How to setup 2-client care or shared-living clients

Scenario 1: Single invoice for 2 Client Care

Setup:

Lily Potter

Service Name	Funder	Billing Contact	Service Code
Personal Care	Private Pay	Jason (son)	2 Client Care (Billable & Payable)

James Potter

Service Name	Funder	Billing Contact	Service Code
Personal Care	Private Pay	Jason (son)	2 Client Care (non-billable and non-payable)

Step 1: Client Setup

Setup two clients in the system: Lily Potter and James Potter under Client > Client List > New Client and complete their demographics information.

Step 2: Billing Contact Setup

1. Go to James Potter’s Client screen and go to the Coordination tab. Then click “Contacts” on the left.
2. Click contacts, click + Add New Contact. (*If contact has been entered and shows in list, select from list and review details. DO NOT ADD NEW if already present)
3. Enter the First Name, Last Name of any billing contact(s) associated with the client. In this example, we will be entering Jason Potter as a billing contact for both the clients.
4. Enter Relationship to client (e.g. child, neighbor, etc.)
5. Enter additional fields and demographics if known, including: Email, Preferred Language, Salutation, Nick Name, Gender, Additional Contact Notes, Address Fields, Phone (Main) and Phone (Other) as well as Preferred Communication Method
6. Enter Phone Main (Work/Office) for the billing contact.
7. Click Save.
8. If this contact is the client’s emergency contact, select the Emergency Contact slider (toggle to “ON”) next to the contact name on the client’s list of contacts
9. Once the contact has been added for the first client, it will be available in the list of contacts in the system to be selected for the second client.
10. Repeat all steps in Step 2 with the Lily Potter, except instead of clicking “Add New Client Contact”, click “Choose” next to Jason Potter’s name under Matching Profiles.

Step 3: Client Service Setup

1. For Lily Potter, navigate to Services tab and click + Create a Service.
2. Under Service Name*, type “Couple Care - Lily and James Potter” (this information will appear on the invoice generated for the service/visit)
3. From the Funder Methodology dropdown, select Single Source
4. Choose the Private Pay Funder
5. Type “2 Client Care (Billable and Payable)” in the Service Code (*) and select from the populated options.  
6. Choose the Start Date and Projected End Date if appropriate.
7. If known, you can assign the Primary Employee.  If not known, use the Employee Finder. 
8. Select the Billing Contact for the service. In this example, we will be selecting Jason Potter (client’s son) as a billing contact.
9. Add the relevant Forms, Skills, Cost Centre, Service Instructions, if applicable and click Create.

 

1. For James Potter, navigate to Services tab and click + Create a Service.
2. Under Service Name*, type “Couple Care - Lily and James Potter” (this information will appear on the invoice generated for the service/visit)
3. From the Funder Methodology dropdown, select Single Source
4. Choose the Private Pay Funder
5. Type “2 Client Home (Non-billable and Non-payable)” in the Service Code (*) and select from the populated options.  
6. Choose the Start Date and Projected End Date if appropriate.
7. If known, you can assign the Primary Employee.  If not known, use the Employee Finder. 
8. Select the Billing Contact for the service. In this example, we will be selecting Jason Potter (client’s son) as a billing contact.
9. Add the relevant Forms, Skills, Cost Centre, Service Instructions, if applicable and click Create.

Step 4: Setup client specific bill rates for 2 Client Care for Private Pay - 2CC-PP

1. For client Lily Potter, navigate to Accounting tab​​
2. Click on Custom Bill Rates​
3. Click on Add Custom Rate​
4. Under the Custom Rate dialog box, enter the following details: 
   1. Funder as PP
   2. Bill Code as 2 Client Care for Private Pay - 2CC-PP
   3. Effective Date
   4. Custom Rate
5. Click Save​

Step 5: Schedule visits for both the clients with the respective service codes

1. For Lily Potter, navigate to the Scheduling Tab
2. Click on the calendar for the date and time you want the visit to start, or click +Add Visits at top of updated date and time
3. Click the blue 'Chose' button next to the Couple Care- Lily and James Potter service, this will populate the Service Code: 2 Client Care (Billable and Payable)
4. Update Start & End Time; uncheck 'Use Service Duration' if you do not want the End Time to auto-calculate to length specified. 
5. Assign the employee on the visit
6. Click 'Create Visit'

1. For client John Potter, navigate to the Scheduling Tab
2. Click on the calendar for the date and time you want the visit to start, or click +Add Visits at top of updated date and time
3. Click the blue 'Choose' button next to the Couple Care- Lily and John Potter) service, this will populate the Service Code: 2 Client Home (non-billable and non-payable)
4. Update Start & End Time; uncheck 'Use Service Duration' if you do not want the End Time to auto-calculate to length specified. 
5. Assign the employee
6. Click 'Create Visit'

Caregiver Mobile App Notes:

If the same caregiver is assigned to both clients, then they should be clocking into visit that is Billable and Payable from their Mobile App. In this case, caregiver Heinz Ketchup will be clocking into the shift for Lily Potter. The caregiver will still be able to add progress notes for James Potter without having to clock into his visit.

