Welcome to Adracare Support

Table of Contents

• Creating/Updating a Shared Third Party Payer
  • Creating a Shared Third Party Payer
  • Updating a Shared Third Party Payer
  • Deleting a Shared Third Party Payer
  • Adding a Shared Third Party Payer to a Client's Profile
• Creating/Updating a Non-Shared Third Party Payer
  • Adding a Non-Shared Third Party Payer to a Client's Profile
  • Updating a Non-Shared Third Party Payer
• Removing a Third Party Payer From a Profile
• Billing a Third Party Payer
• Reviewing the Invoice Status

For occasions where you are not billing a client directly, you can create a Third Party Payer to configure where the invoice is sent. As well, you can spread the payment across multiple payers including the client. 

There are two different kinds of Third Party Payer's, there is a Shared Third Party Payer and an Non-Shared Third Party Payer. 

A Shared Third Party Payer is one that can be used across multiple clients. This is best for insurance companies, or workplaces where one party is paying for multiple clients.

A Non-Shared Third Party Payer is one that is only used for one specific client. An example of this would be a parent, or spouse.

Creating/Updating a Shared Third Party Payer

A Shared Third Party Payer is one that can be used across multiple clients. This is best for insurance companies, or workplaces where one party is paying for multiple clients.

Creating a Shared Third Party Payer

To create a Shared Third Party Payer please take the following steps:

1. Navigate to Settings -> Third Party Payers
   
   
   
   
2. Click New to create a new Third Party Payer
3. Fill in the appropriate details in the New Third Party Payer window that appears
   • Name*: The name of the third party payer
   • Phone Number*: Contact phone number of the payer
   • Fax Number: Contact fax number of the payer
   • Email*: Contact email for the payer (invoices and other payment related communication will be sent here)
   • Address/Apt/Suite/Floor: Address of the payer if required
   • Send to Payer: When checked, a copy of the invoice and other payment related communication will be sent to the email on file. Leave this unchecked if you submit the invoice through a specific portal or other workflow
     
     
4. Click Save when done or Cancel to close the window without saving

Updating a Shared Third Party Payer

To update an existing Shared Third Party Payer please take the following steps:

1. Navigate to Settings -> Third Party Payers
   
   
   
   
2. From the list of payer's click the edit button under the Action column
   • Don't see your payer? Try searching for it
     
     
     
3. Make the appropriate edits in the Edit Third Party Payer window that appears
4. Click Save when done or Close to close without saving

Deleting a Shared Third Party Payer

To delete an existing Shared Third Party Payer please take the following steps:

1. Navigate to Settings -> Third Party Payers
   
   
   
   
2. From the list of payer's click the delete button under the Action column
   • Don't see your payer? Try searching for it
     
     
     
     
3. In the window that appears, click Confirm to delete the Third Party Payer or Close to cancel. Please note that once deleted the payer will be gone forever.
   
   

Adding a Shared Third Party Payer to a Client's Profile

Once created, you can add a third party payer to a client's profile by taking the following steps.

1. Navigate to All Clients or My Clients from the left hand navigation bar
2. Locate the client and click on their name to open their CPP
3. Click on Edit Client Details in the upper right
   
   
   
   
4. Expand the COVERAGE AND INSURANCE section
   
   
   
   
5. Locate the Third Party Payer section
• To add the your first Third Party Payer select the appropriate payer from the dropdown
  
  
  
  
• For additional Third Party Payer's, click on the '+' icon to add a new row
  
6. Click the 'add' button once you have selected the correct payer 
   

Creating/Updating a Non-Shared Third Party Payer

Adding a Non-Shared Third Party Payer to a Client's Profile

Non-Shared Third Party Payers are added directly to a client's account and can be used in situations where the client does not need to receive the invoice/receipt (for example, when treating a child and the parent wants to receive the invoice/receipts but all other communication goes to the child). 

