By Default, there are four Service Types in your Caresmartz portal: Companion Care, Homemaker, Personal Care, and Respite Care.
You may add any number of Service Types to your Caresmartz360 portal, however, that should be done with intention and a plan.
Under the Rates Tab in your Office Settings, you can assign rates to each Service Type, along with a Billing Type.
Start by clicking on the green + New Bill Rate button. A pop up will appear with the options.
A multi-select drop-down for the Service Types is first. If one or more service type has the same rates and billing types, you can set them up at once. Editing must take place one at a time.
Next, you have the Bill Type. Your options here are 30 minutes, 15 minutes (a common unit for Medicaid), 1 hour, and Visit. Visit is like "flat rate". Regardless of your selection, this is the amount that will be charged for the "unit" or type.
Start Date is the first date on which the rate is valid. If you are back billing, or using authorizations that pre-date your set up, you should move this date back in time to before any authorization dates. Otherwise, the rate will not be available to be assigned to that visit. For example, below you see the start date is December 16, 2025. If my client had an authorization that started on December 1, 2025, I would not be able to associate that rate with those authorized visits as it didn't "exist" in the correct time.
End Date - This will default to December 31, 2050, and it is fine to leave as is unless and until you have a new rate to replace it.
Rate Amount - the dollar amount to be charged per "unit". i.e. if you select 15 minutes and you charge $17.00/hour, you would need to divide that number by 4 to get the 15 minute rate ($4.25)
Notes - there is an option to leave a short note about the rate.
If you choose 30 minutes/15 minutes/Hourly as your Bill Type, then you will also need to select your Bill Unit Type. These are:
Bill Min: Bill minimum - this allows you to charge the rate for a defined minimum number of "units" from the Bill Type. i.e. if you put "4" in the Bill Units field, any visit with this rate and bill type would be billed a minimum of 4 units for that visit, even if there were fewer.
Bill Scheduled: this would bill any visits for the scheduled time, regardless of clock in or out times.
Bill Actual: the most common selection. This selection allows the system to calculate the actual shift, including any rounding you designate. Round Nearest is the most common selection here.
For each Service Type Rate you configure, you should configure at least one corresponding Pay Rate.
If you have created rates for Companion Care, even if it's all four Bill Types, and you only pay hourly, then it is fine to just create the hourly rate for that Service Type. Service Types cannot be mixed in a visit, but Bill and Pay Types can be. The workflow and rules are the same for Pay Rates as they are for Bill Types.
If you have specific rates that exist at the Payer, Client, Caregiver or Visit level, they will follow a specific hierarchy, or order of application. It is still important and a best practice to set default rates in the Office Settings. If you don't, each time you create, edit or approve visits without one or more rates, you will get an alert that the rate is missing. Over time, you are likely to train your users to ignore alerts. Alerts are used for other things as well (Overtime, exceeded authorizations, etc), so it's not a good practice to encourange this behaviour.
At the bottom of the page, you will see two more sections. One for configuring Meeting Pay Rates. And one for configuring Expenses. These are not mandatory, and you should only configure them if your agency makes use of these items.
Meeting Pay Rates: By default, there are three Meeting Types configured in your portal: External Meeting, Internal Meeting, and Training. As with Service Types, you can configure more as needed.
Configuration of Meeting Pay Rates follows the same flow and rules as Billing and Payroll rates.
Configure Expenses: By default, there are many types of Expenses listed. Please only configure bill and pay rates for those your agency will use.