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Default Billing Options for new clients and payers can be established in the Agency Office Module.
When you add a new client or payer, these Billing Options are added to their profiles by default. You can always edit the Billing Options for an individual client or payer right on their own profile to suit their specific needs.
- Go to the Module.
- Select the Person or Organization for whom you want to setup their Billing Options, so their information is displayed on the screen.
Where to find the Billing Options?
- In the Agency Office Module:Under the Review tab, New Client/Payer Default Billing Options. (This establishes a template for when you add new Clients and Payers. Changes here will not update existing people.)
- In the Client Module: Open the module, select the client and click the Scheduling Setup tool in the ribbon. Click Billing Options tab.
- In the Payer Module: Open the Module, click the Billing Options tab in the Homepage ribbon.
The Billing Options screen is the same, no matter from which module you are entering/editing the billing options: Agency Office, Client Module or Payer Module.
Left Column Fields, click to expand...
Left Column Fields and their Explanations
Left Column Fields | Explanation |
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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.)
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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. |
Right Column Fields, click to expand...
Right Column Fields and their Explanations
Right Column Fields | Explanation |
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Bill Rounded Hours At | Select how to round the bill hours if you have selected Rounded as the ‘Bill Hours At’ option for this client/payer. The rounding parameter is used only if the client/payer is billed on a rounded basis. (Pre-Establish the list of rounding parameters in the User Defined Module / Optional tab / Payroll and Billing / Rounding Type) |
Invoice Terms | Select the payment terms to appear on the invoice. (Pre-establish the list of Invoice Terms in the User Defined Module / Optional tab / Payroll and Billing / Invoice Term) Examples: Due Upon Receipt; Due on the 30th of the month, etc. |
| Select the promotional text to appear on the invoice. (Pre-establish the list of Invoice Promotions in the User Defined Module / Optional tab / Payroll and Billing / Invoice Promotion) Examples: Thank You for Your Business; Office Hours 9:00am-5:00pm, etc. |
Invoice Instructions | Enter any special instructions for the office staff doing the billing. These instructions appear on the report generated along with the invoices. 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. Example: A reminder to fax an invoice to a client. |
| Checkmark the appropriate boxes to bill this payer for extra charges. To bill Extra Charges, the amount of the charge must be entered in the Setup a Schedule window (either number of miles and rate or the dollar amount, depending on the Extra Charge). - Errand Miles: Mileage incurred by the caregiver when running errands for the client, such as a trip to the doctor or grocery store.
- Expenses: Charges incurred by the caregiver on behalf of the client, such as taking the client to lunch or purchasing supplies.
- Mileage: Mileage incurred by the caregiver travelling to or from the client’s location.
- Per Diem: A set amount added to the invoice on a per day basis, such as for gas.
- Travel Time: Time spent driving to a client’s location. (When the invoice is created, the system will calculate the amount to bill for travel time (minutes of travel multiplied by the travel time rate for the payer). Travel Time calculated is dependent on the Travel time options setup in Agency Office Module / Required tab / Settings / Schedule Settings).
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