Manual Days Care Charges and Reimbursements

Content

  • Introduction
  • Explanation of Days Care Charges, Reimbursements, and Adjustments
  • Creating a Manual Days Care Charge
  • Reimbursements

Introduction

Manual Days Care Charges and Reimbursements are part of the optional add-on, Enterprise Financials. If you are interested in the extendedReach Enterprise Financials, please contact your Agency Administrator, or sales@extendedreach.com. 

If you have a question not addressed here, you can search at the bottom of this article in Related Articles or contact support at support@extendedreach.com. 

Explanation of Manual Days Care Charges and Reimbursements

Days Care Charges are amounts of money paid to an agency by the state or county to care for an individual client. Reimbursements occur when a home is paid a portion of that money.

extendedReach will automatically calculate Days Care Charges and Reimbursements through the standard functionality described in our Days Care Rates and Days Care Billing Generation articles. Without the Enterprise Financials integration, if a correction needs to be made to Days Care (such as missing admission or discharge dates, an incorrect rate, or an incorrect placement) the correction is made to extendedReach and the entire month will need to be “re-generated” following the standard process.

However, once the Enterprise Accounting functionality is enabled, Charges and Reimbursements can be “Posted” to the accounting system. Once Posted, these Charges and Reimbursements can no longer be regenerated. Instead additional transactions must be created or the existing transactions must be Adjusted. Additional transactions are referred to “Manual Days Care” transactions (to differentiate them from transactions “Generated” by the system).

To learn how to Adjust a posted transaction refer to the Adjustments article. To create a manual Days Care Charge or Reimbursement, follow the instructions below.

Creating a Manual Days Care Charge

1. From the Financial tab within a Case, click on Charge.

Image: “Case Screen Financial Tab: Charge”

2. Within the General Tab, under Charge Information section, select “Days Care” from the Type drop-down menu.

Image: “Charge Type: Days Care”

3. Complete the remaining fields within the Charge Information section.

Image: “Charge Information”

Field Name Description
Charge Date Record the date the charge was incurred.
Status Since this is a new charge, the system will auto-fill “New”.
Type This will be a Days Care charge.
Bill To Select who should be filled for this charge, from the drop-down menu.
Admin Record the dollar amount your agency will keep.
Board Record the dollar amount you will send to the home.
Start Date Click on the calendar icon to select the date these charges began.
End Date Click on the calendar icon to select the date these charges ended.
Days Care The eR system will generate a number of days care, based on the dates you select on the two above questions.
Don’t count/post Days in Care Check this box if the dates you’ve entered should not be included in the total Days in Care for this case.
Placement With Click on the magnifying glass icon to find and select the placement for these Days Care charges.
Reimburse Home Check this box if this charge should be sent to the home for reimbursement.
Placement Type Select the type of placement for this charge, from the drop-down menu.
Caseworker Select the caseworker for this charge, from the drop-down menu.
Rate Level Select the Days Care Rate level for this charge, from the drop-down menu.
Memo If there are any additional notes, they can be recorded here.

Image: “Reimburse Home”


3. If there are related documents, such as receipts, attach them by clicking on the paperclip icon. To delete a file, click on the item, then on the trashcan icon.

Image: “Related Documents”

4. Click on Save, or (Save and) Add Another.

Image: “Save” or “(Save and) Add Another”

5. If you checked the box next to “Reimburse Home”, this information bar will appear. To view, click on the “Home Reimbursement” blue hyper-link.

Image: “Home Reimbursement”

Reimbursements

1. From the Financial tab within a Home, click on Reimbursement.

Image: “Reimbursements”

2. Within the General Tab, under the Reimbursement Information section, select “Days Care” from the Type drop-down menu.

Image: “Reimbursement Information Type”

3. Complete the remaining fields within the Reimbursement Information section.

Image: “Reimbursement Information”

Field Name Description
Reimbursement Date Record the date the reimbursement was incurred.
Status Since this is a new charge, the system will auto-fill “New”.
Type This will be a Days Care charge.
Board Record the dollar amount you will will pay the home.
Start Date Click on the calendar icon to select the date these charges began.
End Date Click on the calendar icon to select the date these charges ended.
Days Care The eR system will generate a number of days care, based on the dates you select on the two above questions.
Don’t count/post Days in Care Check this box if the dates you’ve entered should not be included in the total Days in Care for this case.
Case Click on the magnifying glass icon to find and select the case related to this Days Care reimbursement.
Program Select the program from the drop-down menu or the system will auto-fill it for you.
Funding Organization Select the organization who funded the reimbursement, from the drop-down menu.
Rate Level Select the Days Care Rate level for this charge, from the drop-down menu.
Memo If there are any additional notes, they can be recorded here.

3. If there are related documents, such as receipts, attach them by clicking on the paperclip icon. To delete a file, click on the item, then on the trashcan icon.

Image: “Related Documents”

4. In the Ledger Tab, the status will now say “Ready to Post”. You can place the reimbursement on hold, or decide not to post.

Note: Once the Days Care has been Posted and there is an error, an adjustment will need to be created for the case and the home. If it says "Ready to Post" (i.e. hasn't been posted yet), you can delete the Days Care and create a new entry or regenerate the AR/AP. 

Image: “Ledger Tab – Ready to Post”

5. Click on Save.

Image: “Save”

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