Senior Living Communities

Enabling Service Packages and POC Charges

To use Service Package Management, you must enable Service Packages for each community. You can customize service packages for: 

  • Recurring charge frequency and billing rules.

  • Approvals.

  • Rounding Units for scores with decimal values.

  • POC generated charges.

Note

You must set up Service Package Categories before enabling Service Packages.

For more information, see Setting up Service Package Management Quick Reference Guide.

You must enable Service Package Time Tracking before enabling POC generated charges. 

For more information, see Enabling POC Time Tracking for Tasks and Interventions.

  1. Billing: Setup > Service Billing Options. 

  • Enable Service Packages - Select option to activate the Service Package tab in residents' charts.

  • Service Package Recurring Charge Options - select options. Options you select apply to all service level charges for the community.

    • Charge Frequency - Select option.

      • Monthly - Select to charge a consistent monthly rate for Service Package Levels.

      • Daily - Select to charge a daily rate. Charges for services vary monthly based on number of days in the month.

      Warning

      To bill accurately, Charge Frequency and the amount in the charge code associated to the service package must sync. For example,

      1. You create a charge code for Service Package Level Gold with a monthly amount, $600.

      2. Charge Frequency is set to Daily.

      3. In a 30-day month, the resident is billed $600 X 30 days or $18,000, instead of $600. To correct setup, you must either select Charge Frequency, Monthly, or change the charge code amount to a daily rate of $20. If Charge Frequency is Daily, the service level billed amount fluctuates monthly based on number of days in the month. To charge a consistent monthly rate for service levels, select Charge Frequency, Monthly.

    • Charge in Advance - Select option to bill service packages in advance for the billing period.

    • Charge on Leave/Hold - Select option to bill service packages when the Resident is on Leave/Hold.

    • Prorate - Select option to prorate service package charges if the Resident is in-house only part of the month.

      • Prorate on Payer Change - appears if you select the Prorate option. Select option to prorate service package charges based on census Payer changes.

    • Transaction per Day - appears if Charge Frequency is Daily. Select option to bill the resident service package using a transaction per day rather than one monthly transaction. Daily transactions appear on separate lines on the statement.

  • Enable Service Level change notifications from Custom Forms (UDA - User Defined Forms) -  Select option to automatically notify management of changes in a resident's service level based on rating scores from forms.

    • Approval options:

      • Always Requires Approval - Select option to require approval documentation to be completed before any residents' service level changes take effect.

      • Never Requires Approval - Select option to allow all residents' service level changes to take effect before approval documentation is completed.

      • Only Requires Approval for Selected Residents - Select option to determine approval requirements per resident. The Approval Required option appears on the Service Package tab for all residents. Select Approval Required only for residents requiring approval documentation to be completed before service level changes take effect.

    • Approve Automatically after - Select option and type the number of days before service level changes are automatically approved.

    • Approval Signatories - Select options.

      • Care Team Signature - Select if required.

      • Escalation Signature (if exceptions) - Select to require approval if the resident or authorized representative disagrees with the service level change.

    • Contact type to call for Approval - Select option.

  • Trigger notifications if there are no service changes - Select to be notified when a form is completed and results in no change in services.

  • Default Service Package Effective Date - Select option.

  • Round units to - Select a rounding option or Do not round if your form scores can have decimal values. If you select Do not round, you still have the option to change the unit amount in the resident's service package notification. 

    • Description to use for Recurring Charges - Appears if you select Do not round.

      Important

      The unit amount in recurring charges is always 1. To reflect accurate charge details on statements, PointClickCare recommends completing Description to use for recurring charges. If you do not complete the description, transactions appear on the statement with the charge code description, 1 unit, and the total charge.

      • Text before - Type the information to prefix Charge Code Description on statements. 

      • Number of Units - Select to include the number of units from the resident's service package.

      • Unit Price - Select to include the charge per unit from the resident's service package. 

  • Allow charges to be created from POC tasks and interventions - appears if the Point of Care (POC) module is enabled. Select option to automatically create ancillary charge batches for Points Service Package service overages and charges excluded from the resident's service package.

    • POC Service Week options - Select your service week start and end days. Service week is the period used to calculate service charge units generated from POC documentation. The POC Billing Job includes all unbilled tasks you document within the job start and end dates. If you document a task late, it is still charged. For example

      1. You completed a task on 2/5 and did not document POC.

      2. The POC Billing Job for the week of 1/31 - 2/6 is complete and the task is not billed.

      3. The next POC Billing Job starts on 2/7 and ends on 2/13.

      4. You document the task on 2/8 with Effective Date, 2/5. The Effective Date is before the POC Billing Job start date, 2/7.

      5. The task is unbilled, and the POC Billing Job starting 2/7 includes and bills the task.

    • POC service minutes per unit of charge code - Appears if service time tracking is enabled for POC. Type the number of minutes comprising one unit of measure in POC. The value is used to calculate the number of service units provided and charge for services provided in excess of a Points Service Package allowance. 

      Note

      The value entered in POC service minutes per unit of charge code defines the minutes per unit for all POC services for the community.