Auto Update for Fee Schedule
in progress
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Casey VanderStel
Have the fee schedule auto update all future visits that may already be scheduled. We are having tons of trouble with clinicians first booking sessions, then adjusting a clients fee schedule, which results in the clients getting charged the incorrect amount often. It seems simple enough to write so the fee schedule would overwrite the price on anything previously scheduled
Tyson Edwards
in progress
Tyson Edwards
What is everyone's take on appointments that have already happened but are uninvoiced? Do we need an option to bulk update those if the service fee is changed? If this is something we need, it could be a separate option but I think the majority would just need the update of future appointments.
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Aubrey Adams
Tyson Edwards: In our practice we honor the fee at the time of appt. So if we update the fees, it is on or after the update date. We wouldn't need (or want) it for appts that have already happened, but I understand some might so if it is implemented i'd request it as a separate option.
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William Schroeder
Tyson Edwards: I personally don't see a use case for this. I do think, however, it would be helpful to also have the option of "update all future sessions" or "update specific future sessions" (like till the end of the year when a copay might change). I also would like the option to book 52 weeks at a time.
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Kelly Ulmer
Tyson Edwards: I agree with Aubrey. We honor the fee at the time of appt so the bulk fee update would not need to apply to past appts that are uninvoiced. We would just want it to update future appointments.
Tyson Edwards
So thinking about this one. This process could take some time for the system to go through all the scheduled appts and update the fees. You may be sitting in front of a loading screen for a few minutes while it completes especially for larger offices. How would you all like to handle that? What if you were able to schedule this to happen during off hours? This isn't necessarily something you do on the fly right?
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William Schroeder
Tyson Edwards: if the appointment is that day or in the past and uninvoiced, then it would be helpful to have it execute the change immediately and then note the other will update within X timeframe.
Alternatively you could have it default to make change now and give the option to have it happen over the off hours.
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Kelly Ulmer
Tyson Edwards: that would be perfect. Right now we have to manually do this one client at a time and it takes hours. So having it need to process for a few minutes and done with just one click would be incredible.
Tyson Edwards
Hello, he have this in the software today for the custom fee schedules. When adding or editing a fee schedule, you can have the service price changes apply to already booked appts.
Can you please give this a shot and let us know if this is behaving as expected?
Thanks!
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Aubrey Adams
Tyson Edwards: I checked this out and I see it's only applicable to custom price schedules per client. Our main issue is the pre-made price schedules which we use almost exclusively. Is it possible to add the same feature but under the the pre-made ones (the ones we create under booking settings>price schedules)?
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Kelly Ulmer
Tyson Edwards: The option isn't showing up for me to test. Regardless though, I agree with Aubrey that this feature is needed for general service fees (clinic wide) more than individual custom price schedules per client. The way it looks like it would work now would require us to manually go into each client's chart (which we have over 400), and adjust one by one. We need a way to fully adjust all fees at the start of the year when our fees clinic wide increase.
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William Schroeder
Tyson Edwards: We are using it without issue!
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Cara Czarnecki
Yes please this has been a real pain as I am still building up my fee and have to manually change every single appointment every time I change this. My clients book months a head. This is a real problem.
Tyson Edwards
under review
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Althea Herrell, LCSW, CCTP, ACS
Tyson Edwards: yeah! This will save a lot of time. I especially like the addition of having tags automatically created and attached to clients charts to indicate their fee schedules.
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Camille Scent
Yay - glad to know this is planned!!
Tyson Edwards
Hello, reaching out for clarity here. We are talking about when updating the charge for a service, update all already scheduled appts with that service to the new charge?
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Billing Coordinator
Tyson Edwards: Hi Tyson- that is correct.
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Okichie Davis, LPC, LCPC, ACS, NCC
Tyson Edwards: Hi. Yes, this is correct. The desire is that all current appts with that service would update to the new default service fee when that fee is changed in Booking Setting, while automatically taking into consideration any client specific coupons/ price schedules.
So for example, if the new rate for a service type is updated in Booking Settings from $80 to $100, all current appts with that service would auto update to $100, then apply any price schedule the specific client calls under. If a client had a price schedule that applied an 50% discount to that service, their fee for the service would auto adjust from $40 to $50; if their price schedule was later changed to a 40% discount, their rate would auto update to $60. For clients who had a fixed price schedule of $40, their rate would stay at $40 unless/until that was changed or removed; then the rate would auto update either to the new fixed rate or back to the default fee of $100.
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Ryne Evans
Tyson Edwards: I ran into this today. I updated the fee with an insurance company of what my payout is for a service, however, it did not change this on the client side for invoices.
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Ryne Evans
Tyson Edwards: a better solution to this is to be able to set pricing at the client level by services.
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Okichie Davis, LPC, LCPC, ACS, NCC
Ryne Evans: Yes! I've literally been begging for this. Please vote: https://practiceq.canny.io/feature-requests/p/edit-price-schedule-directly-from-client-profile
Tyson Edwards
Ryne Evans: but then when you increase pricing, you need to go into each client and update it right? Wouldn't that be cumbersome?
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Ryne Evans
Tyson Edwards: i think if we have there be a default rate, but then have client level where it is changed if needed. I'll show an example. Here is how SP has it setup: you have practice default fees for each service, and if there needs to be an override, there is the ability to change it per service on the client level.
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Camille Scent
Okichie Davis, LPC, LCPC, ACS, NCC: YES - AND I also to be able to generate a list of clients who are on reduced fees with their associated rates. I've been using manually created and applied tags for this, but an automated system for doing so when a client is added to a price scheduled or when a new price schedule is created would be preferable.
Tyson Edwards
planned
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Althea Herrell, LCSW, CCTP, ACS
Tyson Edwards: Yes, that is correct!
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Camille Scent
Tyson Edwards: So, to clarify, I think these are the changes we've been talking about:
1) When the default fee for a service changes, all existing appointments scheduled for that service will automatically reflect the new fee -EXCEPT for clients who are on a special fee schedule, in which case the special fee schedule will apply as appropriate to the new regular fee.
2) When a client is added to or removed from a fee schedule, all existing appointments scheduled for that client will automatically be updated to reflect the client’s new rate.
3) Clinicians can add a client to a fee schedule from within the client’s account.
4) Clinicians can also create a new fee schedule within a client’s account.
5)A list of all clients on a fee schedule can be generated using the lists feature.
6) A list of all currently active fee schedules (and their associated rates) can be generated.
(And my personal wish: 7) a tag will be generated for each fee schedule and automatically applied to client accounts as appropriate.)
Anything else?