The Block of Hours type is designed to help counselors efficiently track and manage their billable hours. Below is an overview of how block hours work, key details to keep in mind, and troubleshooting tips for common concerns.
What Are Block of Hours?
Block hours allow you to pre-purchase or allocate a specific number of hours for a student or client, which are then deducted as time is logged for meetings, tasks, or other activities. This feature helps ensure transparency in time usage and simplifies billing. Your client is gently reminded how many of the hours they've used already and how many are left in their pre-purchased credits.
How Block Hours Are Calculated
Block hours are calculated based on the last time entry added for a student or client. This means:
• When you log new hours, the system deducts them from the remaining block balance.
👉 • If you log hours out of chronological order, the balance may appear inconsistent because the system processes entries based on the most recent log, not the actual date of service.
If counselors log hours out of chronological order and notice an inconsistency in the block of hours balance, they can take the following steps to resolve the issue:
1. Identify the Discrepancy:
◦ Review the hours logged to identify which entries were made out of sequence. Look for service dates that are earlier than the most recent log.
2. Adjust the Logs:
◦ Delete the out-of-sequence entries.
◦ Re-enter the hours in the correct chronological order, ensuring the service dates reflect the actual timeline.
3. Monitor the Balance:
◦ After adjusting the logs, verify that the balance updates correctly to reflect the accurate number of hours remaining.
4. Use Notes for Clarification:
◦ If logging hours out of sequence is unavoidable, add notes to the log entry explaining the discrepancy and service date. This can provide clarity for future reference.
Case Scenario: Out-of-Order Date Entries
1. November 10, 2024: You log 2 hours for a meeting.
◦ Remaining block hours: 8 hours.
◦ Remaining block hours: 5 hours.
3. November 09, 2024: Later, you realize you missed logging 2 hours for a session on this date and add the entry.
Now, instead of adjusting based on the actual date of service (January 20), the system calculates the balance as if this was the most recent entry. After adding the 2 hours:
• Remaining block hours: 3 hours.
Key Points to Remember
- Adding Hours in Order: To ensure accurate calculations, try to log hours in the correct chronological order whenever possible.
- Adjusting Out-of-Order Entries: If you add hours later for a past date, the system will adjust the balance based on this new entry, which may temporarily seem incorrect. This is not a bug; it’s simply how the calculations work.
- Monitoring Remaining Hours: You can always check the remaining block hours in the accounting tab for each student.
Troubleshooting Common Issues
Unexpected Balance Changes: If you notice an unexpected change in the block hours balance, review the sequence of your time entries. The system prioritizes the last input rather than the date of service.
• Adding Missed Hours: If you need to add missed hours after logging recent entries, be aware that the balance will adjust according to the newly added entry.
TIPS:
- Log time entries consistently to avoid confusion.
- Regularly review time entries and block hour balances to ensure accuracy.
By understanding how block hours work, you can make the most of this feature and maintain precise records for both your practice and your clients. For further assistance or questions, feel free to contact our support team at support@counselmore.com
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