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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