How to configure the session types for your system. This will include naming the session type and allocating it a billing type and price per duration.
What are Session Types
1. The session type is central to the way Oases operates and performs the following functions:
a. First and foremost a session type is selected when a session appointment is created to indicate the type of service required.
b. The session type has a billing type allocated so that Oases knows where to send the session for invoicing. So session types can be private pay or agency pay (SES or ELT) and the sessions will go to the relevant invoicing modules in Oases.
c. As such the session type will be a line item on an invoice and Private Pay session types have a default invoicing rate associated that may be overridden in the student record or during invoicing. Base rates for each agency program are set on the Locations Program page.
d. Session types also flow to pay groups so within one pay group you can pay the same employee a different rate for working different session types.
e. When a session type is selected in a session when you are scheduling appointments, only the students who have the same enrollment type as the session type will appear as available to be placed on the session.
How many session types do I need?
2. Simplicity is best so we suggest keeping your session types as generic as possible especially as you start out.
a. SES/ELT style billing - Different programs may have different invoice rates set for the same session type so keep the names generic.
b. Private - As mentioned above the base rate for a session type may be overridden in the student record or when you invoice so you don't need a different session type for each different rate you offer.
c. You will need two session types if you offer the same service to your private pay clients as you do to a contracted program. Remember to name them slightly differently so you can tell the difference in the drop down menus around Oases.
d. You will need two session types if one staff member will get paid differently for doing the same thing so that you can allocate different rates in the pay group.
Create a session type
3. Hover over the small down arrow at the top right of the page next to your name. Press SET UP from the drop down menu.
4. In the Other section, select "Configure Session Types".
5. You will be presented with the different session types that are currently available to you.
6. To add a session type simply click ADD NEW ROW. Enter the information as detailed in the following points, and click the "Save" button at the top right when you are done.
7. You can remove a session by clicking the corresponding x on the right side. You may not delete a session that is being used and is grayed out. Instead mark this as unused by placing a check mark in the unused box and saving the page.
8 You will need to indicate the type of session for invoicing purposes from the following 7 choices:
SES: This session type includes but is not limited to NCLB and ESSA tutoring, it is the style of billing for supplementary education and it will transfer time to payroll for the employee and student time to the district or agency invoice. Name and type needed only. This session type will generate an agency invoice based on student hours. So if you have a one hour session with five students it will bill five hours.
In the example below a contract session type with SES style billing has been created for a small group. This is different to my one-on-on contract as I have one program where the rates are different. Rates are set on the Location Program page.
PRIVATE: This session type will transfer time to payroll for the tutor but will deduct credit from a private bill-to party - either from an advance invoice or send the session to invoicing if using a credit limit. Enter a description for the invoice, the number of minutes you are selling and the price for that number of minutes.
In the example below the charge is 50.00 unless overridden in the student record or invoice, for one hour of subject tutoring. The price is pre-tax.
PRIVATE DATE RANGE: This session type will transfer time to payroll for the tutor and releases a range to the student. The student is not billed hourly but for the date range. They may have as many sessions as they want within the range defined on the invoice. In set up set the range in Days in the Mins/Days column. Eg. 7 would be 7 days including the start date that is added on the invoice, allowing as many hours/sessions as you want within that date range. Useful for Camp. Set a description for the invoice and a price for the range. How to Invoice Date Range Sessions.
In the example below the charge is 200.00 for unlimited hours for 28 days from the date defined in an invoice, so 4 weeks of camp. The rate is pre-tax.
PRIVATE DATERANGE MAX: This session type is an extension of Private Date Range but with an hours cap. It will transfer time to payroll for the tutor and releases a range to the student. The student is not billed hourly but for the date range. When this session type is selected in set up an additional box appears to put in the maximum time allowed within the date range added in minutes. They may have as many sessions as they want within the range up to the defined time.
In the example below the charge is 160.00 for 480 mins (8 hours) that must be used within 30 days of the date defined in an invoice or remaining time will be forfeit. The rate is pre-tax.
In set up set the minutes in the first small box and then the days included in the range in the second small box Eg. 480 then 30 would allow 8 hours to be scheduled in a 30 day period beginning on the date set in the invoice. Set a description for the invoice and a price for the range. How to Invoice Date Range Sessions.
GRANT/B2B: This session type will transfer time to payroll for the tutor and time to an invoice to a Grant organization or benevolent business. Set name and type only. No other info required. It behaves like SES style billing and sessions will be invoiced through the SES billing module.
EXCLUDE: This session type will transfer time to payroll for the tutor but will not transfer time to any invoice or deduct from the PPA or service hours of an SES or ELT student. Students will appear as available to be put on the this session type and is normally used for non-billable tutoring or testing services for contracts.
NO STUDENTS: This session type will transfer time to payroll for the employee, no invoice is created and no students will appear as available for the session. It is used for employee training, admin days and Provider Fairs for example.
ELT/AS/21: This session type will transfer time to payroll and session hours to an agency invoice. Name and type needed only. This session type will generate an agency invoice based on session hours. So a one hour session with five students will bill one hour to your contract.
Choose the appropriate one for how you will be using this session.
9. Click "Save" and exit the page when finished.
Reorder your Session Types
10. You may reorder your session types by dragging them with the 4 line logo at the beginning of each row and mark them as unused if they become obsolete to your business.
Unused Session Types
11. If you no longer use a session type see do not delete it. Simply mark it as unused on the Configure Session Types Page.
More information: SX08. Unused Session Types