Care+ 2 Client Care Guide

​​Care+ 2 Client Care Guide

Table of Contents

Administrator Setup

Scenario A. Billable Services on Single Client

Step 1: Register Job Types

Step 2: Schedule visits for both the clients with the respective Job Types

Step 3: Approve the visits

Step 4: Generating an Invoice

Step 5. Printing/Emailing Invoices

Scenario B. Billable Services on Both Clients

Step 1: Register Job Types

Step 2: Schedule visits for both the clients with the respective Job Types

Step 3: Approve the visits

Step 4: Generating an Invoice

Step 5. Printing/Emailing Invoices

Administrator Setup

From the Administrator View select the Billing tab > Required Settings and scroll to the Schedule Settings section. Select ‘Edit’ and change the permission to “Double Booking Allowed” to ‘Yes’ and Save the change.

From the Administrator View select the Job Type tab and specify your office’s bill & pay rates for the details listed below. Note that you can create a custom rate on the client’s profile under the ‘Registered Job Types’ section; you can refer to Care+ Accounting Guide for more information.

For Private Pay please ensure that you have the following Job Types and Job Codes:

• 2 Client Care - 1st Client (Billable and Payable)
• 2 Client Care - 2nd Client (Billable/Non-Payable)
• 2 Client Care - 2nd Client (Non-Billable/Payable)

For any other Payers please create those Agencies and then add the necessary Job Types.

Scenario A. Billable Services on Single Client

Step 1: Register Job Types

From the client’s profile on the Demographic Info tab you will need to register the 2 clients with the following: 

• Client 1 will be registered with a Job Type that is Billable & Payable
  • If the payer for this client is something other than Private Pay, please make sure you have the Job Type set up within that Payer/Agency and refer to the Admin View Setup section above

• Client 2 will be registered with a Job Type that is Non-Billable & Non-Payable

In this example we will be using clients, Helen & Leonard Doe, with Private Pay Job Types.

Helen Doe

Job Type	Payer
2 Client Care – 1st Client (Billable and Payable)	Private Pay

Leonard Doe

Job Type	Payer
2 Client Care – 2nd Client (Non-Billable/Payable)	Private Pay

• Pull up Helen Doe’s profile on their Demographic Info, then navigate to the ‘Registered Job Type’ box at the bottom right of the page
• Click ‘2 Client Care – 1st Client (Billable and Payable)’
  • If there are any custom bill/pay rates for this Job Type, please tick ‘Override Global Bill Rate’/’Override Global Pay Rate’ and enter the custom rate

• Save the changes and then this Job Type will be registered to the client’s profile

• Then pull up Leonard’s profile, navigate to the ‘Registered Job Type’ box at the bottom right of the page
• Click the ‘2 Client Care – 2nd Clint (Non-Billable/Payable)’
  • The bill & pay rate for this should both reflect 0.00

• Save the changes and then this Job Type will be registered to the client’s profile

Step 2: Schedule visits for both the clients with the respective Job Types

• For Helen Doe, navigate to the Schedule tab on their profile and create the visit(s) using the 2 Client Care – 1st Client (Billable and Payable) Job Type

• For Leonard Doe, navigate to the Schedule tab on their profile and create the visit(s) using the 2 Client Care – 2nd Client (Non-Billable/Payable) Job Type
  • Note that if the caregiver has a Default Hourly Rate, then you will need to de-select the ‘Use Caregiver Pay Rate’
    • You can find the Default Rate/Hr on the caregiver profile within the Service Information section
  • You will receive message(s) saying ‘Either Bill Rate or Pay Rate is 0’ and/or ‘Bill Rate is lesser than Pay Rate’
  • Answer ‘OK’ to both then save the visits 

Caregiver Mobile App Notes:

If the same caregiver is assigned to both clients, then they will be able to check into both the Billable & Payable and Non-Billable & Non-Payable visits from their Care+ KanTime Mobile App. The caregiver can then refer to each client’s individual Plan of Care and keep track of their specific Daily Activities within each visits In this case caregiver Riley Burton will be clocking into the shift for Helen Doe and Leonard Doe. 

The next step takes place after the visits have occurred.

