1. Create a New Bill Code In Alayacare
In AlayaCare you will need to have a Bill Code specific to your Management Fee:
- Log-into Alayacare
- From the menu on the left click Accounting and then Accounting Settings
- Click Bill Codes from the menu on the left
- Then click the + Add Bill Code button on the top right of the screen
- Now you will set-up the Bill Code by completing the following fields:
- Code = Care Management Fee
- Name = Care Management Fee
- Default Rate = [the rate you are billing the client]
- Units = Per rate
- Default Rate ID = blank
- Gl Revenue = 4003 - Care Management Fees
- Funder = Private Pay | Private Pay
- Effective Date = [choose a date this fee become effective]
- *Taxes = [The Sales Tax as Applicable to Your Province**]
**Canada: Enter your GST or HST tax as specific to your location
(GST is exempt if this service is only provided by an LPN or RN)
*United States: This is not applicable - please move to next step
- Review everything you’ve entered for accuracy
- Click Save
4. Create a New Billing Premium In Alayacare
In AlayaCare you will need to have a Billing Premium specific to your Care Management Fee:
- Back in the Accounting Settings section, click Premiums from the menu on the left
- Then click the + New Premium button on the top left of the screen
- Now you will set-up the new premium by completing the following fields:
- Code = Care Management Fee
- Pay Code = Care Designer - Care Designer
- Bill Code = Care Management Fee - Care Management Fee (Private Pay)
- Rule = leave as “-Not Set-”
- Check the box beside Select All
- Click Save
5. Add New Billing Premium to your Clients
In AlayaCare you will need manually add the new billing premium to each Private Pay client:
- Go to Client #1’s file
- In the Accounting tab at the top, click Billing Premiums from the menu on the left
- Then click the blue + Create Premium button in the top right corner
- Now you will create the billing premium for this client by completing the following fields:
- Name = Care Management Fee
- Start Date = [the 1st day of the month]
- *End Date = If you have set service end date enter that, otherwise leave it Blank
*Note: When the client is Discharged you will need to come in and update this End Date otherwise it will continue to bill monthly
- Funding methodology = Single source
- Funder = Private Pay
- Billing contact = [select from drop-down]
- Premium Code = Care Management Fee
- Leave “Override quantity and rate” UNCHECKED
- Frequency Type = Monthly
- Repeat Every = 1
- Day of the month = 1
- Click Save
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