Teams Set Up

Set up and use NPA Teams

This document will show the user how to create groups consisting of multiple staff members and clients via Teams.

Some of the key features of Teams are:

  • The ability to create teams consisting of Staff and Clients working together across multiple offices.
  • Define and assign identifiers, or Smart Tags, to teams.
  • Set relationships between Staff and Clients per team.
  • Identify and specify Staff caseload.
  • Assign multiple Supervisors to a Staff per team.
  • Assign placeholder/Temporary Staff to a Client and vice-versa.
  • Track team efficiency and performance with the help of team reports.
  1. On the main screen of NPAWorks, click on the Teams icon on the Home Banner.
    NPA Teams will now be displayed. Let’s start by creating a new team and adding smart tags.
  2. To begin, click on the Create team icon (‘+’) located in the upper right corner of the window.
  3. The Create Team window will be displayed. Here the user can enter the team’s information.
    1. Team Name – Enter a name to identify the team.
    2. Effective Start Date – This is a required field and needs to be when the team goes into effect.
    3. Effective End Date – This is also a required field to indicate when the team will no longer be active.
    4. Team Status – This will automatically be entered by the system once the effective start and end dates have been entered.
    5. Team Description – Enter a description for the team.
    6. Office – Select which office(s) this team will be associated with.
    7. Drives Caseload – Toggle this option ‘on’ if the team will drive caseload rules.
    8. Smart Tags – Here tags can be added that are associated with the team. We will go into Smart Tags further in the following section.
    9. Save – Click on this button to save the new team.

    Let’s take a moment to review Smart Tags.

    Smart Tags is a way to group or identify teams. There are two parts to Smart Tags, the name and value. An example would be a Smart Tag named Therapy with the Smart Tag Values of Speech, OT, and ABA. Note, there will be more functionality added to this portion of Teams with later releases and features.

    There are three different ways to access Smart Tags.

  4. The first way Smart Tags can be accessed is from the main window of NPA Teams. Click on the Global Team Setting icon on the lower left corner of the screen. Here existing Smart Tags can be viewed, edited, or a new one can be created.

    1. Click on an existing Smart Tag to view its name and value.
      1. Click on the edit button to make changes to the Smart Tag.

        1. Here the user can edit the name.
        2. Add a Smart Tag Value.
        3. Edit or remove a value.
        4. Click on the save icon to save the changes that have been made.

    2. Click on the add button to add a new Smart Tag.

      1. Enter Smart Tag Name
      2. Enter Smart Tag Value
      3. Click on Save to create the Smart Tag.

  5. The next way to view or create a Smart Tag is from the side panel. First, select a team.
    1. Then click on the side panel arrow in the upper right of the screen to expand the Smart Tag panel.
      1. Here the user can toggle Smart Tags on or off to add tags to the team.
      2. Once the Smart Tags have been selected you can click the Save button to keep your changes.
      3. Click on the Create button to be taken to the Global Team Settings in order to create a new Smart Tag.

  6. The last way to view or create a Smart Tag is from the side panel within the Team Information page.
    1. With a team’s information page displayed, click on the side panel arrow to expand the Smart Tag panel.
      1. Here the user can toggle Smart Tags on or off to add tags to the team.
      2. Once the Smart Tags have been selected you can click the Save button to keep your changes.
      3. Click on the Create button to be taken to the Global Team Settings in order to create a new Smart Tag.

Now, let’s review how to add a staff member or client to a Team.

  1. On the main page of NPA Teams, click on the team name
  2. The Team Information page will be displayed.
  3. Under Add Staff, use the search field to find a staff member to add to the team.
    1. Selecting the staff name from the search results will add the staff to the team.
    2. Repeat this step to add all of the team’s staff members.
  4. Under Add Client, use the search field to find the client’s name that will be added to the team.
    1. Selecting the client name from the search results will add the client to the team.
    2. Repeat this step to add all of the team’s client members.
  5. In some instances, like when building a caseload for a newly hired staff, a staff member and/or client has not been finalized to be added on the team. A pending staff and/or client can be added to the team until a permanent team member is determined.
    1. Click on the either the staff or client Pending button to add a pending staff or client respectively.
  6. Once all staff members have been added to the team,
    1. Click on a staff name to open the staff’s profile.
      1. Based off of the staff’s record in NPAWorks, the system will display the staff’s title, phone number, email address, and department.
      2. Temporary Team Member – Toggle this option on if the staff member is temporary.
      3. Effective Start Date – This is the start date of when the staff member joined the team.
      4. Effected End Date – This is the date of when the staff will no longer be a part of the team.
      5. Team Admin – Use this option to indicate if the staff member is considered an administrator, or supervisor, on the team.
    2. Staff’s Relations with Staff Members
      Staff team member relationships can only be defined in a top-down approach. This means you can identify who reports to a specific staff member from their profile and not the other way around. The other columns – Peer, Oversees and Description are disabled and auto-populated based on the selection made in the first column.

