FAQ: How do I set up and manage clients that are brokered to our organisation, and where I bill another organisation who manages that client? [Broker In]

FAQ: How do I set up and manage clients that are brokered to our organisation, and where I bill another organisation who manages that client? [Broker In]

Question:

What settings should I use and how should I add the funding source, billing details if my client is a HCP or NDIS client managed by another organisation but which they contract the service delivery to my organisation?   

Answer

There are a few elements required to manage this scenario which you may like to consider: 
  1. A Funding Source to track Brokered Clients to for Billing Exports, and to exclude these clients from your standard HCP or NDIS Claim Files 
  2. Billing Categories to reflect the rates you charge to the broker organisation, or you may want to add a client group treatment on top of your standard rates to reflect what you charge a broker 
  3. You may need to consider GST implications, and if you are charging GST adding the appropriate GST Client Group Treatments
Aside from potentially using different funding sources, and rates, the booking of services, and scheduling of services remains relatively the same. 


The Steps 

Funding Sources

A Funding Source template can be created for the tracking of Brokered services. It can be added to the client/s' profile, similar to the other Funding Sources. 

Please view this article for more information in creating a Funding Source template: Configure Funding Sources

Once the Brokered Funding Source has been added to the client's profile, you are also able to add a Billing Contact for the client's funding, this is useful for ensuring the invoice is addressed to the broker for the client. 

When you are producing your invoice exports or claim file exports, you may choose to extract these separately using the Broker Outlet ID filter. 

Billing Categories or Rate Treatments

The next step is to decide if it is best to set up:
  1. a billing category just for the organisation that is sending you the services, or 
  2. a standard Broker Billing Category which will apply to all broker services you deliver on behalf of other organisation, or 
  3. use your existing Billing Categories and simply add a Client Group Treatment which is either a % or $ uplift or discount on your usual rates, or
  4. Use a rate override on the booking on a case by case basis 
To make this decision you should consider the following  

#1 Should you create a set of billing categories for the organisation? 
  1. If you have an organisation who send you a lot of services to deliver, and
    1. they have a custom arrangement or rate with you that differs from your rates and from other brokers, or
    2. you need or want to track the income to a different type of account on your finance system to your usual services, or
    3. there is potential that you will provide some services directly to the client and not through the broker organisation,
  2. then you may want to set them up as their own set of billing categories which can be selected on the service when appropriate
#2 Use a standard set of Broker Billing Categories 
  1. If you have multiple organisations that send you regular services to deliver, and 
  2. All your broker organisations have the same terms of service / same rates, and 
  3. You track all broker services to the same account on your finance system but which is different to your direct services, 
  4. Then you may want to set up a generic set of billing categories for the rates you offer to brokering organisations 
#3 Use Client Group Treatments 
  1. If the rate you offer to 3rd party brokering organisations is relative to your standard set of rates i.e % increase or %decrease, and 
  2. You track all services to the same accounts on your finance system regardless of if there is a direct or brokered service, and
  3. All services that you supply to a client will be billed to a single 3rd party broker organisation at any one time,
  4. Then you may want to set up client groups for your different brokers, and add a client group treatment to your standard rates. 

#4 Use rate overrides 
  1. If they do not send you sufficient volume of bookings to warrant managing a rate for them, you can always use the rate override on the bookings on a case by case basis. 
For all of the above, to set up the option best for you refer to Understanding the different types of Billing Categories

GST Implications 

CareVision is not an accounting practice, and we do not provide advice regarding tax or GST the following detail is provided as a guide if you would like to charge GST. You should obtain advice from a registered tax specialist for your unique circumstances. 
If you need to charge GST because it is a Business to Business invoice that is being raised then you should consider setting this up with client group treatments. See Using Client Groups for Billing and GST Treatments


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