Catalyst Integration: Use Catalyst SOAP Note Times for Appointment Matching (WebABA Pro & Group)

When you choose to integrate WebABA with Catalyst, you have the option to use the Catalyst SOAP Note times as the time of record for your appointments. This feature must first be enabled on the Catalyst Integration page.

IMPORTANT: Using this feature will override appointment times in the WebABA calendar and change the time of the appointment to the time recorded in the Catalyst note. The updated Catalyst times will also be used for billing and payroll reports.  It is important to review and understand the conditions that are used to match appointments BEFORE you enable this feature.

Catalyst Note Time and WebABA Appointment Time Matching

WebABA appointments are matched with the Catalyst Note when the start and end times of the WebABA appointment are within 5 minutes of the Catalyst Note time. WebABA appointment times are changed to the Catalyst start and end times.

Example:

• WebABA appointment is 1:00 pm - 2:00 pm and Catalyst Note is 1:00 pm - 2:05 pm
• The appointment is matched
• The end time of the appointment in WebABA is changed to 2:05 pm.
  
  

  NOTE: The Catalyst time will be used and the WebABA time updated even if it has a WebABA Progress Note or Invoice attached.

Multiple appointments in the Same Time Slot

Each Provider has the option to Allow booking of multiple appointments in the same time slot.

When this option is enabled by the Provider and the Catalyst Note time is a match, the times of the matching appointment will be changed and the overlapping appointment will not be changed.

Example:

Multiple appointments in the same time slot IS allowed:

• WebABA appointment is 1:00 pm - 2:00 pm and Catalyst Note is 1:00 pm - 2:05 pm
• The appointment is matched
• There is another appointment scheduled for 2:00 pm to 3:00 pm
• The end time of the Catalyst note is used and the matching WebABA appointment is changed to 2:05 pm.
  

  NOTE: The Catalyst time will be used and the WebABA time updated even if it has a WebABA Progress Note or Invoice attached.

When this option is not enabled, appointments are matched depending on whether or not the adjacent WebABA appointment has a progress note or invoice. 

Examples:

If there is a progress note or invoice attached to the adjacent WebABA appointment:

• WebABA appointment is 1:00 pm - 2:00 pm and Catalyst Note is 1:00 pm - 2:05 pm
• There is another WebABA appointment scheduled for 2:00 pm to 3:00 pm and has a progress note or invoice attached
• The end time of the Catalyst note is NOT used and the matching WebABA is not changed.

If there is no progress note or invoice attached to the adjacent WebABA appointment:

• WebABA appointment is 1:00 pm - 2:00 pm and Catalyst Note is 1:00 pm - 2:05 pm
• There is another WebABA appointment scheduled for 2:00 pm to 3:00 pm with no progress note or invoice attached
• The matched WebABA appointment is updated to 1:00 pm - 2:05 pm
• The adjacent WebABA appointment is update to 2:05 - 3:00 pm

Enable Use Catalyst SOAP Note Times for Appointment Matching

  Permissions: You must have Organization Administration Permissions.

1. Click the Organization tab.
2. Click Catalyst integration in the navigation menu.
3. Click the check box for Use Catalyst SOAP Note Times for Appointment Matching.

   

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Manually Adjust Automatically Matched Appointments

When the automatic processing for using the Catalyst SOAP Note Times for Appointment Matching is turned on you may have appointments that are not matched.

To manually match appointments:

1. Click the Catalyst Notes in the side menu.
   
   
   
2. Locate the unmatched appointment.
3. Select Appointment Options and click Match WebABA Appointment from the drop-down.
   
   
   
   
4. Choose the Use Catalyst Time or Use WebABA Time.
5. Click Confirm.
   

For information about matching Catalyst and WebABA appointments without auto processing see:
Catalyst Integration: Match Catalyst Notes to WebABA Appointment