When dealing with your home care agency’s finances, odds are you’ve run into into at least one of these common payroll and billing headaches at some point, if not all of them. There are solutions and we’ll get to that, but first see if these resonate with you. And, as if you don’t have enough headaches, we’ve given you one more to consider. sad dog with a headache

(1) Mistake prevention non existent in the payroll process

How many different places do you have to go to get the proper data to complete your payroll?

Have you ever done payroll and then realized later that you did not pay a caregiver for a shift because it didn’t get worked as it was originally set up? Rosemark home care software has reports that would help you work right through those outliers in no time. Wouldn’t you like to have a report that tells you all of the shifts that are unpayable or unbillable? Having these kinds of safety nets in your home care scheduling software when you are doing your billing and payroll can save you hours of time and hundreds of revenue dollars. 

(2) Limited options for pay and bill rates

In home care it’s good to keep all of your options open in terms of how you bill and pay. You probably don’t (or shouldn’t) pay all of your employees the same. This is also true for billing your clients. Different circumstances require different bill and pay options. You may want to be able to override a bill rate, for example, in order to sign up a client where you might offer a special limited time rate. In the case of a difficult client you may need to charge a higher rate to the client and pay a higher than normal rate to the caregiver.  Another example might be that you want to be able to change a pay or bill rate for a client or caregiver on a particular service or a single shift.

Going in and changing the holiday rates for all of your clients and caregivers every time there is a holiday really eats up your time.You should be able to set your holiday bill and pay rates up for the whole year in one sitting. 

(3) Double Entry

The most annoying form of double entry is when it involves numbers. The chance of making a mistake is just exponential when you first have to get the numbers correctly entered but then the data has to be manually entered into a different location as well. You might copy the wrong number and put it in the right place or put the right number in a wrong place. It makes dealing with the financials an unsettling process, to say the least. 

(4) What to do with third party providers (Medicaid and insurance, and VA billing)

Jumping through hoops in order to bill Medicaid, insurance and the Veterans Administration (VA) or other third party providers can be a pain. What if you had the flexibility of exporting data including those formatted specifically for these third party payer sources? This can be made easy by using automating the CMS 1500, 837p, 837i and UB04 forms. 

(5) Importing and exporting to Quickbooks is cumbersome and mistake prone

Does this sound familiar? You gather your billing information, export that data to an external file, next you go to QuickBooks and then do the import to QuickBooks only to find that you have the wrong set up and/or the wrong information and now you have to spend time backtracking to find out what you missed or got wrong. There’s no feedback and no resources to help you get it right. You’re on your own to search through details in your office or software every billing cycle.

Another possibility, often what people don’t realize is that Quickbooks data imports actually bypass some of the program’s business rules, making it possible to corrupt your Quickbooks company file by importing poorly-formed data files. Rosemark’s direct integration process prevents this corruption from happening. 

(6)  So hard to keep track of adjustments

So when you get to your next round of invoices there are a dozen or more adjustments to make because what actually happened is different than what was originally billed. That’s the nature of home care, isn’t it? Boy, don’t you wish that your home care software kept track of that and could make the adjustments for you. With Rosemark Home Care Management System and Support it will be done. As long as the schedule is made to be correct your invoice adjustments will be reflected on the current invoice, up to 90 days before.

Some states in the U.S. allow for billing in advance. If you are in one of those states you can use the bill in advance feature in combination with automatic adjustments to greatly improve your cash flow. 

***Bonus Headache: Staff can see my pay and bill rates

As you grow your business (or if you already have a large agency), you probably segment out the jobs in your office to specific roles. You have the scheduler(s), the payroll person, a marketing person, etc. In other systems, once your emloyees are logged in to your home care scheduling software they are in, and they can see everything. Uncomfortable situations can occur if you have an unhappy employee who wonders why they are getting paid less than their co-worker. There is no need to have all of those people seeing all of the different areas of your data. Different roles should require different levels of access.

A worst-case scenario (and this happens occasionally) is when a disgruntled employee tries to do damage to your data. You may wish you could turn back time on your data to get everything right. You can, because with Rosemark, automatic incremental backups ensure that your data is never lost and and is always retrievable.

If some or all of these billing and payroll headaches are familiar to you, don’t despair. Rosemark and the Shoshana Technologies staff have the fixes for you.

Give us a call 734-662-3537