Customers and Payment Obligations
|
Customers and Payment Obligations |
|
|
A Customer is the one paying for a Client's Service. In many cases, the Client will pay for their own Service, making them their own Customer. In other cases, it may be a family member, a friend, a trust officer, etc. who is paying the bill. Furthermore, the Customer on a Service may change over time.
Payment Obligations The relationship between the Service and the Customer is known as a Payment Obligation. A Payment Obligation covers a specific period of time, and covers all of the Shifts on the Service for that period of time. The Customer then has an obligation to pay for the Shifts during that period.
Quick Guide
Links To add a Payment Obligation to a Service, simply click on the Add button next to the Payment Obligations list. This will open a blank Payment Obligation for this Service. The first time you add one, it will come up without a date range or a Customer. In order to be valid, a Payment Obligation must have a Customer. The Starting date and Through date may be used or not, depending on whether there are time limits on this Payment Obligation. If no explicit dates are set, all shifts on the Service will be covered by this Payment Obligation. When Starting date and/or Through date are set, only shifts within the given date range are covered. When in doubt, DO NOT FILL IN THE STARTING AND THROUGH DATES.
Figure 212: A new Service Payment Obligation Client is the Customer If the Client will be paying for their own Service, you can just click Same as Client. This actually adds the role of "Customer" to that person's list of Roles and makes them the Customer for this Payment Obligation.
Figure 213: Same Payment Obligation, the Client is the Customer Set Customer If the Customer is not the same as the Client, click on the Set Customer button. This brings up a Person Finder, so you can make any person already in the system the Customer. Start typing any part of their name then select them from the list (see Person Finder for more detail about using the Person Finder). . Adding a new Customer If the Person you want to be the Customer is not already in the system, you can add a new Person and make them the Customer right from here, by clicking on Add New Person. You'll notice that this button is disabled until you have started to type in the Matching box. This is to encourage you to look for the person first, in case they have already been entered. This could save you from double-entering a Person, which can cause all sorts of confusion.
Figure 214: Finding an existing Customer (not found)
Figure 215: Filling in a new Customer Notice that the new Customer has the last name field filled in already, based on what you put in the Matching box. Best practice is to go ahead and type the whole last name and hit Enter to get a head start on filling them in. You can also put in more of the name and Rosemark will do its best to fill it in appropriately. For example, typing "John Doe" will put "John" in the first name field, "Doe" in the last name. Similarly, you could put "Doe, John" and it would do the same thing. Set the Starting or Through Date Set the Starting or Through dates by clicking on the down arrow icon next to the field. This brings up a calendar that lets you choose the date. Note that double-clicking on this icon when the field is blank will put in today's date. You can blank out the Starting date by clicking on the "x" icon next to it.
Tip: Remember, you don't need to add Starting and Through Dates in most cases. Set the Through Date When you add a second (or subsequent) Payment Obligation, Rosemark will prompt for the new Starting date. It will then automatically add a Through date to the previous Payment Obligation for the day before the new one, so that they don't overlap.
Pay/Bill Rules Pay/Bill Rules allow you to exert finer control over the rates. To see how to use these power tools, see the Pay/Bill Rules section.
You have the option to indicate the source of a Customer's payments, such as insurance, Medicaid, private pay, etc. The Payer Source is selected from the drop-down menu at the top of the Summary tab of each Customer. The list of Payer sources must be configured before you can indicate the Payer Source on individual Customers. Payer Source is used by some agencies to group Customers, mainly for reporting on revenue and payroll in specific ways. The best way to do that is by making use of the Shifts Export options. By including the Payer Source in the export, you can use it as one of your reporting and analysis parameters.
Figure 216: Selecting the Payer Source |
