The CareTime Invoicing Module (Payments)

CareTime Invoicing Module (Payments)

Do you have private pay clients or want to expand your home care business to accept private pay clients? We have some great news for you! 

You can create, send, and reconcile all invoices within our system! 

Invoices can be created manually, sent automatically on a schedule, or be pulled from visit data.

CareTime can handle hourly invoicing, task-based invoicing, pre-billing, and recurring auto-drafts. 

 

Configuring Your Invoicing Agency Settings

You will see a section labeled Billing in the Agency Details - Configuration page. 

  • Enable Billing 
    • Select yes or no depending on if your agency bills for visits through CareTime
  • Default Billing
    • This will show if Billing is set to yes
    • You can choose which billing option your consumers will default to in their setup, claims or private pay 
  • Default Invoice Type
    • If private pay is selected, you can choose which billing type your consumers will default to in their setup, hourly or task based.
  • Default Hourly Rate
    • This is the default rate applied to all invoicing visits when using hourly billing

Question: I currently use the claim billing module, will this update affect any of my current setup? 

Answer: No. If you currently have the claims module turned on, we will set your default billing to claims. All visits will appear in compile visits as usual. All of your consumers will be set to claims. 

Consumer Profile Settings

You will see the below options in the consumer Billing tab 

  • Enable Billing 
    • If this is set to no in agency details, the option to set to yes will be greyed out
    • Select yes or no depending on if your agency bills for visits for this specific consumer through CareTime
  • Billing Type
    • This will show if Enable Billing is set to yes
    • You can choose which billing option the consumer will use, claims or private pay 
  • Invoice Type
    • This will show if Billing Type is set to Private Pay
    • You can select either Hourly Billing, Task Based Billing, or Fixed Amount 
  • Invoice Billing Rate 
    • This will show if Billing Type is set to Private Pay
    • You can select to use the default hourly/task rates, or custom hourly/task rates for that specific consumer 
  • Amount and Type 
    • This will show if Invoice Type is set to Fixed Amount
    • You can enter the fixed amount that should be charged each time billing is run
    • For Type, you can select either Pre-Bill or Recurring Auto Draft 
      • Pre-Bill allows you to charge for services in advance. Pre-Bill clients will be pulled in Auto Invoicing where you can assign the dates the invoice is for.
      • Recurring Auto-Draft allows you to send invoices on a schedule that are run and reconciled automatically 
        • A payment method must be entered under Manage payment details and be made the default payment, a email the invoice will be sent to must also be entered
        • Invoices will automatically be sent on 8AM ET according to the schedule and amount you have set for the consumer 
        • Paid invoices will automatically go in the Paid tab of the Invoicing List 
        • Failed invoices will stay in the Sent tab of the Invoicing List with the status of "Sent but payment failed." in red bold text
        • The consumer will get a receipt for successful or unsuccessful payments 
  • Manage Payment Methods 
    • This purple button will appear in the top right corner if the consumer is set to Billing Type Private
    • Here you can directly enter your client's payment methods, card or bank
    • You can delete a saved payment by hitting the red trash can or set the payment as a default by hitting the purple dollar 

Question: If I have both claims and private pay consumers, can I bill both through CareTime? 

Answer: Yes! If the client is set to Private Pay billing, their visits will populate in the Auto Invoicing List. If the client is set to Claims, their visits will populate in the Compile Visits List.

Invoicing Module

You will see a menu option on the left when logged into CareTime. The Invoicing module is comprised of four parts 

  1. Account 
  2. Manual Invoice
  3. Auto Invoicing
  4. Invoice List

Account

This is where you will be able to create your invoicing account. This only has to be created once, then your details are saved. See the CareTime Payments Enrollment Application Checklist attached at the bottom of this article to see what information you will need.

You will have to complete a merchant enrollment by clicking on "Create Account".

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You will then be guided through an enrollment application on the payment platform. 

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Once your account has been created, you will only need to come to this page if you want to make an update to your Stax account or invoice email details or check on the status of approval, which may take typically 1-3 business days.

There is an "Email Branding" tab which will allow you to customize the information sent on the invoice. This is the information consumers will see when opening the invoice email. You can customize the subject, description at the top, description at the bottom, and agency contact details.

Manual Invoice 

If you would like to create an invoice manually, you would do that here. You can select a consumer, input the invoice details, and the completed invoice will be seen in the Invoice List for sending. 

You can choose task based or hourly billing and the units or charge for each. You can even add an "Additional Charge" with a description that will be shown on the invoice. 

Auto Invoicing 

Mode: Visit Based

No one wants to create a manual invoice for every single visit. With Auto Invoicing, invoices are created based on visit data. If the consumer is set to private pay, either task based or hourly billing, a visit worked on that client will appear here. Clicking the green plus sign will show you more information regarding the visit.

Once an invoice has been created for a visit, the visit will no longer appear in Auto Invoicing. This helps prevent double billing. 

A Visit Based example: Client A is set to private pay, hourly billing, default hourly billing. The agency is set to a default hourly billing of $15. If the caregiver goes to visit Client A on 09/15/2020 for 10 hours, an invoice will be created for that date of service for 10 hours x $15 hourly default billing for a total charge of $150. 

