Client Specific Rates

Working with Client Specific Rates

The Client Specific Rates feature is used to collect billing rates for a consumer that should be used when generating invoices in place of the general billing rates that are captured within the BillingBuilder and the Billing Rates feature.

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Required Permissions

Permissions required to use the Client Specific Rates feature are as follows:

• View/Create/Edit/Delete Client Specific Rates

Note:  For this permission to be available, the AWARDS Help Desk needs to activate this feature first.

Note:  Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need the permission listed here, please contact your supervisor or your local Help Desk for assistance.

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Click-by-Click Instructions

To enter a new client specific rate, or to update or delete an existing client specific rates, complete the following steps from the AWARDS Home screen:

1. In the Charts menu, select the Program from the Program drop-down menu. Then select Entitlements > Client Specific Rates.

   

2. Select the client.

   

   Note: If the client is a former/discharged client, first toggle the Archives switch.

3. Once a client is selected, their existing rate records are displayed in the table.

   Note:  Use the Search box to help trim down the results to find a rate record quicker.
    

To View

1. Click the checkbox to the left of the ID number assigned to the rate record and click the View Record icon.  A modal will open displaying the details of the rate record.
2. Click the X in the upper right corner to close the modal.

To Create

1. Click the Add New Record icon.  A modal will open allowing the following to be entered:
   1. Insurance Type (required):  Select the payer to enter a rate for.  
      1. Note:  This will display all payers assigned to the client within their Certified Enlistments record.
   2. Procedure (required):  Select a procedure to enter a rate for.  
      1. Note:  This will display all procedures for the payer selected previously that have the setting called Use Client Specific Rates selected within the procedure configuration screen (BillingBuilder > Configure Billing Types > select the desired payer > click View Billing Types > select desired billing type > click Edit Procedures > select desired procedure > click Update > scroll to the second screen of configuring a procedure > setting is called Use Client Specific Rates.)
   3. Rate (required):  Enter a rate to be used when generating invoices.
   4. Effective (required):  Enter an effective date for the rate record.  
      1. Note:  This data is service date sensitive, so be sure to enter a date that is on or before the service dates needing to be billed.
   5. Expires (optional):  Enter an expires date for the rate record.  
      1. Note:  This data is service date sensitive, so be sure to enter a date that is on or after the service dates needing to be billed.
2. Click Save to save the new rate record, or Cancel to not save and discard the rate record.
    

To Edit

1. Click the checkbox to the left of the ID number assigned to the rate record and click the Edit Record icon.  A modal will open displaying the details of the rate record in edit mode.  
   1. Note:  Insurance Type and Procedure cannot be edited, only Rate, Effective, and Expires can.
2. Edit any needed data and click Update to save changes made, or Cancel to not save and discard changes made.

To Delete

1. Click the checkbox to the left of the ID number assigned to the rate record and click the Delete Selected Records icon.  A modal will open asking for confirmation before deleting.
2. Click Delete to delete the selected records, or Cancel to not delete the selected records.  
   1. Note:  This action cannot be undone.  Once a billing rate record is deleted, it is gone forever.

 

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Billing Impact

If a client has a rate record entered that is applicable for the payer/program/procedure/service date being billed, it will be used in place of the general rate found in BillingBuilder > Billing Rates.  If the consumer doesn’t have a rate record that can be used, the general billing rate will be used.

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Reporting

Rate records entered in Client Specific Rates can be reported on using the Billing Rates ReportBuilder, which is available within the Reports section of the left nav as well as within the BillingBuidler > Billing Rates feature.