Setup & Manage Fee Levels & Periods in D4Web

Setup & Manage Fee Levels & Periods in D4Web

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Fees Levels are created, then can be edited, updated, for each locations (if using multi location).Multiple fee levels can be created for practices charging different amounts depending on patients connection to Schemes, Insurances, Concessions etc. Providers are also able to have individual fee levels to suit their unique charging requirements. Each Item can also have a GST component, a variable or locked mode, surcharges can be added for weekend and/ or public holiday work 

Where to find the Fees page

Click the navigation menu > Management > Fees page

Setup Fee Levels

Create a New Fee Level

  1. Click NEW LEVEL
    1. from: Optional - select an existing Fee Level Name to copy fees from
    2. To new: Enter the name of the new fee level
    3. Since: Enter the start date of this new fee level
    4. Click OK
       

Add Fees to the New Level

  1. Highlight the fee level
  2. Fee($): Enter the dollar amount, including GST
  3. Mode: Select if this items fee is 
    1. Variable: Can be altered in Treatment Plan, Treatment and by Discounts
    2. Fixed: Cannot be altered in Treatment Plan or Treatment. Special permission required for Discounts.
    3. Increase: Can only be increased in Treatment Plan and Treatment. Special permission required for Discounts. 
    4. Decease: Can only be reduced in Treatment Plan and Treatment. 

NOTE: GST is set within items.

Setup Location Based Fees

Follow these instructions when working in a multi-location environment where fees are set per location, rather than share between all locations.

Considerations

  1. All locations will contain the same fee level names
  2. Fee Level period dates will be the same for all locations
  3. A user is able to set the default fee level on a per location basis i.e. each location can have a different default fee level
  4. When a user activates Use Location Based Fees, the existing default fee levels for existing locations is kept
  5. When a user activates Use Location Based Fees, Provider based fees is not possible
  6. When a user selects Set as default level, the selected fee level will be made default for the location the user is viewing
  7. Where a user adds a new fee level it will be made available to all locations
  8. Where a user chooses to copy Fees when creating a new fee level all locations will be given the same Location Fees

Select Location

Once the Location Based Fees feature is activated, location-related options will be available within the Fees page to allow users to set a fee for an item based on the location at which the treatment was performed (Location fee). 

  1. To view/add/edit fees, select the appropriate Location first 

  2. Then select the Fee level name

Select How a Patient is Assigned a Location Fee Level

As patients move between locations, the system must know how to assign the fee level for the patient.  
Make sure to Activate & Setup the Location based fees before proceeding.
  1. Operations toolbar > When setting Patient Fees... 
    1. Use the location in patient details: The system will look for the patient’s location under Patient Records > Patient Details tab > Insurance /Various sub-tab
    2. Use the location of the patients main provider: The system will look for the location of the patient's main provider under Location Management > Providers tab and patient’s main provider under Patient Records > Patient Details tab
    3. Use the treating providers location: The system will look for the treatment provider’s location

  2. Operations Toolbar > When changing Treatment Provider...
    1. Prompt user to change or keep the item fee: Make selection in message popup
    2. Do not change the item fee: Nothing happens when changes are made
    3. Automatically change the item fee to Providers location: System searches for provider location information and settings and makes changes as needed.

Manage Fee Level features

Add New Fee Period

To ensure fees are never erased/typed over, Always create a new period start date before you edit/update your fees.
Treatment Plans and unaccounted treatment take information from the fees section, so it is best to keep a record of each fee charged per date range.
  1. Select the relevant fee level 
  2. Click on the Add New Period icon
    1. Enter the new fee period start date 
    2. Click OK

    3. It is now possible to update fees (see next instruction), from the specified start date without affecting past fees
       Drop list to view other fee periods

Update Fees

Once you have created a new period (see instructions above), add the new fees to the selected Fee level
There are two ways fees can be updated:
  1. Manual Update:
    1. Type over the existing fees in the new period

