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How to override rate cards

Learn how to override a rate cards for different visit set-ups

Anjelica avatar
Written by Anjelica
Updated over 8 months ago

Please note: The following feature is available as part of Birdie’s Starter, Core, Advanced and Plus packages (Also known as Care Management, Rostering & Finance, Premium and Essentials) Please get in touch if interested in more information on this feature!

You would override a rate card if you have a care recipient that you have negotiated an unusually high or low rate, you can charge the funder of that contract a higher or lower rate for this care recipient than you do for all the other care recipients on the same contract.

This also means that whenever a care professional does a visit for that care recipient, they will get the bespoke rate rather than the 'normal' or ‘default’ rate defined on the rate card assigned to them which will apply when they visit any care recipient who doesn't have bespoke rates.

You can create specific pay rates and apply those ones by overriding the default one. This means you have more flexibility when creating rate cards.

Please note: overriding rates will be applied to the visit you have selected and all following visits that are part of the visit schedule - not an individual visit.


How to create a new pay rate

As the first step, you should create a new pay rate that you will choose when overriding the default pay rate.

To create a specific rate, go to the Finance tab and click on Pay rates on the left menu.

You can choose to create a new rate card by clicking on the New Pay Rate or you can click on an existing one and click on Edit.

Once you have created or selected the pay rate card:

  • Click Add rate

  • Choose Day type

  • Choose time of the day

  • Select Rate

  • Then enter the amount based on the rate type

  • As the last step click Add to save it.


How to create a new invoice rate

To create a specific rate, go to the Finance tab and click on Invoice Rates on the left menu.

You can create a new one by clicking the New invoicing rate button or you can click the existing one and edit it if you would like to.

Once you have created or selected the pay rate card:

  • Click Add rate

  • Choose Day type

  • Choose time of the day

  • Select Rate

  • Then enter the amount based on the rate type

  • As the last step click Add to save it.


How to override a rate card

There are 3 different ways to override a rate card and assign a new one.

Option 1: If you would like to set bespoke rates when you are adding a visit.

  • Click on the Clients tab and select the specific care recipient

  • Click Visit on the left-hand menu

  • Select +Add visit

  • Select frequency

  • Select time

  • Select Start/End date

  • Select how many carers are required

  • Tick Override rate cards for this schedule

  • Select the pay rate you would like to apply

  • Select the charge rate you would like to apply

  • Click Save Changes

Option 2: From the Client tab

  • Click on the Clients tab and select the specific care recipient

  • Click Visits on the left-hand menu

  • Click on the specific visit you would like to update - please note: the rate you choose to apply as an override rate will be applied to this visit and all following visits that are part of the visit schedule.

  • Click Edit

  • Then click on More options

  • Choose Override rate cards

  • Select the pay rate you would like to apply

  • Select the charge rate you would like to apply

  • Click Save

Option 3: From the Visits tab

  • Click on the visit card

  • Choose the View visit details option

  • Click Edit

  • Then click on More options

  • Choose Override rate cards

  • Select the pay rate you would like to apply

  • Select the charge rate you would like to apply

  • Click Save


How to override a rate card for a single visit

Overriding rate cards will apply to the entire visit schedule, however, it is possible to override a rate card for a single visit.

To do this, follow the steps above and select your preferred method of overriding a rate card. Once you have overridden the rate card you will select the next visit in the schedule and override the rate back to the original rate. 

In this example, visit 1 would be overridden with a new rate. Overriding visit 2 (the next visit in the schedule) with the original rate will stop the overriding rate from visit 1 from being applied to all of the visits and will mean it applies only to visit 1.


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