• Log into the system as an Agency User, Owner, or Admin.

  • Click Clients under the Clients menu.

  • Click the Edit Client icon to open the Client’s profile.

  1. Click the Rates tab.

  2. Scroll down and enter

    1. Bill rate--if you charge this client more or less than your default rates

      1. for instance if the client has more care needs, so you charge more

    2. Caregiver bill rate--if you charge this client more or less than your default rates, just for a specific caregiver

      1. for instance, if the client's niece is on your staff, but you don't charge the client as much when the family member provides the care

    3. Pay rate--if you pay any caregiver who goes to this particular client more (or less) money

      1. similar to A...if the client is particularly difficult, or particularly easy to care for, you might pay the caregivers a different rate

    4. Caregiver Pay rate---if you pay a specific caregiver something other than the default rate, only at this client

      1. similar to B...if the niece is providing the care, you might pay her less for providing care to her relative

Please note that there is a hierarchy built into the system from where the billing system obtains the rates. Bill Rate hierarchy is for the Invoicing, and Pay Rate hierarchy is for the Payroll calculations.

Bill Rate Hierarchy: There are many modules in the system where the Bill Rates and Pay Rates are defined. When the schedule is approved and is searched for invoicing, the system searches for the rates in various modules in the system in a hierarchical manner. If the rates are found at any level, the system stops searching for the rates at the next level and applies the rates on schedules. The hierarchical manner is as follows:

  • BillRateOverride - Bill rates defined at schedule level

  • ClientCaregiverBillRate - Bill rates defined at Client profile > Rates > Add New Caregiver Bill Rate

  • ClientBillRate - Bill rates defined at Client profile > Rates > Bill Rates

  • PayerBillRate - Bill rates defined at Payer profile > Rates > Bill Rates

  • CommunityBillRate ( In case of ALP Clients) - Bill rates defined at Community profile > Rates > Bill Rates

  • OfficeBillRate - Bill rates defined at Office Settings > Rates > Bill Rates

Pay Rate Hierarchy: There are many modules in the system where the Bill Rates and Pay Rates are defined. When the schedule is approved and is searched for invoicing, the system searches for the rates in various modules in the system in a hierarchical manner. If the rates are found at any level, the system stops searching for the rates at the next level and applies the rates on schedules. The hierarchical manner is as follows:

  • PayRateOverride - Pay rates defined at schedule level

  • ClientCaregiverPayRate - Pay rates defined at Client profile > Rates > Add New Caregiver Pay Rate

  • ClientPayRate - Pay rates defined at Client profile > Rates > Pay Rates

  • CaregiverPayRate - Pay rates defined at Caregiver profile > HR > Pay Rates

  • PayerPayRate - Pay rates defined at Payer profile > Rates > Pay Rates

  • CommunityPayRate ( In case of ALP Clients) - Pay rates defined at Community profile > Rates > Pay Rates

  • OfficePayRate - Pay rates defined at Office Settings > Rates > Pay Rates

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