      1. Reports to Staff member – This would be the staff’s subordinate.
      2. Staff member’s Peer – This would be staff that are on the same level.
      3. Oversees Staff Member – This is the staff member’s supervisor. (Note, there is logic where the system will look at the other staff’s relationship and will automatically mark the staff as a peer and oversees if applicable.)
      4. Description – This area will show inherited relationships due to staff’s relationship with other staff members.
    3. Staff Works with the Following Clients
      1. Select which clients the staff works with.
      2. Description – This area will show inherited relationships. For example, if a staff’s subordinate works with a client, then the staff member will inherit that client and a description will be displayed stating which staff it was inherited from.
    4. Click on the Save button to save the changes that have been made.
  7. Moving on to the client portion of the team.
    1. Click on a client’s name to open the Client Profile.
      1. Based off of the client’s record in NPAWorks, the system will display Gender and Date of Birth of the client.
      2. Effective Start Date – This is the start date of when the client joined the team.
      3. Effective End Date– This is the date of when the client will no longer be a part of the team.
    2. Works with the Following Staff Members
      1. Select which clients the staff works with.
      2. Description – This area will show inherited relationships.
    3. The client’s contacts entered in NPAWorks will be listed at the bottom of the screen.
    4. Click Save button in the bottom right to keep your changes.

There will be times where either a staff or client will need to be replaced. For those situations, a pending staff or client can be put on a team.

To replace a staff member:

  1. Open an existing staff on a team.
  2. Click on ‘Replace With Pending’ to replace the selected staff
  3. Click save.
  4. Important notes to remember:
    1. This can also be done for a client within the client’s profile. The same steps apply.
    2. By replacing the staff with a pending member, the staff will now be removed from the client contact list and caseload.

With the release of NPA Teams, there have been updates to the Scheduling Genie and the creation of a few new Flex Reports.

First, let’s review the changes to the Scheduling Genie.

  1. With the Scheduling Genie open, there is now an option in the ‘Find Matching Staff’ section, titled ‘Include Staff from Client’s teams only’.
    1. Toggle ‘Include Staff from Client’s teams only’ ‘on’ to use this option.
  2. When the results are displayed, the algorithm will now only consider staff members that are in the same team as client.
    1. Note, the algorithm does take into account the overlap between the staff’s Effective Start and End dates and the search dates entered in the ‘Find Matching Staff’ section.

