MeasurePM has introduced a new feature that increases scheduling efficiency and eliminates the need for multiple sessions and notes through the ability to make a portion of a longer session nonbillable, and optionally, nonpayable.
This article walks you through:
How to enable this feature
How to add Non Billable time to an appointment
How it affects your Calendar, List View, Provider View, Timesheets, Billing & SOAP Notes
Other changes you’ll see across the system
Enabling the Feature
Navigate to the Site Configuration page (Site Settings > Site Details & Rules > Site Configuration) and search for code CLDA.
Adding Non Billable Time to an Appointment
These fields are located directly in the Add/Edit Appointment window, as shown below:
Step 1: Enter the Appointment Details
Start by filling out the standard appointment information, including:
Client
Service Type
Scheduled Start Time
Scheduled End Time
Provider
Any other required fields
This step must be completed first, the system uses the scheduled start and end time to validate the Non Billable Time entries.
Step 2: Non Billable Time Section
After entering the scheduled times and required fields, locate the Non Billable Time section.
This section includes:
Non Billable Start Time – When the non-billable portion begins
Non Billable End Time – When the non-billable portion ends
Non Billable Minutes – Reflects the total number of minutes that should not be billed based on the aforementioned start and end time fields
Not Payable – If selected, these non-billable minutes will also be made non-payable and be deducted from the employee's timesheet
How It Works
In the example shown in the image below:
The appointment is scheduled from 8:00 AM to 3:00 PM
Within this appointment, 12:00 PM to 12:30 PM has been made non billable. These 30 minutes will be deducted from the appointment when billed.
If Not Payable is checked, these minutes will be deducted from the employee's timesheet.
Note: If your organization uses a custom payroll report and you wish to use the "not payable" function, please reach out to support@measurepm.com to confirm that your report has been updated for this feature
Step 3: Save the Appointment
The full scheduled time will still appear on the Calendar, List View, and Timeline.
The Non Billable Minutes will be subtracted from:
Rendered/billable hours
Billing units
Utilization
If Not Payable is selected, the minutes will also be removed from:
Timesheets
Payroll reports
This ensures the visual schedule remains accurate while billing and payroll reflect the true billable portion of the session.
How Non Billable Time Appears Across the System
Calendar View
When viewing appointments on the Calendar, the visual appointment block will continue to display normally based on the full scheduled time. However, the header summary at the top of the Calendar now includes new fields that help you clearly identify how many hours within the day are non-billable.
Below is an overview of what you will see.
1. Appointment Display Stays the Same
The appointment itself still shows its complete scheduled duration (for example, 10:00 AM to 3:00 PM).
This ensures your schedule visually reflects the full time the provider is booked.
2. Header Summary Shows Non Billable Hours
At the top of the Calendar, the system now displays a new summary label: Direct Non Billable Hours
This value represents the total Non Billable Minutes entered across all appointments for the selected provider that day.
You can see Direct Non Billable Hours: 2.00, which means:
The provider has 2 hours of Non Billable Time recorded for this day
These hours are excluded from billable totals, rendered hours, utilization, and billing calculations
Timeline View
In the Timeline View, Non Billable Time is displayed in a clear and easy-to-read format so you can quickly see how much of a provider’s scheduled day includes non-billable minutes.
1. Non Billable Time Appears in the Header Summary
At the top of the Timeline View, you will now see a new summary field labeled: Direct Non Billable Hours
This value represents the total amount of Non Billable Time across all appointments for the provider on that day.
In the screenshot example
The header displays: Direct Non Billable Hours: 2.00
This tells you:
The provider has 2 hours of Non Billable Time recorded for the selected date
These 2 hours are not included in billable or rendered calculations
Only the remaining billable portion contributes to billable hours, utilization, and billing
2. Schedule Hours Automatically Exclude Non-Billable Time
Even though the appointment appears in full on the Timeline (for example, 10:00 AM to 3:00 PM), the system automatically subtracts the Non Billable minutes when calculating:
Billable Hours
Rendered Hours
Utilization
Billing Units
This ensures accuracy without altering the visual schedule
List View
The List View has been updated to include a new column that helps you quickly identify and verify Non Billable Time recorded within an appointment.
1. New Column Added: Non Billable Minutes
A new column titled Non Billable Minutes now appears directly after the Timeout column.
This field displays the total minutes of non-billable time that were entered when the appointment was created or edited.
In the screenshot below, you can see the new column highlighted:
In this example, the appointment includes 120 Non Billable Minutes, which reflects the non-billable period entered in the appointment details.
