Transferring Activity Records to a Different Authorization

Transferring Activity Records to a Different Authorization

Staff documented on the wrong Authorization - how do I fix this? 

Administrators - [advanced]
On occasion, staff have accidentally documented on the wrong authorization for a period of time. This could be because they did not see the correct authorization within the dropdown of an Activity Record or they do not fully understand service definitions and which authorization to document under.  

First and foremost, it is recommended Managers or Admins correct the root cause via staff training. Make sure to train staff on which authorization to use for their clients. 
Second, SETWorks has features available to correct those Activity Records without starting from scratch or manually copying over documentation. 

Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

Privileges Needed

If you do not see options to Transfer Activity Records to a Different Authorization as listed below, enable the following privileges: 
Settings > Provider Build > Maintain Privileges > Authorizations
Is able to transfer activity records to a different authorization.

Transfer Activity Records to a Different Authorization

Multiple Activity Records can be transferred from one authorization to another within the Consumer Profile > Authorizations window - or - within the Billing: Manage Batches & Submit Billing screen.

Consumers > Consumer Profile > Authorizations: Transfer activity records to different authorization



Billing
Select dropdown > Billing: Manage Batches & Submit Billing > Notes: Transfer activity records to different authorization




Prerequisites

There are a set of prerequisites that must be followed when transferring Activity Records and if they are not met, you will not be able to complete this process.
  1. To transfer Activity Records, the new authorization must have the same set of associated goals as the original authorization

  2. Applicable service phases must also apply to the new authorization

  3. Activity Records that are fully billed are excluded

  4. If applicable, the authorization moved to cannot go over it's maximum limit of hours

  5. The date range of the authorization will exclude any records outside of that range

  6. If billed records are included user must be aware of relevant billing concerns and how reporting is affected

  7. If transferring across service types you must make sure that your keys and goals are configured the same, otherwise data loss will occur

Note: Authorization Frequencies are not respected


Transfer Activity Records

- Consumer:  Select Consumer
- From:  Select From Date - These are Activity Record dates
- To: Select To Date - These are Activity Record dates




- Transfer To: Select Authorization - this is the new authorization you want to see on the Activity Records
                    NOTE: Upon selection, the screen will populate showing details of the Activity Records under the criteria selected. 
-  Include Billed Records: Checkbox - this allows you to change already billed Activity Records 
NOTE: This will make your billing incorrect - the records will no longer reflect the originally billed authorization. 




- Identify which Activity Records to transfer by selecting the checkbox next to the Activity Record information. 
        NOTE: Selecting the top checkbox will select all Activity Records on the list. 




- Transfer: Select Transfer



Ineligible Authorization Reasons

Take note of the Ineligible Authorization Reasons - this will identify reasons the records cannot be transferred. Correct any errors and try again. 

The most common cause of issues with the transfer tool is goals. The goals that are tied to the source authorization must exactly match the goals that are tied to the destination authorization. Otherwise, the tool will not be able to transfer the activity records. 

Contact support@setworks.com  is issues persist.

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