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Flight Plan & Time Sheet Workflow
Time sheets can be processed at the end of the current service week, or due the Monday of the week after service — but SHOULD be in the systems no later than Tuesday, the week after service.
Enter clients and newer authorizations into the Billmatrix Excel spreadsheet.
Go over list of clients and authorized hours — ensure authorizations are up to date.
Ensure that all clients are updated with service times daily per each HHA daily visit.
Correct any edits that are needed, ensuring these times match up with reported times in Sandata and times that are on the time sheets.
Ensure all times are in for the prior week and that there are zero errors and/or double entries.
Run Weekly Report Mondays in DDE and compare hours in Excel spreadsheet to ensure reports are matching with time/units being put into Sandata. If there are any discrepancies, correct in Excel Spreadsheet and/or in DDE to match Sandata.
Send all matching reports to Operations Director for approval no later than Tuesdays.
Operations Director verifies that hours are matching in both DDE, Billmatrix and Sandata by a random spot time entry audit.
Operations Director will perform one final spot audit with matching hours with time sheets, DDE, Billmatrix and Sandata before end of the month.
Operations Director physically verifies that all clients are in the green on the last day of the month in Sandata.
Enter time into DDE and Bill Matrix, ensure that hours match all authorized service hours and/or days to the full.
Concur with Office Coordinator of any time edit entries received via other communication that were updated in Sandata that are not on the time sheet or vice versa — make edit to match in both program and time sheet.
Check off on all hours entered into systems, notating for any discrepancies or follow ups needed for the Operation's Manager.
Hand off to Office Coordinator.
Enter dates of received, pay period number and hours onto time sheet to prep for approvals.
Concur with Billing Specialist of any time edit entries received via other communication that were updated in DDE or Billmatrix that are not on the time sheet or vice versa — make edit to match in both program and time sheet.
Check off on all hours entered into systems, notating for any discrepancies or follow ups needed for the Operation's Manager.
Time sheets of the current pay period must be turned in daily. Do not hold them.
Hand off to Operations Director/Admin for payroll processing and/or final approval.
File appropriately once submitted back.
Dulla Care Home Healthcare · Internal Use Only