Call Types (Services)

Call Types represent the different types of services your company offers. They are a crucial component of HomeTrak Companion, tying much of the system together. They are used in the following areas:

1. In the Agency Office Module you will add relevant Call Types to your Office.

   Info
   If you have only one Office, any Call Type you add in User Defined Information will be automatically added as a Call Type in your Agency Office Module. If you have more than one Office, you must complete this task for each Office.

   
   

2. You will select a Call Type for each Call Type-specific Billing and Payroll Rate added in the Agency Office Module, the Client Module, the Caregiver Module or the Payer Module.
3. You will select a Call Type for each Authorization added to a Client in the Client Module.
4. You will choose an Authorization (which is connected to a Call Type) when adding a Schedule.
5. During the Payroll and Billing process, the system will apply the correct Rate(s) based upon the Call Type.

To use HomeTrak Companion, your master list of Call Types must be set up in the User Defined Information Module, then added to the list of Call Types used by your office. To create a Billing Rate or Pay Rate for a Call Type, the Call Type must exist in the Agency Office’s list of Call Types. For more information, see How do I add a new Service (Call Type)?

Call Type Status:

Active: The default status for Call Types.

Unavailable: Assign this status to Call Types that are used exclusively in Office Authorizations. Creating a Schedule with a Call Type that has an Unavailable status will remove the Caregiver in that schedule from any conflicting schedules.

Retired: Assign this status to Call Types you no longer wish to use. (Call Types cannot be deleted from the program if a Rate has been created for it.)

Calendar Code: (Optional) An abbreviation shown on Schedules in the calendars when displaying the “bubble” style format.  The Calendar Code indicates the Call Type associated with the Schedule. Turn this feature on in the Calendar Modules: Calendar View, Panel Options, Show/Hide Call Type Calendar Code.

Taxes: If your company is required to charge state or federal taxes on services, your Tax Types must be added to each applicable Call Type. (Tax Types are set up in the User Defined Information Module, Finance tab.)

Exclude From Overtime: Individual Call Types may be selected to be excluded from overtime calculations. Call Types that are excluded from overtime will not have overtime calculated in billing or payroll, nor will their hours contribute to weekly or daily totals when calculating overtime on other schedules.

QuickBooks Interface Items: If you export Billing or Payroll to QuickBooks, you must link each Call Type with the associated service item in QuickBooks.

Quick Add Events

Set up pre-defined patterns of events that can be used to add multiple tasks or appointments into the system at once for a person.

Event Pattern

A collection of events (tasks and appointments) to be added together.

Setup Individual Events

Configure the templates for the individual events to add.

Choose the type (Task or Appointment) and category of the event as well as a default person to perform and default time and length.

The event can also be given a default offset from a baseline date (specified when adding events using the pattern) in order to create multiple events in a specific sequence.

Quick Add Notices

Custom Forms

Here you can configure which information is included on the web forms including attaching the specific questions to the Client and Caregiver forms. (The list of questions and their options are configured in the User Defined Information Module.)

You can also specify a notification email which will receive a notification when a new application has been submitted.

For more information on configuring the application pages, see Client or Caregiver Web Application Setup.

This feature is only available if you are using HomeTrak’s cloud hosted solution.

Secondary Addresses

Achievements

Achievements are business performance statistics that you can track on various subjects within the program. Define the Achievements you wish to track, and add a target range, if desired. If you use a target range, any actual results outside of the range will be flagged as “Above Average” or “Below Average”. Calculated Achievement results are viewable in the Management Reports Module.

Office Boundary

Use ZIP/Postal Codes to define the boundaries of the territory served by your office. Clients who are outside of the office’s territory boundaries will be highlighted here.

This feature is primarily used by franchisee offices that are authorized by the corporate franchise to service a particular area.

Required Dates

Office Notes

Use this tool to enter internal notes for office use and information only.

External Options

Telephony

Mobile Clock In Setup

Set up options related to enabling Caregivers to clock in to their schedules using the HomeTrak Companion Mobile app and GPS features of their Android or iOS device.

Telecom - IVR Settings

Set up options related to HomeTrak's Interactive Voice Response (IVR) system.

Allow caregivers to use the IVR system to accept Pending Schedules or clock in to their schedules.

Schedule Alerts

Interfaces

New Caregiver Default Payroll Options

New Client/Payer Default Billing Options

Office Level Payroll Rates

Set up your default Pay Rates for Caregivers here. If Pay Rates exist in a specific Caregiver’s record, the Caregiver Rate(s) will override these Office Level Payroll Rate(s), when Payroll is calculated for the Caregiver. If there is no matching Rate in the specific Caregiver’s record when calculating Payroll, the system will use the Office Level Payroll Rate(s) entered here.

