What are Fees, How can I use them, All the Options when Configure Fees Billing Categories and Fee Items

What are Fees, How can I use them, All the Options when Configure Fees Billing Categories and Fee Items

What are Fees?

Fees is the amount being charged based on the services requested and availed by the client. These are being charged directly to the client or deducted on the funding available for the client.  These costs varies depending on the client's eligibility, provider, level of care needed and services requested. Some cost may also be paid by the client, relative or friends and or the government though government contribution. 

There are standardised fees associated with care organisations that depend on the budget, the needs and preferences of each client. These may also be fully or partly paid for by the government, client or relatives of the client, The different types of expenses in an aged care organisation can include:
Care and Accommodation Costs include basic daily assistance fees, income-tested care fees, and accommodation fees. Most of the time funded by the government. 
Other Costs include additional services that a client might need during their retirement years. These might range from retirement village services and other above minimum care services. The government does not fund these.

What are Fee Types?

CareVision integrated Fee Type features that can assist in arranging client funding and billing with ease and avoid any oversight in the billing or invoice process.


There are 3 types of Fees Items, Funds In-Deduct, Funds In-Add, and Funds Out.
  1. Funds In-Deduct fees often occur when it is required for the client to pay a certain amount of money to receive a funding. Sometimes  a Funds In-Deduct fee can be waived, which means the client does not need to pay to receive the funding.
  2. Funds In-Add fees often occur when the client's funding source is not enough to cover a service they are receiving.
  3. Funds Out fees often occur when a client pays for stuff like care management with their funding source.

Funds In

Funds In/ Fees In are considered client contributions to services they avail, such as Basic Daily Care Fee and Income Tested Fee. These are funds contributed by the client that can be :
    1. Funds In Add to Linked Funding: If a client has an HCP Level 2 Funding Source of $43.5 and a daily Top-up Fee (Funds in-Add Fee) of $10 linked to the funding, this means the Government pays $43.5 and the client pays $10. The client has $53.5 ($43.5 + $10) in total on their account everyday.
    2. Funds In Deduct from Linked Funding: If a client has an HCP Level 2 Funding Source of $43.5 and a daily Income-tested Fee (Funds in-Deduct Fee) of $10 linked to the funding, this means the Government pays $33.5 (= $43.5 - $10) and the client pays $10. The client has $43.5 ($33.5 + $10) in total on their account everyday.
    3. Waived Payment: Certain Fees of the type ‘Funds in Deduct’ can be waived by the organisation. This means the client is meant to pay this fee but the organisation will allow them to not pay it. It still deducts from the client available funding but is not charged to the client.
      1. If a client has an HCP Level 2 Funding Source of $43.5 and a waived daily Income-tested Fee (Funds in-Deduct Fee) of $10 linked to the funding, this means the Government pays $33.5 (= $43.5 - $10) and the client pays $0. The client has $33.5 ($33.5 + $0) in total on their account everyday.
      2. To inlcude waived fees in the printed invoices, please flag the tickbox "Include Waived Fees" on the Export page. Waived Fees can only be included for the following Export Types: Attache Invoices, Epicor Invoices, MYOB Activity Slip, MYOB Sales - Time Billing, MYOB Payroll, NDIS PRODA, QCSS, Xero Invoices, Native, and Print Statement (Bulk).

    4. Comprehensive Case: If a client has an HCP Level 2 Funding Source of $43.5,  a daily Top-up Fee (Funds in-Add Fee) of $10 linked to the funding, and a linked , and a daily Income-tested Fee (Funds in-Deduct Fee) of $10 linked to the funding, this means the Government pays $33.5 (= $43.5 - $10) and the client pays $20 (= $10 + $10). The client has $53.5 ($33.5 +20) in total on their account.
Funds Out
Funds Out/ Fees Out  are fees paid out of the client's funding or fees that is paid by the client’s funding or paid personally by the client on top of their funding, such as care management, package management or cancellation fees.
  1. If a client has an HCP Level 2 Funding Source of $43.5 and a Funds out Fee, Basic Daily Care Fee, of $10, the remaining amount of funding generated daily on the client's account is $33.5 ($43.5 - $10).

How can I use them?

There are several ways you can integrate fee types in your billing process, but first, you will have to set up the fee items and their fee types in the CareVision portal.

How to configure Fees Billing Categories?

1. Click the Settings on the side bar menu.


2. Select  Billing Categories option.



3. On the Billing and Funding page, click the Create Billing Category button.



4. A modal will be displayed to set the following fields: Name, Type, Organisation Reference, Archive Date.



5. Enter the  Name of the billing category being created. This is a l abel to identify the Fee Billing Category.  This is a required field and cannot be left blank.

