of the Participants Service Agreement that has been utilised for the specified service to date as a result of the Recurring Appointment Schedule.
Bottom Right
Total budget remaining within the Participants Service Agreement at the time the appointment has taken place.
|
|
|
|
This view will create a |
This view will create a |
Schedule Start
Data
The Start Date of the Recurring Appointment.
Schedule End
Data
The End Date of the Recurring Appointment.
Frequency
Picklist
This enables the selection of the following values: Daily, Weekly, Monthly, Quarterly, Annually
Repeat Every
Number
This captures the interval based on the Frequency, for example if Weekly is selected, then the number 2 means Every 2 weeks.
This allows for the selection of relevant organisational based on the tasks to be performed during the . Maica will automatically assign to your that are associated with the selected |
This allows for the ability to assign your to a . Maica will automatically assign that occur at the same Location as the new appointment, as well as the same Date & Time. If no are active during the , this section will not be automatically assigned. however you can then manually assign . |
Appointment Type | The Appointment Type is a pick list allowing for the selection of the appropriate type of Appointment being created. This enables the selection of the following values: |
Appointment Status | The Appointment Status is a pick list allowing for the selection of the appropriate status of Appointment being created. This enables the selection of the following values: |
Date & Time Details |
Claim Type | This allows for the selection of a Claim Type by selecting one from the provided dropdown list. |
Discover how to specify the Appointment location
The second tab captures the location details of the . There are four different methods by which the location can be established, as shown below:
Maica integrates with Google Maps to determine travel times.
The Google Maps integration will display on all Location Selection Options that include a physical address.
This allows for the selection of by simply typing a name of a Participant (or multiple) or by clicking on the Filter icon which allows for of .
This allows for the selection of by simply typing a name of a Resource (or multiple) or by clicking on the Filter icon which allows for of .
This allows for the selection of by simply typing a name of a Asset (or multiple) or by clicking on the Filter icon which allows for of .
The date and time details are pre-populated from the so there is nothing to do for the user.
This allows for the selection of . You can add an by typing the name of the service, or by using any key words configured within the service. For example: If you were adding Support Coordination, you could type Support Coordination, or, advice.
By using the Location tab, you can choose the location of your from your stored Locations . Once your Location is selected, any connected Accomodation records are displayed and accessible for selection in order to provide a more detailed location.
The Participant Location tab enables the Appointment Location to be selected from a list of all recorded Mailing Address values for each associated with the . So, when adding to an , you can automatically select the Appointment Location from all addresses connected to their record.
The Manual Entry tab allows for flexibility where the is to be held at a location not previously recorded. You can enter an address manually to be captured against the . Here, you have the option to manually enter the information or have the fields automatically fill in by using the to find the address.
If your is not at a physical address, simply click the toggle to turn off all Location selection options and proceed with the setup.
When selecting a location for any given , Maica will use Google to determine the required travel time and distance to and from the . It will then give you an Appointment Travel Time Breakdown which includes a summary of your travel, as well as the total travel time and distance for the .
When determining your Appointment Travel Time Breakdown, you have three options for both the origin (1. from which travel will be started) and the destination (2. to which travel will complete) of your . These options are shown in the table below:
| Travel Option | Description |
|---|
Maica uses Google Traffic Awareness to check that you will arrive to your on time. It does this by assessing your selected time with your estimated travel time in order to verify that you will make it based on Google Traffic data. If you aren't expected to make it, Maica will display the alert below:
| This is either the previous Appointment (in cases where travel is to an Appointment) or the next Appointment (in cases where travel is from an Appointment). |
| This is the address on the Salesforce User profile linked to the Resource record. |
| This is a lookup on the Resource record which is associated with a location containing an address. |
| The current location of the Resource (User) using Maica |
Learn about the information in an Appointment Summary
The Summary provides an overview of the Appointment, including the selected Start Date, Start Time, End Date and End Time. It also summarises each selected Appointment Service for each selected Participant, as described in the below image and by the below table:
Adjusting the quantity offers you flexibility within an Appointment to control how long each Participant may spend at an Appointment or how long each Service may be delivered for. For example, if Margaret Johnson will attend the created Appointment for the full 3.5 hours, but Luca Milne may only attend for 2 hours and I wanted to bill accordingly, I would adjust Luca's quantity.
When adjusting the quantity for a Participant(s), Maica will alert you with a symbol indicating that you have individual Appointment Service that does not correspond with the details of your Appointment. This is not an error, but rather an alert to identify the adjusted quantity. Once you have changed the quantity for a Participant(s), the total Appointment cost will also automatically update. Please refer to the image below for an example with an updated quantity and the changes Maica will display:
The unit of measurement for the quantity is dependant on the service delivered and its associated Support Items.
