Allocate, track, and manage client service units.

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Understanding Units

• 1 unit = 15 minutes of billable service
• Units are authorized by DSHS per service type
• Track usage against authorization to avoid overbilling

Common Unit Allocations

Hours/Month	Units/Month	Example
10 hours	40 units	Light support
20 hours	80 units	Moderate support
30 hours	120 units	Standard support
40 hours	160 units	Intensive support

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Adding Unit Allocations

Step 1: Open Client Units

1. Go to Clients → Select client
2. Click Units tab

Step 2: Add New Allocation

1. Click + Add Units
2. Fill in:

Field	Description
Service Type	CE, SH, SFC, or STAB
Total Units	Number authorized (in 15-min units)
Start Date	Authorization start
End Date	Authorization end
Notes	Authorization number, special conditions

3. Click Save

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Service Types

Code	Service	Description
CE	Community Engagement	Community activities, outings, social skills
SH	Specialized Habilitation	Skill-building, daily living activities
SFC	Staff/Family Consultation	Training caregivers and family members
STAB	Stabilization	Crisis intervention services

Note: A client can have multiple service types with separate unit allocations.

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Tracking Usage

Unit Balance Display

The Units tab shows:

• Allocated: Total units authorized
• Used: Units consumed by completed appointments
• Scheduled: Units in upcoming appointments
• Available: Remaining units (Allocated - Used - Scheduled)

Color Indicators

Color	Meaning
🟢 Green	Plenty of units available
🟡 Yellow	Running low (<20% remaining)
🔴 Red	Over-allocated or expired

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Managing Multiple Authorizations

Overlapping Periods

If a client gets a new authorization before the old one expires:

1. Add the new allocation with its dates
2. System uses oldest authorization first (FIFO)

Mid-Month Start

For authorizations starting mid-month:

1. Enter the actual start date
2. Units prorate automatically in reports

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Adjusting Units

Increasing Units

When authorization increases:

1. Edit the existing allocation
2. Update Total Units to new amount
3. Save changes

Decreasing Units

If authorization decreases:

1. Check current usage doesn't exceed new amount
2. Edit allocation with new total
3. Reschedule appointments if over-allocated

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Authorization Expiration

Before Expiration

System alerts you:

• 30 days before: Warning notification
• 7 days before: Urgent notification
• 0 days: Client marked as "Authorization Expiring"

Handling Expired Authorizations

1. Get new authorization from case manager
2. Add new unit allocation with updated dates
3. Expired allocations automatically stop allowing scheduling

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Reports

Unit Utilization Report

See unit usage across all clients:

1. Go to Reports → Unit Utilization
2. Filter by date range, service type, client
3. Export to Excel for analysis

Shows:

• Allocated vs used per client
• Utilization percentage
• Over/under-utilized clients

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Tips

• Track authorization numbers in the Notes field
• Set calendar reminders for authorization renewals
• Review utilization weekly to identify scheduling gaps
• Plan ahead — schedule appointments early in the month

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Troubleshooting

"No units available" error

Check:

1. Authorization dates (not expired?)
2. Service type matches appointment type
3. Units not fully consumed

Units showing overused

Scheduled + completed exceeds allocated:

1. Review scheduled appointments
2. Cancel or reschedule excess
3. Request additional authorization

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Related Articles

• Creating Appointments — Uses units
• Client Billing Reports — Track billable hours
• DAT Export & Credits — State billing