How to Add Payors and Associate Services

• Step 1: Access Payors Menu  
• Navigate to “Payors” in your menu toolbar 

Step 2: Add New Payor 

• Note that “Private Pay” is added as a default service and will need to be updated to meet your agency setup.  Private Pay is used for any client without an authorization and is separate from  a client contact payer 
• To add a new payor, select “Add New” in the top right corner of your screen. A Payor pop-up window will appear 
  
  

Step 4: Complete Payor Information 

• At minimum, complete the following information in the pop-up window:  
  
  • Payor Name 
  • Category 
  • Street Address 
  • City 
  • State 
  • Zip 
  • If you are submitting claims using EVV additional fields maybe required including EVV Payer ID

Step 5: Save Payor 

• Once you’ve completed the information, select “Save” 
• Please repeat these steps to add additional payors as needed 

Update your Payor’s Billing Settings 

Step 1: Access Payor Menu  

• Navigate back to “Payors” in your menu toolbar 

Step 2: Select Payor 

• Click on the name of the payor you wish to set up billing for 

Step 3: Navigate to Billing Settings 

• You will be brought to the “Services & Rates” page 

• Select “Billing Settings”, which is next to “Services & Rates” in the submenu of the billing menu  
  
  

 
 

Step 4: Complete Billing Settings:  

• Complete the Billing Details for the specific payor:  

• • Frequency = select the frequency this payor will be billed

• • Billing Identifier = which ID will be used to identify the client  
  • Place of service = optional  
  • Payor Export Template = select the preferred export template (this will typically line up with Payor Type)  
  • EDI Receiver & Payor IDs = If EDI is selected as a template, these will unlock and you may enter the required information  
  • The Other Settings and Financial Settings are optional review each setting and select if needed.  
• Click Save when complete. Once saved, then you will be able to utilize this payor for authorizations and billing 
• Repeat these steps for each payor 

If Needed,  complete Care Programs & Case Managers: Care Programs and Case Managers can be added to Authorizations after entry in this area. 

 

• Select Add New, complete form and save
• 

Add Case Managers:

Navigate to Case Managers

Select Add New, enter information and Save

Assign your

Services & Rates 

Step 1: Access Payor 

• Within your “Payors” tab, click on the name of the payor you’d like to add services and rates to. 

Step 2: Add New Service 

• You’ll be brought to the “Services & Rates” tab by default 
• In the top right corner of your screen, select the “Add New” button. The “Add Payor Service” pop-up window will appear 

Step 3: Complete Service Information 

• At minimum, please add the following fields:  

• • Service Code: The abbreviation of the service you’d like to add (i.e Personal Care = PC) 
  • Bill Rate: The amount you bill for performing this service  

• • Units: The unit of measure on how your bill rate calculates (per hour, per 15 minutes, etc.) 

• • Round Units: Your Rounding units must be less than or equal to your billing units.
  • Rounding Rule: The rounding rule is applied to your selected rounding units.
    • Round Down - Rounds down to the prior rounding unit value.
    • Round to Nearest - Rounds to the nearest Rounding Unit value.
      • When using 15 minute rounding units, this follows the same rounding rules as the Payroll (EVV) rounding. Minutes 1-7, round down, 8-14 round up. 
    • Round Up - Rounds up to the next rounding unit value.

• • Effective Date: The date that the service rate applies to. We highly recommend making the effective date immediately or backdated. Applying a start date in the future will block users from scheduling for visits prior to this effective date 
  • Additional areas maybe required based on your payor and submission type.  Verify with you aggregator on what fields are required. 
• Once complete, select “Save” 
• Repeat these steps for each service under each payor 

Apply Payors to your Office 

Once you’ve finished adding your payors, services and rates, next is to apply the payors to your office. To do so, please complete the following steps:  

Step 1: Access Admin Menu  

• Navigate to and click “Admin” in your toolbar 
  
  

Step 2: Locate Office Menu 

• Scroll down until you see “office” in the menu on the left-hand side of your screen 
• Select “Office” 

 
 

Step 3: Edit your Office Details 

• Click on blue pencil icon next to your office name. A pop up window will appear 

Step 4: Adding Payors to your Office 

• In the top left corner of the pop-up window, select the Payors drop down 

• Select each payor that needs to be added to your office  
• Please note: For users who have multiple offices, you will need to select which payor applies to each location  
• Once you’ve selected each payor, click Save