The next step takes place after the visits have occurred.

Step 6: Approve both the visits 

1. Navigate to Schedules > Workforce Management > Visit Approval
2. Visits can either be approved individually or using batch action 
3. Once both the visits for Lily and James Potter have been approved, they can be processed for billing and payroll

Step 7: Generating an Invoice

1. Navigate to Accounting > Billing
2. Click on Billing Cycle and create a billing period to include the dates for the approved visits to be invoiced.
3. Once a billing period has been created, click on “View” for that period 
4. Navigate to Invoices tab and click on “Generate All Invoices”.
5. This will generate all invoices for the approved visits in that billing period.
6. The system will generate a single invoice for the client Lily Potter (the Bill To should say Jason Potter), based on the agreed upon rate.
7. Click View to open the invoice and review the details

• If no further adjustments are required on the invoice, click ‘Mark as Sent’. The Invoice cannot be deleted or modified once it is marked as sent.

• Click ‘Export’ and select ‘AC Standard Invoice’ type to export the invoice from the system

• The system will generate a single invoice for both the clients.

Step 8: Running Payroll

1. Navigate to Accounting > Payroll
2. Click on “+Create Period” payroll period to include the dates for the approved visits to be included in the payroll.
3. Once the payroll period has been created, click View/Prepare for that period and click on “Run Payroll & Export”.
4. This will generate all approved visits, premiums and unavailabilities to be included in the payroll.
5. The status of the payroll will be changed to “Success” once the payroll has been successfully run.
6. Click on ‘Run Payroll & Export’ tab within a payroll to review the visits that have been processed.
7. The system will include the visit with Lily Potter under Processed visits. Click on ‘Details’ to view additional information

1. Once you’ve reviewed the details and are ready to export the payroll file, click Export.
2. Further select ‘+New Export’, select the relevant file type, format and click Run.
3. Once the background job is finished, you can download the payroll export from AlayaCare and import into your payroll software.

Scenario 2: Separate invoices for 2 Client Care

Setup:

Lily Potter

Service Name	Funder	Billing Contact	Service Code
Personal Care	Private Pay	Jason (son)	2 Client Care (Billable & Payable)

James Potter

Service Name	Funder	Billing Contact	Service Code
Personal Care	Private Pay	Jason (son)	2 Client Care (Billable and non-payable)

Step 1: Client Setup

Setup two clients in the system: Lily Potter and John Potter under Client > Client List > New Client and complete their demographics information.

Step 2: Billing Contact Setup

1. Click + Add New Contact. (*If contact has been entered and shows in list, select from list and review details. DO NOT ADD NEW if already present)
2. Enter the First Name, Last Name of any billing contacts associated with the client. In this example, we will be entering Jason Potter as a billing contact for both the clients.
3. Enter Relationship to client (e.g. daughter, neighbor, etc)
4. Enter additional fields and demographics if known, including: Email, Preferred Language, Salutation, Nick Name, Gender, Additional Contact Notes, Address Fields, Phone (Main) and Phone (Other) as well as Preferred Communication Method
5. Enter Phone (Work/Office) for the billing contact.
6. Click Save.
7. If this contact is client’s emergency contact, select emergency contact slider (toggle to “ON”) next to contact name on client’s list of contacts
8. Once the contact has been added for the first client, it will be available in the list of contacts in the system to be selected for the second client.

Step 3: Client Service Setup

1. For Lily Potter, navigate to Services tab and click + Create a Service.
2. Under Service Name*, type “Couple Care - Lily Potter” (this information will appear on the invoice generated for the service/visit)
3. From the Funder Methodology dropdown, select Single Source
4. Choose the Private Pay Funder
5. Type “2 Client Care (Billable and Payable)” in the Service Code (*) and select from the populated options.  
6. Choose the Start Date and Projected End Date if appropriate.
7. If known, you can assign the Primary Employee.  If not known, use the Employee Finder. 
8. Select the Billing Contact for the service. In this example, we will be selecting Harry Potter (client’s son) as a billing contact.
9. Add the relevant Forms, Skills, Cost Centre, Service Instructions, if applicable and click Create.