  2. Percentage Update:
    1. Click UPDATE THE FEES
    2. Select Increase fees or Decrease fees: Enter the % amount to increase or decrease by
    3. Fee range to update: Tick Update all fees or type in the From $ to $ fields.
    4. Round fees to the nearest: select to apply rounding
    5. Tick Inactive if this fee level is no longer in use
      1. Select which level to move any patients that are in this level
    6. Click OK

Modify a Fee Period

Modify the 'From' date to change the end of the previous period or modify the 'to' date to change the start date of the next fee period.
  1. Select the relevant fee level from the Period drop list
  2. Click Edit icon
    1. Enter the new date/s 
    2. Click OK

Delete Fee Period

The Delete action will erase the selected period and the fees for that specific period.
The dates in the period before and after will automatically correct themselves so that they are successive again.
  1. Highlight the relevant fee level 
  2. Use the Period drop list to find the period to delete (Note: You cannot delete the first period)
    1. Click Delete icon
    2. Click YES

    Make Fee Level Inactive

    When a Fee Level is no longer needed, make it inactive to ensure staff don't use it against patients. 
    1. Highlight the Fee Level to make inactive
    2. Click UPDATE THE FEES
      1. Tick the Inactive box to make the level inactive
      2. Move Patient To: Select the active level to move all patients associated with the new inactive level to
      3. Click OK

    Reactivate Fee Level

    When a Fee Level has previously been marked as inactive, follow the same instructions as above to reactivate it (if needed). 
    1. This time after clicking UPDATE THE FEES
      1. Remove the tick from the Inactive box
      2. Click OK
    Link a Fee Level to an Insurance Funds for:
    Provider fee level to Insurance fund. E.g. Provider fee level to Insurance Fund

    or
    Insurance that has their own Fee Schedule. E.g CDBS Fee level to CDBS Insurance Fund

    1. Operations menu > Preferred Provider Scheme: Link Insurance Fund to Fee Level
    2. Fee Levels: Click on the Fee level 
    3. Insurance Funds: Click on the Insurance Fund to be linked 
    4. Click LINK
    5. Show Linked: Tick to show all linked Insurance Funds
    6. Click OK

    Fee Modes

    Each Item Number can have their fees set to one of the following modes:
    Variable: Fee can be changed
    Fixed: Fee cannot be changed
    Increase: Fee can be increased
    Decrease: Fee can be decreased
    By Default all items are set to Variable fee mode.
    To change the mode,
    1. Select the Fee level
    2. Use the drop list in the Mode column and change

    Set Public Holidays

    The system knows when it is the Weekend, however as Public Holidays differ between States, Territories and Countries, it is up to the user to add relevant Public Holidays. 
    1. Click SET PUBLIC HOLIDAYS
    2. Click ADD
    3. Holiday: Enter the holiday name or select an existing
    4. Date: Enter the date of the holiday
    5. States: Select the Location(s) this applies to, if applicable
    6. Click OK

    InfoPublic Holidays can be set  via the System Tables page also. 

    Import Fees from External Source

    Fees can be imported using a template found in D4Web
    Once the fees have exported and entered into the template, they can be imported and shared between multiple practice locations. 

    Generate Fee Import Template

    1. Operations menu > Select Generate Fee Import Template
    2. Click the most relevant option:
      1. Export All Newest Fees
      2. Export Newest Non-Zero Fees only
      3. Generate Template with Zero Fees
    3. Tick box to select the Fee Level to Export
    4. Click EXPORT

    5. Select the downloaded file and choose a location for the file to be saved in
      1. Enter a File Name
      2. Save the file as CSV
      3. Click Save
    6. Next, open the file and add the fees against the relevant item

    Import Fees

    1. Operations menu > Select Update Fees from File
      1. Fee Period Start Date: Enter the date the fees will become effective
      2. Click Select File for Import
        1. Find and select the file
        2. Click Open
    2. Select from:
      1. Add a new Period: A new period will be created with the new fee/s
      2. Update existing Period: The new fee will over right the existing fee/s
      3. Update existing or Add a new Period: 
      4. Untick Period must be the Last
      5. Untick Adding / Updating Period only when Non-Zero Fees exist
      6. Click IMPORT FEES
      7. Press EXIT

     

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