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Pay & Charge Rules

CareFree provides a very powerful system that can do both pay and invoicing. Since we already use CareFree for managing the rotas it makes sense that we can use this data to work out exactly how much a carer will get paid, and also how much we would need to charge our clients for the care provided.

Not only this but the system can be further used to work out mileage and travel time if that's something you do as a provider.

Pay and Charge rules can become quite complex, and this short knowledge base article will not detail every aspect of the system - if your organisation is starting to do financials for the first time then we recommend you speak with the CareFree training team to organise a days training which will be tailor made to your organisation.

That being said lets take a look at setting up rules for pay.

First using the top menu bar, press the rules button as follows:

This will open the following screen, notice how this is a completed Rule for Pay, we will examine this before looking at how to add one.

  1. We are looking at the rules for Pay first, using this drop down list we will select Pay.
  2. The drop down list directly under Pay allows us to select the Role, every Carer in the system has a role, this is set in the carer screen under payroll. This is how you would pay differently from a Care Worker to a Senior Care Worker for instance.
  3. This is whats known as our “Problem Penny”, we will use this to catch problems with our rules.
  4. The rules list, notice how we have more than one. Rules are built up to deal with any type of pay scenario we can think of, in this instance the company is using banding's for 15min, 30min calls etc. This just shows one way the system can be used but there are literally hundreds of ways this can be worked.
  5. The Rule items themselves, see the list below for a run down of what each item does - as you can see from the left, multiple rules can be created.
  6. The value box, this area stores the payment value which will be paid. The rule you are looking at here is a Sleep in which pays a flat £70 hence the reason Pro-Rata is un-ticked.

The rules

There are seven rules, typically only six are used within Care Companies.

  1. Use a rule for the length of call - This rule is used for banding's, For instance if you wanted to pay based on 15/30/45/60 and 60+ minutes we could use this rule to achieve that.
  2. Use a rule for the day or date - Typically used when a different rate is payed at weekdays and weekends.
  3. Use a rule for the contract - If you was going to pay differently to a carer visiting people on a specific contract, this would the option to select.
  4. Use a rule for the client - Again if you was going to pay differently for a carer to go and see a particular client, then you would use this option.
  5. Use a rule for the need - Like in the picture, this option would look to the calls on the rota and pay differently if it see's a need. In the example above its paying a flat rate of £70 due to the need being “Sleepover”. Needs can be quite a powerful tool when it comes to pay and charge as they can be linked to a call.
  6. Use a rule for the time range - Very useful when you pay social and unsocial hours.

Its important to note that more than one rule can be selected within any given rule which will work with the others to get the desired pay, so for instance if you payed more than £70 on a weekend, you would have rule 2 and 5 selected with the correct pay amount as pictured (Red 6).

Adding/Building the rule set. If you have never used the rules screen, unlike the pictures above yours will be blank. But now you know what each rule does its just a case of adding the rules needed for your company.

Start by looking at the bottom, it will have the default hourly rate checked just like this:

This is important to note, because when you click “New” you will be presented the “Problem Penny” screen, this is where you will enter 0.01 pence instead of the usual default hourly rate.

Once added you will then see this checkbox move over to edit rules just like this:

Again press the new button, instead of a popup box this time you will see the list with the 1 to 7 rules have become available. You are now able to create the rules needed for your business.

Looking at charge rules

The good news is that once you know how to add the pay rules, then you also understand the charge rules because they are exactly the same.

Take a look at this screenshot:

  1. This time we have moved from pay to charge, and we need to add rules which will deal with invoicing our clients
  2. This is the contract level selector, you might charge/receive more from certain contracts.
  3. Since we are on the private contract type, then we get the individuals which have that contract type associated, for a social services type contract instead of client names you would see contract name i.e “Somewhere Social Services”. What you don't see in the screenshot is the option to choose “all private” or “all social services” so if your rates are the same across the board there is no need to add rules for every individual.
  4. This is the problem penny and you will still enter 0.01 pence. Its used exactly the same as with pay to catch problems with the rules.
  5. The rules, again exactly the same as pay. The rules to the right are also exactly the same as above.

A word on ordering

You will notice in the last screenshot at option 6 we have some ordering buttons. These buttons are really important to the flow of execution. (the order in which rules run)

The screenshot actually shows an incorrect assignment because “Sleepin” is below the “Normal Rate”. What you would have here is the CareFree system reading the “Normal Rate” value and then adding up the time our Carer was on site, then charging hourly for the time they were there back to the client, when in fact what we wanted was for the client to be invoiced a flat rate of £70.

Due to the flow of execution, the rules would have stopped processing when the system read a rule which worked for the situation. The general rule of thumb is to always have rules with ticks enabled above any which don't, and typically the default hourly rate or “Pro-rata” rate usually doesn't have any ticks applied.

Ordering is also important for pay for the same reasons, anything which requires enhancements to be paid like unsocial hours must be read before the last default hourly rate.

pay_and_charge_rules.txt · Last modified: 2017/11/23 14:24 (external edit)