 

1. For John Potter, navigate to Services tab and click + Create a Service.
2. Under Service Name*, type “Couple Care - James Potter” (this information will appear on the invoice generated for the service/visit)
3. From the Funder Methodology dropdown, select Single Source
4. Choose the Private Pay Funder
5. Type “2 Client Care (billable and non-payable)” in the Service Code (*) and select from the populated options.  
6. Choose the Start Date and Projected End Date if appropriate.
7. If known, you can assign the Primary Employee.  If not known, use the Employee Finder. 
8. Select the Billing Contact for the service. In this example, we will be selecting Harry Potter (client’s son) as a billing contact.
9. Add the relevant Forms, Skills, Cost Centre, Service Instructions, if applicable and click Create.

Step 4: Setup client specific bill rates for 2 Client Care for Private Pay - 2CC-PP

1. For client Lily Potter, navigate to Accounting tab​​
2. Click on Custom Bill Rates​
3. Click on Add Custom Rate​
4. Under the Custom Rate dialog box, enter the following details: 
   1. Funder as PP
   2. Bill Code as 2 Client Care for Private Pay - 2CC-PP
   3. Effective Date
   4. Custom Rate
5. Click Save​

1. For client James Potter, navigate to Accounting tab​​
2. Click on Custom Bill Rates​
3. Click on Add Custom Rate​
4. Under the Custom Rate dialog box, enter the following details: 
   1. Funder as PP
   2. Bill Code as 2 Client Care for Private Pay - 2CC-PP
   3. Effective Date
   4. Custom Rate
5. Click Save​

Step 5: Schedule visits for both the clients with the respective service codes

1. For Lily Potter, navigate to the Scheduling Tab
2. Click on the calendar for the date and time you want the visit to start, or click +Add Visits at top of updated date and time
3. Click the blue 'Chose' button next to the Couple Care - Lily Potter service, this will populate the Service Code: 2 Client Care (Billable and Payable)
4. Update Start & End Time; uncheck 'Use Service Duration' if you do not want the End Time to auto-calculate to length specified. 
5. Assign the employee on the visit
6. Click 'Create Visit'

1. For client James Potter, navigate to the Scheduling Tab
2. Click on the calendar for the date and time you want the visit to start, or click +Add Visits at top of updated date and time
3. Click the blue 'Chose' button next to the Couple Care - James Potter service, this will populate the Service Code: 2 Client Care (billable and non-payable)
4. Update Start & End Time; uncheck 'Use Service Duration' if you do not want the End Time to auto-calculate to length specified. 
5. Assign the employee
6. Click 'Create Visit'

Caregiver Mobile App Notes:

If the same caregiver is assigned to both clients, then they should be clocking into visit that is Billable and Payable from their Mobile App. In this case caregiver Heinz Ketchup will be clocking into the shift for Lily Potter. The caregiver will still be able to add progress notes for James Potter without having to clock into his visit.

Step 6: Approve both the visits 

1. Navigate to Schedules > Workforce Management > Visit Approval
2. Visits can either be approved individually or using batch action 
3. Once both the visits for Lily and James Potter have been approved, they can be processed for billing and payroll

Step 7: Generating an Invoice

1. Navigate to Accounting > Billing
2. Click on Billing Cycle and create a billing period to include the dates for the approved visits to be invoiced.
3. Once a billing period has been created, click on “View” for that period and navigate to Invoices tab and click on “Generate All Invoices”.
4. This will generate all invoices for the approved visits in that billing period.
5. The system will generate two separate invoices, one each for Lily and John Potter, based on the agreed upon rate.
6. Click View to open each of the invoices and review the details

• If no further adjustments are required on an invoice, click ‘Mark as Sent’. The Invoice cannot be deleted or modified once it is marked as sent.
• Further, click ‘Export’ and select ‘AC Standard Invoice’ type to export the invoice from the system

• The system will generate two separate invoices for both the clients based on the agreed upon rate.

Lily Potter:

James Potter:

 

Step 8: Running Payroll

1. Navigate to Accounting > Payroll
2. Click on “+Create Period” payroll period to include the dates for the approved visits to be included in the payroll.
3. Once the payroll period has been created, click View/Prepare for that period and click on “Run Payroll & Export”.
4. This will generate all approved visits, premiums and unavailabilities to be included in the payroll.
5. The status of the payroll will be changed to “Success” once the payroll has been successfully run.
6. Navigate to ‘Run Payroll & Export’ tab within a payroll to review the visits that have been processed.
7. The system will include the visit with Lily Potter under Processed visits. Click on ‘Details’ to view additional information

1. Once you’ve reviewed the details and are ready to export the payroll file, click Export.
2. Further select ‘+New Export’, select the relevant file type, format and click Run.
3. Once the background job is finished, you can download the payroll export from AlayaCare and import into your payroll software.