Payroll Rates can be generic (with only the Rate Type specified) or Call Type specific. Optional: You may choose to specify different Pay Rates depending on which Client the Caregiver is working with. A client-specific Pay Rate must also have a Call Type specified. When Payroll is calculated, the most specific rate available is chosen (i.e. Client-specific first, then Call Type-specific, then Rate Type-Specific).

The effective dates of a Pay Rate are also defined. The effectiveness is inclusive of the start and end dates. If multiple matching Pay Rates with overlapping effective dates are found when calculating Payroll for a Schedule, the Rate with the tightest effective date range is used.

Office Level Billing Rates

Set up your default Billing Rates for Clients and Payers here. If Bill Rates also exist for the Payer, the Payer Rate(s) will override these Office Level Billing Rate(s), when Billing is calculated for that Payer. If there is no matching Rate for the Payer when calculating Billing, to the system will use the Office Level Billing Rate(s) entered here.  However, if the Payer for the Authorization is an Organization (and not the Client), the software will NOT use the Agency Office Rates – the Payer Organization must have its own Billing Rates.

Billing Rates must be specific to a Call Type. Optional: You may choose to use different Billing Rates depending on which Caregiver is working with the Client. A Caregiver-specific Billing Rate must also have a Call Type specified. When Billing is calculated, the most specific rate available is chosen (i.e. Caregiver-specific first, then Call Type-specific, then Rate Type-specific).

The effective dates of a Billing Rate are also defined. The effectiveness is inclusive of the start and end dates. If multiple matching Billing Rates with overlapping effective dates are found when calculating Billing for a Schedule, the Rate with the tightest effective date range is used.

Office Authorizations

Office Authorizations allow you to create Authorizations for “non-visit” Schedules, where the Caregiver is not actually working with any Client (such as Office Work or Training). When creating a non-visit Schedule, select the Office as the “Client” for the Schedule, then select from the Office Authorizations.

Office Authorizations differ from Client Authorizations in one key aspect. To select a Call Type for a Client Authorization, there must be a Billing Rate for the Call Type on the Payer (or the Agency Office, if the Client is their own Payer). For Office Authorizations, the Call Type list is based on Call Types that have either a Billing or Pay Rate in the Agency Office Module (since most Schedules created from Office Authorizations would be Pay-only).

Customized Invoice

Configure an optional customized invoice layout, used by the Customized Invoice button in the Billing Module. If no customized invoice layout is created, the system defaults to the standard invoice layout.

Holidays

Date and Time

Configure defaults relating to the display of dates and times, times for the creation of Schedules and other events, lengths of Recurrences and Authorizations, and effective ranges of Billing and Pay Rates, etc.

Settings

This section contains configuration options relating to Schedules, calendar emailing and company-wide Billing and Payroll options. You can configure how schedules break over midnight or weekends, how travel time, mileage and overtime are calculated, which external billing and payroll package interfaces are used. You can also select optional default Attributes to be automatically applied when a Schedule is created.

Schedule Settings

General options related to the calculation of schedule hours, travel time and mileage.

Billing Settings

Office-wide options related to the calculation and processing of Billing and generation of Invoices.

Payroll Settings

Office-wide options related to the calculation and processing of Payroll.

Default Schedule Attributes

Choose optional Schedule Attributes to be added by default to newly created schedules.

Calendar Export

General options related to emailing and printing Calendars from Companion.

Burdens

Burdens are extra costs incurred by your office. Payroll burden costs may be specified as a percentage of your payroll costs representing additional costs to your office such as caregiver taxes or benefits. Burdens are calculated within the revenue analysis pivot grids in the Management Reports Module.

Overrides

Miscellaneous optional system overrides.

Name Formats

Choose your preferred display format for the names of new people entered in Companion.  The default is <LastName>, <FirstName>.

System Overrides

Miscellaneous additional options not related to the above categories.

Default Images

(Optional) Choose a different icon to be the default profile image based on the type of person added to Companion. Changing profile images here will override the generic default image.

Email Setup

Configure your email settings here. If you wish to send calendars or other emails through Companion, or use the Schedule Alerting features, this information must be set up with valid email address and server information.

Users Security

Bulk Add Cloud Security Accounts

Applications

A generic configuration setup for interfacing HomeTrak Companion to other external software packages in addition to the above billing and payroll packages.

HTML Export Setup

Set up a schedule for HomeTrak Companion to automatically export demographic and calendar information to HTML (web page) documents. This feature is designed to be used in conjunction with the Companion: On the Road mobile (read-only) application, available on iPad and Android phones and tablets. By setting up a fixed schedule of automatic exports, you can ensure that on-call staff using the mobile app have access to up-to-date information.

The export folder path that you choose in the HTML Export Setup must be on or accessible from the HomeTrak Companion application server (the machine where the Maintenance and Telephony services are running). For the exported information to be available to be downloaded and used by the Companion: On the Road mobile (read-only) app, the DropBox application must be downloaded and installed on the server and the export path must be the root of the DropBox folder.