If Client A had a custom hourly rate in her profile, $18 for example, the visit on 09/15/2020 would create an invoice for 10 hours x $18 hourly default billing for a total charge of $180. 

Task based billing works the same way. Any tasks completed (and recorded through the CareTime mobile app) would be listed with their associated charges, whether that be a default charge or a custom charge for the task. Default task charges can be assigned in Manage Lists - Tasks.

When creating an invoice in Auto Invoicing, you have three options: 

  1. Batch All Invoices - If you select all visits, one invoice will be created per job will all visits from the selected date range included. 
  2. Batch Selected Visits - All selected visits will appear in one invoice. They are still separated by job.
  3. Create Individual Invoices - Each visit selected will appear in it's own invoice. 

You have the option to add an additional charge to the invoice(s) after selecting one of the three buttons for creating an invoice. 

Mode: Pre-Bill

If the client was set to Pre-Bill in their profile along with an amount, invoices for these clients can be pulled here. Make sure the Mode below the Auto-Invoicing header has been set to Pre-Bill. You can use the filters to pull clients from certain zones or search by specific clients. 

The date selectors will allow you to assign which dates you are pre-billing for. 

A Pre-Bill example: You want to pre-bill all of your clients for the upcoming week, so you would select the dates for that week, September 6, 2021 - September 12, 2021. When you enter those dates and hit the blue Run Pre-Bill button, all of your clients who are set to Pre-Bill will generate along with the fixed amount that was entered in their profile.

You can select the checkbox to the left of the column names to select all invoices and then hit the Create Invoices button to move those invoices to the Invoicing List where they can be sent.

Invoice List 

The Invoice List is where all of your created invoices live. There are five tabs in this section: 

  1. Pending
  2. Sent
  3. Paid 
  4. Refunded
  5. Uncollectible

Pending Invoices
Any invoice that has been created, but not yet sent will appear here. 

From the pending tab you can: 

  • Search for invoices based on date of service, consumer, or the consumer's email 
  • Select certain invoices or all invoices for sending 
  • View the invoice details by clicking on the eye icon
  • Manually update the status (send the invoice to a different tab) by clicking the eye icon and then the appropriate status
  • Download a pdf of the invoice by clicking the page icon

You will not have the option to send the invoice if no email was provided as the recipient 

Sent Invoices
Any invoice that has been sent via email will appear here. 

From the sent tab you can: 

  • Search for invoices based on date of service, consumer, or the consumer's email 
  • Select certain invoices to be resent as a reminder
  • View the invoice details by clicking on the eye icon
  • Manually update the status (send the invoice to a different tab) by clicking the eye icon and then the appropriate status
  • See if the invoice was sent but failed, or only partially paid. If the invoice was partially paid and you send a reminder, only the remaining balance due will be sent to the customer for payment.
  • Download a pdf of the invoice by clicking the page icon
  • Auto-draft an invoice if a consumer has set up their payment account. This can be done by clicking the dollar bill icon. ***You must get permission from the consumer before auto drafting their invoice.***

Paid Invoices
Any invoice that has been sent via email and paid will automatically appear here. 

From the paid tab you can: 

  • Search for invoices based on date of service, consumer, or the consumer's email 
  • Select certain invoices to be refunded by clicking on the arrows icon
  • View the invoice details by clicking on the eye icon
  • Manually update the status (send the invoice to a different tab) by clicking the eye icon and then the appropriate status
  • Download a pdf of the invoice by clicking the page icon

Refunded Invoices
Any invoice that has been sent via email, paid, then refunded through CareTime will automatically appear here. 

From the refunded tab you can: 

  • Search for invoices based on date of service, consumer, or the consumer's email 
  • View the invoice details by clicking on the eye icon
  • Manually update the status (send the invoice to a different tab) by clicking the eye icon and then the appropriate status
  • Download a pdf of the invoice by clicking the page icon

Uncollectible Invoices
Any invoice that you do not expect to receive payment for can manually be moved to the uncollectible tab. 

From the uncollectible tab you can: 

  • Search for invoices based on date of service, consumer, or the consumer's email 
  • View the invoice details by clicking on the eye icon
  • Manually update the status (send the invoice to a different tab) by clicking the eye icon and then the appropriate status
  • Download a pdf of the invoice by clicking the page icon

What the Consumer Sees

When the consumer opens the invoice email, they will see a summery of what the charges are from and an option to pay the invoice. 

All dates of service along with hours or tasks completed will be shown. The total will be given at the bottom of the invoice.  

They will have the option to pay with a card or a bank account.

The client can split the invoice between multiple payment methods, the total split must equal 100% of the total due. 

 

What is the Cost?

The invoicing module itself is free for all CareTime customers. However, credit card and bank processing fees apply according to bank and card networks, gateways and interchange. The fees are as follows: 

  • 3.85% Credit Card, 2% ACH, 4.85% AMEX card
  • All have +1% for International, +1% for Currency Conversion

Want to get started collecting payments from clients and get paid faster? Login to your CareTime Account Now!

 

 

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