Pearl

NPAWorks

Enhancements

  • Pearl From a staff’s schedule, disabled changing a service to another client when the appointment is rendered with a signature.
  • Pearl Users now have the ability to select or edit their preferred time zone setting for NPAWorks within the User Settings window.
  • Pearl The Contract Fulfillment Snapshot is now available in the Scheduling Matrix. It allows the user to view a client’s authorization fulfillment for the selected service appointment.
  • Pearl The Payroll Snapshot is now available in NPAWorks. On the staff member’s schedule it will display payroll information including scheduled payroll hours, completed hours and overtime hours for the week displayed.
  • Pearl Added a warning message for when the user refreshes a schedule with unsaved changes.
  • Pearl New and elegant design of the NPAWorks Run Page.
  • Pearl View scheduled Availability of Staff and Clients on the Scheduling Matrix.
  • Pearl A validation warning message will be displayed in NPAWorks when an appointment is scheduled that exceeds the staff’s desired hours per week.
  • Pearl Users can now hover over an appointment in the Scheduling Matrix to view appointment details without having to validate appointments.
  • Pearl New Service Categories on the redesigned Service window will allow NPAWorks to generate more nuanced data in future releases.
  • Pearl Added ability to “Include Indirect Appointments” on the Daily Service Log, Parental Verification of Service (PVR), ATAP SVF, and LA Care reports. Additionally, the Daily Service Log, Parental Verification of Service, and LA Care reports will now also show “Direct” or “Indirect” if the appointment has a Direct or Indirect status.
  • Pearl The RBT tab now has Search capabilities, a Help message, and filtering options to show or hide different appointment types.
  • Pearl The recur appointment feature now has simplified option descriptions, along with displaying the number of appointment occurrences.
  • Pearl Updated the error message when out-of-date version of NPAWorks is detected to give better instructions on how to get the new version. ‘A new version of NPAWorks needs to be downloaded. Please copy and paste URL in a new Internet Explorer browser window and click Run NPAWorks to start the download and open NPAWorks. Please note NPAWorks can only be accessed from Internet Explorer.
  • Pearl A follow-on enhancement to the RBT interim fix – If a staff member has both needs and provides supervision checked on the Staff General tab that staff member’s overlapping appointments will not be displayed to any staff who provides supervision as this staff member no longer needs supervision.
  • Pearl When a partial week is selected in the NPAWorks schedule the Payroll Snapshot now reflects numbers for the full work week. It is no longer necessary to select the full 7 days of the work week to get accurate desired, scheduled and overtime hours. If more than one week is selected, the Payroll snapshot reflects the total of the full work weeks for the date range selected.
  • Pearl V3 Scheduling Genie will only display client selected attributes in the results list.
  • Pearl V3 Created additional filtering options on the RBT tab in NPAWorks and NPAGo to show or hide different appointment types.
  • Pearl V3 Users will now have the ability to see all staff members or clients on the Scheduling Matrix regardless if they have scheduled appointments during the set time frame.
  • Pearl V3 Per LA Care requirement, modifiers are appended to the service code on the LA Care PVF.
  • Pearl V3 In conjunction with previous release, with this enhancement, existing appointment subject lines are automatically updated to show the bundled service.
  • Pearl V3 H1 Implemented optimization to improve performance when opening a client schedule.
  • Pearl V3 H1 Fixed UE error message that was being displayed on the client record when Bundled T-Codes are enabled. The error message has been removed and appointments will be converted to display the bundled service on the appointment and on the subject line.
  • Pearl V3 H7 For Kareo users, updated the CMS 1500 form in order to not display the service facility in Box 32 for POS 53.

 

