Purpose:
Use this setup when two clients receive couples care and your agency needs billing for both clients directed to one combined payer record and a single invoice destination. This article also applies to couple care, couples billing, shared payer, combined invoice, joint billing, and consolidated billing searches.
Before You Begin
Create and maintain each member of the couple as a separate client profile.
Confirm both client profiles are available and that their shared billing name, address, and email information are known.
Complete the payer type setup before linking the payer to either client.
Decide the billing frequency and effective start date. Use the same values for both clients.
Important: Do not combine both people into one client profile. Each person must remain an individual client, even when their charges are consolidated to one payer. This helps maintain separate care plans, goals, and proper reporting.
Step 1: Create a Couples Care Payer Type
Open Settings: Navigate to the payer setup area under DDM Payer.
Open Payer Type: Select the option to manage payer types.
Add a payer type: Create a payer type named Couples Care.
Add a description if needed: A description is optional. Use one if your agency needs additional reporting or setup context.
Save: Confirm the Couples Care payer type is available for selection when creating the combined payer.
Step 2: Create the Combined Payer from the First Client
Open the first client: Go to Clients and select the first member of the couple.
Open Billing Info and Settings: Locate the payer section and select Add.
Create a new payer: If the combined payer does not already exist, choose the option to create one.
Select the payer type: Choose Couples Care.
Set the payer as an individual payer: The billing information is being directed to the named combined payer record.
Enter the combined payer name: Use both clients’ first names and their shared last name, or follow your agency’s naming standard. Example: George and Henrietta Musgrove.
Add a payer note: Document that the payer consolidates billing to a single invoice for both clients.
Enter contact information: Enter the billing address and email address that should receive the invoice.
Save the payer: Confirm the new combined payer is created before linking it to the client.
Step 3: Link the Combined Payer to the First Client
Search for the payer: Search by the combined payer name and select the payer you created.
Set payer rank: Set the combined payer as Rank 1 so it is the primary payer for this billing arrangement.
Set billing details: Choose the applicable billing frequency and enter the effective start date.
Add payer notes if needed: Record any client-specific billing information.
Set payment distribution: Select Difference and set the distribution to 100%.
Save and Sync: Save the link and synchronize the payer information.
Step 4: Link the Same Payer to the Second Client
Open the second client: Return to Clients and select the other member of the couple.
Open Billing Info and Settings: Go to the payer section and select Add.
Search for the existing combined payer: Do not create a second payer. Search for and select the payer created for the first client.
Match the payer settings: Set Rank 1, use the same billing frequency and start date, select Difference, and set payment distribution to 100%.
Save and Sync: Save the payer link and synchronize the information.
Verify the Setup
Each person appears as a separate client profile.
The same combined payer is linked to both client profiles.
The combined payer is Rank 1 on both profiles.
The billing frequency and start date match on both profiles.
Payment distribution is set to Difference at 100% on both profiles.
The payer name, billing address, and email identify the intended invoice recipient.
Expected result: Invoices created for both clients are directed 100% to the same combined primary payer, supporting one consolidated invoice destination.
Best Practices
Recommendation | Benefit | Consideration |
Keep separate client profiles | Preserves individual client records while allowing shared billing. | Requires payer setup on both profiles. |
Use one consistent payer name | Makes the payer easier to find and reuse. | Follow a standard naming convention to avoid duplicates. |
Assign a Couples Care payer type | Makes the billing arrangement easier to distinguish in reporting. | The payer type must be created before it can be selected. |
Match dates and frequency | Keeps the billing arrangement aligned for both clients. | Mismatched settings can create inconsistent billing behavior. |
Add a consolidation note | Explains why one payer is linked to two clients. | Keep the note concise and billing-focused. |
Common Scenarios
The combined payer already exists
Search for and link the existing payer from each client’s Billing Info and Settings. Do not create a duplicate payer record.
The couple shares an address but uses a different billing email
Enter the address and email that should receive the consolidated invoice. The payer contact information should represent the intended billing recipient.
The setup begins after care has already started
Enter the effective start date that matches the period for which the combined payer should apply. Use the same start date on both client profiles.
Troubleshooting
Issue | Resolution |
The payer cannot be found on the second client | Confirm the payer was saved from the first client. Search using the combined payer name and verify the spelling. |
Two combined payers were created | Use the same payer record for both clients. Review the links and remove the unintended duplicate according to your agency’s data-management process. |
Invoices are not directed to the combined payer | Confirm the payer is Rank 1 on both profiles and that payment distribution is set to Difference at 100%. |
The clients have different billing outcomes | Compare the billing frequency and effective start date on both profiles and make the settings consistent. |
The payer type is unavailable | Return to Settings > DDM Payer > Payer Type and create or confirm the Couples Care payer type. |
Associated Reports
Use billing or invoice reporting that displays payer information to verify that both clients are associated with the same combined payer. Where payer type is available as a report field or filter, use Couples Care to identify these arrangements. Report names and available fields may vary by agency configuration.
Related Articles
Add links in this order when the related articles are available in the Help Center:
Create and Manage Client Profiles
Create a Payer Type
Add or Link a Payer to a Client
Configure Billing Frequency and Effective Dates
Generate and Review Client Invoices