Care+ Billing & Payroll Guide
Step 1 - Creating the KanTime Export File
Step 2 – Export the Payroll File
Un-Approve an Invoiced & Payrolled Visit
Bill & Pay Rates Hierarchy
The diagram below presents the hierarchy of bill & pay rates and how Care+ will recognize what rate to choose for the approved visit. By default, the rates configured at the Branch Level will be recognized as the bill & pay rates, unless otherwise specified on the Client & Caregiver Level or Schedule Level.
- Then de-select the Approve checkbox and Save your change
Timesheet Approval
Select Timesheets > Caregiver Timesheet
- Enter the desired Date Span (Payroll Period)
- Make sure you entered a couple of test shifts during this period
- Select each Caregiver to review their timesheet
- Double click on Caregiver Name to display schedule
- Or you can use the arrows to advance
- Check in/out if necessary
- If hours are correct, click Approve then Save
Once finished, Click Timesheets and then Open Time Sheets
- Enter the Pay Period dates
- Click Display
- If all timesheets were approved the screen should be blank
Run Payroll
Step 1 - Creating the KanTime Export File
- Go to Accounting Tab
- Select Payable Caregiver
- Select Date Span from (Pay Period dates)
- This should be the same date you used to approve your timesheets
- Enter Payroll Date (date of next payroll)
- Please be mindful of the date(s) entered here, so that if multiple payroll processes are done for a pay period, then you are able to line up the payroll date(s) with the other previously processed visits in that pay period
- Click Display
- Click Create Payroll and Approve
- If Can Create Payroll? is ‘No’ then you will need to review the caregiver’s schedule and adjust
- Once complete click Go to Payable Caregiver
- Repeat this step again (it doesn’t capture all the Caregivers at once)
- Remember to change the Payroll Date
- Click Create Payroll and Approve
- Once complete click Return to Payable Caregiver and complete again to ensure nothing is displayed
- If results return, complete the steps above again
- If they are blank, proceed to Step 2
Step 2 – Export the Payroll File
- Go to Accounting Tab
- Select Payroll Export
- Select Your Payroll Provider (i.e.: Viventium)
- Click Based on Payroll Date – This is the recommended option as this will capture all employees and additional items included on timesheets for the specified payroll date, even though data may be outside of the standard payroll period.
- Payroll Date From – Select the date(s) whenever payroll was run for the specified pay period
- Pay Type – All
- Paid – All
- Export
Creating Invoices
Note: Before you create an invoice, you will need to approve all the Time Sheets for the Billing Period. Please review the steps under Timesheet Approval for more information.
- Click Accounting
- Click Billable Clients
- Enter Billing Period in Date Span fields
- This should be the dates from your Timesheet Approval Lab
- Payor
- Client Pay
- Note: If you have additional payor sources (Bright Horizons, Optum, TriWest) you must approve these invoices separately
- Client Pay
- Invoice Date
- Invoice creation date – this date will also be the reference point when you review the invoices generated from the Client Accounts screen
- Ready to Bill
- Select “Yes”
- Click Display
*Disclaimer: Once you hit Display you will see the list of clients in that Date Span and can review each client’s invoice details. If you are comfortable with proceeding and using a batch action to create & approve all clients’ invoices, then you can select ‘Create Invoices’. The steps below will explain how to review invoices in detail prior to creating and approving.
Review Invoice
- Click client’s name
- Review Charges
- Look for hours that stand out as well as bill rates that seem to be high/low, inconsistent with other days
- If applicable, ensure weekend rates are billed at higher rate (hourly only)
- Review Charges
Adding Additional Line Items
If you need to add a misc. charge/item (QA Visit, Lyft, Meal Stipend, Additional Charge)
- Add Additional Items
- Enter Date of service/charge
- Enter a Description ex. QA Visit; Transportation Expense; Meal Stipend)
- Choose the relevant category (please refer to Network Standardization)
- Enter Amount
- Click “Add Additional Item”
Adding Credit to an Invoice
Should you need to add a credit, follow the same steps for Adding Additional Line Items, except you enter the amount with a negative, so a $50 credit would be listed as -50.00.
- Add Additional Items
- Enter Date of service/refund
- Enter a Description
- Refund from 6/1/2022
- Category is Refund/Credit
- Enter Amount
- Remember to add a negative sign before the amount -50.00
- Click add additional items
- Click save and approve
- Review and it ok close, if need to edit click edit
Finalize Invoices
Once invoices have been reviewed & updated, select the ‘Create Invoices’ button.
At the bottom of the screen you can save & approve invoices by selecting ‘Save Invoices’, not move forward with a client’s invoice by selecting “Cancel Invoices”, and add any Invoice Notes.
Once invoices are saved, you will receive the following confirmation and summary screen.
Email Invoices
- Select Accounting
- Click Client Accounts
- Invoice Date Range is the current billing date
- Click Display
- Select the invoice you want to e-mail
- Click Email
Print Invoices
- Select Accounting
- Click Client Accounts
- Invoice Date Range is the current billing date
- Click Display
- Select the invoice you want to e-mail
- Click Email
Void an Invoice
- Click Client Accounts
- Click on the invoice number
- Click Void
- Complete the process above to reissue the invoice once your adjustments are made
Delete Payroll
- Click Caregiver Accounts
- Click Caregiver name
- Click Delete
Un-Approve an Invoiced & Payrolled Visit
*Note: If a visit has had billing & payroll run against it, then you will NOT be able to make changes to the visit such as editing rates, hours, miles, etc. To un-approve a visit you will need to void the invoice that has that visit associated to it and cancel the payroll.
- Refer to ‘Void an Invoice’ steps
2. Refer to ‘Delete Payroll’ steps
-
- Within the visit itself in the Schedule Details you can scroll down to the Account Status and click the Undo arrow
- There will be a Cancel Invoice & Payroll popup and you will also need to check the box to ‘Delete Payroll – please note that you are only deleting the record; if the caregiver has already been paid, then this will not impact anything
3. Then de-select the Approve checkbox and Save your change
4. You will now be able to proceed with making updates to the visit
5. Then Save your changes and select the Approve checkbox to Re-approve the visit with your updates
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