Record time off
RehabAlpha is still under active development. It is not yet HIPAA compliant and should only be used with dummy data.
Record leave in the places your organization needs it: therapist availability, the schedule, and timesheets. These serve different purposes, and saving one does not create or update the others.
Choose how to record the leave
| Need | Where to record it |
|---|---|
| Make a therapist unavailable for full dates | Add an availability exception. |
| Show time off on a therapist's or associate's calendar | Create an event. Mark members as busy also reduces therapist availability in the planner. |
| Include actual leave hours in labor totals | After the leave occurs, record leave hours using a timesheet classification such as Paid Time Off (PTO) or Unpaid Time Off (UTO). Timesheet entries do not affect planner capacity. |
Use your organization's process to arrange the leave before recording it in RehabAlpha.
Coordinate availability, the schedule, and hours
- Check the therapist's availability. For full days off, add an Unavailable date or date-range card above the normal availability cards. See Unavailable for PTO. For partial days, account for the leave hours using the options below and check the resulting capacity before also reducing the therapist's Hrs / day.
- Add a schedule event when the leave needs calendar visibility. Include the member taking leave and choose the dates and times. Follow Create an event, including its access requirements. Choose Mark members as busy according to the intended planner view and any other leave deductions, as explained below.
- Record actual leave hours after the leave occurs. Follow Record leave hours for the appropriate classification and actual hours. Timesheets block future dates and start or end times; date-and-hours entries allow today or earlier in the entry's saved time zone. The timesheet guide covers entry access and corrections; an Owner or Admin can configure timesheets if the needed classification or manual-entry access is unavailable.
- Review the affected dates. Check the member's schedule, any affected facility schedules, and the facility planner. Move treatments and adjust planned hours or assignments as needed. Recording leave does not move existing treatments for you.
Avoid counting the same leave twice
The capacity calculation depends on who opens the planner:
- Owners and Admins: capacity includes deductions for the facility's busy events and personal busy events.
- Custom access: capacity includes the facility's busy events, but excludes personal events. Use availability settings or an appropriate facility busy event when leave must affect these planners' capacity.
Timesheet work and leave entries have no effect on planner capacity for past, present, or future dates, regardless of who opens the planner.
Availability cards apply in both views. Busy-event hours are subtracted from the hours supplied by those cards. If you reduce Hrs / day for leave and also mark a calendar event for that leave as busy, capacity is reduced twice.
For example, reducing an eight-hour day's availability to six hours and adding a two-hour busy event leaves four available hours in planner views that include the event, before other-facility deductions. If the intended remaining capacity is six hours, use the six-hour availability card and leave Mark members as busy off for that calendar event. After the leave occurs, recording two hours of PTO in the timesheet leaves planner capacity unchanged.
A full-day Unavailable card sets that date's available capacity to zero. You can still record the actual leave hours for labor reporting.
You should know
- Availability exceptions and schedule events do not create timesheet hours. A leave entry does not create a calendar event or change availability cards.
- Leave hours appear in the Labor report. Time-off classifications are excluded from PBJ resident-care hours.
- If leave dates or hours change, update each place where you recorded the leave and review the plan and schedule again.