Recording attendance marks a Service Event (appointment) as resolved. We recommend that you recording attendance for all Service Events as this functionality affects a variety of reports and statistics in Penelope. For example:

  • Some reports have filters for a specific event status while others exclude any non-resolved events (booked status). If attendance is not recorded for an event, it will not be counted or included in these reports. This will affect the statistics for your organization.

  • Some billing functionality is not available until attendance is recorded.

  • For Australian clients (depending on your configuration) you may not be able to record DSS Session level data until you have recorded attendance.

Recording Attendance

  1. Navigate to the applicable Service File.

  2. Click the Service Event you would like to change the attendance for.

  3. Click the Attendance link.

  4. From the Event Status drop-down select the appropriate attendance status for the event (e.g. Show, No Show etc).

  5. Click Save.

Event Status Types

Event Status refers to the status of each Service Event (appointment) in Penelope. There are eight different types of Event Status in Penelope:

Booked – This indicates a Service Event (appointment) has been scheduled with a client but it has not yet been resolved (i.e. the appointment has not yet occurred or its status has not yet been changed to ‘Show,’ ‘Cancelled’ etc).

Show – This status indicates that the Individual has attended the Service Event as scheduled. If billing is enabled and charges apply for the Service Items in the cart, the changing of appointment status from ‘Booked’ to ‘Show’ will trigger the billing (i.e. will make the item ready to be invoiced).

Canceled – This indicates that the Individual (client) canceled the Service Event (appointment) with sufficient notice. No charges will apply and the Worker can use the Service Event time slot for another appointment. The canceled Service Event will remain in the Individual’s Service File. Individuals (client/s) will be removed from the attendees’ tab on the Service Event.

When canceling a Service Event, Service Units will not be removed from the Cart unless Keep Cart Items When Canceling Event is set to No (Service Unit Setup page – must be logged in with a System Administrator account to access this page). Charges may still apply if there is no Cancellation Policy in place.

Canceled by Therapist – The Service Event was canceled in advance by the Worker associated with the Service Event. Individuals (client/s) will be removed from the attendees’ tab on the Service Event.

Late Cancel: Billed as No Show – This status indicates that the Individual (client) did not provide sufficient notice for their cancellation (e.g. if your agency requires 24 hours notice to cancel an appointment). As a result, if billing is enabled at your agency, the client will be charged for the Service Items associated with the canceled Service Event. This ‘Late Cancel’ event will remain in the Individual’s Service File. Individuals (client/s) will be removed from the attendees’ tab on the Service Event.

Late Cancel: Remove Billing – Same as above, but in this case your agency will not charge the Individual (client) for the Service Items associated with the canceled appointment. This ‘Late Cancel’ event will remain in the Individual’s Service File. Individuals (client/s) will be removed from the attendees’ tab on the Service Event.

No Show – The client did not show up for the Service Event (appointment) and provided no prior notice. If billing is enabled at your agency, the client will be charged for the Service Items associated with this event. This event will remain in the Individual’s Service File.

Re-Scheduled – This status indicates the Individual (client) or Worker rescheduled the appointment with sufficient prior notice and mutual consent. No charges will apply and the appointment time slot will be available for the Worker to schedule another Service Event at this time. The rescheduled appointment will remain in the Individual’s Service File. Individuals (client/s) will be removed from the attendees’ tab on the Service Event.

Recording Group Attendance

For information on recording Group Attendance click here.

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