When a visit is cancelled and it falls within the short notice window you have set up, a pop-up appears offering the choice to request approval. This is what your Care Coordinators and schedulers will see day to day.
Cancel visits from the timeline
To cancel one or more visits and request approval from the timeline:
Click Planning, then click Visit.
Click Planning, then locate the relevant visit.
Right-click on the visit, then click Cancel and select the reason.
đ¤Tip: If you need to cancel more than one visit, click Ctrl on your keyboard and select the relevant visits
If any of the visits fall within the short-notice window, the Cancellation Approval pop-up appears before the cancellation is completed.
For each affected visit:
Tick Request Approval and add a short note explaining why, if you would like finance to review the charge.
Leave it unticked if you are happy for the cancellation to go through as normal, with the usual charge applying.
đNote: If you are cancelling several visits at once, each one gets its own tick box and note, so you can make a different choice for each. Visits that don't fall within the short-notice window are cancelled straight away and won't appear in this list at all.
Request approval from within a visit
You can also request approval, or check whether one has already been requested, directly from the visit itself.
Click Planning, then click Visit.
Click Planning, then locate the relevant visit.
Select the visit to open it.
Select the Cancellation Approval tab.
This is useful if you didn't request approval when cancelling and want to come back to it later, or if you simply want to check a request's status without leaving the visit.
What carries on as normal
Requesting approval only holds back the money side of things. The visit still shows as cancelled straight away, and anything else that normally happens on cancellation, such as marking the care worker as available again, still happens immediately.