Printer Friendly PDFSetting Different Fees for Different Visit Types for a Client
How to enter and use different fees associated with different visit types (CPT codes) for a client.
Manage your client fees under the Client Activity > Setup > Billing Setup tab
The fees shown under Billing Setup are now associated specifically with the displayed visit type. There are two ways to set different fees for a different visit type. The first way is to select the new visit type from the drop-down list in the Default Visit Type field.
Select a new visit type from the drop-down list
Click on the field to display the drop-down list of alternative visit types. (This list is under your control, and you can add or delete entries as desired, under your User Settings > System Settings > System Preferences.)
The current fees are initially used as the default fees for the new visit type
When a new visit type is selected, the fees are initially set to the same values as for the previous visit type that was viewed (if it was a chargeable visit with non-zero fees).
Enter the new fees to be used for the new visit type
The fees that you enter for the newly-selected visit type will now automatically be used when you create a session using that visit type. The original fees with the previous visit type will be used when that visit type is applied to a session. You can view all the fees associated with the different visit types by displaying the Fee List, using the "View Fee List" button.
Viewing the Fee List
Within the Fee List, you can change the fees or add new visit types to the list. To add a new visit type in the Fee List, select the new visit type from the drop-down list at the bottom of the window.
Adding a new visit type to the Fee List
As soon as you've selected the new visit type (Report Preparation, in this example), a new entry is made in the Fee List, and the fees from the last viewed visit type are applied to the new visit type.
Entering new fees for the new visit type
You can enter new fees or change existing fees by typing directly in the fields in this window.
Viewing the fees in the Client Setup layout
When you return to the Client Setup layout, the correct fees for the new visit type will be displayed. The fees for any of the other visit types can be displayed simply by selecting that visit type from the drop-down list.
Viewing the CPT Codes (Visit Type) list
You can view the list of visit types that appear in the drop-down list by going to your User Settings > System Settings > System Preferences tab, and clicking on the "View CPT Codes List."
Managing the CPT Code List
When viewing the CPT Code List, you can add new entries, or delete unused ones. You can designate whether they are to be charged only to the client only by placing "CL" in the Code field (no charge will be entered into the insurance account). You can designate that they do not incur any charges by placing "NC" in the Code field (you can record the interaction, and no charges will be entered into either the client or insurance accounts). If a valid number is entered in the Code field, the session will be charged to both the client and the insurance accounts.
Adding a visit type with a client charge only
In this example, a visit type of "Consultation with Teachers" has been added, and has been designated "CL." When a session is created with this visit type, the client will be charged, but the insurance account will not be charged.
Reviewing the session fees
You can set the client fee for the new visit type. When you create it, the insurance fees will automatically be set to zero.