Vacant Bed Billing Rate

Learn how to setup vacancy rates for residential facilities in myEvolv.

1. Navigate to the following path: Finance Setup > Billing Rates (A/R) > Vacant Bed > History.
2. In the toolbar, click Select a Rate. 
3. In the Select a Rate dialog, select a rate.
4. In the toolbar, click New > Billing Rate - Vacancy Based.
5. Complete the following fields:

• Description - Name of the rate. In many cases, rates are changed every year. Consider using description like FY04 Rates (FY - Fiscal Year).
• Associated Plans - Sub form allowing you to choose all plan/contracts under the selected payer where this rate will be used. It is this area that allows you to share a rate. For example, you may send bills to multiple counties, and most counties pay you the same amounts.  Add the plan/contracts here instead of creating the rate many times.
• Effective Date - Enter the start date of the plan.
• End Date (Included) - This is the date when the rate ends. (Included) means the date entered will be the last date the rate is effective.
• Rate Method - Only the rate methods available for the rate type (manual, placement, occurrence, or vacant bed) are available. These are defined by Netsmart.
• Use enrollment date to determine effective rate - 
• Consolidate Services - Select this option to consolidate services for a time period.  For example, you may want the system to create one claim for an entire day's worth of services provided under this rate.
  • Consolidate for a Period - Choose how the claim should be consolidated,for example, day, week, year, and so on.
  • Rate Applies to a Full Period - Select this option if the rate will apply to full period. If selected, the next four fields become active allowing you to set specific options and rules.
    • % Services to Qualify for Full Period - Enter a percentage. This will determine whether the rate will be applied. For example, if the percentage identified is 50%, and the consolidation period is for one month, then the Rule (identified in next field) will be applied if the bed is vacant for 15 days or less. 
    • If not Full Period, Apply Rule - Rule used if the amount of services is less than the percentage entered in the previous field. These rules are defined by Netsmart.
    • If fixed Number, Divisor Value - Use this field only if you selected the Fixed Amount rule in the previous field.  The number entered here is the divisor number used in the calculation for a period length less than the percentage entered in the % Services To Qualify for Full Period field.
    • Create One Unit per Period - When you select this option, the system creates only one unit. For example, if a client is in the Program/Facility for 25 out of 31 days, instead of creating 25 units and consolidating for a period, myEvolv creates one unit for the time period (so, 25 days = 1 unit).
• Rates -You can enter as many lines in the details as necessary but the variables can not overlap to determine the rate. The system validates that you do not attempt to save logic where they overlap, meaning more than one line is found for a single service provided.
  • Facility (Empty for Default) - Use if this rate line is to be used for a specific service facility.
  • Agency Rate - Enter the regular rate the agency normally charges anyone for the service.
  • Plan Rate - Enter the rate to be charged to the payer for the service. This can be the same or different from the agency rate.
  • Procedure Code - This is a code that describes the service being provided, used as a way of translating agency services to funder specific codes.
  • Modifiers (Claim) - Funder specific modifiers and often referred to as local use codes. Rate setups allow for three different types in most cases.