Timesheets Tutorial (CHW/ICA)

Timesheets are something you'll be creating and submitting to report any billable hours for time spent working on a patient's file. Read on for more information on making the most of your Solace Timesheets.

NOTE* There are two different dashboard views. The views do vary slightly but behave the same way: 

• Hybrid accounts (for those who are an advocate with clients and a Community Health Worker with patients)
• ICA-only accounts (for those working exclusively with insurance-covered patients). 

NOTE** For payout timing, please review the following Help Center article:

• Getting Paid (CHW/ICA)

NOTE*** For support with Timesheets submitted with errors, please click below:

• Correcting Timesheet errors after submission (CHW/ICA)

There are a few primary ways to access the “Timesheets” area of your Solace dashboard, where a new timesheet can be created:

• Via the left-hand side navigational column, click "Patients" and then “Timesheets”
• Via the left-hand side navigational column, click “Patients” and then the “More” button located in the row containing the appropriate patient's name, followed by “Edit Timesheet” to be taken to the Patient File where the "Add Time" button is located
• For hybrid accounts, you may also click into "Get Paid" and then "Invoices" before selecting the "Timesheet" tab

The following image highlights key areas of the “Timesheets & Payments” page ("Invoices & Payments" screen for those who work with self-pay clients and ICA patients):

The “Timesheets & Payments” page contains two tabs directly below the page's title ("Invoices & Payments" for hybrid accounts):

• Timesheets — This is where you will create, edit, and view your timesheets
• Payments — This is where you can view any earnings deposited into your account

Hybrid accounts have an additional two tabs for billing private pay clients:

• Invoices
• Bookings

Next is the green  “+ Create New” button:

• Located in the upper right corner, click this to create new timesheets

"Current Timesheet": 

• "Jul 16 - Aug 15" - This displays the payout cycle date range that we are currently in
• "You'll be paid on..." - This lets you know what date the electronic bank transfer will be initiated

See the four tabs below the "Current Timesheet" banner, pictured above:

• Drafts
• Current Month
• Previous Month
• Full Year
  • Click the appropriate tab to display the time range you'd like to view for when the Timesheet was submitted.

The columns of the “Timesheets & Payments” page are as follows:

• Date
  • This lists the date the timesheet was saved
  • Click the up/down arrows to sort this column in ascending or descending order
• Patient
  • This is your patient's name
  • To see timesheets for just a single patient, go to their Patient File and click the "Timesheets" tab from there. You'll be shown information specific to them.
•  Status
  • This is the current status of any given timesheet ("Draft," "In review," "Approved," etc.)
• Duration
  
  • This is the length of time that is being billed for each timesheet
• Est. Earnings
  • This is the associated earnings from the billable time
  • Click the up/down arrows to sort this column in ascending or descending order
• Additional Buttons (pictured below)
  • "Edit" — This will be available for any timesheet still in a "Draft" state
  • "Submit" — This will be available for any timesheet still in a "Draft" state
  • "View" — This will be available for any timesheet already submitted

To view a submitted Timesheet:

• Click on the Month tab
• Find the date in question (this is the Date of Service, not the Date of Submission) and click the (+) icon to expand that date
• You can now click "View" to see the details of any timesheets contained therein

Editing a Draft

• Click "Edit" to adjust an existing "Draft" timesheet
• A column will open to the right with self-explanatory fields to complete before clicking "Save Draft" or "Submit" (pictured)

Unsubmitted Timesheets (pictured below)

• The cut-off date for the previous month's timesheets is to be submitted by the 8th of the current month. For example:
  • After Aug 8, it will be too late to submit Timesheets for work performed in July
  • After Sep 8, it will be too late to submit Timesheets for work performed in August
• To ensure you are paid for all of your efforts, please submit your Timesheets promptly

For more information on payout timing, please review the following Help Center article:

• Getting Paid (CHW/ICA)

For support with Timesheets submitted with errors, please click below:

• Correcting Timesheet errors after submission (CHW/ICA)

Still have questions? Feel free to email us at [e-mail] or give us a call at [phone]. We're happy to help!