Step 3: Approve the visits

• Navigate to Timesheets tab > Open Timesheet 
• Review the Check In & Check Out Times, provide details if you have to do manual check in/check out and make any necessary edits

• Approve the visits for Helen and Leonard Doe, which will then be processed for billing and payroll

Step 4: Generating an Invoice

• From Accounting > Billable Clients, select your Date Span and then Display the clients 

• Click on the client that is getting billed, Helen Doe, review the line items and add/delete as necessary

• Please note that you have the option to review and generate the invoice for the second client, but it will be a zero amount invoice 
• Select ‘Create Invoices’ for the client and you will be asked to confirm you want to ‘Save Invoices’ 

• After you ‘Save Invoices’ you will have a summary of the bills that are created & approved

Step 5. Printing/Emailing Invoices

• From Accounting tab > Client Accounts, select your filters including Client, Invoice Date and then Display the details

• Select ‘Print’ or ‘Email’ depending on how you have the invoice delivered to the client/billing contact
  • The invoice PDFs below show the details of any outstanding invoices as well as credit from the last payment received

Scenario B. Billable Services on Both Clients

Step 1: Register Job Types

From the client’s profile on the Demographic Info tab you will need to register the 2 clients with the following: 

• Client 1 will be registered with a Job Type that is Billable & Payable
  • If the payer for this client is something other than Private Pay, please make sure you have the Job Type set up within that Payer/Agency and refer to the Admin View Setup section above

• Client 2 will be registered with a Job Type that is Billable & Non-Payable

In this example we will be using sisters, Cynthia Watson and Veronica Hill, with Private Pay Job Types. The billing contact will be Davis Watson, who is Cynthia’s son, that lives in a different state and is responsible for both invoices.

Cynthia Watson

Job Type	Payer
2 Client Care – 1st Client (Billable and Payable)	Private Pay

Veronica Hill

Job Type	Payer
2 Client Care – 2nd Client (Billable/Non-Payable)	Private Pay

• Pull up Cynthia Watson’s profile on their Demographic Info, then navigate to the ‘Registered Job Type’ box at the bottom right of the page
• Click ‘2 Client Care – 1st Client (Billable and Payable)’
  • If there are any custom bill/pay rates for this Job Type, please tick ‘Override Global Bill Rate’/’Override Global Pay Rate’ and enter the custom rate

• Save the changes and then this Job Type will be registered to the client’s profile

• Then pull up Veronica’s profile, navigate to the ‘Registered Job Type’ box at the bottom right of the page
• Click the ‘2 Client Care – 2nd Client (Non-Billable/Payable)’
  • If there are any custom bill rates for this Job Type, please tick ‘Override Global Bill Rate’ and enter the custom rate 
    • In this example Veronica Hill is getting charged 35.00 instead of 38.00
  • The pay rate for this Job Type should still be 0.00

• Save the changes and then this Job Type will be registered to the client’s profile

Step 2: Schedule visits for both the clients with the respective Job Types

• For Cynthia Watson, navigate to the Schedule tab on their profile and create the visit(s) using the 2 Client Care – 1st Client (Billable and Payable) Job Type

 

• For Veronica Hill, navigate to the Schedule tab on their profile and create the visit(s) using the 2nd Client (Billable/Non-Payable) Job Type
  • Note that if the caregiver has a Default Hourly Rate, then you will need to de-select the ‘Use Caregiver Pay Rate’
    • You can find the Default Rate/Hr on the caregiver profile within the Service Information section
  • You will receive messages saying ‘Either Bill Rate or Pay Rate is 0’ and/or ‘Bill Rate is lesser than Pay Rate’
  • Answer ‘OK’ to both then save the visits 

Caregiver Mobile App Notes:

If the same caregiver is assigned to both clients, then they will be able to check into both the Billable & Payable and Non-Billable & Payable visits from their Care+ KanTime Mobile App. The caregiver can then refer to each client’s individual Plan of Care and keep track of their specific Daily Activities within each visit. In this case caregiver Rosalyn Burns will be clocking into the shift for Cynthia Watson and Veronica Hill. 

The next step takes place after the visits have occurred.

Step 3: Approve the visits

• Navigate to Timesheets tab > Open Timesheet 
• Review the Check In & Check Out Times, provide details if you have to do manual check in/check out and make any necessary edits

• Approve the visits for Cynthia Watson and Veronica Hill, which will then be processed for billing and payroll

Step 4: Generating an Invoice

• From Accounting > Billable Clients, select your Date Span and then Display the clients 

• Click on each client that is getting billed, Veronica Hill & Cynthia Watson, to review the line items and add/delete as necessary

• Select ‘Create Invoices’ for the clients and you will be asked to confirm you want to ‘Save Invoices’ 

• After you ‘Save Invoices’ you will have a summary of the bills that are created & approved

Step 5. Printing/Emailing Invoices

• From the Accounting tab > Client Accounts, select your filters including Client, Invoice Date and then Display the details
  • For Cynthia the ‘Cr’ represents an Unadjusted Credit available 

• Select ‘Print’ or ‘Email’ depending on how you have the invoice delivered to the client or their contact
  • The invoice PDFs below show the details of any outstanding invoices as well as credit from the last payment received