Please note: This article is for those using our upgraded rostering. Please see this article to see how to set this up on your rostering. If you don't have access to upgraded rostering yet and would like to learn more, you can book a demo with our team.
You can add funding to new or existing visits, ensuring that every visit is correctly charged for. Before you start, it is important that you have created the funding options in the Finance tab.
See this article to learn how to create client funding!
You will be able to add funding when creating a visit schedule, or you can add it in at a later date. It is important that you add the funding as soon as possible so that you can run your invoicing efficiently.
How to Add a Default Funding Type
Setting a default funding type ensures it is automatically applied whenever you create a new visit schedule. For clients with existing schedules, the default will be applied to all of them, including completed visits - saving you time and speeding up invoicing!
If a client has multiple funding sources (e.g. different rates for personal care and waking nights, or a mix of private and local authority funding), you should still choose the most commonly used one as the default. You can always change the funding type when creating or editing a visit schedule.
Go to the Finance tab
Click Manage invoicing on the left-hand side bar
Select the Funding: Clients tab on the drop-down menu
Search for your client in the search bar
Click the Set default button
If you have not set up client funding yet, you will not see this option. Make sure to set up client funding- see this article for more guidance!
You will see a pop-up asking you to add the details of the default funding
Add the details
Click Save
If a visit template already exists, the new default funding will be applied to all visit occurrences (past and future) that previously had no funding source. You can update the default funding at any time with just a click.
Changing Funding from the Default for a NEW Visit Schedule
When creating a new visit schedule:
Select the client and go to the Visit template tab
Select template length. For more info, see this article
Click the Add visit schedule button
Fill in the visit details (time, frequency, number of carers)
In the same form, select the appropriate funding from the dropdown menu
Click Create schedules to apply this funding to the entire schedule
For a more in-depth guide on visit schedule creation, please see this article. Once this is done, the funding will be applied to all visits in that schedule, meaning that you will not need to apply the funding again.
Changing Funding from the Default for an Existing Visit Schedule
Go to the Visit template tab for the client
Select the first visit schedule in the template
Select Edit schedule from the drop-down menu
Select the funding type from the dropdown menu
Choose when this change will be effective from
Click Save changes
Repeat the steps above for each visit in the template where the default funding does not apply.
How to Update Funding for One-off Visits
For one-off funding changes:
Navigate to the Visit calendar tab
Find and select the specific visit
Click Edit visit from the dropdown menu
Update the funding information
Click Save changes
Remember that changes made to individual visits on the Visit calendar tab will only apply to that specific visit.
You will see the visit has a striped bar indicating that details of this visit deviate from the norm; in this case, it is because the funding is different from the set default funding.
How to Update Funding for a Completed Visit
You can update the funding for a visit that has already taken place when you are confirming visits. You will need to do this before confirming the visit, or you will not be able to audit the time and invoice the visit.
If you have set a default client funding type, this will automatically apply to all visits without funding that have already taken place and have not yet been confirmed.
If you try to confirm a visit that has no funding information, you will see this message on the Audit visit timings modal 'No funding information has been set for this visit'.
You can add the funding information via this modal; however, if this is a recurring visit, we recommend setting funding information on the visit schedule using the methods above.
This ensures you do not have to set funding information for each individual visit.
Finding Visits Without Funding
If you have a Birdie Analytics license, you will be able to identify visits missing funding information:
Access the dedicated report in Birdie Analytics
Review all visits that need funding information added
Update them via the agency hub accordingly
This helps you save time and ensures all visits are properly set up for billing.
Please note: If you don't have access to Birdie Analytics and want to learn more, please contact a member of our team!