Fee Charts, Services and Reports

In this article we will go over the workflow of how Fee Chart, Services, and Reports work in Webcare.

Fee Charts | Services | Reports

Fee Charts

Editing/Updating an existing Fee Chart | Creating a new Fee Chart

You can access the Fee Chart by clicking on Administration (1) along the sub menu bar. 

Find the Service Entities (1) box and select Fee Chart (2)

This will take you to the Fee Chart screen. The Fee Chart shows all the Service Codes on the left side (1), and amounts associated with each service code on the right side (2).
The left-side shows data in the format of Funding Provider > Service Type > Service > Service Code - similar to how it is entered in the Services tab. (Find out how to set up a service here.)

Editing/Updating an Existing Fee Chart

Admin can select an existing fee chart from the dropdown list.

You can double-click a row and update Normal rate, Weekend rate, Holiday rate, and Rate Factor (Normal rate applies on weekdays, Weekend rate applies on weekends, and Holiday rate applies on holidays).

The Rate factor defines the unit at which this rate will apply.

All amounts are GST exclusive and Tax is added later in scheduler reports based on the country (e.g. NZ is 15% and Australia is 10%).

Once you have entered all of the rates for Normal, Weekend, Holiday and Rate Factor. Click on Update.

Once you have clicked Update, the data will be entered into the form. Below you will see that the new entries have red triangles next to them (1), this means the data is yet to be saved.
You can make multiple changes to the rates and then save (2) all changes in a single click.  

You can also Revert Changes before you save. This will take you back to the data entered from your last save.

Once Save Changes has been clicked all the red triangles will be gone and the data has been saved.

Creating a New Fee Chart

Admin can also Create New Fee Charts (1)

To create a new fee chart enter all the relevant information.

1. The Fee Charts name can be string values as per organisation requirements (e.g. NDIS-2022-Q3-rates) or numbers (e.g. 1, 17, 19). 
2. You can select a Parent Fee Chart. The fee chart you are creating will be a top up amount to the parent fee chart you have selected from the drop down list. The top up amount will be recorded separately in the reports.
3. You can add a description to your Fee Chart.
4. In Setup, there are two options. You can set it up as a new chart, with new rates that you can manually enter.
   Or you can select Copy amounts from, this will copy rates from any previous fee charts that you can select from the drop down list. This way you don’t have to manually retype all the rates. 
5. Save will create the new Fee Chart and you will be able to select it from the drop down list.

Organisations can have multiple Fee Charts for the same Service Code. This helps to define different rates for the same services (e.g. Auckland rates for the same service will be different from Dunedin rates)

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Services

These are managed under each client’s Services tab.

To access a clients Services - click on Clients along the main menu bar.

Click on the clients name you wish to view the Services for, in the example below we have selected Aroha Ataahua (1)

Select the Services (1) tab.

A client can have multiple services and not all services will have an associated fee chart, you will see below the list of Service Referrals (1). You can then select a Service Referral to bring up the information related to it (2).

Below you will see we have selected ACC from the Service Referrals list, this will bring up all the service information.
You can click on the Fee Chart Number to bring up the Fee Chart Rates list.
Select Edit to take the Services screen into Edit mode.

Fee Chart Rates List:

If you would like to change the Fee Chart, select Edit located in the top right hand corner of the Services screen.
You will see below, the screen is now in Edit mode. You can change the Fee Chart by clicking on the arrow next to the Fee Chart number and selecting from the drop down menu. 

Here we are changing the Fee Chart from number 8 to number 3 on the drop down list.

The Fee Chart number is now 3. You need to Save, before you Close the Editor.

Once a Service Referral has an associated Fee Chart, then all the scheduled hours under client’s Schedule will show fee chart amounts.

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Reports

Once the Fee Chart is linked to a service, all the budgeted and actual hours in Scheduler Reports will show the total amounts.

Click Reports along the main menu bar.

Once on the Reports screen, in the Client Custom Scheduler Reports (1) box, click on the Generic Client Scheduler Report (per Appointment) (2)

You will be taken to the below page:

Add Hours Type (1) for Budgeted, the Date Range (2), then Generate Report (3).

You can then use the Filters to customise your report. Click on Show Customisation Window to bring up the Field Chooser List.
From the Field Chooser list, we are dragging the Fee Chart field into the report. Two arrows will appear to show you wear to drop it when you reach the report header.

Fee Chart-related fields are Fee Chart, Unit Amount, Sub Total, Tax Amount, and Total Amount.
The calculations are done by: If an appointment has an associated Service Code linked to the Fee Chart, then use the respective Rate, based on the day (e.g. if the appointment is on a weekday then apply Normal Rate, if the appointment is on holiday then apply Holiday Rate). This will define the Unit Amount.

You can now see that the Fee Chart data has been added to the report:

Below we have added all of the Chart Fee related fields using the drag and drop from the Field Chooser List (Fee Chart, Unit Amount, Sub Total, Tax Amount, and Total Amount):

The sums are tallied based on Unit Amount and Total Hours of the appointment.
The report calculates Sub Total (Unit Amount x Total Hours),
Tax Amount (based on country 10% or 15%)
Total Amount (Sub Total + Tax Amount).
All amounts are rounded to the last 2-decimal digits.

They are summed up at the bottom of the report:

These reports can then be exported to different templates: Ministry (ACC, MOH, MSD), Private Insurance, NDIS, and Invoicing systems (Xero, MYOB, IMS)

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