For group appointments there is normally a pay conflict, meaning that you are not paying your provider for each client. Instead, you are paying for their time with all clients attending the session. To bill for the group session you should bill each client separately with the appropriate service codes, SOAP notes, payor, and diagnosis code. The service codes should be excluded from your Payroll module. (For information on how to exclude a CPT code from payroll, click here.)
Then the employee will submit a timesheet to organization for their time with a code that is payable but not billable, which counts towards payroll. This service code could be named to reflect the group session (e.g. Group Session – Payable). Be sure to set up a custom provider rate for your providers that are paid for group sessions.
Using this method will ensure a number of things.:
- Removes the need to change timesheet entries for payroll amounts that are zero. I.e., Provider rates do not have to be deleted for the clients that attended the group session.
- Allows for overlap on client appointments. One client comes at 1 and leaves at 3. Another client comes at 2 and leaves at 4. Clients are billed for the time that they attended.
- Quickly shows how much ‘group appointment’ time is being billed and then how much ‘group appointment’ time is being provided via filtering the Billing module by the appropriate group codes (billable vs. payable).
As outlined above, for group sessions we recommend using 2 separate codes. One code would be your billable (e.g., Group Session: Billable). For this code, you would need to put the amount that each client is getting billed (if it’s the same for each client, only add one default fee schedule)…
…but the provider rate would be set to $0.
This code is for billing, but not payroll purposes so we recommend identifying it by using at least a “Billable” and a “Non-Payable” or “Exclude from Payroll” service code label.
The second code would be your payable set to whatever rate you are paying your provider (e.g. Group Session: Payable)…
…but the default rate would be $0 as you are not billing for this service.
This code is not for billing, but for payroll purposes so we recommend identifying it by using at least a “Non-Billable” and a “Payable” service code label.
For example, if you are scheduling a group session with 4 clients, you need to create 5 separate appointments (all with the same appointment time; you will get a warning to say that you are overlapping the schedule, but you can ignore this error for group session); 4 of these appointments would be with the actual clients with the billable service code, and the 5th one would be linked to the payable code with an admin client. In the example below, even though Iron Man is holding a group session with 4 clients from 11 am to 12 pm, there are 5 appointments on his calendar.
The first four appointments with clients, Harry Potter, Bumble Bee, Benjamin the Dog, and Eric Cartman, are coded with “Group Session: Billable.” However, his fifth appointment with Client Admin, is coded with “Group Session: Payable.”
Last Updated: 4/3/2017