Fixes

  • Pearl Fixed the RBT Service Hours calculations in all RBT Reports by no longer double-counting RBT overlapping appointments.
  • Pearl V2 H3 Fixed issue where PVF were generated with blank pages and incorrect page numbers.
  • Pearl V2 H1 Corrected issue that was preventing a service name from being updated due to the system validating the name with itself.
  • Pearl V2 H3 Fixed back-end PVF formatting issue that caused blank pages to be inserted and incorrect page numbering.
  • Pearl V2 H4 Fixed issue with RBT Audit Log to display each appointment individually instead of grouping them together if they occurred on the same day.
  • Pearl V2 H4 Removed invalid bundled T-Code error message from being displayed on the funding source when the parent T-Code code remains as an individual service.
  • Pearl V2 H4 Fixed invalid warning message on staff records when all credential requirements are met.
  • Pearl V2 H4 Fixed issue to allow users with the appropriate security roles to be able to render appointments where the funding source requires signatures.
  • Pearl V3 Fixed invalid warning message when deleting an availability.
  • Pearl V3 Allow for periods and other special characters on the Save As screen of NPAForms.
  • Pearl V3 A warning message will be displayed if an availability recurrence exceeds the maximum limit of 365 recurrences.
  • Pearl V3 Copy Contract feature will retain Skills integration values for client services being copied to a new contract.
  • Pearl V3 Corrected invalid UE error from occurring when a special character is entered when searching for a client in the Service Action tab of a staff appointment.
  • Pearl V3 Fixed UE error message from being displayed when attempting to open a client or staff schedule.
  • Pearl V3 Warning message will now display on the Insurance Billing tab of the appointment when the Direct/Indirect status is set at ‘Set at Appointment.
  • Pearl V3 Corrected the Scheduling Matrix to display only staff and/or clients in a specific region if the Region filter is used.
  • Pearl V3 Fixed RDRT performance issue when appointment errors are detected.
  • Pearl V3 H1 Corrected issue to no longer have the Appointment Legend displayed when a staff or client schedule is opened.
  • Pearl V3 H1 Fixed UE error message that was being displayed at the funding source level when Bundled T-Codes are enabled. The error message has been removed and appointments will be converted to display the bundled service on the appointment and on the subject line.
  • Pearl V3 H2 Fixed RBT Audit log to have all rendered service appointments for a calendar month to be displayed in the “Total RBT Service Hours” field.
  • Pearl V3 H2 Adjusted the backend controls positions in order to display the Flexible Reporting window correctly.
  • Pearl V3 H2 Corrected RDRT issue to use the adjusted time of an appointment integrated with Skills.
  • Pearl V3 H2 Fixed Skills integrated appointment service time to accurately be displayed when the appointment is updated using the RDRT.
  • Pearl V3 H3 Corrected issue to allow overlapping RBT appointments to be displayed on supervisors appointments when their permissions are set to “RBT Can See All.”
  • Pearl V3 H3 Fixed bug in Scheduling Genie that displayed staff in the results that did not meet the required attributes.
  • Pearl V3 H3 Fixed invalid Unhandled Exception error from occurring when the user tries to access a staff schedule the user didn’t have permission to access.
  • Pearl V3 H3 Corrected issue which incorrectly displayed staff availability as ‘not set’ in Scheduling Genie results when the date range parameters were set to a single day.
  • Pearl V3 H3 Fixed invalid UE error when the user attempted to use the Copy Contract feature when the original contract does not have any client services entered.
  • Pearl V3 H3 Fixed bug that caused the Edit Category button to cover the Past Due (red flag) indicator display on the client and staff main pages.
  • Pearl V3 H3 Fixed issue when changing the provider on an appointment that set the mileage field to zero even though ‘No’ was selected on the warning message to keep the mileage as is.
  • Pearl V3 H5 Corrected issue to automatically unselect terminated client’s Skills integration in order to free up Skills licenses.
  • Pearl V3 H5 Fixed invalid UE error when a claim is generated with the Medi-Cal type. ’Medicaid’ will be selected for Medi-Cal, any unexpected types will have ‘Other’ selected.
  • Pearl V3 H5 Fixed issue that was causing duplicate overlapping RBT Supervision appointments to be displayed on the Supervisor’s appointment.
  • Pearl V3 H5 Corrected bug that was displaying the incorrect value for ‘Supervision Met’ in the RBT Audit Log.
  • Pearl V3 H5 Corrected invalid UE error message from being displayed when moving forward to step 2 in the Claim Preparation Wizard.
  • Pearl V3 H5 Fixed Claims Manager issue to prevent scrolling while hovering over a dropdown menu in Edit Claims window.
  • Pearl V3 H5 Fixed bug overriding the client’s first listed service rates with the funding source service rates when user clicked on service name.
  • Pearl V3 H5 Corrected bug when printing the Staff Monthly Calendar that was causing a client’s name to appear twice.
  • Pearl V3 H6 Corrected RDRT issue for appointments returning from Skills to use the adjusted time unless it falls within the grace period, in which case, it will use the scheduled time of the appointment.
  • Pearl V3 H7 Improved performance for the Scheduling Genie to prevent the user from being timed out.
  • Pearl V3 H7 Corrected invalid UE error message from being displayed when clicking on the Service tab of a Client record.
  • Pearl V3 H7 Corrected Scheduling Genie issue that was displaying staff as ‘incomplete’ when needed criteria matched.
  • Pearl V3 H7 Corrected issue that was displaying RBT overlapping appointments three times on the RBT Supervision tab of the supervisor’s appointment.
  • Pearl V3 H7 Corrected invalid error message from being displayed when clicking on Compare Availability in the Scheduling Genie.
  • Pearl V3 H7 Fixed the NPAWorks ‘Forgot Password?’ link to display the correct form used to reset a user’s password.

