Page Comparison

Bill Hours At

Choose how to bill the payer: Scheduled, Actual or Rounded hours. The Option chosen is applied to a schedule when it is finalized. Most companies bill Actual hours. If Telephony is used, then Rounded hours is a common billing option.

Example: You are billing for a schedule which was set up as 9:00am–11:00am (2 hours). The caregiver actually worked from 9:00am–10:42am (1 hour, 42 minutes or 1.70 hours)

• Scheduled hours: The client is billed for 2 hours

• Actual hours: The client is billed for 1.70 hours

• Rounded hours: The client is billed for 1.75 hours (Based on the Default setting of a 15-minute interval that rounds 7 minutes down and 8 minutes up to the nearest quarter hour. The Default setting for the rounding interval is setup in the User Defined Module.)

Hours Ratio

 Choose how to show an hour on invoices: either as four units or in an hour format. Example: A 1.5 hour schedule will show on an invoice as either 6 units or 1.5 hours.

Mileage Rate

 The default rate per mile that you bill this payer. (You can also change the rate on an individual schedule on the Setup a Schedule form).

Travel Time Rate

The default rate per hour that you bill this payer for time spent driving to the client's location. Note: This rate is applied only if the Travel Time checkbox in the Bill Extras grid in the lower right of the screen is checked. If you do bill Travel Time, the system will calculate it automatically, taking into account the maximum minutes of travel time to be billed for a visit. (You can also change the travel time rate and whether the travel time checkbox is selected on an individual schedule on the Setup a Schedule form.)

Max Minutes of Travel

Set the travel time limit, in minutes, for which you bill this payer. Note: This takes effect only if the Travel Time checkbox in the Bill Extras grid in the lower right of the screen is checked.

Example: If the maximum minutes of travel you bill for a visit is 15 and there are 20 minutes between visits, the payer will be billed for 15 minutes. However, if there are 10 minutes between visits, the payer will be billed for 10 minutes.

Bill Holiday Rate

Checkmark if this payer should be billed the holiday rate when the client receives care on a holiday. (The Holiday Bill Factor is setup in the Agency Office Module / Required tab / Holidays.)

Bill Overtime

Checkmark if this payer should be billed the overtime rate when receiving over "x" hours of care per day or per week from the same caregiver. "x" hours is the threshold number of hours per day or per week, after which the overtime rate will take effect. For each hour worked over "x", the payer is billed the average bill rate multiplied by the Overtime Bill Factor. (The Overtime Bill Factor is setup in Agency Office Module / Required tab / Settings / Billing Settings.) 

One Invoice Per Client

Checkmark if this payer should get a separate invoice for each client they are billed for.

Example: An insurance company is billed for 10 clients. If this box is checked, then 10 invoices are generated. If the checkbox is not checked, then 1 invoice billing for all 10 clients is generated.

Actual > Sch, Make Sch.

Bill this payer the scheduled hours for a visit if the actual hours worked by the caregiver are greater than what was scheduled. 

Actual < Sch, Make Sch.

Bill this payer the scheduled hours for a visit if the actual hours worked by the caregiver are less than what was scheduled.

Send To Override

Use this field only if the invoice should be addressed and sent to someone other than the client/payer. Possible choices are the people or payers listed under the Relationships button for the client.

Note: This field is optional and should only be populated on an individual client's/payer's record. Do not populate this field on the Billing Options in the Agency Office Module.

Address Override

Use this field only if the invoice is sent to a client's/payer's secondary address (such as the client’s/payer's  P.O. box). The list of Secondary Addresses to choose from is on the Homepage tool dropdown options.     

Note: This field is optional and should only be populated on an individual client's/payer's record. Do not populate this field on the Billing Options in the Agency Office Module.

QuickBook Class

Select the QuickBooks class to use for this client/payer. This field is normally used in conjunction with Class Tracking in QuickBooks. Pre-establish the list of QuickBooks Classes in the Agency Office Module / Required tab / Interfaces / QuickBooks setup.

Provider ID (Optional)

Enter a Provider ID for the client/payer.