Setting up billing for a resident / service user

When a resident has been admitted to a home it's important to ensure that their care can be billed for appropriately. To allow this, one or more funders/billing parties should be set up, and billing contracts added to the resident's account.

This article covers how to set up funders/billing parties, whether they are the resident (self-funding) or a key contact, and how to add one or more billing contracts.

How to set up billing for a resident / service user

A resident may have more than one billing party/source of funding. The steps are described below depending on the type of billing party you wish to add.

The resident is self-funding

If the resident is funding their own care, follow these steps to set them up as a billing party:

• From the main navigation select Service users, then select the appropriate service user.
• Select the Billing tab from the top of the page, then select Setup billing.
• All fields are optional, but if necessary you can:
  • Change how the service user will be identified in invoices under Service user identification.
  • Set an FAO for invoices, and determine how documents are sent via Comms preference.
  • Set a Postal address for invoices to be sent to, if required.
  • Select an intended Payment method.
  • Add a Statement reference to appear on statements for the billing party.
  • Set an Invoice reminder schedule - you can read more about invoice reminders here.
• When complete, select Save to record the billing details.

A resident's key contact is funding

Any of the resident's key contacts, usually close family members, can also be a source of funding/billing party. Follow the steps below to set a key contact as a billing party:

• From the main navigation select Service users, then select the appropriate service user.
• Select the Key contacts tab from the top of the page, then select the appropriate contact.
  • If the contact is not listed yet, select the Add action from the top of the page, then complete the Add contact form and Save.
• From the View tab for the contact, select the Setup billing action from the top of the page.
• The fields included are largely the same as when setting up billing for a service user (self-funding), so refer to the details above for guidance. Complete the form and then select Enable billing.

To amend existing billing settings for a service user key contact, return to their record, scroll down to the Billing section and select Manage billing.

How to add a billing contract

When one or more billing parties have been added, billing contracts can be added to the service user account. Follow these steps to add a billing contract:

• From the main navigation select Service users, then select the appropriate service user.
• Select the Billing tab, then scroll down to the Billing contracts section and select Add contract.
• Select the Name of the billing party (Councils and ICBs are included in the list).
• Select the Billing schedule. If nothing is listed, you can find out more about billing schedules here.
• Select the Billing ruleset. If nothing is listed, you can find out more about billing rulesets here.
• Set the contract Start date, and optionally an End date (see note below).
• Enter the Fee contribution and select the Per field to set the frequency, or Fixed monthly fees - find out more.
• Select the Type of contract, e.g. Private, Local authority, FNC etc.
  • Optionally, select a Tracked care fund to track the reduction of the fund over time.
• The Invoice item type should be automatically set based on the Contribution Type already chosen, but can be updated if required.
  • Optionally, an Invoice reference and/or Line item description can also be set.
• Select to Save the new billing contract.

If the resident's care is funded by multiple parties, the above process should be repeated to add all contracts, the value of which should total the rate for care of the resident.