NPAGo

Enhancements

  • Pearl Users now have the ability to select or edit their preferred time zone setting for NPAGo within the User Settings window.
  • Pearl The RBT tab now has Search capabilities and Help message in NPAGo.
  • Pearl The Contract Fulfillment Snapshot is now available in the Scheduling Matrix. It allows the user to view a client’s authorization fulfillment for the selected service appointment.
  • Pearl View scheduled Availability of Staff and Clients on the Scheduling Matrix.
  • Pearl From a staff’s schedule, disabled changing a service to another client when the appointment is rendered with a signature.
  • Pearl Users can now use an Agency dropdown in NPAForms to easily filter for Clients, Staff, and Funding Sources.
  • Pearl With the introduction of Client Schedules in NPAGo, the Staff list and Client list have an updated design layout.
  • Pearl New and elegant design of the NPAGo Run Page.
  • Pearl The RBT tab now has Search capabilities, a Help message, and filtering options to show or hide different appointment types.
  • Pearl Users now have the ability to recur appointments in NPAGo with simplified option descriptions, along with displaying the number of appointment occurrences.
  • Pearl V2 When a partial week is selected in the Scheduling Matrix the Payroll Snapshot now reflects numbers for the full work week. It is no longer necessary to select the full 7 days of the work week to get accurate desired, scheduled and overtime hours.
  • Pearl V3 NPAGo will now display a message stating which browser the user has downloaded appointments on.
  • Pearl V3 Users will now have the ability to see all staff members or clients on the Scheduling Matrix regardless if they have scheduled appointments during the set time frame.

 

Fixes

  • Pearl V2 H1 Fixed Activity Notes issue to ensure the field remains open when the expand button is clicked on.
  • Pearl V2 H1 Corrected issue to allow signatures to be captured on locked schedules given the user’s security permission.
  • Pearl V2 H1 Associated with the previous fix, corrected problem with the guardian signature button.
  • Pearl V2 H1 Removed invalid future appointment error messages from being displayed on the current appointment.
  • Pearl V2 H3 Removed invalid messages on appointments stating notes were required.
  • Pearl V2 H3 Issue with NPAGo validation “Failed to enable constraints” is now resolved.
  • Pearl V2 H4 Corrected staff schedules to display the staff member’s department instead of date of birth.
  • Pearl V2 H4 Fixed invalid UE from being displayed when the user’s access role does not have permission to view the Service Actions tab on appointments.
  • Pearl V2 H4 Fixed issue that prevented the user from gathering a signature due to the Guardian Verification displaying “Verification” only on the button.
  • Pearl V2 H4 Fixed issue to display the entire appointment note field.
  • Pearl V2 H4 Corrected scrolling display issue for IOS users when navigating in an appointment.
  • Pearl V2 H4 Corrected warning messages from being displayed on the current appointment when they are for other individual appointments and/or for other appointments within the recurrence series.
  • Pearl V3 Corrected issue where Emoji’s were replacing button icons.
  • Pearl V3 Users will no longer need to scroll the screen to start typing in the notes field of an appointment in NPAGo.
  • Pearl V3 Fixed client name formatting issue that prevented a client name from being displayed in the search field when adding a service in an NPAGo appointment.
  • Pearl V3 Corrected the Scheduling Matrix to display only staff and/or clients in a specific region if the Region filter is used.
  • Pearl V3 Corrected header of Client or Staff schedules in NPAGo when navigating back and forth.
  • Pearl V3 Removed NPAGo validation warnings on recurred appointments when the user did not make changes to the appointment.
  • Pearl V3 Fixed NPAGo issue to allow users to open an appointment when they have access to View Only on locked appointments.
  • Pearl V3 H1 Corrected issue when screen is in landscape mode to allow the user to access the save button on signature fields.
  • Pearl V3 H2 Fixed issue to keep the screen from moving when entering activity notes in NPAGo appointments.
  • Pearl V3 H2 Corrected bug that prevented the service selection search from displaying the correct results when client name masking is not in use.
  • Pearl V3 H2 Fixed issue to allow cross-office appointments to be created in NPAGo.
  • Pearl V3 H2 Corrected issue to display an informative message on the signature fields stating the geolocation could not be gathered when Google API fails to return the geolocation of the appointment.
  • Pearl V3 H3 Fixed Service Log Entry issue that prevented the keyboard from being displayed when the appointment had already been rendered.
  • Pearl V3 H5 Fixed the Schedule Lock calendar to display the current date when it is opened and to reflect the same locked date as NPAWorks.
  • Pearl V3 H5 Corrected issue to prevent an active pay code from being displayed as expired.
  • Pearl V3 H5 Corrected issue to not allow a staff member to add an appointment prior to the schedule lock date when they do not have permission to do so in NPAWorks.
  • Pearl V3 H6 Fixed issue found with incorrect pay codes when certain conditions were met.
  • Pearl V3 H7 Fixed the NPAGo ‘Forgot Password?’ link to display the correct form used to reset a user’s password.
  • Pearl V3 H7 Corrected issue to allow users to be able to save an appointment with validation warnings while the browser is in incognito mode.