1. Navigate to All Clients or My Clients from the left hand navigation bar
2. Locate the client and click on their name to open their CPP
3. Click on Edit Client Details in the upper right
   
   
   
   
4. Expand the COVERAGE AND INSURANCE section
   
   
   
   
5. Locate the Third Party Payer section
6. Click on the Third Party Payers field on the left hand side
   
   
   
   
   
7. Fill in the name of the payer in the search bar that opens in the drop down and click on the name that appears
   
   
   
   
8. Fill in the payer's phone number, email, fax number (if applicable) and mark if invoices/receipts should be sent to them.
   
   
9. Click the 'add' button once you have filled in the appropriate details
   

Updating a Non-Shared Third Party Payer

To update an existing Non-Shared Payer please do the following.

1. Navigate to All Clients or My Clients from the left hand navigation bar
2. Locate the client and click on their name to open their profile
3. Click on Edit Client Details in the upper right
   
   
   
   
4. Expand the COVERAGE AND INSURANCE section
   
   
   
   
5. Locate the Third Party Payer section
6. Find the listed payer and make the appropriate changes
   
   
   
   
   • Shared payers will be greyed out and cannot be edited while non-shared payers will be fully editable.

Removing a Third Party Payer From a Profile

To remove a third party payer from a client's profile

1. Navigate to All Clients or My Clients from the left hand navigation bar
2. Locate the client and click on their name to open their profile
3. Click on Edit Client Details in the upper right
   
   
   
   
4. Expand the COVERAGE AND INSURANCE section
   
   
   
   
5. Locate the Third Party Payer section
6. Locate the Payer you would like to remove and click the red garbage can on the right hand side
   
   

Billing a Third Party Payer

To bill a third party payer, please follow these steps:

1. When creating an invoice, you need to select Third Party Payer option under Payment Methods
   • Note: This option is available, whether you are using the Basic Billing or Advanced Billing. 
     
     
     
     
2. This opens a new section where you select the payer from the dropdown. The dropdown will list the client and any third party payers added as above.
   
   
   
   
3. Select the appropriate payer and enter either the dollar or percentage value of what they are covering.
   • You can switch between the value being added as a percentage or number value by clicking the below button
     
     
     
     
4. If this portion of the payment should be considered paid, check the Mark as Paid option
5. Click the + button to add the payment to the invoice
   
   
   
   
6. Continue adding payers until the remaining balance is $0 or 0%
7. Click Send Invoice once all payers have been added

Reviewing the Invoice Status

Invoices with a third party payer on them will have additional statues that allow you to track whether the third party payer has paid their portion or if it is still outstanding. 

To review the invoice status, please take the following steps:

1. Navigate to Invoices (or My Invoices if you are a Provider/Support Staff)
2. Locate the invoice
   
   • Use the filters at the top to locate the invoice if you do not see it immediately
3. Click the arrow on the left hand side to expand sub-invoices and review their status
   
   
   
   
4. From here you have the option to review the status of each sub-invoice or resend it as necessary
5. You are able to manually update the invoice or sub-invoice status by click on the status name and selecting the appropriate status from the dropdown

Statuses

There are several statues that an invoice can have in the workflow. They can be manually updated or in some cases will be automatically updated.

Invoice Statuses

• Sent - Default status, means that the invoice has been sent to the payers
• Paid - Possible final status, means that the invoice has been paid. This can be manually updated or automatically updated if using Stripe.
  • Invoices with a Third Party Payer cannot be manually changed to Paid unless ALL sub-invoices are marked as Paid/Uncollectible
• In Progress - The invoice will move to this status if there have been any updates to the sub invoice statuses
• Void - Another possible final status. Manually updated status to denote a voided invoice

Sub-Invoice Status

• Sent - Default status, means that the invoice has been sent to the payers
• Paid - Possible final status, means that the invoice has been paid. This can be manually updated or automatically updated if using Stripe
• In-Progress - Manually applied status to flag that the sub invoice payment is in progress
• To Do - Manually applied status to flag that an internal action is required (such as manually submitting the invoice to an insurance company)
• Uncollectible- Another possible final status. Manually updated status to denote an uncollectible invoice that is being written off.