Table of Contents
- Fee Programs
- Billing Templates
- Locations Configuration
- Provider Configuration
- Tax Configuration
- Getting Started
This article outlines how the advanced billing works on the Adracare platform and walks through what you will need to configure in order to begin billing your clients.
First, navigate to the 'Billing' icon then select 'Billing Setup'
You will see the following tabs:
The components that make up Advanced Billing are organized into five different areas, for more information on each topic please see the following articles:
This article will not go deeply into the creation of the above and instead focus on how they work together within Billing.
Fee Programs
The first thing that needs to be configured in order for billing to begin working is a Fee Program. You can either edit the Default fee program to match your organization details, or create a new one.
The purpose of a fee program is to represent how a client will be paying and can be set for No Insurance/Insurance/Government.
For more information on creating and configuring a Fee Program refer to the support article here. You can also watch the short video below showing how to create a fee program.
Creating a Fee Program
Once you have a Fee Program that is named correctly and has the appropriate information in it. You will need to begin creating Service Codes to represent the cost of your services. Again you can find more information here or watch the short clip below.
Creating a Service Code
Billing Templates
Once a Fee Program has been created and service codes configured the next thing that needs to be created is a Billing Template. The object of a billing template is to provide the system with a framework for how an invoice should be populated. More information can be found here or watch the below video to see how to create a billing template.
At this point you are able to bill your clients, however if you require taxes or specific information to appear on an invoice keep reading.
Location Configuration
The Locations tab is where a location can be linked with a tax programs as well associated with a specific fee program with an unique code.
More information regarding location configurations can be found here.
Provider Configuration
The Provider tab is where you are able to create profiles for providers to appear on invoices. The details you can edit are:
- Tax Code if applicable
- Fee Program specific code
- Professional Degree/Designation
- College Membership
More information regarding provider configurations can be found here.
Tax Configuration
Tax programs can be configured within the Tax tab. Once a tax is created it can associated with specific locations, service codes and providers.
If you would like tax to be applied to an invoice it must be linked to the service code.
More information regarding tax configurations can be found here.
Getting Started
Not sure where to start?
Step 1: Create Your Fee Programs
First, you will need to create a Fee Program. To do this, you need to determine how your clients pay. Are you billing your clients directly? Or are you billing their insurance company? Do I bill them on a sliding scale? For each fee structure you determine create a fee program.
For example, lets say you bill your clients directly. In this case you would ceate one new Fee Program named "Regular Fees", selecting No Insurance as the Type.
Please refer to the support article here for more details on creating a Fee Program.
Step 2: Create your Tax/VAT Codes
Next, we will need to create any tax codes that you are eligible for. If you are required to charge tax for your services, navigate to the 'Tax/VAT' tab and create the necessary tax configurations.
In order for a Tax/VAT to be applied you must create a location configuration.
Please refer to the support article here for more information.
Step 3: Create your Service Codes
Once you have created the necessary Fee Programs, you will need to create service codes in order to charge your clients appropriately. Review the healthcare services you currently offer and find the different prices that you charge. Next ask yourself if it makes sense for these to be separated or if they can be grouped.
For example, lets say you have the following healthcare services
- Individual Counselling (30 Minutes) - $100
- General Counselling (45 Minutes) - $100
- Couples Counselling (30 minutes) - $150
Because Individual and General counselling both have the same price, they potentially can be represented by the same service code if they are both listed as the same thing on an invoice. Once you have determined all of your price points and how you would like to organize the prices you can create your service codes for each Fee Program.
Please refer to the support article here for more details on creating Service Codes.
Note: Remember to link any required tax codes to your service codes during this step
Step 4: Create a Billing Template
Once you have created the necessary Fee Programs and Service Codes, the next step is to create a billing template.
Billing Templates allow for quicker invoice generation as they bring all the pieces of billing together. They can be configured to support multiple providers, fee programs and even healthcare services so they are very versatile.
The amount of billing templates you will need to create greatly depends on how many service codes you created. If you configured your service codes so they can cover multiple healthcare services you will be need to create less then if each healthcare service has their own service code.
For example using the values from above:
- Individual Counselling (30 Minutes) - $100
- General Counselling (45 Minutes) - $100
- Couples Counselling (30 minutes) - $150
If you created a separate service code for each of the above services, you will need to create three billing templates. If you created one service code to represent the three services, you can create one billing template and link the three healthcare services to it.
Since an unlimited amount of Fee Programs can be added to a billing template, you can easily add new payment structures without needing to create more billing templates.
Please refer to the support article here for more details on creating Billing Templates.
Step 5: Create a Location Billing Profile
A Location billing profile will allow you to associate different taxes to different locations with the appropriate tax number.
This is required for taxes to be applied on an invoice.
Please refer to the support article here for more details on creating a Location billing profile.
Step 6: Create a Provider Billing Profile (Optional)
At this point you are able to begin billing your clients. However, if you would like specific provider information to appear on an invoice such as a registration number or a supervisor you will need to create a Provider configuration.
Please refer to the support article here for more details on creating Provider billing configurations.
Step 7: Begin Billing Your Clients
Congratulations! You can begin billing your clients!
For complete step by step details on how to bill your clients please refer to the support article here.
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