Rates and G/L Codes

Note: To use the Billing features, you will need Staff Role #4 - Billing

Table Driven G/L Codes

All available G/L Codes (with certain exceptions) are managed in the "Cash Receipt Types" screen.  Here, you also identify which codes relate to service revenue.

After this table is populated, the GL Code options marked "Service Revenue" are available to the following screens:

• Global Service List  / Service G/L Codes (both screens reference the same data)
• Rates - Supplemental Packages
• Charge Types - Other
• Supplies

Other screens that reference G/L codes include:

• Deposit types (e.g. Security or Pet deposits)
• Rates - Rent Types (G/L)
• Rates - Packages (Levels)

Rental Rates:

• From the Billing tab, select Rent Types
• Create a new rent type or click on a current rent type
• Enter the default rate (if you are editing the rent it will prompt for an effective date)
• Optionally enter the G/L Code
• The changes made are then applied to everyone with that rent type.
  

To Specify what rent type pertains to each unit

• From the billing tab - Select Unit Rent Types
• Select the Unit from the drop down list
• Select the Rent type for that unit (you may have the same unit attached to multiple rent types if applicable)

Variable Service Rates:

Variable services are billed based off of the "Rate Schedule" selected for the resident.  If your rates are changing you may handle it two different ways.  The first option would be to create a new rate schedule.  You would want to create a new rate schedule if some clients are "Grandfathered" under the original rates while new clients are brought in under new rates.  You would also want to create a new rate schedule if the "incremental" unit is changing from one value to another (example: billed per 15 minutes instead of billed per 30 minutes).  The second option would be to edit the rate schedule. This option would not require that each individual is moved to new rate schedule but would need to be done after the final billing is processed under the original rate.

• From the Billing tab, select Rate Schedules
• Create a new Rate Schedule or click on the one you want to edit
• Enter or edit the "Increment in Minutes" value
• Click "Show Rates"
  
• Enter the rates per provider type (Note: each "variable" service will bill based on the minimum provider type set up for each service in the Global Service List)
• Assign this rate schedule to your residents
• Note: The G/l Code for each variable service is set up in the "Global Service List"
  

Fixed Rate Services:

• From the Setup tab, select "Service List" from the list on the left
• On the right, select "Global Service List"
• Select a service
• Make sure the "Charge type" is "Fixed" or "Fixed Count"
• This will create another field under the charge type
• Enter or edit the rate per time or per count
• Enter or Select the G/L Code per service

Supplemental Package Rates:

• From the Billing Tab, select Rates - Supplemental Packages
• Enter a new package name or click on the package you need to edit
• Enter or edit the rate and rate period
  
• Select "Pre-bill" if this item is billed for the following month
• When you edit this rate it will update immediately for everyone with that package rate
• Enter the G/L code for each package - if applicable

Other Charges

Other charges are charges that will be manually entered into a resident's charge screen.  These are usually items like Guest meals, beauty shop charges, balances brought forward, finance charges, etc.  You can use this method to also track supplies if you do not wish for your caregivers to enter supply charges.

• From the Billing tab, select Charge Types Other
• Enter the Charge Name
• Select the Charge Category
• Enter the Default Rate
• Enter the G/L Code (if you don't use G/L codes, you can enter 0)

"Default" charge means that when you select the charge type on the invoice screen it will automatically enter the charge amount. If the charge rate varies, you may change the rate once you enter it in the charge screen.

Supplies

By entering specific supplies using the following method, your caregivers will be able to enter the supplies used as they are recapping (documenting) on the Today screen.  After you set up the supplies and have the campus configuration option (Show Supplies button on the Today Screen) turned on, your caregivers will be able to click the "Supplies" button and enter the supplies entered per resident.  This will automatically create a charge for the resident when the invoices are created. (This supply list is also available for manual entry of charges into the charge screen).

• From the Setup Tab, search for "Supplies"
• Select "Supplies" from the option list on the right
• Enter the supply name
• Enter the default charge, G/L code, and Unit
• When you are finished close the screen

Care Package Level rates:

• From the Billing Tab, select Packages (Levels)
• Enter the new rate or click on the package you want to edit
• Enter or edit the "Points Description" (if you don't use a points system enter N/A)
• Enter the "Points From' and "Points To" values (if applicable)
• Enter or edit the rate
• Select Monthly or daily
• Enter the G/L Code (if applicable)
• If you are changing a rate it will prompt for an effective date
• This rate will automatically be applied to everyone with that package