 

Flex Reports

Utilizing the Mismatched Charges Flex Report

This how to document is for Kareo users and to help reconcile mismatched data from NPAWorks and Kareo. Note, matched data is based on the Date of Service, CPT code, and Modifiers of claim line services.

Some common instances where data might be mismatched include:

  • Updates made to claims in NPAWorks but not made in Kareo or vice versa.
    • Examples of this might be submitting a corrected claim with a CPT code that was updated in Kareo but not in NPAWorks;
    • Releasing and regenerating a claim in NPAWorks but not pushing the newly generated claim to Kareo while voiding the original.

Two NPAWorks flexible reports can help identify any mismatched data, which can then be corrected in the appropriate software. These reports is as follows.

  • The Mismatched Charges – NPA flex report will show services are present in NPAWorks without a corresponding one in Kareo.
  • The Mismatched Charges – Kareo flex report will show services that are present in Kareo but without a corresponding one in NPAWorks.

Now, let’s move forward with using the reports.

  1. Beginning in your NPAWorks, click on the flexible reporting button located on the top tool bar.
  2. Expand the Billing category from the Report Name list located on the left of the screen.
  3. From here, choose either the Mismatched Charges – NPA or the Mismatched Charges – Kareo.
  4. With the desired report selected, set the parameters of the report.
    1. Start Date – Enter the start date of the date range. This will be the beginning date that the report will review mismatched data for. Note, the default is set to the 1st day of current calendar month.
    2. End Date – Enter the end date of the date range. This will be the last date that the report will review mismatched data for. Note, this default is set to today’s date.
    3. Office – Select the office(s) you would like to run the report for. Note, this parameter is defaulted to ALL.
    4. Funding Source – Choose the Funding Source(s) you would like to run the report for. Note, this parameter is defaulted to ALL.
    5. Clients – Select the client(s) you would like to run the report for. Note, this parameter is defaulted to ALL.
  5. Once your parameters are set, click on the Run button.
  6. The results of your chosen report will be displayed. Please note, if there are no mismatched claim data, you’ll see the message that there were no results.

Add/Edit Special Identifier

If you are adding/creating a new staff member, please see the document titled “How to Add a New Staff Member”. This section deals solely with adding NPI numbers to an existing staff member.


  1. On the left side bar of NPAWorks, highlight “Staff” under your location/site name so that the Staff List is showing.
  2. addnpi-1

  3. To open the staff member’s record either double click on their name or click once to highlight the staff member and click the edit button (Edit Record).
  4. addnpi-2

  5. The Staff Member Record window will appear.
  6. On the General tab (first tab), just to the right of the Last Name, you will see a Special Identifier icon.
  7. Click on the special identifier button so the “Special Identifiers” window pops up.
  8. addnpi-3

  9. A window labeled “Special Identifiers” will open.
  10. Click on the green add button, a new line will appear.
  11. addnpi-4

  12. On the Type Field click the arrow to open the drop down menu.
  13. Select the Identifier you wish to add. NOTE: Identifiers in brackets are hard coded and cannot be deleted. Additional identifiers can be added by going to Edit-Customize Lists, from the main screen).
  14. Enter the ID/ Number/ Code in the ‘ID/ Number/ Code’ field.
  15. You may also add a note pertaining to the special identifier.
  16. Check the Private box if you do not wish the ID/ Number/ Code entered to be visible outside of this screen.

Email & SMS Reminders

NPAWorks now has the ability to generate automatic email messages that can be sent to your staff or clients based on a variety of different reasons and parameters. Below you will find a list of available email updates and descriptions of what they do. If you would like to set up any of these automatic messages, please contact any member of our support team.

