How do I set up Visit Codes for my company?

How do I set up Visit Codes for my company?

One of the best parts of Boomr for Healthcare is being able to track time for employees that work on a per visit or per diem basis. The first step towards tracking per visit employees, is to set up a master list of visit codes for your account. Once these are set, you'll then be able to assign specific pay rates for each visit code to each of your employees. Let's get started!

 

Setting Up Visit Codes for Your Company

The first step to using visit codes is to create the master list of visit codes for your account. This should include all types of visits performed by your clinicians. By default, visit codes can be set as either a Visit Code or a Non-visit Code, and also by Fixed Amount and Hourly. 

 

To add visit codes, click on your name in the top right corner of your Dashboard and select Account from the drop down menu:

 

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You'll then select the option for Visit Codes from the left side menu.

 

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Once on this page, use the green "Add Visit Code" button at the top of the screen to add new visit codes. When adding a visit code you'll be asked to create 1) a Code (this is abbreviation that your company uses to reference different types of visits, for example "E" can be used for an Evaluation visit), 2) the Name (this is how you would describe the type of visit, for example "Evaluation"), 3) a Code Type (whether the code is a Visit or Non-visit, every agency handles this uniquely), and 4) Pay Type (whether this visit is paid at a Fixed Amount or Hourly if the payment is tracked based on the duration of the visit). 

 

 

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For a Fixed Amount visit, the clinician will be paid the same amount for making the visit, regardless of how much time was tracked. For Hourly visits, the clinician will be paid on how much time they spent making the visit multiplied by the hourly rate. 

 

You can add as many visits as you would like from this page. All visits that you add will then be available to employees who are paid on a Pay Per Visit basis (more on that below). Here's what the Visit Codes page looks like once visits are added. You can always go back and edit or remove visits as needed. 

 

 

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Assigning Visit Codes and Pay Rates to Employees

Now that you've added visit codes, you'll be able to assign specific rates for each type of visit to each employee that you compensate on a Pay Per Visit basis. To assign rates, go to your Employees tab. From here, you can see which employees are Pay Per Visit by viewing the Pay Type column.

 

 

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You can always change an employee to a Pay Per Visit classification by clicking on the employee's name and selecting the "Per Visit" option.

 

 

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You can also make new employees Pay Per Visit. After clicking the Add New Employee button and filling out the new employee form, set the Pay Type to "Per Visit". Note that when you add an employee as Per Visit, you'll need to go back into their profile and actually assign them rates for each applicable visit code. 

 

 

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Now that you've assigned the Per Visit pay type to all the appropriate employees, you'll need to assign them rates based on the compensation for each employee. Most employees are paid at different rates, even if they perform the same types of visits, and factors that determine rate are often availability, experience level, performance, tenure and more. To assign rates for a Per Visit employee, simply click on their name. Once the employee profile opens click the blue "Set pay rates" link. If you have already set rates for an employee, this link will say "View pay rates". 

 

 

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A new popup box will load, showing you all potential visit codes that you can assign to this employee. Note that these are pulled directly from the Visit Codes page that we walked through above. Go through each visit type, and enter a rate for Fixed Amount and Hourly visits that this employee will perform. After you've entered all the necessary rates click the Save button in the bottom right corner. 

 

 

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Do this for each of your Pay Per Visit employees. After you've set rates for all your team members, Boomr will automatically determine whether or not they are checking into a visit that is paid at a Fixed Amount or Hourly rate and prepare the timesheet reports accordingly. 

 

You can go back to edit rates for your employees at any time, these changes will not impact previously submitted and approved work. 

 

If you have any questions about setting up Visit Codes or assigning codes and rates to your employees, please don't hesitate to reach out to us at support@boomr.com and someone from our team will be happy to help you.