Rataora

Appointments can be booked in from either the Case page or from the Calendar. Appointments can be tied to a case or be general appointments. 

• From the Case page click the ‘Add’ button at the top right of the CaseStream, then select “Session’. 
• From the Calendar select ‘New Appointment’.

To book an appointment against a case

To ensure that an appointment is recorded against a case you must complete the ‘Attached to Case’ option. This appointment may be a session, time spent writing a report or follow up for example.

To book a general appointment

General appointments, such as training, errands etc, are not part of a case and must be booked from the Calendar. In this case select ‘New Appointment’, and when completing the Appointment details leave the ‘Attach to Case’ option as ‘No Case’.

The Appointment modal fields

• Description - Add your own description of the session. E.g. Session, Interview, Initial Assessment, Family meeting etc.
• Attached to Case - Select the Case you are booking against. For a general appointment leave this selected as No Case.
• When - The date and time for the appointment.
• Case Worker or Person - Assign a Case Worker or Person from the list. This will default to the logged in user but can be over-written.  
• Facility or Other Location - State where the appointment will take place.(To add facilities go to the Contacts page and select ‘Add Facility’).

Billing Information

You can add Billing Items to an Appointment by selecting the ‘Add Billing Item’ link and completing the fields.

• Charge to - This is where you specify the organisation and contract to which you want to bill for this session. The Contracts are set up by your Administrator. Use the drop down list to select the contract, otherwise select ‘No charge’.
• Type - This is the type of item to attach to the contract. The options are:
  • Session - for a client session
  • Time - for recording time, usually that is not a client session
  • Mileage - for travel expenses
  • Expense - for recording expenses, other than mileage, against a contract
  • Fixed Fee - used to track time against a contract that is invoiced on a fixed price, regardless of the hours worked. This may be used, for example, when preparing reports for ACC or another funding agency
  • Rate - The rate set for contract by Administration. This rate can be overridden to any amount.
  • Authorisation Code - If required, this code supplied by an agency records a new authorisation to charge against a contract. This is most likely to happen when a new authority is given to progress a contract to the next stage of funding. For example, ACC may approve the funding of an additional 2 sessions beyond the initial contract. Add the Authorisation code to the modal to record against this new approval.

The Calendar still keeps the right things private. Workers will only see the name of the client you are seeing, but none of their other details or case information.

How do I change a session time?

Changing the booked session can be done from either the Calendar or the person’s Case page.

• Calendar: Click the pencil icon on the right side of the box around the session time. Make the necessary changes in the Session Information modal and Save.
• Case page: Click the session icon on the CaseStream to open the viewing panel. Click ‘View/Edit Session’ to open the Session Information modal. Make the necessary changes and Save.

The changes, whether made from the Calendar or Case page, will automatically update across Rataora so everybody has the latest information.

How do I mark a session as attended or unattended?

After a session should have occurred, Rataora changes the orange icon on the CaseStream to an orange outline. This indicates that you can record whether the session was attended or unattended.

To do this, click the session icon on the CaseStream and it will open in the CaseStream viewing panel. Then click ‘View/Edit Session’ on the right side of the information block to open the Session Information modal. At the top of the modal you now have two options: Mark as Attended or Mark as Unattended. Simply select the correct option and the session will be marked as completed. The icon on the Case Stream will be solid orange. 

Mark as Unattended records a no show. If you are able to see the client at a different time, you can reopen it by clicking the ‘Mark as Open’ button when you reopen the Session Information modal (as previously done). The session can now be marked as Attended.

Mark as Attended records a completed session with the client. If something changes or a mistake is made, you can reopen it by clicking the ‘Mark as Open’ button when you reopen the Session Information modal (as previously done) and the changes made, re-Marked and Saved.