  1. Appointment Reminders: This will send an email to selected Departments and Job Titles giving them their schedules for that day, the next day or the week. This can include only Service appointments or both Service and Non-Service appointments. You have the choice of what time this email is sent out, and if you choose to send it once per week, you can select the day as well. It is up to you if you would like to include the Location of appointments or remove this column for security purposes.
  2. email-1

  3. Appointment Reminders On Update: This will send an update to staff within selected Departments and Job Titles when new appointments are added or existing appointments are modified on their schedules. NPAWorks will check the system frequently (ex. every 30 minutes) for updates and send an email to anyone whose schedule has been changed. You can select how many days should be considered when checking for updates and whether or not you want to include Service and Non-Service appointments or Service appointments only.
  4. email-2

  5. SMS Appointment Reminders to Guardians: This will send an email to Client Guardians their schedules for that day, or the next day. This includes both Direct and Non-Direct service appointments. You have the choice of what time during the day this email is sent out daily. It is up to you if you would like to include the Location of appointments or remove this column for security purposes.
    NOTE: These messages are sent via text message. Message and data rates may apply.

    Message Format:

    1. You have a scheduled appointment with “therapist name” on “appointment date & start time” at “appointment date & start time.”
  6. SMS Appointment Reminders On Update to Guardians: This will send an update to Client Guardians when new appointments are added or existing appointments are modified on their schedules. NPAWorks will check the system frequently (ex. every 30 minutes) for updates and send an email to the guardian reporting any change to the client’s schedule.
    NOTE: These messages are sent via text message. Message and data rates may apply.

    Message Format:

    1. The time of your appointment today with “therapist name” has been changed to “appointment date & start time” to “appointment end time”.
    2. Your appointment today at ‘appointment start time” with “therapist name” has been cancelled.
  7. Client Notes to Staff: This will send an email to designated Staff when selected Note Types are expiring on the Client’s Notes and Issues tab. Staff recipients can either be selected by choosing to send these reminders to all staff members with a specific job title or identified by their relationship type in the Client’s contact list. If the staff recipients are designated by job title, all staff members with that job title will receive all reminders, regardless of caseload. If you add the staff member as a contact to the client record, then only the staff member listed on the client’s record as a contact will receive the reminder for that client. You can select how far in advance to the note’s expiration date that the message will go out.
  8. Staff Note Reminders: This message pulls from expiring Staff Notes and Issues. You can choose the note type(s) to be sent and indicate if the message should be sent to the Staff Member whose profile the note is on or the Immediate Supervisor of the Employee. The Immediate Supervisor is selected on the General screen of the Staff’s profile. You are also able to select how many days prior to the note expiring that you would like the message to be sent.
  9. Credential Expiration: This will notify your staff members when they have a Credential that is close to expiring. The message will be sent out to selected Departments and Job titles as many days in advance as you choose.
  10. email-3

  11. Lock Schedule Alert: This is a weekly reminder to your staff to render their appointments and lock their schedule. You can choose what day and time the email is sent and to which Departments and Job Titles. You also have the option to send to all staff, or only staff members who have yet to lock their schedules at the time of the email. The text for this email is customizable to your company’s needs. Please see the sample text in email below.
  12. email-4

  13. Employment Anniversary: This message can be set up to congratulate your employees of the anniversary of their hire date. You can select which Departments and Job Titles receive this email.
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  15. Contract Expiration: NPAWorks will do a daily check for contracts that are approaching their expiration date. This message will send an alert to the Departments and Job Titles of your choice, notifying them when a contract is nearing that date. It is up to you to select how many days before the expiration you are notified.
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Setting up Non-Service Days

  1. Click “Edit” in the toolbar on the top left hand portion of the screen, then select “Non-Service Days.”
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  3. New window will open titled “Holidays & Non-Service Days.” Select the Year for which you want to view Non-Service Days.
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  5. To Add a Non-Service Day to the list, click on the green plus icon.
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  7. A New Non-Service Day line will appear at the bottom of the current list.
  8. Enter the Date and Name (Description).
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  10. To Edit a Non-Service Day: Select the date line you wish to edit, double click, and make your edits.
  11. To Delete a Non-Service Day: Select the date line you wish to delete and click the delete icon.
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  13. When you are done click on the save button,” or the “Refresh” button to reload the list without saving your changes.
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  15. Once you are done making changes, save and close the list by clicking “OK”. If you do not wish to save the changes that you have made, simply click the “Cancel” button.
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