Authorizations (Contracts)
An Authorization (or Contract) is the permission to provide care for a client. You must have an active Authorization in order to create schedules for a client. Authorizations specify the type of care provided, how long the care is to last, who should be billed for the care and the rate package to use.
It is important to understand that making a change to an Authorization will affect scheduling, payroll and billing.
Authorizations are in the under the Scheduling Setup tool for Clients in the Relationship Management Module.
Required Fields | |
Valid Range | Choose the dates you want the authorization to begin and end. Unless you specify otherwise, the start date will default to the current date and the end date will be set based on the "Authorization Length" value in Date and Time Settings in the Agency Office Module. |
Primary Payer | Select the payer who will be responsible for paying for the care received under this authorization. |
Rate Package | Select the Rate Package to tell the system how to bill and pay for care provided under this Authorization. |
Call Type (Service) | The Call Types available in this drop down list will change in relation to the billing rates set up for the selected primary payer. Sometimes a primary payer has no billing rates on their record. If this is the case, then the Call Type dropdown list will show only call types which have billing rates set up in the Agency Office Module. If you do not see a Call Type in the list that you are expecting, close the authorization and check the Payer's Billing Rates. |
Hour Code | Specify how you will pay and bill schedules created from this Authorization. |
Optional Fields | |
Max Hours | Enter how many hours of care per specific time period will be allowed on this authorization. Populating this field will allow you to track which clients are over- or under-scheduled, and Warnings will be generated when |
Minimal Minutes | The minimal number of minutes you will pay and bill for these schedules, regardless of the actual hours. |
Preferred Gender | This preference comes into play when you use the Caregiver Suggestion feature to find a caregiver(s) to fill schedules created from this authorization. |
Additional Description | Short additional marker text to include in the drop down list pattern when choosing Authorizations in a Schedule. |
Claim Info | Account numbers, insurance policy number, etc. You can choose to have this information print on the client's invoice, if desired. |
Co-Billing | Set up split billing for clients with third-party or multiple payers. For more information on Co-Billing options, see the document Split an Invoice (Co-Billing). |
Notes, Duties to Perform and Skills can be added to an authorization. Duties to Perform and Skills need to be added only if a Client has more than one authorization AND requires different duties or skills for each. Otherwise, Duties to Perform and Skills should be added directly to the client's record. When determining Duties to Perform or Skills required for a specific schedule, it will be the combination of items attached to the Authorization and directly to the Client's record.