Subtracts Non Billable Minutes from Billable/Rendered Totals
Even though the appointment appears as a full scheduled session in the table:
The Duration in Hours remains the full appointment length
The Rendered Billable Hours shown in headers and reports are adjusted to exclude Non Billable Minutes
This ensures the displayed schedule stays accurate while back-end billing and payroll totals reflect only the billable portion
Provider View
The Provider View summarizes a provider’s total scheduled hours, billable hours, and non-billable hours for the selected date range. With the new update, Non Billable Time is clearly displayed alongside all other hour categories so users can quickly understand how much of the provider’s schedule includes non-billable minutes.
1. Non Billable Time Displays in the Session Details Summary
Just like “Do Not Bill” logic, the system now shows Non Billable Hours directly in the Session Details panel. This allows admins, supervisors, and payroll reviewers to easily confirm how much non-billable time was recorded across all appointments for the selected provider.
In the screenshot example:
Two key values are highlighted:
Scheduled Billable Hours: 5.00
This represents the total scheduled time after subtracting Non Billable Minutes.Direct Non Billable Hours: 2.00
This displays the total amount of Non Billable Time recorded within the provider’s appointments during the selected date range.
Timesheet Updates
When Not Payable is selected for an appointment’s Non Billable Time, the system automatically removes these minutes from the provider’s payable hours. This ensures payroll reflects only the billable portion of the session.
1. Marking Non Billable Minutes as Not Payable
When editing or creating an appointment, the scheduler can indicate whether the Non Billable Time should be excluded from payroll by selecting the Not Payable checkbox.
In the example shown below:
The appointment is scheduled from 10:00 AM to 3:00 PM (5 hours total)
The Non Billable period is 1:00 PM to 3:00 PM (120 minutes)
The Not Payable checkbox is selected
This tells the system:
These 120 minutes should not be paid
The provider should only receive payroll credit for the remaining 3 hours of billable time
2. How the Timesheet Reflects Not Payable Minutes
Once the appointment is rendered, the Timesheet automatically updates to show only the payable portion of the session.
In the screenshot below:
The Timesheet displays:
Scheduled Time: 10:00 AM to 3:00 PM
Payable Hours: 3.0 hours
Even though the appointment lasted a full 5 hours:
Only 3 hours are payable
The 120 Non Billable Minutes (marked Not Payable) are removed
This ensures payroll remains accurate without requiring manual adjustments.
Billing Updates
The Process Appointments (Stage 1) screen has been updated to fully support the Non Billable Time feature. This ensures that billing units reflect only the billable portion of an appointment, even when non-billable minutes are included within the scheduled time.
1. New “Non Billable Minutes” Column
A new column called Non Bill Min appears in Stage 1.
This column displays the exact number of Not Billable Minutes entered in the appointment.
In the screenshot example below:
You can see that the appointment includes 120 Non Billable Minutes, which were previously entered during appointment setup.
2. Billed Units Are Based on Rendered Minutes Only
The most important part of this update is how billing units are calculated.
Rendered (Billable) Minutes Only
This means:
The full appointment duration is not used for billing
The system subtracts Non Billable Minutes from the total time
Billing is based solely on the billable portion of the session
Example from the screenshot:
Scheduled Time: 10:00 AM – 1:00 PM (3 hours or 180 minutes)
Non Billable Minutes: 120 minutes
Rendered Minutes (billable): 180 minutes
Billing units will be generated only from the 180 billable minutes.
SOAP Notes
New system properties have been added so can document Non Billable Time in their SOAP notes. You can now map the following properties into your SOAP Note templates:
Non Billable Minutes
Non Billable Start and End Time
Rendered Start and End Time (updated to show only billable time)
In the screenshot below from SOAP Notes Properties Mapping, you can see these properties listed and mapped into the SOAP template:
How These Properties Display in a SOAP Note
When a user opens or reviews the SOAP Note for an appointment with Non Billable Time, the mapped properties appear automatically at the top of the SOAP, as shown in the example:
The SOAP Note now displays:
Non Billable Minutes – Total number of minutes marked as non-billable
Example: 30
Non Billable Start and End Time – Exact non-billable window within the appointment
Example: 11:30 AM – 12:00 PM
Rendered Start and End Time – Calculates the billable window
Example:
10:00 AM – 11:30 PM
12:00 PM – 3:30 PM
This reflects only the time that is billable/rendered
Rendered Start/End Time dynamically adjusts based on the Non Billable Time entered in the appointment.
My Appointments
A new Non Billable Minutes column has been added to the My Appointments page.
Here's a video that may help you --> Non Billable Time Feature in Appointments
Need Assistance?
If you have any questions about using Not Billable Time or need assistance with any part of this feature, please contact our Support Team at support@measurepm.com. We’re always happy to help!