Bill Codes determine how Visits and Premiums are billed to specific Funders. Invoicing can be done through AlayaCare or items can be exported to an external billing system via a Billing Export.
Each bill code has a rate attached that indicates how much will be billed to a Funder. For example, if your agency provides private service for $18/hour, you can set up a bill code at a rate of $18, and then link it to your private pay funder.
To view, add, edit, or disable a bill code, go to Accounting > Accounting Settings > Bill Codes.
Add a Bill Code
1. Go to Accounting > Accounting Settings > Bill Codes.
2. Select + Add Bill Code.
3. In the dialog, fill in the required and appropriate fields.
- Code: The shorthand that will be displayed to staff throughout the application.
- Name: The display name for clients on invoices, so it should be client-friendly.
- GL Revenue: Revenue account against which this Bill Code should be logged in the General Ledger. If you only have one revenue account created in your Chart of Accounts, it will already be selected here.
- Funder: Choose a Funder for the Bill Code.
- Taxes: If you have configured any Taxes, you can add them here.
- Excluded from Billing: This is unchecked by default. If you check this option, any visits or premiums with this Bill Code will never appear in an invoice.
- Default Rate: Set the rate for the Bill Code. You can enter up to 4 decimal places.
Units: Choose between per hour, per visit, and per rate.
- ⚠️ The Unit you select determines how Visits will be billed on invoices (as billed per Hour, Visit, or Rate). Select Rate if your organization charges a flat rate for a Service. Select Visit if you charge a flat rate per Visit. ⚠️
- Default Rate ID: This optional field allows you to assign a custom unique ID to a rate.
- Effective Date: Only visits and Premiums created as of this date will be subject to the rate you are configuring. Multiple rates can be added and will come into effect based on the date.
- +Add Time Specific Rule: Time Specific Rules allow you to set different rates based on certain times of day or days of the week.
Notes for Coordination of Benefits (COB):
- For patients participating in the COB program, where the primary payor is a professional type and the secondary payor is an institutional type, you can capture the Revenue Code in this step specifically for professional claims.
- The entry fields for professional claims will appear in this dialog when you select a professional-type funder.
- Filling in the revenue code field ensures institutional claim compliance. The collected information is sent to the secondary payor, supporting adherence to the COB claim requirements.
4. To confirm the bill code creation, Save.
⚠ After saving a Bill Code, you can no longer make changes to the Funder and Units. This prevents data-related problems later on in the billing process. ⚠
Search for a Bill Code
To search and filter, select the filter icon. You can filter by status, and funder, and search by code or name.
Edit a Bill Code
To edit a Bill Code, select Edit. Make your changes, and Save.
⚠ Editing a Bill Code will make no difference to existing invoices. ⚠
Disable a Bill Code
To disable a Bill Code, select Disable on the dropdown. ⚠ Disabling a Bill Code will not affect any prior uses of the Bill Code. It will only prevent its being available as a possible selection in dropdowns going forward. ⚠