Service Types play an important role across many aspects of Rosemark. First and foremost they convey to everyone involved the type of service that is needed. A Companion Care shift is going to look very different from an RN Assessment shift. Caregivers that work different service types will better understand what is expected of them based on the type of service being worked.
The second most important aspect of a service type is how it relates to billing and payroll based on the payment obligation. Using the above example a Companion Care shift is often billed and paid at a lower rate than a RN Assessment Different services might also be paid by different parties. The client or a loved one might pay for the Companion Care shift but the RN Assessment might not be billed to the client and instead is a requirement of a Medicaid waiver program. Service types allow agencies to adjust not only these factors but many more.
A few other things to keep in mind about service types are:
- Some clients will only have one service type while others might have many. There is no right or wrong number of service types as it all depends on the needs of the client.
- For Medicaid and VA agencies service types are associated with HCPCS (procedure/billing) codes.
- Care Plans are specific to service type meaning that when a caregiver logs tasks on a companion care shift they won't see the RN assessment tasks and vice versa.
- Service types can be managed at two levels, the global configuration list as well as on a per client basis.
Service Type Configuration
To configure or review your Service Types in the main Rosemark window, go to the File Menu, select Configuration, and select Service Types and Rates.
In the Service Types window on the left side of the window you will see the list of service types. You can add or edit these services as needed. If you select a service on the right the historical bill and pay rates as well as the current QuickBooks settings.
Adding a new service type is a simple process. Click the Add Service Type Button at the bottom of the window. You will then be prompted to name the service type. Service types can be renamed, but you will need to reach out to the Customer Success team.
Once a Service Type has been added you can fill in additional information. To add rates click the Add Rates button, and select the date you want the rate to be effective.
Once rates have been added depending on your agency specific billing and payroll setup you may need to set the QuickBooks account information (for more info about setting up QuickBooks you can reference the QuickBooks Connection page). You can also edit the option type of billing and pay rates. The bill and rate option types include:
- Hourly
- Flat Rate
- Ratio per Hour
- Max Hours
- Quantized Rate
You can always go back later and adjust rates by clicking Add Rates and choosing a new effective date.
Adding Services to a Client
Adding a service to a client is a simple process.
- Open the client's profile and select Add Service.
- A new Client Service Window will appear. The first thing we want to do is set the service type. Click the set button.
- This will open up a new window with a list of your active service types. Select the one the client needs and then click Ok.
For many agencies the next step will be to add the Payment Obligation and set a customer. Do note that some services (mostly Medicaid services) might not need a payment obligation because you are billing the state. If you are not sure if you need to do the following steps reach out to the Customer Success team.
- If you need to set up a payment obligation press the Add PO button.
- The Payment Obligation window will appear and you will have the option to enter the relevant information.
- Starting and Through Date Fields (the red box) - This date range field determines the duration the customer is paying for the services.
- Many agencies leave the through date blank if the customer is not expected to change.
- Rosemark can handle a wide variety of billing needs. If you have a unique billing issue reach out to the Customer Success team and we are happy to help.
- Customer Field (the blue box) - This field determines who is going to be billed for the service.
- If the client is paying for their own service (Private Pay) you can click the Same as Client button for a one button setup.
- The Set Customer button can be used to create a new customer or, if the customer has an existing profile you can search and add them from here.
- Bill Rates Field (the green box) - If a service has a unique billing or payroll situation you can adjust those here and have that apply to all the shifts on the service. Reach out to customer success for more details.
- At the end of the service process you should have something that looks like the image below.
- A few tips to keep in mind about services:
- Some clients will only have one service. Others may have multiple.
- For most agencies once a service type is set up they don't need to revisit it unless there is a change in how the services are being paid for.
- If you are adding a new service type reach out to the Customer Success team. There may be additional steps that need to be completed for billing and payroll to process correctly.
- Adding a service does not impact the client's status. A client becomes active when the first schedule begins. This is covered more in detail in the Schedule Manager section.