This article will walk you through how to enable and use the Mileage Feature within Appointments, how to calculate drive time between sessions, and how the system behaves when appointments are modified after calculation.
Here's a video that may help you --> Mileage feature in Appointments
About the Mileage Feature
The Mileage Feature allows the system to automatically calculate drive time between appointments for the same provider on the same day. This calculation can be used to track billable/non-billable time for payroll and reporting purposes.
- Before you can use this feature, it must be enabled in Site Configuration using a special system setting.
How to Enable the Mileage Feature
Step 1: Click 'Site Settings' on the menu. (As shown in the image below)
Step 2: Click 'Site Details & Rules' on the submenu. (As shown in the image below)
Step 3: Click 'Site Configuration' on the submenu. (As shown in the image below)
Step 4: Search for CLDA code with the description " If Enabled, Calculate Drive time during appointment creation (Drive time Calc chargeable)".
To enable: Click the checkbox next to CLDA, then click Save.
How to Use the Mileage Feature in an Appointment
Once enabled, you can calculate drive time while adding an appointment.
Step 1: Click 'Appointment' on the menu. (As shown in the image below)
Step 2: Click 'add appointment' on the right side of the screen. (As shown in the image below)
Step 3: Add/edit Appointment, fill out the required fields. (As shown in the image below)
Client
Authorization
Service Type
Provider
Schedule Start Date/Time
Schedule End Date/Time
Recurrence Rule (if applicable)
Step 4: Click 'Save'. (As shown in the image below)
Step 5: Create a second appointment for the same provider on the same day. Then double-click on either appointment and click Calculate to calculate the drive time.' (As shown in the image below)
The system will now populate:
Mileage
Drive Time
Daily and Weekly Total Hours (visible at the top of the screen)
Note: Mileage is only calculated between back-to-back appointments for the same provider on the same day.
What Happens If You Edit or Delete Appointments?
With the latest enhancement, the system now automatically deletes previously calculated drive time in specific situations to ensure data accuracy.
When will Drive Time be Removed:
If an appointment used in the calculation is deleted
If the date of a calculated appointment is changed
If the start or end time of a calculated appointment is changed
If the provider on the appointment is changed
If the location of the appointment is changed
These changes apply when appointments are edited from:
Calendar View → Edit Appointment
List View → Edit Appointment
My Appointments (Web & Mobile) → Edit Appointment
SMS Portal → Cancel Appointment
Examples for Clarity
Let’s walk through a real-world scenario to better understand how the system handles drive time calculations and deletions.
Example Timeline – April 10
Appointment 1: 10:00 AM – 11:00 AM
Appointment 2: 12:00 PM – 1:00 PM
You calculate drive time → System logs 11:00 AM – 12:00 PM as drive time
Appointment 3: 2:00 PM – 3:00 PM
You calculate drive time again → System logs 1:00 PM – 2:00 PM as drive time
Scenario 1: Deleting an Appointment
You delete Appointment 2 (12–1 PM)
The system will now remove:
The drive time entry between 11 AM – 12 PM
The drive time entry between 1 PM – 2 PM
Scenario 2: Changing the Date
You change the date of Appointment 2 from April 10 → April 11
Result:
System removes drive time from 11 AM – 12 PM
System removes drive time from 1 PM – 2 PM
Scenario 3: Changing the Time
You change the time of Appointment 2 from 12–1 PM → 4–5 PM on the same day
Result:
Drive time between 11 AM – 12 PM and 1 PM – 2 PM is removed
New drive time must be manually recalculated
Payroll and Reporting Behavior
Drive time that becomes invalid due to deletion or edits will NOT be transferred to payroll.
You must recalculate drive time manually after making any changes to the appointment date or time.