Reading the Calendar
Understanding colors, statuses, and what each cell means
The calendar is a monthly grid where each cell represents one day. Colors tell you the billing status at a glance.
Status Colors
| Color | Status | What It Means |
|---|---|---|
| Green background | Paid | Payment received and verified |
| Amber background | Partial | Partial payment — remainder can be re-billed |
| Blue background | Billed | Claim submitted to insurance |
| White, purple border | Re-bill | Claim rejected or remaining units after partial payment — ready to be re-billed |
| White, blue border | Logged | Units entered, ready to bill |
| White | Unlogged | Scheduled units exist but not yet logged |
| White, red border | Missing | Past day with no timesheet — needs attention |
What's Inside Each Cell
Each day cell can show:
- Units and billing code — For example, "4 | G0156" (billing view) or "4 units" (other views)
- RNA label — Shows "RNA" for reassessment nursing visits (T1001 code, 0 units)
- Note icons — Small icons in the corner when notes are attached to that day
Special Day States
- Hospital days — Red-tinted background with a hospital icon. Units already logged on that day are still visible, but the day is otherwise locked.
- Hold days — Red-tinted background with a pause icon. The day is completely locked — no units can be logged or edited.
- No Service days — Gray-tinted background with a "no" icon. Like hold days, fully locked — no units can be logged.
- Future days — Grayed out and cannot be edited.
Hospital, hold, and no service are mutually exclusive — only one can be active on any given day.
Calendar Header
The row above the calendar shows scheduled units per billing code for each day of the week. These appear as small colored badge pills. This helps you see at a glance what's expected for each day.
Days with the same schedule pattern share colored borders in the header, making it easy to spot schedule patterns. Hovering a day will highlight matching days.
Calendar Footer
Below the calendar grid, a footer row shows the scheduled visit times for each day of the week. This is visible to Logger, Schedules, and Admin roles.
- If the patient has scheduled times set on their schedule, the footer shows the time range (e.g., "8a-12p")
- If the schedule uses an open schedule, the footer shows "Open" for those days
- When a patient has multiple billing codes, each entry is prefixed with the code (e.g., "G0156: 8a-12p")
- When a patient has duplicate billing codes (e.g., two separate G0156 schedules), the unit count is also shown to distinguish them (e.g., "G0156 (4): 10a-11a")
Visit times are configured in the schedule settings. See Managing Schedules for details on setting up scheduled times.