Learn about how the Smart Selection Filter works in Maica
The Smart Selection Filter is a tool designed to identify and rank the most suitable Participant(s), Resource(s), or Asset(s) for an Appointment based on a range of possible attributes. It simplifies the roster selection process by comparing all available options to selected attributes and presenting them in an ordered list based on matches. This feature allows you to quickly and efficiently select the optimal fit for your Appointment.
When utilising the Smart Selection Filter to select a Resource, you have additional utilisation possibilities. You can rank by Skills in addition to Attributes, and also rank your Resource(s) by either Overall Matching Score or other Sections, these are further defined below.
In Maica, you select Participant(s), Resource(s), and Asset(s) in the Basic Details stage of creating or managing an Appointment, it is here you will also find the Smart Selection Filter. On the right side of the selection search box, you will see a Filter symbol; simply click this Filter to open the Smart Selection Filter pop-up, as shown below.
Once you have clicked on the Filter icon, and Smart Selection Filter pop-up has been presented, you will notice a number of elements within the tool. These are described below:
Number 3. Sort Criteria Dropdown and 5. Skill are only relevant when selecting Resource(s).
To most effectively use the Smart Selection Filter, you should begin by specifying any relevant skills or attributes that you want to consider for your selection.
To add a skill, use the search bar to find one from your Maica instance's predefined skills list. Remember, skills are only relevant when selecting a Resource(s).
To add an attribute, click the Add Criteria button under the Attribute Criteria section to display the following pop-up:
Once the pop-up is displayed, click the choose button under Field in order to add a new attribute.
Let's say you chose Age Group. After you have selected it, Maica will show any required additional fields required to specify the attribute, as shown by the Value field above. So, you can then proceed to populate the Operator and Value Field and click done to add the attribute.
Once you have added all your required attributes, simply click the tick button to update the selection list, as shown below.
Once clicked, the selection list will automatically with new scores based on the changes made, as shown below.
The Dropdown Criteria Sections are only relevant when selecting a Resource(s). When selecting Participant(s) or Asset(s), your Score will be a number based purely on the number of matching Attributes.
When selecting a Resource(s), you can chose to order your list based on a number of additional criteria. These are further explained in the table below:
| Reference | Description |
|---|---|
| Element | Description |
|---|---|
| Dropdown Criteria | Description |
|---|---|
1
This is the Appointment Service selected at the Basic Details stage
2
This is the Participant(s) selected at the Basic Details stage
3
This is the Claim Type selected at the Basic Details stage
4
This is the quantity of the created Appointment based on the Start Time and End Time for each selected Participant. For example, the shown Appointment time is from 8:15am - 11:45am, this is a quantity of 3.5 which represents 3 and a half hours. This field is adjustable for each Participant, please refer to the Adjusted Quantity section below for further information.
5
This is the Number of Appointments based on the Recurring Schedule calculated at the Schedule stage
6
This is the total cost of the Appointments based on the Recurring Schedule calculated at the Schedule stage. It is a sum of the total number of individual Appointments.
Sort Order Toggle
This button allows you to switch the display order of the list between ascending and descending, letting you view the items from top to bottom or bottom to top based on the current sort criteria.
Score
This section shows the ranking of options based on chosen attributes and/or skills, providing a visual indication of how well each option meets the specified requirements. Options are then sorted by score.
Sort Criteria Dropdown
This dropdown allows you to select the criteria by which the list is ranked. The specific criteria are explained in further detail below.
Filter
This button opens the filter, which allows for selection of particular attributes and/or skills to filter your options by.
Skills
This search allows you to add a list of predefined skills from your Maica instance that you may wish to filter by. This section will automatically populate with any required skills for a selected Participant(s). Learn more about Participant Skill Preferences here.
Attributes
This section allows for an unlimited number of attribute fields to be considered as part of the ranking criteria. These attributes can be any specific characteristic or detail relevant to the selection process.
Availability
This is the total available Daily Hours for the Resource based on the Availability on the Resource Profile.
Workload
The total weekly Available Hours based on Weekly Minimum Hours and Weekly Hours Limit on the Resource Profile.
Skills
The Number of Skills matched based on Resource Skills on the Resource Profile.
Attributes
The Number of Attributes matched based on the Attributes on the Resource Profile.
Travel
The Shortest Distance Percentage based on the Distance found to the Appointment for any given Resource.
Overall Matching Score
This is a percentage score based on the other 5 criteria above. The weight of each criteria is configurable. To learn more about configuring your Overall Matching Score, click here.