6. Select the  Type  on the dropdown list which categorizes the Billing Category. This should be set to FEE.



7. Upon selecting the FEE type,  Rate Sets section will be displayed.



8. Click on the Draft Rate Sets accordion to toggle this section.


9. To create a new draft, click the Create Draft button.


10. Fill up the Effective From date.


11. From the dropdown, select the Renewal Period



12. Select the Unit from the dropdown list, Fee Amount refers to fixed price while Fee % will be based on the percentage from the funding linked.



13. Set a numeric value, this will hold either a percentage value or an amount value .


14. Optionally, References can be added which are used for report generation. To set references, click the + Add Ref link.


15. Click the Save button .     To discard, click the Cancel button.
 
16. To set as planned rate set, Click the Publish button.

17. Click the Save button found on the bottom of the modal.


Add Client Group Treatment

Add Fee Leave Treatment

If there is a need of adding a Client Leave Treatment to a Fees type Billing Category, please refer to https://support.carevision.academy/portal/en/kb/articles/using-client-leaves-for-discount-treatments-on-fees

How to configure Fee Items?

1. Click the  Settings on the side bar menu.



2. Select  Fee Items menu.



3. On the  Fee Items page, click the  Create New Fee Item button.



4. A modal will be displayed with the following fields: Name, Fee Type, Billing Category, Description.


5, Enter the  Name of the Fee Item template being created. This is a label to identify the  Fee Item template. This is a required field and cannot be left blank.
6. Select the Fee Type on the dropdown list which categorizes the fees. Fee types can be one of the following: 
  1. Funds In Add to Linked Funding
  2. Funds In Deduct from Linked Funding
  3. Funds Out


7. On the dropdown list, set the Billing Category. This list will display all the active Fee Billing Categories.


8. Optionally, a more detailed Description can be set to the Fee Item template being created.
9. Click the Save button.


To remove an existing Fee Item Template, click the Delete button.



A confirmation message will be displayed. To proceed, click the Confirm button. Otherwise, click the Cancel Button.

This action cannot be undone once confirmed.

Using Fee Types in Client Profile

1. Click the  People  on the side bar menu.
2. Select a client profile from Clients menu or using the search box on top of the side bar menu.



3. Click the FEES accordion to expand this section.



4.  Click the Create New Fee button.


5. A modal will be displayed to input the Fee Item for the client.



6. Select an option from the dropdown to use the Fee Item template, created on Settings > Fee Items. Otherwise select None.



7. If a template was selected, the fields will be auto-prefilled. Some fields are disabled to prevent the user from updating the value. The disabled fields are: Unit, Renewal Period and Billing Category.  If the Fee Item template was left to None, manually input the fields.



8. Set the Start date and End date of the client's Fee Item by selecting a date from the calendar.
Start Date is required

9. Funding can be linked to the Fees by selecting an option from the dropdown list. This list does not display any specific funding source (For example, HCP Level 2), as Fees are linked to the funding source types. This will display all the available funding source types (HCP, CHSP, NDIS, Private, etc) of the funding sources that have been added to the client's profile.


10. Click the Create  button to save the client's Fee Item. To cancel click the Close   button.

Using Fee Types in CareVision's Quotes and Contracts 

Another way to use the Fee Types is when you are creating a quote for your prospect or existing clients. The fields  in the Fees and Charges section in the Quotes and Contracts modal  are similar in the client's profile. 

Once you have populated the other details need for the fees and charges section, such as frequency of service, rate, start and end date; and the Funding Source, it will automatically compute the charges for your client.  This is a great way to assist you in organising client quotes and contracts to avoid miscomputations or manually labelling each billed service for your clients.


Related article:  Quotes and Contracts

Fee Types in Client Statements and Invoices

Fees are also indicated in client statements and exported invoices in CareVision. 
To export a PDF format of your client’s statement:

1. Click the  People on the side bar menu.
2. Select a client profile from  Clients menu or using the search box on top of the side bar menu.



3. Click the FUNDING SOURCES accordion to expand this section.



4. Click the Print Statement button. 



5. A modal will be displayed with Start Date and End Date fields.



6. Set the required dates then click the Print button.



7. A PDF will automatically be downloaded. The content of the statement will have a Fee Summary Section to list all the applied fees on a given period.

Fee Types in Invoices

Fees are also indicated in exported  invoices  in CareVision. 
Once you are ready to bill the client, this statement will be included in the exported invoice from the portal that you can present to the client. Here are some articles that can help you export invoices for your clients.
Related article: Invoicing



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